iManage WorkSite Server Administrator’s guideVersion 8.5 June 2009 Copyright Notice Notice © 1999-2009 Autonomy Corporation plc and its affiliates. All rights reserved. No part of this publication (hardcopy or electronic form) may be reproduced or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written consent of Autonomy Corporation plc and its affiliates. Information in this manual is furnished under license by Autonomy Corporation plc and its affiliates and may only be used in accordance with the terms of the license agreement. If this software or documentation directs you to copy materials, you must first have permission from the copyright owner of the materials to avoid violating the law which could result in damages or other remedies. Trademarks and Copyrights Interwoven, iManage, ConfirmSite, ContentServices, ControlHub, DataDeploy, DeskSite, FileSite, iManage, iManage Universal Search, iManage WorkSite, LiveSite, MediaBin, MetaCode, MetaTagger, OffSite, OpenDeploy, Primera, Records Manager, iManage Records Manager, Scrittura, TeamPortal, TeamSite, VisualAnnotate, WorkDocs, WorkPortal, WorkRoute, WorkSite, WorkSite Express Search, WorkTeam, the respective taglines, logos and service marks are trademarks of Autonomy Corporation plc and its affiliates, which may be registered in certain jurisdictions. All other trademarks are owned by their respective owners. Some or all of the information contained herein may be protected by patent numbers: US # 6,505,212, GBRI # 1053523, US # 6,480,944, US# 5,845,270, US #5,430,812, US #5,754,704, US #5,347,600, AUS #735365, AU 7830068, GB #GB2333619, US #5,845,067, US #6,675,299, US #5,835,037, AUS #632333, CAN #2,062,965, FRAN / GRBI / SPAI / SWED #480941, GERM #69020564.3, KORS 10-0576487, JAPA #2968582, MX #219522, NZ #516340, SING #109524, SG #89006, SG #89086, SG #74973, SG #85502 US #5,065,447, US #6,609,184, US #6,141,017, US #5,990,950, US #5,821,999, US #5,805,217, US #5,838,832, US #5,867,221, US #5,923,376, US #6,434,273, US #5,867,603, US #4,941,193, US #5,822,721, US #5,923,785, US #5,982,938, US #5,790,131, US #5,721,543, US #5,982,441, US #5,857,036, US #6,697,532, US #6,792, 454, US #6,928,149, US #7,092,969 or other patents pending application for Autonomy Corporation plc and its affiliates. Autonomy Corporation plc Cambridge Business Park Cowley Rd Cambridge CB4 0WZ Tel: +44 (0) 1223 448000 Fax: +44 (0) 1223 448001 Email:
[email protected] 6/12/09 Part Number 04-001-07-EN Contents About This Book Intended Audience. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Notation Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Manual Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Additional Product Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Revision History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Documentation Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 19 19 20 21 21 22 Chapter 1: Introduction Components of the WorkSite Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . WorkSite Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . WorkSite Server Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . WorkSite Indexer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Client Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Administrative Tools or Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 23 24 24 24 25 25 Chapter 2: Using the WorkSite Service Manager Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About WorkSite Service Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . WorkSite Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Getting Started with WorkSite Service Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding the Table View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Finding WorkSite Servers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Registering and Unregistering Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Registering a WorkSite Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Login. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unregistering a Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Starting and Stopping a Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configure Startup Properties for the Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring WorkSite Server Service Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring WorkSite Server Service Database Properties . . . . . . . . . . . . . . . . . . . Configure Connections from WorkSite Server to File Servers . . . . . . . . . . . . . . . . Troubleshooting Startup Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version Information and Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 27 27 28 28 29 30 30 31 31 32 32 33 33 34 38 41 43 44 • • • 3 • • • WorkSite Server Administrator’s guide Contents Chapter 3: Using the Database Administration Tool Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About Database Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Starting and Stopping the DBAdmin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . DBAdmin Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tree Frame . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Table Frame . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Searching the Table Frame . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Right-click Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Information Tables and Subtables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Registering WorkSite Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Login Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Login Failures and the Reconnect button . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring WorkSite Database Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing the User History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Database Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Synchronization Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Common Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Items to an Information Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Editing Items in an Information Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Searching in a Table or List View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Lookup Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Max Lookup Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 45 45 46 46 46 47 48 48 49 49 51 53 53 53 57 57 58 59 60 60 61 62 63 63 Chapter 4: Administering Users, Groups, and Security Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purpose of the User Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Virtual Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Microsoft Windows OS Domain Users. . . . . . . . . . . . . . . . . . . . . . . Adding Novell Bindery Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Novell NDS Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding LDAP Directory Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing the Default Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Editing User Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Synchronize Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . NRTADMIN Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Virtual Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Microsoft Windows Domain Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a Novell Bindery Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Novell NDS Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding LDAP Directory Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 65 65 66 67 67 69 71 73 75 82 82 83 84 85 85 87 88 90 92 • • • 4 • • • WorkSite Server Administrator’s guide Contents Assigning Users to Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Changing Group Membership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Adding Users to a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Removing Users from a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Editing Group Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Preferred Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Adding a Database to the Databases Information Table . . . . . . . . . . . . . . . . . . 101 Assigning Preferred Databases to Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Changing Preferred Database Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 File Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Adding File Servers to a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Assigning File Servers to Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Adding Users to a File Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Reassigning Authors to the Default File Server. . . . . . . . . . . . . . . . . . . . . . 107 Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Roles and Document Profile Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Examples of Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Creating Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Default role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Setting Restrictions for Profile Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Edit/Create Profile and Search Profile Tabs . . . . . . . . . . . . . . . . . . . . . . . . 113 Assigning Roles to Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Editing Membership for a Single Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Editing Membership for Multiple Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Security Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Creating a Security Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Assigning Users to an Existing Security Template . . . . . . . . . . . . . . . . . . . 120 Renaming Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Using the Rename Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Chapter 5: Configuring Server Settings Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Application Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing the App Setup List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding an Application Setup Entry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Editing an Existing Application Record . . . . . . . . . . . . . . . . . . . . . . . . . . . Mapping Multiple Document Types to the Same Application. . . . . . . . . . . Managing Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Default Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Autodetect Document Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . NonAutodetect Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . File Type Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mapping WorkSite Document Types to File Types . . . . . . . . . . . . . . . . . . . . . Adding Custom Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 125 125 126 126 127 130 131 131 132 133 133 134 135 • • • 5 • • • WorkSite Server Administrator’s guide Contents Adding a Document Type to a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . Editing Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing Document Class and Subclass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Document Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a New Document Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Editing Document Class Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting a Document Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Document Subclasses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a Subclass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Editing Subclass Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing PC Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a PC Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting a PC Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing PC Locations from an ANSI Text File . . . . . . . . . . . . . . . . . . . . . . . Managing Custom Tables and Subtables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Common Usage for Custom Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Administering Custom3 to Custom12 Tables . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Entries to Custom3 to 12 Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying Entries in Custom3 to Custom12 Tables . . . . . . . . . . . . . . . . . . Deleting Entries in Custom3 to Custom12 Tables . . . . . . . . . . . . . . . . . . . . Modifying the Custom3 to Custom12 Table Headings . . . . . . . . . . . . . . . . Importing Custom3 to Custom12 Table Entries . . . . . . . . . . . . . . . . . . . . . Administering Custom1/Custom2 and Custom29/Custom30 Tables . . . . . . . . Introduction to Custom1/Custom2 Tables . . . . . . . . . . . . . . . . . . . . . . . . . . Adding and Editing Custom1 and Custom29 Items. . . . . . . . . . . . . . . . . . . Deleting a Custom1 or Custom29 Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding and Editing Custom2 and Custom30 items . . . . . . . . . . . . . . . . . . . Importing Custom1/Custom2 and Custom29/Custom30 Table Entries . . . . Using the Subtable Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 138 139 139 140 141 142 143 143 144 144 145 145 145 147 148 148 149 150 150 150 150 151 151 153 153 153 155 158 Chapter 6: Using the Document Import Tool Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About Document Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Features and Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Document Import Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Starting and Stopping the Document Import Tool . . . . . . . . . . . . . . . . . . . . . . . . . Log into a WorkSite Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Logging Off from a WorkSite Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a New Profile Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting a Document Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Autodetect and Nonautodetect Document Types. . . . . . . . . . . . . . . . . . . . . Using Selection Boxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dynamic Profile Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Where to Use Dynamic Profile Field Commands . . . . . . . . . . . . . . . . . . . . Combining Profile Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Filename or Extension Substring Extraction . . . . . . . . . . . . . . . . . . . . . . . . 159 159 159 160 160 161 162 163 163 165 166 167 168 169 169 170 • • • 6 • • • WorkSite Server Administrator’s guide Contents Subdirectory and Subdirectory Substring Extraction. . . . . . . . . . . . . . . . . . Default Profile Entry Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Assigning Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Additional Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Types of Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating an Exclude and Include List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Saving a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Loading an Import Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Log Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purging the Log File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 171 172 172 173 174 176 176 176 177 178 180 180 Chapter 7: Using the Dialog Editor Tool Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About Dialog Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Logging into a Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Logging Off a Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting or Deselecting Database(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dialog Editor Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dialog Editor Left Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . File Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Align Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Elements Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Captions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Form Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Opening a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Exporting Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reloading Forms from the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Saving a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Closing a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Form Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Controls to a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a Canvas Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a Logo Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding the External User Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Required Controls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Control-Specific Dependencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Aligning Spacing and Resizing Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing Properties on a Form or Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181 181 181 182 183 183 184 184 185 185 186 186 186 187 188 188 188 189 190 190 190 191 192 192 194 195 197 197 198 199 199 200 • • • 7 • • • WorkSite Server Administrator’s guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Registering and Unregistering WorkSite Servers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Document Archiving . . Document History Search Results Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Contents Moving and Deleting Controls . . . . . . . . . . . . . . . . . . Information Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Server WorkSpace Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using WorkSite Monitor . . . . . Starting WorkSite Monitor. . . . . . . . . Bulk Profile Edit. Exporting Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . Relocating Documents between Databases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Printer Options . . . . . . . . . . . . . Document Search Results Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About WorkSite Monitor . . Statistics Tab . . . . Print Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Testing and Analyzing a Form Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setup Additional Custom Fields Dialog Box. . . . . . . . . . . . . . . . . . . . . . . Results Tab Right-click Menu Options . . . . . . . . . . . . . . . . . . . . Active Users Tab . . . . . . . . . . . . . . . . . . Icons in the Server WorkSpace Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unmarking Documents for Archiving . . . . . . . . . . . Deleting Entries in the Document History Table . . . . . . . Keyboard Shortcuts and Toolbar Buttons . . . . . . . . . . . . . . . . . . . . . . . . 201 201 201 201 202 202 Chapter 8: Using the Monitor Tool Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing Document Security . . . . Deleting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . The WorkSite Monitor Desktop. . Results WorkSpaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Searching for Documents . . . . . . . . . . . . . Relocating Documents. . . . . . . . . . . . . . . . . . . . Marking Documents for Archiving . . . . . . . . . . . . . . . . . . . . . . . . Redisplaying Search Parameters . . . . . . . . . . . . . . . . . . . . . . . . Using Support Dialogs . . . . . . . . . . . . . . . . Searching the Document History . . . . . . . . . . . . . . Importing Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unlocking Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Tab Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing and Exporting Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reassigning Documents by Author or Operator . . . . . . . . 205 205 205 206 206 208 209 210 211 212 213 213 214 215 216 216 217 220 221 221 221 222 222 224 226 226 226 226 226 227 227 229 231 235 237 239 240 241 244 • • • 8 • • • WorkSite Server Administrator’s guide . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selection Dialog Box (Lookup Tables) . . . . . . . . . . . Setting Search Results Display Options . . . . . . . . . . . . . . . . . . Printing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up an E-mail Host. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Load Balancing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Find Dialog . . . . . . . . . . . . . . . . . . . . . . Test SMTP Connectivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Service Properties. . . . . . . . . . . . . . Requirements. . . . . . . . . . . . . . . . . . . . . Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Restoring Archived Documents from Archive Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Installing Rules Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . Installing Cluster Manager Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Phase 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . UDP Reply Port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Advantages of Clustering . . . . . . . . . . . . . . . . Phase 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . Archiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring SMTP Service to Allow Forwarding to Remote Domains. . . . . 273 273 273 274 274 275 275 276 277 278 278 278 279 279 279 279 280 280 281 283 283 • • • 9 • • • WorkSite Server Administrator’s guide . . . . . . Automatic Client Redirection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Set Priority . . . . . . . . . . . . . . . . . 257 257 257 258 258 261 261 262 264 265 265 267 270 271 Chapter 10: WorkSite Cluster Manager Service Overview . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring Rules Engine Database Properties . . . . . . . . . . How Does Clustering Work? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Phase 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Features of Clustering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Create a Custom Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring Rules Engine Service File Server Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Server Clustering . . . . . . . . . . Log Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Restoring Archived Documents from User Requests . . . . . . . . . . . Associating Events with a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Contents Viewing Marked Documents . Introduction to Clustering . . . . . . . . . 246 246 248 249 250 254 254 255 255 Chapter 9: Configuring the Rules Engine Overview . . . . . . . . . . . . . . . . . . . Configuring Rules Engine Service Properties . . . . . . Starting the Rules Engine Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . UDP Port Requirements for Clustering Transport . . . . . . . . . Restoring Archived Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Phase 3 . . . . . . . . . . . . . . Preparing for the Rules Engine Server Installation . . . . . . . . . . . . . . . . . . Configuring WorkSite Server Service . . Setting up a WorkSite Server Cluster . Using the Cluster Manager . . . Configuring Rules Engine Service Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285 WorkSite Server Cluster Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301 301 301 302 302 303 304 304 305 305 305 308 313 313 314 314 Chapter 13: WorkSite Server with Caching Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287 287 288 288 289 291 291 292 297 298 299 Chapter 12: Symantec Enterprise Vault Integration About Symantec Enterprise Vault . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Connections to DSS Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Integrating Symantec Enterprise Vault with WorkSite Server . . . . . . . . . . Installing Microsoft Exchange Server MAPI Client and CDO . . . . Using the DbUpgrade Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Chapter 11: Directory Service Synchronization Service Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . User Account Information . . . . . . . . . . . . Test the DbUpgrade Utility on a Database Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How Directory Service Synchronization Service Works . . . . . . . . . . . . . . . . . . . . . . . . . . . .Contents Database Properties . . . . . . . . . Caching Server Technology. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running the DSS Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring the WorkSite Server for File Caching. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EMAIL_ATTRS Table and Status Codes . . . . . . . . . . . Specifying External Users and Groups . . . . 317 317 317 318 319 320 321 323 323 325 Chapter 14: Tools and Utilities 329 Overview . . . . . . . . . . . . . . . . . . . . . . . . 329 Migrating Users to a Different Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Upgrading the Database Schema . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding DMS Log File Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mapping Directory Service Attributes to WorkSite. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Heartbeat Statistics . . . . . Supported Versions and Packaging . . . . . . . . . . . . . . . . . . . . Cache Fileserver . . . . . . . . . . . . . . . . . . . . . . . . . Setting the DSS Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SEV Integration for WorkSite Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purging the Cache Fileserver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Installing DSS Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting up Library Connections . . . . . . . . . . Adding User Account to Windows Registry . . . . . . . . . . . . . . About WorkSite Server with Caching . . . . . . . . . . . . . . . . . . . . . . . . . . Preloading the Cache . . . Fatal and Non-Fatal SEV Errors. . . . . . . . . . . . . . . . Overview of Proxying Capabilities . . . . . Installing Vault Admin Console. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329 • • • 10 • • • WorkSite Server Administrator’s guide . . . 329 Prerequisites . . . . . . . . . . . . . . Configuring the DSS Service. . . . . . . . . . . . . . The clload Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . OCR-TIFF Replacement . . . . . . . . . Required Format for the ANSI Text File . . . . . . . . . . . . . . . . . . . . . Enable/Disable User Edit of the Folder E-mail Address Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Command Line Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unicast or Multicast Clustering Transport Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . The userload command. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343 Abbreviations . . . . . . . . . . . . . . UTC Date Storage . . . . . . Stage 3: Finalization . . . . . . . . . . . . . . . . . . . . . . . Loading Multiple Child Table Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pessimistic Security. . . . . Ignore Disabled Groups. . . . . . . . . . . . . Stage 4: Deletion . . . . . . . Stage 1: Initialization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Examples of Valid Command Line Entries . Restrict Data Sizes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version Editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . One-Way or Two-Way Document Relations . . . . . . . . Kerberos Authentication on Trusted Login . . . WorkList Filtering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Required Format for the ANSI Text File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Stage 2: Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . Case Insensitive Searches in Oracle Databases . . Prerequisites . . . . . . . . . . . . . . . . . . . . Skipping the Description Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Populating Custom Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344 Appendix B: Database Schema Appendix C: Server Configuration Options Allowing Description Fulltext Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349 . . . . . . . . . . . . . . . . . .txt File Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . Performing a Preferred Database Migration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Command Line Parameters. . . . . . Retain Only Latest Version on Worklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Search Results Sorting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343 Common DMSLog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Default Minutes Between Synchronization Passes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Immutable E-mail . . . . . . . Populating User Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . WorkSite Server Administrator’s guide 349 355 356 357 357 358 360 361 361 362 363 363 364 364 365 366 366 367 367 368 • • • 11 • • • Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330 330 331 331 332 332 333 333 333 334 334 337 337 338 338 339 339 339 339 Appendix A: Reading the WorkSite Server Log File 343 Overview . . . . . . . . . . . . . . . . . . . . .Contents Working of User’s Preferred Database Migration Tool . . . . . . . . . . . . . . . . . . . . . . . . . E-mail Duplicate Detection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Server Side Email Filing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368 369 369 370 371 372 373 374 375 375 Index 377 • • • 12 • • • WorkSite Server Administrator’s guide . . . . . . . . . . . . . . . . . . . . . . . Using a Domain User Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Allow Folder Creation in Public Workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Retain Extension for ANSI Types Registry Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using a Domain User Account on a Windows Server 2003 Domain. . . . Enforcing Kerberos Authentication on Trusted Login . . . . . . . . . . . . . . . . . . . . . . Support for Unknown File Types. . . . . . . . . . . . . . Retain Extension for Non-E-mail Types Registry Key . . . . . . Using a Domain User Account on Windows 2000 Server Domain . . . . . . . . . . . . . .Contents Using a Local System Account. . . .............. Novell NDS Users tab.................... 83 Add New Groups Dialog................................................ 43 Configuration Error Message ................................. LDAP Directory Users Tab ................................................................................................................. 70 Add New Users dialog box.................................................................................................................................................................................................................. Novell Bindery Users tab ........................................ 44 DBAdmin Main Program Window ................. 63 Sample error message.................................................. 68 Add New Users Dialog................................................................................................................ 86 • • • 13 • • • WorkSite Server Administrator’s guide ..................................................................................................... 64 User accounts and their function .. 48 Floating toolbar ... Virtual Group Tab ................................................................................................................ 29 WorkSite Servers Search status box ............................................... 23 WorkSite Service Manager with Registered Servers ......................................................................................................................................................................... 62 Edit Max Lookup Entries Dialog........ 39 Advanced Properties dialog box .............................................................................................. 76 LDAP Authentication Dialog........ Microsoft Windows OS Domain Users Tab ............................................................................................................................................................................................................................................ 49 Register/Unregister Databases Dialog................................................................................................................................ NetWare Tab .......... 80 LDAP Directory Search Filter....... 35 WorkSite Server Database Setup Dialog...... 58 Synchronization Options dialog box........................................ 47 Right-click menu for the table frame .................. 74 LDAP Directory Users Tab.................................................. Virtual User tab ......... 61 Find Dialog................................................................................................................................................................................... 78 Add New Users Dialog......................... 42 File Server Connections Dialog........................................................................................................ 40 File Server Connections Dialog.......................................... 32 WorkSite Server Startup Dialog ....................... 77 LDAP Attribute Mapping (User) Dialog ...... 81 Edit User Information Dialog ...................... 54 Information window for the Database .................................................................................................................................... 59 Edit Jurisdiction Dialog............................................................. 66 Add New Users dialog box............ 43 About WorkSite Service Manager Dialog...................................................... 72 Add New Users dialog box............................................................................... Windows tab ... 61 Lookup Bar in DBAdmin.......................................................................................................... 31 Select Server dialog box ..... 38 Database Properties Dialog ....................................................... 52 Set Database Options Dialog......... 79 Too many directory objects warning ............................................................................................................................................................................................Figures Figure 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Figure 21 Figure 22 Figure 23 Figure 24 Figure 25 Figure 26 Figure 27 Figure 28 Figure 29 Figure 30 Figure 31 Figure 32 Figure 33 Figure 34 Figure 35 Figure 36 Figure 37 Figure 38 Components of the WorkSite Server ........................................... 33 WorkSite Server Properties Dialog ............................................... Figures Figure 39 Figure 40 Figure 41 Figure 42 Figure 43 Figure 44 Figure 45 Figure 46 Figure 47 Figure 48 Figure 49 Figure 50 Figure 51 Figure 52 Figure 53 Figure 54 Figure 55 Figure 56 Figure 57 Figure 58 Figure 59 Figure 60 Figure 61 Figure 62 Figure 63 Figure 64 Figure 65 Figure 66 Figure 67 Figure 68 Figure 69 Figure 70 Figure 71 Figure 72 Figure 73 Figure 74 Figure 75 Figure 76 Figure 77 Figure 78 Figure 79 Figure 80 Figure 81 Figure 82 Figure 83 Figure 84 Figure 85 Figure 86 Figure 87 • • • 14 • • • Add New Groups Dialog, Microsoft Windows OS Domain Groups Tab...................... 88 Add New Groups Dialog, Novell Bindery Groups Tab ................................................ 89 Add New Groups Dialog, Novell NDS Groups Tab ..................................................... 91 LDAP Directory Groups Tab ....................................................................................... 93 LDAP Authentication Dialog........................................................................................ 94 LDAP Attribute Mapping (Group) dialog box............................................................... 95 Add New Groups Dialog, LDAP Directory Groups Tab............................................... 96 Too many directory objects warning ........................................................................... 97 LDAP Directory Groups, LDAP Directory Search Filter .............................................. 97 Group Management Dialog......................................................................................... 99 Add Databases Dialog .............................................................................................. 101 Preferred Database Management Dialog ................................................................. 102 Add File Servers Wizard, Select File Server Container ............................................ 104 Add File Servers Wizard, File Server Name ............................................................. 105 File Server Assignment dialog box ........................................................................... 106 Role Setup Dialog, Privileges Tab ............................................................................ 111 Role Setup Dialog, Edit/Create Profile Tab............................................................... 114 Role Setup dialog box, Membership Assignment tab ............................................... 116 Role Management Dialog ......................................................................................... 117 Add Security Templates Dialog................................................................................. 119 Security Template Assignment Dialog ...................................................................... 120 Add App Setup Entry dialog box ............................................................................... 127 Document Type Mapping Management dialog box .................................................. 135 Add Type Dialog ....................................................................................................... 136 Add Class dialog box ................................................................................................ 140 The Add New Node dialog box ................................................................................. 145 The Import From File dialog box ............................................................................... 146 Custom1-Custom 2 tables in parent-child relationships............................................ 152 Add New Item in Custom2 Dialog ............................................................................. 154 Edit Custom2 dialog box ........................................................................................... 154 Import from File (Custom1 and Custom2) dialog box ............................................... 156 Custom2 subtable window ........................................................................................ 158 WorkSite Document Import....................................................................................... 161 Connect Servers ....................................................................................................... 162 Document Import Profile Template dialog box.......................................................... 164 Select Type dialog box.............................................................................................. 167 Setup Additional Custom Fields................................................................................ 173 Include and Exclude File List dialog box................................................................... 175 Import Documents dialog box ................................................................................... 177 Log File, Sample output ............................................................................................ 179 Dialog Editor Left Pane ............................................................................................. 185 File Toolbar ............................................................................................................... 186 Align Toolbar............................................................................................................. 186 Elements Toolbar...................................................................................................... 186 Set Captions dialog box ............................................................................................ 187 Dialog Editor Left Pane ............................................................................................. 188 Sample Form with all the Controls ............................................................................ 191 Elements toolbar ....................................................................................................... 192 Database Association dialog box.............................................................................. 194 WorkSite Server Administrator’s guide Figures Figure 88 Custom Control Association dialog box .................................................................... 195 Figure 89 Custom Control Properties dialog box, General tab ................................................. 196 Figure 90 Custom Control Properties dialog box, Color tab...................................................... 197 Figure 91 External User control, Database Association dialog box .......................................... 198 Figure 92 Quick Search dialog box with tab order .................................................................... 203 Figure 93 Register Servers dialog box...................................................................................... 207 Figure 94 WorkSite Monitor main window................................................................................. 209 Figure 95 Server WorkSpace Window, Servers tab.................................................................. 211 Figure 96 Server WorkSpace Window, Database tab............................................................... 211 Figure 97 Information Window .................................................................................................. 212 Figure 98 Results WorkSpace, Statistics tab ............................................................................ 213 Figure 99 Document Search Results tab .................................................................................. 215 Figure 100Document History Search Results tab ..................................................................... 216 Figure 101Right-click menu in Search Results tab ................................................................... 217 Figure 102Document Search Display, Fields Shown tab .......................................................... 218 Figure 103Document Search Display dialog box, Short Profile Display tab.............................. 219 Figure 104Document Search Display dialog box - Search Size tab.......................................... 220 Figure 105Document Search dialog box ................................................................................... 223 Figure 106Document History dialog box ................................................................................... 225 Figure 107Delete Documents dialog box .................................................................................. 228 Figure 108Deleting Documents dialog box ............................................................................... 229 Figure 109Relocate Documents dialog box .............................................................................. 232 Figure 110Relocate Documents dialog box............................................................................... 234 Figure 111Security Assignment dialog box ............................................................................... 236 Figure 112Bulk Edit Document Profiles dialog box ................................................................... 238 Figure 113Reassign Documents by Operator dialog box .......................................................... 239 Figure 114Reassigning Documents dialog box ......................................................................... 240 Figure 115Mark Documents for Archiving dialog box ................................................................ 243 Figure 116Documents Marked for Archiving dialog box ............................................................ 245 Figure 117Archive Documents dialog box ................................................................................. 247 Figure 118Archiving Documents status box .............................................................................. 248 Figure 119Restore Document Requests dialog box. ................................................................. 249 Figure 120The Document Request List dialog box ................................................................... 250 Figure 121Restore Archived Documents dialog box ................................................................. 251 Figure 122Restore Documents in Archive Set dialog box ......................................................... 252 Figure 123Restore Documents from Archive Set dialog box .................................................... 253 Figure 124Find dialog box ......................................................................................................... 255 Figure 125WorkSite Service Add/Remove ................................................................................ 259 Figure 126Rules Engine Startup Dialog .................................................................................... 260 Figure 127Database Setup dialog box ...................................................................................... 261 Figure 128Database Properties Dialog ..................................................................................... 262 Figure 129File Server Connections Dialog, NetWare tab ......................................................... 262 Figure 130File Server Connections Dialog, Microsoft Windows Tab ........................................ 263 Figure 131File Server Connections Dialog, Microsoft Windows tab ......................................... 263 Figure 132Rules Engine Properties Dialog ............................................................................... 264 Figure 133Command window showing SMTP Connectivity test ............................................... 266 Figure 134Computer Management Window, New Domain ....................................................... 268 Figure 135New SMTP Domain Wizard Dialog .......................................................................... 269 Figure 136New SMTP Domain Wizard Domain Name Dialog .................................................. 269 WorkSite Server Administrator’s guide • • • 15 • • • Figures Figure 137Computer Management, Properties ......................................................................... 270 Figure 138Clustering Model ...................................................................................................... 275 Figure 139Cluster Manager working as a load balancer ........................................................... 276 Figure 140WorkSite Service Add/Remove Program ................................................................. 282 Figure 141Cluster Manager Startup dialog box......................................................................... 282 Figure 142WorkSite Server Service Properties dialog box ....................................................... 284 Figure 143WorkSite Server Database Setup dialog box ........................................................... 285 Figure 144Database Properties dialog box ............................................................................... 285 Figure 145WorkSite Service Add/Remove ................................................................................ 289 Figure 146Directory Synchronization Service Startup Dialog ................................................... 290 Figure 147DS Synchronization Schedule Properties Dialog ..................................................... 292 Figure 148Directory Service Connections Dialog...................................................................... 293 Figure 149DS Synchronization Connection Properties Dialog .................................................. 294 Figure 150DS Synchronization Root Context Dialog ................................................................ 296 Figure 151DS Synchronization Attribute Map Dialog ................................................................ 298 Figure 152WorkSite Service Manager ...................................................................................... 300 Figure 153Registry Editor.......................................................................................................... 306 Figure 154imDmsSvc ................................................................................................................ 306 Figure 155Reconcile UserId ...................................................................................................... 307 Figure 156Edit String Dialog ..................................................................................................... 307 Figure 157WorkSite Service Manager ...................................................................................... 308 Figure 158Stop Service ............................................................................................................. 309 Figure 159Service Properties .................................................................................................... 310 Figure 160WorkSite Server Properties Dialog .......................................................................... 311 Figure 161Enable Symantec(tm) Enterprise Vault Integration .................................................. 312 Figure 162Start Service............................................................................................................. 313 Figure 163WorkSite Server Properties dialog box .................................................................... 321 Figure 164WorkSite Server Database Properties dialog box .................................................... 322 Figure 165Traditional WAN Environment .................................................................................. 324 Figure 166WorkSite Server with Proxying Capabilities ............................................................. 324 Figure 167WorkSite Server Database Setup dialog box ........................................................... 326 Figure 168Server Connection Properties dialog box................................................................. 326 Figure 169Database Properties Dialog ox ................................................................................ 327 • • • 16 • • • WorkSite Server Administrator’s guide Tables Table 1 Table 2 Table 3 Table 4 Table 5 Table 6 Table 7 Table 8 Table 9 Table 10 Table 11 Table 12 Table 14 Table 15 Table 16 Table 17 Table 18 Table 19 Table 20 Table 21 Table 22 Table 23 Table 24 Table 25 Table 26 Table 27 Table 28 Table 29 Table 30 Table 31 Table 32 Table 33 Table 36 Table 37 Table 38 Table 39 Table 40 Table 41 Notation Conventions............................................................................................... Revision History ....................................................................................................... Toolbar buttons and menu options .......................................................................... WorkSite Server Properties Dialog Options ............................................................. Information Tables in the tree frame ........................................................................ Database icon color ................................................................................................. Document Tab, Document History Options ............................................................. User tab, Information ............................................................................................... Document management tasks associated with roles............................................ Using Roles to Manage Document Searches ........................................................ Examples of Roles ................................................................................................. Options on the Privileges Tab................................................................................ Application Setup Properties.................................................................................. Default Document Types ....................................................................................... Document Type Dialog Properties ......................................................................... Changes to NRT.INI file ......................................................................................... Information Fields in the Add and Edit Class dialog boxes.................................... Sample PC Location Records................................................................................ Common Uses for Custom Tables......................................................................... Sample Custom Table entries................................................................................ Dynamic Profile Field Commands.......................................................................... Dialog boxes that can be customized .................................................................... Types of Forms ...................................................................................................... Valid formats for the Custom fields ........................................................................ Restrictions on controls.......................................................................................... Elements toolbar Icons .......................................................................................... Required Controls for Each Form Type ................................................................. Align Controls......................................................................................................... Keyboard Shortcuts and Toolbar Buttons .............................................................. Icons in the Server WorkSpace window ................................................................ Column Headings on the Statistics tab .................................................................. Status Icons ........................................................................................................... ............................................................................................................................... Options Available for Changing Security Settings ................................................. Setting the Frequency with which the Statistics window is updated ...................... Events to Associate with Rules.............................................................................. Abbreviations used in the DMS log file .................................................................. Command Line Parameters ................................................................................... 19 21 30 35 49 52 55 56 108 109 109 112 128 131 136 137 140 144 148 149 169 181 187 191 192 192 198 199 209 211 213 215 230 235 254 270 315 334 • • • 17 • • • WorkSite Server Administrator’s guide Tables Table 42 Table 43 Table 44 Table 45 Table 46 Mode action on current user values....................................................................... Format Criteria ....................................................................................................... Abbreviations used in the DMSLog.txt file ............................................................. Database Table Functions ..................................................................................... Comparison of two types of support for unknown file types................................... 340 341 343 349 374 • • • 18 • • • WorkSite Server Administrator’s guide About This Book The WorkSite Server Administrator’s Guide is the reference manual for WorkSite Server and WorkSite Server with Caching. It provides information on WorkSite Services and detailed information about the administrative tools and utilities that come with WorkSite Server. Intended Audience This guide is recommended for the WorkSite Administrators who are experienced in setting up the WorkSite Server and its components. Contact Autonomy technical support to resolve issues that are not addressed in this guide. Notation Conventions This manual uses the following notation conventions: Table 1 Bold Notation Conventions Definition and Usage Convention Text that appears in a GUI element such as, a menu item, button, or element of a dialog box, and command names are shown in bold. For example: Click Edit File in the Button Bar. Book titles appear in italics. Terms are italicized the first time they are introduced. Important information may be italicized for emphasis. Commands, command-line output, and file names are in monospace type. For example: The iwextattr command-line tool allows you to set and look up extended attributes on a file. • • • 19 • • • Italic Monospace WorkSite Server Administrator’s guide About This Book Table 1 Notation Conventions Definition and Usage Convention Monospaced italic Monospaced italics are used for command-line variables.For example: iwckrole role user This means that you must replace role and user with your values. Monospaced bold Monospaced bold represents information you enter in response to system prompts. The character that appears before a line of user input represents the command prompt, and should not be typed. For example: iwextattr -s project=proj1 //IWSERVER/default/main/dev/ WORKAREA/andre/products/index.html Monospaced bold italic Monospaced bold italic text is used to indicate a variable in user input. For example: iwextattr -s project=projectname workareavpath means that you must insert the values of projectname and workareavpath when you enter this command. [] | Square brackets surrounding a command-line argument mean that the argument is optional. Vertical bars separating command-line arguments mean that only one of the arguments can be used. This guide also uses the following conventions: The term “Windows” indicates any supported version of the Microsoft Windows operating system, such as Windows® 2000. Directory paths use UNIX conventions. These conventions mandate using forward slashes (/ ) in path names. (Windows systems use backward slashes.) The Windows convention is used when referring to a Windows-specific directory. For example: UNIX: docroot/news/front.html Windows: docroot\news\front.html Manual Organization “Introduction” on page 23 “Using the WorkSite Service Manager” on page 27 “Using the Database Administration Tool” on page 45 “Using the Document Import Tool” on page 159 “Using the Dialog Editor Tool” on page 181 • • • 20 • • • WorkSite Server Administrator’s guide WorkSite Installation Guide. Provides information on the design principals for the WorkSite Server. WorkSite Server Administrator’s guide • • • 21 • • • . Revision History Refer to Table 2 for a list of updates to this guide. step-by-step instructions for installing the WorkSite Server and its components. Provides more information on WorkSite client applications such as DeskSite. WorkSite Design Guide.2 SP1 Release. or FileSite.Additional Product Documentation “Using the Monitor Tool” on page 205 “Rules Engine” on page 253 “WorkSite Cluster Manager Service” on page 273 “WorkSite Server with Caching” on page 317 “Directory Service Synchronization Service” on page 287 “Tools and Utilities” on page 329 “Reading the WorkSite Server Log File” on page 343 “Database Schema” on page 349 “Server Configuration Options” on page 355 Additional Product Documentation Refer to the following guides for additional information: DeskSite Installation and User's Guide or FileSite Installation and User's Guide. WorkSite Resource Kit Administrator’s Guide. Table 2 Revision Revision History Date Comments 1 August 2007 8. Provides detailed. Provides instructions for using various WorkSite Server utilities that are not documented in this book. 3 September 2008 4 April 2009 Documentation Updates Additions and corrections to this document (when available) can be downloaded in PDF format from the following Web site: https://customers. • Preventing flat space filing in “Configuring WorkSite Server Service Properties” on page 34.autonomy. • • • 22 • • • WorkSite Server Administrator’s guide .5 Release Added the following information • File dates and system dates in “Configuring WorkSite Server Service Properties” on page 34.com.”. • Chapter 11 “Directory Service Synchronization Service” on page 287.2 Indexer.About This Book Table 2 Revision Revision History Date Comments 2 December 2007 • Removed information about 8. 8. Added updated information to “Directory Service Synchronization Service” on page 287. • Search Results Sorting in “Search Results Sorting” on page 358. • Added a reference to the new schema entry for Symantec Enterprise Vault in Appendix B.3 SP1 Release. “Database Schema. 8. • Server side email filing in “Server Side Email Filing” on page 375. • Allow folder creation in public workSpaces in “Allow Folder Creation in Public Workspaces” on page 375. • Support for unknown file types in “Support for Unknown File Types” on page 372. The WorkSite Server forms the middle tier between the client and library tiers. and client applications. See the WorkSite Design Guide for details on recommended installation.Chapter 1 Introduction Components of the WorkSite Server The WorkSite Server is a 3-tiered architecture with components at each tier. WorkSite services. Figure 1 Components of the WorkSite Server The components of each tier may be distributed across several machines or may coexist on the same machine. WorkSite Server Administrator’s guide • • • 23 • • • . The tier levels can be broadly classified as WorkSite Library. The following sections describe the tiers and their components. Rules Engine—processes system events. WorkSite Server with Caching (add-on service). Directory Service Synchronization—an optional service enabling the WorkSite Server to perform repeated one-way synchronizations with hierarchical directory services. WorkSite Communications Server—an optional service enabling e-mail messages from internal and external sources to be sent directly to WorkSite folders.Chapter 1: Introduction WorkSite Library From an end-user’s standpoint. which stores information about the documents. WorkSite Server Services WorkSite Server has several fault-tolerant. WorkSite Indexer The WorkSite Indexer is responsible for creating the indexes which allow users to search for WorkSite documents. where the actual documents are stored. The WorkSite Indexer also processes all search queries and returns the results to the WorkSite Server. From an Administrator’s standpoint. Cluster Manager—an optional service that performs automatic client redirection when a server in the cluster fails. This service coordinates transactions with these back end systems and returns data to the client. The Cluster Manager Service also performs automatic load balancing across available WorkSite Servers. multi-threaded services that function as the broker between WorkSite client applications and the WorkSite Library. An SQL database. and the Document File Server. such as e-mail notification for certain system activities. refer to the WorkSite Indexer Administrator’s Guide. These services interact through an interface known as the WorkSite Service Manager. For more information. including LDAP and NDS. a WorkSite Library consists of two fundamental components: One or more file servers. the WorkSite Indexer. • • • 24 • • • WorkSite Server Administrator’s guide . or data layer WorkSite services include: WorkSite Server—this core service connects to the SQL Server. a WorkSite Library is a repository for documents. or DMS.” WorkSite Server Administrator’s guide • • • 25 • • • . WorkSite Web and E-mail Management for Lotus Notes. “Using the Monitor Tool. See Chapter 7. FileSite. See Chapter 6. The Dialog Editor tool is three-tiered. This tool is most frequently used to migrate documents that were previously stored directly on a shared file server into the WorkSite Server. so it connects to the WorkSite Server service rather than the database. client applications do not make direct connections to components of the WorkSite Library. WorkSite Service Manager—The WorkSite Service Manager is the main interface used configure and manages all services that are part of the WorkSite Server installation. “Using the Dialog Editor Tool. See the appropriate chapters for more information on these tools. see the user guide for a particular product.” Dialog Editor—The Dialog Editor tool is used to edit the customizable dialog boxes and field names (captions) in the WorkSite Database. or data layer. “Using the WorkSite Service Manager.” for an introduction to using the Service Manager. The WorkSite Server service functions as a virtual firewall between your users and the data. “Using the Database Administration Tool.Components of the WorkSite Server Client Applications In the WorkSite Server architecture. WorkSite Monitor is a three-tiered application.” Monitor—The WorkSite Monitor tool is an administrative utility that is used to monitor activities on the WorkSite Server. Database Administration—The WorkSite Database Administration (DBAdmin) tool is used to modify tables in the WorkSite Database. and administer the WorkSite Server. For more information. See Chapter 2. This section contains a short description of each tool. maintain. Document Import—The WorkSite Import tool can import large numbers of documents into the WorkSite Database. “Using the Document Import Tool. so it connects to the WorkSite Server service rather than the database. See Chapter 8. The DBAdmin tool has a two-tiered application that connects directly to the WorkSite Database. Administrative Tools or Utilities WorkSite Server includes a series of administrative tools that are used to manage.” for an introduction to using DBAdmin. See Chapter 3. The client applications that are commonly used are DeskSite. Chapter 1: Introduction • • • 26 • • • WorkSite Server Administrator’s guide . About WorkSite Service Manager WorkSite Service Manager is a required application for each service in the WorkSite Server. The WorkSite Service Manager is responsible for: WorkSite Server Administrator’s guide • • • 27 • • • . The WorkSite Service Manager manages all services that are part of the WorkSite Server installation. and configure the services.Chapter 2 Using the WorkSite Service Manager Overview This chapter includes information on the following topics: “About WorkSite Service Manager” “WorkSite Services” “Getting Started with WorkSite Service Manager” “Registering and Unregistering Servers” “Starting and Stopping a Service” “Configuring WorkSite Server Service Properties” “Configuring WorkSite Server Service Database Properties” NOTE The WorkSite Server Installation Guide provides the information required to install the WorkSite Server. The WorkSite Service Manager allows you to configure the properties for each of the services that are installed. “Directory Service Synchronization Service. Starting and Stopping Individual Services. For more information on the WorkSite Clustering Service. Getting Started with WorkSite Service Manager If you are using Windows 2008.” of the WorkSite Server Administrator’s Guide. You can install the following additional services: WorkSite Server with Caching (add-on service).” of the WorkSite Server Administrator’s Guide. “WorkSite Cluster Manager Service. see Chapter 10. then you can run WorkSite Service Manager only if you are a part of the Administrator's group on the local machine. See the WorkSite Communications Server for Exchange Administrator’s Guide for more information.” of the WorkSite Server Administrator’s Guide. The computer on which the WorkSite Server has been installed must be registered in the WorkSite Service Manager before starting any service. For more information on the Rules Engine Service. WorkSite Communications Server (add-on service).Chapter 2: Using the WorkSite Service Manager Registering and Unregistering Servers. Log File. Configuring the Services. “WorkSite Server with Caching.” of the WorkSite Server Administrator’s Guide. The WorkSite Service Manager generates a log file that records all the actions or events connected to the services. For more information on the WorkSite Clustering Service. • • • 28 • • • WorkSite Server Administrator’s guide . Directory Service Synchronization. See “Configuring WorkSite Server Service Properties” on page 34. Rules Engine. see Chapter 11. Cluster Manager (add-on service). The WorkSite Service Manager starts and stops individual services and detects when a service terminates. “Configuring the Rules Engine. see Chapter 9. see Chapter 13. For more information on the Directory Servise Synchronization. WorkSite Services The WorkSite Service Manager includes the following primary services: WorkSite Server. WorkSite Server Administrator’s guide • • • 29 • • • . The third column indicates whether the service is currently running. Each row in the table has a colored bullet at the far left of the table. Select Start. server refers to the computer on which WorkSite Server has been installed. When the WorkSite Service Manager is started for the first time. none of the services will be available until the server has been registered. then iManage Service Manager. The bullet is yellow if the service listed in that row is stopped. 2. The second column lists the type of service that is installed. Figure 2 WorkSite Service Manager with Registered Servers Understanding the Table View The main window in the WorkSite Service Manager displays information for each registered service.Getting Started with WorkSite Service Manager To start the WorkSite Service Manager: 1. The first column lists the Computer or Server name. Select Autonomy. the bullet is green if the service is running. In this context. See “Registering and Unregistering Servers” on page 31. then point to All Programs. Used to setup the startup properties for each service.Chapter 2: Using the WorkSite Service Manager Using the Toolbar The toolbar provides easy access to several menu options available in the WorkSite Service Manager. Topics About Finding WorkSite Servers The WorkSite Service Manager can automatically search the network for all servers that are running WorkSite services. Used to configure connections between WorkSite Servers and Document File Servers. Displays the contents of the WorkSite Server Manager Online Help. Used to configure the service properties for each service. Used to find WorkSite Servers on the network. Table 3 Button Toolbar buttons and menu options Menu option Keyboard Shortcut Function Register Server Find Servers Startup Properties Service Properties Database Setup File Server Setup Start Service Stop Service Service About View Log – – Ctrl-R Ctrl-A – Ctrl-P Ctrl-D Ctrl+F Ctrl-S Ctrl-T Used to create a connection between the WorkSite Service Manager and the services. Displays version information for the WorkSite Service Manager. Used to connect databases to servers and to configure database properties. • • • 30 • • • WorkSite Server Administrator’s guide . Ctrl+V F1 – Used to display the log file for the selected service in the WorkSite Log Viewer. Used to stop a service that is running. Used to set the comments field for a service and to show version information. Used to start a service that is stopped. See the following sections for additional information on these options. select Find Servers from the Service menu. See “Registering and Unregistering Servers” on page 31. WorkSite Server Administrator’s guide • • • 31 • • • . Registering a WorkSite Server 1. and Rules Engine Servers.Registering and Unregistering Servers To find all WorkSite Servers on the network: 1. Figure 3 WorkSite Servers Search status box This status box appears while the WorkSite Service Manager searches the network for WorkSite Server. click Cancel. The Select Server dialog box is displayed. 2. Click Find icon in the toolbar. All servers located by the WorkSite Service Manager are automatically registered with the service manager. Registering and Unregistering Servers One of the first steps in setting up the WorkSite Server is to register the computer or server on which the WorkSite Server is installed. Cluster Manager. The keyboard shortcut for Register Server is Ctrl+R. To stop the search while this status box is displayed. Registering a server with the WorkSite Server Manager enables you to configure and manage its WorkSite services. the WorkSite Servers Search status box is displayed. Click the Register Server icon in the toolbar or select Register Server from the Service menu. When you select Find Servers. or press Ctrl-A. it automatically logs into any servers that were registered during your previous session. or to close the WorkSite Service Manager’s connection to a server. When you restart the WorkSite Service Manager.Chapter 2: Using the WorkSite Service Manager Figure 4 Select Server dialog box 2. To prevent the WorkSite Service Manager from automatically logging into a particular server. Automatic Login When you register a server with the WorkSite Service Manager. In the Server box. an attempt to log into the server is made automatically each time you launch the WorkSite Service Manager until you unregister the server. the main table view lists each server. the Server must be unregistered. Click OK. 3. See “Automatic Login” on page 32. enter the name of the computer where the WorkSite Server has been installed. If the WorkSite Service Manager connects to the WorkSite Server service successfully. • • • 32 • • • WorkSite Server Administrator’s guide . it automatically tries to log into all of the servers that were registered with it when you last exited from the tool. Unregistering a Server When the WorkSite Server Manager is started. The WorkSite Server Startup opens. then click the Start or Stop icons in the toolbar. Starting and Stopping a Service Each service listed in the main table view can be started or stopped from within the WorkSite Service Manager. Select the service. The connections to the services that are displayed in the table view will disappear. Select Unregister Server from the Service menu. 2. Click the button in the toolbar or select Startup Properties from the Service pull-down menu. Highlight the WorkSite Server Service in the main table view. Select the server that must be unregistered from the table view. 2. Figure 5 WorkSite Server Startup Dialog WorkSite Server Administrator’s guide • • • 33 • • • .Starting and Stopping a Service To unregister a server: 1. Configure Startup Properties for the Service 1. Select the Startup Type: If you want the service program to start up automatically on boot. Click OK to register your changes.Chapter 2: Using the WorkSite Service Manager 3. Click the service properties button Service Properties. 4. If you want the service program to start up only when launched manually from within the WorkSite Service Manager. 2. then click OK. Enter the Login ID and Password for the Windows User account under whose context the WorkSite Server Service program will run. Highlight the WorkSite Server Service name in the table view. in the toolbar or from the Properties menu. The default value that appears in the Login ID field in the Startup dialog box is that of the current user. This account must be different from the Windows service account Local System and must have “Log on as a service” privileges. then check Manual. Table 4 lists all available options on the WorkSite Server Properties dialog. Configuring WorkSite Server Service Properties To configure a WorkSite Server Service: 1. select Change the appropriate the settings as desired in the WorkSite Server Properties dialog. • • • 34 • • • WorkSite Server Administrator’s guide . check Automatic. 5. enter the path to the fileserver that is used to cache files downloaded from remote locations. This is the domain name of the POP3 server. Cache Fileserver Path If your WorkSite deployment utilizes the WorkSite Server with Caching feature. see the WorkSite Server Administrator’s Guide.Configuring WorkSite Server Service Properties Figure 6 WorkSite Server Properties Dialog Table 4 Field/Feature WorkSite Server Properties Dialog Options Description Cluster/Server Name The Cluster/Server Name field is used to specify the name of the cluster a WorkSite Server Service program is associated with. WorkSite Server Administrator’s guide • • • 35 • • • . this field should be left blank. For more information on clustering. E-mail Domain If you WorkSite deployment utilizes the WorkSite Communications Server. If the WorkSite Server Service is not part of a cluster. enter the name of the e-mail domain used by the WorkSite Communication Server. users who are already logged into the Windows domain can connect to WorkSite without providing a second. Trusted authentication will not work if the user is not logged into the domain. The administrator uses the Administrative Impersonation password in place of the normal password of the user being impersonated. When enabled a password of at least six characters must be entered in the Password field. and the file port is used for transmitting files. This value determines with what regularity the WorkSite Server will check that all database tables in memory contain less than the maximum number of rows and unload infrequently used entries from any tables that are larger than the maximum size. Use the default value for the service port (1080) and file port (1081) unless instructed otherwise by Autonomy Technical Support. Use the default value of 1 unless instructed otherwise by Autonomy Technical Support. Enable Impersonation The Enable Impersonation feature allows anyone who knows the Enable Impersonation password to logon to the WorkSite system as any user whose login has not been disabled. Users such as virtual users who are not logged into the domain cannot use trusted authentication.Chapter 2: Using the WorkSite Service Manager Table 4 Field/Feature Security Configuration WorkSite Server Properties Dialog Options Description Accept Trusted Authentication When the Accept Trusted Authentication feature is enabled. TCP/IP Port Configuration Service Port and File Port The values entered in the Service Port and File Port text-entry fields are dedicated TCP/IP port numbers assigned to the WorkSite Server Service program. The service port is used for service transactions. The user must be a valid user on the database and the user’s database login ID must be identical to his or her login ID on the domain. addtional login ID and password. Meta-Data Cache Configuration Refresh Frequency • • • 36 • • • WorkSite Server Administrator’s guide . If you have installed Symantec Enterprise Vault (SEV). If the WorkSite Server is connected to multiple databases. and those databases all have identical Custom1/Custom2 tables. To turn this feature on. the database tables are loaded into the memory cache dynamically or incrementally (as needed). for instance. then you may choose to load those tables into the memory cache on the WorkSite Server only once and allow all of the databases to share that same table in the cache. check the Shared Cache checkbox and enter the name of the preferred source database in the From Database field. When a database table contains more total entries than the maximum specified in the Rows per Cache Table field. “Symantec Enterprise Vault Integration” for more information. no more than 10. The following tables are cached in memory for each database to which the WorkSite Server is connected: • User Table • Document Types • Custom1/Custom2 • Custom Tables • Class/Subclass • App Setup • Custom29/Custom30 Preload Cache Data When the Preload Cache Data option is selected. you can integrate WorkSite with SEV by checking this option. This feature is particularly beneficial when the WorkSite Server is connected to many WorkSite databases and the Custom1/Custom2 tables on each are very large. then the WorkSite Server Service will identify infrequently used entries and remove them from the cache. Refer to Chapter 12.Configuring WorkSite Server Service Properties Table 4 Field/Feature WorkSite Server Properties Dialog Options Description Rows per Cache Table By specifying a value in the Rows per Cache Table field. If this value is set to 10. you can limit the number of entries to cache in memory from each of database tables. If this option is disabled.000 entries will be cached from any one table. all of the Custom1/Custom2 tables on the databases to which the WorkSite Server is connected must be identical. Share Cache Enable Symantec Enterprise Vault Integration WorkSite Server Administrator’s guide • • • 37 • • • . Turning off the Preload Cache Data feature will improve startup time. the WorkSite Server will preload the database tables into the memory cache at startup. For this feature to work. Enter the DNS name or address of the Enterprise Vault Server in the Server Address field. 2.Chapter 2: Using the WorkSite Service Manager Table 4 Field/Feature WorkSite Server Properties Dialog Options Description Document Date Options This option determines whether the created and modified dates on a file are set based on information in the file. select Database Properties. Use System Dates is the default setting. • Use System Dates: When a file is imported into WorkSite. From the WorkSite Service Manager tool. The "Modified" property is updated with the date and time when the file was last modified in WorkSite. The WorkSite Server Database Setup dialog opens. From the Properties menu. • Use File Dates: This option saves both the original file dates (created and modified) as well as the dates and times of when the file was imported or modified in WorkSite. 1. Figure 7 WorkSite Server Database Setup Dialog • • • 38 • • • WorkSite Server Administrator’s guide . the "Created" property is populated with the date and time of when the file was imported to WorkSite. select the WorkSite Server service. Note. Configuring WorkSite Server Service Database Properties Configure each WorkSite Server database belonging to this server. This method ignores the original created and modified information of the file. or by WorkSite. Do not switch these settings back and forth. In the How many connection section. If you have not connected WorkSite Server Service to any databases yet. choose one of the following options: As Many Connections as Threads—this option configures the WorkSite Server to establish a 1:1 ratio of database connections The default ratio of threads running on the WorkSite Server to database connections is 1:1. or select an existing database from the list and click Modify. You can customize this ratio to optimize performance on the system. the WorkSite Server Administrator’s guide • • • 39 • • • . Select the Enable Cache Fileserver option if you are using WorkSite Server with Caching and want to enable Fileserver caching for this database. You can select it from the list of available ODBC sources. Figure 8 Database Properties Dialog 4.Configuring WorkSite Server Service Database Properties The Database Setup dialog box shows those databases that the WorkSite Server is currently serving. 6. 5. the list view in this dialog box is blank. Click Add Database. you may want to reduce the number of SQL database connections to reduce the number of connections that must be maintained over the WAN. such as a read-only repository of old documents. The Database Properties dialog opens. Enter the database name. You may also want to customize the number of database connections when the WorkSite Server is connecting to an infrequently used database. When your WorkSite database is local and heavily used. 7. When the WorkSite Server is connecting to a remote database or to a database that is infrequently used. 3. Enter the Logon ID and Password for the entered or selected ODBC. When the ratio of threads to connections is not 1:1. by using the browse button. the recommended ratio of threads to connection is 1:1. captions. • No grace period. captions and roles. Preferred Database—Select this option to designate this database as the source for dialog boxes. • • • 40 • • • WorkSite Server Administrator’s guide . The Advanced Properties dialog box opens. You can specify alternate preferred databases for individual users using the Database Administration tool. In the Grace period to undeclare (hours) field. When enabled. Figure 9 Advanced Properties dialog box Select Prevent flat space filing to force users to file content inside a workspace. Connection Count—Enter the number of SQL database connections that the WorkSite Server service should maintain to this database. This is the default option. Any database that is identified as a Preferred Database can serve as a source for dialog boxes. select one of the following grace period options. Select the Hidden option if you do not want to display the Web Content database. WorkSite clients will prevent any content from being filing outside a workspace.Chapter 2: Using the WorkSite Service Manager number of SQL connections available to the WorkSite Server are pooled and shared among the simultaneous threads running on the WorkSite Server. In the Designate database as section. Selecting it denotes that once a document is declared. Each WorkSite Server must be connected to at least one database that is identified as a preferred database. and roles. Click Advanced to set the following options for this library. 8. select one of the following options: 9. it cannot be undeclared. Web Content—select this option if the WorkSite Server is to be used as the database for the WorkSite web client. This option does not provide a grace period to undeclare a declared document. NOTE For information about configuring the WorkSite Indexer portion of this dialog. Click Close to save the settings. 10. Do not alter this setting for an existing (deployed) WorkSite database. For WorkSite to support this additional language. Selecting it denotes that a normal user can undeclare a declared document irrespective of when the document was declared. English plus one additional language. The database is now added to the list seen in the WorkSite Server Database Setup dialog. This time period is calculated from when the document was declared. By default. Caution: The Locale ID setting must only be set for a new WorkSite database. Click OK to add the database. enter the numerical identifier for the language of the WorkSite database. WorkSite supports the storage of information in U. Specify grace period (hours): Specify the time period within which a normal user can undeclare a declared document. The locale ID value must compliment the database collation setting.Configure Connections from WorkSite Server to File Servers • Infinite grace period. The value set here updates the Undeclare Record registry setting in the following key on the WorkSite Server: • HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\Databases\ <Database Name>\ In the Locale ID field. refer to the WorkSite Indexer Administration Guide. The default value is 1033 (U. This list can also be found on the Microsoft web site. you must enter the Locale ID of the second language here. This option provides an unlimited period to undeclare a declared document. Refer to the WorkSite Design Guide for more information and for a complete list of Locale IDs. English). the WorkSite Server uses the Windows account that was used to log in to access to the file server.S. Configure Connections from WorkSite Server to File Servers The File Server Connections dialog is used to enter login information for the accounts which will be used by the WorkSite Server Service to access the document file server(s). WorkSite Server Administrator’s guide • • • 41 • • • .S. 11. To specify an alternative account to use. select File Server Setup or click the icon. 6. From the Properties menu. 7. Disable the Use Service Logon only option. In the WorkSite Service Manager. File Server Setup • • • 42 • • • WorkSite Server Administrator’s guide . 5. 2. Figure 10 File Server Connections Dialog. The File Server Connections dialog opens. select the WorkSite Server Service. In the WorkSite Service Manager. Click the Microsoft Windows Operating System tab. 3. For NetWare File Servers To configure connections between WorkSite Server and a NetWare file server: 1. Stop and restart the WorkSite Server service. Windows tab File Server Setup 4.Chapter 2: Using the WorkSite Service Manager For Windows File Servers To configure connections between WorkSite Server and a Windows file server: 1. Click OK. select File Server Setup or click the icon. Enter a valid Windows domain Login ID and Password which has access to the file server. From the Properties menu. select the WorkSite Server Service. The File Server Connections dialog opens. 2. Enter the LoginID and Password for the Novell NetWare User Account created for the WorkSite Server. 7. Figure 12 Configuration Error Message WorkSite Server Administrator’s guide • • • 43 • • • . 6. Select either a Bindery or NDS connection. Click OK. NetWare Tab 3. then you must also enter a Context. 4. 5. then the Login ID and Password provided in the service’s Startup dialog may be incorrect for this service. Troubleshooting Startup Errors Problem: If you attempt to start a service and receive the error message shown in Figure 12 (possibly followed by other error messages).Troubleshooting Startup Errors Figure 11 File Server Connections Dialog. Stop and restart the WorkSite Server service. If you selected NDS. but still receive this error message if the login and password provided are not correct. you can also click the Service About button in the toolbar. NOTE You may receive a positive confirmation message after you configure the startup properties for a service. • • • 44 • • • WorkSite Server Administrator’s guide . Or. Version Information and Comments You can check version information for any service program listed in the main program view by selecting the service name and then selecting Service About from the Properties pulldown menu. then try to start the service again. When you select Service About.Chapter 2: Using the WorkSite Service Manager Solution: Reconfigure the startup properties for that service in the appropriate Startup dialog. a dialog will be displayed for the service with a field for entering or editing the comments field that is displayed in the main program view. Figure 13 About WorkSite Service Manager Dialog You can use the About dialog to edit or enter comment information or to view version information for the selected service. Chapter 3 Using the Database Administration Tool Overview This chapter includes information on the following topics: “About Database Administration” “Starting and Stopping the DBAdmin” “DBAdmin Desktop” “Registering WorkSite Databases” “Configuring WorkSite Database Options” “Common Functions” “Error Messages” About Database Administration The Database Administration (DBAdmin) tool is part of the WorkSite Administrative tools group and is used to perform the following typical database management functions: Defining user login or access privileges Initializing and registering databases with WorkSite Adding or editing document types and applications Editing the list of PC nodes WorkSite Server Administrator’s guide • • • 45 • • • . click the plus sign next to the Database icon. To start the DBAdmin: 1. All the icons seen below the database in the tree frame are the information tables available to each database.Chapter 3: Using the Database Administration Tool Creating new document classifications to identify and differentiate documents in your database Starting and Stopping the DBAdmin Access the DBAdmin tool from the WorkSite Server installation directory. where the contents of each of the information tables are displayed. To display the list of information tables for a database. See “Registering WorkSite Databases” on page 51. 2. To stop the DBAdmin: 1. On the right is a table frame. then iManage Database Administration. Multiple databases can be listed in the tree frame at the same time. Select Start and point to All Programs. On the left is a tree frame that displays a list of databases and information tables in hierarchical form. If a database is not listed in the tree frame. Unregister the database from the DBAdmin. • • • 46 • • • WorkSite Server Administrator’s guide . Register the Database to start using the tool. DBAdmin Desktop The main program window in the DBAdmin tool resembles the layout of Windows Explorer. Tree Frame The tree frame lists only those databases that are currently registered. Select Autonomy. click the icon’s minus sign. select Exit. To collapse a branch of the tree frame. 2. See “Information Tables and Subtables” on page 49. you need to register the database with WorkSite. From the File menu. The rows in the table frame are commonly identified as Items. Entries or Records. To edit an entry in the table frame. click an icon in the tree frame. WorkSite Server Administrator’s guide • • • 47 • • • . To display the contents of an information table in the table frame.DBAdmin Desktop Figure 14 DBAdmin Main Program Window Table Frame The contents of an information table are displayed in the table frame in the right pane of the main program window. double-click the item in the table or press Enter. While the cursor is in the tree frame. you can use the arrow keys to move up and down the tree. Use the Tab key to shift focus between the tree frame and the table frame. See “Searching in a Table or List View” on page 61. • • • 48 • • • WorkSite Server Administrator’s guide . To find the next occurrence of the same search string among the entries in the table frame. press F3 or select Find Next.Chapter 3: Using the Database Administration Tool Searching the Table Frame You can search among the entries currently displayed in the table frame for a specified string. The subclasses appear only when the appropriate parent class is displayed in the table frame. Press Ctrl-F or select Find from the Edit menu to display the Find dialog box. select and right-click an item to display the Edit and Manage menus. In the tree frame. Figure 15 Right-click menu for the table frame NOTE Custom2 and Custom30 are subclasses that are dependent on Custom1 and Custom29 respectively. Right-click Menus There are two right-click menus available in the main program window. In the table frame. select and right-click a database to display the Database menu. DBAdmin Desktop Toolbar The toolbar provides quick access to frequently needed functions. Detailed information about each information table is provided in the corresponding sections of this chapter. To move the toolbar to a new location. Virtual users are DOS users or users who access the database over the internet. The toolbar can be hidden or redisplayed by selecting Toolbar from the View menu. click the edge of the toolbar and drag it to that location. Novell NDS users. LDAP users. external users. The shape of the toolbar can be customized by clicking and dragging on the edge of the toolbar to reshape it. These information tables are created when the database is first initialized using the DBAdmin tool. These information tables contain data relating to: Users. The position and configuration of the toolbar on your desktop is entirely customizable. See “Managing Users” on page 65. Groups and Roles Document types Document classifications Software applications PC locations Preferred databases File servers Table 5 lists each of the information tables seen in the tree frame and its importance to the database. • • • 49 • • • WorkSite Server Administrator’s guide . Table 5 Information Table Information Tables in the tree frame Description This information table lists users who have been granted access to the database. NT users. Figure 16 Floating toolbar Information Tables and Subtables Each WorkSite database has a series of information tables associated with it. and virtual users. Users can be of six types. depending on how they access the database: Novell Bindery users. and project supervisor. See “Defining Application Formats” on page 125. They are used to identify the specific case (or project) to which all the documents relate. and Project. It is also used to differentiate documents in your database. Account. A Microsoft Word document and a WordPerfect document may be in the same class of documents. Document types are normally based on the application used to create the document. This information table lists the document classes defined for a database. Custom categories may include Department. When a group is granted access rights to a document. administrator. Division. like the Custom1 table. Language. See “Managing Custom Tables and Subtables” on page 147. See “Managing PC Locations” on page 144. typically a Client. Custom2 is typically customized as Matter. See “Managing Document Types” on page 131. presents an additional opportunity to differentiate documents in your database.Chapter 3: Using the Database Administration Tool Table 5 Information Table Information Tables in the tree frame Description This information table lists groups of users who have been defined for the purpose of granting them access collectively to documents. user. This information table lists generic security profiles that you can assign to users. Document classes can be further subdivided into subclasses. • • • 50 • • • WorkSite Server Administrator’s guide . Document classes and subclasses determine the default security setting for documents. Typical classes of documents include legal briefs. These profiles grant customizable levels of access to document management functions. group supervisor. proposals. The Custom29 table. all users who are defined as part of that group are granted the same access privileges. but they would have different document types indicative of the application in which they were created. The Custom29 table can also be further subdivided into custom Custom30 classifications. Country. Each Custom1 category can be subdivided into Custom2 classifications. See “Managing Document Class and Subclass” on page 139. memos. See “Managing Custom Tables and Subtables” on page 147. Coauthor. See “Managing Groups” on page 84. The Custom1 table is a custom category. letters. Typical roles include database librarian. Document classes are custom categories used to differentiate documents. See “Managing Custom Tables and Subtables” on page 147. This information table maps PC Node Addresses to descriptive information that will help identify a PC’s actual location. This table also identifies the principal application for each document type. or transmittals. Region. Organization. to The Custom3 to Custom12 tables are lookup tables for the Custom3 to Custom12 profile fields. guest. This information is useful for locating documents that are in use or checked-out. This information table lists the document types that enable WorkSite to link up a document with its native application. See “Roles” on page 107. This information table includes information essential to integrate WorkSite DMS with other applications. These profile fields provide you with the opportunity to create new custom categories to identify and differentiate documents in your database. original site plans. To register the database: 1. When a new document is created for an author who has been assigned a security template. See “Security Templates” on page 118. it allows the administrator to create WorkSite related tables or schema in it. NOTE Table 5 lists the default captions for the information tables.) When you run the DBAdmin tool for the first time. When the database is registered for the first time. you must register the databases before you can access any of the information tables. This section discusses registering and unregistering databases. WorkSite Server Administrator’s guide • • • 51 • • • . This information table lists the templates of security settings that operate globally and can be assigned to particular authors. The Doc File Servers table is a list of the document file servers associated with this database that can be assigned to users. See “File Server” on page 103. Registering WorkSite Databases DBAdmin tool allows the WorkSite administrator to register. and to connect to the database.Registering WorkSite Databases Table 5 Information Table Information Tables in the tree frame Description This information table is a list of WorkSite databases that can be assigned to users as their preferred database. (Creating tables or schema is part of the database initialization procedure. select Register/Unregister to open the Register/Unregister Databases dialog. You can change the captions using the Dialog Editor administrative tool. created using SQL Enterprise Manager. and creating WorkSite tables or schema. See “Preferred Databases” on page 100. automatic login. those security settings will be applied to the document by default. From the Database menu. the database name is displayed in the Registered Databases column and an icon for the database appears in the tree frame of the main program window.Chapter 3: Using the Database Administration Tool Figure 17 Register/Unregister Databases Dialog The UnRegistered Database column lists databases that have not been logged into but have already been defined as ODBC data sources. • • • 52 • • • WorkSite Server Administrator’s guide . Table 6 contains database icons and their descriptions. The Logon to Database dialog opens. Red icons indicate that the DBAdmin tool attempted to log into the database on startup. 3. but the database did not respond in time and the automatic login feature timed out. Yellow icons indicate unregistered databases. If the database was already initialized as a WorkSite database. Enter the Login ID and Password. Select the database to be registered from the UnRegistered Databases list and click Register. and click Login. 2. Table 6 Icon Database icon color Description Green icons indicate registered databases to which you are currently logged in. you are logged into those databases that were registered when you last exited the program. Select the database and click << Unregister. you are prompted to create the database. The database is displayed in the tree frame of the main program window. Configuring WorkSite Database Options There are a number of global conditions that you can enable or disable for each database using the DBAdmin tool. unregister the database using the Register/Unregister Database dialog box before you exit from the tool. If login is successful the red icon changes to green. select the database with the red icon in the Registered Databases list and click Reconnect. the next time you run the tool you are automatically logged into those databases. To reconnect to a database. If the DBAdmin tool fails to log into a database. Automatic Login Feature If you exit the DBAdmin tool with some databases still registered. These global conditions affect activities such as: Document echoing Production of document activity histories • • • 53 • • • WorkSite Server Administrator’s guide . Refer to the WorkSite Server Installation Guide for information about the steps to initialize this database. NOTE Follow the same procedure to Unregister the database using the DBAdmin tool. The most common reason why the DBAdmin tool may fail to log into a database at startup is that the database did not respond in time and the automatic login feature timed out.Configuring WorkSite Database Options If you are registering the database for the first time or if the database has not been initialized as a WorkSite database. it is displayed with a red icon in the Registered list view on the Register/Unregister Database dialog box (see Figure 17). Login Failures and the Reconnect button When you start the DBAdmin tool. To prevent the tool from logging you into any database automatically. Click OK. 3. select the Enable Document Echoing check box under Database Options. The Set Database Options dialog box is displayed. Select the Database in the tree frame and select Database Options from the Database menu. When document echoing is enabled. Alternatively. • • • 54 • • • WorkSite Server Administrator’s guide . 2. then select Database Options. This local echo document can be accessed directly using the WorkSite Portable program when. Refer to “Managing Document Class and Subclass” on page 139 to enable or disable document echoing for a specific document class. Figure 18 Set Database Options Dialog NOTE The conditions you select in the Set Database Options dialog box are activated or deactivated globally in a database. select a Database in the tree frame and right-click. the WorkSite Client saves a copy of all documents opened by a user on the user’s local hard drive.Chapter 3: Using the Database Administration Tool To set database options: 1. Enter the length of time in days that a user’s password should remain valid in the Password Expires After field under Password Options. for instance. network connectivity is unavailable. To enable document echoing on the database. Document Tab. select the kinds of activities that must be recorded in the document history record.. Checked-out Documents My Favorites Matter Worklist My Matters Document Worklist WorkSite Explorer Recent Searches 7. Document History Options If selected the Document history record shows. All options are selected by default. The WorkArea system preferences under WorkArea System Preferences designate the containers that appear in the tree for that database. 6. 5.Configuring WorkSite Database Options NOTE You cannot disable the password expiration field by setting the number of days to zero. After this period of time elapses. Enter a value equal to or greater than 1. Table 7 Open Close Print Security New Document New Version Mail Check-in/check-out Profile Change Copy View Synchronize Document Tab. Check box Name Each time a user opened the document Each time a user closed the document Each time a user printed the document Each time the document’s security status was changed When the new document was created When each new version of a document was created Each time a user sent the document by e-mail Each time a user checked-in or checked-out the document Each time the document’s profile information was changed Each time a user copied the document Each time a user viewed the document Each time a user synchronized an echo copy of the document back to the database • • • 55 • • • WorkSite Server Administrator’s guide . In the Login Failure Attempts field.. enter the number of login attempts that users are allowed before they are locked out of the system. Table 7 lists these operations. Enter number of days that the password has been used in the Start Warning User After box. the system warns users that their password will expire. 4. Under the Generate History Record For. . This option is only displayed for the WorkSite Server's Preferred Database. Check box Name When the document was deleted When the document was archived When the document was restored Each time the document was released (unlocked) Each time the document was exported out of the database Each time the document was modified The time when the document was modified Edit Time Shred Declared Migrated Undeclared Removed From Folder 8.Chapter 3: Using the Database Administration Tool Table 7 Delete Archive Restore Release Export Modify Document Tab. Table 8 User tab. enable the login for User and Impersonation. This option is only displayed for the WorkSite Server’s Preferred Database. Check box Name Successful Login Each time a user successfully logged in to a database. the WorkSite Server will begin logging all successful login attempts.. • • • 56 • • • WorkSite Server Administrator’s guide . Select or clear options listed in Table 8. Document History Options If selected the Document history record shows. Each time a user failed to login to a database. Under Generate History Record For User. Information If selected the User history record shows... Unsuccessful Login Impersonated Login Impersonated Logoff 9. If you select this option. Click OK. Each time a user logged out of a database after using the Administrative Impersonation password to login. Each time a user successfully logged in to a database using the Administrative Impersonation password. USERHISTORY NOTE In the User History log. execute the following SQL statement: SELECT * FROM MHGROUP. The server and path information for the Database is displayed in an Information window. 2. Database Information To view the database information: 1.USERACTIONS. You can use an SQL statement to view the contents of the user history. the ACTIONSID corresponds to the SID for the action in MHGROUP. the WorkSite Server Service logs successful and failed attempts. To view the contents of the User History.Configuring WorkSite Database Options Viewing the User History WorkSite Server supports the ability to maintain an audit trail of User and Impersonation login attempts. WorkSite Server Administrator’s guide • • • 57 • • • . Select Database Information from the Database menu. The feature is enabled per database by selecting the appropriate options in the database’s Set Database Options dialog box. Select a database from the tree frame. When this feature is enabled. It lists login and Impersonation logoff attempts in a database table. 3. Set the options for each database on your system. Select a database from the tree frame. 2. See the DeskSite Installation and User's Guide or the FileSite Installation and User's Guide.Chapter 3: Using the Database Administration Tool Figure 19 Information window for the Database 3. NOTE The user can set a number of options for synchronizing online and offline documents when WorkSite OffSite is installed. Select Synchronization Options from the Database menu. • • • 58 • • • WorkSite Server Administrator’s guide . Synchronization Options To set the synchronization options for a database: 1. Click OK. 5.Common Functions Figure 20 Synchronization Options dialog box 4. since large documents are not synchronized. This option enhances performance. Exclude all folder shortcuts. select items you want to exclude from synchronization: Exclude all search folders. Exclude subscribed my matters. Common Functions The most commonly performed functions in DBAdmin tool are: “Adding Items to an Information Table” • • • 59 • • • WorkSite Server Administrator’s guide . This option enhances performance. Exclude documents which have not been accessed in ___ days. This option causes the synchronization operation to ignore all folder shortcuts and their contents. Under Container Selection. Exclude documents accessed greater than ___ KB. select a filter option: Click OK. Under Content Filtering. This option causes the synchronization operation to ignore any documents that are larger than the size you specify. This option causes the synchronization operation to ignore any subscribed matter lists and their contents. This option causes the synchronization operation to ignore all search folders and their contents. since older documents are not synchronized. This option causes the synchronization operation to ignore any documents that have not been accessed in the number of days that you specify. To edit a field in an information table: 1. adding items to the information tables is one of the most basic functions of the DBAdmin tool. see the sections of this manual that describes the actions that can be performed in each information table. To display an information table in the table frame. you must display the table of information in the table frame. Right-click in the main program window’s table frame to display the right-click menu containing the options that are on the Manage menu.Chapter 3: Using the Database Administration Tool “Editing Items in an Information Table” “Searching in a Table or List View” “Using the Lookup Bar” “Setting Max Lookup Entries” Adding Items to an Information Table One of the first activities you will want to perform is adding items to an information table. click its icon in the tree frame. or press Ctrl-M. Click the Add icon in the toolbar or use the Insert key. • • • 60 • • • Modify icon in WorkSite Server Administrator’s guide . Select Modify from the Manage menu or the right-click menu. Whether you need to give new users access to a database or create new document classes and subclasses. Editing Items in an Information Table Another action that you will regularly perform in the DBAdmin tool is editing the information tables. You can add items in any of the following ways: Select Add from the Manage menu. Editing items in the information tables may take the form of: Enabling or disabling a particular user or group to deny or grant them access to the database Changing passwords for users Editing Custom1 and Custom2 tables Editing custom category tables Before you edit an item in a table. For more specific instructions. Click the the toolbar. Figure 22 Find Dialog WorkSite Server Administrator’s guide • • • 61 • • • . To search the displayed entries: 1. as shown: Figure 21 Edit Jurisdiction Dialog 2. The Find dialog opens.Common Functions The Edit <Field> dialog opens. (Optional) Use the checkbox to enable or disable the entry in the table. you can search its entries for a specified search string. see the sections of this manual that describe all the actions that can be performed in each information table. Click the Find icon in the toolbar. (Optional) Modify the value of the entry by entering text in the Description text box. For more specific instructions. 3. Searching in a Table or List View While one of the information tables is displayed in the DBAdmin main window. (All) is selected by default. Match Case. or Ending with to set the search parameter. 2. Select Backward to search up. Direction. Using the Lookup Bar The Lookup Bar enables you to search for entries that match a particular search string in the complete set of tables stored on the database. • • • 62 • • • WorkSite Server Administrator’s guide . Click Find Next or press F3. clear the search string field and then click Lookup. To view both Internal and External items. the Database Administration program would find “ALAN” and “aLan” because the Match Case check box was not selected. you can also filter the search results based on whether they are Internal or External items. 5.Chapter 3: Using the Database Administration Tool 2. In addition to the lookup options. Click Lookup. Use this option to set the direction for searching in the table. select the column from the In Column field. 3. Enter the search string in the text-entry field of the Lookup Bar. end with this string. Enter a string in the Search String field. You can search for entries that begin with a specific search string. or contain the string. Use this option to find instances of the search string that appear as whole words. Figure 23 Lookup Bar in DBAdmin To display all entries that match a particular search string: 1. Select Beginning with. do not select either filter. Contains. 3. In Figure 22. These options work in conjunction with the User. Set the following options: Match Whole Word. 4. Click the Search String arrow to select from a list of previously used search strings. and Role tables. To display all entries in a database table. You can choose whether to view only Internal items or only External items. Use this option to match the case of your search string exactly. Use this feature for tables with a large number of entries. or Forward to search downward the list. If you want to search in only one column in the table frame. Group. Error Messages Error messages produced by the DBAdmin tool have the following structure: Every SQL error message begins with an SQL Error number. All entries listed in that particular table on the database are displayed (up to the maximum number of entries allowed). Select Set Max Lookup Entries from the Edit menu. To set the display for maximum lookup entries: 1. These two pieces of information help WorkSite Technical Support to understand the nature of the error and why it was produced. When the number of entries in a database table exceeds the maximum allowed a status message is displayed at the bottom of the main program window. Figure 24 Edit Max Lookup Entries Dialog 2.Error Messages NOTE Do not select a filter when you search in the User. Group. followed by the error message from the database. WorkSite Server Administrator’s guide • • • 63 • • • . The Edit Max Lookup Entries dialog box is displayed. or Roles table. Setting Max Lookup Entries You can customize the maximum number of entries (rows) to display in the table frame or in any selection field. Enter a value in the dialog box and click OK. Document the the error message and the circumstances that produced it. the error was produced when a user attempted to delete an entry in the Document Class information table when there were still Subclasses defined for that class. Figure 25 Sample error message Technical Support If you receive an error message.Chapter 3: Using the Database Administration Tool The last part of each error message is a message to the user produced by the DBAdmin tool. In the example. • • • 64 • • • WorkSite Server Administrator’s guide . contact Autonomy Technical Support. and Security Overview This chapter includes information on the following topics: “Managing Users” on page 65 “Managing Groups” on page 84 “Preferred Databases” on page 100 “File Server” on page 103 “Roles” on page 107 “Security Templates” on page 118 “Renaming Users” on page 121 See the WorkSite Server Installation Guide for an introduction to using DBAdmin. A user’s role determines the user’s access to document management functions. and the user’s membership in any groups that are defined for the database. • • • 65 • • • WorkSite Server Administrator’s guide . To gain access to a database. Managing Users Each WorkSite database has its own list of validated users. See “Creating Roles” on page 110.Chapter 4 Administering Users. Groups. the user must first be added to the list of validated users. A user’s access to documents in the database is limited by the security status of documents (such as public or private). Microsoft Windows OS Domain Users.Chapter 4: Administering Users. Novell NDS Users. Figure 26 shows how the user table functions in the WorkSite system. Users who access the database through directory services that use the Lightweight Directory Access Protocol. LDAP Directory Users. Users who access the database through Novell NDS. Novell Bindery Users. Database user IDs and full names must match those listed on the network for these users. The following actions can be performed in a User Information table using the DBAdmin tool: Add users to a database selectively from lists of users on the network Change a user’s operating system type Synchronize database user information with network information (except for LDAP users) Create new Virtual users and groups Enable or disable the login feature for individual users Purpose of the User Table The user table is necessary to give users access to the database. Virtual Users. Database user IDs and full names must match those listed on the directory service for these users. Users who access the database through Microsoft Windows. Figure 26 User accounts and their function • • • 66 • • • WorkSite Server Administrator’s guide . Users who access the database through Novell Bindery. and Security Users are differentiated into five types. Database user IDs and full names must match those listed on the network for these users. based on the operating system that they use. Users entered directly into WorkSite and not synchronized or populated from another source. Database user IDs and full names must match those listed on the network for these users. Groups. User information table. 2. Users log into the WorkSite Server but their account details are stored in the SQL database. Start DBAdmin. Windows. point to All Programs. It gives users access to those databases on which they are valid users. 6. Adding Virtual Users 1. Select the required database in the tree frame of the main program window. Click the appropriate tab for the type of user that you want to add. The WorkSite Server verifies each user’s login against accounts stored in the SQL database. Click the Add icon from the toolbar or select Add from the Manage menu. To add users to a WorkSite database: 1. Windows user. The Add User function in the DBAdmin tool only allows you to add Novell. then Autonomy and then select iManage Database Administration. Select the Database icon to display the information tables. 5. the user must be defined as a user on the network. Click the 4. Click the 3. or Novell NDS user to a database. or Novell NDS users who are already defined on the network. NOTE Before you can add a Novell user. 2. then enter the user’s information. From the Windows Start menu. 3. you must first add them to the user information table for that database. Select the required database in the tree frame of the main program window. The Add New Users dialog box is displayed (see Figure 27).Managing Users User accounts are stored in the database. Click the Database icon and select the User information table. • • • 67 • • • WorkSite Server Administrator’s guide . Adding Users To give users access to a database. Users only see the databases on which they have accounts. Add icon from the toolbar or select Add from the Manage menu. Ext: The user’s telephone extension. Phone: The user’s telephone number. Figure 27 Add New Users dialog box. User ID: The user’s login ID. E-mail: The user’s e-mail address. • • • 68 • • • WorkSite Server Administrator’s guide . Virtual User tab 5. enter following information.Chapter 4: Administering Users. 4. and Security The Add New Users dialog box is displayed. Full Name: The user’s full name. Fax: The user’s facsimile number. Groups. Under User Information. Location: The user’s PC location. Click the Virtual Users tab. Adding Microsoft Windows OS Domain Users 1.Managing Users External Users.to prevent To specify the default number of days before passwords expire. 2. Add icon from the toolbar or select Add from the Manage menu. 4. Click the Microsoft Windows OS Domain Users tab.By default. Use this option for system service accounts that should not expire rather than end-users. There is no default password for new users. Click the 3. external users have limited privileges. part-time contractor. Select this option to designate this user as an external user. Enter a password for this user in the Password field and the Confirm Password field. Select the required database in the tree frame of the main program window. Select User Must Change Password at Next Logon to force this user to change their passwords the next time they connect to WorkSite. WorkSite Server Administrator’s guide • • • 69 • • • . 6. 8. New users cannot be added with a blank password. The Add New Users dialog box is displayed. NOTE Autonomy does not recommend selecting Password Never Expires when adding users. vendor or partner. see “Configuring WorkSite Database Options” on page 53. You must enter the same password in both fields. 9. Select Password Never Expires to exempt the user's password from the expiration settings. Click Add. such as a customer. Click the Database icon and select the User information table. then click Close to save the added user(s) and exit. 7. Chapter 4: Administering Users, Groups, and Security Figure 28 Add New Users Dialog, Microsoft Windows OS Domain Users Tab 5. Select the appropriate domain from the List Users From list. 6. Select the user from the list of Domain Users. 7. Select the External Users option to designate this user as an external user, such as a customer, part-time contractor, vendor or partner. By default, external users have limited privileges. 8. Enter the password in the Password and Confirm Password fields to change the password that is assigned to all new users. NOTE There is no default password for new users. New users cannot be added with a blank password. You must enter a password in the Password and Confirm Password fields. 9. Select User Must Change Password at Next Logon. This option forces users to change their passwords the next time they connect to WorkSite. • • • 70 • • • WorkSite Server Administrator’s guide Managing Users NOTE Autonomy does not recommend selecting Password Never Expires when adding users. 10. Click Add after all the details are entered. 11. Click Close when finished adding users. Adding Novell Bindery Users 1. Select the required database in the tree frame of the main program window. 2. Click the 3. Click the Database icon and select the User information table. Add icon from the toolbar or select Add from the Manage menu. The Add New Users dialog box is displayed. 4. Click the Novell Bindary Users tab. WorkSite Server Administrator’s guide • • • 71 • • • Chapter 4: Administering Users, Groups, and Security Figure 29 Add New Users dialog box, Novell Bindery Users tab 5. Select the appropriate server from the List Users From list. NOTE The Novell Bindery Users tab displays users according to the server to which they are bound. If you want to add a user who is listed under a container object, use the Novell NDS Users tab. 6. To search through any list of users, click Find to perform a search. 7. Select the required user from the list of Domain Users. 8. Select the External Users option to designate this user as an external user, such as a customer, part-time contractor, vendor or partner. By default, external users have limited privileges. 9. Enter the password in the Password and Confirm Password fields to change the password assigned to all new users. • • • 72 • • • WorkSite Server Administrator’s guide Managing Users NOTE There is no default password for new users. New users cannot be added with a blank password. You must enter a password in the Password and Confirm Password fields. 10. Select User Must Change Password at Next Logon. This option forces users to change their passwords when they log in. NOTE Autonomy does not recommend selecting Password Never Expires when adding users. 11. Click Add, then click Close to save the added user(s) and exit. Adding Novell NDS Users To add Novell NDS users: 1. Select the required database in the tree frame of the main program window. 2. Click the 3. Click the Database icon and select the User information table. Add icon from the toolbar or select Add from the Manage menu. The Add New Users dialog box is displayed. 4. Click the Novell NDS Users tab. WorkSite Server Administrator’s guide • • • 73 • • • Chapter 4: Administering Users, Groups, and Security Figure 30 Add New Users dialog box, Novell NDS Users tab 5. Select the server or container object in which the user is listed in the tree frame. You can navigate between servers and container objects by selecting items in the tree frame. Each time you click an item in the tree frame, the list of users associated with that item are displayed in the table frame. Figure 30 shows the Novell NDS Users tab with users from the NRT_OU container object displayed. Click the “..” in the tree frame to navigate up the tree. 6. Select the user from the list. 7. Select the External Users option to designate this user as an external user, such as a customer, part-time contractor, vendor or partner. By default, external users have limited privileges. 8. Enter the password in the Password and Confirm Password fields to change the password assigned to all new users. • • • 74 • • • WorkSite Server Administrator’s guide Managing Users NOTE There is no default password for new users. New users cannot be added with a blank password. You must enter a password in the Password and Confirm Password fields. 9. Select User Must Change Password at Next Logon. This option forces users to change their passwords when they log in. NOTE Autonomy does not recommend selecting Password Never Expires when adding users. 10. Click Add, then click Close to save the added user(s) and exit. Adding LDAP Directory Users The Database Administration tool enables you to import users from an LDAP or Microsoft ADS server. You can import all users contained in specific organizational units of the directory structure. WorkSite Server allows only user information to be imported; container information is not maintained. NOTE If you are adding more than a few LDAP Directory users from a common directory, Autonomy recommends that you use the Directory Service Synchronization Service described in Chapter 11, “Directory Service Synchronization Service.” This service allows you to automate the import and synchronization of users from ADS or LDAP. Adding LDAP Directory users is a multi-step process that requires you to know details about the LDAP Directory tree. You should be able to access the LDAP Directory server as an administrator, and you will need to know the attributes used to store user information. The following steps describe how to add users from an LDAP Directory. 1. Select the required database in the tree frame of the main program window. 2. Click the 3. Click the Database icon and select the User information table. Add icon from the toolbar or select Add from the Manage menu. The Add New Users dialog box is displayed. 4. Click the LDAP Directory Users tab. • • • 75 • • • WorkSite Server Administrator’s guide Chapter 4: Administering Users, Groups, and Security Figure 31 LDAP Directory Users Tab 5. Click Login to LDAP. The LDAP Authentication dialog opens. • • • 76 • • • WorkSite Server Administrator’s guide Managing Users Figure 32 LDAP Authentication Dialog 6. Under Directory Type, select Microsoft Active Directory or LDAP based on the type of directory service your organization uses. 7. Under Credentials, select one of the following options: Use Sync Server Login—If you have WorkSite Directory Service Synchronization installed, you can use the configuration information stored for the service to authenticate with the LDAP server. You must have Directory Service Synchronization configured to communicate with the LDAP server to use this option. In the Sync Service Server field, enter the computer name where Directory Service Synchronization is installed. Other Login—Use this option to manually authenticate with the LDAP Server. Enter the fully qualified distinguished name of a user with administration privileges in the User ID field and the user’s password in the Password field. 8. In the TCP port field, enter the port number that the LDAP server uses to communicate. The default port is 389. 9. In the LDAP Server field, enter the name of the server that is hosting the LDAP service. 10. Click OK. If the information entered is correct, the LDAP Attribute Mapping (User) dialog opens. WorkSite Server Administrator’s guide • • • 77 • • • Chapter 4: Administering Users, Groups, and Security Figure 33 LDAP Attribute Mapping (User) Dialog The LDAP Attribute Mapping (User) dialog (as shown in Figure 33) allows you to map the attributes used to store user information in your LDAP directory to corresponding user data fields used by the WorkSite database. Each field has a list of LDAP attributes that are commonly used to contain the data for the corresponding WorkSite field. If none of the options in the list are correct, you may enter the name of an attribute in the field. 11. In the Name field under Organizational Unit, select or enter the LDAP attribute that contains the names of the Organizational Unit (OU) containers on your LDAP Directory tree. NOTE If the LDAP attribute mapped to the Name field for a OU container returns a blank, that container will not be displayed in the Container column of the LDAP Directory Users tab. 12. In the User section, select or enter the LDAP attributes for each of the WorkSite properties shown. Refer to Figure 33 for an example. NOTE If either of the LDAP attributes mapped to the Name or User ID fields for a user returns a blank, that user will not be displayed in the table frame of the LDAP Directory Users tab. 13. After completing the mapping of fields, click Update. The LDAP Directory Users tab is displayed. If there are not too many directory objects (users) to display, all users that exist below the root level of the LDAP Directory are listed in the table frame. • • • 78 • • • WorkSite Server Administrator’s guide Managing Users Figure 34 Add New Users Dialog, LDAP Directory Users Tab 14. Select the server or container object in which the user is listed in the tree frame. You can navigate between servers and container objects by selecting items in the tree frame. Each time you click an item in the tree frame, the list of users associated with that item are displayed in the table frame. Click the “..” in the tree frame to navigate up the tree. NOTE To limit the number of users shown, refer to “Limiting the Number of Users Displayed” on page 80. 15. Select the user(s) to be added. Multiple users can be selected by using a Shift-click to select a continuous group or a Control-click to add individual users to those previously selected. 16. Select the External Users option to designate this user as an external user, such as a customer, part-time contractor, vendor or partner. By default, external users have limited privileges. WorkSite Server Administrator’s guide • • • 79 • • • Chapter 4: Administering Users, Groups, and Security 17. Enter the password in the Password and Confirm Password fields to change the password assigned to all new users. 18. Select User Must Change Password at Next Logon. This option forces users to change their passwords when they log in. NOTE Autonomy does not recommend selecting Password Never Expires when adding users. 19. Click Add, then click Close to save the changes and exit. Limiting the Number of Users Displayed 1. After completing the mapping of fields, if there are too many directory objects (users) to display, the following error message is displayed: Figure 35 Too many directory objects warning After you close the warning message, the LDAP Directory Users tab is displayed but the table frame is empty. 2. Click Search Filter to display the LDAP Directory Search Filter dialog. • • • 80 • • • WorkSite Server Administrator’s guide Managing Users Figure 36 LDAP Directory Search Filter 3. Select the attribute to filter on in the LDAP Directory Search Filter dialog box: Use Filter on Name Attribute. This check box applies search criteria against the contents of the Full Name column in the user table. Use Filter on Account Name Attribute. This check box applies search criteria against the contents of the User ID column in the user table. NOTE Both attribute filters can be selected at the same time. When both filters are selected, the search criteria are treated as a logical AND operator. For an object to be displayed, it has to match both criteria. 4. Enter values for the Filter Value field(s). 5. Select the filter type: Exact Match. The search object is returned only when there is an exact match with the value entered in the Filter Value field. Starts With. The search object is returned only when it begins with the value entered in the Filter Value field. 6. Click OK to execute the search filter. The LDAP Directory Users tab is displayed with the results of the search. WorkSite Server Administrator’s guide • • • 81 • • • Chapter 4: Administering Users, Groups, and Security Changing the Default Password There is no default password for new users, and new users cannot be added with a blank password. Before you add users, you must set the password assigned to all new users when you add them to the database. For each tab in the Add New Users dialog box, the Password and Confirm Password fields function to set the default password assigned to users being added from the current tab during this session. All subsequent users added from the current tab after you set the default password will be assigned the new password. If you change tabs, you must enter a new default password for users being added in that window. Editing User Information There are two ways you can update information for users who have already been added to the database: Synchronize users with the network. See “Synchronize Users” on page 83. Edit information in the user information table for individual users. To edit information for an individual database user: 1. Select the required WorkSite database and the user information table. 2. Select the user whose information you want to edit, and then click the the toolbar. The Edit User Information dialog box is displayed. Modify button in • • • 82 • • • WorkSite Server Administrator’s guide Managing Users Figure 37 Edit User Information Dialog 3. Make the required changes, then click OK. Refer to the online help by clicking Help for more information. Synchronize Users In addition to changing user information using the Modify command, you can update user information by synchronizing database user information with the latest network information. The Synchronize command is used to update user information in a WorkSite database with the most recent information available on the network. This option is available for WINDOWS NT, NOVELL 3.X, or NOVELL NDS network users. NOTES LDAP Directory users who require administrative access to the LDAP Directory network cannot be synchronized. Virtual users for whom there is no corresponding network information cannot be synchronized. WorkSite Server Administrator’s guide • • • 83 • • • After you add a group to the database. if necessary. 2.Chapter 4: Administering Users. Novell NDS. Before granting group access to documents in a database. When groups are disabled. To update information in the database to match a user’s network information: 1. and Security When you synchronize a user. Select the user whose details have to be synchronized. • • • 84 • • • WorkSite Server Administrator’s guide . A string value up to 254 characters Full Name. add the group to the list of registered groups in that database. They are defined as a collection for assigning identical access privileges to certain documents to group members. Display the list of users for the database in the main program window’s table frame. they cannot be added to Access Control Lists on documents or containers. A string value up to 254 upper or lower case characters Enable flag. Three fields of information are associated with each user group on a database: Group ID. Database users whose network login privileges are disabled will also be disabled. The user’s information on the database is updated with their current network information. the following changes are registered on the database: Novell NDS. NT. and Novell Bindery database users who do not have a matching network user are disabled. Groups are lists of multiple users. Database user full names are changed to match their corresponding network user full names. a Windows domain. If a group has access to a document. then the users in the group can access the document. Right-click and select Synchronize from the menu. Managing Groups The concept of a group in WorkSite is similar to the idea of a group on the network. You can add groups either by creating them from within the DBAdmin tool or by importing the membership lists for groups that already exist on the network. or LDAP or Microsoft Active Directory Service networks. its membership is not changed even if the membership of the group on the network is changed. you can fully customize the members using the DBAdmin tool. You can import groups from Novell Bindery. Once you add groups to the database. Groups. the tool checks if you are the administrator on your workstation. Adding Virtual Groups Virtual groups are created from within the DBAdmin tool. or click the Add icon in the toolbar. The Add New Groups dialog box is displayed (see Figure 38). you may want to create the NRTADMIN Group on the network and add yourself as a member. When you log into a database from the DBAdmin tool. and the Monitor tool. On NDS networks. They are distinct from other groups that can be added to the database in that no group membership is initially imported into the database for virtual groups. To add specific groups to the database. WorkSite Server Administrator’s guide • • • 85 • • • . Document Import. This ability can be disabled using the Roles information table. To add a group to a database: 1. CAUTION Membership in the NRTADMIN group also gives a user the privilege of being able to delete other users’ documents from the WorkSite client. Any kind of user can be added to a virtual group. you are allowed to log in. NRTADMIN Group The NRTADMIN Group is used to determine who can access the database using the DBAdmin. If you are not a member of that group. if you are not a member of the NRTADMIN Group on the database. the tool verifies if you are a member of the NRTADMIN Group on that database. Click the Group icon in the tree frame to display the database’s group information table in the table frame. the DBAdmin tool allows you to log into the database. They can only be disabled. Click Add from the Manage menu.Managing Groups NOTE Groups cannot be deleted. but you are a member of the NRTADMIN Group on the network. On NDS networks. If one or the other of these conditions is true. see the following sections. 2. Click the Virtual Group tab. Click the Group icon in the tree frame to display the database’s group information table in the table frame. 7. 8. Groups. Click Close to save the changes and exit. Virtual Group Tab Add icon in the toolbar. Select the External Group option to designate this group as an external group. 6. This is the name of the group that users will select to grant or deny access privileges when changing security settings for documents. click Add. Enter a name for the group in the Group field. Figure 38 Add New Groups Dialog. 4. 3. 2. or click the The Add New Groups dialog opens.Chapter 4: Administering Users. 5. From the Manage menu. Enter a more complete name for the group in the Full Name field. and Security To add a virtual group to a database: 1. Click Add to add the group. • • • 86 • • • WorkSite Server Administrator’s guide . Add icon in the toolbar. From the Manage menu. 2. or click the The Add New Groups dialog opens. WorkSite Server Administrator’s guide • • • 87 • • • . Adding Microsoft Windows Domain Groups Groups from an existing Windows domain can be added to the WorkSite database.Managing Groups NOTE For instructions on how to add a user to a virtual group. Click the Microsoft Windows OS Domain Groups tab. After Windows domain group members are imported into the database group. all users in the Windows domain group who are already database users are added to the group. Click the Group icon in the tree frame to display the database’s group information table in the table frame. 3. When the group is added to the database. Users in the Windows domain group who are not database users are not added to the database group. This creates an identical group on the database with identical membership. see “Assigning Users to Groups” on page 98. click Add. you can further customize group membership to include database users of any type. To add a Microsoft Windows domain group to a database: 1. 7. After Novell Bindery group members are imported into the database group. Select the group(s) in the table. This creates an identical group on the database with identical membership. and Security Figure 39 Add New Groups Dialog.Chapter 4: Administering Users. Select the appropriate domain from the List Groups From list. Microsoft Windows OS Domain Groups Tab 4. Click Close to save the changes and exit. When the group is added to the database. Select the External Group option to designate this group as an external group. the groups defined for the AD2003 domain are displayed. you can further customize group membership to include database users of any type. then click Add. • • • 88 • • • WorkSite Server Administrator’s guide . 6. Groups. In Figure 39. 5. all users in the Novell Bindery group who are already database users are added to the group. Users in the Novell Bindery group who are not database users are not added to the database group. Adding a Novell Bindery Group Groups from an existing Novell Bindery can be added to the WorkSite database. then click Add. the groups bound to that server are displayed in the Domain Groups frame. When a server is selected. In Figure 40. click Add. 4. Novell Bindery Groups Tab Add icon in the toolbar. Click the Group icon in the tree frame to display the database’s group information table in the table frame. select the server to which the group is bound. Click the Novell Bindery Groups tab. • • • 89 • • • WorkSite Server Administrator’s guide . 6. From the List Groups From list. Select the group from the Domain Groups frame. 5.Managing Groups To add a Novell Bindery group to a database: 1. Figure 40 Add New Groups Dialog. 3. Select the External Group option to designate this group as an external group. the Domain Groups frame displays the groups bound to SUN server. 7. or click the The Add New Groups dialog opens. Click Close to save the changes and exit. 2. From the Manage menu. Users in the Novell NDS group who are not database users are not added to the database group. To add a Novell NDS Group to a database: 1. Click the Novell NDS Groups tab. or click the The Add New Groups dialog opens. From the Manage menu. • • • 90 • • • WorkSite Server Administrator’s guide . 3. 2. This creates an identical group on the database with identical membership. When the group is added to the database. Click the Group icon in the tree frame to display the database’s group information table in the table frame. all users in the Novell NDS group who are already database users are added to the group. and Security Adding Novell NDS Groups Groups from an existing Novell NDS can be added to the WorkSite database.Chapter 4: Administering Users. Add icon in the toolbar. click Add. Groups. you can further customize group membership to include database users of any type. After Novell NDS group members are imported into the database group. WorkSite Server Administrator’s guide • • • 91 • • • .Managing Groups Figure 41 Add New Groups Dialog. Select the External Group option to designate this group as an external group. The current context displayed in the table frame is noted at the top of the window. 7. 6. “Current Context. Novell NDS Groups Tab 4. select it and click Add. Click Close to save the changes and exit. Select the container object or server to which the group is bound from those available in the tree frame.” In Figure 41. groups defined for the NRT_OU container object are displayed. Click an item in the tree frame to display the contents of the new container. It is identified by the words. When the group name that you want to add appears in the table frame. 5. Adding LDAP Directory groups is a multi-step process that requires you to know details about the LDAP Directory tree. You should be able to access the LDAP Directory server as an administrator. The following steps describe how to add groups from an LDAP Directory. Click the LDAP Directory Groups tab. 1. NOTE If you are adding more than a few LDAP Directory groups from a common directory. No container information is maintained. • • • 92 • • • WorkSite Server Administrator’s guide . click Add. Groups. or click the The Add New Groups dialog opens.Chapter 4: Administering Users. and Security Adding LDAP Directory Groups The Database Administration tool enables you to import groups from an LDAP or Microsoft ADS server. WorkSite Server allows only the name of the group and the member list to be imported. “Directory Service Synchronization Service. Autonomy recommends that you use the Directory Service Synchronization Service described in Chapter 11. and you will need to know the attributes used to store user information. 3. Add icon in the toolbar. Click the Group icon in the tree frame to display the database’s group information table in the table frame. 2. From the Manage menu.” This service allows you to automate the import and synchronization of groups from ADS or LDAP. WorkSite Server Administrator’s guide • • • 93 • • • . Click Login to LDAP. The LDAP Authentication dialog opens.Managing Groups Figure 42 LDAP Directory Groups Tab 4. 7. click OK. Groups. select the credentials Use Service Login or Other Login. and Security Figure 43 LDAP Authentication Dialog 5. The value of the default port is 389. If your LDAP server is not using this TCP port. Current Group Credentials: Use this option if you are currently logged in to the system as an LDAP user with administration privileges. Under LDAP Server. Under TCP Port.Chapter 4: Administering Users. The default server is the LDAP server that authenticated the current user. Enter the fully qualified name of a user with administration privileges in the User DN field. select the Other Login option and enter a value in the TCP Port field. select the TCP port that the LDAP server uses to communicate. select Microsoft Active Directory or Netscape Directory. If the information entered is correct. select the server that is hosting the LDAP service. Under Credentials. 6. Other Login: Use this option if you are not logged in as an LDAP user with administration privileges. Enter a password in the Password field. • • • 94 • • • WorkSite Server Administrator’s guide . Enter the name of the appropriate server in the LDAP Server field. the LDAP Attribute Mapping (Group) dialog box is displayed. If you want to connect to a different server or if you are not logged in as an LDAP user. 8. This is the default. select the Other Login option. After entering all the necessary information in the fields of the LDAP Authentication dialog box. Under Directory Type. 9. Each field has a list of LDAP attributes that are commonly used to contain the data for the corresponding WorkSite field. In the Name field. Locate the Organizational Unit section. that container will not be displayed in the Container column of the LDAP Directory Groups tab. 11. If none of the options in the list are correct. WorkSite Server Administrator’s guide • • • 95 • • • . NOTE If the LDAP attribute mapped to the User ID field for users returns a blank. 12. Refer to Figure 44 for an example. 10. the associated group will not be displayed on the LDAP Directory Groups tab. you may enter the name of an attribute in the field. select or enter the LDAP attribute for the OU containers on your LDAP directory tree. Under Group. In the User ID field. Locate the User section. select or enter the LDAP attribute that contains the user IDs for your LDAP directory tree. the corresponding user will not be added to the group member list.Managing Groups Figure 44 LDAP Attribute Mapping (Group) dialog box The LDAP Attribute Mapping (Group) dialog box allows you to map the attributes used to store group information in your LADP tree against corresponding group data fields used by the WorkSite Server database. NOTE If LDAP attributes mapped to the Name or Group ID fields returns a blank. select or enter the LDAP attributes for each of the WorkSite properties shown. NOTE If the LDAP attribute mapped to the Name field for an Organizational Unit container returns a blank. but you can search filter to modify the display. 16. When there are multiple directory objects (or groups). then click Close to save the group(s) and exit. Select the group(s) to be added. Select the server or container object in which the user is listed in the tree frame. Figure 45 Add New Groups Dialog. click OK. You can navigate between servers and container objects by selecting items in the tree frame. and Security 13.Chapter 4: Administering Users. After completing the mapping of fields. The LDAP Directory Groups tab is displayed. Click OK to display the LDAP Directory Groups window. Groups. Each time you click an item in the tree frame.. Select the External Group option to designate this group as an external group. Its table frame will be empty. 15. Click Add. Click the “. 17. • • • 96 • • • WorkSite Server Administrator’s guide .” in the tree frame to navigate up the tree. those that exist below the root are listed in the table frame. Multiple groups can be selected by using a Shift-click to select a continuous set of groups or a Control-click to add individual groups to those previously selected. LDAP Directory Groups Tab 14. the list of users associated with that item is displayed in the table frame. Limiting the Number of Groups Displayed Figure 46 illustrates the error message that appears when there are too many directory objects (or groups) to display. It will cause nothing to be returned. 3. This search filter should not be used against the LDAP Directory Groups table. Figure 47 LDAP Directory Groups. Click Search Filter to display the LDAP Directory Search Filter dialog box. 4. For an object to be returned by the search. LDAP Directory Search Filter o 2. Applies search criteria against the contents of the Group column in the group table. Enter values for the Filter Value field(s). When both filters are selected. Select the filter type: WorkSite Server Administrator’s guide • • • 97 • • • . Use Filter on Account Name Attribute. Select the attribute to filter on in the LDAP Directory Search Filter dialog box: Use Filter on Name Attribute. NOTE Both attribute filters can be selected at the same time. it has to match these entries.Managing Groups Figure 46 Too many directory objects warning 1. Applies search criteria against the contents of the Full Name column in the group table. the search criteria is treated as a logical AND operator. Assigning Users to Groups After you have added a group to a database. select Group Membership. The Directory Service Synchronization service tool allows the WorkSite Server to perform repeated one-way synchronizations with hierarchical directory services. If you change membership of a group on the network. you can add or remove users using the Group Membership dialog. including LDAP and NDS. • • • 98 • • • WorkSite Server Administrator’s guide . The LDAP Directory Groups tab is displayed with the results of the search. Starts With. Click OK to execute the search filter. “Directory Service Synchronization Service. The Group Management dialog opens. See Chapter 11. While the database or one of its associated tables is selected in the DBAdmin tree frame. NOTE Group membership cannot be synchronized with network groups after adding the group to WorkSite Server. you must add the group to the database.Chapter 4: Administering Users. Changing Group Membership To change the membership of a group: 1. and Security Exact Match. Groups.”. Before you can add users to a group. See “Managing Groups” on page 84. 5. from the Manage menu. The search object must exactly match the value entered in the Filter Value field. you must make identical changes to the group on the database manually to keep group membership in WorkSite and on the network identical. The search object must begin with the value entered in the Filter Value field. Select the group name from the Group column. 2.Managing Groups Figure 48 Group Management Dialog This dialog box consists of three columns of information: Groups. The leftmost column is a list of groups that have already been added to the database. The rightmost column lists the available users or users who are not included in the group currently selected in the Group column. In the Available Users column select the user you want to add to the group. 2. The user’s name is moved to the Users column. WorkSite Server Administrator’s guide • • • 99 • • • . Available Users. Adding Users to a Group 1. The middle column displays a list of users belonging to the group selected in the leftmost column. select the user you want to remove from the group and click Remove. From the Users column. The user’s name is moved to the Available Users column. Select the group name from the Group column. Removing Users from a Group 1. then click Add. Users. Disabling a group prevents users from assigning the group access privileges to documents. To disable the group. then select Modify. clear the check box.Chapter 4: Administering Users. and Security NOTE Users can be assigned to multiple groups. You can edit the full name of a virtual group. 4. Disabling the group will prevent users from granting the group-access privileges to documents in the database. Right-click the group name. To modify selected properties of a group: 1. Click OK. Novell. the group name cannot be changed. Groups. Editing Group Information Once a database group is defined. Click the Group icon in the tree frame to display the database’s group information table in the table frame. the Name and Full Name fields are read-only for Windows Domain. For information on editing the membership of groups. If the user enters a different user’s name in the Author field in the New Document Profile dialog. the selected • • • 100 • • • WorkSite Server Administrator’s guide . such as: When a user creates a new document. Novell NDS. To enable the group. Assigning users (or authors) a preferred database prevents the user the extra step of selecting a library during certain actions. select the External Group option. the database selected in the New Document Profile dialog box is automatically set to his or her preferred database by default. To designate this group as an external group. Preferred Databases Each user in a WorkSite database can be assigned a preferred database. However. Double-click user to move them between the Users and Available Users columns. 2. and full name information can only be changed for groups defined as virtual groups. select the Enable check box. see “Assigning Users to Groups” on page 98. can be enabled or disabled at any time. 3. however. All groups. The Edit Group dialog opens. 5. and LDAP groups. 3. Prerequisites The following steps must be completed before you begin working with preferred database tables: 1. Identify the user’s preferred database. Users always have the option of selecting a different database. then Autonomy. The Add Databases dialog opens.Preferred Databases database will automatically switch to the preferred database assigned to the user named in the Author field. 2. and then select iManage Database Administration. Enter the database name in the Database Name field. If the user changes the target database for the search. Right-click in the table frame and select Add. the selected target for the search will be set to his or her preferred database. Figure 49 Add Databases Dialog 4. When a user first opens the Search dialog. • • • 101 • • • WorkSite Server Administrator’s guide . 2. Adding a Database to the Databases Information Table To add a database to the list of preferred databases: 1. The database must be added to the Databases information table. that setting will remain in effect until he or she changes it or disconnects from WorkSite. 3. From the Windows Start menu. The user must exist in the User information table. point to All Programs. Start DBAdmin. Click the Databases icon in the tree frame. To access this dialog: 1. Enter a description in the Description field. Select Modify. and Security 5. Click OK. Assigning Preferred Databases to Users The Preferred Database Management dialog is used to assign a default database for users. Groups. This column displays the databases that are listed in the Database information table.Chapter 4: Administering Users. Figure 50 Preferred Database Management Dialog This dialog box has three columns of information: Preferred Database. This column lists the users who have been assigned the database selected in the Preferred Databases column. Users. select and right-click the database name in the table frame. 6. from the available menu options then edit the information displayed in the Edit Databases dialog box. To modify information for the added database. From the Manage menu. select Preferred Database Management. • • • 102 • • • WorkSite Server Administrator’s guide . The Preferred Database Management dialog opens. File Server Available Users. To assign a preferred database to a user: 1. 3. This column lists those users who have not been assigned to a preferred database. In the Preferred Database Assignment dialog. Locate the user’s name in the Available Users column. To remove a user from a preferred database: 1. NOTE You can determine the database assigned to a user by viewing the Preferred Database column in the User information table. select Preferred Database Management. Click Close. From the Manage menu. File Server A WorkSite database can store documents on multiple file servers. 3. 2. Double-click a name in the Available Users column to move the user into the Users column. you must identify at least one machine that will serve as a repository for documents. The user is now listed in the Available Users column. Select the database name from the Preferred Databases column. The Preferred Database Management dialog opens. 2. WorkSite Server Administrator’s guide • • • 103 • • • . The document file server that you identify when you create a WorkSite database becomes the Default File Server for that database. Changing Preferred Database Assignments You must remove a user from a preferred database before you can assign a new database. double-click the user in the Users column. The preferred database assignment for each user is listed in a column of the User table. When you create a WorkSite database. 4. Follow the instructions in “Assigning Preferred Databases to Users” on page 102 to assign the user to a different preferred database. Click the File Server icon in the tree frame of the DBAdmin main program window. Right-click in the table frame and select Add. 5.Chapter 4: Administering Users. Adding File Servers to a Database To add file servers to a database: 1. 2. Select the operating system type for the file server that you want to add. Groups. and Security Documents are stored on file servers according to author information. Start DBAdmin. 3. Click Next. Figure 51 Add File Servers Wizard. and then select iManage Database Administration. The Add File Servers dialog opens. point to All Programs. then Autonomy. From the Windows Start menu. The documents of users (or authors) not assigned to a file server are stored on the default document file server. Select File Server Container 4. • • • 104 • • • WorkSite Server Administrator’s guide . double quotes or spaces. 9. browse button to select the path.File Server Figure 52 Add File Servers Wizard. documents will be organized by author name. File Server Name 6. WorkSite Server Administrator’s guide • • • 105 • • • . or use the NOTE If the operating system is Novell NDS. or one that contains single quotes. 7. 8. enter the full path to the root directory in which documents should be stored on this machine. enter the Container Name in the Server Context field. If you select Default. Do not enter a name longer than 32 characters. NOTE You cannot delete or modify entries in the File Server information table. Enter the machine name and root directory path in the Path field. If you select Path based on Custom1 Entry. Enter a Name to identify this file server. Click Finish to add the file server to the database. In the Path field. Under Path Creation Options. documents will be organized by Custom1 information. select how documents should be organized on the file server. Available Users.Chapter 4: Administering Users. and Security Assigning File Servers to Users When multiple file servers are associated with a database. The default document file server stores files created by users not assigned to a specific file server. New documents are saved to the file server associated with their author. This column lists users who are not assigned to a file server. 2. • • • 106 • • • WorkSite Server Administrator’s guide . See “Adding File Servers to a Database” on page 104. The File Server Assignment dialog opens. Figure 53 File Server Assignment dialog box The File Server Assignment dialog box consists of three columns: File Servers. This column lists the file servers that appear in the File Server information table. Fom the Manage menu. Verify that you have added the necessary file servers to the File Server information table. Users. you can assign users (or authors) to different ones. To access the File Server Assignment dialog: 1. select File Server Management. This column lists those users who are currently assigned to the file server selected in the File Servers column. Groups. 2. called a role. The kinds of document management activities that users can perform and that are controlled by their security profile or role are Importing documents Editing documents Viewing public documents WorkSite Server Administrator’s guide • • • 107 • • • . 3. Click << Add. In the File Servers column. Users are each assigned a generic security profile. Roles allow administrators to distribute access to document management functions selectively across an organization. NOTE Roles do not affect a user’s access to documents. Access rights are determined by default security settings and access control lists. 3. Roles WorkSite Server implements a dynamic security model called Roles. Reassigning Authors to the Default File Server 1. Click Remove >>. 2. Select the file server from the File Servers column. click the file server for a user.Roles Adding Users to a File Server 1. which controls the kinds of document management activities that the user can perform. Select the user(s) in the Users column. Select the user(s) in the Available Users column. you also define two templates of document profile information. System administrators can assign the same security profile to one or more users. For example. and Security Table 9 illustrates how roles can be used to control access to document management tasks. Table 10 illustrates how an Office Manager can never create a search that will include the Tax Attorney’s documents. BUSINESS. and OTHER. the administrator has created limitations on what users can enter in this field of profile information when creating new documents and performing searches. the administrator has control over user access to documents. An administrator has created a custom profile field called DEPARTMENT that contains values of LEGAL.Chapter 4: Administering Users. Groups. These two profile templates are powerful yet flexible tools for controlling user’s access to documents and their operations on documents. and the Tax Attorney can never create a search that will include the • • • 108 • • • WorkSite Server Administrator’s guide . folders. the value of a document profile field can be used to control access to the database. By controlling this profile field. ACCOUNTING. Table 9 Role Example User Document management tasks associated with roles Create New Docs Edit Docs Archive Read-only Docs Access Create New Users Delete Documents Legal User Typist Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Granted Legal Power Corporate User Attorney Accounting Power Temp Accounting Secretary Temp in Accounting Office Manager Sys Admin DB Librarian Archivist Office Manager Sys Admin Roles and Document Profile Information For each role that you create. In the roles created for the database. and workspaces. The other template controls the profile information that users can use as search criteria when performing WorkSite searches. One template is applied to all new documents created by users who are assigned that role. . Enables ability to...Roles Office Manager’s documents. Table 10 Using Roles to Manage Document Searches User Role New Docs Labeled Legal Accounting Business Other Tax attorney Legal User Corporate Attorney Accounting Secretary Office Manager Accountant Sys Admin Legal Granted Granted Search Access Search Access Granted Granted Search Access Search Access Granted Search Access Granted Granted Search Access Search Access Granted Granted Search Access Search Access Granted Granted Granted Search Access Search Access Search Access Legal Power Legal User Accounting Accounting User Office Manager Business Accounting Accounting Power User Sys Admin Other Examples of Roles You can create various types of roles to assign to users and groups. • Delete documents • Release documents WorkSite Server Administrator’s guide • • • 109 • • • . Disables ability to.. They can share documents by creating public folders or sharing saved searches.. Temporary Employees Create new documents • • • • • • Checkout documents Delete documents Search for public documents Create public folders Perform public searches Perform full-text searches Typical Users Supervisors Essential WorkSite Server activities Delete and release others’ documents Note: Supervisors must also be a member of the NRTADMIN group to have this privilege.. Table 11 Examples of Roles Role for. Users who are not assigned a specific role in the database are granted the privileges that are assigned to the default role. NOTE Roles cannot be deleted. • • • 110 • • • WorkSite Server Administrator’s guide . while the Role Management dialog is available for managing the membership of multiple roles at once. The Role Setup dialog box is displayed. You cannot edit the membership of the default role. and Security Creating Roles Roles consist of two items: Security profile Membership list All users listed in the membership for a role receive the privileges (or limitations) associated with that role. Select the Roles icon in the tree frame of the DBAdmin main program window. change the privileges assigned to the default role. You can assure that a user is assigned the default role by removing the user from the membership of all other roles that are defined. You can edit the membership for a single role from the same dialog used to create the security profile for that role. Default role When a WorkSite database is first created. however they can be disabled by removing all members or by clearing all task privileges. a default role is added to the table of existing roles. Click the Add icon in the toolbar or select Add from the Manage menu. 2. The available roles are displayed in the table frame. Adding a Role to the Database To add a role to the database: 1. however. You can. Groups.Chapter 4: Administering Users. tabs. Administrative Operations. and workspaces.Roles Figure 54 Role Setup Dialog. Privileges Tab 3. enter a description or additional information about this role. Select the External Role option if you want to create a role for external users. In the Description field. Permission to work with folders. The Privileges tab contains information organized into four broad columns: Content Operations. 4. 5. Folder Operations. Select the privileges you would like to grant users who will be assigned this role. enter a name for the role. In the Role field. Permission to perform operations online. Permission to work with system workspaces. Web Operations. Permission to work with documents. 6. WorkSite Server Administrator’s guide • • • 111 • • • . See Table 12. Select or clear the check boxes in the columns to indicate permission to perform activities for the users assigned to that role. Click OK to add the role to the database.. Create a custom document profile and search profile for the role using the Edit/Create Profile tab and the Search Profile tab. Table 12 Options on the Privileges Tab If this check box is selected. Use WorkSite Monitor Use WorkSite Administration Web Operations (These privileges are specific to users accessing the database through the WorkSite Web product. Save public searches and mark them as public Import documents into the database. 9. Click the Membership Assignment tab to assign the new role to users. groups and roles. see “Edit/Create Profile and Search Profile Tabs” on page 113. When checked. the user cannot add events. User can still create or check in new documents.Chapter 4: Administering Users. NRTADMIN group has this permission by default. When checked. Groups. or discussion topics (WorkSite Web) Check in and check out documents in the database to which the user has access Unlock documents checked-out or in use by the user Permanently remove content from the database to which the user has access Perform full-text searches User has strictly read-only access to documents. See “Assigning Roles to Users” on page 115. If this permission is not selected. NRTADMIN group has this permission by default. Create a new public project folder. user can use the bulk Document Import tool. User can still create Private folders or subfolders with security inherited from the parent folder. users in INTERNAL_ADMIN. To prepopulate or disable fields in the New Document Profile and Document Search dialog boxes. NRTADMIN group has this permission by default. and EXTERNAL_USERADMIN groups in WorkSite Web can manage users.) • • • 112 • • • WorkSite Server Administrator’s guide . EXTERNAL_ADMIN. tasks. INTERNAL_USERADMIN. and Security 7. user can use the WorkSite Monitor to track database transactions. The person with this role can… Content Operations Import/Create Checkout Documents Unlock Documents Delete Allow Full-Text Searches Read Only Folder Operations Create Public Folder Create Public Searches Administrative Operations Use WorkSite Import When checked.. 8. Figure 55 shows the Edit/Create Profile tab on the Role Setup dialog. Use the Search Profile tab to set role restrictions for the Search dialog in client applications.. Use Edit/Create Profile tab to set restrictions for the New Profile and Profile Edit and View windows in WorkSite. With read-write access. From the Role Setup dialog. and Profile Edit and View dialogs for users assigned to this role. Indicates whether the user who is assigned this role can change the default value applied to the corresponding profile field. the user can override the default value. The person with this role can… Search Via Web Create WorkSpaces Create Public WorkSpaces Create System WorkSpaces Delete WorkSpaces Perform searches Create new workspaces Create shared workspaces Create system workspaces. This information appears in the Search. Edit/Create Profile and Search Profile Tabs The Edit/Create Profile and Search Profile windows display the following information columns: Profile IDs. New Profile. WorkSite Server Administrator’s guide • • • 113 • • • . Access Rights. Access Rights can be read-only (“R”) or read-write (“W”) in the Search Profile tab and the Edit/Create Profile tab.Roles Table 12 Options on the Privileges Tab If this check box is selected. such as templates and profiles that reside on the Webdb Delete workspaces Setting Restrictions for Profile Information From the Role Setup dialog you can set restrictions for document profile fields.. Identifies the field of document profile information that is being referenced. click the Edit/Create Profile tab or the Search Profile tab. To customize the document or document search profile: 1. The Default value(s) for the corresponding profile field. Default Values. If you do not want users to be able to change the value of this profile field. the user is assigned read-only access. • • • 114 • • • WorkSite Server Administrator’s guide . Edit/Create Profile Tab 2. New Version Profile. Enter values in the Edit dialog. then these are the only valid values available to the user. Set the Access Rights on the profile field. If you want users to be able to change the value of this profile field. When multiple default values are specified for a profile field. enter a default value for this field of information. Groups. and the Edit Matter dialog is shown. 3. When a default value is assigned to a profile field. Select a Profile ID and click Edit. select read-write access. This field will be prepopulated with the default value when the user opens the New Document Profile. select read-only. In Figure 55. the Matter profile field is selected. and Security Figure 55 Role Setup Dialog. or Document Search dialog box.Chapter 4: Administering Users. The user cannot change the value of the profile property. In the Default Value field. Click OK. WorkSite Server Administrator’s guide • • • 115 • • • . To edit the membership for multiple roles at once. “R” in the Access Rights column indicates that users have read-only rights on the field. The available roles are displayed in the table frame. This dialog can be used to edit the membership for only one role at a time. Values can be set to read-write in the Search Profile tab only. 2. The list of users who are already assigned to the role is listed in the Users column.Roles NOTE All values entered in the Edit/Create Profile tab are read-only. The new values are displayed under Profile Access Information on the tab. Assigning Roles to Users You can assign roles to users: When you first define the role When you are editing the access privileges associated with a role In the Role Setup dialog Membership Assignment tab. Click the Membership Assignment tab. Select the Roles icon in the tree frame of the DBAdmin main program window. The users who are not assigned a role in the database are listed in the Available Users column. “W” indicates users have read-write access. 4. The Role Setup dialog box is displayed. 3. Double-click the name of the role whose membership you want to edit. select Role Management from the Manage menu. Editing Membership for a Single Role 1. you can add or remove users associated with a specific role. 5. and Security Figure 56 Role Setup dialog box. To remove a user from the list of users who are assigned this role. the Membership Assignment tab is not displayed. Membership Assignment tab 4. To assign the role to a user. Users who are not assigned to any other roles receive the privileges assigned to the default role. You can also move multiple users at once by selecting the users’ names and clicking the Add or Remove buttons. • • • 116 • • • WorkSite Server Administrator’s guide . NOTE As a shortcut. you can double-click a user’s name to move it from one column to the other.Chapter 4: Administering Users. select the user’s name in the Users column and click Remove>>. select the user’s name in the Users column and click << Add. You cannot explicitly edit the membership for the default role. Click OK. NOTE When the default role is being edited in the Role Setup dialog box. 6. Groups. To remove a user from a role. WorkSite Server Administrator’s guide • • • 117 • • • . Users who are not explicitly assigned to a role inherit the privileges set for the default role. 5. Click OK. From the Manage menu. 4.Roles Editing Membership for Multiple Roles You can edit membership for multiple roles at once from the Role Management dialog box. and click Remove. select a name in the Users column. and then click Add. NOTES Membership for the default role cannot be edited. They cannot be assigned to other roles that are not external. The username is displayed in the Available Users column. select a name in the Available Users. 1. The Role Management dialog opens. 3. Highlight the name of the role in the Roles column. Only external users can be assigned to an External role. select Role Management. To assign the role to a user. Figure 57 Role Management Dialog 2. The username displays in the Users column. Chapter 4: Administering Users. Creating a Security Template To create a security template: 1. Start DBAdmin. The security settings of the template assigned to a user are applied by default to all the documents for which that user is the author. The Security Templates information table is a list of predefined security settings that can be assigned to a particular user. 3. You can also select Add from the Manage menu. and then select iManage Database Administration. The Add Security Templates dialog box is displayed. Select the Security Templates icon in the tree frame. The available security templates are displayed in the table frame. then Autonomy. From the Windows Start menu. • • • 118 • • • WorkSite Server Administrator’s guide . Groups. 2. point to All Programs. Right-click in the table frame and select Add. and Security Security Templates Security templates operate similarly to the preferred database and file server assignments. Select a level of security from the Security Type list. The options available are Read/Write. Full Access.Security Templates Figure 58 Add Security Templates Dialog 4. and No Access. Click < Add to add the user or group to that security template. 6. WorkSite Server Administrator’s guide • • • 119 • • • . Select the user or group from the Available Users/Groups list. The options available are Private. Read. 8. Enter the name and description in the Security Template Name and Description fields. NOTE Use the User Filter button to filter the users based on specifics in the Select User dialog box. Select the level of default security from the Default Security list. Click OK. Public or View. 7. 9. 5. Click << Add. select the user(s) from the Security Information column and double-click or click Remove>>. Select the Security Templates icon in the tree frame. The users are now assigned to the security template and are listed in the Users column. Figure 59 Security Template Assignment Dialog 3. Select the users from the Available Users column. 5. 4. Select Security Template Management from the menu. You can also select Security Template Management from the Manage menu. Assigning Users to an Existing Security Template 1. The Security Template Assignment dialog box is displayed. The available security templates are displayed in the table frame. Right-click in the table frame. and Security NOTE To remove the user(s) from the security template. Groups. • • • 120 • • • WorkSite Server Administrator’s guide .Chapter 4: Administering Users. 2. Select the template from the Security Template column. Prerequisites The following steps must be completed before renaming the user function: Neither the old user nor the new user may be logged in during the renaming process. You MUST verify that you have sufficient space in your SQL transaction log to handle the many UPDATES that this function may generate. Depending on the type of database and the number of documents in your database. operator. Use the Monitor tool to release all such documents. it may take a long period of time to complete and may generate many UPDATE transactions on the database. Do NOT interrupt the renaming process by shutting down the DBAdmin tool or the workstation on which this process is running. It is recommended that you perform a complete database dump before using the Rename function to clear the transaction log. There is no rollback option to reverse the changes made during the renaming operation. or as the user who last edited the document can be checked-out or in use. The old user will not be able log in and then synchronize such documents after the rename operation is completed. The renaming process has the following constraints: The renaming process is an extensive operation that touches over fifteen database tables. After the process is complete. WorkSite Server Administrator’s guide • • • 121 • • • . the old user ID will be deleted. The user involved should not work on echo documents while the renaming process is being performed. Any documents checked-out by either the new user or old user during the renaming process will not be updated. There is no abort option to stop the process after it is started. This function changes all instances of the old user name in all of the database tables to the new user name. No documents for which the old user is listed as the author.Renaming Users Renaming Users The rename function in the DBAdmin tool is used to replace one user name with another throughout a database. Check all of the roles that you have created to verify that the old user is not listed in the Edit/Create or Search profile templates for a role. Use the Monitor tool to make sure no one is logged in as the old or new user. you will need to make these assignments manually. If the old user is listed as an author or operator in any Edit/Create or Search profile template for a role. Release any of these documents that are in use or checked-out. Add the new user name to the database. If you want these settings to migrate. Release any of these documents that are in use or checked-out. LOG file. 6. 2. and Security These tables are modified during the renaming process: Table 13: • Group membership lists • User and Group Access/Denial Lists • Names of operators who archived documents • Role memberships • Project owners • Last Edited By information • Security Template user and group access lists These are unchanged by the renaming process: • Document profiles • Project access control Lists • Names of operators who restored documents • Worklist information • Saved Search owners • Security Template assignments Document History information will not be changed The old user’s preferred database and file server assignments will not be copied to the new user automatically. Perform a complete dump of the database. Use the Monitor tool to search for all documents for which the old user is listed as LAST EDITED BY. NOTE Information about the rename operation is recorded in the DBADMIN. Groups. • • • 122 • • • WorkSite Server Administrator’s guide . Release any of these documents that are in use or checked-out. Use the Monitor tool to search for all documents for which the old user is listed as AUTHOR. 5. Use the Monitor tool to search for all documents for which the old user is listed as OPERATOR. 4. Using the Rename Function 1. you will need to update these listings manually.Chapter 4: Administering Users. 3. 11. Select the database in the tree frame of the DBAdmin tool.Renaming Users 7. 10. select Rename. Enter the old user name and new user name in the dialog. Do NOT interrupt the renaming process. the renaming process may take an extended period of time to complete. 8. WorkSite Server Administrator’s guide • • • 123 • • • . CAUTION The renaming process is an extensive operation. From the Manage menu. Click Start to begin. Depending on the type of database and number of documents involved. 9. and Security • • • 124 • • • WorkSite Server Administrator’s guide . Groups.Chapter 4: Administering Users. Normally. an application list is provided that includes information for most major Windows applications. but if necessary this information can be edited using the DBAdmin tool.Chapter 5 Configuring Server Settings Overview This chapter includes information on the following topics: “Defining Application Formats” on page 125 “Managing Document Types” on page 131 “Managing Document Class and Subclass” on page 139 “Managing PC Locations” on page 144 “Managing Custom Tables and Subtables” on page 147 See the WorkSite Server Installation Guide for an introduction to using DBAdmin. Defining Application Formats Each WorkSite database has a list of applications associated with it that contains information necessary to integrate applications with WorkSite Server. WorkSite Server Administrator’s guide • • • 125 • • • . the default settings for these applications will not need to be altered. Additional applications not listed in the table can be added. This information includes: Procedure for associating document types and applications Information necessary to launch applications from WorkSite Server Information necessary to open and print documents in integrated applications When a database is initialized as a WorkSite database. or from the Manage menu. The following sections explain how to edit or add entries to the list of applications. Start DBAdmin. Adding an Application Setup Entry To add an application: 1. Click the Add button from the toolbar. The Add App Setup Entry dialog opens. 2. • • • 126 • • • WorkSite Server Administrator’s guide . select Add. then Autonomy. Select the App Setup icon in the tree frame.Chapter 5: Configuring Server Settings NOTES If you use the default settings for the list of applications for a database. The available applications are displayed in the table frame. each user should have a DOS path established to the drive and directory of the integrated applications. point to All Programs. This caption can be customized using the Dialog Editor. modify or delete records in the list of applications associated with a database. and then select iManage Database Administration. From the Windows Start menu. App Setup is the default caption for the Application information table in the database. Customizing the App Setup List You can add. 3. 5. Select the App Setup icon in the tree frame. 2. as defined in Table 14 . You can also right-click the application in the table frame. See Figure 60. 3. The available applications are displayed in the table frame.Defining Application Formats Figure 60 Add App Setup Entry dialog box 4. Editing an Existing Application Record To edit an existing application record: 1. and then select Modify. The Edit App Setup Entry dialog box is displayed. The Add App Setup Entry and Edit App Setup Entry dialog boxes are the same. The Name and Type fields are read-only purposes. Click the Modify icon in the toolbar. Enter information for each of the fields. Select an application to edit. WorkSite Server Administrator’s guide • • • 127 • • • . Modify the fields displayed in the Edit App Setup Entry dialog box. Table 14 lists the fields and briefly describes them. Click OK. The specified application will not be returning output to WorkSite. so that it will be recognizable to users.Chapter 5: Configuring Server Settings NOTE These fields cannot be edited once an application record is added. If there are multiple applications associated with a document type. the following command line parameters pass document information to applications launched from WorkSite: %DOC_DB. then it would be sufficient to enter WINWORD.EXE in this field.exe DB=%DOC_DB NUM=%DOC_NUM VER=%DOC_VER -NO_OUTPUT This field identifies the document type associated with this application.EXE. This type indicates the application that is associated with the document. Type Primary Application check box • • • 128 • • • WorkSite Server Administrator’s guide . You call the fax application “sendfax.exe”. To modify these fields. You can specify a full pathname. and version number to an application via the command line. the command line settings for the fax application would be: C:\…\sendfax. Allows you to pass the document version -NO_OUTPUT Used when the application being launched does not return output to Autonomy. Table 14 Application Setup Properties Field Identifier Intended Content Name Path Enter a descriptive name for the application. For example. If there is only one application associated with a document type. If the application is a non-primary application (see Primary Application check box in this table). 4. This check box indicates that the application is the primary application for this document type. one application may be identified as the primary one. Example: You want to pass the database name. if the application is Microsoft Word and the executable file is WINWORD. Allows you to pass the database name %DOC_NUM. Enter the location of the application in this field. A fax application is an example of an application that might consume this document information but not return output. Given these parameters. Click OK. you must delete the application record and add a new updated recorded. Allows you to pass the document number %DOC_VER. document number. this check box should be selected. Delete WorkSite Server Administrator’s guide • • • 129 • • • . (Optional) Enter the DDE command line to print a document in this application. Select this option if this application is integrated with WorkSite using macros supplied with the WorkSite DMS.Defining Application Formats Table 14 Application Setup Properties Field Identifier Intended Content Integration Mode This text-entry field identifies the method for integrating the application with WorkSite: • COM Integration.EXE extension). The DDE Command Line varies from application to application. The DDE Topic usually identifies a category of data associated with the server application. Complete the fields on the Add or Edit Application dialog box. Most major applications support DDE. For information on application integration. Select this option if the application is integrated using the ODMA method. Again. Select the application in the table frame that you want to delete and click the icon in the toolbar or select Delete from the Manage Menu. Enter the DDE Topic for this application in this field. 2. Select this check box if he application supports dynamic data exchange (DDE). Enter the DDE Command Line to open a document in this application. Enter the DDE Command Line to open a document for read-only viewing in this application. Enter the DDE application name in this field. (Optional) Enter the DDE command line to print a document in this application. The available applications are displayed in the table frame. DDE check box Complete the following sections only if the DDE check box is selected: DDE Name DDE Topic Open Open Read Only Print Print and Exit App Deleting an Application Record To delete an application record: 1. when the application is not already running. • ODMA Integration. the DDE command line varies from application to application. The command line should assume that the application is already running. • Non-Integrated. see the WorkSite Desktop Client Customization Guide. Select the App Setup icon in the tree frame. The DDE application name is usually the executable filename for the server application (without the . Select this option if the application cannot be integrated using macros or ODMA integration. Each entry must be designated as the primary application for that data type. but the ANSI is the document type. Primary Applications The primary application is the preferred application for opening a document. Next. If there are multiple applications mapped to the same document type. the document type must have an application designated as the Primary Application in the App Setup list. A user can launch a document in a non-primary application by selecting it from the Application submenu. For example. If only one application is associated with a document type. the Primary Application check box must be selected in the App Setup list in order for WorkSite to open the document. • • • 130 • • • WorkSite Server Administrator’s guide . Only one application can be identified as the primary application for a document type. Mapping Multiple Document Types to the Same Application You can create multiple records in the App Setup information table for the same application. add a record to the App Setup information table for Microsoft Word. Non-Primary Applications The Primary application is the preferred application for opening a WorkSite document. Other applications that are mapped to the same document type become non-primary. A copy of the entry for Microsoft Word is made. you want users to be able to open ANSI text files and Word documents in Microsoft Word. you can identify one as primary by selecting the Primary Application check box when you create the entry for that application in the App Setup list. These records can list different document types. All non-primary applications are listed under the Application submenu in the WorkSite client. To delete the record. Confirm that both document types are listed in the Document Type information table. NOTE To use the Open in WorkSite.Chapter 5: Configuring Server Settings 3. With this mapping. users can open multiple document types from the same application. Users can select documents in the document grid. click OK in the Confirm Delete information window. Default Document Types Table 15 lists the default document types added to a WorkSite database. See “Mapping Multiple Document Types to the Same Application” on page 130. and the mapped application is used to open the document. WorkSite uses this information to associate documents with their native applications. because that document type is mapped to that application in the App Setup information table. WorkSite Server knows that the document should be opened in Microsoft Word 2007. Document types can be mapped to multiple applications. For example.Managing Document Types Managing Document Types Every document in a WorkSite database is identified by a WorkSite document type. when a document is of type WORD2007. If a document type is not mapped to an entry in the App Setup information table. Table 15 Default Document Types Description Word Processing Document Types Auto Alias DMS Extension App Extension Windows ANSI text Microsoft Word Word 2007 Word 2007 Template Corel WordPerfect Spreadsheet Document Types Y Y Y Y Y Y Y Y Y Y ANSI WORD WORDX WORDXT WPF EXCEL EXCELX LOTUS QUATTRO PPT %V %V %V %V %V %V %V %V %V %V TXT DOC DOCX DOTX WPD XLS XLSX %V QPW PPT • • • 131 • • • Microsoft Excel Excel 2007 Lotus 1-2-3 QuattroPro for Windows Presentation Document Types Microsoft PowerPoint WorkSite Server Administrator’s guide . The document type is part of the profile information. Each document type is mapped to an application in the App Setup information table. then WorkSite Server will not be able to automatically open the document in its native application. but WorkSite Server will only open documents of that type in the primary application for that document type. Multiple document types can be mapped to the same application by adding additional entries in the App Setup information table. Chapter 5: Configuring Server Settings Table 15 Default Document Types Description Auto Alias DMS Extension App Extension PowerPoint 2007 Presentations Slide Show Graphics Document Types Y Y Y Y Y Y Y Y N Y Y N N N Y N N N N PPTX PRSHW BMP GIF PCX TIFF WMF VSD JPEG ACROBAT FAX HTML URL XML MIME GW NOTES LFD PUB %V %V %V %V %V %V %V %V %V %V %V %V %V %V %V %V %V %V %V PPTX SHW BMP GIF PCX TIF WMF VSD JPEG PDF %V HTML URL XML MSG TXT DXL LFD PUB Windows Bitmap Compuserve GIF PC Paintbrush Tagged Image File Format (TIFF) Windows Metafile Microsoft Visio 2003 Joint Photographic Experts Group Portable Document Format Adobe Acrobat Reader Fax Binary Group 3 Fax Browser and Communication HTML URL XML MIME GroupWise Email Notes Email Other Laserform 8 Microsoft Publisher Autodetect Document Types The document types can be autodetect or nonautodetect. • • • 132 • • • WorkSite Server Administrator’s guide . The WorkSite Server examines the structure of the document when it is imported to the database. It determines if the document type is autodetect. WorkSite Server assigns the appropriate value to the document type and opens it in the appropriate application. you could create a document type for ASCII. The WorkSite Server can then detect the file type. See “File Type Mapping” on page 133 NonAutodetect Document Types Nonautodetect document types are entries in the Type information table that are not mapped to file types. such as Microsoft Word. or when the document’s file type is not mapped to a WorkSite document type. and PDF. When you create a WorkSite database. File Type Mapping Multiple file types can be mapped to a single WorkSite document type. The document is then automatically opened as a . Entries in the table of WorkSite Document Types can be mapped to File Types using the Document Type Mapping Management dialog box. WordPerfect. By default. WorkSite Server can detect dozens of different file types. This dialog box is available by selecting • • • 133 • • • WorkSite Server Administrator’s guide . then the user must manually select a WorkSite document type. you can map a document type to one or more file types.txt file. When a document type is mapped to an file type. This configuration can be used when working with multiple documents created in earlier versions of an application. Document types are marked as non-autodetect if DBAdmin tool does not add them during database initialization. The WorkSite Server can be configured to automatically create new types save the extensions of nonautodetect documents and map them to the appropriate applications. Autodetection is accomplished through file type detection technology. which is built into WorkSite Server. These document types are mapped to many of the most common file types. and map those WorkSite document types to corresponding file types. when WorkSite Server encounters a file extension that is not recognized as a file type. This column indicates whether WorkSite Server will automatically recognize a document type. Refer to “Support for Unknown File Types” on page 372 for complete details. It ensures that the latest version of the application is used when opening documents. the file extension is discarded and the document is imported with document type ANSI. Autocad. For example. If WorkSite cannot detect the file type of a document. In addition.Managing Document Types The Auto column in the Type information table cannot be changed. a set of default WorkSite document types are installed in the Type information table. or HTML. These versions are included within the scope of a single WorkSite document type. or if the WorkSite client cannot determine the document’s file type. This column shows the file type that is mapped to the document type selected in the Type column. Mapping WorkSite Document Types to File Types Then a user adds a document to a WorkSite database. In most cases. Type. It determines which WorkSite file type is used to label the document. File type detection consists of scanning the file and reading its structure to determine the document’s file type. With the Document Type Mapping Management dialog. This column lists all document types listed in the Document Type information table. If the file type is not mapped to an entry. WorkSite clients use file type detection technology. See “Mapping WorkSite Document Types to File Types” on page 134. This column shows file types that WorkSite Server can detect automatically. File Type. Entries in the Document Type information table that are not mapped to any file types are identified as non autodetect. see “Defining Application Formats” on page 125. Each file type can only be mapped to one WorkSite document type. If the file type is mapped to an entry in the WorkSite Document Type information table. then the WorkSite client labels the document with that WorkSite document type. The Document Type Mapping Management dialog allows you to customize WorkSite clients’ automatic document type detection capabilities.Chapter 5: Configuring Server Settings Document Type Mapping Management from the Manage menu. For information about mapping document types. When a WorkSite Document Type is mapped to one or more file types. then the user must select a proper document type for the document from those available in the Document Type information table. Non autodetect document types can only be applied to documents when WorkSite clients are unable to assign a document type to the document automatically. Available Type. The Document Type Mapping Management dialog consists of three columns. but which have not been mapped to any WorkSite document types. you can map file types to document types listed in the WorkSite Document Type information table. • • • 134 • • • WorkSite Server Administrator’s guide . it is identified in the Document Type table as an autodetect document type. although multiple file types can be mapped to any one WorkSite document type. The WorkSite Server uses the WorkSite document type to determine which is application used to open the document. WorkSite clients can detect the document’s file type. Mapping multiple file types to the same WorkSite document type enables you to include documents created in earlier versions of an application. 2. Click the document type in the Type column to display the list of those file types currently mapped to that document type. To dissociate an file type from a WorkSite document type: 1. Adding Custom Document Types You can add document types to a database information table. Click the document type in the Type column.Managing Document Types Figure 61 Document Type Mapping Management dialog box To map a file type to a WorkSite Document Type: 1. 3. WorkSite Server Administrator’s guide • • • 135 • • • . The file type is displayed in the Available Type column. The selected file type will move to the File Type column. 2. Double-click the file type in the File Type column. Double-click the file type listed in the Available File Type column. Select Document Type Mapping Management from the Manage menu. You can perform this task for applications that are not yet associated with a document type. Only those document types already added to the Document Type information table are listed in this column. create a document type.INI file” on page 137 and “Registry Settings” on page 137. See “Adding a Document Type to a Database” on page 136. In DBAdmin or the Client tools (for local applications). See “Adding an Application Setup Entry” on page 126. On the client workstations. Table 16 lists the fields on the Add Type dialog. 2. Click the Add icon in the toolbar or select Add from the Manage menu. Figure 62 Add Type Dialog 3.Chapter 5: Configuring Server Settings Complete the following steps to add custom document types: 1. modify the NRT. create the application setup information for the added document type. 3. In DBAdmin. The available document types are displayed in the table frame. Select the Type icon in the tree frame. WorkSite Server Administrator’s guide . Enter the information requested for in the Add Type dialog. 2. The alias by which documents of this type will be identified in WorkSite. Table 16 Document Type Dialog Properties Field Name Description Description Alias • • • 136 • • • Textual description of the document type. Adding a Document Type to a Database To add a document type to a database: 1. It must be eight characters or less with no spaces.INI file and the registry settings. See “Modify the NRT. The Add Type dialog opens. and their descriptions. The default entry in this field is %V. If %V is the DMS extension for that document type. To enable WorkSite Server to detect your new document type automatically. Registry Settings CAUTION Modifying the Registry improperly can cause serious problems with the operating system. Autonomy is not WorkSite Server Administrator’s guide • • • 137 • • • .INI file Add the following lines to the NRT. such as . e-mailed or downloaded. Modify the NRT.. the document number is 157 and the document version is 2.INI file. you need to map it to one or more file types.vsd=VISIO NOTE “ALIAS” refers to name entered in the Alias field of the DBAdmin tool’s Add Type dialog box. You can use the same extension for multiple document types. Be sure to back up the registry and exercise caution when modifying the registry.. Example [ALIAS] [VISIO] PRIMARY_TYPE=ALIAS PRIMARY_TYPE=VISIO File Extention=ALIAS .doc for a Word document. 5. Click OK. checked-out.INI file Add the Lines.Managing Document Types Table 16 Document Type Dialog Properties Field Name Description DMS Extension This field identifies the filename extension that WorkSite uses to store a document of this type on the file server. See “Mapping WorkSite Document Types to File Types” on page 134. If %V is entered as the DMS Extension. WorkSite uses the document’s version number as the file name extension. then WorkSite will store the file as 157. located on the client workstations.2 on the file server. App Extension This field identifies the extension that WorkSite should add to the filename for the document when it is exported. For example. Table 17 Changes to NRT. 4.doc for Word 97 and Word 2003. Autonomy recommends setting the Application Extension for a document type to that recognized by the document's native application. For example. use . Integration Options This option is available only for applications that are integrated with WorkSite. For enabling or disabling integration options. In the Registry of the client workstations. To disable the application integration. Editing Document Types You cannot edit document type information for document types that have been associated with an application in the App Setup information table. Microsoft Office Integration for DeskSite/FileSite. • • • 138 • • • WorkSite Server Administrator’s guide . add the following key: HKey_Classes_Root\VISIO\ODMA32 and set the default value to "MHODMA". Create the following key. You cannot modify a document type listed in the Document Type information table when it has an alias listed in the App Setup information table. Leave the default value blank. the following line(s) can be set in the NRT. for example. HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\ODMA32\ANSIOnNT After this update. remove the contents under the [ALIAS] section from the NRT.Chapter 5: Configuring Server Settings responsible for loss of data due to improper use of the Registry Editor or failure to back up the registry. you will receive an error message. users can open the documents in the required format.INI file. If you attempt to modify this document type.INI file in the [ALIAS] section: LOCAL SAVE=Y/N LOCAL OPEN=Y/N NEWDOC_SAVE_OPTION=Y/N NOTE If LOCAL SAVE=N. users will not be able to save a new document to a disk before profiling it even if NEWDOC_SAVE_OPTION = Y. and select Modify. Examples of document classes could distinguish documents by genre. Select the Type icon in the tree frame. The available applications are displayed in the table frame.Managing Document Class and Subclass To edit document type information: 1. Managing Document Class and Subclass Document Classes Document classes are custom-defined categories for identifying and differentiating the documents in your database. department. refer to the DeskSite Installation and User's Guide or the FileSite Installation and User’s Guide. PERSONAL. or other criteria. department. you may want to have classes that are security-based.) Since document echoing leaves unsecured backup copies of documents on a user’s hard drive. or PRIVATE. and PUBLIC. Change the appropriate fields in the Edit Type dialog(see Table 16). Double-click the document type you want to edit. 2. 4. These distinctions could also be made at the Subclass level. 3. • • • 139 • • • WorkSite Server Administrator’s guide . and contract). The document class determines a specific class of documents can be echoed. region. a document’s class determines: The document’s default security status Whether or not a copy of the document can be echoed to a user’s local hard drive Which custom fields of profile information are required for the document The number of days before the document should be marked for archiving The document classes that you create depend on your company and your database requirements. such as CONFIDENTIAL and UNCONFIDENTIAL. Click OK. letter. whereas the Class field of profile information could be used to distinguish documents by genre (memo. The document Class field of profile information is important in WorkSite because it determines several fundamental characteristics of a document. region. and so on. You can also right-click the document type. Depending on how a document class is configured in the DBAdmin tool. (For information on echoing. documents in this class can be echoed to a user’s local hard copy. 2. It must be 32 characters or less. • • • 140 • • • WorkSite Server Administrator’s guide . It is your opportunity to clarify the meaning of the alias.Chapter 5: Configuring Server Settings Adding a New Document Class To add a new document class: 1. Document echoing must be turned on by the user and it must be activated globally. The available document classes are displayed in the table frame. Table 18 Information Fields in the Add and Edit Class dialog boxes Field Name Significance Description Alias Echo* This field is a textual description or definition for the class or subclass. Click the Add icon from the toolbar or select Add from the Manage menu. The Add Class dialog box is displayed. Select the Class icon in the tree frame. Complete the following fields as shown in Table 18. If this check box is selected. Figure 63 Add Class dialog box 3. The alias for a class or subclass is what users will enter in the document profile information. 5. 4. Users are required to enter a subclass for the documents. NOTE When a document in the database is identified with a document class or subclass. Click OK. entering a subclass in the document profile information is optional. To require a subclass entry in the document profile. After documents in this class or subclass have not been accessed for the number of days entered here.Managing Document Class and Subclass Table 18 Information Fields in the Add and Edit Class dialog boxes Field Name Significance Retain Days* This field indicates the number of days WorkSite should wait before marking documents of this class or subclass for archiving. If this check box is selected. For example. In such cases.” This field is an indicator as to which fields in the document’s profile information are required for documents in this class. See “Introduction to Custom1/Custom2 Tables” on page 151. Select the required custom fields in Required Fields to ensure that those custom fields are made mandatory while entering the document profile information in the client interface for this class of documents. then users must select a subclass if the document is identified with this class. This field indicates the default security setting for documents of this class or subclass. the referenced class or subclass cannot be deleted from the database and the alias cannot be changed. Required Fields* Security* Require Subclass *Fields marked with an asterisk in the previous table contain information that may conflict between a class and its subclass. select the Require Subclass check box. the information listed in these fields for the subclass will apply. then the document’s default security will be PUBLIC. Editing Document Class Information You can edit the settings for a document class that is already created or delete a document class from the list of document classes associated with a database. then users are required to enter information in that field of profile information for documents in this class. and marked with a subclass for which the default security setting is PUBLIC. When this field is not selected. If the check box for a profile field is selected. WorkSite Server Administrator’s guide • • • 141 • • • . WorkSite will identify them as “expired. if a document is marked with a class for which the default security setting is PRIVATE. See “Introduction to Custom1/Custom2 Tables” on page 151. Select Modify from the Manage or right-click menu. • • • 142 • • • WorkSite Server Administrator’s guide . NOTES Modify icon in the In the Required Fields box. Modify the fields in the Edit Class dialog. Select the Class icon in the tree frame. or click the toolbar. 2. 3. Click OK. Users are required to complete these fields when adding or modifying a document profile in the client interface. Table 18 list these fields in the Edit Class dialog. select the mandatory custom fields. 4. Select the document class to delete. The Edit Class dialog box is identical to the Add Class dialog box. Deleting a Document Class To delete a document class: 1. 5. Select the document class to edit. NOTE Delete icon in the All subclasses listed for a document class must be deleted. except that the Alias field is displayed for read-only purposes. and describes them. The available document classes are displayed in the table frame. Select the Class icon in the tree frame. The available document classes are displayed in the table frame.Chapter 5: Configuring Server Settings To edit document class information: 1. or click the toolbar. before a document class can be deleted. 3. Click OK. 2. The Edit Class dialog box is displayed. Select Delete from the Manage or right-click menu. 4. 2. you must first display the list of subclasses that are already defined for that class. 3. To add a subclass to a class: 1. Before you can add subclasses to a class. WorkSite Server Administrator’s guide • • • 143 • • • . Users may be required to enter subclass information in a document profile for particular document classes if the Require Subclass check box is selected in the Add Class dialog box. 4. The Add Subclass dialog box is displayed. You can also right-click the document class in the table frame. 2. and the default security for the subclass is set to PUBLIC. NOTE When a document is classified with a class and a subclass. Select the class in the table frame whose subclasses you want to view or edit. Display the list of subclasses for that class in the Subtable window. Click the Add icon in the toolbar. The security and other parameters specified for a subclass override any settings created for the class if a subclass classification is specified for a document. 3. To display subclasses for a class: 1. See Table 18 for an explanation of each option available in the Add Subclass dialog box. If the default security for the document’s class is set to PRIVATE. Select the Class icon in the tree frame. Select the Subclass option from the Manage menu.Managing Document Class and Subclass Document Subclasses Document classes may also be broken down into subclasses. Click OK. and select Subclass. Adding a Subclass You can define subclasses for a document class at any time. then any documents classified with both the class and subclass will be PUBLIC. You can also select Add from the Manage or right-click menus. Subclasses are created and displayed in the Subtable window. except that there is no Require Subclass check box. The available document classes are displayed in the table frame. The Add Subclass dialog box is identical to the Add Class dialog box. the document’s default security and required fields will be those set for the subclass. the WorkSite Administrator can add. if there are no documents in the database classified with it. The PC Location field provides useful information for identifying the PC associated with the node address. This section describes how to perform these tasks. Table 19 Sample PC Location Records Node Address Location 105D67E33C92 28D8390BE567 ED2938596CB9 1987E452BC34 22nd Floor: PC #138 34th Floor: PC #428 25th Floor: PC #56 25th Floor: PC #61 From the DBAdmin tool. or delete custom PC locations. The Node Address field is sometimes referred to as an NIC number for network interface card number. You can also delete a subclass. The two fields of information included in the PC Location list are a Node Address and PC Location information. modify. Node addresses are 12-digit hexadecimal numbers that are assigned to network adapter cards. PC locations can also be imported from an ANSI text file. Table 19 lists examples of PC Location records. Each node address is unique. • • • 144 • • • WorkSite Server Administrator’s guide . NOTE After a document has been associated with a class or subclass.Chapter 5: Configuring Server Settings Editing Subclass Settings You can change the settings for a subclass at any time by using Modify from the Manage menu or right-click menu. the referenced field cannot be deleted Managing PC Locations The list of PC Locations that is associated with a WorkSite database is a record of PC node addresses (or NIC numbers) and actual PC locations. The information included in this list is used to identify the location of the PC where a document is in use or checked-out. 2. The Add New Node dialog box displays. Press the Delete key. The available PC Locations are displayed in the table frame. Select the PC Location icon in the tree frame. Click OK in the Confirm Delete dialog box. Click OK. The available PC Locations are displayed in the table frame. Figure 64 The Add New Node dialog box 3. each of which includes at least two fields of information: the PC Node Address (or NIC Number) and location information for the PC.Managing PC Locations Adding a PC Location 1. 2. You can also select Add from the Manage menu. 4. Importing PC Locations from an ANSI Text File 1. click the right-click menu. Enter the Location and Node Address for the PC. Deleting a PC Location 1. Select the PC Location icon in the tree frame. Create a text file that consists of a series of records. WorkSite Server Administrator’s guide • • • 145 • • • . Select the required PC Location from the table frame. Delete icon or select Delete from the Manage or 3. Click the Add icon in the toolbar. Press Ctrl-L or select Load Data from the Manage menu. 5. For example. The available PC Locations are displayed in the table frame. Enter the column number of the Node Location field in the text file. and the Node Address is the third field in each record. enter a comma in this field.Chapter 5: Configuring Server Settings Each record in the text file may contain more than two fields of information. Figure 65 The Import From File dialog box 4. or use the to select the file from a list. enter 2 in this field. The Import From File dialog box is displayed. consistent character in the text file must separate fields. 3. Node Location. Enter the character that you used to separate fields in your text file. complete the following fields: browse button Field Delimiter. enter the full path of the ANSI text file. For example. For example. if each record in your text file contains ten fields. and the Node Location is in the second field in each record. • • • 146 • • • WorkSite Server Administrator’s guide . but a single. Under Field Information. 2. Enter the column number of the Node Address field in the text file. Node Address. Select the PC Location icon in the tree frame. and each record must end with an end-of-line character. if each PC Location is separated from the Node Address by a comma in your text file. In the Source File field. enter 3 in this field. if each record in your text file contains six fields. For example. and the Node Enabled field is the fifth column in each record. A dialog box displays the status of the load process. not only those defined by the DBAdmin tool. Click OK to start the load process. Refer to “Administering Custom1/Custom2 and Custom29/Custom30 Tables” on page 151 for instructions on using these parent-child tables. If you want to the DBAdmin tool to update the Node Addresses for any locations that it finds in the text file that are already listed in the list of PC Locations. Custom13-28 Fields Additional custom fields are provided to store non-validated document profile information. if each record in the text file contains ten fields. enter 5 in this field. NOTE The Load Data command does not delete any records in the list of PC Locations. only supplement the list with information from the text file. 6. then the DBAdmin tool adds only the PC Locations and their corresponding Node Addresses that it finds in the text file that are not already listed for the database. Additionally. A log file is created and named LOCATION. Enter the column number of the Node Enabled field in the text file. two parent-child relational tables (subtables) are provided. and Custom29.LOG. The DBAdmin tool exposes these tables as Custom1. Managing Custom Tables and Subtables Custom tables are used to define custom categories to identify and differentiate documents in your database. Users can enter any value in these fields. This file is stored in the same directory as the ANSI text file. WorkSite Server Administrator’s guide • • • 147 • • • . Custom2 is a subtable of Custom1 Custom30 is a subtable of Custom29 These parent-child tables allow you to define custom subcategories that are unique for each item in the parent table. only existing records are changed. Custom3-12. The Custom13-Custom28 tables are not displayed in DBAdmin because WorkSite clients do not compare the information that appears in these custom fields against tables of information.Managing Custom Tables and Subtables Node Enabled. If the Overwrite Option is not selected. If the Overwrite Option is selected. then select the Overwrite Option check box. Overwrite Option. Chapter 5: Configuring Server Settings The Dialog Editor is used to add fields for the Custom13 to Custom28 tables in the WorkSite client dialogs. Common Usage for Custom Tables The following table lists some common uses for the Custom tables. • • • 148 • • • WorkSite Server Administrator’s guide . Table 20 Common Uses for Custom Tables Corporate Use Case Litigation Use Case Custom1-2 Custom3 Custom4 Custom5 Custom6 Custom7 Custom8 Custom9 Custom10 Custom11 Custom12 Custom29-30 Client-Matter Industry Jurisdiction Status Party Precedent Status Billing Attorney Corp Matter Corp Department Outside Councel Retention Policy Team-Type of Matter Client-Matter Industry Jurisdiction Status Party Precedent Status Billing Attorney — — — Retention Policy Practice-Type of Matter Administering Custom3 to Custom12 Tables This section describes the following tasks: “Adding Entries to Custom3 to 12 Tables” “Modifying Entries in Custom3 to Custom12 Tables” “Deleting Entries in Custom3 to Custom12 Tables” “Modifying the Custom3 to Custom12 Table Headings” “Importing Custom3 to Custom12 Table Entries” The Custom3 to Custom12 tables consist of custom-defined categories that you can use to differentiate and identify the documents in your database. These fields of document profile information are configured as browse fields. Inc. If the Enable check box is not selected. The Custom3 table is displayed in the table frame. which means that the only information users can enter in these fields comes from the associated Custom3 to Custom12 tables. or press Insert on the keyboard. Click the Add icon or select Add from the Manage or right-click menu. Y Y N Y You can add new records to the Custom tables. • • • 149 • • • WorkSite Server Administrator’s guide . RFP for IBM RFP for ABC. For example. See Figure 67. in the New Profile dialog each Custom field corresponds to a Custom table in the DBAdmin tool. and import tables entries from an ANSI text file. Table 21 lists examples of document records defined for a custom table. RFP for Draper and Krammer. Inc. then the table item it corresponds to does not appear on the document profile in the clients. custom table items can be disabled with the Enable flag. delete or edit existing records. Table 21 Sample Custom Table entries Alias Description Enabled WorkSite IBM ABC D&K RFP for Autonomy. The Add New Item dialog box is displayed. Where users enter into a document’s profile information Description. Memo or Document) requires that the user enter information in the field before it can be saved. The browse button is used to select the items populated in the Custom tables. 2. See “Editing Document Class Information” on page 141. The description provides clarification or further information Enable. Adding Entries to Custom3 to 12 Tables 1.Managing Custom Tables and Subtables Each Custom table is associated with a field of document profile information. Inc. Letter. Each Custom table consists of a list of records each of which contains three fields: Alias. it cannot be deleted. However. Once a Custom table item is used in a document’s profile information in the database. If while creating or editing a class in the DBAdmin tool you have selected the required fields from the Required Fields list then a document that is saved under that class (for example. Select the Custom3 to Custom12 icon in the tree frame. and their description fields can be modified. each of which includes at least two fields of information: the Alias. WorkSite users will see these modifications. Modifying the Custom3 to Custom12 Table Headings You can modify the titles or captions of custom tables.Chapter 5: Configuring Server Settings 3. Click OK in the Confirm Delete dialog box. Modifying Entries in Custom3 to Custom12 Tables 1. By editing the dialog boxes. but a • • • 150 • • • WorkSite Server Administrator’s guide . Create a text file that consists of a series of records. which users enter in document profiles. 2. Select the Custom item that you want to delete in the table frame. 2. The alias is what users enter in this field in a document’s profile information from the client end. 3. Deleting Entries in Custom3 to Custom12 Tables 1. 5. click the right-click menu. 4. enter the meaning of the alias in the description field. Click OK. Enter an appropriate description or correlating information for the alias in the Description field. The Edit Custom2 dialog box is displayed. The Custom table’s items are displayed in the table frame. 3. (Select from Custom3 to Custom12. Use the Dialog Editor tool to make these customizations. Each record in the text file may contain more than two fields of information. Select the Custom3 icon in the tree frame. Click OK.) The Custom table’s items are displayed in the table frame. If the alias is an abbreviation or coded name. See Figure 68. 4. and a Description field. Enter the alias for the new entry in the Alias field. Select the Custom3 to Custom12 icon in the tree frame. Click the Modify icon or select Modify from the Manage or right-click menu. The Alias field cannot be edited but the Description and Enable fields can be edited. Delete button or select Delete from the Manage or 4. Importing Custom3 to Custom12 Table Entries 1. Press the Delete key. 4. Figure 66 illustrates the parent-child relationship applied to custom tables. Complete the instructions in “Importing PC Locations from an ANSI Text File” on page 145. users can identify and differentiate documents. (Select from The Custom table’s items are displayed in the table frame. Administering Custom1/Custom2 and Custom29/Custom30 Tables This section includes the following topics: “Introduction to Custom1/Custom2 Tables” “Adding and Editing Custom1 and Custom29 Items” “Deleting a Custom1 or Custom29 Item” “Adding and Editing Custom2 and Custom30 items” “Importing Custom1/Custom2 and Custom29/Custom30 Table Entries” Introduction to Custom1/Custom2 Tables The Custom1 and Custom29 tables are custom tables available for creating categories. The Import From File dialog box is displayed. Description. From the DBAdmin tool. See Figure 65. and Enable flag fields. 2. consistent character in the text file must separate fields.Managing Custom Tables and Subtables single. Begin with Step 3. With these categories. Each entry in these tables consists of an Alias. Press Ctrl-L or select Load Data from the Manage menu. and each record must end with an end-of-line character (\n). NOTE The Custom1/Custom2 and Custom29/Custom30 tables are distinct from the other Custom tables in one important way: each item listed in the Custom1 and Custom29 tables is the parent of a unique set of Custom2 or Custom30 table entries. WorkSite Server Administrator’s guide • • • 151 • • • .) Custom3 icon in the tree frame. select the Custom3 to Custom12. 3. DeskSite). The Custom1 and Custom29 tables can be configured so that each Custom1 or Custom29 entry has a unique set of Custom2 or Custom30 subentries associated with it. Custom1 and Custom2 can be required profile fields for particular document classes. provided the enable flag was selected while entering the items from DBAdmin.Chapter 5: Configuring Server Settings Figure 66 Custom1-Custom 2 tables in parent-child relationships The Custom1/Custom2 tables and the Custom29/Custom30 tables share the parent-child relationship. the Custom2 or Custom30 list is populated with a list of valid values corresponding to Custom1 or Custom29. Some Custom1 entries may have no Custom2 items associated with them. if Custom1 is Westinghouse. • • • 152 • • • WorkSite Server Administrator’s guide . For example. For every value selected in the Custom1 or Custom29 field of the client interface. The Custom29 and Custom30 fields in the document profile are optional by default. while others have multiple ones. Custom 2 would be a list of existing matters for Westinghouse Every Custom1 table entry (added from DBAdmin) is populated in the corresponding Custom field appearing in the client interface (for example. See “Editing Document Class Information” on page 141 to learn how to make Custom1 and Custom2 required fields Custom1 and Custom29 classifications in the Custom1 and Custom29 tables do not necessarily have to have Custom2 or Custom30 classifications associated with them. See “Using the Subtable Window”. 3. or press Insert. only disabled by clearing the Enabled check box in the Edit dialog box.) The Custom2 subtable window is displayed. See “Adding Entries to Custom3 to 12 Tables” on page 149. You will add a subtable item to this selection. select Add from the Manage menu. Select Custom1 or Custom29. and the field can be edited. Next. See “Deleting Entries in Custom3 to Custom12 Tables” on page 150. The Custom table’s items are displayed in the table frame.Managing Custom Tables and Subtables Adding and Editing Custom1 and Custom29 Items The procedures for adding or editing Custom1 and Custom29 entries are identical to those for Custom3 to 12 tables. you will not be able to change the Alias field after it has been entered into document profile information in the database. Deleting a Custom1 or Custom29 Item The procedure for deleting a Custom1 or Custom29 table item is identical to that for deleting an item from any of the Custom tables. Adding and Editing Custom2 and Custom30 items To add a Custom2 or Custom30 item: 1. 2. Users cannot enter disabled Custom1 or Custom29 classifications in new document profiles. Custom1 and Custom29 can be disabled by clearing the Enable check box. In the Subtable window. click the Add icon in the toolbar. (You can also press Ctrl-S. WorkSite Server Administrator’s guide • • • 153 • • • . select Custom2 or Custom30 from the Manage menu. Like the Class Information table’s entries. You cannot delete a Custom1 or Custom29 item until all Custom2 or Custom30 items associated with that parent item are deleted. Select the Custom1 icon in the tree frame. NOTE A Custom1 or Custom29 item that has been used in document profile information in the database cannot be deleted. The Add New Item dialog opens. Chapter 5: Configuring Server Settings Figure 67 Add New Item in Custom2 Dialog 4. 5. • • • 154 • • • WorkSite Server Administrator’s guide . Next.) The Edit Custom2 dialog opens. (You can also press the INSERT key. 2. then select Custom2 or Custom30 from the Manage menu or press Ctrl-S. Enter an Alias and Description for the Custom2 or Custom30. Select the Custom1 icon in the tree frame. The Custom2 subtable window is displayed. Figure 68 Edit Custom2 dialog box 4. Next. The alias can be up to 32 characters long. Select the Custom1 or Custom29 item to which you want to add a subtable item. Edit the Description and Enable fields. The Custom table’s items are displayed in the table frame. close the Subtable window. 3. Click OK. Click OK. Select Modify from the Manage menu. click the Modify icon in the toolbar. To edit a Custom2 or Custom30 item: 1. The Alias field is read-only. close the Subtable window. See “Using the Subtable Window”. In the Subtable window. 5. Select Delete from the Manage menu. a parent description.Custom1DescrA. The Enabled flag is disabled (N) if its value is set to anything other than “y” or “Y”.Custom1DescrA. the file may contain the Enabled flag field for each Custom1 or Custom29 item.Custom2DescriptionA. In addition to those fields.N Importing Custom2 or Custom30 Table Entries 1. • • • 155 • • • WorkSite Server Administrator’s guide . if you want to import two Custom2 classifications for a Custom1. select the Custom1 icon in the tree frame. consistent character must be used as a delimiter to separate the fields in the text file. select the item from the Subtable window.Y. each record in the text file must contain at least four fields: a parent alias. semicolon. but a single. or pipe symbol (|). then you need to include one record for each Custom2 or Custom30 item that you want to import.Custom2B. Import Custom1 and Custom2 classifications together from a text file (parent and child) Import only Custom1 or Custom29 classifications from a text file (parent only) Text File Details The text file should include at least two fields of information for each Custom1 or Custom29 that you are importing: Alias and Description. For example. Each record in the text file may contain more than the required number of fields of information. a comma. You also need to repeat Custom1 or Custom29 information. From the DBAdmin tool.Y Custom1A. then you would need a text file that contains records similar to the following: Custom1A.Custom2A.Custom2DescriptionB. for example. You can also include a parent and child Enabled fields.Managing Custom Tables and Subtables NOTE To delete a Custom2 item. Each record must end with an end-of-line character. If you are importing both parent items and child items at the same time. If you are importing multiple Custom2 or Custom30 items for each parent item. a child alias and child description. Importing Custom1/Custom2 and Custom29/Custom30 Table Entries Importing a series of items into the Custom2/Custom30 table for the same parent item in the Custom1/Custom29 table can be done in two ways.Y. Figure 69 Import from File (Custom1 and Custom2) dialog box 3. Importing Custom1 or Custom29 Table Entries 1. Select an item from the list. 3. Press Ctrl+S or select Custom2 from the right-click or Manage menu. The Import From File dialog box is displayed. select the Custom1 icon in the tree frame. • • • 156 • • • browse button WorkSite Server Administrator’s guide . The Custom2 Subtable window is displayed. 2. Press Ctrl-L or select Load Data from the Manage menu. 2.Chapter 5: Configuring Server Settings The Custom1 table is displayed in the table frame. To import the custom table entries. or use the to find the file. Press Ctrl-L or select Load Data from the Manage menu The Import From File dialog box is displayed. The Custom1 table is displayed in the table frame. From the DBAdmin tool. Enter the full path of the ANSI text file in the Source File field. see Step 3 of “Importing PC Locations from an ANSI Text File” on page 145. See Figure 65. 4. enter the character that you used to separate fields in your text file. For example. In the Custom1 or Custom29 Desc Field Number field. If you want the DBAdmin tool to update the Descriptions and Alias fields with values from the text file for those that are already listed in the table. this field will not be imported and will default to enabled (Y). If the Overwrite Option is not selected. indicate the number of the field in your text file that contains the Custom1 or Custom29 Description field. 9. then the DBAdmin tool only adds the new Alias and Description field values from the text file. It only supplements the list with information from the text file. and the Description is in the second field in each record. 11. enter # in the Field Delimiter field. 5. only if you select the Overwrite Description option. If you are importing Custom2 or Custom30 fields along with Custom1 or Custom29 fields. For example. enter the same basic information in the Alias Field Number and Desc Field Number fields for Custom2 or Custom30. enter 3 in this field. In the Field Delimiter field. For example. if each entry in your text file contains 11 fields. If you are importing only Custom1 and Custom29 information. NOTE The Load Data command does not delete any existing parent or child classes. enter 2 in this field. 8. A dialog box displays the status of the load process. In the Custom1 or Custom29 Alias Field Number field.Managing Custom Tables and Subtables 4. if each Alias is separated from the Description by a # sign in your text file. indicate the number of the field in your text file that contains the Custom1 or Custom29 Alias. and the Alias is the third field in each record. then select the Import Custom1 and Custom2 or Import Custom29 and Custom30 check box. Click OK to start the load process. then select the Overwrite Option check box. In the Custom1 or Custom29 Enabled Field Number. If you enter zero (0). Existing records are modified. 6. select the Import Custom1 Only or Import Custom29 Only check box. WorkSite Server Administrator’s guide • • • 157 • • • . 7. if each record in your text file contains six fields. indicate the number of the field in each record that contains the enabled flag value. 10. If you are importing both parent and child classifications simultaneously. Keyboard shortcuts for these commands are the same as those available in the main program window. Find and Find Next. Figure 70 Custom2 subtable window The Subtable window is fully resizable. • • • 158 • • • WorkSite Server Administrator’s guide . Add. The Subtable window resembles the table frame of the DBAdmin tool’s main program window but has fewer menu options and toolbar buttons.Chapter 5: Configuring Server Settings Using the Subtable Window When you select the Custom2. Delete. Context Menu If you right-click in the Subtable window’s table frame. the subclassifications for that parent classification is displayed in a separate Subtable window. Class or Custom29 table frames. Click and drag on the edge of the window to change its size vertically or horizontally. The Standard and Look Up toolbars remain the same as those seen in the DBAdmin tool. a menu is displayed. Custom30 or Subclass options while a table item is selected in the Custom1. Load Data. Refresh. The menu options include: Modify. Importing documents involves two phases: 1.Chapter 6 Using the Document Import Tool Overview This chapter discusses the following topics: “About Document Import” “Starting and Stopping the Document Import Tool” “Creating a New Profile Template” “Loading an Import Template” “Importing Documents” “Viewing Log Files” “Purging the Log File” “Error Messages” About Document Import Document Import is an administrative tool included with WorkSite Server used to import batches of documents WorkSite. Creating a document import profile template 2. Importing the documents by using the profile template WorkSite Server Administrator’s guide • • • 159 • • • . Enter profile details for the documents that you are importing. Settings in the document import profile template can be static or dynamic: Static settings will be the same for every document imported. See “Creating a New Profile Template” on page 163. You can optionally rollback all documents that have been imported. and other information. 5. All the subdirectories below a starting path can be included in a single import session. You can instruct the Document Import tool to count the number of documents contained in the source directory that meet s specified criteria before starting the import process. This feature is useful when the log files indicate a mistake in the importation process. the date and time of importation. Settings in the document import profile template are checked before starting the import process. 4. 2. Documents can be selected for import based on document type or DOS file specifications. • • • 160 • • • WorkSite Server Administrator’s guide . Dynamic settings will change for every document imported based on document meta-data. Document Import Process The following section describes how to import a set of documents into a WorkSite Database using the Document Import tool. See “Log into a WorkSite Server” on page 162. 1. 3. and reuse document import profile templates. error messages. The import tool provides the option of deleting the source files. Log into a WorkSite Server.Chapter 6: Using the Document Import Tool Features and Options The Document Import tool includes these features: You can create. Import the documents. Save the document profile values as an import template. See “Importing Documents” on page 177. Select the destination database. See “Saving a Template” on page 176. save. In the Document Import Profile Template dialog box select the source directory. Document import profile templates are used to generate profile information for the imported documents. The Import program generates a complete log of all documents imported. It includes document import profile settings. NOTE The Document Import tool is located in the default WorkSite Server Installation directory. then iManage Document Import. Figure 71 WorkSite Document Import WorkSite Server Administrator’s guide • • • 161 • • • . The Document Import tool main window opens. 2. Select Autonomy.Starting and Stopping the Document Import Tool Starting and Stopping the Document Import Tool Documents can be imported using the Document Import tool. point to All Programs. To start the Document Import: 1. Select Start. Figure 72 Connect Servers 2. See “Adding a Role to the Database” on page 110. Click Login. 5. • • • 162 • • • WorkSite Server Administrator’s guide . The Connect Servers dialog box is displayed. the Select Database dialog box is displayed. Click Connect. 4. In the Document Import main window. Select the destination database. Enter your user name and password. Enter or select the name of a WorkSite Server in the Server Name field. click the Import Documents button. If login is successful. 3. They are assigned when users are added from the DBAdmin tool.The Login to Server dialog box is displayed.Chapter 6: Using the Document Import Tool Log into a WorkSite Server 1. NOTE Only users who have been assigned to the Admin role and given permission to access this tool can log into the Document Import tool. 6. The Document Import Profile Template dialog box is displayed. click Close on the File menu. The Document Import main window is displayed. Click the Exit link to close Document Import. Click OK to log off from the server. Creating a New Profile Template This section outlines the process for creating a new document import profile template. Click OK. You can also use the Import Document button to log into a different server. See Figure 73 on page 164. The WorkSite Document Import confirmation window is displayed.Creating a New Profile Template NOTE You can import documents to only one database at a time. 7. The document import profile template is used to create profile records for each of the documents that you import into the WorkSite database. See Figure 73 on page 164. WorkSite Server Administrator’s guide • • • 163 • • • . Logging Off from a WorkSite Server From the Document Import Profile Template dialog box. Select the Include Subdirectories check box if you want to include the documents that are contained in all subdirectories within the source document’s path. • • • 164 • • • WorkSite Server Administrator’s guide .Chapter 6: Using the Document Import Tool Figure 73 Document Import Profile Template dialog box To create a new profile template: 1. Select the Move Files check box if you want the Document Import tool to delete your original or source files after copying them to the destination file server. Complete the following fields in the Document Import Profile Template dialog box: Enter the directory that contains the documents that you want to import in the Source Document Path field. or use the browse button and select a directory from a list. 5. NOTE You can use selection boxes to enter profile information. It is applied to all documents that you import into the WorkSite database. Click Exclude and Include List to create an Exclude or Include List. Selecting a Document Type Your entry in the Type field of the Document Import Profile Template filters the documents to import. Use the Exclude and Include Lists to exclude documents of this type in the source path. Save the template. Press the Enter key or F2 to display a selection box that lists validated entries for the field. You can enter static information or dynamic criteria in profile fields. The document types listed in the Select Type dialog box are populated from the • • • 165 • • • WorkSite Server Administrator’s guide . 7. Enter profile information for fields not displayed in the Document Import Profile Template dialog box. It sets the document type on the imported documents. 3. If you select an autodetect document type. See “Dynamic Profile Information” on page 168. See “Using Selection Boxes” on page 167. This document type is entered in each document’s profile record in the database. 6. Static properties are applied to all documents that you import. See “Additional Custom Fields” on page 172. NOTE Autodetect document types have a “Y” in the Autodetect column of the Select Type dialog box. See “Saving a Template” on page 176. In the Document Attributes section.Position your cursor in the profile field. See Figure 73 on page 164. Dynamic properties vary for each document. Your entry in the Type field is the document type. See “Importing Documents” on page 177. then the Document Import tool scans through all the files contained in the source document path to determine their document type. You can also browse button to select the document type from a list. Select Import from the Documents menu to start the import process. You need to provide one DOS file specification in the Include List to perform an importation. See “Selecting a Document use the Type” on page 165. You can also use the browse buttons. enter a document type in the Type field. Complete the profile information. 4. See “Creating an Exclude and Include List” on page 174.Creating a New Profile Template 2. It imports only those that match this document type. based on the imported document’s attributes. Click Additional Custom Fields. A list of the autodetect document types provided with WorkSite is available by displaying the selection box for document types. If you select ALL. You can display the selection box by Press F2 or Enter keys while the cursor is in the type field. If you select a nonautodetect document type. spreadsheet. See “Autodetect Document Types” on page 132. then the Document Import tool will rely exclusively on the Exclude and Include List criteria to determine which documents to add to the database. Document types of different versions of the same application can be identified. Autodetect document type aliases and descriptions are preset and automatically included in every WorkSite database. Autodetect and Nonautodetect Document Types An Autodetect document type is a document type that the installation process can detect by reading a portion of the document for identifying information. It identifies each with the corresponding document type. and graphic formats are included in WorkSite’s autodetect document types. • • • 166 • • • WorkSite Server Administrator’s guide .Chapter 6: Using the Document Import Tool Information table Type in the DBAdmin tool. All major Windows and DOS word processing. Document types that are autodetect have a “Y” in the Autodetect column of the Select Type dialog box. All documents that you add to the database are identified with the document type that you select. then the Document Import tool will try to import all documents of types that it can detect automatically. You can also use the browse button to select the value from a list. WorkSite Server Administrator’s guide • • • 167 • • • . NOTE browse buttons displayed in the Document Import Some custom fields do not require entries validation against a table. They are available on the Document Import Profile Template and the Setup Additional Custom Fields dialog boxes. They have no lookup tables or selection boxes. You can display selection boxes by pressing the F2 or Enter keys while the cursor is in a particular profile field. See “Additional Custom Fields” on page 172. or use the Profile Template dialog box.Creating a New Profile Template Figure 74 Select Type dialog box Using Selection Boxes You can use selection boxes to enter validated profile information in the fields. Clicking again on a column heading sorts the column in reverse order. NOTE The results obtained using this function depends on the order in which entries in the selection box have been sorted. Entries that match your search string are listed in the selection box. To search for a string among only those entries currently displayed in the selection box. and click the Lookup button.Chapter 6: Using the Document Import Tool Quick Access After you type a letter in a selection box. click Find. Searching You can search for all entries not displayed in a selection box. a list of selections beginning with this letter are displayed. • • • 168 • • • WorkSite Server Administrator’s guide . You can scroll to the next entry by typing another letter. Sorting You can sort the entries displayed in a selection box by clicking any of the column headings. The following information can be extracted from the documents and dynamically inserted into profile fields: Original document filenames or substrings Original document extensions or substrings Full path information Path subdirectories or substrings Current date and time Last date modified Current user name Default strings when any of the above commands return a null value Table 22 lists profile field commands and describes them. You can use dynamic profile field commands to complete this task. Dynamic Profile Information You can use the Document Import tool to generate dynamic profile information the documents that you import. Enter a string in the field called Show All Possible Entries that Match. offset.Creating a New Profile Template Where to Use Dynamic Profile Field Commands Dynamic profile field commands can be used in the following profile fields in the Document Import Profile Template: Name Description Client Custom2 Custom fields NOTE The profile fields that appear in your Document Import Profile Template dialog box may differ from the default names supplied with WorkSite. Below is an example of a profile definition that combines a number of commands to create a description field: %U%F%FD“IMPORTANT DOCUMENTS” • • • 169 • • • WorkSite Server Administrator’s guide .length) Path subdirectory or subdirectory substring Combining Profile Commands You can combine profile entry commands. Table 22 Dynamic Profile Field Commands Command Definition %F %E %P %D %T %DT %FD %U “xxxxxxxxx” %FS(offset.length) [xxxxxx] Filename without extension DOS file extension Full path and drive letter without filename Current date Current time Current date and time Last date modified User currently logged in Literal string of characters Filename substring Extension substring Default entry string if previous command fails %PS(level.length) %ES(offset. the command returns a null value. For example. • • • 170 • • • WorkSite Server Administrator’s guide . The commands for extracting a substring from a filename or extension are: %FS(offset. length) where length is the length of the substring in characters and offset is the number of the starting character. The leftmost character in the string is 1.It is followed by the original filename of the document.Chapter 6: Using the Document Import Tool The Description field becomes the logged in user. When a command returns null and a Default Profile entry is defined. “IMPORTANT DOCUMENTS”. to extract the first four letters of a document’s filename. and the literal string. The command returns available characters. 2) If the filename or extension is shorter than the specified offset. You can use spaces to separate commands. The following command line is equivalent to the example above: %U %F %FD “IMPORTANT DOCUMENTS” Filename or Extension Substring Extraction You can insert a portion of a filename or extension dynamically into a profile field. and Custom2 information is encoded in the last three characters of the filename. client information is encoded in the first five characters of a filename. the last date modified. 4) To extract the fourth and fifth characters in a document’s filename: %FS(4. the Default Profile entry is used. length) %ES(offset. You can use a length greater than the total number of characters available. Extracting substrings from filenames and extensions is useful when documents have been stored according to naming conventions that encoded Custom1 (Client) or Custom2 (Matter) information in the filename. if there is at least one character available at the offset location. For example. you would use the following command: %FS(1. Below is an example that uses the Default Profile command: %PS(2. The command for extracting a subdirectory name from a document’s path is: %PS(level. offset. WorkSite Server Administrator’s guide • • • 171 • • • . By setting offset to 1 and length to 8. 8) This command inserts the name of the second subdirectory below the root of the drive letter in which a document was stored. then NOCustom2 would be entered in the Custom2 profile field for that document. with 1 being the first level. then the subdirectory two levels below the root of the drive letter is inserted in the Custom2 field for each document imported. Offset is the first character of the subdirectory name to use. Length is the length of the substring in characters.Creating a New Profile Template Subdirectory and Subdirectory Substring Extraction You can extract individual subdirectory names and insert them into profile fields using dynamic profile field commands. Default Profile Entry Command The Default Profile command specifies an explicit profile entry that is used if the commands prior to the default command fail and return a null. length) where level is the number of subdirectories below the root of the drive letter. with 1 representing the first character in the subdirectory name. If a subdirectory level is specified that does not exist. 8)[NOCustom2] If this command appears in the Custom2 field in the Document Import Profile Template. If that subdirectory did not exist. 1. The syntax of the Default Profile command is an explicit profile entry surrounded by square brackets. null is returned. These parameters function identically as in the filename substring and extension substring commands. 1. the full name of the DOS subdirectory name is imported. The following command can insert the full subdirectory name for each document imported in a profile field: %PS(2. You can specify a Default Profile command that inserts an explicit profile entry when this condition occurs. The Default Profile command must always appear after all other profile entry commands. Offset and length provide the ability to use portions of subdirectory names. then the default security setting for the document subclass is used.Chapter 6: Using the Document Import Tool The Default Profile command is useful when expected storage or naming conventions have not been followed consistently. then the default security setting for the document class is used. If no subclass is specified. click Additional Custom Fields. You can change the security settings for individual documents after the importation. In the Security Assignment dialog box you can choose to base security settings on document class or subclass by selecting the Use Class/Subclass’ Security check box. The Security Assignment dialog box is displayed. Additional Custom Fields To set profile information for fields that are not listed in the Document Import Profile Template screen. Assigning Security In the Document Import Profile Template dialog box. click Assign Security. The fields displayed for your database may be named differently than those shown in Figure 75. the security settings for documents imported into your WorkSite database are determined based on the class or subclass used to identify the documents. If this option is selected. without regard to class or subclass. PUBLIC. You can also choose to set default security to PRIVATE. If a subclass is specified for the document. Enter that information in the Setup Additional Custom Fields dialog box. or VIEW. • • • 172 • • • WorkSite Server Administrator’s guide . WorkSite Server Administrator’s guide • • • 173 • • • . double-click the profile field name. A list of all validated entries is available for each of these fields by using the browse button that appears in the Set Field Value dialog box. To enter a value for any of these fields. The Set Field Value dialog box allows you to edit the current entry.Creating a New Profile Template Figure 75 Setup Additional Custom Fields Types of Custom Fields Validated Custom Fields The ten fields listed in the Custom Fields box are additional fields that consist of an alias and description. These fields must contain entries that can be verified against lookup tables in the database. not checked. Custom Date Fields These four fields of profile information contain dates. the Include and Exclude File List dialog box is used to create a list of file specifications that should be included or excluded during the importation. Custom Long Fields These four fields of profile information can contain only numeric information. meaning they are ignored during the importation process. scientific notation. Custom Boolean Fields These four fields contain values of checked. If you want to remove a value from one of these fields. then that value is entered in that field in each document’s profile record. If these fields are explicitly set to checked or unchecked.Chapter 6: Using the Document Import Tool Custom String Fields These four fields of profile information can contain string values of any kind. Any other kind of information is not accepted in these fields. For that reason. The Custom26 field is set to checked The Custom27 field contains no value Creating an Exclude and Include List In the Document Import Profile Template dialog box. Negative values. these fields are not validated against tables in the database. Popup calendars are available to enter dates in the Set Field Value dialog box. and decimal values are not accepted. The document types that you are importing determines how the Exclude and Include File Lists option is used. Custom25 Custom26 Custom27 The Custom25 field is set to unchecked. these fields can contain any kind of alphanumeric text. check the None checkbox in the Set Field Value dialog box. There are no selection windows available for these fields. or no value. • • • 174 • • • WorkSite Server Administrator’s guide . Unlike the profile fields in the Custom Fields box. By default they are set to no value (gray with a check mark). You can list only those autodetect document types that you want to include in the Include Files list. DOS wildcard characters can be used in your file specifications. you need to provide at least one DOS file specification in the Include list. then you may need to specify autodetect document types to exclude from the importation in the Exclude Files list.Creating a New Profile Template Figure 76 Include and Exclude File List dialog box If you have specified an autodetect document type in the Type field of the Document Import Profile Template. and the question mark stands for any single character. then you do not necessarily need to exclude other file types that exist in the source document path. which files are the selected type. then you must provide Exclude and Include file specifications. or if they are explicitly excluded by the file specifications on the Exclude list. WorkSite Server Administrator’s guide • • • 175 • • • . If you specify ALL in the document Type field of the Document Import Profile Template dialog box. The asterisk stands in for any string. They filter out unwanted files for importation. If you select a nonautodetect document type in the Type field of the Document Import Profile Template dialog box. In such a case. When you select a nonautodetect document type for importation. all files that appear in the source document path are treated as candidates for importation UNLESS they do not meet the Include file specifications. Figure 76 shows several examples of DOS file specifications in the Exclude and Include lists. The Document Import tool detainees. Select the template that you want to load. Click the Save Template icon. The Retrieve Template dialog box is displayed. 2. 3. 2. If any information is incorrect. Double-click the name of the template that you want to delete. Click the Load Template icon. or select it. 2. or select Delete from the Profile Template menu. You can also press Ctrl+L. or select Load from the Profile Template menu. or select Save (or Save As) from the Profile Template menu. To load an imported template: 1. 3. Double-click the template name. Loading an Import Template If you or any other user has saved an Import template during a previous session with the Document Import tool.Chapter 6: Using the Document Import Tool Saving a Template 1. • • • 176 • • • WorkSite Server Administrator’s guide . you can reload that template. 3. or Cancel to abort. The Retrieve Template dialog box displays only those templates that were saved on the selected database. Click the Delete Template icon. Click OK in the Confirm Delete message box. A message appears indicating whether or not the save was successful. modify it. Click OK to save the template. Or select the template name and then click OK. You can also press Ctrl+S. NOTE The Document Import tool checks the syntax of all information entered in a profile template before saving it. and use it to import documents again. Enter a name for the template in the Save Profile Template dialog box. Click OK. an error message is displayed. You can also press Ctrl+D. Deleting a Template 1. You can also press Ctrl+I. click the Import icon. You must complete all required fields in the Document Import Profile Template dialog box before you can initiate the Import command. you can: Perform a preliminary count of documents Start importing documents Halt or abort the import process Review the log file during or after importation Rollback all imported documents Figure 77 Import Documents dialog box To obtain a count of documents: Click Get Count to perform a preliminary count of documents eligible for importation. or select Import from the Documents menu.Importing Documents Importing Documents After you have created an import template. a list of errors displayed in the Profile Error Information dialog box. If you have completed any required fields improperly. See “Error Messages” on page 180. From the Import Documents dialog box. To start the import process: • • • 177 • • • WorkSite Server Administrator’s guide . To view the log file: Click View Log. To rollback files. you can still perform a complete rollback of all files that you added to the database. click Yes. Those files that were already added will be removed from the WorkSite database. or click No to continue. While documents are being imported. Importation log files are stored in the WorkSite root installation directory and are named using the following form: importusername. Viewing Log Files The Document Import tool generates a log file for every importation that you perform. If you click Yes. Click Abort. It records important information about the import. If you want to rollback files. You can view the log file without interrupting the import process To halt or abort the import process: 1. click Rollback. To rollback files: After the import is complete. Information recorded in the log file includes: • • • 178 • • • Starting date and time of the importation session User who performed the importation Database name Name of the Import Template WorkSite Server Administrator’s guide . Click Yes to abort. you will be asked whether you want to rollback the files that have already been added to the database. 2. you can: View the log file Halt the import process by clicking the Abort button.Chapter 6: Using the Document Import Tool Click Start. You will be asked whether or not you want to abort the import.log where username is the name of the user who performed the importation. Figure 78 Log File. You can also click View Log File from the main window of the Document Import (see Figure 71). WorkSite Server Administrator’s guide • • • 179 • • • . if any. 2. Click View Log in the Import Documents dialog box or open the log file in any text editor.Viewing Log Files List of importation template settings Source Document Path Document Type List of documents added with their assigned document numbers Default security setting applied to all imported documents Error messages. Select the log file to be viewed from the Select a Log File to View window. if a rollback was performed. Ending date and time of the installation session List of documents deleted. Sample output To view the Log file: 1. To purge the log files: 1. you are notified with a message in the Profile Error Information dialog box. or delete your log files from the Windows Explorer or DOS command line. 2. Purging log files merely deletes the log files from your system. you can purge unneeded or outdated log files from your hard drive. the Document Import tool generates error messages only when it confronts an import problem. You cannot start the import process until all static profile fields can pass this verification stage. • • • 180 • • • WorkSite Server Administrator’s guide . the Document Import tool checks the profile to ensure the information is valid. the tool creates a new log file. When you are using dynamic profile field commands. and the Document Import tool cannot find a log file for that user. If a required value is missing or if the value you provided cannot be verified against the lookup tables. Select the log file to be purged from the Select a Log File to Purge window. Errors that occur during the import process are recorded in the log file. click Purge Log File. The most frequent errors occur when a dynamic profile field command is not a valid entry in the lookup tables in the database. From the main window of the Document Import tool. such as Client and Custom2 information. Use the View Log option to view these error messages. If a user tries to perform an import.Chapter 6: Using the Document Import Tool Purging the Log File From the Document Import main window. Error Messages When you initiate the Import process. 0..2.Chapter 7 Using the Dialog Editor Tool Overview This chapter includes the following topics: “About Dialog Editor” “Getting Started” “Dialog Editor Desktop” “Captions” “Form Management” “Form Design” About Dialog Editor The Dialog Editor is a administrative tool used to: Customize the names and purpose of profile information fields Customize the dialog boxes that appear to a user of WorkSite network There are four legacy dialog boxes that are used in versions of the Dialog Editor that are previous to version 8.0) • • • 181 • • • WorkSite Server Administrator’s guide . Search (Legacy) Locate a document in a WorkSite Database (for use in version prior to 8.. Eight new dialog boxes are used in WorkSite Dialog Editor 8. All 12 dialog boxes are customizable. Table 23 lists the dialog boxes and describes them. Table 23 Dialog boxes that can be customized Name of dialog box Use this dialog box to. .2 or later) Appear in the File. then iManage Dialog Editor. 2.2 or later) Edit a WorkSite workspace profile (use in version 8. 1.2 or later) Display the WorkSite Profile when creating a new workspace (use in version 8. Select Autonomy. Open dialog (use in version 8.Chapter 7: Using the Dialog Editor Tool Table 23 Dialog boxes that can be customized Name of dialog box Use this dialog box to.2 or later) All WorkSite dialog boxes can be customized by: Using different combinations of profile information fields Using different combinations of options Adding lookup buttons Adding controls to customize user and group access privileges Getting Started Access the Dialog Editor tool from the WorkSite Server installation directory or from the Windows Start menu.2 or later) Create a new version of an existing document (use in version 8.0) Edit a profile entry associated with an existing document (for use in version prior to 8.2 or later) Edit profile entries associated with an existing document (use in version 8.0) Locate documents in a WorkSite Database (use in version 8.0) Create a new version of an existing document (for use in version prior to 8.2 or later) Locate documents within the WorkSpace (use in version 8. point to All Programs. • • • 182 • • • WorkSite Server Administrator’s guide .. Select Start.2 or later) Create a new document profile (use in version 8. New Profile (Legacy) New Version (Legacy) Edit Profile (Legacy) Search New Profile New Version Edit Profile Search WorkSpace Quick Search New WorkSpace Edit WorkSpace Create a new document profile (for use in version prior to 8. Logging into a Server Log into a WorkSite Server that connects to the database(s) whose dialogs you want to modify. Enter the name of the WorkSite Server in the Server Name field and then click Connect. Enter your username and password in the UserID and Password fields. A different tabular pane appears in the Project WorkSpace window for each database to which you are connected. If login is successful. The Connect to Server dialog box is displayed. See “Adding a Role to the Database” on page 110. the Select Database(s) dialog appears with a list of available databases. Select Logoff from the Server menu. WorkSite Server Administrator’s guide • • • 183 • • • . Click OK. then click OK. The Login to Server dialog box appears. Click Login. 2. 4. 7. 3.Getting Started The Dialog Editor main window is displayed. NOTE Changes made to forms that you did not save are lost when you log off from the WorkSite Server. Select the database(s) in the list whose dialogs you wish to edit. 2. A confirmation window is displayed. NOTE Only Users who have been assigned to the Admin Role and given permissions to access this tool from the DBAdmin Role Setup dialog box can log into the DBAdmin tool. Logging Off a Server To log off a WorkSite Server: 1. 5. Enter the username and password assigned while adding the users from the DBAdmin tool. 6. Launch the Dialog Editor. 1. Select Login from the Server menu or press Ctrl+G. Chapter 7: Using the Dialog Editor Tool Selecting or Deselecting Database(s) You can disconnect from or reconnect to different databases that are available from the same WorkSite Server by using the Select Database(s) and Deselect Database(s) options under the Database menu. To deselect a database: 1. Select Deselect Database(s) from the Database menu. 2. Select the database(s) whose forms you want to unload in the Deselect Database(s) dialog. 3. Click OK. NOTE When you deselect a database, any changes made to the forms on that database that were not saved will be lost. To select a database: 1. Choose Select Database(s) from the Database menu. 2. Select the database(s) whose forms you want to edit. 3. Click OK. NOTE When you select a database, the Dialog Editor loads the latest version of a form saved in the database. Dialog Editor Desktop The Dialog Editor desktop is organized in the following manner: Dialog Editor Left Pane or Project WorkSpace window File Toolbar Elements Toolbar Align Toolbar • • • 184 • • • WorkSite Server Administrator’s guide Dialog Editor Desktop Dialog Editor Left Pane The Dialog Editor displays one tab for each connected database in the left pane. Figure 79 Dialog Editor Left Pane To open a form for editing, select a form from the forms listed under the database in the left pane and double-click the Form icon. To open or close a node in the tree, click the plus or minus sign next to the Form icon in the tree. File Toolbar The File toolbar contains buttons to create, open, or save a form. It also contains a button to display help for the Dialog Editor. WorkSite Server Administrator’s guide • • • 185 • • • Chapter 7: Using the Dialog Editor Tool Figure 80 File Toolbar Align Toolbar The Align toolbar contains buttons to position controls on a form precisely. See “Aligning Spacing and Resizing Controls” on page 199. Figure 81 Align Toolbar Elements Toolbar The Elements toolbar adds controls to a form. See “Adding Controls to a Form” on page 192. Figure 82 Elements Toolbar Captions Captions are customized labels associated with each Profile field available to a form. The Dialog Editor allows you to customize the names of the profile fields in a WorkSite database through the use of captions. Changes to these names are reflected dynamically in the dialogs seen by the end user. At the bottom of the Set Captions list are eight new captions for WorkSite Server. You can edit these captions to change the container names in the matter-centric DeskSite and FileSite trees. To customize the names of profile fields: 1. In the Project WorkSpace window, select the database from the Database menu. It contains the captions that you will edit • • • 186 • • • WorkSite Server Administrator’s guide Form Management 2. Select Set Captions from the Database menu. The Set Captions dialog box is displayed. Figure 83 Set Captions dialog box 3. Select a profile field, and click Edit. You will modify the name of this field. The Modify Captions dialog box is displayed. 4. Enter a name for the profile field in the Caption field. Click OK. 5. Click OK. The new captions appear on the form when it is reopened. Form Management Forms are the design templates for dialog boxes used in WorkSite. The Dialog Editor is a sophisticated forms editor. By editing forms, you change the way the users access documents in WorkSite, and how they enter and change document profile information. Table 24 lists the forms that you can edit in the Dialog Editor. Table 24 Types of Forms Forms Editing Options New Profile Edit Profile and View New Version Search Add and Remove controls Add Static Text Add Group boxes Resize and align controls WorkSite Server Administrator’s guide • • • 187 • • • Chapter 7: Using the Dialog Editor Tool Opening a Form Select the required form in the left pane. Double-click the Form menu. You can also click the Figure 84 Dialog Editor Left Pane form icon or select Open from the Open icon on the File toolbar. Exporting Forms The Export option in the Form menu works like the Save As option in the File menu. Selecting the Export option prompts the user to enter a new name for the form. Use this feature for the following tasks: Duplicating (Cloning) a form to a different database Saving changes made to a form without overwriting the existing version Importing Forms The Import option in the Forms menu loads any saved form file with the appropriate .mhd file extension. • • • 188 • • • WorkSite Server Administrator’s guide Form Management CAUTION Import does not have the same functionality as the Form | Open option. See “Opening a Form” on page 188. The design elements, controls, and features of the imported form overwrite the active form Reloading Forms from the Database You can restore form to its original state by reloading it. The form is the same as when you first opened it, and any modifications to it are removed. Even if you do not save, the changes are reflected when you reopen the form you have modified. To reload an original form, you must exit from the form without saving and disconnect from the database. When you reconnect to the database, the original form is available. To reload a form: 1. Close the form. Click No when prompted to save changes to the form. 2. Close all other forms from that database that are open on your desktop. If you want to keep changes made to any of these forms, click Yes. NOTE If you want to save changes made to a form, but do not want to overwrite the existing version of that form that is currently saved on the database, use the Export option under the Form menu to export the form to a directory. See “Exporting Forms”. 3. Use the Deselect Database(s) option under the Database menu to unload the forms for the database that contains the form that you want to reload. CAUTION When you deselect the database, unsaved changes to the forms on that database will be lost. 4. Use the Select Database(s) option from the Database menu to reconnect to the database. When you use the Select Database(s) option, the Dialog Editor loads the last version of the form that was saved to the database. 5. Open the form again in the Dialog Editor. The form is restored to the state before it was modified. WorkSite Server Administrator’s guide • • • 189 • • • Chapter 7: Using the Dialog Editor Tool Saving a Form To save a modified form: 1. Select the form that you want to save on your desktop. 2. Click the Save icon in the File toolbar. You can also select Save from the Form menu. To save all open forms to the database, select Save All from the File menu. NOTE When the Form Analysis dialog box is displayed, it indicates that required components are missing from the form. Add these components and then select Save to save the form. Deleting a Form The Delete option from the File menu is not available in this release of Dialog Editor. NOTE Forms cannot be added or deleted. Only form profile fields can be added or deleted in the existing forms. Closing a Form 1. Select the required form from the left pane of the Dialog Editor. 2. Select Close from the Form menu. 3. Click Yes to save changes to the database. NOTE Changes made to the form remain in memory and are recalled when you open the form. To get the unmodified form from the database, you need to deselect the database and then select it. See “Reloading Forms from the Database” on page 189, or “Selecting or Deselecting Database(s)” on page 184. • • • 190 • • • WorkSite Server Administrator’s guide Entries by users in these fields are not checked against a table. These custom fields can hold numeric information only These custom fields can hold date information • • • 191 • • • WorkSite Server Administrator’s guide . Figure 85 displays the nine elements that make up a typical form design. The expected format for data that is associated with each of the fields cannot be changed. Description is limited to 254 characters. Figure 85 Sample Form with all the Controls Edit Box Control Lookup Button Control List Control Static Text Control Group Box Control Command Button Control Date Field Control Dynamic Text Control Radio Button Control Table 25 lists the valid data formats set for each of the Custom fields.Form Design Form Design With the Dialog Editor. The only valid entries are those that match listings in the table Any string of up to 96 characters. Table 25 Valid formats for the Custom fields Field Name Format for values Custom1/Custom2 Custom3 to Custom12 Custom29/Custom30 Custom13 to Custom16 Custom17 to Custom20 Custom21 to Custom24 Alias is limited to 32 characters. you can configure dialog boxes to meet your operation’s specific needs. • • • 192 • • • WorkSite Server Administrator’s guide .. Controls Controls are fields in a form that allow users to enter information. enable options. Not Available in the Form.. They can be selected or cleared. Security Template control box Databases control box Date control box New Profile New Version Profile Search Dialog All Quick Search Table 27 lists the controls that can be used in WorkSite forms. Table 26 Restrictions on controls Control Box Name Available in the Form. Adding Controls to a Form This section describes tools on the Elements toolbar and how to include them in your custom form design. It is most often used as a label for a control. The number of times a control can be used is determined when you move your cursor over the control icon in the Elements toolbar. or perform a specific command. Some controls can only be used in particular forms or a limited number of times in a form.. A smart pop-up box displays all the available controls.. select valid values.Chapter 7: Using the Dialog Editor Tool Table 25 Valid formats for the Custom fields Field Name Format for values Custom25 to Custom28 These custom fields can hold boolean values and consist of check boxes. Figure 86 Elements toolbar Table 27 Elements toolbar Icons Icon Control Name Description Static Text Static text appears on a form that does not change. Form Design Table 27 Elements toolbar Icons Icon Control Name Description Dynamic Text Edit box Group box Radio Button Buttons Dynamic text controls are components that can be added to a WorkSite form that has content dynamically determined when it is displayed. Group boxes are simple graphic effects used to group a set of controls on a form. Edit boxes are fields on WorkSite forms in which users can enter text. display a help topic. display the worklist. such as close the form. A combo box allows the user to select an option from a set of available options that appear in the drop-down list. and so on. save the search results. External User The external user control is used to add a warning that the document the user is viewing is shared with external users. Radio buttons are not suitable for multiple selections There are two button types that you can add to a WorkSite form: • Command Buttons: Instruct WorkSite to perform activities. • Lookup buttons: Let the user to select entries for a particular profile field from validation tables on the database. A check box control allows a user to enable or disable a particular feature The Boolean profile fields that can be used with the check box control on a WorkSite form include: • Custom25-28. • • • 193 • • • WorkSite Server Administrator’s guide . Boolean fields • Indexable flag. A radio button allows users to select one option from multiple options. List controls display multiple entries in a list. They allow the user to highlight one or more items in the list Date fields track the date of a document or search in WorkSite. Indicates that the document is ready for archiving Combo box List Control Date Field Check box Canvas or Logo The canvas or logo control allows a user to create a rectangle (canvas) within a form or add the WorkSite logo to a form. Lookup buttons require an associated Edit box for the same profile field. Indicates whether the document should be indexed by the full-text indexer • Archive flag. Also. Move the pointer over the required icon in the Elements toolbar without clicking. When • • • 194 • • • WorkSite Server Administrator’s guide . Enter the text that should appear in the control in the Caption field of the Properties dialog box. Select the profile field from the Associate Control With list. To add controls to a form: 1. 2. For the static text and group box controls: 5. 6. The control is added to the form. NOTE The static text and group box controls display only the name of the control.Chapter 7: Using the Dialog Editor Tool Adding Controls The procedure for adding controls to a form is similar for all controls. see “Adding a Canvas Control” on page 195 and “Adding the External User Control” on page 197. These controls are added directly to the form without associating a database.A smart pop-up displays the type and number of such controls available for adding to the form. Click the icons from the Elements toolbar. The Database Association dialog box is displayed. Right-click the control and select Properties from the menu. 3. NOTE The Date field includes a lookup button that allows users to select a date from a popup calendar. The Date field also includes a checkbox to enable or disable the field. and click OK. Figure 87 Database Association dialog box NOTE The Database Association dialog box is not displayed for the static text and group box controls 4. Click a place within the form where you want to add the control. logo. The Custom Control Properties dialog box is displayed. you must add one control to enter a specified date or a date with a modifier such as Begins or After. WorkSite Server Administrator’s guide • • • 195 • • • . Select Canvas from the list. horizontal divider or vertical divider are the same. Click the Canvas or Logo icon and drag the pointer over an area of the form to create a rectangle (canvas). To search for a date range. and select Properties. To add a canvas: 1. Adding a Canvas Control The steps to add a canvas. Horizontal Divider or Vertical Divider. 2. The following section has outlined the steps to add a canvas. 3. A smart pop-up displays the controls available: Canvas. Logo. Follow the same steps to add a Logo. Move the pointer over the Canvas or Logo icon without clicking. you will need to add two controls for the From date and the To date.Form Design adding date fields to the Search dialog. The Custom Control Association dialog box is displayed. right-click. Figure 88 Custom Control Association dialog box 4. Move the pointer inside the canvas. Horizontal Divider. and Vertical Divider. 7. or Right. • • • 196 • • • WorkSite Server Administrator’s guide . General tab 5. The Alignment options determine the position of the caption: Left. enter a title in the Caption field and select Visible. select the Color tab on the Custom Control Properties dialog box. To add a caption inside the canvas.Chapter 7: Using the Dialog Editor Tool Figure 89 Custom Control Properties dialog box. or 6 points. then captions must be changed consistently in all databases for the changes to become visible in the client interface. To add color to a border or canvas. select from a group of Standard Colors or Windows System Colors. Use the Width list to select a border width of 1. Center. 3. From the Color Set list. NOTE If there is more than one database on the server. Click Visible to create a visible border surrounding the canvas. 2. Select where the color should be applied: Border Color or Canvas Color. 6. 1. and Vertical Divider. 2. Adding a Logo Control 1. Adding the External User Control The External User control is used to add a warning that the document the user is viewing is shared with external users. NOTE The logo is customizable. Click the Canvas or Logo icon and drag the pointer over an area of the form to create a rectangle (canvas). click Edit Custom Color. 9.Form Design Figure 90 Custom Control Properties dialog box. Select Logo from the list. Click Apply and OK. A smart pop-up displays the controls available: Canvas. Click the External User icon and drag the pointer over an area where the External User warning displays. Horizontal Divider. 3. Move the pointer over the Canvas or Logo icon without clicking. Logo. To create a custom color for the border or canvas. • • • 197 • • • WorkSite Server Administrator’s guide . Color tab 8.The WorkSite Logo appears inside the canvas. • • • 198 • • • WorkSite Server Administrator’s guide . 4. Figure 91 External User control. Click the form or press Ctrl+D to exit Tab Order mode. Database Association dialog box 3. Table 28 Required Controls for Each Form Type Control Search New Profile New Version Edit Profile Author Edit Box Class Edit Box Operator Edit Box Type Edit Box Database Combo Box Security Template Combo Box Database List Box DocNum Label Version Label X X X X X X X X X X X X X X X X X An ‘X’ indicates that the specified control is required for that form. Select Tab Order from the Layout menu on Dialog Editor to display the tabs on the form. Select External User Sign (Specialty Control) from the Database Association dialog box.Chapter 7: Using the Dialog Editor Tool 2. The External User control becomes visible. See “Form Design” on page 191 for information about using the Tab key. Required Controls Each of the four form templates require certain controls to appear on the form. NOTE The tab order allows the user to move from one field to another in the dialog box using the Tab key. You will not be able to save the form if any of the required or necessary controls are missing. Lookup Buttons require an associated Edit Box. enter the name of the field in the Set Captions dialog. the selection appears in the edit box. These control-specific dependencies are listed below: Profile field descriptive labels require an associated Edit Box where the user can enter a description. To set the caption for the label.Form Design Table 28 Required Controls for Each Form Type Control Search New Profile New Version Edit Profile Save Search Button Find Button Cancel Button Help Button OK Button X X X X X X X X X X An ‘X’ indicates that the specified control is required for that form. To check whether required controls are missing from a form. Aligning Spacing and Resizing Controls The Dialog Editor includes tools for arranging controls on a form. Control-Specific Dependencies Some controls depend on the presence of other controls on the form to function properly. export it to a local directory. Table 29 Align Controls Function Icon Keyboard Description Left Align Right Align Align Tops Ctrl+Left arrow Aligns the left edges of selected controls to the left edge of the highlighted one Ctrl+Right arrow Aligns the right edges of selected controls to the right edge of the highlighted one Ctrl+Up arrow Aligns the tops of selected controls to the top edge of the highlighted one • • • 199 • • • WorkSite Server Administrator’s guide . To save an incomplete form temporarily. NOTE You cannot save a form that is missing a required control or a control-specific dependency to a database. select Analyze from the Form menu. When the user selects a valid value from the Lookup dialog box. such as captions. To change properties on a form or a control: 1. Change any available properties on the form or the control. F9 Shift+F9 Aligns the selected control(s) to the horizontal center of the form Aligns the selected control(s) to the vertical center of the form Alt+Right Arrow Evenly spaces three or more selected horizontal controls Alt+Up Arrow Evenly spaces three or more selected vertical controls Sizes the horizontal dimension of all selected controls to match the highlighted control Sizes the vertical dimension of all selected controls to match the highlighted one Sizes the horizontal and vertical dimension of all selected controls Displays the grid on the dialog box Changing Properties on a Form or Control Both forms and individual controls have various properties. • • • 200 • • • WorkSite Server Administrator’s guide . The properties for some controls cannot be edited. 2. and others. 3. field association. Select Properties from the popup menu.Chapter 7: Using the Dialog Editor Tool Table 29 Align Controls Function Icon Keyboard Description Align Bottoms Centre Controls Vertically Centre Controls Horizontally Center Horizontal Center Vertical Space Evenly Horizontally Space Evenly Vertically Make Same Width Make Same Height Make Same Size Display Grid Ctrl+Down arrow Aligns the bottoms of selected controls to the bottom of the highlighted one. Right-click in the form or on a control on the form. NOTE The specific properties that exist and can be modified by the user depends on the specific form or control type. Click and drag the control(s) to another part of the form. Importing and Exporting Controls The following section describes the procedures for importing and exporting controls. 2. Forms are saved with the .mhd file on your local or network drive.mhd file. To delete one or more form controls from a form: 1. These form controls can be loaded into another database. To import controls: 1. Exporting Controls The Export function allows you to save a set of form controls as an . 3. Select Import from the Form menu. 2. Press the Delete key. 2. Click Open. The controls stored in the MHD file will be copied into the currently active form on your desktop. Browse to the file that you want to import. Click the form control(s) to select them.mhd extension. replacing the form WorkSite Server Administrator’s guide • • • 201 • • • . Importing Controls The Import function copies a set of form controls that were previously exported as a MHD file into the currently active form on your desktop. Click the form control(s) to select them.Form Design Moving and Deleting Controls To move a form control: 1. CAUTION Importing controls will overwrite any existing controls on the currently active form and replace them with those saved in the . Any controls already installed on the currently active form will be overwritten. or select Test from the Layout menu to see how the form will look to the end-user in the WorkSite database. Setting Tab Order Tab order is the sequence in which focus shifts from control to control as the user hits the Tab key. Navigate to the directory where you want to save the file. Click Save. If your form is fully compliant with all requirements a message confirms the details to you. To export controls: 1. 4. 2. Click the Test icon. Select Tab Order from the Layout menu. 2. open the form with the controls that you want to save. In the Dialog Editor. • • • 202 • • • WorkSite Server Administrator’s guide . NOTE All forms saved to disk must have the extension MHD. Select and click a form. Select the form. Testing and Analyzing a Form Design Use these tools to check your form design. 3. or they can be used as a template to create a new form on a database.Chapter 7: Using the Dialog Editor Tool controls on the same type of form. Enter a file name for the MHD file. A WorkSite end-user will most likely use the Tab key to navigate from field to field within a form. It is important for the designer of a form to set the tab order appropriately. Select Analyze from the Form menu to see if the form is missing any required controls or if any present controls require additional controls that are not there. To set the tab order on a form: 1. You will edit its tab order. Select Export from the Form menu. The red numbers that appear on the form indicate the existing tab order. Click the controls in the order that will be most intuitive to the user. 5. the first control that you click will be assigned the first tab order in the sequence. The next control that you click is assigned the next position in the tab order sequence. This is necessary for the F2 shortcut key to work. CAUTION When setting tab order. WorkSite Server Administrator’s guide • • • 203 • • • . To begin editing the tab order in the middle of the sequence.Form Design Figure 92 Quick Search dialog box with tab order 3. By default. hold down the Control key and click the control with which you want to begin. 4. The F2 shortcut key allows a user to open the lookup for a profile field on a form when the cursor is in the Edit box for that profile field on the form. Click the form or press Ctrl+D to exit tab order mode. you must put the lookup that is associated with a particular Edit box immediately after the Edit box in the tab order. Chapter 7: Using the Dialog Editor Tool • • • 204 • • • WorkSite Server Administrator’s guide . Chapter 8 Using the Monitor Tool Overview This chapter includes the following topics: “About WorkSite Monitor” “Starting WorkSite Monitor” “Registering and Unregistering WorkSite Servers” “The WorkSite Monitor Desktop” “Keyboard Shortcuts and Toolbar Buttons” “Using WorkSite Monitor” on page 222 About WorkSite Monitor The WorkSite Monitor is an administrative tool used to manage WorkSite databases. relocate or delete documents. regardless of the security settings. It allows you to locate. you have access to all documents in the WorkSite repository. WorkSite Server Administrator’s guide • • • 205 • • • . As a WorkSite administrator. WorkSite Monitor also allows the administrator to perform system-wide searches for documents. or change document profile information. WorkSite Monitor is particularly useful when an employee leaves the company or transfers to another position. mark documents for archiving. When you launch the WorkSite Monitor tool. then iManage Monitor. Use the Reconnect button to reconnect to the server. See the next section. point to All Programs. Select Start. 3. the WorkSite Monitor tool automatically logs you into that server again the next time that you launch it. Select Autonomy. 1. When this happens. Register the WorkSite Server to access the database. To register a WorkSite Server: 1. Select Register/Unregister from the Server menu. If you do not want the WorkSite Monitor tool to automatically log you into a WorkSite Server. • • • 206 • • • WorkSite Server Administrator’s guide . To register a server. Registering and Unregistering WorkSite Servers You need to register the WorkSite Servers on your network with the WorkSite Monitor tool. the automatic login feature may time out because the server failed to respond in time. select Register/Unregister from the Server menu. The Register Servers dialog box is displayed. a red icon is displayed for the server. 2. unregister that WorkSite Server. After you register a WorkSite Server.Chapter 8: Using the Monitor Tool Starting WorkSite Monitor Access the WorkSite Monitor tool from the default WorkSite Server Installation directory. click Close to close the Register Servers dialog box. Select the server name. 6. Select Register/Unregister from the Server menu to display the Register Servers dialog box. Click Register. 2.Registering and Unregistering WorkSite Servers Figure 93 Register Servers dialog box 2. Select Register/Unregister from the Server menu to display the Register Servers dialog box. When you are finished registering servers. 2. To reconnect to a server when autologin times out: 1. 4. Click OK. Click Unregister. Enter the name of the WorkSite Server in the Enter Server Name field. To unregister a WorkSite Server: 1. 3. The server will be marked with a red icon. • • • 207 • • • WorkSite Server Administrator’s guide . 5. 4. Select the server that the WorkSite Monitor tool failed to log into automatically at startup. 3. Enter your user name and password in the Login to Server dialog box. Click Login. 4. Information window. reconnects. error messages. Statistics tab. Click OK. • • • 208 • • • WorkSite Server Administrator’s guide .Chapter 8: Using the Monitor Tool 3. Click Reconnect. History Table Search Results tab. The WorkSite Monitor Desktop The WorkSite Monitor has the following frames: Server WorkSpace window. Results workspace. Active Users tab. and so on. Displays messages to the user about timeouts. and Print Preview tab. Displays the WorkSite Servers and WorkSite databases to which the WorkSite Monitor tool is connected. Displays Search Results tab. The arrangement of the frames on the WorkSite Monitor desktop can also be fully customized.The WorkSite Monitor Desktop Figure 94 WorkSite Monitor main window There are also two toolbars and a menu bar. resized or hidden. as can the Server WorkSpace and Information windows. which can be detached. Table 30 lists the function and keyboard shortcuts for the toolbar buttons. Table 30 Keyboard Shortcuts and Toolbar Buttons Keyboard Toolbar Function Ctrl+G Register/Unregister WorkSite Server • • • 209 • • • WorkSite Server Administrator’s guide . Keyboard Shortcuts and Toolbar Buttons The Monitor tool has a File toolbar and an Actions toolbar. Select the required window from the Window menu to hide or display the window in the WorkSite Monitor main window. • • • 210 • • • WorkSite Server Administrator’s guide . A list of the WorkSite Servers that are currently registered with the WorkSite Monitor tool can be viewed in the Servers tab.Chapter 8: Using the Monitor Tool Table 30 Keyboard Shortcuts and Toolbar Buttons Keyboard Toolbar Function Ctrl+N Delete Ctrl+E Ctrl+F F1 F2 F3 F5 Ctrl+P — Ctrl+L Ctrl+A Ctrl+O Ctrl+S Ctrl+H Ctrl+M Ctrl+C Ctrl+R Ctrl+Q Ctrl+U Ctrl+D — — — — — — Release (unlock) highlighted documents Delete current highlighted document or document history entries Delete documents using search criteria Find a search string View the online help topic associated with the item you select Display a lookup table of profile entries Find Next instance of the search string Refresh current active window Print the selected document About (displays program version number) Relocate documents Reassign documents by author Reassign documents by operator Search for documents Document history search Mark/Unmark documents for archiving Archive all marked documents Restore archived documents from archive sets Restore documents according to user requests Display all active users on the WorkSite Server Set search result display options Server WorkSpace Window Figure 95 shows the Server WorkSpace window as it appears when undocked from the WorkSite Monitor desktop. When you click the tab for a WorkSite Server. • • • 211 • • • WorkSite Server Administrator’s guide . Table 31 Icons in the Server WorkSpace window Icon Description The Network icon appears in the Servers tab and contains a list of all WorkSite Servers that are registered with the WorkSite Monitor tool. a list of available databases is displayed. Database tab Icons in the Server WorkSpace Window Table 31 lists the icons displayed in the Server WorkSpace window. Figure 96 Server WorkSpace Window.The WorkSite Monitor Desktop Figure 95 Server WorkSpace Window. Servers tab The Server WorkSpace window also contains a tab for each of the WorkSite Servers that is registered with the WorkSite Monitor tool. The Document History Search icon represents a search recently performed on the document history table for this database. The Document Searches icon contains a list of searches that have been performed on the database during this session with WorkSite Monitor. Double-click the icon in the Servers tab to display the tab for that WorkSite Server.Chapter 8: Using the Monitor Tool Table 31 Icons in the Server WorkSpace window Icon Description A WorkSite Server icon appears for each WorkSite Server machine that is registered with the WorkSite Monitor tool. Information Window The Information Window displays messages about timeouts. reconnects. Double-click this icon to redisplay the results of the search. An Active Users icon appears beneath each WorkSite Server icon. and errors. Double-click this icon to display a list of all users currently logged into the WorkSite Server. A WorkSite Database icon appears beneath a WorkSite Server icon for each WorkSite database to which that WorkSite Server is connected. Double-click a search icon to displays the results of the search. The Document History Searches icon contains a list of searches that have been performed on the document history table during this session with WorkSite Monitor. Right-click the icon and select Show Search Parameters to display the parameters used to perform this search. Each WorkSite Database icon contains a list of Document Searches and Document History Searches. Double-click a Document History Search icon to display the results of the search. The Search icon represents a document search recently performed on this database. Figure 97 Information Window • • • 212 • • • WorkSite Server Administrator’s guide . Right-click the Document History Search icon and select Show Search Parameters to display the search parameters. Double-click this icon to display the results of the search. Statistics tab Table 32 Column Headings on the Statistics tab Column Heading Description Servers TX/min Total TX # of Sessions Server name The number of transactions performed in the last minute The number of transactions performed since the server was last started The number of users connected to the WorkSite Server WorkSite Server Administrator’s guide • • • 213 • • • . set the Set Priority option under the View menu. For example. Table 32 lists the columns in the Statistics tab. Figure 98 Results WorkSpace. To change the frequency with which the information in the Statistics tab is updated. The following tabs are displayed when you run the corresponding command or action: Statistics tab Active Users tab Document Search Results tab Document History Results tab Statistics Tab The Statistics tab displays status information for the WorkSite Servers that are registered with WorkSite Monitor. When you select a WorkSite Server. you can view a snapshot of its document management transactions. you can change the settings from High to Low.The WorkSite Monitor Desktop Results WorkSpaces The Results WorkSpace displays information in the tabs. • • • 214 • • • WorkSite Server Administrator’s guide . Document Search Results Tab The Document Search Results tab display documents that have been found as the result of a document search. but to which the WorkSite Server is currently unable to connect The number of files downloaded in the last minute The number of files downloaded since the last time the server was started The number of files uploaded in the last minute The total number of files uploaded since the last time the server was started The number of file transactions (uploads or downloads) waiting to be processed (File Transfer Queue Size). At the top of each Search Results tab is a short profile display area where additional profile information is displayed for the document that is selected in the table.Chapter 8: Using the Monitor Tool Table 32 Column Headings on the Statistics tab Column Heading Description TX Pending ConnectedDBs DisconnectedDBs File Download/min Total File Download File Upload/min Total File Upload File TX Pending The number of transactions waiting to be performed (Queue Size) The number of databases to which the WorkSite Server is connected The number of databases that are registered to the server. or archived. It is displayed in the status column of the Search Results tab. busy. Customize View Select Options under the View menu to customize the profile fields that appear and the order in which they appear in the Search Results tab. See “Setting Search Results Display Options” on page 217. • • • 215 • • • WorkSite Server Administrator’s guide .out Archived In Use (Busy) NOTE The Windows Explorer icon for the application is associated with the document type.The WorkSite Monitor Desktop Figure 99 Document Search Results tab Table 33 Status Icons Icon Indicates Checke. when a document is not checked-out. Document History Search Results Tab The Document History Search Results tab display the results of searches performed on the document history table. Select the rows that you want to delete. Alternatively. When you select Active Users from the Server menu. You can also display the list of active users for a WorkSite Server by selecting Active Users from the Server menu or by typing Ctrl+U. Results Tab Right-click Menu Options To obtain information about the documents displayed on the Search Results or Document History Search Results tab: Right-click one or more selected documents in the Search Results or Document History Search Results tab. the active users are displayed in an Active Users tab within the Results workspace window. An Active Users icon appears in each of the tabs for the WorkSite Servers that are registered with the WorkSite Monitor tool. and press the Delete key.Chapter 8: Using the Monitor Tool Figure 100 Document History Search Results tab To delete entries in the Document History tab. you can right-click the selected rows and select Delete. perform a search. click the Active Users icon to display all users who are logged into the WorkSite Server. The right-click menu is displayed. • • • 216 • • • WorkSite Server Administrator’s guide . Active Users Tab In the Servers WorkSpace window. You can modify these options: • • • 217 • • • WorkSite Server Administrator’s guide . Choose Select All to select all the rows in the Search Results tab. Select Unlock Documents to release a document that is checked-out or in use. See “Unlocking Documents” on page 227. and then press Ctrl+N. then press the Delete key. press Ctrl+F. and the IP address of the user’s PC. You can also select Find from the Edit menu. Searching in a Search Results Table To search for a specified search string in any Search Results or Document History Search Results tab. Select Document Detail Information to display the current user’s name. See “Using the Find Dialog” on page 255. and make it available to other users. You can also select the document. click the column heading to sort the table. See “Deleting Documents” on page 227. The Find dialog box is displayed. Click the column heading again to toggle from ascending to descending order. Select Refresh to update the current active tab in the WorkSite Monitor tool with the latest information from the database or WorkSite Server. path information for the document. Setting Search Results Display Options The WorkSite Monitor tool allows you to customize the parameters that control the display of document search results. Select Delete Current Selected to delete a document in the displayed tab. anticipated return date (if the document was checked-out). and the number and version information. This information includes the file server on which the document is stored. Sorting Search Result Tables To sort the rows displayed in any Search Results or Document History Search Results tab. or select a document.The WorkSite Monitor Desktop Figure 101 Right-click menu in Search Results tab Select Document Information to display details of the WorkSite database that contains the document. 3. • • • 218 • • • WorkSite Server Administrator’s guide . Fields Shown tab The profile fields displayed in the Search Results tab are shown in the Search Results list. double-click the profile name in the Search Results list. The Profile Fields list contains all other profile fields that can be displayed in a Search Results tab. 4. 2. Figure 102 Document Search Display. To remove a profile field from those currently displayed in Search Results tab. Click Fields Shown tab. To add a profile field. double click the profile name as it appears in the list view on the left. Select Options from the View menu in WorkSite Monitor.Chapter 8: Using the Monitor Tool The profile fields displayed in the Search Results tab The profile fields displayed in the short profile display area at the top of a Search Results tab when you select a row in the document grid The maximum number of documents or table entries to be displayed in a Search Results tab or any of the selection boxes The option to display all versions of a document or only the latest version The option to display custom field aliases or descriptions in Search Results tabs The changes made to these options are applied globally to all databases and servers to which the WorkSite Monitor tool is connected To change or reorder the profile fields: 1. The fields are listed in order of their appearance from left to right in a Search Results tab. WorkSite Server Administrator’s guide • • • 219 • • • . Click the arrow next to any field to display a different profile field in that part of the short profile display area. 5. 6. Click the Short Profile Display tab. To change the order in which profile fields appear in a Search Results tab. Click the Search Size tab. Select Options from the View menu in WorkSite Monitor. 3. To change the profile fields in the short profile display area: 1. Click OK. The profile fields you select will display read-only values for a selected document in the Short Profile Display above the Search Results table. Select a row in the Search Results tab: 2. The fields displayed in this dialog box show the profile fields that are currently being displayed in the short profile display area of the Search Results tab. 2. click any profile name in the Search Results list and drag it up or down in the list. Figure 103 Document Search Display dialog box. Short Profile Display tab 4. To change the maximum number of search results to display: 1.The WorkSite Monitor Desktop 5. Select Options from the View menu. Click OK. • • • 220 • • • WorkSite Server Administrator’s guide . select All Versions. you can access the Selection dialog box and the Setup Additional Custom Fields dialog box in variety of ways. To display custom field aliases. To display all versions that meet the search criteria. 7. To set the maximum number of rows displayed in any Search Results tab or in the selection boxes. select the Alias field. enter the number in the Maximum number of documents in Search Window entry field in the Search Size tab. To change the length of time in seconds elapsed before the search times out. 5. select Latest Version Only. select the Description field. 8. 4. To save your changes.Chapter 8: Using the Monitor Tool Figure 104 Document Search Display dialog box . 6. click OK. click Cancel. To display only the latest version of a document in the Search Results. To exit without saving your changes.Search Size tab 3. The default is 500 seconds. enter a number in the Server Time-out In Seconds field. Using Support Dialogs In the WorkSite Monitor tool. Increase this number if your searches time out. To display the Description component of custom fields in any Search Results tab. • • • 221 • • • WorkSite Server Administrator’s guide .The WorkSite Monitor Desktop Selection Dialog Box (Lookup Tables) Selection dialog boxes are used to select profile field entries from lists of validated entries in the database tables. and BARTH. such as BARBARA. In addition. 2. will match all entries that begin with BAR. Setting Up Custom Fields To setup custom fields in the Setup Additional Custom Fields dialog box: 1. Click Additional Fields in the parent dialog box. it is used to specify substitution information for the Relocate Document and Bulk Edit Document Profiles dialog boxes. Document History. Entering BAR% in the Author field. Delete Documents (by selection). Double-click the profile field for which you want to specify criteria. for instance. The Setup Additional Custom Fields dialog box is used to specify selection criteria based on the Custom fields not shown in all of the previously mentioned dialogs. Setup Additional Custom Fields Dialog Box The Setup Additional Custom Fields dialog box can be accessed from the Document Search. It functions as a multi-character wildcard character. Selection dialog boxes are displayed when you use the browse button next to a profile field in one of the other WorkSite Monitor tool dialog box or when you press F2 while the cursor is in a profile field. and Bulk Edit Document Profiles dialog boxes. Relocate Document. BARB. These fields include the following: Table 34: Author Operator Type Class Subclass Custom 1 through 12 Custom 29 Custom 30 Wildcard Characters The percent (%) character is a wildcard character available when performing a search using the WorkSite Monitor tool. See “Additional Custom Fields” on page 172. BART. A Selection dialog box is available for any profile field that has lookup data associated with it. Chapter 8: Using the Monitor Tool 3. for example. Enter criteria in the corresponding Edit dialog box that is displayed. checked-out or busy (in use) • • • 222 • • • WorkSite Server Administrator’s guide . 5. 4. Use the browse button when entering criteria for these fields to select validated entries from a lookup table. Lookup tables are available for custom fields 3 to 12. Click Update. Click Close. Using WorkSite Monitor The following sections describe how to use the WorkSite Monitor: “Searching for Documents” on page 222 “Searching the Document History” on page 224 “Printing Reports” on page 226 “Unlocking Documents” on page 227 “Deleting Documents” on page 227 “Relocating Documents between Databases” on page 229 “Bulk Profile Edit” on page 237 “Reassigning Documents by Author or Operator” on page 239 “Document Archiving” on page 240 “Restoring Archived Documents” on page 248 “Set Priority” on page 254 “Create a Custom Toolbar” on page 254 “Using the Find Dialog” on page 255 Searching for Documents The WorkSite Monitor tool allows you to search for documents based on: Profile information Creation date and edit date Document status. Alternatively. Press Ctrl+S or select Search from the Document menu. To search for documents: 1. browse button to select 4.Using WorkSite Monitor The WorkSite Monitor tool allows you to search for documents based on any field of profile information. See “Setup Additional Custom Fields Dialog Box” on page 221. Select a window. The Document Search dialog box is displayed. Use the validated entries from database lookup tables. Click Additional Fields to enter criteria for custom fields not displayed in the Document Search dialog box. Enter search criteria in the Document Search dialog box. database and click the Document Searches icon in the Server WorkSpace 2. • • • 223 • • • WorkSite Server Administrator’s guide . you can right-click the database icon or Document Searches icon and select Document Search. including fields that do not appear on the Search Dialog box in the WorkSite Client. Figure 105 Document Search dialog box 3. 2. The WorkSite Monitor tool allows you to use search criteria based on document actions that have been performed by users. Use the Document History Search dialog box to set search criteria. you can right-click the Database icon. Select History Search from the Document menu or press Ctrl+H. See “Document Search Results Tab” on page 214 Searching the Document History You can generate a document history report using the WorkSite Monitor tool. select the appropriate checkbox. the WorkSite Monitor tool assigns a default name to the search. Alternatively. • • • 224 • • • WorkSite Server Administrator’s guide . select the database containing the document history you want to search. then select Document History. To search for documents that are busy or checked-out.Chapter 8: Using the Monitor Tool 5. enter a name in the Query Name field. 6. Click Search to display matches to your search. To name the search query for later use. you can select the Document History Searches icon for the database. Alternatively. The search results are displayed on the Search Results tab. 7. You can search the document history for specified criteria. If no name is entered in this field. In the Server WorkSpace window. To generate a document history report: 1. To search only for instances of such activities that were performed by particular users. Select a date or a date range to display activities performed during a specified period. WorkSite Server Administrator’s guide • • • 225 • • • . 5. enter those user names in the User field. browse button to select from a table of validated 4. 6. Use the database users. Click Search. See “Setup Additional Custom Fields Dialog Box” on page 221. Enter document profile criteria to narrow the scope of the search to include activities only performed on specified documents. click Additional Fields. Select the activities that you would like to search in the document history table. See “Document History Search Results Tab” on page 215.Using WorkSite Monitor Figure 106 Document History dialog box 3. The search results are displayed in a separate Document History Search Results tab. To enter criteria for custom fields not displayed in the Document History dialog box. Server Statistics. To preview a printout. Printing Reports From the WorkSite Monitor tool. 2. select Print Setup from the File menu. lists of active users. search results. Print Preview The WorkSite Monitor tool includes a preview option for the Document History Reports. you can print document history reports. right-click the icon for the search in the Server WorkSpace window. A Print Preview window appears. Setting Printer Options To set printer options. You can also press Ctrl+P. Alternatively. The search results are displayed. You can perform this task for document searches and document history searches. select Print from the File menu.Chapter 8: Using the Monitor Tool Deleting Entries in the Document History Table To delete entries in the document history table: 1. Perform a search of the document history table specifying the selection criteria used to delete entries. and Search Result tabs. and click Delete key. To print reports or lists: 1. Select the entries that you want to delete. The Print dialog box is displayed. From the Print Preview window. select Print Preview from the File menu on the window that you want to print. Redisplaying Search Parameters To redisplay the parameters used to display a specific search results. On the tab that you want to print. you can right-click the selected entries and select Delete. Select Show Search Parameters. you can: • • • 226 • • • Scan through the pages of your printout using the Next Page and Prev Page buttons. and tables of server statistics. A standard Windows Print Setup dialog box is displayed. Enter the details and click OK. 2. WorkSite Server Administrator’s guide . 2. From the Document menu. a second user may have checked-out or have been editing the document. Releasing a document unlocks the document in the database and allows other users to open.Using WorkSite Monitor Toggle between single page and two page display using the One Page and Two Page buttons. Deleting Documents You can delete documents from within the WorkSite Monitor tool: Select the documents to be deleted from the tab in the Search Results window. Select Unlock Documents from the right-click menu. Click OK. To release a document in the database: 1. edit. you can unlock documents that are currently marked as checked-out or busy in the database. Select the documents that you want to release in a search results window. The release function is intended for unlocking documents that have been erroneously marked as in use or checked-out as a result of a network failure. A confirm request message box appears. Print the previewed window by clicking Print. it must be checked into the database under a different version. Unlocking Documents From the WorkSite Monitor tool. If a user release or unlocks a document in use by another user. or press Ctrl+N. Close the Print Preview window by clicking Close. This function is identical to the unlock option available in the WorkSite Network Client. Increase or decrease the display scale using the Zoom In and Zoom Out buttons. 3. or check out the document. • • • 227 • • • WorkSite Server Administrator’s guide . NOTE The WorkSite Administrator must enable the option to release or delete documents in the database based on user roles. select Delete and then Current Selected. For example. The Delete Document dialog box is displayed. 5. 3. • • • 228 • • • WorkSite Server Administrator’s guide . To delete documents by search criteria: 1. The Deleting Documents dialog box is displayed. The Setup Additional Custom Fields dialog box is displayed. From the Document menu select Delete and then By Selection. See “Setup Additional Custom Fields Dialog Box” on page 221. Click Start to count the number of documents selected for deletion. Click Start to initiate the document deletion process. Figure 107 Delete Documents dialog box 2. Enter the search criteria in the Delete Documents dialog box. The Deleting Documents dialog box displays statistics on the progress of document deletion process. (Optional) Click Additional Fields to enter criteria for additional profile fields not shown in the dialog box. The keyboard shortcut for deleting the selected document in the Search Results window is the Delete key.Chapter 8: Using the Monitor Tool You can specify document profile information to search for and select documents for deletion in a database. 4. 7. locked or archived. Click OK in the message box. click Abort. When the deletion process is finished. To abort the deletion. The following profile fields are available for direct access in the Source section of the Relocate Documents dialog box: Table 35: Number Type Custom 1 WorkSite Server Administrator’s guide • • • 229 • • • . Document Selection Criteria Documents can be selected for migration based on any combination of profile fields. a message box is displayed informing you of the success of the deletion process. Documents cannot be relocated while they are checked-out. click Cancel. Click OK. If you click Abort.Using WorkSite Monitor Figure 108 Deleting Documents dialog box 6. a message box asks you to confirm your selection. Relocating Documents between Databases You can use the WorkSite Monitor tool to relocate documents from one WorkSite database to another. Databases can be located on different WorkSite Servers or on the same server. Documents can either be relocated or only copied from one database to another. To continue with the deletion process. and no valid substitution is provided for that profile field. For instance.Chapter 8: Using the Monitor Tool Table 35: Version Description Author Operator Class Subclass Edit Date Create Date Custom 2 Custom 29 Custom 30 Last User to Edit Document You can access the remaining profile fields by clicking on the Additional Fields button. If the table on the destination database does not contain that entry. See “Setup Additional Custom Fields Dialog Box” on page 221. Profile field substitutions make it possible to reclassify or reassign documents to different authors or operators while they are being relocated between databases. the substituted value is entered in that profile field for all documents being migrated. if a substitute author is specified. Profile Field Substitutions Entries in profile fields on the source database must be valid entries in the lookup tables on the destination database. If a document is being migrated. The following profile fields are available for direct access in the Destination section of the Relocate Documents dialog box: Table 36 Description Author Operator Class Subclass Custom1 Custom2 Custom29 Custom30 • • • 230 • • • WorkSite Server Administrator’s guide . Substitutions can be provided for any profile field. the Setup Additional Custom Fields dialog box is displayed. This is the most common cause of migration failure. or substitutions must be provided. all documents relocated during the migration will be reassigned to that author. When a substitution is entered in a profile field. It is located in the Source section of the Relocate Documents dialog box. then the document will not be migrated. regardless of who the original author was or whether the Author field used to select documents for migration was valid. and its profile record contains an entry in a profile field that is validated against the lookup tables on the database. then the table on the destination database must contain that entry or a valid substitute that is listed in that table on the destination database must be provided. documents will be migrated even if there are users or groups listed in the ACL lists who are not valid users or groups on the destination database. WorkSite Server Administrator’s guide • • • 231 • • • . The Relocate Documents dialog box is displayed. you have the option of migrating existing security settings with the documents or assigning new settings to all of the documents being relocated. If you choose to migrate existing security settings with the documents. When assigning a new security setting to all of the documents. See “Setup Additional Custom Fields Dialog Box” on page 221. You can also select a uniform default security setting to be applied to all of the migrated documents. you can also create a user and group access control list that will be applied to all of the documents during the migration. those users or groups will be removed from the access control lists before inserting the documents in the destination database. The Setup Additional Custom Fields dialog box is displayed. Relocating Documents To relocate documents: 1.Using WorkSite Monitor The remaining profile fields are accessed by clicking on the Additional Fields button in the Destination section of the Relocate Documents dialog box. 2. If the WorkSite Monitor tool encounters any users or groups listed in the ACL lists who are not valid users or groups on the destination database. The access control lists on the source database will remain unchanged if documents are only being copied (not relocated) between databases. Select Relocate from the Documents menu or press Ctrl+L. Select the Source Database and Destination Database on the Relocate Documents dialog box. Document Security While migrating documents. If you choose to assign a new security setting to all migrated documents. the security setting can assign default security dynamically based on the document’s class or subclass. These databases can be located on the same or different WorkSite Servers. 5. These values are used to search the source database and select documents for migration. If you want to delete the documents after they are successfully relocated. select the Move Documents check box. Documents that were not relocated successfully during the migration will not be deleted in the source database.Chapter 8: Using the Monitor Tool Figure 109 Relocate Documents dialog box 3. • • • 232 • • • WorkSite Server Administrator’s guide . Use the browse button to select search criteria from tables of validated entries. multiple migrations should be performed. 4. Enter selection criteria in the profile fields of the Relocate Documents dialog box. NOTE When multiple entries in a single profile field are necessary. Only one entry per profile field can be specified as search criteria. To create uniform access control lists for the documents or assign new default security setting(s). click the Additional Fields button in the Destination section of the Relocate Documents dialog box. To retain the same document and version numbers during the relocate or copy operation. however. 8.Using WorkSite Monitor 6. If any documents are busy or checked-out. then the document count is displayed. 9. a Monitor Question is displayed. WorkSite Server Administrator’s guide • • • 233 • • • . Click Start to obtain a count of the documents selected for migration. 7. NOTE If any entry exists in a profile field among the documents being migrated that is not a valid entry in the lookup tables on the destination database and a substitute valid entry is not provided and then that document will not be relocated. clear the check box and click Change Security. Click Cancel to change the status of these documents and proceed with the relocation. make sure the Use Existing Security check box is selected. 10. click the Additional Fields button in the Source section of the Relocate Documents dialog box. If you want to migrate document security settings with the documents. the checked-out documents will not be relocated. If you require substitutions of additional profile fields that are not shown in the Destination section of the Relocate Documents dialog box. If the documents are all in order. If your selection criterion requires additional profile fields that are not shown in the Source section of the Relocate Documents dialog box. The Setup Additional Custom Fields dialog box is displayed. The Setup Additional Custom Fields dialog box is displayed. All fields shown except the Description field must be valid entries in the lookup tables on the destination database. select the Use Same Number and Version as the Source check box. NOTE If you select Use Same Number and Version as the Source and a document already exists in the target database with the same number and version as one of the documents selected for relocation and then the relocate operation will fail for that document. See “Setup Additional Custom Fields Dialog Box” on page 221. 11. Click OK to continue with the relocation. Enter profile field substitutions in the fields listed in the dialog box. See “Setup Additional Custom Fields Dialog Box” on page 221. 15. Figure 110 Relocate Documents dialog box 13. Documents will continue to be migrated while the log file is being viewed. 16. Click OK to abort. or Cancel to leave the migration partially completed. • • • 234 • • • WorkSite Server Administrator’s guide . Click OK to rollback documents that were already relocated. or Cancel to continue the migration. you can click View Log to view the migration log file. click Abort. To abort the migration process. If you abort the migration process. The Relocate Documents dialog box is displayed. Click OK to continue. the WorkSite Monitor tool asks you if you want to abort the migration process. the WorkSite Monitor tool asks you if you want to rollback documents relocated during the migration process. While documents are being migrated. 14.Chapter 8: Using the Monitor Tool 12. or Cancel to return to the Relocate Documents dialog box. Click Start to begin the migration. When you click Abort. To retain existing security settings. If the Move Documents option was originally selected and you did not use the Rollback option and then the documents in the source database will be deleted when you click Close. When you are assigning new security settings to documents during relocation. 17. If you choose to retain existing security settings. you can choose to assign new default security settings to each of the documents based on the documents’ class/ subclass classifications. When the migration process is complete. Table 37 lists the options available for changing security settings. you have the option of viewing the log file or rolling back all documents relocated during the migration. 18. Documents in the source database remain unchanged if the Move Documents option was not selected or if you use the Rollback function. 19. Changing Document Security While you are relocating documents between databases. Click View Log to view the log file for the migration. Click Rollback to delete all relocated documents from the destination database.Using WorkSite Monitor If the Move Documents option was selected (as opposed to merely copying documents from one database to the other and leaving the source documents intact). those documents that were relocated will be deleted from the source database when you click Cancel in this message box. you have the option of retaining existing security settings or reassigning new security settings to documents. make sure that the Use Existing Security check box is selected in the Relocate Documents dialog box. Table 37 Options Available for Changing Security Settings Use existing default security settings and existing access control lists Assign default security Assign the same default according to document class security and access control or subclass. any users or groups listed in the access control lists who are not valid users or groups on the destination database will be removed from the access control lists for the copy of the document stored on the destination database. Click Close to exit the Relocate Documents dialog box. Click OK. an information message box is displayed. You can also assign the same default security setting to all of the documents being relocated. Before you exit the Relocate Documents dialog box. Assign the same lists to all documents access control lists to all documents WorkSite Server Administrator’s guide • • • 235 • • • . Documents in the source database that failed to migrate or that were rolled back will remain unchanged in the source database. 5. The Security Assignment dialog box is displayed. The Available Groups/ Users column lists the valid users and groups on the destination database. and click Change. The Security Assignment column lists the users and groups who will be assigned explicit privileges. To change the level of access assigned to users or groups listed in the access control list. select those users or groups and then click Remove. To remove users or groups from the access control list. Click OK in the message box to confirm the change.Chapter 8: Using the Monitor Tool To assign new security settings while relocating documents between databases: 1. • • • 236 • • • WorkSite Server Administrator’s guide . select those users and groups in the Available Groups/ Users column and click Add. 4. Figure 111 Security Assignment dialog box 3. 2. highlight those users or groups. Click Change Security. select the desired level of access from the Security Type list. To assign access privileges to specific users and groups. clear the Use Existing Security check box. Click OK in the message box to confirm the change. On the Relocate Documents dialog box. Select a default security setting to apply to all of the documents in the Default Security list. then the document’s default security is taken from the document class. 7. Bulk Profile Edit The Bulk Profile Edit function provides a method to make bulk edits to document profiles. or select the Use Class/Subclass Security check box to assign default security to each of the documents based on its class or subclass.Using WorkSite Monitor 6. Click OK to close the Security Assignment dialog box and return to the Relocate Documents dialog box. This function is the same as the Relocate Documents function. the document’s default security setting is selected from the document’s subclass. WorkSite Server Administrator’s guide • • • 237 • • • . except that the source and destination servers and databases are the same. When there is no subclass assigned for a document. Figure 112 illustrates the Bulk Edit Document Profiles dialog box. If the Use Class/Subclass Security check box is selected and the subclass field in the document’s profile contains a value. the only problems that can occur when substituting values in the validated profile fields is if an invalid value is typed directly into the text field for a validated profile field. In this case the bulk profile edit will fail.Chapter 8: Using the Monitor Tool Figure 112 Bulk Edit Document Profiles dialog box Because the source and destination are the same in the Bulk Edit Document Profiles dialog box. • • • 238 • • • WorkSite Server Administrator’s guide . This dialog box functions the same way as the Relocate Documents dialog box. See “Relocating Documents between Databases” on page 229. you can reassign documents to a different author or different operator. Figure 113 Reassign Documents by Operator dialog box 3. Select either By Author or By Operator. If documents are found. The Reassign Document by Author or Operator dialog box is displayed. a message box is displayed indicating the number of documents selected for reassignment. 5. If you select By Operator. Use the browse button next to the From field to select the user name that will be replaced each time it appears in the Author or Operator field. replacement user name. the WorkSite Monitor tool replaces a particular user name with another designated user name every time it appears in the Author field in a document’s profile record. the WorkSite Monitor tool replaces every instance of a particular user’s name in the Operator field with a different. Select a database from the Database Name list. reassigns all documents in that database that are attributed to that author or operator to the new author or operator. Use the browse button next to the To field to select the replacement user name that should be inserted in the Author or Operator field. 1. 7. 8. Select Reassign from the Documents menu. WorkSite Server Administrator’s guide • • • 239 • • • . The reassign command. 6. 4. Select a server from the Server Name list.The Reassigning Documents dialog box is displayed.Using WorkSite Monitor Reassigning Documents by Author or Operator With the WorkSite Monitor tool. If you select By Author. Click OK. 2. Click Start to search for documents to reassign. This username replaces the existing name in the author or operator field. Click Start to begin the reassignment process. click Close to return to the Reassign Documents to Author or Operator dialog box. Document Archiving Documents can be archived and restored from within the WorkSite Monitor tool. you will not be able to undo changes automatically. The actual documents themselves are deleted from the file server to free up storage space. If you click Abort. You can reassign the documents again to restore them.Chapter 8: Using the Monitor Tool 9. 10. Click Cancel to continue with the reassignment process. Click OK to stop the reassignment process. While documents are being reassigned. the WorkSite Monitor tool asks you whether you want to stop or proceed with the reassignment. Archived documents are stored collectively in archive sets. Document profile information for the archived documents is not deleted from the database. you can stop the reassignment process by clicking Abort. 11. • • • 240 • • • WorkSite Server Administrator’s guide . Click Cancel to close this dialog box. When documents are archived. When the reassignment process is finished. Figure 114 Reassigning Documents dialog box NOTE The reassignment process does not provide a rollback option. After documents are reassigned. the WorkSite Monitor tool copies the selected documents to an archive location and marks the documents as archived in the database. If multiple searches are performed to select and mark documents for archiving. They are flagged for archiving remain flagged until they are archived. or until they are specifically unmarked using the WorkSite Monitor tool. a removable hard-disk drive. these searches act cumulatively to add marked documents to the list.Using WorkSite Monitor Archive Devices Documents can be archived to any device on the network with a UNC path. a tape drive. Marking documents for archiving Archiving the marked documents Marking Documents for Archiving Documents are selected and marked for archiving based on any of the following criteria: Specified document profile information Date the document was last edited Document classified as “expired. or any other archival storage device. • • • 241 • • • WorkSite Server Administrator’s guide . Archiving Process The archiving process is done in two steps. It is up to the administrator or database librarian to restore archived documents that have been requested by users. Users can also restore archived documents automatically using the WorkSite Network client only if the WorkSite Server can access the archive set that contains the documents. Document Restoration Documents can be restored selectively or collectively from within the WorkSite Monitor tool. If users request an archived documents that is contained in an archive set that cannot be accessed by the WorkSite Server. You can unmark documents for archiving in the WorkSite Monitor tool by viewing the list of all documents currently marked for archiving and selecting individual documents to unmark from the list. an optical disk drive. Documents that meet the specified search criteria are flagged for archiving in the database.” See “Expired Documents” on page 242. The archive device can be an actual disk drive. then the restore request is recorded in the database. If the device is a mapped drive. The device can be permanent or removable. the drive should be mapped on the WorkSite Server. Documents marked for archiving remain fully available to users until archived. then the retention period specified for that document’s class is used. During third time. Expired documents are not automatically marked for archiving. You must search for expired documents in the database and mark them for archiving. even if it has not been edited or accessed.Chapter 8: Using the Monitor Tool Expired Documents Each document class and subclass has a specified period of days called a retention period. Press Ctrl+M. then the retention period specified for that document’s subclass is used to determine whether or not the document is expired.” when it has not been accessed for a period of days greater than the retention period specified for its class or subclass. or select Archive and then Mark from the Documents menu. Select a database in the Server WorkSpace window 2. A document “expire. • • • 242 • • • WorkSite Server Administrator’s guide . the document remains in the database. If there is no subclass specified for a document. To search for documents to mark for archiving: 1. If the document is classified with a subclass. The Mark Documents for Archiving dialog box is displayed. The Setup Additional Custom Fields dialog box is displayed. Use the browse button to choose criteria from the database lookup tables. 4. click Cancel to cancel the request. Click Mark to search for all documents that meet the specified search criteria and mark those documents for archiving. Click OK in the message box to mark the selected documents for archiving. WorkSite Server Administrator’s guide • • • 243 • • • . In the profile fields. 5. Click Additional Fields to enter criteria in additional profile fields not displayed in the dialog box. The search results includes documents that meet this criteria and are already marked. Select the Expired Documents check box to search for and mark documents that have expired. 6. A message box indicates the number of documents that meet the search criteria. enter the criteria used to select documents for archiving. See “Setup Additional Custom Fields Dialog Box” on page 221.Using WorkSite Monitor Figure 115 Mark Documents for Archiving dialog box 3. See “Expired Documents” on page 242. 7. Use the browse button to choose criteria from the database lookup tables. Unmarking Documents for Archiving You can select documents that you want to unmark from a list of currently marked documents. You can also search for and unmark all documents that meet a specified criteria. and then either Archive or Mark. The message box displays the number of marked documents that meet the selection criteria. The Setup Additional Custom Fields dialog box is displayed. See Figure 115. you can also unmark documents that meet specified search criteria or view the list of all documents currently marked for archiving and selectively unmark documents in the list. The Mark Documents for Archiving dialog box is displayed. a message box appears reporting on the success of the unmark operation. Click OK to close the message box. To unmark documents based on search criteria: 1. 3. Click Unmark to unmark documents that meet the selection criteria. • • • 244 • • • WorkSite Server Administrator’s guide . 6. 2. 4. Click OK to unmark the selected documents. 7. 5. or select Archive and then Mark from the Documents menu. A list marked documents is displayed in the Documents Marked for Archiving dialog box. See “Setup Additional Custom Fields Dialog Box” on page 221. 2. Click View. Select the database in the Server WorkSpace window. After all selected documents are unmarked in the database. 3. In the profile fields. or click Cancel. you can select Archive from the Documents menu. Press Ctrl+C or Ctrl+M to display the Archive Documents or the Mark Documents for Archiving dialog box. Select a database in the Server WorkSpace window. Press Ctrl+M. Click Additional Fields to enter criteria in additional profile fields not shown in the dialog box. Alternatively. enter criteria that should be used to select documents for unmarking.Chapter 8: Using the Monitor Tool From the Mark Documents for Archiving dialog box. To select documents for unmarking: 1. Using WorkSite Monitor Figure 116 Documents Marked for Archiving dialog box 4. To remark a document. NOTE You must click the Save & Refresh or Save & Close button to change the status of documents on the Documents Marked for Archiving dialog box. the changes that you made are not saved to the database. WorkSite Server Administrator’s guide • • • 245 • • • . If you click Cancel. Double-click a row in the table to toggle the marked or unmarked status of that document. Alternatively. 5. 6. click on the empty box icon. Click Undo to restore the display to its original state. clear the check box that appears next to the document number in the table. To unmark a document for archiving. including those made by the Undo command. Click Save & Refresh to save your changes and refresh the display to show only those documents that remain marked for archiving. The changes made through multiple Save & Refresh commands are canceled by clicking Undo. you can mark and unmark documents by selecting a document and then clicking the spacebar. Archiving After you have marked documents. To archive all marked documents: 1. 2. Changes you made since the last time you saved the current status of documents are not preserved when you click Cancel. until you click Save & Refresh or Save & Close buttons. you can select Archive from the Documents menu. and then Archive from the Documents menu. 3. • • • 246 • • • WorkSite Server Administrator’s guide . 2. 3. Select the database in the Server WorkSpace window. A list of all documents currently marked for archiving is displayed in the Documents Marked for Archiving dialog box. 8. Click Cancel to close the dialog box without saving the current status of documents. Click Save & Close to save the current marked or unmarked status of documents and close the dialog box. The Archive Documents dialog box is displayed.Chapter 8: Using the Monitor Tool NOTE Changes that have been saved to the database are undone on your display only. and then either Archive or Mark. 7. Click View. Press Ctrl+C. you can archive them by selecting Archive. Viewing Marked Documents To view marked documents: 1. Use the browse button next to the Operator field to identify the user who is creating the archive set. Select the database in the Server WorkSpace window. This dialog box can be used to selectively mark or unmark documents for archiving. Press Ctrl+C or Ctrl+M to display the Archive Documents or the Mark Documents for Archiving dialog box. or select Archive and then Archive from the Documents menu. Alternatively. For Path field. 9. press Ctrl+Enter. 7. The current date is selected by default. To insert a horizontal tab in the Comments field. 6. See “Archive Devices” on page 241. press Ctrl+Tab. To select a new date. Click View to view a list of the documents marked for archiving or to remove individual documents from the list of those selected for archiving. 5. Click Start. Documents can be archived to any device on the network with a UNC path. WorkSite Server Administrator’s guide • • • 247 • • • . The Archiving Documents dialog box is displayed. Enter a description of the archive in the Comments field. use the browse button next to select a storage location for the archive set.Using WorkSite Monitor Figure 117 Archive Documents dialog box 4.) 8. Locate the Date field. To enter a carriage return in the Comments field. (See “Unmarking Documents for Archiving” on page 244. The number of documents currently selected for archiving is displayed. click the arrow and select a date from a calendar. Click Yes. Click Start to begin the archiving process. Click Close. They are marked as available in the database. a message box appears asking you if you want to discontinue the archiving process. the documents are copied from the archive location to the file server. If you abort the archiving process. Restoring Archived Documents The WorkSite Monitor tool can be used to restore archived documents. 11. The documents will continue to be added to the same archive set. You have the following options: If you click Abort button. Click Start to continue archiving the remaining documents marked for archiving in the database. Users can restore documents themselves from the WorkSite Network client. Individual archived documents or archive sets can be restored by user request.Chapter 8: Using the Monitor Tool Figure 118 Archiving Documents status box 10. click Abort to stop the archiving process. If necessary. a message displays indicating when the archiving process is finished. NOTE In the Archiving Documents dialog box. if the archive set that contains the • • • 248 • • • WorkSite Server Administrator’s guide . 12. When you restore archived documents. The status of the archiving process is displayed in the Archiving Documents dialog box. Click OK to abort the process or Cancel to continue archiving. you can still continue archiving documents. as long as you do not close the Archiving Documents dialog box. then click Restore. and click Requested By. and then User Requests. A message will be displayed after the documents are restored successfully. WorkSite Server Administrator’s guide • • • 249 • • • . Restoring Archived Documents from User Requests To restore archived documents from user requests: 1. To delete one or more restore requests from the list. select those documents. To restore selected documents in the list. To confirm the delete. Click Find to search the list for a specified search string. select those requests. 6. Press Ctrl+Q to display the Restore Document Requests dialog box. 2. Select the database name in the Server WorkSpace window. click OK. Figure 119 Restore Document Requests dialog box. then Restore.Using WorkSite Monitor document is available to the WorkSite Server. If the archive set is unavailable. select that document. The Restore Document Requests dialog box displays a list of documents that have been requested for restoration. You can also display this dialog box by selecting Archive from the Documents menu. then click Delete. 4. 3. 5. a user request is generated and can be viewed with the Monitor tool. To view a list of users who have requested restoration of a document in the Restore Document Requests dialog box. Figure 120 The Document Request List dialog box Restoring Archived Documents from Archive Sets You can restore individual documents or entire archive sets. If you attempt to restore documents from an archive set that is not available to the WorkSite Server. the document would have been restored automatically. The Restore Archived Documents dialog box displays a list of all archive sets that have been created. When finished restoring documents from user requests. Otherwise. Select the database from which you want to restore documents in the Server WorkSpace window. you will receive an error message. User requests are generated only when the WorkSite Server was unable to locate the archive set that contained the document when the user requested it. 7. click Close. 1. 2.Chapter 8: Using the Monitor Tool NOTE Confirm that the archive set used to restore documents is available to the WorkSite Server. • • • 250 • • • WorkSite Server Administrator’s guide . Press Ctrl+R to display the Restore Archived Documents dialog box. Click Find to search the list for a specified search string. To view a list of documents contained in an archive set before restoring. 5. and then From Archive Set from the menus that appear. 3. Click OK to continue the restoration procedure. WorkSite Server Administrator’s guide • • • 251 • • • . highlight the archive set.Using WorkSite Monitor Figure 121 Restore Archived Documents dialog box NOTE The Restore Archived Documents dialog box can also be displayed by selecting Archive from the Documents menu. then click View. click Close to return to the Restore Archived Documents dialog box. To restore an entire archive set. 4. A message box displays the number of documents contained in the archive set that have not been restored. When finished viewing. select the archive set in the Restore Archived Documents dialog box. and click Restore. 6. then Restore. The Restore Documents in Archive Set dialog box is displayed. 11. 3. 2. Click OK in the message box that is displayed. The Restore Archived Documents dialog box displays a list of all archive sets that have been created. click Cancel.Chapter 8: Using the Monitor Tool Figure 122 Restore Documents in Archive Set dialog box 7. In the Restore Documents in Archive Set dialog box. You can also select Archive from the Documents menu. To continue restoring documents. You have the following options: A message box will be displayed asking you if you want to abort the process. click OK. now that you have restored all of the documents contained in it. To restore individual documents from an archive set: 1. click Close. Click Find to search the list for a specified search string. To abort. Click Start again in the Restore Documents in Archive Set dialog box. select the archive set and then click Delete. and then From Archive Set from the menus that appear. • • • 252 • • • WorkSite Server Administrator’s guide . 10. then Restore. you can still choose to continue restoring documents in the archive set. 9. After you abort the restore process. If necessary. click Start to begin restoring documents. Select the database from which you want to restore documents in the Server WorkSpace window. 8. If you are finished restoring documents from archive sets. click Close when the WorkSite Monitor tool is finished. If you want to delete the archive set. In the Restore Documents in Archive Set dialog box. click Abort to interrupt the restoration process. Press Ctrl+R to display the Restore Archived Documents dialog box. 6. Figure 123 Restore Documents from Archive Set dialog box The Restore Documents from Archive Set dialog box displays the documents included in the archive set. then the status of the documents in the Restored column will change from N to Y. 8. 9. 7. This window also indicates whether the document has already been restored by displaying Y in the Restored column.Using WorkSite Monitor 4. The Restore Documents from Archive Set dialog box is displayed. They are listed by document and version number. you can delete the archive set by selecting it in the Restore Archived Documents dialog box. If you are finished restoring documents from this archive set. If the document(s) are restored successfully. If the list of documents is very long. 5. If all documents from that archive set have been restored. • • • 253 • • • WorkSite Server Administrator’s guide . then clicking Delete. Select the archive set that contains the document(s) that you want to restore. then click Restore. click Find to search through the list for a specified search string. click Close. then click View. Select the document(s) that you want to restore. Click OK to close the Customize dialog box. Low. 6. 2. Click the Toolbars tab. 4. and High. The frequency with which the Statistics tab is updated depends on the frequency with which queries are sent and the speed with which the WorkSite Servers are able to respond to these queries. Select Set Priority from the View menu and then select one of the options: High. Drag and drop menu options or toolbar buttons into your new toolbar. A new toolbar appears in the WorkSite Monitor main window. These queries are sent to each of the WorkSite Servers registered to update the information displayed in the Statistics tab. Table 38 Setting the Frequency with which the Statistics window is updated Priority Frequency with which queries are sent to the WorkSite Server(s) Paused Low Normal High No queries sent Once a minute Once every 10-15 seconds Once a second Create a Custom Toolbar You can create custom tool or menu bars in the WorkSite Monitor tool. Normal. Click the Commands tab in the Customize dialog box to display the Commands tabular window. 2. Click the Statistics tab or select Statistics from the Window menu. 3. Low. • • • 254 • • • WorkSite Server Administrator’s guide .Chapter 8: Using the Monitor Tool 10. Select Customize from the View menu. Click New and enter a name for the new toolbar in the New Toolbar dialog box. Set Priority The Set Priority option in the WorkSite Monitor tool sets the frequency with which the WorkSite Monitor tool sends queries. When you are finished restoring documents from archive sets. click Close. To change the frequency of queries sent to the WorkSite Servers: 1. 1. or Paused. 5. Alternatively. right-click the Statistics tab to display the menu. Normal. The options available are Paused. The Find dialog box is displayed. A log file called Relocategail. detailed information about the migration is stored in an additional log file named “Relocate” + the User ID of the user who performed the migration plus the extension. Click Find in any of the WorkSite Monitor tool’s dialog boxes or click Find from the Edit menu. It includes information the following information: Source and destination database names Criteria used to select documents for migration Numbers and version information for documents that failed to migrate Additional error information For example. It is stored in the installation path for WorkSite.log”. This file is stored in the installation path for WorkSite. When relocating documents between databases. a user named Gail performs a relocate documents procedure.Log.Using WorkSite Monitor Log Files The WorkSite Monitor tool has log file called Monitor. 1. Using the Find Dialog When a Find button appears in any of the dialog boxes that are available in WorkSite Monitor.Log is created. Figure 124 Find dialog box WorkSite Server Administrator’s guide • • • 255 • • • . “. you can search through the list of displayed items for a specified search string using the Find dialog box. Use the Forward and Backward radio buttons to select the direction for the search from the current cursor position. • • • 256 • • • WorkSite Server Administrator’s guide . after entering the information. 3. 4.Chapter 8: Using the Monitor Tool To use the Find dialog box: 1. the WorkSite Monitor tool ignores case when searching for a string. the WorkSite Monitor tool does not find matches to your search string that are parts of other words. 2. Enter the string for which you would like to search in the list in the Search String field. If you select the Match Whole Word check box. the WorkSite Monitor tool performs a case-sensitive search. Select the column in which you would like to search from the In Column list. 6. 5. By default. If you select the Match Case check box. Click Find Next. The Rules Engine uses a table in the database to specify the events and documents or folders that have rules associated with them. The Rules Engine scans the event log and compares the events with the Rules Engine table. The e-mail user ID can be different. For example. Requirements The Rules Engine Service must have administrative privileges on the machine where it is installed and must have permission to log on as a service. you can set up conditions where an event in the document management system triggers an e-mail notification. The Rules Engine uses SMTP to send e-mail notifications. The WorkSite Server logs events. the Rules Engine starts a process to follow the rule. such as Outlook. WorkSite Server Administrator’s guide • • • 257 • • • . Lotus Notes. Notification rules can be configured for both documents and folders.” When any user uploads a document to the folder. the Rules Engine sends an e-mail to everyone on the page as the user that created the rule. Windows Messaging uses the currently configured e-mail client. a user creates a rule on a folder (from WorkSite Web client 4. The Rules Engine startup ID and the system login ID must be the same. The e-mail notifications are sent under the auspices of the e-mail account of the user who created the rule. or Groupwise.0) that says: “Send an e-mail to everybody on the page when anyone uploads a document to this folder. If the Rules Engine finds a match for an event in a document or folder with a rule in the table. such as those for document history.Chapter 9 Configuring the Rules Engine Overview With the Rules Engine. Create an ODBC System DSN for the SQL Database. the WorkSite Service Add/Remove dialog is displayed. 6. Install the SQL Client on the Rules Engine Server. 2. Configure TCP/IP using SQL Client Network Utility. Test connectivity. Installing Rules Engine The Rules Engine is an optional service which is included with the WorkSite Server. After completing the WorkSite Server installation. Install WorkSite Server. 5. Refer to Chapter 1 of the WorkSite Server Installation Guide for detailed instructions.xml). Preparing for the Rules Engine Server Installation the process for preparing and installing a dedicated Rules Engine Server is similar to the setup of the WorkSite Server. the Sent From e-mail address for the rule will be set to the default e-mail address specified in Administrative options (Options.Chapter 9: Configuring the Rules Engine The user's e-mail address comes from the user table in the WorkSite Server. The steps required are outlined here: 1. If the user’s e-mail address is blank. then when that user creates the rule on the folder. 4. as shown in Figure 125: • • • 258 • • • WorkSite Server Administrator’s guide . 3. Log into the Rules Engine Server using the Windows user account that will be used by Rules Engine Service. Select the Rules Engine service in the left column and click Add to move it to the Installed column. The Rules Engine Startup dialog opens.Installing Rules Engine Figure 125 WorkSite Service Add/Remove 1. WorkSite Server Administrator’s guide • • • 259 • • • . as shown in Figure 126. 4.Chapter 9: Configuring the Rules Engine Figure 126 Rules Engine Startup Dialog 2. In the Startup Type section. Click OK to return to the WorkSite Service Add/Remove dialog.exe program located by default at C:\Program Files\Autonomy\WorkSite\Server\. • • • 260 • • • WorkSite Server Administrator’s guide . enter a Username (Logon ID) and Password for the Windows User Account that will be used to run this service. 6. A dialog opens with an informational message: Granted “Service logon privilege” to account. Click Exit. Click OK. 3. 5. select one of the following options to determine how the service will be started: Automatic—the service starts automatically on system boot/reboot. NOTE WorkSite services can be uninstalled or reinstalled later by running the imSvrIns. Manual—the service must be started manually using the WorkSite Service Manager tool. In the Logon section. Configuring Rules Engine Database Properties Configuring Rules Engine Service File Server Properties Configuring Rules Engine Service Properties Configuring Rules Engine Database Properties You can connect each Rules Engine Server to multiple WorkSite Databases. select Databases Setup. WorkSite Server Administrator’s guide • • • 261 • • • .Configuring Rules Engine Service Properties Configuring Rules Engine Service Properties You must set up the Rules Engine service properties before using the service. select All Programs. If multiple services are running on the same machine. There are four areas that you need to set up for Rules Engine. the different WorkSite service programs can connect to different sets of databases. Click Add to define a database connection for the Rules Engine Service. Figure 127 Database Setup dialog box 4. From the Properties menu. then Autonomy. then click iManage Service Manager. To select the databases to which the WorkSite Server should connect: 1. 2. 3. Select the Rules Engine Service from the list of available services. Start the WorkSite Service Manager: From the Windows Start menu. Configuring Rules Engine Service File Server Properties The WorkSite Server must be able to connect to the file servers on which the actual documents in the database are stored. Click OK. Click the Microsoft Windows Operating System tab. Enter or select the desired database plus Logon ID and Password. • • • 262 • • • WorkSite Server Administrator’s guide . In the WorkSite Service Manager window. NetWare tab 3. To configure connections between the Rules Engine service and the document file servers: 1. Figure 129 File Server Connections Dialog. select File Server Setup. The File Server Connections dialog opens. select the Rules Engine Service.Chapter 9: Configuring the Rules Engine Figure 128 Database Properties Dialog 5. From the Properties menu. 2. If any of your File Servers are Novell Bindery or Novell NDS. per machine). you can specify an alternative account to use. Microsoft Windows Tab By default. Figure 131 File Server Connections Dialog. Microsoft Windows tab 4. to try to gain access to the file server. Rules Engine Service always uses the Service Logon account first. to try to gain access to any Windows file server. in case the Rules Engine Service is unable to log into the file server using its service logon account.Configuring Rules Engine Service Properties Figure 130 File Server Connections Dialog. You can only specify one account per Rules Engine Service (that is. the Rules Engine Service uses the Windows account used to log in. In this dialog box. click the NetWare tab and enter the Novell NetWare login account and password to be used by the Rules Engine Service to log into all file servers that are Novell NetWare. Whether or not an alternative account is specified. You created this account when you set up the File Server in “File Server Setup” on page 28. • • • 263 • • • WorkSite Server Administrator’s guide . Each Rules Engine Service is capable of connecting to both Windows 2000 and Novell NetWare File Servers.Chapter 9: Configuring the Rules Engine To specify Novell NetWare login criteria: 1. Select either a Bindery or NDS connection. NOTE You may specify connection criteria for both Windows 2000 and Novell NetWare File Servers for the same Rules Engine Service. Click OK to close the dialog box. Enter the LoginID and Password for the Novell NetWare User Account created for the WorkSite Server. 2. To set up Rules Engine Service Properties: 1. Enter the interval (in minutes) for Rules Engine scanning in the Process new events every __ Minutes field. If you selected NDS. Figure 132 Rules Engine Properties Dialog 3. select the Rules Engine Service. From the Properties menu. select Service Properties . 4. Click the NetWare tab in the File Server Connections dialog box. Configuring Rules Engine Service Properties You can determine how often you want the Rules Engine to check for events associated with rules and specify the SMTP server that will issue the email notifications. 3. The Rules Engine Properties dialog opens. 5. • • • 264 • • • WorkSite Server Administrator’s guide . 2. In the WorkSite Service Manager window. then you must also enter a Context. the SMTP port is 25. for testing purposes. WorkSite Server Administrator’s guide • • • 265 • • • . This must be a valid e-mail account to which you have access. (Your typing may not be echoed back to you and may not appear in the window. 2. select the Rules Engine Service. In the WorkSite Service Manager window. Type RCPT TO: <destinatione-mailaddress> and press enter. 4. By default. select Start Service. Starting the Rules Engine Service 1. Type MAIL FROM: and type an e-mail address of the following format and press enter. 1.) 3. Mail from e-mail address format: anybody@<SMTPSERVERNAME> Example: anybody@WIN2K_TESTBOX You can use ANY e-mail account name for this purpose. Go to the command line and type: TELNET [SMTPSERVERNAME] [SMTP PORT] Where SMTPSERVERNAME is the name of the server or IP address running SMTP service and SMTP port is the port being used for SMTP service. Click OK. If any problem occur while starting the Rules Engine Service. 5. check all of the settings created for Rules Engine Service in this chapter and check the Rules Engine Service Log File for clarifying information. Test SMTP Connectivity This procedure can be used from any Windows Server to verify connectivity with a remote SMTP service. Example: c:\> TELNET WIN2K_TESTBOX 25 2. Where destinatione-mailaddress is an address in a valid domain for that SMTP service. Type HELO and press enter. Enter the name or IP address of the SMTP server that will be used to send the email notifications in the SMTP Server field. From the Service menu. whether or not such an account really exists.Starting the Rules Engine Service 4. “Running Microsoft Internet Information Server 4.) 5. Microsoft Press.0”. Figure 133 Command window showing SMTP Connectivity test 8. a single period only. Type QUIT and press enter to exit the application. Type DATA then press enter. Be sure that the e-mail address that you specify is within a domain to which the SMTP service is allowed to forward messages.0 Administrator's Pocket Consultant. Type “This is a test.” and press enter. pages 215-249. 1998. see below. Pages 691-705. 6. Verify that the message has arrived in the destination e-mail account. 2001. Type “. on its own line). 9. • • • 266 • • • WorkSite Server Administrator’s guide . NOTE Source: This information was obtained from Microsoft's book. See Also: Microsoft Windows 2000 and IIS 5. published by Microsoft Press.Chapter 9: Configuring the Rules Engine (SMTP Services must be configured to allow mail forwarding to remote domains. For instructions on configuring SMTP domains.” and hit enter (that is. You should see a message indicating that the test e-mail message has been queued for delivery. 7. edu address. Otherwise. Refer to Microsoft's documentation on configuring SMTP Service for information on how to configure SMTP to forward e-mails to remote domains. you must add it using the Windows Components section of the Add or Remove Programs Control Panel. To add a remote domain for SMTP service: 1. Navigate to Default SMTP Virtual Server.).com. as shown in Figure 134. Refer to the Microsoft Management Console online help for detailed instructions. NOTE If this option is not available. the SMTP Service will not forward messages to the designated addressee. WorkSite Server Administrator’s guide • • • 267 • • • . or *.net. Right-click My Computer and select Manage to open the Computer Managmeent Console. etc.Configuring SMTP Service to Allow Forwarding to Remote Domains Configuring SMTP Service to Allow Forwarding to Remote Domains The SMTP Service must be configured to allow forwarding to remote domains (any *. 2. *. then select Domain.Chapter 9: Configuring the Rules Engine Figure 134 Computer Management Window. New Domain 3. • • • 268 • • • WorkSite Server Administrator’s guide . Right click on Domains and point to New. Figure 136 New SMTP Domain Wizard Domain Name Dialog 5. Double-click Domains to view the domain you created. Enter your domain name in the Name field and click Finish. WorkSite Server Administrator’s guide • • • 269 • • • .Configuring SMTP Service to Allow Forwarding to Remote Domains Figure 135 New SMTP Domain Wizard Dialog 4. 6. Select Remote and click Next. as shown. Right-click the domain you just created and choose Properties. Check Allow incoming mail to be relayed to this domain check box. 8. 9. Table 39 Events to Associate with Rules Event Content Type Update Profile • • • 270 • • • Document WorkSite Server Administrator’s guide .Chapter 9: Configuring the Rules Engine 7. Click OK. Associating Events with a Rule Table 39 lists events that you can use to trigger e-mail notification. Figure 137 Computer Management. Properties The Properties dialog opens. WorkSite Server Administrator’s guide • • • 271 • • • .Setting Up an E-mail Host Table 39 Events to Associate with Rules Event Content Type CheckIn--Create New Version CheckIn--Create New Document CheckIn--Replace (Modify) Document Import Document Copy Document Synchronize/Replace--Replace (Modify) Document Synchronize/Replace--Create New Version Restore Archived Document Request Restore Create Folder Delete Folder Insert Document into Folder Delete Document from Folder Redistribute Document User Defined Event Document Document Document Document Document Document Document Document Document Folder Folder Document Document Document Document or Folder Setting Up an E-mail Host In order for Rules Engine to send e-mail notifications. or Lotus Notes) on the Rules Engine server. Install Windows Messaging if your e-mail client does not automatically do so. On the e-mail server. To setup an e-mail account: 1. use the e-mail administration program to create a recipient (user) mailbox. Create a user on the domain or Novell Network server. 3. you must set up an e-mail account for it. Install your e-mail client (such as Microsoft Outlook. The user mailbox name must correspond to the domain account you set up on the domain server. The Rules Engine uses this user alias to send e-mail notifications. 2. Chapter 9: Configuring the Rules Engine 4. set up the e-mail client to communicate with the e-mail server by entering the server name and the user mailbox name you created for use by the Rules Engine. On the Rules Engine server. • • • 272 • • • WorkSite Server Administrator’s guide . Chapter 10 WorkSite Cluster Manager Service Overview This chapter includes the following topics: “Introduction to Clustering” “How Does Clustering Work?” “Setting up a WorkSite Server Cluster” “Using the Cluster Manager” “UDP Port Requirements for Clustering Transport” “Installing Cluster Manager Service” “Configuring WorkSite Server Service” Introduction to Clustering A cluster is a group of servers that act like a single system to provide higher availability. automatic redirection to other servers in the cluster. The WorkSite Clustering Server is a service that enables multiple WorkSite Servers to act collectively as a cluster. • • • 273 • • • WorkSite Server Administrator’s guide . and parallel processing. When WorkSite Servers begin to act as a cluster. load balancing. and in the event of a server failure. client applications benefit from automatic load balancing across services. In a server failure. the WorkSite Servers in the other locations can connect to distributed servers and databases. Another feature of clustering is fault tolerance. every WorkSite Server has access to the libraries or databases on the network. The cluster manager automatically shifts the workload of the failed server to another one in the cluster. based on a distributed model. This feature of clustering is called Automatic Load Balancing. Similarly. If a request is sent from San Francisco. Advantages of Clustering A clustered environment has the following advantages: Automatic Load Balancing and Client Redirection Fault Tolerance Improved Performance over the WAN • • • 274 • • • WorkSite Server Administrator’s guide . For example. and Los Angeles. clustering is essential in an distributed environment where there are multiple physical locations that are geographically separated. which is the ability to add resources and computers to improve performance. This WorkSite Server then queries the required database. The Cluster Server passes on requests to the WorkSite Server with the least loading. Seattle. It helps to ensure the availability of data. and addresses the need for high scalability. a server in a cluster stops working. retrieval is further slowed. The WorkSite Server with clustering is a solution designed to balance load on the servers. For example. Since the WorkSite Servers are connected to all the databases. Consider a law firm with employees who need to access documents from repositories that are located in geographically distributed locations. In a clustered environment. The WorkSite Server in San Francisco connects to the databases in San Diego. and determines the load of each WorkSite Server. for a document located in San Diego in a non-clustered environment retrieving the document over the WAN is slow. It helps to improve performance over the WAN. The Cluster Server is configured for the WorkSite Servers that are part of a cluster. Clustering results in a fully meshed configuration.Chapter 10: WorkSite Cluster Manager Service Using Server Clustering This section describes clustering and its advantages. improve performance and network utilization when users need to access document repositories across the WAN. this procedure ensures that the document is retrieved from the database using the server which is least loaded. It receives requests. a law firm has several offices across the globe. The WorkSite Server queries the required database. Features of Clustering The basic features of server clustering on a network are: Automatic load balancing across available WorkSite Servers Automatic client redirection in the event of a server failure • • • 275 • • • WorkSite Server Administrator’s guide . A lawyer may request for a document residing in one of the repositories. Based on this information. A large number of travelling lawyers access these servers and their repositories. and requests the WorkSite Server that is less loaded. Clustering may be required for a set of servers located in New York. It points to the IP addresses of all the servers in the cluster. and returns the results to the requesting client. Chicago. Figure 138 Clustering Model The WorkSite cluster is an entity defined in the DNS. A distributed model is implemented in this environment.How Does Clustering Work? How Does Clustering Work? For example. the client tool connects to. The DNS returns information relating to the current load on each server and the list of IP addresses to the requesting client. and Beijing. There are two types of connections: • • • 276 • • • WorkSite Server Administrator’s guide . 5. 4. 2. It determines which server has the lowest connection count. and current load (or connection count) information. One for each of the WorkSite DMS servers that are listed under the cluster. the client uses the following process to make a server connection: 1. and their current loads. Figure 139 Cluster Manager working as a load balancer When clustering is implemented.Chapter 10: WorkSite Cluster Manager Service Automatic Load Balancing Automatic Load Balancing is available to client applications that connect to a cluster. port. A client application receives information about the available servers. The client then sends a UDP multicast to each of these servers using the IP addresses. The servers reply with their IP address. 3.dll) reviews the server loads. The DNS returns a list of IP addresses. The client application chooses the server in the cluster that has the lowest load. The client (specifically the imanage. and connects to that server with the supplied IP address and port. The client queries the DNS for the cluster name. It only reconnects when the user performs an action that requires a server connection.How Does Clustering Work? Brokered. The desktop clients can be configured to make a direct TCP connection to a particular server. During this 30 seconds. Direct. On subsequent transactions. It determines the WorkSite DMS that it use to establish connection. 1 = Directed: Establishes a direct TCP/IP connection to the specified WorkSite DMS only. or response depends on the type of shutdown. the clients silently connect to an active server within the same cluster. When a client application becomes inactive. Configure a DWord called Connection Mode and set the value. • • • 277 • • • WorkSite Server Administrator’s guide . the desktop clients use a "discovery" mechanism. Each client disconnects from the cluster member. The client application reconnects to the server in the cluster that is reporting the lowest load. When a WorkSite DMS is stopped through the WorkSite Service Manager. These disconnections and reconnections are transparent to the user. Failing that. The values indicate the following: 0 = Discover: Attempts to discover whether a cluster manager is available to broker a connection. Graceful Shutdown. the remaining WorkSite DMS Servers notify the clients of the unavailable server after 30 seconds. it performs an implicit logout from the server. This is the default setting. In a brokered connection. based on the current load details. 2 = Brokered: Establishes a brokered connection through a Cluster Manager only. Locate the following hive of the registry: HKLM\Software\Interwoven\WorkSite\Server Common\ 2. The clients reconnect with the active servers. it attempts a direct TCP/IP connection to the specified address. This mechanism includes both UDP and TCP communication to determine whether a connection needs to be made to a WorkSite DMS Server or a WorkSite DMS Cluster. The client and cluster connectivity. To configure the connection mode on the desktop clients: 1. the client uses TCP/IP to make a connection with the first server that responds. the clients of the unavailable server may notice transaction failures. the client asks the Cluster Manager for the connection information using UDP. In a direct connection. Automatic Client Redirection A shutdown can be graceful or unexpected. The cluster member sends a UDP notification to the Cluster Manager and clients of intended shutdown. By default. it sends a notification to its peers and its clients. During a computer or network failure. or to use a brokered connection from the registry. From the control panel. This notification does not happen immediately. instead of UDP port 2637. When a clustered WorkSite Server is shutdown. The WorkSite Server connects to one of these entities. Setting up a WorkSite Server Cluster This section describes the set up phases for a WorkSite Server Cluster. A random UDP port is used. If a WorkSite Server does not report to its peers in 30 seconds. Unexpected Shutdown. client applications that are connected to a cluster automatically disconnect from a server that has become unavailable. In the event of a server failure. They inform all client applications to connect to another server in the cluster. there is a known issue with this feature. create an ODBC or System DSN for each database. • • • 278 • • • WorkSite Server Administrator’s guide . Select a Name for the Cluster and create an entity with that name in the DNS. it notifies its peers in the cluster that it is becoming unavailable. WorkSite Servers in a cluster periodically inform each other of their existence. Phase 1 Assign static IP addresses to the identified WorkSite Servers.Chapter 10: WorkSite Cluster Manager Service When the Windows firewall is used on the client side. Microsoft Exchange has a similar issue. This entity should point to the IP addresses of the WorkSite Servers that are members of the cluster. Prerequisites Identify the WorkSite Servers that should be part of the cluster and ensure that each of these Servers are connected to the same databases. Affected client applications will disconnect from that server and connect to another server in the cluster in the background. and other information. The other WorkSite Servers in the cluster then notify all client applications that the server has become unavailable. their current client loads. the other servers assume that it is no longer available. Using the Cluster Manager Phase 2 Install Clustering Manager for each WorkSite Servers in the cluster. See “Installing Cluster Manager Service” on page 281. The service properties must include the cluster name as defined in the DNS. their current loads. The client should log in to the cluster name to access the servers and databases that are part of the cluster. Approximately every 10 seconds. A UDP "heartbeat" (UDP port 2637) is used by the cluster servers to share load information and server availability. Phase 4 Stop and start all the services from each of the WorkSite Servers in the cluster. WorkSite Server Administrator’s guide • • • 279 • • • . For each WorkSite Servers in the cluster. trying to connect to a server in a cluster. 2. Using the Cluster Manager The WorkSite Cluster Manager maintains a small database in memory. This database contains information about WorkSite services and clusters that are available on the network. Cluster members report each time a client connects or disconnects. cluster members report individual load information to the Cluster Manager. and other related information. This action indicates that they are still running. Configure the startup properties for the Clustering Manager. using the WorkSite Service Manager. start the DBAdmin and register all the databases to which they connect. Phase 3 Use the Service Manager to configure the service properties for each WorkSite Server in the cluster. configure the Database Properties to include all the databases to which the WorkSite Server must be connected. See “Configuring WorkSite Server Service” on page 283. This database is maintained as follows: 1. Also. It makes this information available to client applications. which is used to respond to login requests from a compatible client application. the communication goes to all IP addresses at UDP port 2637. Cluster members normally send updated load information every 60 seconds or on request. WorkSite client applications that support the ability to connect to a cluster are: DeskSite 6. the cluster members generate a full report for the Cluster Manager. When the WorkSite Cluster Manager service is not running.Chapter 10: WorkSite Cluster Manager Service 3. The UDP Port requirements are the same for unicast or multicast communications.0 and later MailSite 3. but those client applications do not have the advantage of automatic client redirection in the event of a server failure or shutdown. Approximately every 60 seconds. You can utilize either unicast or multicast communications between the client and the WorkSite DMS or Cluster.0 and later. UDP Reply Port WorkSite Clustering Server supports the ability to configure the UDP reply port. • • • 280 • • • WorkSite Server Administrator’s guide . Services update their internal load statistics every time through the loop (every 15 seconds). The load info in the Cluster Database is updated immediately upon receipt of this information. When a client sends a request to a WorkSite DMS or Cluster Server. the clustering capabilities of the WorkSite Servers are not available to client applications.1 and later WorkSite 4.0 and later Earlier versions of WorkSite client applications can still connect directly to a WorkSite Server that is part of a cluster. FileSite 8. UDP Port Requirements for Clustering Transport The UDP Port 2637 must be open on any firewalls situated between the WorkSite Servers in the cluster. See “Unicast or Multicast Clustering Transport Options” on page 367. When this configuration is set. The WorkSite Cluster Manager service functions as a directory service that manages information about services running on the network and the clusters to which they belong. 0\Common\ 1. From the WorkSite Service Manager installed on your machine. This configuration option must be set on client machines that are attempting to log into the WorkSite Clustering Server. WorkSite Server Administrator’s guide • • • 281 • • • .0 or later MailSite 8. If this configuration option is not set the clustering server replies to client applications on any available port. To install the WorkSite Clustering Service: 1. Run the Setup. 2. Configure the UDP reply port.0 or later WorkSite Web 8. In the following key in the registry on client workstations: 2. make sure that the WorkSite Server services is stopped. confirm that WorkSite Server is installed on your server. Create the following STRING value: NAME: "Reply Port" VALUE: [Number of the port to respond on] Installing Cluster Manager Service Before you start the installation process.exe program on the WorkSite Clustering Service CD. the WorkSite Service Installer is launched.0 or later HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\8. Client applications that support this configuration option are: DeskSite 8. Follow the on-screen instructions.Installing Cluster Manager Service the Clustering Server sends replies to client applications that are attempting to log into the cluster on a specified port. After the install program completes installing WorkSite Clustering Service. Chapter 10: WorkSite Cluster Manager Service Figure 140 WorkSite Service Add/Remove Program 3. The Cluster Manager Startup dialog box is displayed. Click Add>> to add the Cluster Manager to the list of installed services. 4. Figure 141 Cluster Manager Startup dialog box • • • 282 • • • WorkSite Server Administrator’s guide . Select Cluster Manager from the Available column. Service Properties Configure each WorkSite Server service belonging to the cluster. Configuring WorkSite Server Service You must configure the Database Properties and Service Properties for the WorkSite Server Service. then select Manual. The default value that appears in the Login ID field in the Startup dialog is that of the current user. Click OK to register your changes. The WorkSite Server Service Properties dialog box is displayed. WorkSite Server Administrator’s guide • • • 283 • • • . From the WorkSite Service Manager tool. If you want the service program to start up only when launched manually from within the WorkSite Service Manager. select the WorkSite Server service then select Service Properties from the Properties menu. 6. 1. Enter the Login ID and Password for the WorkSite Server administrative domain account. Select the Startup Type If you want the Cluster Manager service program to startup automatically on boot. Autonomy recommends that this option be selected. This account must have service privileges. A status box indicates that the account entered in the Service Startup dialog box was granted login privileges to the service.Configuring WorkSite Server Service 5. 7. 2. Enter the cluster name in the Cluster Name field. select Automatic. To log into a server within the cluster from a client application. specify the cluster name (for example. CLDMS) instead of a literal server name or IP Address. 3. • • • 284 • • • WorkSite Server Administrator’s guide .Chapter 10: WorkSite Cluster Manager Service Figure 142 WorkSite Server Service Properties dialog box NOTE If you have not registered all the servers in one instance of the WorkSite Service Manager. you have to configure each of your WorkSite Servers. 2. The WorkSite Server Database Setup dialog box is displayed.Configuring WorkSite Server Service Database Properties Configure each WorkSite Server service belonging to this cluster. Figure 143 WorkSite Server Database Setup dialog box 3. From the WorkSite Service Manager tool. Click Add Database. select the WorkSite Server service then select Database Properties from the Properties menu. The Database Properties dialog box is displayed. Enter the cluster name in the Cluster Name field. 1. Figure 144 Database Properties dialog box WorkSite Server Administrator’s guide • • • 285 • • • . Enter the Logon ID and Password for the entered or selected ODBC. and NYDMS3). For this example. configure the Service Properties and the Database properties for each WorkSite Server service in the cluster. Register the databases in DBAdmin tool. and NYDMS3. configure the WorkSite Server service on NYDMS1. Click Close to save the settings. 6. Select a name for your WorkSite Server Cluster. DB3). Enter the database name. 4. NYDMS2. 5. You can select it from the list of available ODBC sources. 7. Create the connection for each WorkSite Server. NYDMS1. Install the WorkSite Cluster Manager service on each of the WorkSite servers that should be part of the cluster (for example. Click OK to add the database. 5. DB2. WorkSite Server Cluster Example In this example. 1. From the WorkSite Service Manager tool. 2. They service the same databases (DB1. After changing the cluster name. This example uses NYDMS. 6. Include the Cluster name NYDMS in the Service Properties and add the databases from the available ODBCs in Database Properties. Define an entity on your Domain Name Service (DNS) named NYDMS that points to the IP Addresses for the machines that you want to be part of your cluster. by using the browse button. NYDMS2. • • • 286 • • • WorkSite Server Administrator’s guide . This example uses the IP Addresses of NYDMS1.Chapter 10: WorkSite Cluster Manager Service 4. stop and restart each WorkSite Server service. 3. and NYDMS3) that you want to configure as a cluster. The database is now added to the list seen in the WorkSite Server Database Setup dialog box. NYDMS2. NYDMS2. and NYDMS3. You must create an ODBC connection for every database that is connected to the WorkSite Servers in the cluster. NOTE All the WorkSite Servers in the cluster must be connected to the same set of databases. there are three WorkSite Servers running on your network (NYDMS1. The Directory Service Synchronization service is configured using the WorkSite Service Manager. The service can perform continuous or scheduled imports of users and groups that are added to directories on remote domains. The service currently supports synchronization with the following directory services: Microsoft Active Directory (ADS) Sun ONE Directory Services Novell NDS Windows NT WorkSite Server Administrator’s guide • • • 287 • • • . including Microsoft Active Directory or other LDAP server. Using the Directory Service Synchronization service saves administrators time by automatically updating user information on WorkSite when changes are made on the directory service.Chapter 11 Directory Service Synchronization Service Overview This chapter includes information on the following topics: “How Directory Service Synchronization Service Works” “Installing DSS Service” “Configuring the DSS Service” “Mapping Directory Service Attributes to WorkSite” “Running the DSS Service” The Directory Service Synchronization (DSS) service enables the WorkSite Server to perform repeated one-way synchronizations with hierarchical directory services. • • • 288 • • • WorkSite Server Administrator’s guide . When nested groups are imported from Active Directory. The key to performing synchronization is having a unique identifier for each user and group imported from the directory service. The synchronization process has two parts. You can synchronize the directory of an entire organization. The DSS service can be set to run continuously or on a schedule. The first process compares all the users and groups on the directory service with those on the WorkSite library. the next connection is serviced. If it is changed on the directory service. an employee changes department or name. and the user and group accounts are not updated on the WorkSite library. (For example.Chapter 11: Directory Service Synchronization Service How Directory Service Synchronization Service Works The DSS service runs as a separate service on the WorkSite Server. New users are added to the WorkSite library and profile information is updated for existing users. If user or group accounts are added or modified on the WorkSite database.) The value of the K1SynchID of a user or group cannot be modified. enabling exact matching on directory objects even when those objects are modified. and import all users under that container to a WorkSite library. the synchronization process logs an error. During the next interval. for example. Users that have been removed from the directory on the remote domain are disabled in WorkSite. if necessary. a city or department. the basic program flow consists of a basic interval repeated continuously or as time remains in the scheduled period. Synchronization is one-way only. The K1SyncID is stored on both the WorkSite library and the external directory service. only one connection is serviced during an interval. The second process determines whether each user and group on the WorkSite library exists on the directory service. or you can designate a specific organizational unit as the root container. the changes are not recorded on the external Directory Service. and so on. If the WorkSite Server is connected to more than one directory service. the members of the nested group are added to the parent group. In either case. NOTE WorkSite Server does not support nested groups. Requirements The DSS service requires administrative privileges on the machine where it is installed and permission to log on as a service. WorkSite Server Administrator’s guide • • • 289 • • • . as shown in Figure 145: Figure 145 WorkSite Service Add/Remove 1. Select the Directory Synchronization Service in the left column and click Add to move it to the Installed column. The Directory Synchronization Service Startup dialog opens.Installing DSS Service Installing DSS Service The DSS Service is an optional service which is included with the WorkSite Server. After completing the WorkSite Server installation. the WorkSite Service Add/Remove dialog opens. as shown in Figure 146. In the Startup Type section.exe program located by default at C:\Program Files\Autonomy\WorkSite\Server\. 3.Chapter 11: Directory Service Synchronization Service Figure 146 Directory Synchronization Service Startup Dialog 2. Click Exit. Manual—the service must be started manually using the WorkSite Service Manager tool. NOTE WorkSite services can be uninstalled or reinstalled later by running the imSvrIns. select one of the following options to determine how the service will be started: Automatic—the service starts automatically on system boot/reboot. 5. A dialog opens with an informational message: Granted “Service logon privilege” to account. Click OK to return to the WorkSite Service Add/Remove dialog. • • • 290 • • • WorkSite Server Administrator’s guide . 6. enter a Username (Logon ID) and Password for the Windows User Account that will be used to run this service. In the Logon section. 4. Click OK. From the Windows Start menu. you must perform the following configuration steps: Set the synchronization schedule Create connections to the directory service server Map the Directory Service attributes to WorkSite user/group properties Setting the DSS Schedule Establishing a schedule for the DSS Service determines when the service will update the user and group information in WorkSite. From the Properties menu. 3. then Autonomy. The DS Synchronization Schedule Properties dialog opens. To set the DS synchronization schedule: 1. 2. WorkSite Server Administrator’s guide • • • 291 • • • . 4. Select the Directory Synchronization Service from the list of available services.Configuring the DSS Service Configuring the DSS Service Before starting the DSS Service. click All Programs. select Service Properties. then click iManage Service Manager. Start WorkSite Service Manager. Creating Connections to DSS Services From the WorkSite Service Manager. you can establish connections to one or more DSS services on remote servers/domains. Select Schedule or Continuous. If you select Continuous. The default interval is 10 minutes. Select the time of day (in 2-hour intervals) and the days of the week when you want the synchronization to occur. If you select Schedule. • • • 292 • • • WorkSite Server Administrator’s guide . the service continuously compares and updates the WorkSite libraries with user and group information from the external directory service. 6.Chapter 11: Directory Service Synchronization Service Figure 147 DS Synchronization Schedule Properties Dialog 5. the DSS service runs only during the periods you specify. Click OK. Figure 148 Directory Service Connections Dialog This following options are available: Add. 2. From the Properties menu. Edit. WorkSite Server Administrator’s guide • • • 293 • • • . Delete. In WorkSite Service Manager. Create a copy of an existing connection. Delete a connection. 3.Configuring the DSS Service To create a connection to a directory service: 1. Copy. Define a new connection to a directory service. Click Add to open the DS Synchronization Connection Properties dialog. Delete all connections. Modify the properties of an existing connection. select Databases Setup to open the Directory Service Connections dialog. select the Directory Synchronization Service from the list of available services. Clear. TCP/IP Port – Enter the TCP/IP port number of the server/domain hosting the directory service. Server – Enter the name of the server hosting the directory service. Enter a name for the connection. Select Other to enter the User Name and Password. Context (for Novell NDS only) – Enter the location of an object in the Directory tree. • • • 294 • • • WorkSite Server Administrator’s guide . Under Directory Service. This name appears in the Directory Service Connections dialog (see Figure 148). Service Logon and Other (Specify) – Select Service Logon to log on as the service account for the DSS service. enter the following information: Server Type – Select the type of directory service to which you are connecting. 5. NDS objects are identified by their relative location in the Directory tree.Chapter 11: Directory Service Synchronization Service Figure 149 DS Synchronization Connection Properties Dialog 4. Domain\UserID. showing the top-level container. OU=Domain Users. Under Attribute Maps. 8. In the Root Container DN field. for example: autonomy\tjones. Note: Administrative-level access is required for Sun ONE and Novell NDS in order to update those directories with the K1SyncId value. define the directory container that should be imported. A confirmation message is returned if the login is successful.Configuring the DSS Service User ID – Enter the FQDN. Click Browse to specify an alternate container (see Figure 150). the user account must have. UPN. All groups and users within (and below) this container will be imported. See “Mapping Directory Service Attributes to WorkSite” on page 298. select a map from the Defined Maps list or create a map. If you are connecting to an LDAP type service (for example. on the machine where the DS Synchronization Service is running. WorkSite Server Administrator’s guide • • • 295 • • • . for example: tjones@autonomy. ADS). “Act as part of the operating system” and “Log on locally” as part of the machine’s Local Security Policy.com. click Add. 7. Read-only access is sufficient for ADS. Note: For Windows NT. These permissions are granted automatically when you click Test Login. DC=Autonomy. Be sure that the ADS user has sufficient access to read from the nodes they choose. To create an attribute map. OU=AMER. or Domain\User ID of a user with access to the directory service using one of the following forms: Fully Qualified Distinguished Name. for example:CN=Tim Jones. Password – Enter the password of the administrative user you entered in the User ID field. the Root Container DN field is populated automatically after successfully connecting to the directory service. 6. if they have not already been granted. DC=COM User Principal Name (UPN) format or e-mail address. Click Test Login. If any of the users or groups should be designated as external users in WorkSite. Database – The name of the WorkSite library to which the users/groups will be imported. users) in the External DNs portion of this dialog. Select Other to enter the User Name and Password. you can specify the specific objects (OUs. 10. User Name – Enter the username of a user who has administrative privileges on the WorkSite Server (part of the NRTADMIN group). Service Logon and Other (Specify) – Select Service Logon to log in as the service account for the DSS service. This enables you to import only those users and groups which need access to that library. TCP/IP Port – Select Default or specify a port by entering a port number in the text box. • • • 296 • • • WorkSite Server Administrator’s guide . Password – Enter the password for this administrative user. Under WorkSite Server.Chapter 11: Directory Service Synchronization Service Figure 150 DS Synchronization Root Context Dialog 9. Each WorkSite library must have a synchronization connection configured separately. enter the following information: Server Name – The name of the WorkSite Server. groups. Refer to “Specifying External Users and Groups” for step-by-step instructions. Depending on how the OU or group is organized. etc. Click CTRL+C to copy the string. enter the following information: Password – Enter a default password to be assigned to users when imported to WorkSite from the directory service. Click OK. Specifying External Users and Groups User and groups defined in WorkSite as external are automatically assigned to the DEFAULT_EXTERNAL role. In the DS Synchronization Connection Properties dialog (see Figure 149). These users have limited privileges. modify. that is to be defined as external. Click OK to close the context dialog. All users defined within (and below) this container will be marked as external users in WorkSite. Select User Must Change Password at Next Logon or Password Never Expires as needed. You must double-click the line in order to enter. To specify a directory service container as external: 1. This functionality is only available when importing directory information from Microsoft Active Directory. 12. Now you can paste the distinguished name string that you copied in step a. DSS enables you to specify specific groups or OUs as external when synchronized with a directory service. a. For other directory service types. then select the distinguished name string at the bottom of the dialog in the Selected DN field. b. Tips for using the External DNs field: You can only enter one DN per line. you must mark the users or groups as external after they have been imported to WorkSite. You can use the Browse button below the Root Container DN field in order to navigate to the appropriate container. Confirm Password – Confirm the default password. or delete the DN string. The connection appears in the Directory Service Connections dialog (see Figure 148). enter the distinguished name of the domain. Take extra care when selecting OUs or groups to be imported as external users. group. organization. WorkSite Server Administrator’s guide • • • 297 • • • . Under User Defaults. it may contain groups or users from other containers in the directory.Configuring the DSS Service 11. then double-click the first line in the External DNs box. WorkSite provides default maps for Microsoft ADS and Sun ONE directory services. Figure 151 DS Synchronization Attribute Map Dialog 2. the K1SyncID property must exist on both the directory service and the WorkSite database. as shown. This action populates the form with default values. To select a predefined map for Microsoft ADS or Sun ONE directory services. for example. 4. Enter a name for the attribute map in the Map Name field. • • • 298 • • • WorkSite Server Administrator’s guide . Novell. 3. select a field from the list to serve as the K1SyncID. click the ADS Defaults or Sun ONE Defaults button. Mapping Directory Service Attributes to WorkSite Importing users and groups from a directory service requires that the properties containing user or group information in the directory service be mapped to comparable user or group profile properties in WorkSite. The DS Synchronization Attribute Map dialog opens. To map Directory Service attributes to WorkSite: 1. DSS will not update this setting. even if you modify the DS Synchronization Connection Properties. To create a new attribute map. you must deselect the “external” option individually for each user or group using DBAdmin.Chapter 11: Directory Service Synchronization Service If a user or group should no longer be marked external in the library. Additionally. Click Add under Attribute Map on the DS Synchronization Connection Properties dialog (see Figure 149). Under Group. select Directory Service group attributes from the lists that correspond to the following WorkSite fields: Group ID Name Members 6. Under User. 1. Open the WorkSite Service Manager. NOTE Whenever you change any DSS service settings. Click OK. WorkSite Server Administrator’s guide • • • 299 • • • . the DSS service must be enabled in the WorkSite Service Manager. The new map appears in the list of Defined Maps on the DS Synchronization Connection Properties dialog (see Figure 149). 7. Running the DSS Service To launch the synchronization process. select a Directory Service attribute from the list that corresponds to the WorkSite Name field. select Directory Service user attributes from the lists that correspond to the following WorkSite fields: User ID Name Location Telephone Fax E-mail 8. Under Organizational Unit.Running the DSS Service 5. you must stop and restart the service in the WorkSite Service Manager. 3.Chapter 11: Directory Service Synchronization Service Figure 152 WorkSite Service Manager 2. • • • 300 • • • WorkSite Server Administrator’s guide . Select DSS service. Click the Start icon from the toolbar. refer to the user documentation provided with the product or contact Symantec Corporation. vaulted emails are replaced by stubs.5. the back-end process retrieves the fully realized e-mail from SEV and replaces the email stub on the file-server with the fully realized e-mail. and Exchange Server 2003 and 2007 environments. Outlook automatically connects to SEV and downloads the entire email.symantec. Enterprise Vault integrates with Microsoft Exchange 2000 Server. Exchange Server 5. they are placed on the WorkSite file-server. Using intelligent classification and archiving solutions. All new emails are analyzed and when SEV stubs are detected.Chapter 12 Symantec Enterprise Vault Integration About Symantec Enterprise Vault Symantec Enterprise Vault (SEV) from Symantec Corporation and is one of the most widely used email archiving solutions. SEV Integration for WorkSite Server SEV integration for WorkSite Server is currently available for Microsoft Exchange only. When you open the stub. For information on installing and configuring SEV. http://www. After SEV is integrated with Outlook. just like any other files that are imported. WorkSite Server Administrator’s guide • • • 301 • • • . A back-end process continuously scans for newly imported emails. When e-mail stubs from Outlook are imported to WorkSite. a stub includes the message header and the first few kilobytes of text from the email. Enterprise Vault is able to improve a company's ability to protect corporate information.com. It also helps reduce storage requirements for emails and other data and provides added security. If an email is imported into WorkSite from Outlook using a move command. WorkSite will only allow reconciliation of the e-mail with SEV and will deny any attempt to modify the record. The integration will adhere to the business rules of the existing e-mail management and the records management functionality in WorkSite. If the email is imported into WorkSite from Outlook using a copy command.0. if an e-mail stub in Worksite that has not been restored to a fully realized e-mail is accessed. NOTE None of these actions impact the actual content in SEV.Chapter 12: Symantec Enterprise Vault Integration The SEV integration will restore e-mail stubs that have been imported into WorkSite to fully realized emails as long as the e-mail content still exists within SEV. When emails are imported from Outlook into WorkSite.3 and later.3 using database schema version 8. Supported Versions and Packaging This integration supports.3. 7. the following rules apply. WorkSite will rely on the SEV client to display the email to the user. SEV 6. the reference to that email is removed from that inbox. NOTE The Microsoft Exchange version is dependant on the version of SEV and WorkSite. Upgrade the database schema after upgrading the WorkSite Server software. WorkSite 8. see WorkSite Server and WorkSite Server with Caching Release Notes 8. Content in SEV is still referable using the SEV shortcut until the content is removed from SEV by its configured records management rules. the reference to that email remains within that inbox and is continued to be served by SEV. Also.3 or later before integrating SEV with WorkSite 8. For information. • • • 302 • • • WorkSite Server Administrator’s guide . If e-mails are declared as records on import.3. Upgrading the Database Schema You must upgrade the database schema to version 8.0 and 2007. 3 includes a database upgrading utility (DbUpgrade. you can upgrade your production environment. 1.Upgrading the Database Schema WorkSite Server 8. see “EMAIL_ATTRS Table and Status Codes” on page 313. Restore the backup of your production database to this database. Contact Autonomy Technical Support for additional information.) For more information. 5. Run DbUpgrade. Stop all WorkSite services that are connected to the database(s) that you want to upgrade. see the WorkSite Server and WorkSite Server with Caching Release Notes 8. It is a command line utility that upgrades your database schema. Run the upgrade against this test copy of your production database. Complete one of the following tasks based on the outcome of the upgrade test. WorkSite Server Administrator’s guide • • • 303 • • • . before running it in your production environment. After completing a successful upgrade in a development environment. it adds a column to your database. Install WorkSite Server 8. Test the DbUpgrade Utility on a Database Copy Before you upgrade the database on your production environment. test the DbUpgrade utility on a backup copy of your SQL database in a development environment.3. NOTE Autonomy is not responsible for loss of data caused by the failure to backup your databases. you should test the upgrade on a copy of your database.3 on the test server machine. See “Using the DbUpgrade Utility” on page 304. (The installation directory contains the executable for the DbUpgrade utility. When you run the upgrade utility.log file located in WorkSite Server installation directory.exe against the restored test copy of your database. Create a new test SQL database. To verify if the schema upgrade proceeds correctly. Back up your SQL databases and verify that the backup files are restorable. 3. 4. Errors Reported: Review the DbUpgrade.exe). You can find this utility in the WorkSite Server installation directory. Use these instructions to complete this test. Contact Autonomy Technical Support for assistance with errors that you are unable to resolve. 2. Run DbUpgrade utility against the production database. and resolve the errors as necessary. For more information. NOTE The DbUpgrade utility may fail if it encounters constraint violations in the database. No Errors Reported: Proceed with the upgrade. use the following format to enter the ODBC Data Source Name (DSN). the SQL login account is SA. • • • 304 • • • WorkSite Server Administrator’s guide .EXE -DSN NEWYORK -USR SA -PSWD Barney27 4.exe) for the utility. You can also view the DbUpgrade. SQL login account. 2. (This directory contains the executable (dbUpgrade. Confirm that the command prompt displayed a message indicating that the upgrade was successful. For example. Vault Admin Console 6 should not be used on the WorkSite Server at sites running Symantec Enterprise Vault 7. and password as parameters on the command line: > DBUPGRADE. Using the DbUpgrade Utility Use the following instructions to run the database upgrade utility. Start the command prompt in this directory. The version of the Vault Admin Console installed on the WorkSite Server should match the version of the production Symantec Enterprise Vault server.Chapter 12: Symantec Enterprise Vault Integration NOTE Do not run DbUpgrade utility against your production database until you verify that there are no errors when you run it against the test database. Installing Vault Admin Console The Vault Admin Console (VAC) must be installed on each WorkSite Server node that integrates with SEV. This file is located in the same directory as the DbUpgrade utility. To run the DbUpgrade utility.log file to confirm the upgrade. 1. 3. Contact Autonomy Technical Support if you find errors in this log file that you have been unable to resolve.EXE -DSN [data_source_name] -USR [username] -PSWD [password] For example. and the Password is Barney27: > DBUPGRADE. The Vault Admin Console is a standard part of the Symantec Enterprise Vault server installation package and will provide all of the components necessary for the WorkSite Server to access the Symantec Enterprise Vault server to reconcile e-mail stubs.3. and upgrade the databases that connect to the WorkSite Server 8. Locate the installation directory for the WorkSite Server. you would enter the following information if the ODBC Data Source Name for your SQL Database is NEWYORK. the Windows account used to run the WorkSite Server must be a local administrator and an Active Directory domain account that has administrator access to SEV. see “Adding User Account to Windows Registry” on page 305 NOTE If user account does not have administrator access to SEV. http://www. The WorkSite Server also needs a WorkSite account in order to perform DMS transactions like replacing the email and logging audit entries. User Account Information SEV authentication and authorization is accomplished using trusted login. WorkSite Server Administrator’s guide • • • 305 • • • .Installing Microsoft Exchange Server MAPI Client and CDO For more information about the Vault Admin Console. For more information. ExchangeMapiCdo. This DMS user account should be a member of the NRTADMIN group and the user id should be added to the Windows Registry.EXE. the SEV API will return ‘Internal Failure’ error messages when the DMS attempts to download email messages from the Vault. Adding User Account to Windows Registry Use the instructions in the following section to add the WorkSite NT user account information to the registry.microsoft. contact Symantec Corporation. Installing Microsoft Exchange Server MAPI Client and CDO The WorkSite Server with SEV Integration requires the Microsoft Exchange Server MAPI Client and Collaboration Data Objects (CDO) in order to connect to Exchange and examine e-mail contents to determine if the e-mail is an SEV stub. from the Microsoft website. Download and install the MAPI Client and CDO installer. Therefore.com. 1. Figure 154 imDmsSvc 3. imDmsSvc. or type regedit at the C: prompt. Autonomy is not responsible for loss of data due to improper use of the Registry Editor or failure to backup the registry. Reconcile UserId.Chapter 12: Symantec Enterprise Vault Integration CAUTION Modifying the registry improperly can cause serious problems with the operating system. in the following path: HKEY_LOCAL_MACHINE\ SOFTWARE\Interwoven\WorkSite\imDmsSvc. See Figure 154. The Registry Editor appears. Click imDmsSvc. scroll down to locate the String Value. The right pane shows the String Values associated with imDmsSvc. • • • 306 • • • WorkSite Server Administrator’s guide . Be sure to make a backup of the registry and exercise caution when modifying the registry. Locate the hive. Go to Start > Run and enter Regedit. Figure 153 Registry Editor 2. In the right pane. Figure 156 Edit String Dialog 5. The Edit String dialog box appears. 6. Double-click the Reconcile UserId String Value. Enter the WorkSite NT user account information in the Value data text box.Adding User Account to Windows Registry Figure 155 Reconcile UserId 4. The WorkSite NT user account gets updated in the registry. Click OK. WorkSite Server Administrator’s guide • • • 307 • • • . • • • 308 • • • WorkSite Server Administrator’s guide .Chapter 12: Symantec Enterprise Vault Integration Integrating Symantec Enterprise Vault with WorkSite Server To enable SEV integration with Worksite. then click iManage Service Manager. point to All Programs. See Figure 157. then Autonomy. Figure 157 WorkSite Service Manager 2. you can click Stop Service from the Service drop-down menu or type Ctrl-T. The WorkSite Service Manager opens. select the Service and click the Stop button in the toolbar. Alternatively. If the WorkSite Server Service is running. See Figure 158. 1. From the Windows Start menu. click the Service Properties button in the toolbar. WorkSite Server Administrator’s guide • • • 309 • • • .Integrating Symantec Enterprise Vault with WorkSite Server Figure 158 Stop Service 3. Alternatively. Once the WorkSite Server Service has stopped. See Figure 159. you can select Service Properties from the Properties drop-down menu or type Ctrl-P. Chapter 12: Symantec Enterprise Vault Integration Figure 159 Service Properties The WorkSite Server Properties dialog box appears. See Figure 160. • • • 310 • • • WorkSite Server Administrator’s guide . Select the Enable Symantec(tm) Enterprise Vault Integration check box to enable SEV.Integrating Symantec Enterprise Vault with WorkSite Server Figure 160 WorkSite Server Properties Dialog 4. WorkSite Server Administrator’s guide • • • 311 • • • . See Figure 161. Restart the WorkSite Server Service by clicking the Start button in the toolbar. 7. you can click Start Service from the Service drop-down menu or type Ctrl-S. See Figure 162.Chapter 12: Symantec Enterprise Vault Integration Figure 161 Enable Symantec(tm) Enterprise Vault Integration 5. • • • 312 • • • WorkSite Server Administrator’s guide . Alternatively. 6. Insert the DNS name or address of the SEV Server in the Server Address text box. Click OK. “E” indicates that the email has been reconciled. in either of the following two ways.Understanding DMS Log File Information Figure 162 Start Service Understanding DMS Log File Information Status codes and errors related to SEV integration with WorkSite can be found in the DMS log file. EMAIL_ATTRS Table and Status Codes All emails that are scanned and processed by WorkSite NT are recorded in the EMAIL_ATTRS table with a status code. The status codes are as follows. Any email without a record or with a “P” status in the EMAIL_ATTRS table is a candidate for the next scan. This table can be found in the DMS log file. They are explained in detail in the following section. • • • 313 • • • WorkSite Server Administrator’s guide . ReconciliationRetry (found in the Windows registry). “S” indicates that the email. see the explanation for status code “S”. This can happen because of corrupted or non-existent file or because the origin is from other e-mail servers. “U” indicates that the WorkSite Server cannot determine whether the origin of the e-mail was from Exchange or from Enterprise Vault. Non-fatal errors are those in which a requested item cannot be found in the Vault but the Vault is still operational and online. has failed reconciliation the maximum number of times and will no longer be a candidate for reconciliation but will remain an SEV stub message file. It was sourced from Exchange and no changes were made. TPT=0 TPS=0 TPE=0 TFR=0 TFX=0 • • • 314 • • • WorkSite Server Administrator’s guide . sourced from SEV. like Lotus Notes. “X” indicates that the email has failed reconciliation the maximum number of times and will no longer be a candidate for reconciliation. In these cases. “P” indicates that the reconciliation encountered an error while processing the email and increased its retry count. reconciliation proceeds as normal. NOTE Email Reconciliation subsystem is the background process running in the WorkSite Server that manages the connection to SEV and resolves SEV shortcuts. the Email Reconciliation subsystem goes into a sleep state. Fatal and Non-Fatal SEV Errors Fatal SEV errors occur when SEV is offline. it will no longer be selected as a candidate email. does not respond or denies permission to download a file. Heartbeat Statistics The Email Reconciliation subsystem will write a status message to the DMS log file just before going into a sleep state: QPT=0 QPS=0 QPE=0 QFR=0 QFX=0. In this case.Chapter 12: Symantec Enterprise Vault Integration It was sourced from SEV and the stub was replaced with the fully realized email. giving the system administrator a chance to correct the issue. When the retry count equals the maximum value in the DMS registry key. For more information. Table 40 shows the records with their expansion. in Retry phase Quantum Failed. marked “E”) Quantum Processed sourced from Exchange (marked “E”) Quantum Failed. QFR. TFX) are the total since the Email Reconciliation subsystem was started. Table 40 Abbreviations used in the DMS log file Abbreviation Expansion QPT QPS QPE QFR QFX TPT TPS TPE TFR TFX Quantum Processed Total Quantum Processed sourced from SEV (reconciled successfully. QFX) are the delta for the last cycle and the “Total” records (TPT. marked as X (or S if sourced from SEV) Total Processed Total Total Processed sourced from SEV (reconciled successfully. marked “E”) Total Processed sourced from Exchange (marked “E”) Total Failed.Understanding DMS Log File Information The “Quantum” records (QPT. marked as X (or S if sourced from SEV) WorkSite Server Administrator’s guide • • • 315 • • • . QPE. QPS. in Retry phase Total Failed. TPS. TFR. TPE. Chapter 12: Symantec Enterprise Vault Integration • • • 316 • • • WorkSite Server Administrator’s guide . While there are several benefits of caching from both the business and IT perspective. This chapter contains instructions for how to configure the WorkSite Server with Caching. Surfacing the issues and dependencies involved when planning a successful caching server rollout. this section addresses following topics for the WorkSite administrators: Developing a deeper understanding of our caching server technologies. File caching is useful in multi-office systems where documents are frequently accessed over a WAN.Chapter 13 WorkSite Server with Caching Overview This chapter includes information on the following topics: “About WorkSite Server with Caching” “Caching Server Technology” “Cache Fileserver” “Overview of Proxying Capabilities” About WorkSite Server with Caching WorkSite Server with Caching is an optional feature of WorkSite Server. Understanding the infrastructure requirements for a successful caching server deployment. Understanding the new proxying capabilities • • • 317 • • • WorkSite Server Administrator’s guide . The File Servers used for caching should have the same specifications as the network file servers. to a global approach where content is more readily accessible and organized around a firm’s business needs. The WorkSite Server with Caching is a key enabling technology that allows firms to seamlessly transition from the traditional office centric approach of organizing and consuming content. The caching server accepts the document from the client application and copies it to the local cache. Caching only applies when transferring files. The caching server first checks its local cache to see if an up-to-date copy of the file exists. If the document does not exist in the local cache. Users connect to the local caching server with any client application and work just as they would if connected to a regular (non-caching) WorkSite Server. The client application is then released. • • • 318 • • • WorkSite Server Administrator’s guide . It updates the SQL information to mark it as checked-in. and the user can completed related tasks. such as profile information. For example. the file is served to the client application from the cache. client-matter meta-data. A similar sequence of events takes place when checking in the document. For example. The caching server does not cache any information about the document stored in the SQL database. The overall time for the check-in is shortened. WorkSite proxy capabilities enhance performance for the caching server. profile updates and so on. because the document is uploaded to the cache when the user closes it. The issues discussed in this section apply to file caching only. If so. In addition. The SQL database is also updated to mark the document as checked-out. updates history. This operation is handled asynchronously by the caching server. a user sends a request to open a document. The user does not have to wait for the document to be uploaded to the central location. or if the local cached copy is older than the central copy of the document. This process is faster than retrieving it across the WAN. security rights and so on. The caching server copies the document to the central location. the caching server will automatically download the latest copy from the central location and refresh the cache.) The caching server does not maintain or store any document meta-data or full-text indexing information. (This is a folder configured as the cache server. This proxy capability reduces the number of SQL transactions from the caching server to the remote SQL Database. NOTE This type of caching differs from the meta-data caching and “shared cache” capabilities that are also part of the WorkSite Server. but not when performing document searches.Chapter 13: WorkSite Server with Caching Caching Server Technology The WorkSite Server with Caching is a specialized WorkSite Server application that has the ability to maintain and serve documents from a local cache. and so on. RAID configured drive capable of handling the amount of content for the number of documents to be placed into the cache plus 20%. When the document is checked in. and streams it to the client machine while retaining a copy of the document in the cache. and uploads all the documents in the queue to the central file server.Cache Fileserver Cache Fileserver A caching server is essentially a regular WorkSite DMS server with additional configuration options that allow it to perform caching functions. If either condition is false. It maintains SQL ODBC connections to each database.) If the upload time extends the one-minute boundary. which physically updates the document on the central server and updates the SQL database accordingly. the caching server accepts the document from the client application. It releases the client so that the user can continue working. then the caching server returns the local copy from the cache folder and marks the document as checked-out. checks out the document. the caching server queries the appropriate database to see if: 1. The caching server can be configured to cache content from multiple centralized databases. (This happens very quickly.) The caching server then checks the document back in. such as. a checkout. When a user makes a document request. The caching server maintains a queue of all the documents to be uploaded. (It does not upload a document to the centralized file server immediately after receiving it from the client. the cache server does not go to sleep but continuously uploads documents until the queue is empty. Each database maintains a list of all caching servers currently connected and all documents currently maintained in each server’s cache. regardless of document size. it acts as an “appliance” in the remote office. The document currently exists in the local cache. and it connects to the central file server. NOTE The cache fileserver should have the same specifications as your system fileserver: SCSI. The document in the cache is up-to-date. the caching server connects directly to the central file server. When deployed as a cache server. It wakes up at one-minute intervals. If both conditions are true. The database is also updated to reflect that the cache contains an up-to-date copy. 2. Configuring the caching server consists of three steps: Determine which repositories to be cached Specify the local path or folder on the WorkSite Caching Server where cached documents are stored • • • 319 • • • WorkSite Server Administrator’s guide . seamless access to content regardless of its physical location. and as a caching server for remote content in Chicago. (This minimizes the delays due to uploads or downloads of files across the slower WAN. the cache could then be purged to remove those documents. The caching server API can be used to pre-populate the documents that these users frequently access so this content is readily available.Chapter 13: WorkSite Server with Caching For WorkSite Server with caching 8. specify the WorkSite Server at the central location where the transactions will be proxied. (The New York DMS does not cache the files of the New York database. Many of the documents that the attorney has been working on reside in the Chicago repository.0 SP1 (With proxying capabilities) and above.) The New York DMS acts as a local DMS for local New York content. Pre-populating the cache is also performed when a remote office is rolling out for the first time. Example A firm that has regional data centers in New York and Chicago.) The Chicago site can be configured the same way. • • • 320 • • • WorkSite Server Administrator’s guide . A process could be setup to refresh the cache on a regular basis. When the attorney leaves New York. It is common for attorneys in New York to work on documents for matters based in Chicago. NOTE See IManCacheableContent in the COM Object for WorkSite Developer's Reference Guide. The New York cache could be pre-loaded with all the documents for that particular matter prior to the attorney’s arrival. the work patterns of users. Preloading the Cache An attorney based in Chicago travels to New York to work on a case. since these files are readily accessible on the fast LAN. The attorney can begin working on documents without having to wait for each document to be streamed to the current machine from the file server in Chicago via the caching server in New York. and vice versa. ensuring that any documents needed by the attorney are always up-to-date in the cache. it might make sense to configure the New York DMS server to cache the Chicago content locally. and others. and free up space on the caching file store. The New York DMS server needs to “see” the Chicago databases in order to access that content. providing both locations with quick. Consequently. the quality of network connections. Additional considerations includes the number and location of smaller offices around the regional data centers. average document size. Cache Fileserver Configuring the WorkSite Server for File Caching You must configure your WorkSite Server to use the file caching option. At Site 2. the centralized site where the databases reside. At Site 1. Enter the path to the Cache Fileserver in the Cache Fileserver Path text box. the Cache Fileserver for Database 1 will be a path to the Cache Fileserver at Site 2. Open the WorkSite Server Service Manager. You can use the browse button to navigate to the Cache Fileserver and select it. the Cache Fileserver for Database 2 will be a path to the Cache Fileserver at Site 1. Figure 163 WorkSite Server Properties dialog box 2. To configure your WorkSite DMS server: 1. Select Service Properties from the Properties menu. The WorkSite Server Properties dialog box opens. Highlight the WorkSite Server service. Perform this procedure on the WorkSite Server at each site. See the examples in “Cache Fileserver” on page 319. WorkSite Server Administrator’s guide • • • 321 • • • . Chapter 13: WorkSite Server with Caching NOTE A server that does not belong to a cluster must have a unique fileserver cache. Click Close. 3. see the WorkSite Server Implementation Guide. that is. 7. All servers belonging to a specific cluster must have an identical fileserver cache. 5. • • • 322 • • • WorkSite Server Administrator’s guide . Select the Enable Cache Fileserver check box. 4. fileservers that are located across the WAN from the WorkSite Server. Select the name of the library you want to enable and click Modify. NOTE Enable caching only for databases with remote fileservers. Click OK to save your settings. 8. Select Databases Setup from the Properties menu. Set up your databases to enable caching files. These fields are all related to Meta-Data caching and not to File caching. To complete the other fields in the WorkSite Service Properties dialog box. The WorkSite Server Database Properties dialog box is displayed. Click OK to save your settings and close the dialog box. Figure 164 WorkSite Server Database Properties dialog box 6. and returns request over WAN to the WorkSite Server with Caching. WorkSite Server Administrator’s guide • • • 323 • • • . The Cache Purge tool also deletes documents from the cache which have been previously deleted from the remote library. This is a time consuming task since each transaction normally consists of sub components to move to and fro over the WAN network. Type Enter. The utility removes documents in the cache file server for the library you named that are older than the date you selected. Overview of Proxying Capabilities When a client initiates a request in a traditional WAN environment. the transaction requests are handed over the WAN. so that the cache does not become overloaded. You should do this on a regular basis. Figure 166 illustrates the traditional way of handling requests. The centralized or remote SQL database extracts the requested documents from the File Server. Enter the cache purge information using the following syntax: C:\> imCachePurge. and sent to the centralized or remote SQL database. Repeat for each library (Data Source Name) connected to that Cache Fileserver. To perform a cache purge: 1.exe [-info] -dsn <DSN> -usr <username> -pswd <password> -dtm <MM/DD/YYYY 24HH:MM:SS> For example: C:\> imCachePurge. choose Run from the Start menu. A client request can result in multiple transactions across the WAN.Overview of Proxying Capabilities Purging the Cache Fileserver You can purge the Cache Fileserver of files that have not been accessed since a specified date and time. On the Cache Fileserver. The Cache Purge tool is a command line executable program performed on the WorkSite Server.exe -dsn Colorado -usr sa -pswd mhdocs -dtm "06/18/2003 18:59:00" 3. and type cmd to open the command window. which slows down performance in a traditional WAN system. 4. 2. Chapter 13: WorkSite Server with Caching Figure 165 Traditional WAN Environment Currently. The remote WorkSite Server "proxies" the requests to the SQL database locally and returns the response to the requesting WorkSite Server. The WorkSite Advanced Server allows a client request to a remote library to go from the local DMS to the • • • 324 • • • WorkSite Server Administrator’s guide . It utilizes "proxy" architecture to minimize SQL transactions over the WAN. the transaction requests are sent directly from a local WorkSite Server to the remote WorkSite Server. WorkSite Server with Caching works to enhance performance over a WAN in a distributed environment. Figure 166 WorkSite Server with Proxying Capabilities The proxying capabilities minimize the number of SQL roundtrips over the WAN. When a client initiates a request. See Figure 166. open the WorkSite Service Manager. but to turn off the proxying capabilities. the caching server can make a single call to the central WorkSite Server. to the file server for file upload or download. WorkSite Server Administrator’s guide • • • 325 • • • . you must set up communication to the proxy server and to each database. and responds to the client request in a much shorter time. Proxying is an integral part of the caching technology. Only one atomic transaction takes place between the caching server and the data center. The caching server maintains an ODBC connection to the SQL server for transactions such as authentication. For transactions that require several roundtrips over the WAN. The remote DMS handles the multiple server transactions locally.Overview of Proxying Capabilities remote DMS. WorkSite Server with Caching refers to the proxying capability as well. On the WorkSite Server in the remote location. The central WorkSite Server performs all the individual SQL transactions locally on the LAN in the central data center. Rather than relying on the caching server to communicate directly with the centralized SQL server. the proxy capabilities are an integral part of the caching functionality and cannot be disabled. It is not possible to turn on file caching for a database. and select Databases Setup on the Properties menu. a partial server-to-server proxy mechanism is implemented for transactions that generated several roundtrips over the WAN. To configure library connection properties: 1. where latency is not an issue. With WorkSite Server with Caching 8.0 sp1 and above. NOTES This capability is referred to as a “partial” proxy mechanism since only proxied core transactions result in several round trips over the WAN. and so on. It then reports the status of the completed transaction to the caching server. Setting up Library Connections When you are configuring the WorkSite Advanced Server in the WorkSite Service Manager. Figure 168 Server Connection Properties dialog box 3. 4. who is a member of the NRTADMIN Group for the enterprise server. Enter TCP/IP Port Configuration information. You can add a server connection across the WAN. Enter the name of the Proxy server in the Cluster/Server Name field.Chapter 13: WorkSite Server with Caching Figure 167 WorkSite Server Database Setup dialog box 2. The service port is used for service transactions. unless otherwise instructed by WorkSite Technical Support. Enter the Logon ID and Password for a WorkSite user. Autonomy recommends that you use the default value for the service port (1080) and file port (1081). and the file port is used for transmitting files. • • • 326 • • • WorkSite Server Administrator’s guide . 5. The values entered in the Service Port and File Port fields are dedicated TCP/IP port numbers assigned to the WorkSite Server service tool. This ID and password must have system administrator-level access to the enterprise server. Click Add Server to open the Server Connection Properties dialog box. Figure 169 Database Properties Dialog ox 9. clear the check box and enter a custom number of connections that should be maintained between the WorkSite Server and database. Enter the name of the database in the Database Logon Setup field. 14. WorkSite Server Administrator’s guide • • • 327 • • • . Click OK to save your entries and return to the WorkSite Server Database Setup dialog box. 12. 7. Select the Enable Cache Fileserver check box. Enter the SQL Logon ID and Password for the database. 13. Otherwise. See the WorkSite Server Installation Guide.Overview of Proxying Capabilities 6. captions and roles. select the As many connections as threads check box. Otherwise. 10. If this database functions as a web content database for use with the WorkSite Web client. If you want to maintain a 1:1 ratio of threads to connections for this database. captions. 11. Select the Preferred Database option to designate this database as the source for dialog boxes. This ID and password must have system administrator-level access to the database. and roles. You can specify alternate preferred databases for individual users using the Database Administration tool. 8. select the Web Content check box. Click Add Database to open the Database Properties dialog. such as the SA account. Any database that is identified as a Preferred Database can serve as a source for dialog boxes. clear this check box and enter a custom number of connections that should be maintained between the WorkSite Server and database. Each WorkSite Server must be connected to at least one database that is identified as a preferred database. select the As many connections as threads check box. If you want to maintain a 1:1 ratio of threads to connections for this database. select the Enable Full. To specify a TCP/IP service port for the full-text search server.Chapter 13: WorkSite Server with Caching 15. If you want to enable full-text searching on this database.Text Searching check box. The default is 1082. • • • 328 • • • WorkSite Server Administrator’s guide . select the Hidden check box. Click OK to save your entries and return to the WorkSite Server Database Setup dialog box. select Specify Service Port and enter the service port in the field. If you want the Web Content database to be hidden from end-users. 16. Enter values for the full-text search setup for this database: Specify the name or IP address of the full-text search server or cluster in the Cluster / Server Name field. 19. 18. 17. Click Close to return to the WorkSite Server Service Manager window. In this case. For example.Chapter 14 Tools and Utilities Overview This chapter includes information on the following tools or utilities: “Migrating Users to a Different Database” “Populating Custom Tables” “Populating User Tables” Migrating Users to a Different Database Users in a WorkSite System are assigned a default database where the user’s personal settings. the user might move to a different department or a different office within the organization. • • • 329 • • • WorkSite Server Administrator’s guide . subscriptions and favorites should move to the new default database. the user’s personal settings. It may be necessary to assign a user to a different database. subscriptions and favorites are stored.LIBRARIES table. This database is the user’s preferred database. You can use the WorkSite User’s Preferred Database Migration Tool to make this modification. Prerequisites The WorkSite User’s Preferred Database Migration Tool requires the following prerequisites: Every WorkSite Database must contain information about the intended destination database in the MGHGROUP. Each WorkSite Server must have a common administrator account for every WorkSite Server and WorkSite Database across the entire system. • • • 330 • • • WorkSite Server Administrator’s guide . Next the Migration Tool checks to see if the target user exists in the destination database. If any error occurs. 3. and if that the source database is the current preferred database for this user. the Migration Tool closes. no further action is performed for this targeted user and the Migration Tool closes. 4. Using the administrative userID and password. the Migration Tool performs a four-stage algorithm: “Stage 1: Initialization” “Stage 2: Copy” “Stage 3: Finalization” “Stage 4: Deletion” Stage 1: Initialization 1. the Migration Tool closes.Chapter 14: Tools and Utilities Working of User’s Preferred Database Migration Tool The WorkSite User’s Preferred Database Migration Tool is a command line program. If not. no further action is performed for this targeted user and the Migration Tool closes. and checks the connection to the source and the destination database. You can use the Migration Tool to enter the following information: Server Administrative user ID and password to log in to the server Source database Destination database Target user ID name in both the source and destination database Option the name and path of a log file When the information is entered on the command line and executed. If any connection fails. The Migration Tool checks to see if the targeted user is in the source database. 2. This data is removed from the destination database before initiation of the Copy Stage. If not. the Migration Tool logs into the first server in the server list. The Migration Tool checks to see if the destination database contains any of the following information for the targeted user: Any user's preference settings Any subscription hierarchy Any favorite hierarchy If any of this information is found. it is the result of a previous unsuccessful migration. and favorite hierarchy are copied to the destination database. If any unrecoverable error occurs. If any unrecoverable error occurs. Stage 3: Finalization In this stage. User's preference settings In the WorkSite Web Client product. users can choose whether or not to display the following items: Checkout list Worklist Recent pages Preferences Subscriptions Favorites Explorer Search histories The Migration Tool copies the visibility flag settings for these items from the source database to the destination database. Also. the Migration Tool closes. the Migration Tool closes. If any unrecoverable error occurs. subscription hierarchy. all the target user's preferred database settings in every database across the system are updated so that they point to the new destination database. any existing references in other users' subscription hierarchies that point to the target user's old subscription hierarchy in the old database are updated so that they reference the new hierarchy in the destination database. If any unrecoverable error occurs. Favorites Hierarchy The Migration Tool copies the entire subscription hierarchy recursively to the destination database.Migrating Users to a Different Database Stage 2: Copy In this stage the target user’s preference settings. Subscription Hierarchy The Migration Tool copies the entire subscription hierarchy recursively to the destination database. • • • 331 • • • WorkSite Server Administrator’s guide . the Migration Tool closes. the Migration Tool closes. The common login to every server.DD -tuser UU or • • • 332 • • • WorkSite Server Administrator’s guide .LIBRARIES table. The target user login name in both the source database and the destination database. Verify that every WorkSite database in the system contains information about the intended destination database in the MGHGROUP. subscriptions. You can enter the parameters in any sequence. the log file name is PDMTool. Performing a Preferred Database Migration Use the following procedure to move a user’s settings. 2. If not specified.Chapter 14: Tools and Utilities Stage 4: Deletion When the migration succeeds.2 database name. The common password for -usr. separated by one or more spaces. both of the following entries should be valid for migrating user UU from database SS to database DD using the default administrator login in both databases. The log file with the full path. Enter the following parameters. and it is located in the working directory.2 database name. 1. This parameter is case-sensitive. and all existing subscription shortcuts that point to the old subscription hierarchy has been redirected. A command window opens. C:\ > PDMTool. Verify that each WorkSite Server has a common administrator account for every WorkSite Server and every WorkSite Database across the entire system.1: Parameter Description -svr -usr -pwd -sdb -ddb -tuser -logfile A list of server names. Choose Run from the Start menu and type cmd. The destination WorkSite 8.log. Table 2. all of the user preferred database settings in all the databases have been updated. and favorites from one preferred database to another. At this point the Migration Tool deletes the old information in the source database.exe -svr workdemo -usr adminuserid -pwd adminpassword -sdb SS -ddb. 3. 4. The source WorkSite 8. For example. This parameter is case-sensitive. Then click OK. Populating Custom Tables The Custom Table Loading Utility. clload </db:database userid password> </file:filename> </table:name> [/parentAlias:parentalias] [/overwrite:flag] [/childflag:flag] [/format:[delimiter][column1][column2][column3][column4]] WorkSite Server Administrator’s guide • • • 333 • • • .exe can only be run from a batch file or from the command line.0 The clload. and the Custom29/Custom30 tables (custom 29 and 30). The parameters may appear on the command line in any order. The parameters listed in <brackets> are always required. clload. along with the specifications for the text files used in the loading process. Each of these parameters is explained fully with examples in the pages that follow. Prerequisites Database created using WorkSite Network version 4. but it can be executed automatically from within a batch file. Press Enter after you have listed all the parameters. The custom table loading utility can only load entries into the Custom1/Custom2 tables (custom 1 and 2).exe. The clload Command The general form of the clload command is listed below.exe -svr workdemo -sdb SS -ddb DD -tuser UU -usr adminuserid -pwd adminpassword 5.Populating Custom Tables C:\> PDMTool. The parameters used to configure the loading process are explained below. custom tables 3-12. The parameters listed in [brackets] have default values assigned to them and only need to be specified when performing certain types of loads. is a command line executable that can be used to populate or load entries into the custom tables of a WorkSite database from any ANSI text file. This executable can be run from the command line or from a standard Windows batch file. The actual loading process performed by the custom table loading utility is identical to that performed from within the Database Administration program. Each record in the text file may contain additional fields which will be skipped in the course of loading in the table entries. The text file should be formatted to contain a series of records (or rows). child alias. each of which contains at least a custom alias. When importing parent and child table entries simultaneously. a custom description. child description. pipe symbol. parent description. and child enabled or disabled value. Each row (or record) in the text file must end with an end of line character. Empty string is treated as a Y. such as a comma. Command Line Parameters Table 41 lists line parameters classified as Required or Optional. exclamation point. a parent alias. consistent character. Fields (or columns) in each record must be delimited by a single. Valid enabled or disabled values are Y or N and empty string. If the password is null. Table 41 Command Line Parameters Required Command Line Parameters Optional Command Line Parameters /db:databasename loginid password /file:filename /table:tablename /parentalias:parentalias /overwrite:Y or N /childflag:Y or N /format:“delimiter” field1 field2 field3 field4 field5 field6 Required Parameters /db:databasename loginid password The /db parameter is required and must provide the ODBC data source name (databasename). the user ID which will be used to log into the database.Chapter 14: Tools and Utilities Required Format for the ANSI Text File The Custom Table Loading Utility can insert entries taken only from an ANSI text file into the custom tables on a WorkSite database. each record in the text file must contain. parent enabled/disabled value. use two double quotes to indicate a null password: “” Examples: clload /db:atlanta sa “” clload /db:WorkSite sa password • • • 334 • • • WorkSite Server Administrator’s guide . minimally. and an enabled/disabled value. or asterisk. and the password. Matter.e. enter either CUSTOM1 or CUSTOM29. use the table names. you must specify the parent alias to which the imported entries should belong. The table name is case-sensitive: all table names must be entered in all caps. when you are importing Matter or Subpractice entries.e. enter the table name for the parent table in the /table parameter (i. CUSTOM1.) When you are importing entries into either of these child tables.txt /table:tablename The /table parameter specifies which table the entries will be loaded into.Populating Custom Tables /file:filename The /file parameter indicates the path and name of the ANSI text file that contains the entries that will be loaded in the specified custom table.txt clload /file:e:\acc\public\accounts\css. or CUSTOM30 respectively. This parameter is ignored when the table name specified in the /table parameter is anything other than CUSTOM2 or CUSTOM30.) When importing entries into the Client.. CUSTOM2. CUSTOM29. WorkSite Server Administrator’s guide • • • 335 • • • . The only valid table names that may be entered for this parameter are listed below. as shown. (i. Practice or Subpractice tables. Examples: clload /file:c:\temp\clients.txt clload /file:d:\public\accounts. When importing entries into a parent table and its child table simultaneously. /table:CUSTOM1(Client table) /table:CUSTOM2(Matter table) /table:CUSTOM3 /table:CUSTOM4 /table:CUSTOM5 /table:CUSTOM6 /table:CUSTOM7 /table:CUSTOM8 /table:CUSTOM9 /table:CUSTOM10 /table:CUSTOM11 /table:CUSTOM12 /table:CUSTOM29(Practice table) /table:CUSTOM30(Subpractice table) Optional Parameters /parentalias:parentalias The /parentalias parameter is only used when the table name specified is CUSTOM2 or CUSTOM30.. This parent alias must already exist as a valid entry in the corresponding parent table on the database. /format:“delimiter” field1 field2 field3 field4 field5 field6 The /format parameter is used to identify the character used to delimit fields in the text file. the clload program will replace the existing description field for that alias in the database with the one specified in the text file. (A pipe symbol. This number defaults to 3. This number defaults to 1. for instance. field4:number of field (or column) that contains the child alias. The criteria that follows the /format parameter is: delimiter character used to delimit fields in the text file. If the /overwrite parameter is set to Y while description information is being skipped. this parameter is set to N. Double quotes must be placed around the delimiter character when the character used as a delimiter is a pipe symbol. then no substitutions will be made in the description field. less than or greater than characters.) If an alias appears in the text file. specify N.) /overwrite:Y or N The /overwrite parameter specifies whether to overwrite existing description information if the alias already exists. This number defaults to 2. an asterisk. (By default.exe program will not overwrite existing description information in the database. If the /overwrite parameter is set to Y when an alias appears in the text file that already exists in the database. and the /overwrite parameter is not set to N. The value of this field defaults to 4. The default delimiter is a comma. field3:number of field (or column) that indicates whether this item should be enabled (Y) or disabled (N). To load only parent table entries. This parameter only applies when the table name selected in the /table parameter is set to CUSTOM1 or CUSTOM29. the clload.). /childflag:Y or N The /childflag parameter specified whether to load only parent table entries or both parent and child table entries simultaneously. indicates that you want to pipe the results of the first command to a particular input device. The /childflag parameter is set to Y by default. specify Y. field2:number of field (or column) that contains the parent description. To load both together. field1: number of field (or column) that contains the parent alias. • • • 336 • • • WorkSite Server Administrator’s guide . or any other symbol that may be parsed incorrectly on the command line. then the entry in the database is not changed.Chapter 14: Tools and Utilities Examples: /parentalias:0012359 (Result: All child entries imported in this load will be added to the child table associated with this parent alias. Normally. consider the results of loading in the following text file using the following command line: • • • 337 • • • WorkSite Server Administrator’s guide . The child table entry will be enabled or disabled based on the value in field six. For example. and 3 only are used to extract the custom alias and description from each row or record in the text file. 5 and 6 are ignored. then description fields will be loaded in. field6:number of field (or column) that indicates whether this item should be enabled (Y) or disabled (N). The value of this field defaults to 5. Example: /format:"|" 3 4 2 1 5 6 (Result: Given this formatting parameter. multiple child table entries can be loaded in and associated with the same parent table entry by repeating the same parent alias and description in multiple rows in the text file. This number defaults to 6. If it contains a "Y" or "y" or empty string.) Skipping the Description Field You can choose to load only aliases into any custom table by specifying a field number of negative one (–1) as the field number from which to take the description field. Loading Multiple Child Table Entries While loading parent and child tables simultaneously. Either parent or child descriptions or both may be skipped. then the first and fifth fields in each record will also be used to create a child table entry that will be associated with that parent table entry. If parent-child tables are being loaded simultaneously. any values entered for fields 4. the item will be enabled.Populating Custom Tables field5:Number of field (or column) that contains the child description. When you are importing entries in any custom table other than CUSTOM1 and CUSTOM29 (the Client and Practice tables). and it will read in the third and fourth fields as the alias and description for each custom table entry. the item will be disabled. This feature may be used when loading in parent-child tables simultaneously. Example: /format:“|” 3 -1 1 5 Result: No descriptions will be loaded in for any custom table entries or parent table entries loaded in. 2. If the second field in that row in the text file contains an "N" or "n". and the values for fields 1. When –1 appears as the field number for the description field in the /format parameter statement. this load will parse the file using the pipe symbol as the character designated to delimit fields in the text file. TXT. This executable can be run from the command line or from a standard Windows batch file. Examples of Valid Command Line Entries clload /db:ntdb sa "" /table:CUSTOM1 /file:c:\temp\climat. PA00012. CLIMAT. located in the C:/TEMP directory.” 1 2 3 4 Example text file excerpt: PA00012. is a command line executable that can be used to populate or load entries into the user tables of a WorkSite database from any ANSI text file. The actual loading process performed by the user table loading utility is identical to that performed from within the DBAdmin tool.TXT and overwrite the descriptions of existing entries. but it can be executed automatically from within a batch file.DAYTON OFFICE PA00012.txt /overwrite:Y / childflag:n /format:"." 1 2 The above command will load entries into the custom3 table from the text file CLIMAT.SS00002. along with the • • • 338 • • • WorkSite Server Administrator’s guide .STAMFORD OFFICE If the above command line is used to load in data from a text file that contains the excerpt above. The alias will come from the first field in each row (or record) in the text file. Populating User Tables The User Table Loading Utility. The text file will be parsed using a comma and only parent table entries will be loaded in.SS00001. then three entries will be added to the Matter table for the single Client table entry. located in the C:/TEMP directory.PETERS ACCOUNT. clload /db:ntdb sa "" /table:CUSTOM2 /parentAlias:000002 /file:c:\temp\ climat.SS00003.txt /overwrite:N /format:“.exe. 000002.WRIGLEY OFFICE PA00012.PETERS ACCOUNT.TXT. clload /db:ntdb sa "" /table:CUSTOM3 /file:c:\temp\climat.txt The above command line statement specifies that matter entries should be loaded into the database NTDB using the userid SA with a null password from the file. CLIMAT.PETERS ACCOUNT." 1 2 3 4 The above command line statement specifies that client entries should be loaded into the database NTDB using the userid SA with a null password from the file. The parameters used to configure the loading process are explained below. The matter entries will all be added to the entry in the client table with the alias. userload.txt /overwrite:Y / client:n /format:". the description will come from the second field in each row (or record) in the text file.Chapter 14: Tools and Utilities Example command line: clload /db:chicago sa “” /table:CUSTOM1 /childflag:Y /file:c:\temp\climat. The parameters may appear on the command line in any order. This utility can only load entries into the user table.exe may only be run from a batch file or from the command line. The userload command The general form of the userload command is listed below.Populating User Tables specifications for the text files used in the loading process. pipe symbol. The parameters listed in <brackets> are always required.0 or later. the user ID which will be used to log into the database. If the password is WorkSite Server Administrator’s guide • • • 339 • • • . such as a comma. </db:database loginid password> </file:filename> [/format:[delimiter][column1][column2][column3] [column4][column5][column6][column7][column8][column9][column10][column11][c olumn12]] Required Format for the ANSI Text File The User Table Loading Utility can insert entries taken only from an ANSI text file into the user table on a WorkSite database. Each of these parameters is explained fully with examples in the pages that follow. Each record in the text file may contain additional fields which will be skipped in the course of loading in the table entries. exclamation point. or asterisk. consistent character. Command Line Parameters /db:databasename loginid password The /db parameter is required and must provide the ODBC data source name (database name). The parameters listed in [brackets] have default values assigned to them and only need to be specified when performing certain types of loads. Prerequisites Database created using WorkSite 7. and the password. The userload. Each row (or record) in the text file must end with an end of line character. Fields (or columns) in each record must be delimited by a single. The text file should be formatted to contain a series of records (or rows). /file:filename The /file parameter indicates the path and name of the ANSI text file that contains the entries that will be loaded in the specified custom table. an asterisk. The action of various modes is defined in the following table. Table 42 Mode action on current user values Mode Description “insert” “overwrite” “sync” Inserts new users. Synchronizes values. use two double quotes to indicate a null password: "".Chapter 14: Tools and Utilities null. Y indicates that the user must change the password at the next login. Autonomy does not recommend using a null password. A pipe symbol on the command line. Examples: userload /file:c:\temp\user.txt /format:"delimiter" field1 field2 field3 field4 The /format parameter is used to identify the character used to delimit fields in the text file. N indicates that the user is not required to change the password.txt userload /file:d:\public\user. except Password and MustChangePwd are not updated. for • • • 340 • • • WorkSite Server Administrator’s guide . including Password and MustChangePwd. /mode: “insert” “overwrite” “sync” The /mode parameter defines how the Userload Utility treats current user values. If used. Examples: userload /db:atlanta sa "" userload /db:WorkSite sa password [/MustChangePwd: [Y|N]] The /MustChangePwd parameter is optional. or any other symbol that may be parsed incorrectly on the command line. acts like overwrite. Overwrites values. less than or greater than character. The default is Y. Double quotes must be placed around the delimiter character when the character used as a delimiter is a pipe symbol. Examples of valid command line entries: UserLoad /db:ntdb sa "" /MustChangePwd:Y /file:c:\temp\UserData. default FILE SERVER and PRIMARY LIBRARY are present in the data file. if Password field is empty. Column number for Primary Library field. UserData. The password will default to “mhdocs. normally indicates that you want to pipe the results of the first command to a particular input device.txt / mode:overwrite /format:". Column number for UserID field. Column number for Phone field.Populating User Tables instance.” WorkSite Server Administrator’s guide • • • 341 • • • . located on the C drive in the TEMP directory. Column number for Fax field. There is no default FILE SERVER or PRIMARY LIBRARY in the data file. Column number for Location field. The criteria that follows the /format parameter is described in the following table. MHDOCS is used as the default password. Column number for Container field. Column number for Extension field.txt / mode:insert /format:". Column number for E-mail field. The default delimiter is the pipe symbol “|”. The text file will be parsed using a comma." 1 0 0 0 0 0 0 0 0 0 2 3 The above command line is for a case where only the UserID. Column number for File Server field. UserLoad /db:ntdb sa "" /MustChangePwd:N /file:c:\temp\UserData. Column number for Full Name field.txt. Column number for OS type field." 1 2 3 4 5 6 7 8 9 10 0 0 The above command line statement specifies that entries should be loaded into the database NTDB using the userid SA with a password of “mhdocs” from the file. Column number for Password field. Table 43 Format Criteria Criteria Description delimiter Column1: Column2: Column3: Column4: Column5: Column6: Column7: Column8: Column9: Column10: Column11: Column12: character used to delimit fields in the text file. Chapter 14: Tools and Utilities • • • 342 • • • WorkSite Server Administrator’s guide . Appendix A Reading the WorkSite Server Log File Overview This appendix includes information on the following topics: “Abbreviations” “Common DMSLog.txt and should be located in the installation path for WorkSite Network. The log file generated by the WorkSite Server service is named DMSLog.txt file Abbreviation Meaning QD TD QU TU Files download in last minute Files downloaded since startup Files uploaded in last minute Files downloaded since startup • • • 343 • • • WorkSite Server Administrator’s guide . Table 44 Abbreviations used in the DMSLog. the log file grows by two lines of text every minute.txt File Entries” Information to help you understand the log file generated by the WorkSite Server service is provided in this section. Table 44 lists the abbreviations used in these entries during normal operation to report on the status of WorkSite Server service. Abbreviations During normal operation. 234DsRpcManager: 150:Info [0230] Connected to database madrid Sun 03/01 17:39:38. QS=0. hits 26. miss 0 MMon 03/02 20:19:43.109DataCache: 712:Debug [0288] C02: loads 1.515LogMsg: 83:Info [0288] *************** SHUTDOWN**************** Example 2: User's transaction was aborted. unless repeating continually. Mon 03/02 20:19:41. The FileXfer QS is the number of file uploads or downloads waiting to be performed. Example 1: Normal operation Concerns: None Sun 03/01 17:39:33. XT=33.203DsRpcManager: 150:Info [0230] Connected to database madrid Sun 03/01 17:41:00. hits 26.txt file and their significance.Appendix A: Reading the WorkSite Server Log File Table 44 Abbreviations used in the DMSLog. Mon 03/02 15:49:55. US=1. The RpcManager QS is the number of SQL database transactions waiting to be performed.txt File Entries This section describes common entries in the DMSLog. possibly because of call timeout or the user aborted the request.015Executer: 100:Info [0244] Transaction aborted by user • • • 344 • • • WorkSite Server Administrator’s guide .703RpcManager: 592:Info [0224] XQ=14. Common DMSLog.968DataCache: 705:Debug [0288] Cache stats for database madrid Mon 03/02 20:19:42. There are two values for QS recorded in each entry in the log file during normal operation. You can use either of these entries to evaluate the efficiency of your WorkSite Server.031DataCache: 707:Debug [0288] C01: loads 1.375FileXfer: 508:Info [0320] QD=0 TD=0 QU=0 TU=0 RL=0 XL=0 QS=0 Sun 03/01 17:41:00. adds 0. Concerns: None.txt file Abbreviation Meaning QS XQ US XT NOTE Queue size: number of transactions waiting to be processed Number of transactions completed in last minute Number of users attached to the WorkSite Server Total number of transactions completed since server was started.875LogMsg: 76:Info [0230] ***************** STARTUP ****************** Sun 03/01 17:39:36. adds 0. miss 0 Mon 03/02 20:19:42. Fetch command failed. dump the transaction log. Tue 03/03 15:17:01. dump the transaction log.PRJNUMDB (TABLOCKX) Wed 03/04 17:32:51. If you ran out of space in Syslogs. Mon 03/02 20:29:48. Wed 03/04 17:32:50. SQL State: 37000. use ALTER DATABASE or sp_extend Wed 03/04 17:32:50. SQL State: 00000. SQL State: 37000.156Executer: 591:Error [0168] SQL Command: SELECT PRJNUM FROM MHGROUP.ID_TABLE (TABLOCKX) Mon 03/02 15:49:55. SQL Error: [Microsoft][ODBC SQL Server Driver][SQL Server]Can't allocate space for object 'Syslogs' in database 'paris' because the 'logsegment' segment is full. possibly due to timeout or because user exited the application Concerns: None.PRJNUMDB (TABLOCKX) Wed 03/04 17:32:51. Concerns: This is a serious problem with database and requires immediate action. dump the transaction log.Common DMSLog.031 RpcManager: 639:Info [0161] Session from 10. If you ran out of space in Syslogs. SQL Error: Mon 03/02 15:49:55.234Executer: 591:Error [0315] SQL Command: SELECT PRJNUM FROM MHGROUP.5.281Common: 212:Warn [0247] Transaction rollback: getNextNum Example 3: User’s pending request(s) were aborted.3.117 DsRpcManager: 68:Info [0330] Aborting work for user ZIA Example 4: User's session was terminated after a long period of inactivity.3.PRJNUMDB (TABLOCKX) Wed 03/04 17:32:51.txt File Entries Mon 03/02 15:49:55. unless repeating continually. Otherwise. If you ran out of space in Syslogs.Unable to execute SQL Command. SQL State: 37000. Otherwise.Unable to execute SQL Command.5. use ALTER DATABASE or sp_extend Wed 03/04 17:32:51. SQL Error: [Microsoft][ODBC SQL Server Driver][SQL Server]Can't allocate space for object 'Syslogs' in database 'paris' because the 'logsegment' segment is full. Otherwise.Unable to execute SQL Command. Concerns: None. SQL Error: [Microsoft][ODBC SQL Server Driver][SQL Server]Can't allocate space for object 'Syslogs' in database 'paris' because the 'logsegment' segment is full.140Executer: 591:Error [0247] SQL Command: SELECT ID_VALUE FROM MHGROUP.296Executer: 591:Error [0352] SQL Command: SELECT PRJNUM FROM MHGROUP.671 Common: 212:Warn [0352] Transaction rollback: insertProject Example 6: Database server terminated the transaction due to a transaction deadlock • • • 345 • • • WorkSite Server Administrator’s guide .984Executer: 587:Error [0315] execStatement . use ALTER DATABASE or sp_extend Wed 03/04 17:32:51.078Executer: 587:Error [0247] getNextNum .421 Common: 212:Warn [0168] Transaction rollback: insertProject Wed 03/04 17:32:51.031Executer: 587:Error [0352] execStatement .114:31493 will be closed after 3700 seconds of inactivity Example 5: The SQL transaction log is full and needs to be emptied.937Executer: 587:Error [0168] execStatement .531 Common: 212:Warn [0315] Transaction rollback: insertProject Wed 03/04 17:32:51.515 at 10. This can happen for example when a user tries to import a document with invalid profile. 20:05:47. SQL Error: [Microsoft][ODBC SQL Server Driver][dbnmpntw]Invalid connection.205.Unable to execute SQL Command.078DsRpcManager: 220:Error [0166] Database schema for database madrid is not compatible with this DMS.205. Database will not be usable. SQL State: 08S01. SQL Error: [Microsoft][ODBC SQL Server Driver][SQL Server]Your server command (process id 30) was deadlocked with another process and has been chosen as deadlock victim.Unable to execute SQL Command. Wed 03/11 18:36:59.205. The WorkSite Server Service is capable of reconnecting to a restarted database server.015 FileXfer: 781:Warn [0380] Removing uploaded file cookie for 205. Wed 03/11 18:36:59.718Executer: 587:Error [0638] execStatement .0 bytes of 42506716 Example 9: The database schema is either older or newer than the server. Concerns: Possibly serious.DOCMASTER SET DOCINUSE = 'N'.437Executer: 587:Error [0554] execStatement . Wed 03/11 17:25:52.062Executer: 591:Error [0638] SQL Command: UPDATE MHGROUP. Not used for >10 minutes after upload.PRJNUMDB Example 11: The connection to the database has become invalid possibly because of a database shutdown.937FileXfer: 781:Warn [0380] Removing uploaded file cookie for 205. Example 8: User aborted the transaction during a file upload Concerns: Usually none. Not used for >10 minutes after upload. The transaction is rejected by the server and the uploaded file is eventually removed Wed 03/04 889063191 Wed 03/04 889063199 20:05:46.828FileXfer: 717:Warn [0366] File Receive .205. Concerns: Possibly serious. Upgrade or conversion may be required.890DsRpcManager: 159:Info [0166] Connected to database madrid Wed 03/11 17:25:53.500Executer: 591:Error [0554] SQL Command: SELECT PRJNUM FROM MHGROUP. Thu 03/05 18:18:45. SQL State: 40001.156Common: 212:Warn [0638] Transaction rollback: copydocument Wed 03/04 20:02:16. the server is capable of internally recovering from such conditions without the user noticing anything Wed 03/04 20:02:15.390DocMgr:4387:Info [0638] Retrying transaction: retry# 1 Example 7: An uploaded file was not used in a transaction and cleaned up by the server Concerns: Usually none.205. Example 10: The connection to the database has become invalid possibly because of a database shutdown or restart.205. LOGNODEADDR = ''. INUSEBY = '' WHERE (DOCNUM = 987) AND (VERSION = 1) Wed 03/04 20:02:16. • • • 346 • • • WorkSite Server Administrator’s guide .Did not receive entire file .Appendix A: Reading the WorkSite Server Log File Concerns: Part of the normal operation. Re-run your command Wed 03/04 20:02:16. One entry appears in the log file for each thread. Restart the database server.125Manager: 69:Error [0220] Could not locate connection handle for paris WorkSite Server Administrator’s guide • • • 347 • • • . Concerns: Serious.Common DMSLog.812Connect:1212:Error [0220] sqlserver_connect SQL Error: [Microsoft][ODBC SQL Server Driver][dbnmpntw]Specified SQL server not found.875Manager: 102:Info [0220] Reconnect attempt to database paris failed Example 12: The WorkSite Server Service has reconnected to the database. Wed 03/11 18:35:25. Wed 03/11 18:33:27. Wed 03/11 18:33:27. Restart the database server. Concerns:None (Be happy).txt File Entries Concerns: Serious.890Manager: 98:Info [0554] Reconnected to database paris Example 13: The connection to the database has become invalid possibly because of a database shutdown. Wed 03/11 18:35:23. Appendix A: Reading the WorkSite Server Log File • • • 348 • • • WorkSite Server Administrator’s guide . This list is subject to change in future releases. For related information. and other information pertaining to checkedout documents Lookup values for the Custom1 field Lookup values for the Custom 10 field Lookup values for the Custom 11 field Lookup values for the Custom 12 field Lookup values for the Custom 2 field Lookup values for the Custom 29 field Lookup values for the Custom 3 field • • • 349 • • • WorkSite Server Administrator’s guide . New Profile. and Edit Profile dialogs Tracks the location. app paths.Appendix B Database Schema Overview This chapter lists the database tables and their functions. see the COM Object for WorkSite Database Administration Developer's Guide. Table 45 Database Table Functions Table Name Function APPS ARCHIVETBL ARCHIVENUMDB ARSET_INFO CACHE_UPDATE CAPTIONS CHECKOUT CUSTOM1 CUSTOM10 CUSTOM11 CUSTOM12 CUSTOM2 CUSTOM29 CUSTOM3 This table maintains a record of applications. New Version. app alias and info needed to run apps Keeps a record of where archives have been placed Contains the ID number that will be given to the next archive This table maintains the relation of archived documents to their archive_ID Keeps track of when cached files were updated on the server Records the captions used on the Search. checkout date. Name-value pairs for document This table is used to reference documents that have been moved from one database to another through the WorkSpace Migrator Table of information for document caching Table of Lookup values for the Document Class field History of all the documents Document names and their profile information The next number that the server will assign a new document List of file servers Lookup values for the Subclass field Lookup values for the Document Type List of users Specifications for default security settings The status of reconciled or failed e-mails for Symantec Enteprise Vault Control layout for current dialog objects. or background color • • • 350 • • • WorkSite Server Administrator’s guide . such as buttons. or labels Default Layout for the dialogs. fields. Not currently used in version 8.2. such as dialog size.Appendix B: Database Schema Table 45 Database Table Functions Table Name Function CUSTOM30 CUSTOM31 CUSTOM4 CUSTOM5 CUSTOM6 CUSTOM7 CUSTOM8 CUSTOM9 DEINDEX_DOCS DOC_ACCESS DOC_DENIAL DOC_INDEX DOC_KEYWORDS DOC_NVPS DOCARTIFACT DOCCACHE DOCCLASSES DOCHISTORY DOCMASTER DOCNUMDB DOCSERVERS DOCSUBCLASSES DOCTYPES DOCUSERS DSECURITY EMAIL_ATTRS FORM_CONTROLS FORM_TEMPLATE Lookup values for the Custom 30 field Lookup values for the Custom 31 field Lookup values for the Custom 4 field Lookup values for the Custom 5 field Lookup values for the Custom 6 field Lookup values for the Custom 7 field Lookup values for the Custom 8 field Lookup values for the Custom 9 field List of documents to be removed from index collections Permissions to documents Document access restrictions Location of documents within index collections A list of words in documents that help to classify the documents. such as dialog size. Cross listed with User numbers Group information GRP_SCTY_ACC_TEM Security templates assigned to groups P ID_TABLE INDEX_COLLECTION KEYWORDS LIBRARIES MHINFO MHPERMS MHPROFILES NODELOC PALETTE PRJNUMDB PROJ_ACCESS PROJ_DENIAL PROJARTIFACT PROJECT_ITEMS PROJECT_NVPS PROJECTS QUICK_RETRIEVE RE_RECIPIENT RE_RULE_EVENT REEVENTDEF Next system ID number List of Index Collections List of Keywords. or other items Next folder number Folder access List of users and groups denied folder access Lists artifact information for migrated projects needed to locate project table entries from the database Folder items cross-referenced with folder IDs Name-value pairs for folders Folders User work lists Rules Engine . fields. List of databases Not used List of database option bit masks List of profile templates List of PC locations Palette used to populate database dialogs with buttons.Group Num.List of events that can be used to define rules Rules Engine . Not currently used in version 8.2. and other actions that trigger rule execution WorkSite Server Administrator’s guide • • • 351 • • • .Overview Table 45 Database Table Functions Table Name Function FORM_TYPES FORMS GROUPMEMS GROUPS Relation of Form ID and Description Actual Layout for the dialogs. such as new version. or background color Group membership .Definitions of different events.List of recipients of notification of events that trigger rules execution Rules Engine . edit profile. warning. edit profile.List of processes used to execute rules Rules Engine . and NT number of logon attempts SYSTEM_PREFERENC ES Information about system characteristics that are set on the server SYSTEM_SYNC_PREFS Lists default value at the database level for optional saved search to filter out documents TEMPLATE_CONTROL Default template of the controls used on the various dialogs S TYPEMAP USER_PREFERENCES Document type mapping Lists work area preferences for the user • • • 352 • • • WorkSite Server Administrator’s guide . such as new version. workstation) pair Lists the synchronization preferences for each user SYSTEM_MANAGEME Information about password expiration.Appendix B: Database Schema Table 45 Database Table Functions Table Name Function REEVENTLOG RELATED_DOCS RERULEHANDLERS RERULES RERULESNUMDB RESTORETBL ROLE_NVPS ROLE_PROFILES ROLES SEARCH_PROFILES Rules Engine .List of rules Rules Engine . My Matters and Matter Worklist) Lists the last synchronization time for each (user.Next rule number Documents that have been requested to be restored from archive Name-value pairs for roles Profile settings for each role List of Roles Saved Search Ids and the users they belong to SEARCH_PROFILE_DA Data placed in the fields of a saved searched TA SECURITY_TEMPLATE List of Security Templates SID_TABLE SRCH_PROF_ACCESS SRCH_PROF_DENIAL STOPWORDS SYNC_ITEMS SYNC_LOCATIONS SYNC_PREFERENCES List of SIDs List of users and groups with access to Saved Searches List of users and groups denied access to Saved Searches Words that are not searched for Lists the containers synchronized by each user in an offline/online transition (for example. and other actions that trigger rule execution Related documents Rules Engine .Log listing different events. Overview Table 45 Database Table Functions Table Name Function USER_SYNC_PREFS USERACTIONS USERHISTORY USERNUMDB USERROLES Store an optional saved search to filter out documents List of actions that users can perform History of actions performed by users Next user ID number or Group ID number Users and the Role they have been assigned USR_SCTY_ACC_TEM The user rights defined by each security template P USR_SCTY_TEMP_ASS Lists which security templates are assigned to which users C VERINFO WEB_PAGE_ACCESS Version information infoLink .List of access rights for web pages WorkSite Server Administrator’s guide • • • 353 • • • . Appendix B: Database Schema • • • 354 • • • WorkSite Server Administrator’s guide . This section includes the following configuration options: Allowing Description Fulltext Search OCR-TIFF Replacement UTC Date Storage Search Results Sorting Restrict Data Sizes Case Insensitive Searches in Oracle Databases Version Editing Retain Only Latest Version on Worklist Ignore Disabled Groups Immutable E-mail WorkList Filtering Pessimistic Security One-Way or Two-Way Document Relations E-mail Duplicate Detection Enable/Disable User Edit of the Folder E-mail Address Field Unicast or Multicast Clustering Transport Options Default Minutes Between Synchronization Passes Kerberos Authentication on Trusted Login Support for Unknown File Types • • • 355 • • • WorkSite Server Administrator’s guide .Appendix C Server Configuration Options This appendix contains information about how to customize your system using options available in WorkSite Server. Some additional options are explained in the chapters where you are likely to be performing customizations specific to a particular utility or operation. In this configuration users may receive an error message indicating the search is too broad if the full-text criteria hits the Verity “bucket”. NOTE This setting is only for use with the Verity-based WorkSite Indexer 8. N – The description search criteria is not passed to the Index Search service.2. The setting allows users to choose whether or not the description criteria is passed to the Verity index collection. Only the full-text criteria is sent to the Index Search service. however it can result in poor search performance if leading wildcards are used in the description field. • • • 356 • • • WorkSite Server Administrator’s guide . This configuration can help avoid the Verity “bucket” issue by performing a zoned search on the description.3. The full-text results are returned to the WorkSite Server which then queries the WorkSite database for the description criteria. regardless of the description criteria provided. It is ignored when WorkSite Server is configured to connect to Indexer 8.Appendix C: Server Configuration Options Server Side Email Filing Allow Folder Creation in Public Workspaces Allowing Description Fulltext Search This configuration setting allows for the handling of a combined description and full-text search. In the following location in the registry: HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven\WorkSite\imDmsSvc Modify the String value: Name: Allow Description Fulltext Search Values: Y (default) – The description search criteria is passed to the Index Search service. Both the description and full-text criteria are used to query the Verity full-text index collection. " Value: "Y" • • • 357 • • • WorkSite Server Administrator’s guide . To enable the storage of date values in UTC format: On every WorkSite Server: In the following key in the registry: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Set the following string value: Name: "UTC In Use" Value: "Y" To disable. set value to "N". By default. On the machine running the WorkSite Rules Engine service: In the following key in the registry: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imRulesEngine\ Set the following string value: Name: "UTC In Use. this feature should be turned off (disabled). For new installations. it is recommended to enable this feature.OCR-TIFF Replacement OCR-TIFF Replacement The WorkSite Server supports the ability to substitute OCR documents with their corresponding related TIFF documents when returning the results of a full-text search. The feature can be enabled on a per database basis using the following registry setting. In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\ imDmsSvc\Databases\[ODBC DSN]\ Set the following string value: Name: "Perform OCR Replacement" Value: "Y" UTC Date Storage For proper handling of client applications in different time zones. For upgraded databases. the WorkSite Server is now capable of storing all date values in UTC format. the installation program will enable this feature. The Look For field in the Search dialog box of DeskSite and FileSite indicate the use of Full-text search. FileSite. which the WorkSite Server retrieves and displays to the WorkSite clients. Search Results Sorting Search in conducted in different ways in WorkSite. You can sort results within the document grid. Email Properties (to / from). For more information on sorting in DeskSite. Full Text Search. Custom 14 (From) ). set value to "N".Appendix C: Server Configuration Options To disable. set value to "N". and Miner) involve indexer relevancy search. A search performed using only an Email field in the Search Dialog in DeskSite or FileSite is an exception to the Indexer search. DeskSite and FileSite. You must enter the word that you are searching for in the search field. the Indexer returns a list of search results sorted in order of relevancy. The search results displayed are sorted based on the order of relevancy determined by the Indexer. Full-text searches in the all the clients (DeskSite. Sorting in the client involves sorting on the search results provided by the WorkSite Server and Indexer. Express Search. The different types of searches can be described as follows: 1. The WorkSite Indexer returns a list of search results sorted in order of relevancy. Search results are sorted based on the type of search that was conducted. 2. On the machine running the WorkSite Clustering Service: In the following key in the registry: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imFmaSvc\ Set the following string value: Name: "UTC In Use.Custom15 (Cc). Further levels of sorting can be achieved through the client interface. DeskSite and FileSite." Value: "Y" To disable. • • • 358 • • • WorkSite Server Administrator’s guide . or Custom16 (Bcc). Further levels of sorting can be achieved through the client interface. Express Search and WorkSite Miner. Sorting in the client involves sorting on the search results provided by the WorkSite Server and WorkSite Indexer. which the WorkSite Server retrieves and displays to the WorkSite clients. WorkSite Miner offers the user the ability to sort by relevance or by a particular column displayed in the grid. If you are searching based on the Custom 13 (To). see DeskSite Installation and User's Guide. 4. The Indexer returns a list of search results sorted in order of relevancy. Further sorting is possible in the client using the grid columns. and will not request new results from the Server unless a new search is performed. Metadata only. WorkSite Server supports the ability to deliver document search results sorted by edit date and sorted metadata selection values. This results in a new search request from the server. To determine what value to specify as the DWORD value. and WorkSite Miner) operates only on the local result set provided by the server. Express Search. The feature may be enabled or disabled on a per table basis. To enable or configure this feature: In the registry on every WorkSite Server machine: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\Databases\ [ODBC Data Source Name]\ Set the following DWORD value: Name: "Sort Order Mask" Value: [see below] The value to specify for "Sort Order Mask" depends on which tables you want to have sorted by the server. not on the entire set of results. WorkSite Miner sorts on the displayed search results. This new search result can be further sorted using the client. This feature is only supported for Microsoft SQL Server databases. You can retrieve and view all the search results when you click See all Results. the client will sort on the 500. WorkSite Server Administrator’s guide • • • 359 • • • . add together the values below for all tables for which you want to enable sorting. A search from WorkSite Miner or Express Search always performs a full-text search. FileSite. NOTE Sorting on the WorkSite client (Desksite. Sorting in the client involves sorting on the search results provided by the WorkSite Server and Indexer. For example. 3. If you have set a limit on the number of search results to be viewed only that many search results will appear in the grid. if the Server returned 500 results out of 1000. In WorkSite Miner the only exception is when you search using the keywords Show-checkout and Show-Worklist. This is the value to specify in the registry setting. Description search is similar to full-text searches where search results are also sorted based on relevancy by the WorkSite Indexer relevancy as description / subject searches are full text searches. Further levels of sorting can be achieved through the client interface. The Indexer returns a complete list of all the search results sorted in order of relevancy. which the WorkSite Server retrieves and displays to the WorkSite clients.Search Results Sorting Express Search and WorkSite Miner. Description Searches (including the subject of e-mails). 5.Appendix C: Server Configuration Options NOTE These values are in hexadecimal format. 2. to enable server-side sorting of APPS and DOCMASTER values. To restrict alias sizes to 16 characters. The server sorts by relevancy in the WorkSite Indexer (same as full text). Create the following registry key on the machine running the Database Administration program: • • • 360 • • • WorkSite Server Administrator’s guide . To disable all server-side sorting. you would specify a value of 3 (1 +2). specify the value: 0x00FFFFFF. specify 0 (zero). Any combination of 1.x or later. This feature is turned off by default when you install WorkSite Server 7. Restrict Data Sizes The Database Administration program can be configured so that it will restrict alias sizes in the database to 16 characters. SORT_APPS 0x00000001 SORT_DOCMASTER 0x00000002 SORT_CUSTOM1 0x00000004 SORT_CUSTOM2 0x00000008 SORT_CUSTOM3 0x00000010 SORT_CUSTOM4 0x00000020 SORT_CUSTOM5 0x00000040 SORT_CUSTOM6 0x00000080 SORT_CUSTOM7 0x00000100 SORT_CUSTOM8 0x00000200 SORT_CUSTOM9 0x00000400 SORT_CUSTOM10 0x00000800 SORT_CUSTOM11 0x00001000 SORT_CUSTOM12 0x00002000 SORT_CUSTOM29 0x00004000 SORT_CUSTOM30 0x00008000 SORT_CUSTOM31 0x00010000 SORT_DOCCLASSES 0x00020000 SORT_DOCSUBCLASSES 0x00040000 SORT_DOCTYPES 0x00080000 SORT_DOCUSERS 0x00100000 SORT_GROUPS 0x00200000 SORT_ROLES 0x00400000 SORT_TYPEMAP 0x00800000 For example. To enable server-side sorting for all tables. or 3 with 4. run the following SQL Script on your database. CREATE INDEX IX_DCMSTR_UPDOCNAME ON MHGROUP. CREATE INDEX IX_DCMSTR_UPC13ALIAS ON MHGROUP. set this value to 0 (zero).Case Insensitive Searches in Oracle Databases In the following hive in the registry: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\DbAdmin\ Create the following DWORD value: Name: Compatible Data Sizes Value: 1 Set this value to 1 (one) to restrict alias sizes to 16 characters. Case Insensitive Searches in Oracle Databases Since Oracle databases are case sensitive.DOCMASTER (UPPER(C14ALIAS)). searches in Custom13-16 are case sensitive on Oracle databases.DOCMASTER (UPPER(ALIAS)). DROP INDEX MHGROUP. When this option is enabled.DOCMASTER (UPPER(C15ALIAS)).2 supports the ability to make older versions of documents read-only.IX_DCMSTR_DOCNAME. but • • • 361 • • • WorkSite Server Administrator’s guide . If you want to remove this restriction.DOCMASTER (UPPER(C16ALIAS)). CREATE INDEX IX_DCMSTR_UPALIAS ON MHGROUP.DOCMASTER (UPPER(DOCNAME)). Next. CREATE INDEX IX_DCMSTR_UPC15ALIAS ON MHGROUP. then the Database Administration program restricts alias sizes to 16 characters. users will be able to edit or modify the latest versions of documents. CREATE INDEX IX_DCMSTR_UPC16ALIAS ON MHGROUP. If this key does not exist. You can configure WorkSite Server to perform case-insensitive searches in the nonvalidated Custom 13-16 fields if you are running an Oracle database.DOCMASTER (UPPER(C13ALIAS)). CREATE INDEX IX_DCMSTR_UPC14ALIAS ON MHGROUP. To enable case insensitive searches on an Oracle database you must: First. in the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Create or set the following STRING value: Name: "Case Insensitive Oracle" Value: "Y" Version Editing WorkSite Server 8. CONNECT MHGROUPMHDOCS@ORCL. WorkSite FileSite 4. This feature should not be confused with the "Auto-Versioning" feature.2 supports the ability to retain only the latest version of a document on the worklist. To enable this feature: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\Databases\ [ODBC Data Source Name]\ Create or set the following DWORD value: Name: "Version Editing" Value: 1 To disable this feature.0 or later. (Administrative users are not subject to this restriction. including the profile and security. users who are working with an older WorkSite client may receive error messages if they attempt to modify an older version of a WorkSite document. set the value to 0 (zero).3 or later. NOTES When the Version Editing feature is enabled. rather than all versions. which is available in the WorkSite client products.5 or later. Retain Only Latest Version on Worklist WorkSite Server 8. and WorkSite Web 4. The following WorkSite client products are aware of the Version Editing feature: WorkSite DeskSite 6.) This feature may be enabled on a per database basis. The Version Editing feature described here is independent of the client "Auto-Versioning" feature. Refer to the WorkSite Desktop Client Customization Guide for more information about the "Auto-Versioning" feature.Appendix C: Server Configuration Options all previous versions will be read-only. Only the latest WorkSite client products are aware of the Version Editing feature and capable of adapting to it. To enable this feature: In the following key in the registry on the WorkSite server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvs\Databases\ [ODBC Data Source Name]\ Create or set the following DWORD value: Name: "Worklist" Value: 1 • • • 362 • • • WorkSite Server Administrator’s guide . This feature can be enabled on a per database basis. This configuration option causes the WorkSite Server to ignore disabled groups when determining the current user's access rights to a particular document or collaboration object.Ignore Disabled Groups To disable this feature. e-mail messages saved to WorkSite can be checked-out and edited in the same way as any other document.2 can be configured to disregard groups that are disabled that may appear in an item's security access control list when attempting to resolve access rights for that object. To ignore disable groups when determining access rights: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\Databases\ [ODBC Data Source Name]\ Create or set the following STRING value: Name: "Include Disabled Groups" Value: "N" Immutable E-mail By default. until the group is removed from the document's access control list.NOTES • • • 363 • • • WorkSite Server Administrator’s guide . To prevent e-mail messages from being modified. immutably read-only) by default by adding two registry key (one that defines what constitutes an e-mail by type and another that enables read only e-mail filing). For instance. set the value to 0 (zero). that user would normally continue to have access to the document. you can configure e-mail to be read-only and declared as a record (that is. This feature can be enabled on a per database basis. if a user has access to a private document by virtue of membership in a group.GW. To define e-mail messages by type: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE/Software/Interwoven/WorkSite/imDmsSvc/ Set the following STRING values: Name: Email Types Default Value: MIME. even after the group is disabled. Ignore Disabled Groups WorkSite Server 8. Pessimistic Security By default.2 supports the ability to select whether e-mail messages saved to WorkSite should be added to users' worklists. This means • • • 364 • • • WorkSite Server Administrator’s guide . WorkSite Server 8.) NOTE The E-mail type is determined by the EMAIL TYPES registry key. the WorkSite Server resolves conflicts between access grants when determining a user's effective access to any secured content using an optimistic security model. e-mail messages saved to WorkSite are added to users' worklists like any other document. WorkList Filtering By default.Appendix C: Server Configuration Options NOTE This registry key also defines what types are searched when searching for only e-mail in the search dialog. However. To prevent e-mail messages from appearing on users' worklists: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc Set the following STRING value: Name: "Add E-mails to Worklist" Value: "N" NOTE The E-mail type is determined by the EMAIL TYPES registry key. To declare e-mail messages as records: Set the following STRING values: Name: Import Emails As Declared Default Value: N (By default this option is not enabled. Managers. if pessimistic security were enabled. Todd would get Read-Only access to the secured content. When the WorkSite Server is configured to use a pessimistic security model to resolve conflicts between access grants. the lowest of the several conflicting access grants that apply to the user is used. the greatest of the several conflicting access grants is used.One-Way or Two-Way Document Relations that if a user.2 client applications can be configured to treat document relations as one-way or two-way by configuring the following setting on the WorkSite Server. When optimistic security logic is used. is a member of a group. To configure one-way or two-way document relations: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc Set the following DWORD value: Name: "Document Relation" Value: "0" for one-way document relations "1" for two-way document relations (Default) WorkSite Server Administrator’s guide • • • 365 • • • . where the user is a member of multiple groups granted access to the secured content. Todd. Conflicts between access grants can be conflicts between user and group assignments or between multiple group assignments. rather than optimistic security. NOTE This setting determines how document relations are created. and a document is shared to Managers with ReadWrite access. then Todd will get ReadWrite access. In the above example. and the document is also explicitly shared to Todd with Read-Only access. WorkSite Server 8.2 can be configured to resolve conflicts between access grants using pessimistic security. not how existing document relations are handled. To configure optimistic or pessimistic security: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc Set the following DWORD value: Name: "Security Model" Value: "0" for Optimistic Security (Default) "1" for Pessimistic Security One-Way or Two-Way Document Relations WorkSite 8. Search across entire target library Enable/Disable User Edit of the Folder E-mail Address Field By default. not on the WorkSite Communication Server. however. The e-mail address is viewable but not editable. If an e-mail message is saved at the library level. This behavior can be changed. This option is configured on the WorkSite Server machine.Appendix C: Server Configuration Options E-mail Duplicate Detection The WorkSite Communication Server and FileSite search for existing duplicate e-mail messages before importing a new e-mail message. To configure this option: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Set the following DWORD value: Name: "DisableEditingOfFolderE-mailField" Value: 0 = Users with full access to folder can set/edit e-mail address 1 = Only NRTADMIN users can set/edit folder e-mail addresses • • • 366 • • • WorkSite Server Administrator’s guide . then no search is performed. the scope of the search is restricted to the selected target folder or workspace. for duplicate e-mail messages: In the following key in the registry on the WorkSite Server machine (not on the WorkSite Communication Server): HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Set the following DWORD value: Name: "Duplicate Detection Type" Value: "0" . users with full access to a WorkSite document folder can edit the folder's E-mail Address. The following configuration option. so that a search is performed across the entire target library to detect duplicate e-mail messages before saving them to WorkSite. By default. To configure the WorkSite Communication Server and FileSite to search the entire target library. can be used to restrict access to folder e-mail addresses to NRTADMIN users.Search within target folder or workspace (Default) "1" . rather than just within the target folder or workspace. To designate unicast or multicast communications on the WorkSite DMS Server or Cluster: In the following keys in the registry on the WorkSite Server or on each server in the WorkSite Server Cluster: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imFmaSvc Set the following DWORD value: Name: "Clustering Transport" Value: 0 = multicast 1 = unicast NOTE If you are not using the default. the communication goes to all IP addresses at the UDP port specified. This option allows you to change the number of minutes between passes. The default option is multicast. Default Minutes Between Synchronization Passes The default number of minutes between synchronization passes is 60 minutes. See the WorkSite Desktop Client Customization Guide for details. To change the number of minutes between synchronization passes: In the following key in the registry: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDsSyncSvc Create the following DWORD value: • • • 367 • • • WorkSite Server Administrator’s guide .Unicast or Multicast Clustering Transport Options Unicast or Multicast Clustering Transport Options When a client sends a request to a DMS Server or Cluster. 2637. you must also set these options on each client machine. You can utilize either unicast or multicast communications between the client and the DMS Server or Cluster. Appendix C: Server Configuration Options Name: "Cycle Minutes" Value: Number of minutes you want to elapse between synchronization passes Kerberos Authentication on Trusted Login This section describes how to configure the WorkSite Server to support trusted login with Kerberos authentication. and Windows NTLM. such as “DsServerRegisterSpn failed. Select Local system account. The computer account must be trusted to act as a delegate. WorkSite Web must be version 8. and any custom application based on WorkSite SDK must be version 8. such as Netware. the File Server Setup Properties must be configured with a user account that can access the document file share. 2. OffSite. (This setting is the default setting for computer system accounts. 3. The configuration steps for Kerberos authentication are determined by the account used to start the WorkSite services: Local system account Domain user account (Windows Server 2003 or Windows 2000 Server) Version Requirements Kerberos authentication on trusted login is supported for the following software versions and configurations: Windows Active Directory-based Kerberos server implementations (Other configurations are not supported.txt file does not contain any errors. Open the Startup Properties dialog. DeskSite.” • • • 368 • • • WorkSite Server Administrator’s guide .2 SP1. Using a Local System Account Running the WorkSite Server under a local system account does not have configuration dependencies for trusted login with Kerberos authentication. In the WorkSite Service Manager. Confirm that the DmsLog. 1. error = 0x54b.) NOTE When the local system account is used to start the WorkSite Server service.2 SP1 Patch 1.) FileSite. Unix. Start the WorkSite Server service. select the WorkSite Server service. Otherwise. 9. select the Account is trusted for delegation check box. add the Worksite Service Account. 2. clear the check box. select the WorkSite Service Account. 4. select the WorkSite Service Account. confirm that the Account is sensitive and cannot be delegated checkbox is NOT selected. and click OK. and open the Properties dialog. 1. From the Active Directory Console. 8. Add the WorkSite Service Account to the Act as a part of Operating System security policy on the WorkSite Server through the Local Security Policy snap-in. From the Active Directory Console. On the Account tab.exe -a imDmsSvc/WorkSiteServerName WorkSiteServiceAccount WorkSite Server Administrator’s guide • • • 369 • • • . 5. On the Account tab. and open the Properties dialog. NOTE The previous step may require the use of ADSI Edit available in the Windows Resource Kit and Support Tools. Create the required SPNs by running the following commands against a Local Domain Controller: setspn. Complete Steps 7 and 8 to automatically create the SPNs. proceed to Step 9 to create the SPNs manually. 3. 7. select the check box. This section includes instructions for the following domains: “Using a Domain User Account on Windows 2000 Server Domain” on page 369 “Using a Domain User Account on a Windows Server 2003 Domain” on page 370 Using a Domain User Account on Windows 2000 Server Domain Perform these steps using a Domain Administrator account. If it is empty. You will need the Windows Resource Kit and Support Tools to complete these steps. From the Active Directory Console. and open the Properties dialog. and click OK.Kerberos Authentication on Trusted Login Using a Domain User Account The type of Windows Active Directory domain used by your system determines the steps required to configure Kerberos authentication. On the Security tab. If it is selected. 6. and click OK. Add the WorkSite Service Account to the Local Administrators Group on the WorkSite Server. select the WorkSite Service Account. Confirm that the Write Public Information checkbox is selected. Create the required SPNs by running the following commands against a Local Domain Controller: setspn. If it is selected. 1.txt file does not contain any errors. WorkSiteServerName is the WorkSite Server name. 5. If it is empty.exe -a imDmsSvc/iwovdms.com Interwoven\wsadmin 10. Add the WorkSite Service Account to the Local Administrators Group on the WorkSite Server.exe -a imDmsSvc/iwovdms Interwoven\wsadmin setspn. WorkSiteServerFQDN is the WorkSite Server fully qualified domain name. 4.Appendix C: Server Configuration Options setspn. NOTE The previous step may require the use of ADSI Edit available in the Windows Resource Kit and Support Tools.exe -a imDmsSvc/WorkSiteServerName WorkSiteServiceAccount • • • 370 • • • WorkSite Server Administrator’s guide . Example: setspn.” Using a Domain User Account on a Windows Server 2003 Domain Perform these steps using a Domain Administrator account. Confirm that the DmsLog. WorkSiteServiceAccount is the account used to start the WorkSite Server service. You will need the Windows Resource Kit and Support Tools to complete these steps. 7.exe -a imDmsSvc/WorkSiteServerFQDN WorkSiteServiceAccount where imDmsSvc is the WorkSite Server service name (Service Type/Service Class). and click OK. select the WorkSite Service Account. clear the check box. proceed to Step 7 to create the SPNs manually. such as “DsServerRegisterSpn failed. On the Account tab. 2. 6. and open the Properties dialog. Start the WorkSite Server service. select the check box. Add the WorkSite Service Account to the Act as a part of Operating System security policy on the WorkSite Server through the Local Security Policy snap-in. Complete Steps 5 and 6 to automatically create the SPNs. Otherwise. error = 0x54b. Confirm that the Write Public Information checkbox is selected.Interwoven. select the WorkSite Service Account and open the Properties dialog. On the Security tab. confirm that the Account is sensitive and cannot be delegated checkbox is NOT selected. From the Active Directory Console. From the Active Directory Console. and click OK. add the WorkSite Service Account. 3. Example: setspn. This setting allows older clients to connect to the upgraded server. click the User or Computers button to add services.exe -a imDmsSvc/iwovdms Interwoven\wsadmin setspn.txt file does not contain any errors. 9. The following steps describe how to add services. b. since older clients configured for trusted login can continue to connect to the server until all client updates are deployed. d. On Active Directory Object Picker box. select the Worksite Service Account. From the Active Directory Console. On the Add Services dialog box. select the WorkSite Server Service for the appropriate WorkSite Server(s). It also permits a phased deployment. 10. Start the WorkSite Server service. the Delegation tab is visible only when the Microsoft Windows Domain is at Windows 2003 level. 11. type the name of the WorkSite Service Account. Confirm that the DmsLog.com Interwoven\wsadmin 8.Kerberos Authentication on Trusted Login setspn. error = 0x54b. and to use trusted login without Kerberos authentication. select the options Trust this user for delegation to specified services only.” Enforcing Kerberos Authentication on Trusted Login By default. Click the Check Names button. such as “DsServerRegisterSpn failed. NOTE In Microsoft Windows 2003.Interwoven. The Enforce Kerberos Authentication registry key should only be enabled after all clients that connect to the WorkSite Server have been updated to version 8. and open the Properties dialog. On the Delegation tab. and Use Kerberos only. click the Add button. On the Add Services dialog box.2 SP1. The available services list is initially empty. WorkSiteServerName is the WorkSite Server name. On the Delegation tab. c. Complete the following steps to add the WorkSite Server Service: a. The Add Services dialog box appears. the Enforce Kerberos Authentication registry key on the WorkSite Server is disabled. WorkSiteServiceAccount is the account used to start the WorkSite Server service.exe -a imDmsSvc/WorkSiteServerFQDN WorkSiteServiceAccount where imDmsSvc is the WorkSite Server service name (Service Type/Service Class). and click OK. WorkSiteServerFQDN is the WorkSite Server fully qualified domain name. and then click OK. With registry • • • 371 • • • WorkSite Server Administrator’s guide .exe -a imDmsSvc/iwovdms. Previously. which are determined by an existing registry key called E-mail Types (String). documents of a well known file type (for example. the 8. When opening. you must also select Accept Trusted Authentication.Appendix C: Server Configuration Options key enabled.2 SP1 clients. WorkSite would identify the document on import as an Excel file type and drop the unique file extension . the stored file extension is retrieved and used to associate the document with the correct application. • • • 372 • • • WorkSite Server Administrator’s guide .xyz) which is mapped to a custom application.2 Service Pack 1 for information about the Authentication Method registry key. FileSite. exporting. In the following location on the WorkSite Server machine: [HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven\WorkSite\imDmsSvc] Set the following DWORD value (hexadecimal): Name: "Enforce Kerberos Authentication" Value: 0x01 .2 SP1 clients will be prevented from connecting to a WorkSite Server configured only for Kerberos authentication. You can now configure WorkSite Server to store file extensions of all documents as an additional property on the document. and OffSite Release Notes 8.Enforces the use of Kerberos authentication 0x00 . .2 SP1 are unable to connect to the WorkSite Server using trusted login.xyz. Support for Unknown File Types In some firms. NOTE Configuration of a client-side registry key is required when the WorkSite Server uses Kerberos authentication. On the 8. the document would be associated with the Excel application instead of the custom application. Excel) are given a unique extension (for example. File extensions are NOT stored in the case of E-mail types. checking out. Then during export or checkout. When this key is set to the alternative mode called Classic. clients prior to 8. This ensures that the original file extensions of documents are retained in the WorkSite system. the registry key called Authentication Method must be set to Kerberos. These older clients can connect to the server using explicit login.Enables Trusted Login for older clients (default) NOTE On the WorkSite Server Properties dialog. or synchronizing the document. See the WorkSite Desktop Client Customization Guide. and it would be opened in Excel. or the DeskSite. In the following location in the registry on the server: [HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven\WorkSite\imDmsSvc] Set the following DWORD value (hexadecimal): Name:“Retain extension for ANSI types” Value:0x01 – Enables retention in the database of extensions of ANSI types 0x00 – Disables retention in the database of extensions of ANSI types (default) WorkSite Server Administrator’s guide • • • 373 • • • . the application extension is preserved for all unknown file types that WorkSite detects as ANSI. These documents are saved as ANSI document type. it will create a new document type for any unknown files and assign a doc type alias based on the file extension and a unique identifier (for example XYZ4001). As a best practice. you should populate the document type and application setup tables (using DBAdmin) manually for any custom applications in your organization. The original extension is preserved and can be mapped to the appropriate application. CAUTION Autonomy is not responsible for loss of data due to improper use of the Registry Editor or failure to backup the registry. you must store information in the following keys in the registry on the server machine. From a client perspective. For example. This option can be used without adding unacceptable overhead if the number of documents with unknown file types is relatively small. This enables you to specify the properties for each document type that best suits your organization’s needs.Support for Unknown File Types To enable support for unknown file types. Enabling Retain Extension for ANSI Types is recommended for firms in the legal vertical and other firms that do not use a large number of file types that are not recognized by WorkSite.xyz. when WorkSite encounters an ANSI file with the extension . requests for the document extension return the original document's extension if a document is of type ANSI and the extension is non-empty. Retain Extension for ANSI Types Registry Key When this option is enabled through the registry. as opposed to having WorkSite automatically assign an alias and other properties. This allows users to open the documents in the proper application. a new document type is created for this file type. In the following location in the registry on the server: [HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven\WorkSite\imDmsSvc] Set the following DWORD value (hexadecimal): Name:"Retain extension for non-E-mail types" Value:0x01 – Enables retention in the database of all non-E-mail extensions 0x00 – Disables retention in the database of all non-E-mail extensions (default) The following table describes whether extensions will be retained when the registry keys are enabled or disabled. WorkSite will automatically create a new document type for any unknown files and assign a doc type alias based on the file extension and a unique identifier (for example XYZ4001). This enables you to specify the properties for each document type that best suits your organization’s needs. As a best practice. For example. During Open. When this setting is enabled.Appendix C: Server Configuration Options Retain Extension for Non-E-mail Types Registry Key NOTE This key is only effective if the Retain extension for ANSI types key is set. and the file will open in the custom application. the application extension is preserved for all unknown file types that are not e-mail. Export. When a user imports a file with an extension which WorkSite Server does not have listed in its document type table.xyz will set the type to Excel and the file extension to xyz. the original extension is preserved. importing an Excel file named filename. as opposed to having WorkSite automatically assign the alias and other properties. When this option is enabled. Please note that the E-mail Types registry key is always required. or Checkout of this document. you should populate the document type and application setup tables (using DBAdmin) manually for any custom applications in your organization. WorkSite will save extensions only for non-E-mail document types. This option applies to all non-E-mail document types. Table 46 Comparison of two types of support for unknown file types Retain Extension Retain ANSI Key Retain Non-E-mail Key ANSI Types Other (non-E-mail) Types Off Off On On Off Off On Off No No Yes Yes No No Yes No • • • 374 • • • WorkSite Server Administrator’s guide . when both registry keys are enabled the extension will be saved for all non-E-mail document types. only if : There isn’t any non-security related feature preventing a user from creating a folder under a workspace. see chapter 4 of the E-mail Management for Outlook Installation and User’s Guide. In the following location in the registry on the server: HKLM\Software\Interwoven\WorkSite\imDmsSvc\Databases\[DatabaseName] Create the following string value: Name: "Allow folder creation in public workspaces" Value: "Y" This registry key allows the user to create folders directly under public Workspaces. Server Side Email Filing This key indicates whether server-side filing functionality is enabled. Allow Folder Creation in Public Workspaces This registry setting impacts workspace security in relation to folder manipulation in workspaces.Server Side Email Filing As indicated by the highlighted row. ownership. in the following key in the registry: Server side setting-In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Set the following string value: Name: "Server Side Email Filing" Value: "Y" There is also a client-side key that allows for a given user to opt-out of server-side filing. The Allow folder creation in public workspaces registry key allows users to create folders in public Workspaces. For more information on this key. or through being supervisor). when it is enabled. Normally this can only be done by users with full access to the workspace (through ACL. This key must be set on the WorkSite Server. AND • • • 375 • • • WorkSite Server Administrator’s guide . It is set to False by default. This key must be set to true to indicate to clients that server-side filing functionality is available. • • • 376 • • • WorkSite Server Administrator’s guide . AND The workspace has public default security.Appendix C: Server Configuration Options There are no limiting ACLs for the user granting him less that read / write access. exe 333 Cluster Manager 279 How it works 279 Cluster Manager Startup dialog 282 Command Line Loading Utility 333 Configuring the WorkSite Server with Caching 321. 332 Custom classes 147 Custom Fields 173 Custom Table Loading Utility 333 Custom3 through Custom12 tables 148 D Database Administration Program 45 Adding Users 67 App Setup 125 Client/Matter tables 151 Creating user groups 85 Database Options 53 Document class 139 Error messages 63 Find 61 Groups 84 Lookup Bar 62 PC Locations 144 Practice/subpractice tables 151 Registering Databases 51 Roles 110 Searching in the database tables 62 Setting Max Lookup Entries 63 Subclass 139 Synchronizing user information 83 Toolbar Activitating/Deactivating 49 Understanding Information Tables 49 User Table 65 Database groups 84 Database Migration Tool Preferred 329 Database Users Adding 67 Synchronizing 83 Default role 110 Deleting Documents 227 Displaying Active Users 216 Document Archiving 240 Document Class 139 Document File Servers 103 Adding 103 Document Security Changing while migrating 235 Document Types Default 131 Documents • • • 377 • • • WorkSite Server Administrator’s guide .Index A Active Users 216 Adding Database Users 67 Adding LDAP Users 75 App Setup 125 Application Integration App Setup table 125 Archived Documents Restoring 248 Archiving Documents 240 Autodetect document types 166 C Class 139 Client/Matter 151 clload. Index Archiving 240 Deleting 227 Expired 242 Marking for archiving 242 Moving Between Databases 229 Reassigning by author/operator 239 Releasing (Unlocking) 227 Restoring (from archive) 248 Searching for 222 Dynamic profile information 168 Log Files WorkSite Server Service 343 Lookup Bar 62 Lookup Entries. Maximum 63 M Marking Documents for Archiving 242 Maximum Lookup Entries 63 Migrating Documents Between Databases 229 Migration Tool Database 329 Moving Documents Between Databases 229 E errata 22 Error messages in the Database Administration Program 63 Exclude and Include Lists 174 Expired Documents 242 Extensions Specifying in profile fields 170 N NIC numbers 144 NRTADMIN Group 85 F Filenames Specifying in profile fields 170 Find Searching in Database Administration Program 61 O Output window 212 P PC Locations 144 Practice/Subpractice 151 Preferred Database Migration Performing 332 Preferred Database Migration Tool How it works 330 Preferred Databases 100 Primary Applications 130 Profile field commands 168 Profiles Combining commands 169 Default command 171 Filenames and extensions 170 Subdirectories 171 G Groups 84 Adding to database 85 I Import Profile Template Creating 163 Loading 176 Include and Exclude Lists 174 L LDAP Search Filter 80 LDAP Users Adding 75 • • • 378 • • • R Reassigning documents WorkSite Server Administrator’s guide . By author/operator 239 Registering Databases Database Administration Program 51 Releasing (Unlocking) Documents 227 Relocating Documents Between Databases 229 Rename Function 121 Restoring archived documents 248 Roles 110 Default role 110 Membership 115 Rules Engine Server Setup 258 U Understanding Information Tables 49 Unlocking (Releasing) Documents 227 User Table Database users 65 User Table Loading Utility 338 V Viewing the User History 57 W Wildcard characters in Monitor program 221 WorkSite Advanced Server configuring 325 WorkSite Dialog Editor 181 WorkSite Monitor Desktop 208 WorkSite Server Displaying active users 216 WorkSite Server Service Configuring Connections to File Servers 41 WorkSite Service Manager Finding Servers 31 Unregistering Servers 32 S Search Results in Monitor program 214 Searching for busy or checked out documents 222 Searching for Documents in Monitor program 222 Searching in the database tables 62 Server Workspace window 210 Set Max Lookup Entries 63 Subclass 139 Subclassifications 147 Viewing tables of 158 Subdirectories Specifying in profile fields 171 Synchronizing Database users 83 T Table Loading Utility 333 Toolbar Activitating/Deactivating Database Administration Program 49 Database Administration Program 49 Trusted Logon 36 WorkSite Server Administrator’s guide • • • 379 • • • . Index • • • 380 • • • WorkSite Server Administrator’s guide .