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What is FileNet Technology
What is document lifecycle
Does FileNet component CE, PE, AE support server clustering
Which protocol is used by FileNet P8 Process Engine (PE)
In how many databases does FileNet Content Engine (CE)
stores data
Where FileNet Content Engine (CE) physically stores
documents
What is FN P8 domain
What is File Store and File Store Policy
What is the use of Content Engine Query Builder
What is the significance of Folders in FileNet P8
How to determine if FileNet Content Engine (CE) is running
fine
Does FileNet CE provide content compression or encryption
How authentication is handled in FileNet P8
What is Content Engine Web Services (CEWS)
Why use custom objects when we have content-less document
How do you delete a document using code
What is component queue and how to configure component
queue in FileNet
What are Stored Search and Search Template
What are root classes in FileNet
What is the difference between file store and object store
In how many databases does FileNet Process Engine (PE)
stores data
What is 'Workflow Roster'
What is an Isolated Region
Why do we need multiple ‘Isolated Regions’
How to determine if FileNet Process Engine (PE) is running
fine
What are different types of Queue's in Process Engine
How to delete a queue in Process Engine
What happens to the work items when a work queue is deleted
from PE
What is the difference between a roster and a queue
What is the use of Process Administrator
Where to find information about the workflows or work items
which are terminated
What is Process Engine Connection Point
What is the difference between Workplace and Workplace XT
Events and subscriptions
Entry templates
Integration with Image Services
Application development and deployment

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FileNet P8 Important questions
General FAQ's
Question 1:
What is FileNet Technology?
Answer:
FileNet is an Enterprise Content Management (ECM) solution product suite from IBM.
Enterprises uses FileNet to manage their content and business processes.
FileNet P8 platform, the latest version of FileNet system, provides a framework for
developing custom enterprise systems, offering much functionality out of the box and
capable of being customized to manage a specific business process.
FileNet Enterprise Content Management (ECM) product suite includes:
Content Management Products:
FileNet Content Manager (CE) – CE is the core content management solution for
the FileNet P8 platform.
FileNet Image Services (IS) – IS is used to store and manage documents.
Business Process Management Products:
FileNet BPM - BPM manages workflows to reduce cycle times and to improve
productivity by streamlining and improving complex processes. BPM component
includes Process Engine, Process Analyzer and Process Simulator.
Question 2:
What is document lifecycle?
Answer:
Document lifecycle in FileNet P8 is a sequence of states (like Draft, Review, Publish,
close etc) that a document will go though over its lifetime, as well as the action that are
triggered when document move from one state to another.
A user or application can move the doc forward or backward in its lifecycle.
Question 3:
Does FileNet component CE, PE, AE support server clustering? What kind of
clustering is supported by FileNet P8?
Answer:

Page 2 of 30

Question 2: Where FileNet Content Engine (CE) physically stores documents? Answer: Page 3 of 30 . FileNet Content Engine FAQ's Question 1: In how many databases does FileNet Content Engine (CE) stores data? Answer: FileNet Content Engine (CE) has two or more databases: Global Configuration Database (GCD) database (FNGCDDB) Object Store databases (one or more) A FileNet P8 domain can contain one or many object stores. Asymmetric clusters include both active and passive servers. there is one active and another passive server. FileNet IS supports only active/passive clustering. Symmetric. N + 1. and N to M clusters.e. Please note: While FileNet CE. Each object store has its own database which could be existing database or can be created by object store creation wizard in FEM. i. Symmetric clusters include all the active servers. multiple services are be moved on to one server. AE supports active/active clustering. it uses direct API calls to communicate with AE.FileNet P8 platform supports Asymmetric. This includes FileNet Content Engine. In Symmetric clusters different servers run different services but in case of fail over. In case of Asymmetric 1-to-1 cluster. Question 5: Which protocol is used by FileNet P8 Process Engine (PE) to connect to Content Engine (CE) or Application Engine (AE)? Answer: IIOP is IIOP ORB used by PE means means to communicate 'Internet 'Object with CE and Inter-ORB Request AE. This is simplest form of clustering. PE. Process Engine and Application Engine. Protocol' Broker' As CE is installed on AE.

Question 4: Page 4 of 30 . it enhances response time when retrieving content. This device can be associated with a FileNet P8 fixed storage area. folders. Typically used in a geographically distributed environment.An object store is a repository for storing objects (such as documents.FileNet Content Engine can be configured to store documents at following places: In Database as blobs (IBM recommended maximum document size to store as blob is 10 KB) In File Store In Fixed Storage Devices (like EMC Centera) Question 3: What is FN P8 domain? Answer: The FileNet P8 domain represents a logical grouping of physical resources (such as object stores) as well as the Content Engine servers that provide access to those resources. Marking set: A marking set provides a way to define a level of security on objects in addition to the normal FileNet P8 security model. The FileNet P8 domain contains the following entities: Site . Content cache area: A content cache is a disk area that contains copies of content recently accessed through a Content Engine server. and business objects) and the metadata that defines the classes and properties of objects. By using markings.A site is a geographical location where resources are connected through a local area network. Object store . Add-on feature: An add-on feature is a module that contains custom metadata and data that support extensions to core Content Engine features. A server can access any resource in the domain. Index area: An index area is a container for one or more indexes. Fixed content device: A fixed content device is an external storage device. The CE Global Configuration Data (GCD) database stores information about the resources and services for the FileNet P8 Domain. but cannot access any resource that lies outside of the domain. which are used to perform full-text searches against documents in an object store. access to objects can be controlled based on specific property values.

Question 5: What is the use of Content Engine Query Builder? Answer: CE Query Builder allows FileNet users to find Content Engine objects and to carry out bulk operation on them. promote. Question 6: Page 5 of 30 . available on the Query Builder's Actions tab: Delete objects. Lifecycle actions (set exception. Undo documents checkout. File Store Policy allows distribution of documents in File Store Farm. demote. reset). and run SQL queries. The basic functionality of Query Builder includes: Find objects using property values as search criteria. clear exception. Edit security by adding or removing users and groups along with allow and deny permissions. Create and save search templates that will prompt for criteria when launched.What is File Store and File Store Policy? Answer: File Store is the physical folder where FileNet stores documents. Launch search templates that are provided with each Content Engine and Enterprise Manager installation. save and run simple searches. The Query Builder searches can be combined with bulk operations that include the following actions. Query Builder is part of FileNet Enterprise Manager (FEM) software comes with FileNet Content Engine installable. Run VBScripts or JScripts. Add objects to export manifest. Create. Multiple File Stores can be created to store documents at two different places. File documents and custom objects in folder and unfile them from folder. save. Create. This type of setup is called File Store Farm.

Folder's helps in organizing the documents and other items. CE & directory services are running fine. If connection is fine CE is running.  It is not mandatory that each document or objects should be filed under a folder.  Each Folder has its own custom security.  Folders can generate server events when they are created. If not user will get 'credential exception'. This folder is parent folder for all other folders in the Object Store.  A Root Folder is created along with a new Object Store. If user is able to sign in. Documents which are not part of any folder remain Unfile. As folders in windows. FileNet folders provide a way to browse through FileNet objects. If CE is not running user will get message 'Unable to logon to P8 domain'.  Content of a folders can be copied to another folder exist in same object store.What is the significance of Folders in FileNet P8? Answer: In FileNet. It actually creates a logical association between then folder and the document. A document can be filed to multiple folders.  Try following http://machine_name:port_number/FileNetEngine ie. modified. It should be in running state.  Try logon to FileNet Workplace. Question 7: How to determine if FileNet Content Engine (CE) is running fine? Answer: Following are few things one can check to find out if FileNet CE is running fine:  Check WebSphere console for 'FileNetEngine' web application status.  Folders are based on CE folder class.  Try connecting to CE using FEM. or deleted. Page 6 of 30 URL: http://hqdemo1:9080/FileNetEngine . only documents are. FileNet does create copies of document in this case. Folders are used to group other objects including documents and custom objects. Few important facts about folders:  Folders are not versionable.

e. Username Token. Question 8: Does FileNet CE provide content compression or encryption? Answer: No Question 9: How authentication is handled in FileNet P8? Answer: Authentication is a process of checking if the user entered credentials are correct. If this JAAS login is successful.If 'Startup Context' page is displayed. Web Services Security (WS-Security) standard FileNet web services uses WS-Security standards for authentication. Page 7 of 30 . Web services are commonly used by loosely coupled frameworks like service-oriented architecture for connecting components. FileNet P8 uses two different standards for authentication: 1. the Content Engine Web Service Listener extracts the WS-Security header and performs a JAAS login based on its contents. Kerberos Tokens. CE is running fine.509 Tokens etc. Like JAAS. Java Authentication and Authorization Service (JAAS) standard JAAS provides a policy-based framework to determine who is invoking a Java application. Question 10: What is Content Engine Web Services (CEWS)? Answer: Communication with FileNet Content Engine (CE) can occur through the EJB transport or Content Engine Web Services (CEWS) transport. 2. When the Content Engine server receives a web service request. WSSecurity is an extensible standard which supports multiple security token formats i. If CE is not running. CE therefore uses JAAS pluggable framework for authentication. IBM FileNet Content Manager provides CEWS for accessing nearly all features available in the CE server. SSL X. user will get message 'The page cannot be found'. then the Web service listener passes the request onto the Content Engine EJB layer within the EJB container. The Content Engine EJB resides within the J2EE Application Server's EJB container.

Question 11: Why use custom objects when we have content-less document? Answer: Custom objects are for creating composite objects. and existing DIME code should be migrated to MTOM as soon as possible. It should therefore be avoided."Document"."/Doc"). Call 'delete' method to add delete operation to the objects PendingActions. Therefore. Support for the Direct Internet Message Encapsulation (DIME) endpoint (FNCEWS40DIME) is documented as deprecated and will eventually be removed. The difference is in their handling of content attachments. As of release 4.A Web Services Description Language (WSDL) file is provided by FileNet to use a Web services interface. Call 'save' to perform the delete operation.delete(). Question 12: How do you delete a document using code? Answer: A document object can be deleted from FileNet Content Engine (CE) using . Following steps can be followed to delete a document: Instantiate the object using getInstance or fetchInstance.Document. It can contain content-less document.e. The SOAP endpoint (FNCEWS40SOAP) uses inline content and carries significant performance costs. document for deletion locally . only metadata as well as other document classes and/or custom objects as its properties.5. CEWS clients (stub classes) can be generated from these WSDL files. CE supports three Web services endpoints. i.delete() method.0. Page 8 of 30 Get doc = the the object Factory. all new code should be written for the Message Transmission Optimization Mechanism (MTOM) endpoint (FNCEWS40MTOM). Following Java code demonstrates the deletion of a document stored in FileNet Content Engine: // Document // Mark doc.getInstance(os.

Both stored searches and search templates are predefined searches configured by administrators using Search Designer tool. The search criteria’s and options can be configured using the Search view of the User Preferences page of workplace. you configure a component queue with an adaptor. you can optionally enter a brief description of the queue. Enter a name for the queue in the Queue name box. the delete Note: Similar steps can be used to delete other objects in FileNet including folder objects. Using Process Designer. See Naming conventions for information regarding valid names. also using operations. either Java or JMS. In the Description box. the workflow author adds a component step to a map and selects operations for that step from the list of component queues. Click Next to continue. custom objects etc.// Perform doc. By default the simple search is available to users.save(Refresh. The workflow author also specifies the appropriate expression for each operation parameter. 2. 5. Page 9 of 30 . folders. 4.NO_REFRESH). Using Process Configuration Console. In Process Configuration Console. such as a Java™ object or Java Message Service (JMS). stored search. Select the Component Queues folder icon and click New on the toolbar. Multiple options are available to workplace users for searching objects stored in FileNet Content Engine including simple search. The name will appear in the list of component queues in Process Designer. To create a new component queue 1. 3. The Java adaptor allows you to expose public methods from a Java class as operations on a queue. and custom objects. Question 13: What is component queue and how to configure component queue in FileNet? Answer: Component queues make it possible to process a workflow step using an external entity. Question 14: What are Stored Search and Search Template? Answer: Workplace provide object search to help users quickly locate they items they are looking for. Using simple search users can create customized searches for documents. The JMS adaptor allows you to publish workflow data to a JMS queue. search templates etc. open the isolated region.

Differences between stored search and search template: Stored search is complete search.  A stored search or search template can search any object stores user select as part of the criteria. Other facts:  Both search templates and stored searches are created and maintained by administrators who have access rights to Search Designer. Below is the screen shot of Search Designer Tool: Page 10 of 30 . a part of Author Advanced Tools in FileNet Workplace. Search templates are for a partially completed search where users are promoted for search criteria. regardless of where the search resides. Search template allows user to fill the search criteria’s and perform search.  Both the searches are stored in an object store and can be modified or deleted later.  Search Designer Tool creates and modifies stored searches and search templates that allows Workplace users to run searches. Stored search execute automatically when opened.

ile N e tE n te rp ris F e M a n a g e r-R o o tC la s s e s Question 15: What are root classes in FileNet? Answer: A root class is a class without a parent. FileNet object store has multiple root classes Page 11 of 30 .

all other root classes are places under ‘Other Classes’ in Enterprise Manager as shown in below screen shot: FPRIVATE Page 12 of 30 "TYPE=PICT. subclasses and properties can be added to the object store. Once the root class is created. For example. a document subclass can be added under root class (Document Class) by running the Create a Class wizard from Enterprise Manager.including Document Class. Event etc. The ‘Parent Class’ property of these root classes is ‘None’ (as shown in below screen shot). Annotation.ALT=FileNet Enterprise Manager - Root Classes" . Except the ‘Document Class’. The root classes are created automatically during object store creation. Choice List.

ile N e tE n te rp ris F e M a n a g e r-R o o tC la s s e s Question 16: Is there a method(s) to retrieve all document classes of an object store without using the SearchSQL/SearchScope API classes? Answer: Page 13 of 30 .

FileNet Process Engine FAQ's Question 1: In how many databases does FileNet Process Engine (PE) stores data? Answer: FileNet Process Engine (PE) stores data in to one database named VWDB. File systems that are used for file stores must through the NFS or CIFS protocol. Workflow Roster is part of Process Engine VW database. rosters. Question 3: What is an Isolated Region? Answer: An isolated region is a logical subdivision of the workflow database that contains the queues for the work items. Workflow rosters provide the Process Engine with an efficient way to locate specific workflows. But FILE STORE deals with at which it stored format type. Page 14 of 30 .Question 17: What is the difference between file store and object store? Answer: An OBJECT STORE is a database repository for storing objects. Additional rosters can be created using Process Configuration Console (PCC) to easy administrative tasks. a roster called DefaultRoster is created for that isolated reason. event logs. Question 2: What is 'Workflow Roster'? Answer: 'Workflow Roster' is a database structure that stores information about all workflows (or workitems) in an isolated region. When we initialize a new isolated reason in process engine. and other configuration information.

A Process Engine host. For example the research department and the finance department in an organization have two all together logically different processes.Below are few facts about isolated region:  FileNet Process Engine have Isolated Regions  ‘Process Configuration Console (PCC)’ is used to create and manage Isolated Regions. and isolated region number are required to define isolated region in CE. Multiple isolated regions also make it easy to maintain the systems. Question 5: How to determine if FileNet Process Engine (PE) is running fine? Answer: Following things can be checked to find out if FileNet PE is running fine:  Try http://hqdemo1:32776/IOR/ping If If PE is running.  One PE can have multiple Isolated Regions. a password. It is recommended to have two different isolated regions for these two departments. default roster and event log. Changes made into one region don’t affect the users of another region. displayed. the communication point. Different units in an organization who do not want to share workflow data can create different isolated region. . Page 15 of 30 following the PE server page is an error 'Page not found' is URL: displayed.  A system administrator uses FileNet Enterprise Manager (FEM) to define the isolated region. PE is not running.  Initializing new Isolated Region creates default structure as Inbox.  Multiple Isolated Regions cannot connect to same Content Engine (CE). Question 4: Why do we need multiple ‘Isolated Regions’? Answer: An isolated region is a logical subdivision of the workflow database in FileNet Process Engine.

Process Engine Service Manager  Question 6: What are different types of Queue's in Process Engine? Answer: Process Engine (PE) queues holds the work items waiting to be processed. PE has 4 different types of queues: User Queues User queues hold work items assigned to a users or being tracked by a user.  Try opening the FileNet Workplace 'Tasks' page. Process Engine IMG ControlService 2. 1. a work queue 'Claim' can be created and any employee from claim processing department can pick up the work item and process it. i.IOR Port (Interoperable Object Reference Port): IOR port is used by AE to communicate with PE. PE is running fine.  Examine following Windows services for the process Engine and make sure they are running. The queues in PE can be managed using Process Configuration Console (PCC). For processing an insurance claim. There are two different type of user queues created when an Isolated Region is initialized:  Inbox  Tracker Work Queues Work queue hold work item which can be processed by one or many users part of a group. This is a unidirectional port from AE to PE. If tasks page opens. Component Page 16 of 30 Queues .e. If request to 'Tasks' page get timed out and 'Process Engine Exception' occurred then PE is not running. It has 32776 and 32777 as the default port numbers.

The only workaround is to initialize the isolated region in following way: Export isolated region configuration data to XML . System Queues Internally used by Process Engine. whether it is a work queue or a component queue. Take a backup of XML file from the export in step 1 and carefully edit the XML file to remove the nodes of unwanted queue.Use Process Configuration Console (PCC) to export all components of selected isolated region. Validate the configuration. FileNet P8 doesn't provide any easier way to delete a queue. it makes changes to the workflow database structure and the data in workflow database is deleted. Note: When an isolated region is initialized. Question 7: How to delete a queue in Process Engine? Answer: FileNet doesn't provide any mechanism to delete a queue. The components steps are to process a work item using an external component. FileNet developer should design and configure the queues very carefully to avoid a situation where they will have to delete a queue. and InstructionSheetInterpreter are few of the examples of system queues.Component queue holds work items to be processed by component step in workflow. Question 8: What happens to the work items when a work queue is deleted from PE? Answer: Process Engine work queue holds the work items. Delay. Initialize a isolated region. System queues are not accessible to the users or administrators. When a queue is deleted all the work items in it are also deleted. Import the XML file in recently initialized isolated region with the option 'overwrite'. Question 9: Page 17 of 30 . Queues can be deleted by initializing the isolated region. Conductor.

dispatch. Otherwise you'd have to scan each queue to find work. This puts the data in a column on the roster or the queue and means you can retrieve the roster element of queue element without a great overhead in the database or process engine. You build the query based on the process requirements. A queue is used to separate similar work for similar actions. To process work you either know the queue its in (inbox style application). or look it up in the roster and then process it. the effort in deconstructing what needs to be returned and the number of objects that are returned. Following areas are available for Page 18 of 30 . Make sure you build indices on the data elements that are exposed so that table scans aren't needed to retrieve your data. the process design and the configuration that is created for the queues and rosters that are needed to support your query. lock an item. 8. 4. 7. This is simply a return of columns in the table. 1. You always return queue elements or roster elements in a query where you don't know how many items are returned. process the item. browse for queue elements. workflow events.What is the difference between a roster and a queue? Answer: There is no gross difference in querying a queue or a roster. Getting data elements via work object. Your process design will not be impacted by the query you build. Think of it as a lookup to your work regardless of queue. A roster is used to find work. The same data can be exposed on each. and then back to browse. 6. and workflow statistics. Some general rules. You only return work objects. and if necessary do it. step element or instruction elements requires more processing by the process engine as the data isn't in the columns of the table but is in the blob data. step elements or instruction elements when you have a small number or a known number of items to process. Following tasks can be performed though Process Administrator: Search workflows. Do not do it for an unknown number of returned results. but understand the impact. Make sure you expose business data on the queue for filtering work and on the roster to find it. It is rare to look for work via a queue as a roster is more efficient. 3. work items. It allows the administrator to search in specific area. 5. get a step element. Each is a table and the issue in querying them will be based on the number of items needed to be reviewed by the database. It represents work that could be in any number of different queues. Typically. Process Administrator is a Java Applet based UI and can be invoked from IBM Workplace's admin section. Work is processed from a queue and can be filtered. For a large number of objects this is a performance impact. Question 10: What is the use of Process Administrator? Answer: FileNet Process Administrator allows FileNet administrator to view and manage work in progress. 2.

The information about the terminated work items can be found though Process Administrator by search for events.search:  Workflow roster  User queue  Component queue  Work queue  System queue  Event log (only for searching events) It allows to manage the workflows and work items in following ways:  Assign or reassign work to a user  Change workflow attributes. Please note that PE queues only hold the information about active work items / workflows Question 12: What is Process Engine Connection Point? Answer: Page 19 of 30 . Question 11: Where to find information about the workflows or work items which are terminated? Answer: The FileNet Process Administrator allows administrator to search for events in event logs. such as data field values and workflow group members.  Complete work and send it on to the next step  Terminate work and send it to the termination step  Delete work. one or more work items or an entire workflow  Unlock work based on the current user or queue It allows opening Process Tracker for the selected work item.

Workplace XT does not provide a development environment for customization.32776. FileNet CE uses connection points to connect to PE. however. Workplace XT has better folder structure and nicer way to organize favorites.Connection point (or Process Engine Connection Point) allows Process Engine API’s to connect to an associated isolated region. While most of the functionalities of Workplace XT are similar to the Workplace. Page 20 of 30 . who has similar web interfaces. The router process in FN 3. Workplace XT is faster.e hqdemo1. The Content Engine's Enterprise Manager UI is used to create and manage connection points. PE PE Connection Server DNS. however.0 onward releases. Most of Workplace XT feature are same as Workplace. the procedures user perform to complete an activity are different. is an out-ofbox web based user interface for FileNet P8 Products. Point Port.5 was replaced by connection points in FN 4. Workplace XT is the next-generation FileNet P8 platform Web application. Connection points are defined in CE APIs and persisted in the Global Configuration Data (GCD) on the Content Engine.1 Question 13: What is the difference between Workplace and Workplace XT? What are the benefits of using FileNet Workplace XT? Answer: IBM FileNet Workplace. user friendly and has features like drag and drop to add documents. Isolated sample: Region Number i. a part of FileNet Content Manager product suite. Workplace continues to provide the Workplace Application Toolkit and related development tools for Workplace customization. IBM launched Workplace XT to compete with documentum and Alfresco. it cannot be considered as product upgrade as Workplace XT is built using Java Server Faces (JSF) technology.

FileNet BPF provides a framework to develop and customize the application to meet business requirement. an Ajax based application provides a user friendly interface to the business users. and subsequently retrieve and update. the BPF Web Application is an out-of-the-box. replacing the old version with the updated version. save. Question 14: What are the types of document class? Answer: FileNet BPF FAQ's Question 1: What is FileNet Business Framework (BPF)? Answer: FileNet BPF provides a configurable framework for rapid development of BPM application. and configurable portal for BPM applications. A document which is added to an IBM FileNet P8 content repository. but it is not yet declared as a record is called as ‘document’. </OL FileNet Records Manager FAQ's Question 1: What is the difference between a document and a record in FileNet terms? Answer: A document is a file that you can be create. As soon as the document is Page 21 of 30 . FileNet BPF has two components: BPF Web Application: Deployed on a J2EE server. customizable. Along with the pre defined screens and functionality. not a record. BPF Web Application. Records can electronic or physical (i.e. A record is a reference to information and provides metadata to manage the information. and a UI container with relevant components for BPF applications. BPF Explorer: BPF Explorer is a Microsoft Management Console (MMC)-based tool for defining and configuring BPF applications. a document stored in CE or a physical book).Note: IBM has plans to release the Workplace XT development tool kit in future releases.

A record is a reference to information and provides metadata to manage the information. while properties which have functional need for records management should be used in RM. is metadata about a physical document or other object. Page 22 of 30 . we consider the document a record. Document objects are stored in the Records-enabled content Object Store (ROS) and the corresponding record objects are stored in the File Plan Object Store (FPOS). Records can electronic or physical (i. Question 3: How many document can be stored a Records Manager's ‘Record Category’? Answer: There is no limit on number of document stored on Records Category. If a property happens to be needed for both. such as paper records. sometimes referred to as a marker. such as a Content Engine (CE) document or an email message. An electronic record points to an electronic document. One should avoid duplicating the properties unless and until it represent a specific requirement. The 'Record' is simply a custom object stored in database.declared as a record. or microfilm. Many ECM architects use the exact same properties in ROS (CE) and FPOS (RM) for simplicity. then it should exist in both.e. A physical record. Question 2: Should all the properties of CE replicated to RM? Answer: No. tape. a document stored in CE or a physical book). Properties which have functional need for document management should be used in CE.

You can manage the following types of queue using Process Configuration Console:  User queues . In a workflow definition.  You can use Process Configuration Console to modify user queue properties— change the queue's description. the object operation (for example. rosters. For example. The Inbox and Tracker queues are created automatically during initialization of the isolated region. or work items that can be completed by an automated process. rather than by a specific participant. A subscription is the association of a particular event trigger with an event action. Isolated region 0 contains system data and is reserved for system software use. About queues Queues hold work items waiting to be processed. and configure users' privileges for accessing the queue. Within a workflow database. specifying the queue properties. event logs. and other configuration information. the workflow author can assign steps to a specific work queue. create indexes.  Use Process Configuration Console to create and configure work queues.  Work queues . although a FileNet P8 system can access only one at a time. Or.A work queue holds work items that can be completed by one of a number of users. It also contains all transferred workflows and running work items. Event subscriptions can be run synchronously or asynchronously. Subscriptions can be associated with a class so that they apply to the class itself or to all instances or all objects of the class type. an object store. which launches a workflow that approves the new document and posts the approved content to a Web site. and deleted from. create or update) and the operations of the event actions are completed as a single transaction. creating a document in an object store triggers a create event. A user might also have a queue of Tracker items. subscriptions can be associated with individual objects. When set to run synchronously. Isolated regions An isolated region is a logical subdivision of the workflow database that contains the queues for the work items.Each user has an Inbox that holds work items assigned to that user. failure in either results in rollback of both operations. Page 23 of 30 . each isolated region is identified by a unique number ranging from 0 to 999. add or delete system and data fields.999. Users can define regions 1 . A workflow database can contain up to 1000 isolated regions.Events and subscriptions Events provide a mechanism for initiating actions that are invoked when objects are created and modified in.

folders. Versioning You can create different versions of content to maintain a history of changes and to control which users can change the content at a given time. and custom objects. such as a Java™ object or (Workplace only) Java messaging system (JMS). Entry templates are created in Workplace. as well as the actions that are triggered when it transitions from one state to another. Content Engine supports a two-level versioning scheme. Search Content Engine supports property and content-based searching. which decreases the chance of invalid data entry by limiting the number of steps required and providing a more controlled entry process. 2 By an application that uses the FileNet P8 APIs. A single search can span multiple object stores in different databases. in which a document version is either a major or minor version. Lifecycles Administrators can use document lifecycles to define a sequential set of states that a document will go through over its lifetime. 3. and custom objects to an object store using entry templates. a user interacts with a wizard. The set of versions for a single document is called a version series. whereas a major version typically denotes a completed document Classification Classification is the process of assigning metadata to content.To process a workflow step using an external entity. Component queues . When using the entry template to add a document to the object store. Minor versions typically denote an “in-progress” document. you use Process Configuration Console to configure a component queue. 2. Classification can also be accomplished by filing objects into folders that define classification taxonomies. Classification can be performed: 1 By a user. folders. Some of the key capabilities of entry templates and advantages to using them are as follows: Page 24 of 30 . Searches can be designed to specify multiple folders. Entry templates Users can easily add documents. including a common folder name used in multiple object stores. specifically the selection of a document class and property values. Workplace users can search for documents. Key capabilities of search include the following: 1. 3 Automatically by using the content-based classification capability provided in the platform. Entry templates also make it easy to define approval workflows for these objects. Search templates provide a simple user interface for entering search criteria.

The document in the FileNet P8 object store is represented by metadata only. The user can view and modify this list. CFS provides a mechanism for mapping source document metadata to Content Engine document properties. and custom objects can be created with entry templates. CFS creates a reference within an object store that points to the source document in an external repository. form data. CFS-IS enables Content Engine to use Image Services as another content storage device. folders. Page 25 of 30 . followed by the documents. The exported XML includes the security and owner information for the object. In Enterprise Manager. which copies the data to an XML file. a project manager can create the entry templates used by her project team. The export manifest is a list of all of the objects that the administrator has requested to export. The process of creating a Content Engine document that references a document in an external repository and mapping the source document metadata to Content Engine document properties is called federation. Entry templates can specify the folder in which the object will be filed. The folder will be exported first. an administrator can select the objects to export. In addition. and then perform the export operation. Users of FileNet P8 applications have full access to content stored in existing Image Services repositories.1 2 3 4 Documents. the document in the external repository contains all its original content. can either prevent or allow the user to change the folder. Content Engine XML import and export APIs include security information related to objects. and can restrict the user to selecting a particular folder or its subfolders. For example. Dependencies between objects are detected so that all related objects can also be exported in the appropriate order for import. these permissions are still checked when trying to update security and owner through import. if a folder is exported. the user can also choose to export all documents in the folder without selecting the documents individually. Import and export Content Engine provides an import and export capability for moving objects from one object store to another. You can import the security information and owner information independently. Entry templates support FileNet P8 records management by providing a simplified and customizable method of declaring a document as a record. Integration with Image Services Content Federation Services for Image Services (CFS-IS) natively integrates and federates content from Image Services repositories. Integration with external storage devices Content Federation Services (CFS) enables you to integrate data in an external repository with FileNet P8 and access the documents as though they were stored in a FileNet P8 object store. For example. The APIs don’t circumvent any security associated with the FileNet P8 domain or the FileNet P8 object store. Users who are not administrators can create entry templates.

but can also be cataloged in the Image Services catalog. Workflow definitions By creating a workflow definition. that is. you can define the activities and resources required to accomplish a business process. by a group of users. or submaps.Image Services and Content Engine catalog synchronization For those enterprises wishing to gradually migrate content from an Image Services system to a Content Engine system. which define the sequence in which the steps are executed. you must: 1 Create the data maps that identify how metadata in the external repository maps to document properties in the FileNet P8 object store. resulting in all content being accessible by both Image Services applications and any application built on the FileNet P8 platform. and/or by an automated application. 2 Define federation rules that identify which documents to federate and which folders will store the federated documents in the FileNet P8 object store. A workflow definition consists of a series of process steps connected together by a series of routes. updates in the Content Engine catalog do not propagate back to the Image Services catalog. they are automatically propagated to the Content Engine catalog. Before accessing the information. along with the data. The workflow definition acts as a processing template that is used each time the workflow runs. If properties change in Image Services. A business task can be executed by an individual user. and custom objects). Steps The steps in a workflow either represent a specific business task or a system activity. Both the Image Services and Content Engine catalogs are masters and are automatically synchronized by CFS-IS. Note that synchronization is not bidirectional. Integration with Content Services and other repositories IBM Content Integrator provides access to information in Content Services and in repositories acquired from other vendors. Page 26 of 30 . Image Services documents are cataloged in the Content Engine catalog. there is one data map per source repository. routing the work to the specified participants or processes. Process submaps Processes can be developed using a collection of nested subprocesses. Submaps can be defined in Process Designer or they can be imported from another process definition. In general. dual cataloging of documents is an option. folders. There are several different step types: 1 A launch step is the first step on the main map of a workflow. attachments (documents. Multi-value properties are supported for metadata mapping. and other information needed to complete the activities.

An individual submap can be referenced multiple times within a workflow definition. Work management Work management provides users with a set of tasks that they need to perform. users can quickly become productive in their content management environment. An unassigned step is one that is not assigned to a participant or a work queue. Page 27 of 30 . A participant step has an associated user or collection of users. thus a single workflow definition can exhibit different behavior depending on the value of the user identities contained in the workflow groups defined for that specific workflow. creating new workflow instances. Public queues hold work items that can be completed by any user in the assigned group. These steps are processed immediately by the system. A start step is the first step on a submap. also referred to as a component. User queues (called My Inbox in Workplace) hold work items waiting to be processed by a specific user. A work queue step routes work to a specified work queue for processing by a participant from a pool of participants or by an automated application. Work is managed in several types of queues. or an unassigned step: a. c. and multiple levels of nesting (for example. Examples of such functionality include setting time limits for certain activities. b. a work queue step. A submap step calls another workflow map. assigning data field values. A component step executes operations in an external program. submaps within submaps) are supported. Components are controlled by using Component Manager on the Application Engine server and are configured using Process Configuration Console. A system step identifies one or more system functions that provide specific functionality within a workflow. all of whom must process the item to complete the step. The identity of these users can be defined at runtime through the use of workflow groups. and suspending the workflow for a specified period of time or until a specified condition is met.2 3 4 5 6 An activity step can be either a participant step. Workplace XT provides the tools (such as Process Designer and entry templates) by which business application designers can access the document management and business process management features of FileNet P8. Workplace XT and Workplace FileNet P8 includes two application environments to provide users with enterprise content management (ECM) functionality: 1 Workplace XT – Workplace XT is the next-generation FileNet P8 platform Web application. Building on a familiar browse and search interface. which are database structures that hold work items.

memory utilization. System Monitor can monitor homegrown applications and products acquired from other vendors such as Adobe®. 2. validation. and configuration changes from a central location with a dispersed deployment. These tools. searches. Graphical tools for defining and designing application components (such as processes. and disk and network I/O). You can analyze the collected data using Dashboard components or export the data for analysis using industry-standard monitoring and reporting tools. User interface elements that can be reused in custom applications. 5. and templates). and Captaris RightFax. and operating system statistics (such as CPU load. Integrations with leading portal vendors for building Web-based applications. Java APIs for programmatic access to content and process capabilities. Page 28 of 30 . Content Engine and Process Engine Web Service APIs for building Web-based applications that can execute on a variety of platforms and can use a variety of languages and toolkits to access most of the functionality available through the Content Engine and Process Engine Java APIs. 4. In addition to monitoring the core FileNet P8 components. Dashboard IBM FileNet Dashboard provides a central collection system for application-specific data (such as RPC counts and durations. 2 An All Searches folder that lists all predefined searches. 6. System Monitor IBM FileNet System Monitor automates the monitoring of the entire FileNet P8 environment including FileNet P8 software components. These include: 1. A . FileNet P8 also integrates with systems management tools like Tivoli®.NET API for developing Content Engine applications. can be used to manage the entire system. environmental data (such as configuration information and version and fix pack levels). Kofax. application servers. System management FileNet P8 provides a complete set of system administration tools that allow for monitoring. described in the following sections. 3 A Checkout List folder that displays all documents currently checked out to you. databases. log files. metadata definitions. which allow for orchestration and management of system components and resources on an enterprise level. application-specific events and metrics). 3. and the full range of IBM storage repositories.Workplace XT automatically provides the following folders: 1 A Favorites folder where you can store links to frequently accessed folders and documents. Application development and deployment FileNet P8 includes an extensive collection of development tools that span the content and process management capabilities outlined in this document. network communication and devices.

8.7. Page 29 of 30 . which aid in the deployment process. Code module capabilities where Java classes containing event action code are stored in the object store and as such are easily deployable. Several tools to help you move content between environments.