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Sections

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

Hummingbird DM™ Administration Guide

Version 5.1

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

.

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

Part 1 Chapter Administering the DM Server Description 1 Setting DM Server Properties Using the DM Server Manager to set various DM Server properties. Setting up failover and load balancing among a cluster of DM Servers. Using the DM Indexer and SearchServer for full-text indexing and searching of documents. Using the Web Admin Tool to apply settings for library users and groups. Setting up the document-preview generator to provide useraccessible previews of documents in the repository. and how to set up security. 2 Using the DM Indexer 3 Document Access and Security Failover and Load Balancing on Multiple DM Servers Generating Previews of Stored Documents 4 5 Part 2 Chapter Administering the DM Web Server Description 6 7 Library Parameter Settings User and Group Settings Using the Web Admin Tool to set up and maintain the library. xvi . How Hummingbird DM security secures documents and libraries.

9 Indexes and Profiles 10 DM Webtop User Interface Part 3 Chapter Deployment and Application Integration Description 11 Deployment Packages Creating deployment packages for installation on user workstations. custom profile defaults. Configuring the Hummingbird DM interface seen in user browsers. Setting up index stopwords.8 Validation Tables Using the Web Admin Tool to manage tables for applications. and custom features. 12 Configuring Application Integration for Hummingbird DM Hummingbird DM Client Deployment Utility 13 Part 4 Appendices and Index Description Appendix A HTML Rendering File Formats The supported file types for HTML rendering on the DM Webtop. Using the Client Configuration Utility to manage Hummingbird DM features. xvii . document types. and other library parameters. Configuring and using applications with Hummingbird DM.

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

P A R T 1 DM Server Administration In This Section Chapters 1 through 5 address administration of the DM Server: • • • • • Setting DM Server properties. Full-text indexing of documents in the repository Setting up security for your Hummingbird DM repository Combining multiple DM servers for failover and load balancing of client transactions. Setting up the document-preview generator. 1 .

.

C h a p t e r 1 Setting DM Server Properties In This Chapter This chapter explains how to use the DM Server Manager to set server properties. SETTING DM SERVER PROPERTIES 3 .

Specify the location of the client-application forms (page 12). Set up the DM Indexer for full-text indexing with SearchServer (page 21). Set the SQL-connection cache size for a library (page 19). Change the default library that users log on to (page 17). Turn on/off the document-compression option (page 15). (page 34). Start and stop indexing of document libraries (page 40). Identify the URL for Hummingbird Portal Messaging Service (page 13). Turn off/on transaction monitoring (page 14). Select the libraries to be used with DM Server(page 15). Indexing FOLB Settings • • 4 CHAPTER 1 . For each library. Set up the logging feature (page 8).About the DM Server Manager The DM Server Manager lets you set the following DM Server properties: Server State Preferences • • • • • • • • Start and stop the DM Server service (page 7). Set up failover and load balancing for multiple-server clusters (page 40). Modify network logon settings (page 13).INI file (page 11). Set up document previewing on individual libraries. Specify the location of the PCDOCS. select the index to be used for full-text searching by users (page 17). Libraries • • • • SearchServer Indexes Document Previews Internal User • • • Identify the user name and password used by the DM Indexer and the Document Preview Generator to access documents for indexing and previewing (page 38).

Select a Hummingbird Core Services (HCS™) server from which DM Server will obtain user logon credentials for users accessing the DM Webtop via the Hummingbird Portal (page 53). Modify results-set settings (page 49). Manage the internal caches (page 51).NetWare Servers Results Caches HCS Server • • • • Set up DM Server to work with NetWare document servers and indexing servers (page 47). SETTING DM SERVER PROPERTIES 5 .

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

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

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

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

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

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

default, C:\Program Files\Hummingbird\DM Server\Program) when you generate a library. If you are running DOCS Open or DOCSFusion, your existing PCDOCS.INI file may be located in a different folder, which you are asked to specify when you install the DM Server software. During installation, the file will be copied from the location you specify to the DM Server \Program folder. If you decide to move the PCDOCS.INI file to another location, or you want to use a different copy of the file, you must specify the new location to Server Manager. To specify the PCDOCS.INI file location: 1 Click the Preferences tab.

2 3 4

Click the button in the field PCDOCS.INI Location, find the PCDOCS.INI file, and click to select it. Click Apply. Then click OK. Restart the DM Server service.

Depending on the contents of the PCDOCS.INI file, you may want to: • Change the default library, which is the library users connect to if they do not specify a library when they log on to the Hummingbird DM application. Change the libraries that are available to Hummingbird DM Server.

Location of Forms Used by Hummingbird DM Client Applications

The Hummingbird DM client forms are installed by default in the folder \Program Files\Hummingbird\DM Server\DOCSObjects. These forms are used to define aliases for SQL columns for use when Hummingbird DM client application users communicate with DM Server. The forms can reside in any folder that is accessible to Hummingbird DM client application users. If you move the forms from the default folder, you must specify their new location:

12

CHAPTER 1

1

Click the Preferences tab.

2

Click the lookup button in the Forms Location field, find the folder where the forms are now stored, and click to select the directory. Click Apply. Then click OK. Restart the DM Server service.

3 4

Hummingbird Messaging Support

Hummingbird Messaging is a feature of Hummingbird Portal that lets users receive wireless short message service (SMS) messages on their cell phone or a notification via e-mail whenever a specific event occurs. Users must subscribe to an event to be notified. DM Webtop users can subscribe to document- or folder-related events such as document check-in, check-out, edit, view, and access, and project updates. Other events can be triggered externally by add-on products such as Hummingbird DM WorkFlow. To add support for Hummingbird Messaging, Hummingbird Portal must be integrated with DM Webtop, and the Hummingbird Portal URL must be identified on Server Manager’s Preferences tab:

The URL should be in the following format: http://<server>:< port>/portal/hcleip where <server> and <port> are the server name and port, respectively, of the Hummingbird Portal server.

Network Logon Settings

Server Manager has two settings pertaining to network logons: • Network Alias Required. This option requires users to log on to Hummingbird DM with a network user name/password that is aliased to their user ID in the library. When this option is selected, non-network users cannot log on to DM Server using an Attache password. See “Non-Network Users” on page 100 for more information.
SETTING DM SERVER PROPERTIES 13

Default Password. This option tells DM Server to use the password supplied during logon when the user requests access to a document server where his or her logon credentials have not been authenticated. If this option is selected, it prevents DM Server from using one of the grace logon attempts in organizations where users are allowed only a few failed logon attempts before being locked out.

By default, these options are turned off. They are toggled on the Preferences tab.

If you change either option, click Apply. Then click OK. Restarting the DM Server service is not necessary after changing the network logon settings.

Transaction Monitoring

The Commit Transaction Monitoring feature applies to Windows NT/ 2000 document servers only. It ensures that documents uploaded from the Hummingbird DM clients to DM Server are not saved to the document server until the entire contents of the document have been transmitted successfully. If Commit Transaction Monitoring is turned off, documents are divided into multiple streams of data and sent to DM Server one by one. If the transmission is canceled before it completes, only a portion of the document will be stored on the document server. By default, Commit Transaction Monitoring is turned on. This option is toggled on the Preferences tab:

Restart the DM Server service after changing this option. If your organization has both Windows NT/2000 and NetWare document servers, selecting this option provides transaction monitoring only on the Windows document servers.

14

CHAPTER 1

Compression of Retrieved Documents

The document-compression feature can help reduce the network bandwidth required by DM Server to retrieve documents for users. Documents are sent in a compressed format, minimizing network traffic. However, compressing documents does increase processing on the DM Server. If your principal performance bottleneck is in bandwidth utilization, we recommend you turn on the Use Compression option. Then monitor CPU use on the DM Server to verify that the additional processing is not significantly affecting server performance. By default, the Use Compression option is turned on. This option is toggled on the Preferences tab:

Libraries Tab
On the Libraries tab, you can select all libraries to be accessed through the DM Server. On this tab, you can also: • • Select a library to serve as the default library for users. Select the index or indexes that users connected to the DM Server will use for searching.

SETTING DM SERVER PROPERTIES

15

Set the SQL-connection cache size for each library.

The tree structure displayed in the Libraries pane shows the logon libraries available to the DM Server. (If you don’t see the library you want, refer to page 20.) If a library name is selected (a check mark is in the check box beside it), the library is available for users of Hummingbird DM clients to log on to. To select a logon library for the DM Server, click the check box next to the library name. Multiple libraries can be selected. Remote libraries associated with a logon library can be displayed by clicking . When a logon library is selected, all of its remote libraries are automatically selected as well, making them available

16

CHAPTER 1

to client users. If you do not want users to access a particular remote library, clear the check box next to the remote library name. • A symbol denotes the server’s default library. The default library is the library that Hummingbird DM client users initially log on to.

The Default Library

The default library is the library to which users connect if they do not specify a library when they log on to a Hummingbird DM client. If the client allows users to select from a list of libraries when they log on, the default library is the first library in the list.
The default library is different from the current library. The current library is the library that the user is currently accessing.

NOTE

To change the default library: 1 2 3 Click the Libraries tab. Verify that the check box next to the library you want is selected. Click Properties to display the Library Properties dialog box.

4 5 6

In the Library field, click the down arrow and select the library you want. Select the option Server’s Default Library. Click OK to return to the Libraries tab. The symbol should appear next to the library you selected as the default. Click Apply and OK. Restart the DM Server service to have the new default library take effect.

7

Full-Text Index for Library Users

Once you have created an index for a library, you can give users access to the index by selecting it in Server Manager on each DM Server that handles user requests.
SETTING DM SERVER PROPERTIES 17

Indexes are created by SearchServer. If you have multiple indexes for a library, you can select up to 10 indexes for user access. The selected indexes can be employed in a round-robin fashion to provide high-performance searching or you can use one index for searching and the others as backups in case the first index is not available. See “Multiple Indexes for a Single Library” on page 74 for details on how the multiple-index feature works. To select one or more indexes for a library: 1 Click the Libraries tab. Then click Properties to display the Library Properties dialog box.

2 3

In the Library field, select the library name. The Full-Text Search Indexes box displays any indexes that are currently selected. To add an index, click Add. The Select a FullText Index dialog box appears with all of the library’s indexes displayed. Highlight the index you want to add and click OK.

18

CHAPTER 1

4

If you have multiple indexes in the Full-Text Search Indexes list, select the way these indexes will be employed: — To make all indexes available in a round-robin fashion, select the option Use All Indexes in Sequence. The first user request goes to the first index in the list, the second request to the second index, and so on. — To use a single index with the others serving as backups, select the option Use Next Index in List Only When Current Index Fails. The first index in the list is used for all search requests unless it is unavailable. Then searching is taken up by the next index in the list. To change the order of an index in the list, highlight the index and click the Up or Down key . The Remove key deletes an index from the list.

5

Click OK to return to the Libraries tab. Then click Apply and OK.

It is not necessary to restart the DM Server after making a change to the Full-Text Search Indexes. This allows the Hummingbird DM administrator to dynamically redirect user searches to a different index without interrupting the DM Server or user activities.

The SQLConnection Cache Size

The connection cache specifies the number of open SQL connections to the library. When a Hummingbird DM client user processes a transaction, DM Server uses one of its open SQL connections instead of creating a new connection, which improves system performance. (Examples of SQL transactions are: creating a Document Profile, performing a search, and saving an edited document.) If all open connections are being used, DM Server opens a new connection to process the next transaction and closes it when the transaction is finished. To achieve the optimum value for the SQL connection cache, you have to strike a balance between minimizing the resources used by idle SQL connections and maximizing the frequency with which users are able to use an open connection. To change the SQL connection cache size for a library: 1 On the Libraries tab, click Properties to display the Library Properties dialog box.
SETTING DM SERVER PROPERTIES 19

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

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

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

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

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

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

Index Name: The name of the current index is displayed here. Path-Default: If you are creating an index. select Default to store the index in the default location. Select Shared if the Indexer server is the local machine and users will be accessing the index via other DM Servers or Hummingbird 26 CHAPTER 1 . To store the index in a different location. Remote-Shared: The option you select here depends on whether you are running Server Manager from the Indexer server or from a DM Server that handles requests from Hummingbird DM client users. which is C:\Hummingbird\DM Indexes. enter the Path.Modifying the Properties of an Index 1 On the SearchServer Indexes tab. DM Server assigns an index a data source name in the format <library name>_<number>. The Index Properties dialog box appears with the Location & Sharing tab selected. select the index and click Properties. Data Source Name: By default.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Polling ceases once all offline servers are online again. so the first request from a user goes to Server A. CPU Utilization—Under this method. To restore the server to the DM Web Server’s server list. 46 CHAPTER 1 . The DM Web Server will poll the DM Server at the designated intervals to determine if it has returned to service. If a server is unable to process a transaction. the DM Web Server must be restarted. preventing delays in the processing of transactions. the client detects an offline DM Server. each Hummingbird DM client polls the DM Servers to find one with less than 75 percent CPU utilization and sends the request to that machine.alphabetically. Do Not Poll Servers—DM Web Servers do not poll DM Servers. it tends to increase network traffic. If the primary server fails. it is not returned to the server list. no transactions will be sent. When the primary server comes back up. If. transactions are sent to the next online server in the server list. as it would be if polling were turned on. and so on. When it comes back online. With Fail Over Only. the server will be suspended from the server list until it comes back online. If you want the failover capability but do not want to implement load balancing. However. requests automatically failover to the next server in the list. the DM Web Server polls all servers in the cluster to confirm they are online. select the Fail Over Only option. you must designate a primary server to receive all user transactions. it is removed from a DM Web Server’s server list. 3 Select one of the three FOLB Polling Parameters: Poll Failed Servers—If a user sends a transaction to an offline server. the second request from that user goes to Server B. it will resume all processing of user transactions. This polling option has the advantage of suspending an offline server from the DM Web Server’s server list before it sends a request. Offline servers are effectively suspended from each DM Web Server’s server list until they come back up. Poll All Servers—At the designated intervals. the server is effectively suspended from the DM Web Server’s server list until it comes back up. but until that time. While the server is down. during the polling process.

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

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

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

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

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

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

which is installed with the DM Server software. DM Server communicates with the HCS server via its internal HCS Authentication Client. Although observing the hit rate may be useful in gauging library access through DM Server. you should use the Refresh All button. if possible. clearing the counters is not required. Because a single transaction may affect more than one cache. the HCS server authenticates the user's Windows 2000/NT network credentials and sends this information to DM Webtop for use when the user logs on to DM Server. which can be useful when you want to stop the Indexer server. although in general it is preferable to stop the DM Server. • User Information for Library: This cache contains the contents of the PEOPLE table and related information such as user default values in profile forms. users can provide a single set of logon credentials to access DM Webtop via their organization’s Hummingbird Portal. The HCS server can be installed and configured on the same machine as DM Server or on a different server on the network.this cache when you have made a change to the database schema and want the change to be reflected in the index. The Clear Counters button resets the hit rate on the caches. Refreshing the index closes all ODBC connections. The HCS Server SETTING DM SERVER PROPERTIES 53 . When a user logs on to Hummingbird Portal. Through the HCS server. Selecting an HCS Server DM Server can communicate with a Hummingbird Core Services (HCS) server to support the use of DM Webtop through Hummingbird Portal.

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

NOTE Information on performing full-text searches. Full-text indexing helps users quickly locate documents by searching the document contents for specified search terms.C h a p t e r 2 Using the Hummingbird DM Indexer In This Chapter This chapter explains how to set up and manage the Hummingbird DM Indexer for full-text indexing of document libraries. USING THE HUMMINGBIRD DM INDEXER 55 . including a list of search operators. can be found in the online manuals Using Hummingbird DM Webtop and Using Hummingbird DM Extensions.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

. . . . . . . . . . . . Version 3. . . . . . Version 1. . . . . . . . . . . . . . . . . .3 Enable . . . . . . .0 StarOffice Write for Windows and UNIX . . . . . . . . . . . . . . . . . . . 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Framework . . . . . . . . . . . . . Version 3. . . . . . . . .Versions through 3. . . . . . . . . . . . . . . . . . . . . . . . .0. . . . . . . . . . .Versions 1. . . . . . . . . . . . . . . . . . .Versions through 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (Mac) . . . . . .Versions through 2. .Versions through 4. . . . . . . . . . . . . . . . . . . . . .x dBXL . . . . . . . . . . . . . . . Version 1.0 Microsoft Works for Windows. . . . . . . . . . . .Versions through 2. . Version 4. . . .0 dBASE . . . . . . . . . . . . . . . . . . . . .02 Spreadsheet Formats Enable . . . . . . . . . . . .2 WordStar for Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 and 4. . . . . . . . . . . . . . . . . .Versions through 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 and 4.0. . . .0 Personal R:BASE . . . . . . . . . . Version 2. . . . .Novell Perfect Works . . . .0 Novell/Corel WordPerfect for Windows . . . . . . . . . .0 USING THE HUMMINGBIRD DM INDEXER 85 . Version 3. . . . . . . . . Versions 3. . . . . . . . . . . . . . . . . . . . . . . . .0 Reflex . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 3. . . . . . . 98. . 4. . . . Version 1. . . . . . . . Versions 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . .0 Word Processors—Macintosh MacWrite II . .0 Framework . . . . . . . . . . . . . . . . . . . . . . . . . .1 Microsoft Word for Mac . . . . . . . . .0 R:BASE 5000 . . . . . . . . . . . . . . . . . . . . . . . .0 Database Formats Access . . . .5 First Choice . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Novell WordPerfect . . . . . . . . . . . . . . . . . .0. . . . . Version 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 2. .0 FoxBase . . . .0 Paradox (Windows) . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2. . . . . . . . . . . .0 Q&A Write for Windows . . . . . . . . . . . Versions through 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Paradox (DOS) . . . . . . . . . . . . .1 R:BASE System V . . .0 Q & A . . . . .0 DataEase . . . .0 SmartWare II . . . . . . . . 2001 Microsoft Works for Mac . . . . . . . . . . Version 1. . . . .Versions through 2. . . . . . . . . . . . . . .0 – 4. . . .02 through 3. . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (DOS) . . . . . . . . . .5 First Choice . . . . . . . . . . . . Versions through 4. . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . Versions through 10 Professional Write Plus . . .

. . . . .0 Presentation Formats Corel/Novell Presentations . .0 Mosaic Twin. . Versions through 2. . . . . . Versions through 10 Harvard Graphics for DOS . . . . . . . . . Versions through Millennium 9. . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Excel Macintosh . . . . . . . . . Versions 97 . . . . . . . . . . . . . . . . . . . Versions through 5. . . . . . . . . . . . Version 4. . . . . . . . . . . . Versions through 5. . . . .0. . . . . . . . . . . . . . . Versions 3. . Versions 2. . . . . . . . . . . . . . . Version 4. . . . . . . . . . . . . . . . . . . . . . .1 and 2. . . . . .0 Quattro Pro for Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Lotus 1-2-3 for SmartSuite. . . . . . .0 Adobe Illustrator. . . .x Harvard Graphics for Windows . . . . .6 Lotus Symphony . . . .x . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Adobe Acrobat (PDF) . . . . . . . . . . . . . . . . . . Version 4. Version 5. .0 Lotus 1-2-3 (OS/2 including charts) . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . .Vector/raster through 5. . . . . . . . .0 Adobe FrameMaker graphics (FMV) . . . Versions through 5. . . 9. . . . . . .7. . . . . . . . . . Version 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. Versions through 4. . . . . . . . . . . . . . . Windows versions Freelance for Windows . . . . .0 Lotus 1-2-3 Charts (DOS & Windows) . . . . Versions through 2. . Versions through 7. . . . . . . . . . Versions 2. . . .5 Novell Perfect Works .0. . . . . . . . . . Versions through 2. . . . . . . . . . . 98. . . . . . . . . . . . . . Versions 1. .x & 3. . . . . . . . . . . . . . Versions through 10 SmartWare II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Freelance for OS/2 .0 through 2001 StarOffice Impress for Windows and UNIX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1. . . . . . . . . Version 2. . . . . . . . . . . . . . . . .0 Microsoft PowerPoint for Windows . Version 1. . . . . . .0 through 2002 Microsoft PowerPoint for Mac . . . . . . . .0 86 CHAPTER 2 . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works for Windows . . . . . . . . . . . . . Version 1. . . . . . . .2 through 2002 Microsoft Multiplan . . . .Millennium 9. . . . . . . .0 Microsoft Works (DOS) . . . . . . . . . . . . . . .0 VP Planner 3D . . . . . . . . . . . . . . . . . . . . . .02 StarOffice Calc for Windows and UNIX . . . . . . . . . . . . . . . . . . . Version 2.0 Microsoft Works (Mac) . .0 Microsoft Excel Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 2. . .0 PFS:Professional Plan . . . . . . Versions 4. .2 Graphic Formats Adobe Photoshop (PSD) . . . . . . . . . . 2001 Microsoft Excel Windows . . . . . . . . .Lotus 1-2-3 (DOS & Windows) . . . . . . . . . . . . . . . . Versions through 5. . . . .0 – 4. . . . . . . . . . . . . . . . . . . . . . . . . .0. . . . . . . . .2 SuperCalc 5 . . . . Versions 3. . . . . . .0 Quattro Pro for DOS . . .

. . . . . . . . . .0 OS/2 PM Metafile (MET) . .0 . . . . . .Versions 5 through 6 Corel Draw (CDR) . . . . . Versions 2.0 IBM Picture Interchange Format (PIF) . . . . . . . . Version 1. . . . . . . . . . . . . CALS NIST ver. . . . . . . . . .Versions through 3. . . Ami Draw AutoCAD Interchange format (DXF) . . . . . . . . . . . . . . . . . . . Versions through 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Initial Graphics Exchange Spec (IGES) . . . . . . . . . . . . . . . . . . . . .0 and 5. Version 2. . . . . . . OS/2 DIB & WARP) CALS Raster (GP4) . . . Versions 5. . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TIFF header only GEM Paint (IMG) Graphics Environment Mgr (GEM). . . . . . . . . . . . . . . . . .01 Paint Shop Pro 6 (PSP) . . . . . . . . . . . . . .1 JFIF (JPEG not in TIFF format) . . . . . . . . . . . . . . . .0 Novell PerfectWorks (Draw). . . . . .0 Lotus PIC Lotus Snapshot . . . . .14 AutoCAD Native Drawing format (DWG) . . . . . . . . . . . . . . . . . .8. . .0 Binary Group 3 Fax . . . . . . . . . . . . . . . . . . . . . . . . . . Version 5. . .Ami Draw (SDW) . . . All versions Macintosh PICT1 & PICT2 . . . . . . . . . . . . All versions JPEG (including EXIF) . . . . . . . . . . . . . . . . . . . . . . All versions Bitmap (BMP. . . . . . .9. . . . . . . . . . .1 Micrografx Designer (DSF) . . . . . . . . . .Windows 95. . . . . . . .Version 2 IBM Graphics Data Format (GDF) . . . . . . . . . . . . . Version 1. . . . . . . . . . Versions 12 . . . . . . . . . . .14 AutoShade Rendering (RND). . . . . . Bitmap & vector Graphics Interchange Format (GIF) Hewlett Packard Graphics Language (HPGL) . . . . . . . . . All versions Portable Graymap (PGM) . . . . . . . . . . . . . . . . . . . . Version 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Win32 Only PC Paintbrush (PCX and DCX) Portable Bitmap (PBM) . . . . . . . . . . . .0 Encapsulated PostScript (EPS) . . Version 2. . . . . . Type I and Type II Corel Clipart format (CMX). . . . . . . . . . .0 . . . . . . . . Versions 12 . . . . . . . . . . . . . . . . . . . . . . . . . . version 6. . . . . RLE. . . . . . . . .0 Computer Graphics Metafile (CGM). . . . . . . . . . . . . . . . . . . . . . . . . ICO. . . . . . . . . . . 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ANSI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . No specific version USING THE HUMMINGBIRD DM INDEXER 87 . . . . . . .0 Paint Shop Pro (PSP) . . . . . . . . . . . . . . . . . . . . . . . . . . . Kodak Flash Pix (FPX) Kodak Photo CD (PCD) . . . . . . . . . . . . . . .0 Micrografx Designer (DRW) . . . . . . . . . . . . . . . . . . CUR. . . . . . . . . . . . . . . . . Bitmap only MacPaint (PNTG) Micrografx Draw (DRW) . . . .0 Corel Draw (CDR with TIFF header) . . . . . . . . . . . . . . . .

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

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

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

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

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

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

ACL Security

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

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

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

Primary Group Permissions

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

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DM Admin>Users and Groups>Groups>Features:

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DM Admin>Users and Groups>Groups>Permissions:

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

SQL Administrator Accounts

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

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

Database Administrator Accounts
Database Type
Microsoft SQL Server Sybase Oracle

Logon Name
sa sa system

Default Password
null value null value manager

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

Profile-Level Security
To further secure documents from unauthorized access, you can implement profile-level security, either for specific groups or librarywide. When this option is turned on, a document does not even appear in a search-results list unless the user has rights to it. By default, profilelevel security is turned on library-wide. Turning profile-level security off allows all library users or members of specific groups to see all document titles returned by a search, regardless of access rights. Actual access to documents is not altered by this option; the security settings remain in force. The Profile Level Security option is set library-wide in Library Maintenance>System Parameters>Defaults. To set it for a specific group, go to Library Maintenance>Group Maintenance>Features. As with all Library Maintenance settings where there are both System and Group settings, the Group setting prevails unless it is set to Default, in which case the System setting prevails.
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or it can be a share or drive on a machine used for multiple purposes. not only within the library. that does not have a share name. (See “Accessing a Document Server” on page 112 for more about document access on different operating systems. but at the NOS level as well. It’s not unusual for organizations to have multiple document servers.) No NOS-Level Security Hummingbird DM supports the following operating systems as Generic document servers. We do not recommend the use of Standalone document servers for sites implementing failover and load balancing. Access rights assigned to documents apply when the document is accessed from a Hummingbird DM client. the rights assigned to the document apply regardless of whether the document is accessed from a Hummingbird DM client or outside Hummingbird DM via an operating system mechanism such as 98 CHAPTER 3 . Unix systems using NFS Maestro™ for connectivity. A document server can be a computer dedicated to the document-storage purpose. because the drive letter may indicate a different drive to each server in the cluster. and Windows 2000/NT Server. such as D:. Hummingbird DM supports several different operating systems for document servers. • • • Windows 2000/ NT NTFS or FAT file share.Document Server Security The network location where documents are stored is called a document server. There are some differences in how Hummingbird DM accesses documents on the different operating systems. including Novell NetWare. NOTE NOS-Level Security If you cannot secure your document servers by restricting access to the DM service account—for example. if you are still supporting DOCS Open users on the same document server—documents can be secured. but these differences are not noticeable to users. Standalone: A FAT drive. NOS-level security means that when a document is secured in Hummingbird DM. Unix. Create a secure Generic document server by restricting all access permissions to the DM Server service account exclusively. without security at the network operating system (NOS) level.

x or 6.0 and Windows 2000 Server NTFS volumes running either the NT Security Service or the Document Sentry Agent (DSA). • Only users and groups with associated network aliases in the library have rights to secure documents at the NOS level. Setting Up Users By default. NOS-level security is available on document servers running under: • Windows NT Server 4. See “Setting Up Users” on page 99 for more information. See “Setting Up Document Servers with NOS-Level Security” on page 101 for more information. Library users can be created from existing network IDs during library generation or via Library Maintenance>Synchronize. Group membership in the library must be consistent with group membership at the NOS level. — On networked drives.Windows Explorer. you need to perform the following activities: • • Add every client user to the DOCS_USERS group account in the library. every user is either: DOCUMENT ACCESS AND SECURITY 99 . See “Setting Up Document Servers with NOS-Level Security” on page 101 for more information. Hummingbird DM reports an error when users attempt to assign document access to the group.x. Set up NOS-level security (if applicable) on the servers or shares where documents are stored. you can protect your documents from access by non-Hummingbird DM users by revoking all rights to the folder where documents are located and reapplying rights only to the groups DOCS_USERS and DOCS_SUPERVISORS. Novell NetWare 5. Setting Up Security To implement Hummingbird DM security. all Hummingbird DM users are members of the Hummingbird DM library group account DOCS_USERS. If groups of the same name do not have the same members. To Hummingbird DM.

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

regardless of whether the document is accessed from a Hummingbird DM client or outside Hummingbird DM via an operating system mechanism such as Windows Explorer.Setting Up Generic Document Servers with Security Hummingbird DM supports the following operating systems as Generic document servers. Unix systems using NFS Maestro™ for connectivity. Permissions should be applied at the last static directory in the document path template. NOS-level security is available on document servers running under: • Windows NT 4. Access rights assigned to documents apply when the document is accessed from a Hummingbird DM client. NetWare 5.0 Server and Windows 2000 with NTFS running either the NT Security Service or the Document Sentry Agent (DSA). without security at the network operating system (NOS) level. Setting Up Document Servers with NOS-Level Security Hummingbird DM supports the following operating systems as document servers with full network operating system (NOS)-level security.x DOCUMENT ACCESS AND SECURITY 101 • . Create a secure Generic document server by restricting all access permissions to the DM Server service account exclusively. that does not have a share name. • • • Windows 2000/ NT NTFS or FAT file share. Standalone: A FAT drive. To secure Generic document server shares. such as D:. give only the DM Server service account Full Control rights to each document storage location. NOS-level security means that the access rights assigned to documents by Hummingbird DM client users are always in effect.x and 6.

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

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

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

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

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

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

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

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

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

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

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

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

114 CHAPTER 3 .

C h a p t e r 4 Failover and Load Balancing on Multiple DM Servers In This Chapter This chapter explains the failover and load-balancing (FOLB) features of Hummingbird DM. FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 115 .

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

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

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

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

Once the new server list is propagated.4 5 When the Known Servers list is correct. From any server in the cluster. If a server is about to be temporarily shut down for maintenance reasons. See “FOLB Settings Tab” on page 41 for more details on propagating the server list. DM Server displays the status of the propagation for each server. Server Manager asks if you want to propagate the new server list now or later. Click Now to propagate the server list to all servers in the cluster. this eliminates the need for Hummingbird DM clients to repeatedly check whether the machine is available. If a machine fails to receive the new server list: 1 2 Verify that the machine is running and that the DM Server service is started on all machines. During propagation of the server list. The server names are ordered alphabetically. When the server list is changed. one or more servers in the cluster may not be updated with the new server list. The IIS Admin Service must be stopped and restarted on DM Web Servers to have the new server list take effect. the clients automatically obtain the new server list upon startup and begin using any new servers in the list. run Server Manager. Inconsistent propagation of server lists will cause users to experience delays in the processing of requests while the system times out on offline servers. indicating whether the time stamp on each machine’s server list matches the time stamp on the first server’s server list. The time stamp is applied when you initiate the propagation. 120 CHAPTER 4 . go to the FOLB Settings tab. If the Propagation Fails If propagation of the server list fails. It is propagated to the removed servers so that Hummingbird DM clients connected to them can obtain the new server list. click Apply to record the new server list. and click Propagate Current Server List to bring up the Propagating New Server List dialog box. the new list is propagated to both the removed and the new servers.

DM Server creates a new server list and propagates it to the other servers.3 Click Propagate Now. If this happens: 1 2 3 Verify that all machines in the cluster are running and that the DM Server service is started on all of them. we do not recommend manually entering the names because of the possibility of typographical errors. user requests are sent to the next online server in the server list until the primary server comes back online. you can either return to the dialog box later and select Propagate Now or you can manually enter the server list on each member of the cluster. NOTE When Hummingbird DM client users log on to DM Server. If the primary server fails. Server lists are ordered alphabetically. With the Fail Over Only option. This is done via the Fail Over Only option in Server Manager (see “Selecting FOLB Settings” on page 45 for instructions). which closes the dialog box without propagating the server list. With Fail Over Only. even if propagation was performed at another server. run Server Manager and create a server list as you did on the first server. However. they access the first server in the cluster’s server list to obtain their server-list updates. DM Server creates a new server list and attempts to propagate it throughout the cluster. If you choose this option. Setting Up Failover Only The failover capability can be implemented without using load balancing. Click Propagate Now as described above. FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 121 . you must designate a primary server to process all end-user transactions. On the machine with the newer list. the machine’s time and date settings are probably not synchronized with the server where the propagation is being done. The Propagating New Server List dialog box also has a Propagate Manually button. so the server at the top of the list will be accessed. If during a propagation a machine indicates its server list is newer than the one being propagated. we recommend you select one of the active polling parameters—either Poll All Servers or Poll Dead Servers. Then it will resume handling of client transactions.

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

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

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

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

0. How Previews Are Displayed Document previews are displayed in HTML format.to 400pixels wide).About Document Previews Hummingbird DM gives users the option of displaying short previews of documents. if one exists.0. if the document uses paragraph styles from which a table of contents can be generated and is in one of the following formats: Microsoft Word 2000. If this portion of the document exceeds 6000 characters. 6. Presentation and Chart Formats The first slide or chart is displayed in a reduced format (300. Word Processing Formats The preview displays the first 6000 characters of the document. the preview displays the first 6000 characters of the document. or 95 WordPerfect 8. This feature saves document-retrieval time and helps users quickly determine if a document is the one they want. 7. 126 CHAPTER 5 . (See “Document File Formats Recognized by the Indexer” on page 83 for a list of these formats.0 or 6. This will be a preview of the last published version. If the document has no table of contents or is not in one of the Microsoft Word or WordPerfect formats listed above. otherwise the last version is previewed. However. Examples of this type of format are PowerPoint and the chart format of Microsoft Excel. Previews are generated for documents whose formats are supported by the viewer application Outside In by Stellent. The content of a preview depends upon the native format of the document itself. If a document has multiple versions.0 then the preview displays the first segment of the document from the beginning through the first body paragraph that lies under the first paragraph using the style “Heading 1” (Microsoft Word) or “Header 1” (WordPerfect). only one preview is generated. the preview is truncated to the 6000-character limit. 97.) Previews are not generated for Adobe Acrobat documents (PDFs) or for formats not supported by Outside In.

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

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

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

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

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

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

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

Setting System Features Click the Features link to display the Features page: The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. Clear it to have documents secured only at the database level. In addition. users will be prompted to enter user names and passwords for the Win Admin Utilities. Cancel: Return to the System Parameters page without saving any of your changes. Restore: Reload the page and restore data from the database. The following fields allow you to set certain system features: • Secure Documents at Network Level: Select this option to have documents secured at the NOS level. this feature can be used in conjunction with • 136 CHAPTER 6 . Accept User-Supplied Identification: If selected.

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

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

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

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

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

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

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

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

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

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

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

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

the time stamp of LIBRARY PARAMETER SETTINGS 149 . Cancel: Return to the System Parameters page without saving your changes. these can be overridden at the group level using the Group Attache tab. Restore: Reload the page and restore data from the database. The following fields allow you to set certain system features: • Shadow Files to Local Drive: Select this option to have DM Webtop save each document to the local drive as well as the document server. If the shadowed file is edited.Setting Attache Options Click the Attache link to display the Attache page: The Attache page sets the values for the Attache parameters. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. This page allows editing options for system level settings.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

All fields are filled from an existing user.• • • • Full Name: This column displays full names of the users. Edit: Opens the People Maintenance page for editing an existing user. Adding or Maintaining User Listings Click an existing user entry to display the People Maintenance page for that person (or click the Edit button): This page allows you to set certain user values. Refer to “Configuring Network Aliases” on page 167. USER AND GROUP SETTINGS 165 . Copy: Opens the People Maintenance page for adding a new user. Office: This column displays offices where users are working. There are two sub-tabs available: Network Aliases: Allows you to add aliases for this user.

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

If left blank. Target Document Server: If you entered Author or Typist in the Target Server Column field in the System Parameters page. documents for this user will be saved to the Primary Document Server location specified on the System Parameters page. Expand the Listed Network entry by USER AND GROUP SETTINGS 167 .• • • Fax Phone: Type the user's fax telephone number. enter the name of the server where you want this user's documents to be stored. Configuring Network Aliases Click the Network Aliases link on the People Maintenance page to display the Network Aliases page: The Network Aliases page allows you to add network aliases to Hummingbird DM Library users. Extension: Type the user's telephone extension.

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

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

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

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

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

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

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

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

Setting Group Permissions Click the Permissions link on the Group Maintenance page to display the Group Permissions page: The Group Permissions page contains permissions for group level settings (which override the System level settings in the System Parameters Permissions tab). Restore: Reload the page and restore data from the database. The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. 176 CHAPTER 7 . Cancel: Return to the Group Maintenance page without saving your changes.

Allow Copy of In-Use Documents: Allow users to retrieve a copy of a document if the document is in use or checked out when they try to retrieve it. the profile and document history records are left in the library. Can Create Related Item: Select this option to allow users to create relations between documents.The following fields allow you to set certain group permissions. Create/Edit Template Documents: Allow users to set up or edit DM Template documents. Can Show Related Item: Select this option for users to show relations. the System setting for that feature will apply to this group: • • • • • • • Allow modify user settings: Determines if a user is allowed to change their DM Webtop settings via the user Options page. If you select Default. Can Remove Related Item: Select this option so that users can remove relationships between documents. Can Create/Remove Public Folders: Select this option to allow users to create and remove public folders. Allow Document Checkout: Indicate Yes to allow group members to check out documents. Allow Users to Delete Content: Let users delete the contents of a document. USER AND GROUP SETTINGS 177 • • • • • . Allow Checkin of Others' Docs: Allow a user to check in a document that was checked out by a different user. Allow Users to Delete Documents: Permit users to delete documents from the system. DM administrators can always check in documents regardless of the setting of this field. Allow Users to Queue for Deletion: Sets the document type to deleted. Template documents are usually standard forms or boilerplates used by users to create finished documents.

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

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

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

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

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

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

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

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

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

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

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

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

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

Restore: Reload the page and restore data from the database. Select the primary Profile Search form that members of this group will use. USER AND GROUP SETTINGS 191 .Group Profile Search Form Click the Profile Search sub-tab from the Group Forms page to display the Group Profile Search Form page: The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. Click Preview to view the form. Cancel: Return to the Group Maintenance page without saving your changes. Profile Search forms are not defined by application. since the application desired would not be known until the user provided that information.

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

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

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

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

Attache for Groups The Group Attache page shows the current Attache settings for this group.To remove an alias. Click the Attache link on the Group Maintenance page to display the Group Attache page: This page allows editing options which override the settings on the System Parameters Attache tab (see “Setting Attache Options” on page 149). You will be prompted to confirm that you want to remove this alias. select the defined alias in the Library Groups list and click the << button. Click OK. 196 CHAPTER 7 . click Close to return to the Group Maintenance page for this group. When you have finished working with Aliases. The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

DO NOT DELETE RM Report Viewer WordPerfect MIMEtype text/plain application/citerite application/comprite application/dcwin image/tiff Extension bnd cit red duc tif application/fawin application/lotus application/lotus application/vnd.Application BINDER CITERITE COMPRITE DELTAVIEW DOCSIMAGE GROUPWISE FAWIN L123-97 LOTUS WORD PRO MS EXCEL MS OUTLOOK MS POWERPOINT MS PROJECT MS WORD PRESENTATIONS QPW RM Description DOCS Binder CiteRite for Windows Compare Rite DeltaView DOCS Imaging GroupWise Full Authority for Windows Lotus 123-97 Lotus Word Pro Microsoft Excel Microsoft Outlook Microsoft PowerPoint Microsoft Project Microsoft Word Presentations Quattro Pro DOCSRM Application . Some applications require certain file extensions. Others can accept any extension you choose.msproject application/msword ppt mpp doc application/quattro wb2 RM VIEW WORDPERFECT application/wordpfct wpd • Default Extension: Type the default extension for files stored with this application.ms-excel toa wk4 wk4 xls application/vnd. The extension is the VALIDATION TABLES 211 .mspowerpoint application/vnd.

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

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

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

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

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

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

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

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

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

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

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

• • • •

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

Print settings

• • • •

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

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

Setting Up File Name Masks

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

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

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

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

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

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

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

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

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

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

• •

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

Modifying or Adding File Types

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

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

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

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

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

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

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

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

Since documents integrated through a third party can have attachments. Keyword. Attachments to Index The Attachments to Index function is designed for applications integrated through a third party. the Full-Text Indexer indexes the last major version of a document. you can choose to index the attachment in place of the last major version.C h a p t e r 9 Indexes and Profiles In This Chapter The Index and Profiles pages of the DM Admin tool allow you to define and modify Attachments to Index. and Custom Profile Defaults. To have the INDEXES AND PROFILES 233 . By default.

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

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

Restore: Reload the page and restore data from the database.Using the Attachment to Index Maintenance Page Click an existing entry or the Add button to display the Attachment To Index Maintenance page: The three buttons below the tabs are: Save: Save changed data to the database and return to the Attachments to Index page. The maximum length is 10 characters. Cancel: Return to the Attachments to Index page without saving your changes. This field is required. 236 CHAPTER 9 . The following fields allow you to define the attachment type: • Attachment to Index: The file extension used for this kind of attachment.

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

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

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

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

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

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

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

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

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

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

The default is to display any industry-specific fields. Hummingbird DM Server Name: Path setting for some application integration and related functions. Use Common Search Form: Allows you to set the type of search form displayed when searching across multiple libraries of different industry types: if you select this option. Enable Pre-logon Prompt: Select this option to prompt your users before logging on to verify that they have permission to logon.) Size of Groups in Security Dialog: In the Security page. • • • • • • • • Timeout • 248 CHAPTER 10 . Timeout Script: The maximum time (in minutes) a web script is allowed to take. The default value is 8.240. This field is required. the number of users that show in each group is constrained by this setting. Enable Drag'n Drop: Set this option to allow your users to take advantage of the drag and drop capabilities in the DM Webtop. Maximum tabs on Quick Reference page: Change this value to restrict the number of tabs allowed on your users' Quick Reference pages. the search form will not display any industry-specific fields. (The entire folder/ document name is displayed in the tool tip. This field is required. subgroups are created. The following fields allow you to set certain DM Webtop features: • Hummingbird DM Web Server: Sets the server in use and becomes part of various internal paths for determining installation details. This field is required. Enable Application Integration Prompt on Logon: Select this option to provide your users with an enable Application Extension in DM Webtop option on the logon page. the length of the folder or document name is constrained by this setting. If there are more users in the group than this setting. Number of Characters to TRIM document/folder name: In the navigation list (breadcrumbs). if the user expands the Group folder.Restore: Reload the page and restore data from the database. May be a number in the range 0 .

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

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

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

Group Format This setting controls the display format of the Group list in the Security dialog box. The Custom Parameters page lists all existing custom parameters defined in the system. The available setting are: • • • • ID only Full Name only ID plus Full Name Full Name plus ID Custom Parameters The Custom Parameters page allows you to create. 252 CHAPTER 10 . and delete custom parameters. modify.

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

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

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

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

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

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

We recommend you build automatic deployment packages using source workstations that are configured the same as the target workstations in your environment. Location of the Automatic Deployment Utility The automatic deployment utility is not installed by default when you install Hummingbird DM 5. 260 CHAPTER 11 . About Automatic Deployment Packages An automatic deployment package consists of the following items: • • • • The RUNSETUP. This will ensure that the automatic deployment package will remove all legacy components and that the new Hummingbird DM 5.1 client components are installed in the correct locations.EXE utility A collection of files assembled from various sources into one location An INI file corresponding to the deployment package to be installed A response file Response files are created to provide automated answers to questions asked during an installation of various Hummingbird DM 5.1. refer to “How to Use the Automatic Deployment Utility” on page 260. The automatic deployment utility is provided on the Hummingbird DM 5. How to Use the Automatic Deployment Utility The Automatic Deployment function allows network administrators to deploy software to a remote desktop without requiring end user intervention.For more information on this topic.1 CD in the \TOOLS\DM EXTENSIONS\AUTODEPLOYMENT directory.1 client components.EXE utility to create one or more response files. Creating a package consists of gathering the necessary files and using the RUNSETUP.

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

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

If you create additional deployment packages at a later date. Spaces within the file names will produce errors during the installation of the deployment package. Note: If you intend to use multiple response files. — DM API — DMExtAPI — FulView — Imaging (If Imaging is installed on the DM Web Server) — RMAppIntegration (If Hummingbird DM is installed on the DM Web Server) DEPLOYMENT PACKAGES 263 . Instructions are as follows: 1 Navigate to the \PROGRAM FILES\HUMMINGBIRD\ CYBERDOCS\PLUGINS directory on the DM Web Server. Copy all the folders in the directory to an Automatic Deployment Package storage directory you create on the source workstation. C:\AUTODEPLOYMENT. Refer to “Adding Custom Components” on page 278 for more information. for example. the INI file will be used during the creation of the automatic deployment package when you specify the INI file as shown on page 267. you will need to copy those new INI files to the C:\AUTODEPLOYMENT\DEPLOYMENT directory. this step will also copy the deployment package INI files you have created. — AppIntegration — CustomComponents (Will exist if custom components are defined) — Deployment Note: If you have previously created deployment packages. you must configure multiple deployment packages as well. you can proceed with preparing the necessary files for the creation of your automatic deployment package. The folders names are shown below.actual registry file. Prepare Installation Files After a deployment package is created. This document will refer to this storage directory by this name from here on out. just the folders. Important: Do not copy the individual files in the PLUGINS directory.

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

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

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

The following dialog box will appear requesting you choose the installation directory. Important: If the INI file was created on a Hummingbird DM Web Server different from the server that will be used for the automatic deployment. you should name the response files accordingly. you must edit the Hummingbird DM Web Server path statement in the INI file.of different deployment packages. It will default to the current directory. It is important that you correctly enter the filename in this step so that the correct deployment package is installed for the end-user. DEPLOYMENT PACKAGES 267 . This file must exist in the C:\AUTODEPLOYMENT\DEPLOYMENT directory. 3 The following dialog box will appear requesting you enter the deployment package INI filename. Note: The C:\AUTODEPLOYEMENT\DEPLOYMENT directory can contain multiple deployment package INI files. 4 Enter the INI filename and click Next to continue. This file name should correspond with the INI file copied in the Prepare Installation Files section on page 263.

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

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

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

Specifically. To create an automatic deployment package that will upgrade an existing Hummingbird DM 5.0 workstation. confirm that components are removed after the installation is complete. 4 Test the response file. “Creating a Deployment Package” on page 281 3 Create a response file. 2 Prepare the workstation as you would for any other automatic deployment package implementation. See “Create a Response File” on page 266 for more information. 1 Select a workstation using Hummingbird DM 5. the PATH environment variable may not be removed from the System Variables section in Control Panel > System > Advanced > Environment Variables. Furthermore. See “Distributing the Automatic Deployment Package” on page 273 After you complete the upgrade from Hummingbird DM version 5. you must create a response file during an upgrade of an existing Hummingbird DM 5. on former DOCS Open workstations. there have been instances where older versions of Excel integration macros were not removed from the XLSTART directory.1. Upgrades from earlier version of Hummingbird DM products are not supported at this time.0 workstation to version 5.0 workstation. DEPLOYMENT PACKAGES 271 .0 as your starting point workstation.Upgrading Existing Hummingbird DM Installations Using Automatic Deployment Packages Automatic deployment packages can be used to silently upgrade a Hummingbird DM 5.0. See “Testing the Automatic Deployment Package” on page 272 5 Use this response file to distribute the upgrade package to other workstations on the network.

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

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

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

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

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

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

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

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

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

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

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

The Client Deployment Utility will only be visible on the Options page if you are a DOCS_Supervisor.— Component files that place the Hummingbird DM system into Windows Explorer and/or Microsoft Outlook. — The DM Extension for Windows Desktop. — The Client Deployment Utility. From the Web Admin Tools interface. For more information. Refer to “Configuring Application Integration for Hummingbird DM” on page 301 for a list of supported applications and how integration works with Hummingbird DM. which allows you to search for Hummingbird DM documents from the Windows Search menu and allows you to open Document Reference File (DRF) shortcuts that have been placed in an email message or on the Windows Desktop. Component Linking Sub-components Linking in Microsoft Excel Linking in Microsoft Word Linking in Microsoft PowerPoint Support for all other Cross-Application linking Microsoft Word Active Integration with Front-End Profiling with Cost Recovery Microsoft Word Passive Integration Check-in and Check-out only Microsoft Word Microsoft Excel Microsoft Excel Active Integration with Front-End Profiling with Cost Recovery Microsoft Excel Passive Integration Check-in and Check-out only DEPLOYMENT PACKAGES 283 . it will always show and can be included in a deployment package so that nonSupervisors can install it. • Hummingbird DM Application Integration Components necessary to integrate several popular software applications and install Linking capabilities. refer to “Hummingbird DM Client Deployment Utility” on page 341.

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

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

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

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

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

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

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

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

If you want to always accept files from InstallShield Corporation. If the Manage DM permission is set to Yes. Note: If this is your first time accessing the My Options page.Installing Individual Components There are times when you need to install only portions of a deployment package or a component that is not included as a part of your assigned deployment package. the system will attempt to download InstallShield files necessary for component installation. 2 Select My Options in the upper right corner of the screen. 1 Log on to Hummingbird DM Webtop. informing the user that they should go to the My Options page to install or update their components. then a message will be displayed. Accept the download. Click OK. If the “Inform when update available” setting is active in DM Admin > Users and Groups > Groups > Features. click the check box at the bottom of the dialog box. you can install either deployment packages or individual components from My Options > Optional Components in the DM Webtop. 3 Select Optional Components. 292 CHAPTER 11 .

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

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

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

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

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

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

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

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

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

refer to “Creating a Deployment Package” on page 281. For more information on setting up launch methods. The integration options available for use with Hummingbird DM are also shown.1 lists the applications predefined in the library that appear in the Components listing for deployment packages.Applications that are integrated using Passive Integration should not be further integrated using Interceptor or Active Integration. Table 12. For more information. • ODMA Integration Use this integration for ODMA compliant applications not already shown in the DM Library Applications table. Table 12.1 Application Integration Components Component Integration Microsoft Word Microsoft Word Active Integration with Front-End Profiling with Cost Recovery Microsoft Word Passive Integration Check-in and Check-out only Microsoft Excel Microsoft Excel Active Integration with Front-End Profiling with Cost Recovery Microsoft Excel Passive Integration Check-in and Check-out only Microsoft PowerPoint Microsoft PowerPoint Active Integration with Front-End Profiling with Cost Recovery Check-in and Check-out only Microsoft Project Microsoft Project Active Integration Microsoft Project Passive Integration Check-in and Check-out only Adobe Acrobat Adobe Acrobat Passive Integration Check-in and Check-out only CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 303 . refer to “Selecting Launch Methods” on page 213.

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

as shown in the example below. refer to Table 12.Applications Using DDE Settings When you regenerated your library for use with Hummingbird DM Suite 5. select DM Admin > Validation Tables > Applications and select the desired application. The Hummingbird DM 5.3 through Table 12.1. You will need to manually enable these applications by clearing the disabled check box in DM Admin>Validation Tables>Applications. Launch methods previously used by your organization will be disabled. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 305 . Many of the new applications added to the database utilize Dynamic Data Exchange (DDE) settings to communicate with Hummingbird DM. In the event that you need to modify or update these settings in the future.1 database. To see this feature. launch methods for supported applications were added to the Hummingbird DM 5.1 launch methods are enabled by default.15. log on to Hummingbird DM. for settings provided with the Hummingbird DM installation program.

Additionally.0 DDE Settings . you may want to edit the titles of application launch methods to be more specific in order to assist end-users that will be installing deployment packages or optional components.Important: Launch methods used in previous versions of Hummingbird DM or DOCS Open products may still be present in your DM Library. Your library may contain multiple launch methods for the same product. DDE Settings for Adobe Acrobat Table 12.Open Application Name Topic Name Command Command (not running) ACROVIEW CONTROL [FileOpen(“%1”)] [FileOpen(“%1”)] Acrobat 4.0 DDE Settings .3 Acrobat 4.0x and 5.0 Launch Method Settings ODMA Compliant %FULLPATH Integration Type Command Line Parameters Acrobat 4. being sure to disable any launch methods that are no longer valid for your organization. For more information on setting up and editing launch methods. You should review all the launch method settings in the library to insure that integrated applications are properly configured.Print Application Name Topic Name Command Command (not running) AcrobatPowerDOCSPlugin AcroExch.Document [FilePrintSilentEx("%1") [FilePrintSilentEx("%1")][AppQuit] 306 CHAPTER 12 .0x and 5. refer to “Selecting Launch Methods” on page 213.0x and 5.

Table 12.DDE Settings for Microsoft Applications Table 12. ""0""'")] Note: If your users will be importing Excel documents into Word.5 Microsoft Word 2000 and XP Launch Method Settings for Active Integration and Passive Integration ODMA Compliant /ND Integration Type Command Line Parameters Note: To have Word open with a blank document.Print Application Name Topic Name Command Command (not running) EXCEL SYSTEM [RUN("'DDEPrint ""%1"".4 Microsoft Excel 2000 and XP Launch Method Settings for Active and Passive Integration ODMA Compliant Integration Type Command Line Parameters Microsoft Excel DDE Settings .Open Application Name Topic Name Command Command (not running) EXCEL SYSTEM [RUN("'DDEOpen ""%1""'")] [RUN("'DDEOpen ""%1""'")] Microsoft Excel DDE Settings . you need to set the applications as being compatible to one another. ""1""'")] [RUN("'DDEPrint ""%1"". remove the /ND from CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 307 .

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

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

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

set up Interceptor launch methods in the DM library. the registry files have been provided to you on the Hummingbird DM Suite 5. in the …Tools\DM Extensions folder. select Tools > Settings. Disabling ODMA Integration for Corel Suite Applications 1 Disable ODMA for each application by adding the following Keys to the Windows Registry. contact Corel to obtain the latest service packs. To assist you with this. Quattro Pro: [HKEY_CLASSES_ROOT\QPW] [HKEY_CLASSES_ROOT\QPW\ODMA32] Presentations: [HKEY_CLASSES_ROOT\PRESENTATIONS] [HKEY_CLASSES_ROOT\PRESENTATIONS\ODMA32] 2 Within each application.1 CD-ROM. From the Options tab. this will automatically disable ODMA integration. From the File Options tab. These files would be added to the deployment package as a custom component.12 on page 314. you should include these files in a deployment package along with the Interceptor registry file that enables the application. Note: If you initially install Check-in and Check-out integration for Quattro Pro and Presentations. you will need to disable ODMA integration. clear the Use enhanced file dialogs option: In Quattro Pro. select Tools > Settings > Environment. The settings needed to do this are shown in Table 12. and enable the launch method in Interceptor.11 on page 313 and Table 12. Integrating Quattro Pro and Presentations To integrate Quattro Pro and Presentations with Hummingbird DM. As the administrator. In Presentations. Active integration will not work unless these Corel service packs are installed. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 311 .Application Integration for Corel Applications Prior to using Corel Suite applications with Hummingbird DM. clear the Use enhanced file dialogs selection. clear the Use enhanced file dialogs selection.

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

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

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

then clear "PC DOCS".Open. None Lotus 1-2-3 97 and Millennium DDE Settings . rightclick on the toolbar.Open. None Lotus 1-2-3 97 and Millennium DDE Settings .Open Integration Type Command Line Parameters Full Integration %FULLPATH Note: If you have Lotus 1-2-3 97 integrated with DOCS Open.DDE Settings for Lotus Applications Table 12.14 Lotus 1-2-3 Launch Method Settings . Simply launch Lotus 1-2-3. Lotus 1-2-3 97 and Millennium DDE Settings .Print Application Name Topic Name Command Command (not running) AIM 123Worksheet Print Print Table 12. after Hummingbird DM is installed you will need to reset your toolbars so that the "PC DOCS" toolbar reference is removed.13 Lotus 1-2-3 Launch Method Settings .Print Integration Type Command Line Parameters Full Integration %FULLPATH Lotus 1-2-3 97 and Millennium DDE Settings .Print Application Name Topic Name Command Command (not running) AIM 123Worksheet Print Print CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 315 .

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

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

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

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

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

using the instructions in “Launching Interceptor” on page 320. 2 Click the Application Settings tab. The application you are configuring will not appear in the list until you complete the subsequent steps and restart Interceptor. displaying all applications that are set to Full Integration. Note: Only applications that use Full Integration are listed.It contains a list of launch methods that are stored in Application Maintenance. this list appears in the active window. Click Add to add a new application. Configuring New Applications for Interceptor To configure a new application in Interceptor: 1 Launch Interceptor. This window will be empty if you have never configured a new application in Interceptor. The Hummingbird DM Interceptor window appears. 3 With the Common Properties tab selected. If you have previously integrated new applications.You can switch to a remote library by clicking the down arrow of the Library combo box. The launch methods for the library you are logged on to are displayed by default. complete the following fields: CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 321 .

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

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

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

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

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

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

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

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

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

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

If you. as the Hummingbird DM administrator.Restricting Users from Accessing Interceptor Settings and Native Dialog Boxes By design. do not want to allow the users and/or certain groups in your organization to save documents outside of Hummingbird DM. • 332 CHAPTER 12 . You cannot disable one without disabling the other. enable (set to Yes) the Disable Native Open/Save option in the DM Administration Tool>System Parameters>Defaults or DM Administration Tool>Users and Groups>Groups>Features. Enabling this option will result in the following: • The Disable Native Save check box located in the Windows Explorer DM Options dialog box will be unavailable for modification. Note: Disabling Native Save and Open dialog boxes and access to Interceptor work hand in hand. Hummingbird DM is set up to allow users to open and save files both within and outside the document management system. The Settings option in Interceptor will be unavailable. Users can also disable Interceptor integration on an application-byapplication basis using the Interceptor Setting menu or by using the Interceptor shortcut menu.

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

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

0 Lotus Notes 4.Mail Client Requirements The e-mail clients supported for Hummingbird DM integration are: • • • Microsoft Outlook 2000 and XP GroupWise 5. Important: If you are upgrading from a version of a Hummingbird document management application prior to version 5.6 and 5. you will need to add columns to the database and add some fields to the Profile form. To use the Client Deployment Utility you must be a Supervisors Group member and have local administrator rights on your computer. such as attachments and threads. the following features are available. DELIVER_REC. To resolve this issue. Refer to “Configuring Integration for Microsoft Outlook” on page 336. ATTACH_NUM.0x You can use the Hummingbird DM Client Deployment Utility to further customize Hummingbird DM E-mail Integration for Microsoft Outlook.5 and 6. • • GroupWise and Lotus Notes Mail messages and attachments are stored in Hummingbird DM as simple. and THREAD_NUM). PARENTMAIL_ID.1 product. and use Microsoft Outlook. See “E-mail Integration Settings” on page 359. you will be able to use the Insert from Hummingbird DM toolbar button and Passive Integration for Microsoft Word. go to Tools>Options>Mail Format and clear the Use MS Word to edit e-mail messages check box. separate documents. The exception to this is if you are generating a new library using the Hummingbird DM 5. This integration method supports the storing of message parameters (for example: MAIL_ID. E-mail Integration Options If you installed Hummingbird DM E-mail Integration. For all versions of Microsoft Outlook. By not using Word as your e-mail editor. Important: If you use Outlook XP. MS Outlook The most complete integration method. Internet Mail mode should not be installed as it interferes with the installation of the Hummingbird DM Outlook Extension. MSG_ITEM.0. in which case the additional columns are already CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 335 . you will not see the Insert from Hummingbird DM toolbar button. Hummingbird DM E-mail Integration for Microsoft Outlook allows you to search for related documents.

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

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

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

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

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

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

To install MMC.0 and Microsoft Systems Management Server 2. custom forms.The Hummingbird DM Client Deployment Utility The Hummingbird DM Client Deployment Utility is designed to allow administrators to configure Hummingbird DM features and distribute these configuration settings to the end user by creating a set of registry snapshot files that represent the Hummingbird DM settings on the administrator’s computer. The Client Deployment Utility includes configuration of the Hummingbird DM User Interface. Note: To use the Client Deployment Utility.2 shipped with Microsoft Windows 2000.2 folder.1 or higher must be installed on your computer in order to use the Client Deployment Utility.2 is also provided on the Hummingbird DM Suite CD in the …Tools\DM\MMC\1.0 Option Pack for Windows NT Server.0. navigate to this folder and double click iMMC. Follow the on-screen prompts. add-ons. MMC 1. For Windows NT and Windows 2000. 342 CHAPTER 13 . Note: In previous versions.0 is supported only on Windows XP and Windows NET Server. and much more. MMC version 1. this utility was known as the Administration Tool. email integration. it must be a part of the Administrators group. plug-ins. the account used to log on to the workstation must be a member of the local Administrators group. Even if the account is a Domain Administrator. Alternately.EXE. The Client Deployment Utility works from within the Microsoft Management Console (MMC) utility. MMC 2. MMC 2. you must be a member of the DOCS_Supervisors group in Library Maintenance>Groups. These registry files can be placed in a deployment package and automatically installed.NET Server.0 shipped with Microsoft Windows NT 4. the registry files can be provided to users who then merge these settings into their local registries.0 ships with Microsoft Windows XP and Windows. MMC 1.1 shipped with Microsoft SQL Server 7. • • • • MMC 1. MMC 1.

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

you can change the load order of the plug-in. If you have more than one plug-in installed. 344 CHAPTER 13 .The Plug-ins Configuration Screen A plug-in is an extension module that provides additional functionality to Hummingbird DM. All registered plug-ins will be shown in the same order as their respective InsertAt registry entry. Highlight the plug-in and use the up and down arrows to move its position within the list.

Specify an exact path or use an environment variable such as %Temp% to specify the download directory.Document Management Configuration There are three tabs of information in Document Management Configuration: • • • General Performance Logon Option The General Tab Basic document management settings are found on the General tab. Check the desired boxes. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 345 . The lookup button can be used to browse for the desired directory. 1 The Download folder displays the folder that Hummingbird DM uses to manage in-process copies of documents. 2 The settings for Quick Searches and Folders allow you to use the same column listing for all folders and all quick searches.

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

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

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

Select the setting. The available choices are: Parameter Applications Authors Document Types Keywords Library standard specific Other Description / Database Table APPS PEOPLE DOCUMENT TYPES %KEYWORDS CLIENT. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 349 . 7 Click the Lookup button to view the Cache Lookups dialog box. scroll down until you can see the Lookups setting. the check box is not selected for Cache Level None or Balanced. From the Cache Settings window. 10 Click OK to accept these settings or click Cancel to disregard any changes that you have made. Click to select or clear the lookup options. 8 The Cache lookups default dialog box settings will change depending on which Cache level was selected. USER_DEPT All other lookups 9 The “Cache on all forms” check box indicates whether lookups will be cached on all forms or only on the GROUP_DEF. By default. USER_ORG. MATTER.6 Individual lookup settings can be changed from the Cache Lookups dialog box.

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

The chart shown below gives examples of how the Shadow Document settings work to control document shadowing. Remote Library> Shadow this library Yes Yes Yes Yes Yes Yes No No No No No No System Parameters> Attaché> Shadow local files No No No Yes Yes Yes No No No Yes Yes Yes Groups> Attaché> Shadow local files Default Yes No Default Yes No Default Yes No Default Yes No Is Shadowing On or Off? Off for everyone On for everyone Off for everyone On for everyone On for everyone Off for this group On for everyone else Off for everyone On for this group Off for everyone else Off for everyone On for everyone On for everyone Off for this group On for everyone else For more information on these Library Maintenance settings. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 351 . please refer to the DM Administration Tools Help system.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Instruct your users to double-click the registry file(s). Click OK. Importing a Registry File If you do not want to include the registry file in a Hummingbird DM deployment package or if you are providing a new registry file to your users. Tip: You can upload this registry file as a Custom Component.Exporting the Registry File After you have set the Hummingbird DM Client Deployment options that you wanted to modify. inform your users of the location of the registry file to be imported. you can export these settings to a registry file and distribute this master registry file to desktop users. 3 Select a file location for the registry file and name the file. A dialog box appears. Click Save. 2 Click Export. Include this component in a deployment package and it will be automatically applied to the client workstation when the deployment package is installed. confirming that the registry settings were installed on their workstation. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 369 . 1 Return to the Client Deployment Utility Welcome screen by selecting the Hummingbird DM Client Deployment Utility level in the tree.

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

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

0 374 APPENDIX A . and Millennium SmartSuite 97 and Millennium Version 1. 8.Word Processing Formats ANSI Text (7 & 8 bit) ASCII Text (7 & 8 bit versions available) Corel WordPerfect for Windows DEC WPS Plus (DX) DEC WPS Plus (WPL) DisplayWrite 2 & 3 (TXT) DisplayWrite 4 & 5 Enable First Choice Framework HTML IBM FFT IBM Revisable Form Text IBM Writing Assistant JustSystems Ichitaro JustWrite Legacy Lotus AMI/AMI Professional Lotus Manuscript Lotus WordPro (Win16 and Win32 / Intel platforms) Lotus WordPro (Non-Windows platforms .1 Versions through 8. 97.0 Version 3.1 Versions through 2.0 Versions 3.0. and 9.0.5 Versions through 3.0.0 Versions through 3.0.01 Versions 5.text only) MacWrite II MASS11 All versions All versions Versions through 9.0 Versions through 4.0 Versions through 1. 6.0 Versions through 3.0 (some limitations) All versions All versions Version 1.1 Versions through 3.0 SmartSuite 96. and 4.0. 4.1 All versions Versions through Release 2.0 Versions through 4.

0 All versions Version 3.0 Versions through 6.1 Version 2.0 Versions through 4.0 Version 1.0 Versions through 3. and C Versions through 2.0 Versions A.Microsoft Rich Text Format (RTF) Microsoft Word for DOS Microsoft Word for Macintosh Microsoft Word for Windows Microsoft WordPad Microsoft Works for DOS Microsoft Works for Macintosh Microsoft Works for Windows Microsoft Write MultiMate Navy DIF Nota Bene Novell Perfect Works Novell WordPerfect for DOS Novell WordPerfect for Mac Novell WordPerfect for Windows Office Writer PC-File Letter PC-File+ Letter PFS:Write Professional Write for DOS Q&A for DOS Professional Write Plus Q&A Write for Windows Samna Word SmartWare II All versions Versions through 6.0 Versions through 7.0 Versions through 4.0 Versions through 5.0 Version 2.0 Versions through 2.02 through 3.0 through 98 Versions through 2000 All versions Versions through 2.0 Versions 4.1 Versions 1.0 Versions 4.0 Version 3.0 Versions through Samna Word IV+ Version 1. B.02 HTML RENDERING FILE FORMATS 375 .0 to 6.0 Versions through 3.

Sprint Total Word Unicode Text Volkswriter 3 & 4 Wang PC (IWP) WordMARC WordStar 2000 for DOS WordStar for DOS WordStar for Windows XyWrite Version 1.6 Versions through Composer Plus Versions through 3.0 Versions through 2.0 Versions through III Plus 376 APPENDIX A .0 Version 1.2 All versions Versions through 1.0 Version 1.0 Versions through 7.

1.0 SmartSuite 97and Millennium Versions through 5. 98 Versions 2.0.Spreadsheet Formats Enable First Choice Framework Lotus 1-2-3 (DOS & Windows) Lotus 1-2-3 for SmartSuite Lotus 1-2-3 Charts (DOS & Windows) Lotus 1-2-3 (OS/2) Lotus 1-2-3 Charts (OS/2) Lotus Symphony Microsoft Excel for Macintosh Microsoft Excel for Windows Microsoft Excel Charts Microsoft Multiplan Microsoft Windows Works Microsoft Works (DOS) Microsoft Works (Macintosh) Mosaic Twin Novell Perfect Works Quattro Pro for DOS Quattro Pro for Windows PFS:Professional Plan SuperCalc 5 SmartWare II VP Planner 3D Versions 3.0 Versions 1.0 Versions 3.0 Version 2.0 Version 4.0 Versions through 2.0 Version 1.0 Version 3.0.5 Version 2.0.x through 7.1.0 Versions through 9.0 Versions through 4.0 Version 4. 4.0 Versions through 2.2 through 2000 Versions 2.0. and 4.0 Version 1.5 Versions through 3.0 HTML RENDERING FILE FORMATS 377 .0 Versions through 5.0 Versions through 2.02 Version 1.0 through 4.0 Versions through 5. and 2.0 Versions through 2.

0 Version 4.5 Versions through 3.0 Versions through 2.x Version 1. 4.1 Version 3. and 4.0 Version 2.0 Version 1.0 Versions through 5.0 Version 2.0.1 Version 1.0 Versions through 2. 0 Versions through 4.0 Versions through 2.Database Formats Access dBASE DataEase DBXL Enable First Choice FoxBase Framework Microsoft Windows Works Microsoft Works (DOS) Microsoft Works (Macintosh) Paradox (DOS) Paradox (Windows) Personal R:BASE R:BASE 5000 R:BASE System V Reflex Q&A SmartWare II Versions through 2.0 Versions through 1.0 Version 1.3 Versions 3.0 Versions through 3.0 Versions through 4.0.02 378 APPENDIX A .

Standard Graphic Formats * Not available on Linux platforms Binary Group 3 Fax BMP (including RLE.Micrografx Draw DXF (Binary and ASCII) AutoCAD Drawing Interchange Format EMF EPS Encapsulated PostScript * FPX .Computer Graphics Metafile DCX (multi-page PCX) DRW . ICO.0 through 9.0 Microsoft Fax Version 3.1 Versions through 4.0 Versions through 14 Windows Enhanced Metafile If TIFF image is embedded in it No specific format Compuserve Type I and Type II Version 2.0 No specific version All versions All versions No specific version Version 1.Group 4 CALS Format HPGL . NIST.Graphics Interchange Format GP4 .Portable Bitmap * PCD .Hewlett Packard Graphics Language IMG . CALS.Kodak Flash Pix GIF .GEM Paint JFIF (JPEG not in TIFF format) JPEG .0 ANSI.Joint Photographic Experts Group format PBM .0 PC Paintbrush HTML RENDERING FILE FORMATS 379 . CUR & OS/ 2 DIB) CDR (if TIFF image is embedded in it) CGM . Version 3.Micrografx Designer DRW .Kodak Photo CD PCX Bitmap All versions Windows Corel Draw versions 2.

0 MacPaint No specific version Versions 5.Lotus 1-2-3 Picture File Format PICT1 & PICT2 (Raster) PNG .Portable Graymap PIC .Perfect Works (Draw) PGM . 5.Tagged Image File Format TIFF CCITT Group 3 & 4 VISO (Multi-page Page Preview mode only) WMF WordPerfect Graphics [WPG and WPG2] * XBM . 5.Portable Pixmap PSP .0 No specific version No specific version Macintosh Standard Version 1.0.X-Windows Pixmap * XWD .X-Windows Bitmap * XPM .Portable Network Graphics Internet Format PNTG PPM .1 Ami Draw All versions No specific version Truevision Versions through 6 Fax Systems Visio 4. 2000 Windows Metafile Versions through 2.Sun Raster File Format Targa TIFF .Paintshop Pro (Win16 and Win32 / Intel only) SDW Snapshot (Lotus) SRS .X-Windows Dump Novell version 2.0.0 x10 compatible x10 compatible x10 compatible 380 APPENDIX A .

1 Version 3.Adobe Photoshop File Format * RND .Corel Clip Art Format * DSF .0 Acrobat version 2.0 Versions 5 through 6 Windows 95.0 Bitmap and Vector Version 5.1.High-End Graphic Formats * Not available on Linux platforms * AI .0 Versions 12 through 14 Vector and raster formats through Version 5.Initial Graphics Exchange Specification * MET .OS/2 PM Metafile * PDF .0 Version 1.0 Versions through 8.AutoCAD Native Drawing Format * FMV .FrameMaker graphics * GDF .IBM Graphics Data Format * GEM .Adobe Illustrator File Format * CDR .0 Version 2.Micrografx Designer * DWG . Version 6.0.AutoShade Rendering File Format Versions through 7.0 Version 1.0 HTML RENDERING FILE FORMATS 381 .Postscript * PSD .Portable Document Format * PIF . 4.Corel Draw CMX .IBM Picture Interchange Format * PS .0 Level 2 Version 4.Graphics Environment Manager Metafile * IGES . 3.

0.0 Versions 2.0. 97. 98 382 APPENDIX A . 96.Presentation Formats * Not available on Linux platforms Corel Presentations Novell Presentations Harvard Graphics for DOS * Harvard Graphics Freelance for Windows Freelance for OS/2 Microsoft PowerPoint for Windows Microsoft PowerPoint for Macintosh Versions 8.0 Versions 3. 2.0 Versions through 2000 Versions 4.x and 3.0.x Windows versions Versions 1. and Millennium Versions through 2.0 and 9.0 and 7.

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

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

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

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

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

A p p e n d i x

C
Other Server Admin Tools
In This Appendix
This appendix describes two server tools that are not documented elsewhere: • • Activity Log Purge (page 390) Add an External Library (page 392)

OTHER SERVER ADMIN TOOLS

389

Activity Log Purge
The Activity Log Purge utility allows the Hummingbird DM administrator to purge unnecessary records from the ACTIVITY-LOG table of a library. You have the option of archiving the purged records in a text file. From this file, you can restore purged records to the library from which they were deleted.

NOTE

The purpose of this utility is to delete records from a database. This type of activity imposes the inherent risk of data being lost. It is the responsibility of the Hummingbird DM administrator to ensure that this utility is used as intended. Though the utility attempts to prevent improper use through timely prompts, it cannot guarantee proper use.

Purging the Activity Log
To run the Activity Log Purge utility: 1 From the Start menu, run Programs>Hummingbird >Hummingbird DM Server>Server Admin Tools>Activity Log Purge. On the Activity Log Purge dialog box, select the following options:

2

Keep last [0] Days of Activity: The utility saves records created in the date range of today’s date minus the number of days you
390 APPENDIX C

specify here. To save this information for future executions of the utility, select Save Range. All Types: Select this option to select all activity types in the Select Types list. All Libraries: Select this option to select all libraries in the Libraries list. Save Range: Select this option to save the number specified in the Keep last [0] Days of Activity field for future executions of the utility. Archive to File: To archive the deleted activity-log records in a text file, specify a path and file name here. Click the table lookup button (...) to see your folder structure. The activity-log archive file contains columns of comma-delimited activity-log table records. Each column is separated by a percent sign (%)-delimited library name. Because multiple libraries can be processed during a single purge session, the archive file can contain archived records from multiple libraries. Do not modify the activity-log archive file, because you may need it to restore the purged records. Libraries: Select the libraries to be purged. To purge all libraries, select the option All Libraries. The total number of files that were deleted are displayed after the utility runs. Select Types: This pane lists the activity types tracked by the activity log. Select the activity types you want to purge. To purge all types, select the option All Types. 3 Click Start to initiate the purge utility.

To stop the purge utility before it finishes, click Cancel.

Restoring Purged Records
If you created an activity-log archive file, the records listed in the file can be restored to the library or libraries from which they were purged. To restore purged records: 1 Run the Activity Log Purge tool as described previously in “Purging the Activity Log” on page 390.
OTHER SERVER ADMIN TOOLS 391

2 3

On the Activity Log Purge dialog box, click Import. In the Import from File dialog box, enter the name of the activitylog archive file and click OK to start restoring the records.

To stop the import before it finishes, click Cancel.

Add an External Library
The Add An External Library tool lets you create a new library from an existing library. To create a new library using the Add An External Library tool: 1 From the Start menu, select Programs>Hummingbird>Hummingbird DM Server>Server Admin Tools/Add an External Library. Enter a name for the new library. A library name can be up to 20 characters in length but cannot contain spaces. Select your SQL vendor. If you want to copy the information in the DOCUMENTTYPES table, PEOPLE table, any industry-specific tables, and any tables added using DM Designer, select Duplicate All Validation Table Data. Click OK.

2

3

Depending on the database vendor you select, you are prompted to enter the appropriate connection and database information. See

392

APPENDIX C

the Hummingbird DM Suite Installation Guide for library generation instructions. When you have completed the SQL vendor-specific information, the Add Library utility creates the new library and copies the appropriate data. When library generation is finished, click OK.

OTHER SERVER ADMIN TOOLS

393

A p p e n d i x

D
Security Regeneration
In This Appendix
This appendix describes the Security Regeneration utility.

SECURITY REGENERATION

395

It does this by selecting each profile from the library and reapplying security at the NOS level for each version of that profile’s document. or leave the field “Time to start processing” blank to start processing as soon as you 396 APPENDIX D . The Security Regeneration utility checks the network-operatingsystem (NOS)-level security of documents to verify that security at the NOS level is the same as the access rights assigned on the document profile. and run the utility.About Security Regeneration When an organization must recover documents from backup (as opposed to their DM archive). To avoid checking every document. For NetWare document servers. The user must be a member of DOCS_SUPERVISORS in order for Security Regeneration to appear as an option. Simply perform a profile search on any documents for which you need security regenerated. With the search results displayed in the Quick Retrieve dialog box. The Security Regeneration utility provides a method for reapplying the trustees. The utility can also be used when a user leaves your organization and you want to give a new user rights to his or her documents. Performing Security Regeneration To run the Security Regeneration utility: 1 2 3 Perform a profile search to obtain a list of the documents for which you want to reapply file-level security. the user must have a NetWare Administrator or equivalent account and be a member of the DOCS_SUPERVISORS group to run Security Regeneration. the user need only be a member of the DOCS_SUPERVISORS group. file-level trustees are often lost. choose Options>Security Regeneration. Enter a time for the utility to begin processing. The Security Regeneration utility is run from the Windows Explorer and Microsoft Outlook DM extensions. the utility processes only documents selected from the Search Results dialog box. For Windows 2000/NT document servers.

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

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

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

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

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

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

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

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

File>Save. users and groups who have access to documents. and File>Save As operations and replaces them with either a Document Profile dialog box or Quick Retrieve window. This allows users to create. The library also contains a record (Document Profile) for each document and . internal user The Hummingbird DM library user ID used by the DM Indexer and the Document Preview Generator to access the library and document servers. File>Open. new or recently edited documents that need full-text indexing. internet mode A communications channel through the DM HTTP Service that allows users to access DM Webtop when out of the office or outside the firewall. File>Retrieve. archival data. J Java forms A Java version of certain pages of the DM Webtop user interface. intranet mode A communications channel through DCOM that enables intra-office communications between users and DM Webtop. Hummingbird DM library Tables and columns in a SQL database that define how documents are categorized and organized. L launch method The commands and associated parameters by which integrated applications are started through Hummingbird DM library Hummingbird DM tables and columns in a SQL database holding detailed information about each document. integrated application An application in which Hummingbird DM intercepts the File>New. library. 406 edit. Interceptor A Hummingbird DM module used for Application Integration that intercepts calls to Open and Save As dialog boxes and displays Hummingbird DM dialog boxes for these functions. and information pertaining to management of documents and the Hummingbird DM system itself. and save documents to a Hummingbird DM library from within an application. K keyword Word or phrase used to identify a document that may or may not be included in the text of the document. See full-text index. a validated list of words that can be used to uniquely identify a document.Indexer server A dedicated Hummingbird DM server where the indexing process is run and indexes are stored. index. Also.

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

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

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

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

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

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

definition 302 client applications forms location 12 Client Deployment Utility about 342 Add-ons configuration 367 Custom tabs configuration 368 Document management configuration Cache settings 346 Chunk Factor settings 353 General tab 345 Logon Option tab 354 Logon settings 353 Performance tab 346 Quick save settings 353 Shadow document settings 350 E-mail integration 359–365 Apply to all libraries setting 359 Dialogs tab 363 General tab 360 GroupWise 360 Header Fields tab 362 INDEX 413 .Index A Active Integration.0 271 C Cache settings 346 Check in/Check out. definition 302 Activity Log Purge utility 390 Add an External Library utility 392 adding members to groups 184 ADDLIB utility 392 Adobe Acrobat DDE settings 306 aliases Group 195 user network 167 Application integration components 303–304 DDE settings 305–310 types of 302 applications defining 208 maintaining 208 setting up 206 Apply to all libraries setting 359 Attache Group settings 196 System Parameters 149 Attachment to Index defining 236 details 233 Automatic Deployment Utility 260–276 about 260 create response file 266 creating 261 distributing 273 how to use 260 known issues 274 preparing installation files 263 Run As Admin encryption 264 testing 272 troubleshooting 275 upgrading from Hummingbird DM 5.

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

Disabling Interceptor integration 327 DM API configuration 246 DM clients security 109 security in NetWare-only environment 106 DM Server performance monitor settings 383 starting and stopping the server 7 DM Webtop Custom Parameters 252 defining Custom Parameters 254 DM API configuration 246 HCS server support 112 DOCS Imaging DDE settings 317 Document Sentry Agent 103 document server defining 155 listing 153 document servers access 112 NetWare 47. 118 system requirements 117 with Indexer server 58 file type defining 226 listing 225 Filename Mask setting up 221 using 220 form default values 194 forms for client applications. 101. location 12 G Groups adding new groups 171 aliases 195 Attache settings 196 default forms 185 features 173 Group Applications Form 193 Group Master Form 187 Group Paper Form 189 Group Preferences 198 Group Primary Form 190 Group Profile Search Form 191 Group Quick Retrieve Form 192 listing 170 parameters 171 groups INDEX 415 E E-mail integration Client Deployment Utility settings 359 supported clients 335 upgrading 336 Exporting Interceptor settings 330 . 107 document type defining 229 listing 227 DSA. See Document Sentry Agent registry files 369 F fail-over and load balancing about 41 propagating the server list 120 propagation failures 120 setting up a server list 43. 103 purging the activity log 390 security 98.

members 184 permissions 176 synchronization 202 utility access 179 versions 181 GroupWise e-mail integration 335. 74 index log files 78. 81 starting and stopping an index 40 indexing with DM Indexer administering an index from a different server 77 backing up and restoring an index 77 compressing an index 28. 360 H HCS server support 112 HTML rendering file formats 373 I Importing Interceptor settings 331 registry files 369 index settings 17 Indexes and Profiles adding keywords 239 Attachment to Index 233 Custom Profile Defaults 240 defining Attachment to Index 236 keywords 237 maintaining Custom Profile Defaults 241 indexing index selection 17 log files 70. 66. 75 creating an index 22. 61 deleting an index 25 index location 62. 34. 78. 76 SearchServer password 39 starting the Indexer 73 stopwords 79 system requirements 58 troubleshooting problems 81 wildcards 78 Interceptor adding new applications to 321 configuring new applications 321 definition 302 deny access to settings 332 disabling integration 327 editing launch method settings 327 exporting settings 330 integrating applications 319 launching 320 settings tab 329 K keywords adding 239 listing 237 L launch methods selecting 213 setting up 215 libraries default 17 . 81 416 index properties 26 Indexer server 58 Indexer user 60 monitoring index activities 78 overview 56 pausing an index for system backups 77 reindexing an index 33.

INI file. creating a new library from an existing library 392 Library Parameters changing terminology 162 editing document server settings 155 listing document servers 153 listing remote libraries 157 setting up a remote library 158 System Attache settings 149 system default values 138 system defaults 133 system features 136 system permissions 142 system preferences 152 system utilities 143 system version settings 146 terminology.inability to find 20 purging the activity log 390 security 96 library generation. restricting access to 332 NetWare document servers 47 security for users 106 network accounts security 100 network logon preferences 13 NT Security Service 102 O ODMA integration 318 definition 303 Optional components installing 292 uninstalling 297 P Passive Integration. See fail-over and load balancing log file settings 8 logins and passwords access to SQL 96 Attache 100 document server security 107 Logon Option 354 Logon Settings 353 Lotus applications Lotus 1-2-3 DDE settings 315 Lotus Notes 360 Lotus WordPro DDE settings 315 M Microsoft applications as custom components 278 DDE settings 307–310 Excel DDE settings 307 Outlook e-mail integration 335 upgrading e-mail integration 336 PowerPoint DDE settings 308 Project DDE settings 309 Visio DDE settings 310 Word DDE settings 307 footer macros 333 N Native dialog boxes. listing 160 load balancing. 20 INDEX 417 . definition 302 PCDOCS. location 11.

See indexing with DM Indexer security about 90 DM clients 109 document 89 Document Sentry Agent (DSA) 103 document server access 112 library 96 418 . See Corel Suite preview generation 125 Profile on Send 365 Project. See Corel Suite Quick Save 353 library authentication 107 NetWare document servers 103 network authentication 108 network operating system level 98 NT Security Service 102 reapplying trustees after recovery from backup 396 setting up 99 setting up client software 106 users 99 Windows NT/2000 NTFS volumes 102 Security Regeneration utility 396 security. configuring 344 Presentations. defining 118 Server Manager client application forms 12 creating and managing indexes 21 default library 17 fail-over and load balancing 41 index settings 17 internal caches 51 libraries 15 location of PCDOCS. users in NetWare-only environment 106 server clusters.people listing 164 performance monitor settings 383 Plug-ins. changing 19 SQL logins and passwords 96 R Registry exporting files to users 369 exporting Interceptor settings 330 importing Interceptor settings 331 importing new file 369 remote libraries 16 listing 157 setting up 158 results set settings 49 Run As Admin encryption 264 S SearchServer. See Microsoft applications purging the Activity Log 390 Q Quattro Pro.INI file 11 log settings 8 NetWare document servers 47 network logon preferences 13 results set settings 49 SearchServer password 39 SQL connection cache size 19 starting and stopping 6 starting and stopping the DM Indexer 40 starting and stopping the DM Server 7 Shadow documents settings 350 SQL connection cache size.

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

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

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