WebSpace

ECM
Platform – Solution Overview

July 2010

©NexPrise, Inc.
www.nexprise.com
Contents

1. Company Background & Experience......................................................................................1

History 1
Customers 1
2. Architecture........................................................................................................................1
3. Integration..........................................................................................................................2
Querying/Importing data from external databases 2
Exporting Data from WebSpace 2
Active directory/ldap Integration 3
4. Installation Requirements..................................................................................................3
Supported Web Browsers 3
Supported Databases 3
Supported Server Operating Systems 3
Supported Mail Server Protocols 3
Application Server 3
Supported Web Servers 3
Security 3
Recommended Hardware 4
5. Application Security............................................................................................................4
Authentication 4
Encryption 4
Privacy 4
Integrity of data, content, and messages 4
Asset Protection 5
Non-Repudiation / Server Access Auditing 5
6. Administration...................................................................................................................6
7. Document Management.....................................................................................................6
Document Types 6
File Types & Size Limitation 6
Keywords 6
Revision Control 6
Microsoft Office Integration 6
Document Lifecycle Management 7
Electronic Signature/Comment History 7
Document Numbering 7
Document Relationships 7
Document-Specific Message Threads 7
User Initiated Email Notifications 7
Subscription-Based Notifications 7
Document Sharing 7

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 Document Importing 7
8. WebSpace Developer Studio..............................................................................................7
Description 7
Object Modeler 8
Forms Creator 8
Workflow Modeler 8
9. Project Collaboration..........................................................................................................9
Project repository creation 9
Project Administration & Membership 9
Project Discussions 9
Ad-Hoc Document Routing 9
Notifications 10
Project Calendar 10
Project Web Pages 10
Linking 10
10. Task Management..............................................................................................................10
Templates 10
Importing 10
File Attachments 10
Recurring Items 10
Reassignments 10
Approvals 10
Custom Attributes 11
Keywords 11
Progress DASHBOARD 11
Automatic Reminders 11
History 11
Reporting 11
11. Reporting............................................................................................................................11
Report creation 11
Aggregated Views 11
Charts11
Dashboards 11
Report Sharing 12
Security Filtering 12
Exporting Search Results 12
12. Full Text Searching..............................................................................................................12
INDEXING 12
Project context 12
Security 12
Previous revisions 12
relevancy ranking 12
Advanced Search 12

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 Viewing word matches in search results 12
Opening files From Search results 12
Accessing Document Record Information from Search Results 13
13. Customizable Home Pages..................................................................................................13

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1. C OMPANY B ACKGROUND & E XPERIENCE
H I S T OR Y
With roots as a DARPA-funded project within Lockheed Martin in the mid 1990's, the NexPrise WebSpace
ECM Platform was originally conceived to support secure, multi-organizational content management and
collaboration in the aerospace and defense industry. Spun off as an independent company in 1997, NexPrise
has invested hundreds of man years developing ways to make it easier for users to collaborate and manage
information online. Since then, NexPrise has been providing a powerful and adaptable information
management platform for companies with distributed partner networks and supply chains. Speed of
deployment, distributed administration, low end user training requirements and uncompromising security
standards have been hallmarks of WebSpace since its inception.

The NexPrise management team has extensive experience in Product Lifecycle Management (PLM), Content
Management and Business Process Automation. This experience has proven critical in addressing the
usability, security, integration and administration pitfalls associated with implementing collaborative data
management environments — particularly those that span multiple firewalls.

C U S TO M E R S
There are currently over 30,000 active WebSpace users worldwide. Major NexPrise customers include
Pratt&Whitney, Bell Helicopter, Textron Information Systems, Sikorsky, Subaru, IDT, Augusta-Westland-Bell
(AWB), Entropic Communications, Hexcel, and Toray Composites.

2. A RCHITECTURE
WebSpace is a Java (J2EE) application written for highly demanding intranet and extranet environments.

WebSpace utilizes a 3-tier architecture consisting of a Web tier, an application tier, and a database tier. Each
tier may run on the same physical server or may be separated across different servers. For extranet
implementations, the web tier is typically configured to reside on a server which is publicly accessible over
the internet (DMZ), while the application and database tiers are configured behind a firewall on a private
network. All ports should be locked out (via firewall rules) except port 443 (https) and port 22 (ssh) for
remote administration. Port 22 should be left open to only a specific IP range.

See illustration below for recommended extranet configuration:

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 WebSpace managed files are stored in a designated WebSpace data directory only accessible by the
WebSpace application and server administrator. The WebSpace data directory may be located on local
storage or on a remote SAN/NAS and backed up based on established backup procedures. All files stored in
the data directory are “hashed” where the file names and types are replaced with numerical IDs. Thus, in the
unlikely event that someone gains access to the server database, they will not be able to search for a specific
file.

3. I NTEGRATION
Q U E R Y I N G /I M P OR T I N G
D A TA F RO M E X T E R NA L DA T A BA S E S
The WebSpace ECM Platform supports seamless connectivity to external Oracle, MS SQL Server, MS Access
and MySQL databases via a JDBC interface. External database connections enable read-only “look-up” of
information within WebSpace forms to auto-populate mapped fields. This eliminates redundant data entry.

WebSpace also supports the importing of database dumps via XML or delimited files. Import operations may
be configured to populate the WebSpace database or an external Oracle lookup table on the WebSpace
server.

E X PO R T I N G D A T A
F RO M W E B S PA C E
Exporting WebSpace data is facilitated via an XML export utility. Using a command line interface, an export
operation may be scheduled to occur at defined interval. In addition, an export operation may be triggered
by the completion of a WebSpace workflow activity.

All WebSpace report results are also exportable in .CSV format.

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 ACTIVE D I R E C T OR Y / LD AP I N T E G RA T I O N
For on-premise installations of the WebSpace server, WebSpace may be integrated with an existing Microsoft
Active Directory or LDAP server to avoid redundant user administration. In the event that customers,
partners or suppliers need access to the WebSpace server, those external users may be managed in
WebSpace while all internal users are managed on the Active Directory/LDAP server.

4. I NSTALLATION R EQUIREMENTS
S UP P OR T E D W E B B R O WS E RS
 Firefox 3.x or later.
 Internet Explorer 6.x or later
 Safari
 Chrome

S UP P OR T E D D A T A BA S E S
 Database Configuration Oracle 9 or 10
 Microsoft SQL Server 2000-2005

S UP P OR T E D S E R V E R O P E R AT I NG S YS T E M S
 Windows Server 2003
 Redhat Enterprise Linux 3, 4 or 5

S UP P OR T E D M A IL S E R V E R P RO T O C OL S
 IMAP
 POP3
 SMTP

A P PL I C A T I O N S E R V E R
A Java Application Server (Resin) is built-in and installs automatically as part of the WebSpace installation
process.

S UP P OR T E D W E B S E R V E R S
 Apache 2.x
 IIS

SECURITY
 SSL
 RSA
 Verisign
 Digital Certificates
 HTTPS

R E C O M M E N D E D H A RD WA R E
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  Pentium 2.4 GHz (1 to 2 dual or quad core processors.)
 2-4 GB RAM, 40+ GB local hard drive or NAS/SAN

5. A PPLICATION S ECURITY
AUTHENTICATION
Authentication refers to the verification of users, servers, devices, and systems Authentication ensures that
entities sending message, receiving messages, or accessing information are indeed who they say they are,
and have the privilege to undertake such actions.

WebSpace meets all authentication requirements for a B2B extranet through its use of client digital
certificates, SSL, and smart token ID’s in conjunction with usernames and passwords. With WebSpace, any
user (or server or 3rd party device) logging into the WebSpace system is first authenticated before being
granted access.

The WebSpace authentication module can be extended to support a customer's 3rd party authentication
mechanism to augment the WebSpace username/password authentication (for example, RSA SecurID or PKI
security). Additionally, WebSpace supports various password policy options to require stronger passwords,
limit password re-use and enforce password expiration.

E NC R Y PT I O N
Encryption prevents unauthorized access to data & content during transmission between a server and a
client. WebSpace meets all encryption requirements for a B2B extranet through its use of 256-bit SSL.

PRIVACY
WebSpace meets all privacy requirements for a secure B2B extranet through the use of fine grained security
partitioning. With WebSpace, visibility and editing privileges can be defined down to the individual object
level within the system (i.e. document-level, form-level, action item level, etc.). Visibility and editing
privileges are granted to groups, roles, or specific individuals.

I NT E G R I T Y
O F D A TA , C O N T E N T , A ND M E S SA G E S
This requirement guarantees that messages have not been altered by another party since they were sent
within the context of a B2B extranet. It protects data, content, and messages from corruption, destruction or
unauthorized changes. It also protects configurations and basic integrity of servers, applications, and
networks.

NexPrise guarantees the integrity of its data, content and messages in all its transmissions and storage.
Through the use of Cyclic Redundancy Checking (CRC) that ensures that data did not get corrupted during
transmission, and by using Digital Certificates and SSL, every piece of data, content, or message transmitted
within WebSpace maintains unwavering integrity.

ASSET PROTECTION

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 This requirement ensures assets and intellectual property within a B2B extranet are always protected. This is
a critical requirement since perimeter defenses such as firewalls are insufficient and less central to a good
security framework -- protection of assets is more critical than protection of just the perimeter.

WebSpace works with any asset protection strategy and firewalls in existence. WebSpace solutions go over
and beyond the protection that a firewall can offer. WebSpace security works independent of the presence
or absence of a firewall. NexPrise’s proprietary and patented technologies tunnel through firewalls (using
standard ports in the firewall – WebSpace does not require any additional ports to be open) to provide the
encryption and collaboration capabilities needed by end users on a B2B extranet. Separately, WebSpace’s
fine security partitioning described earlier (under Privacy) provides granular levels of access control to
protect team assets and intellectual property. In addition, the files stored on the server are “hashed” where
the file names and types are replaced with numerical IDs. Thus, in the unlikely event that someone gains
access to the server database, they will not be able to search for a specific file.

N O N -R E P U D I A T I O N / S E R V E R A C C E SS A UD I T I NG
A “non-repudiation” requirement simply means that a system must establish the sender of each message so
that a user cannot later claim that they did not send it. This is to prevent denial of a valid eBusiness
transaction between authorized parties.

WebSpace fully supports this requirement by recording and maintaining audit trails of user activity. Audit
trail database information can later be mined by approved parties to validate specific transactions.
Specifically:

• WebSpace tracks each user’s login/logout activity and audits what data they accessed
during a session (create, read, update and delete operations),
• WebSpace tracks which vaulted files users have viewed or downloaded.
• WebSpace records when users have been granted access to specific project areas (content
repositories) and offers administrative reports exposing a user’s specific access permissions
within a particular project.
• WebSpace tracks all outgoing email notifications from the server.
• WebSpace permanently records the approval history (activity name, user name, start
date/time, completion date/time, disposition and comments) associated with all WebSpace
workflow activities.

6. A DMINISTRATION
Many enterprise systems offer rigid server administration functions conceived for centralized Intranet
management. As such, these systems often impose a large burden on I.T. resources when extended to
outside parties.

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 Alternatively, WebSpace is designed specifically for easy management of multi-company extranet
environments. WebSpace server administrators may control the visibility between companies, create global
or company-specific roles, and setup connections to external data sources. Better yet, server admin
responsibilities may be distributed across organizations to let partners and suppliers manage their own
WebSpace user accounts.

Designed from its inception for multi-organizational collaboration on the public Internet, the management of
content access and editing permissions in WebSpace may be delegated directly to project owners and co-
owners regardless of their company affiliation or geographic location.

Since project owners are typically most familiar with their content and who should be able to see and/or
change it, project administration remains separate from general server administration/user management on
the WebSpace Server.

7. D OCUMENT M ANAGEMENT
D O C U M E N T T YP E S
Create custom document types, each with their own set of required and optional attributes. Document types
may be created in a simple, browser-based administrative interface or in the WebSpace Developer Studio, a
separate desktop application for developers.

F I L E T YP E S & S I Z E L I M I T A T I O N
Upload any type of electronic file of any size. No file size limit.

K E Y WO R DS
Tag documents with one or more keywords to group related documents and improve document searching.

R E V I S I O N C O N TR O L
Enable full document revision control with "check-in" and "check-out" functionality and define a customized
revision numbering scheme for each document type. Older revisions maintained in history. Rollback to older
revision or purge certain revisions (with the appropriate admin rights).

M I C RO S OF T O F FI C E I N T E G R A T I O N
Optional ActiveX plug-in allows check-in and check-out of documents directly within Microsoft Office
applications such as Word, Excel, PowerPoint, etc.

D O C U M E N T L IF E C Y C L E M A N AG E M E NT
Define document lifecycle approval workflows and enforce these workflows on check-in. Simple lifecycles
are defined in a browser-based administrative interface. More complex workflows are modeled in the
WebSpace Developer Studio, a separate desktop application for developers.

E L E C T RO N I C S I G N A T U R E /C O M M E NT H I S T OR Y
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 The electronic signatures and comments associated with every lifecycle-controlled document revision are
stored in a permanent and unalterable “Route History” table. The Route History table is included in a
printable view of each document record.

DOCUMENT NUMBERING
Automatically number your controlled documents using a powerful number generator.

D O C U M E N T R E LA T I O N S H I PS
Associate documents with other records managed in WebSpace. (i.e. Reference an existing document within
a WebSpace form.)

D O C U M E N T -S P E C I F I C M E S S AG E T H R E AD S
Capture document-specific comments and discussions via linked discussion threads containing text, images,
links, tables, etc. Threads are revision-specific.

U S E R I N I T I A T E D E M A I L N OT I F I C A T I O NS
Send email alerts to selected users, linking them directly to documents, files, or folders.

S U B S CR I P T I O N -B A S E D N OT I F I C A T I O NS
Proactively subscribe to any WebSpace document or folder to receive automatic change notifications.

D O C U M E N T S H AR I N G
Quickly create a folder with internal or external team members, granting them “read”, “read-write”, or “full”
access permissions to all content in that folder as appropriate. Alternatively, set explicit access permissions
at the document level to control access to a specific document rather than an entire folder.

D O C U M E N T I M P OR T I N G
Leverage a multi-file upload Applet to bulk upload entire file system directories to the WebSpace server.

8. W EB S PACE D EVELOPER S TUDIO

D E S CR I P T I O N
Using a desktop application called the WebSpace Developer Studio, WebSpace administrators may define
database objects/records, layout Web forms, and model workflows — all in a single integrated tool. All
definitions authored in the WebSpace Studio are published to the server via a series of XML files. This speeds
the development and testing of business processes and insures changes can be visualized and tested
immediately.

O B JE C T M OD E L E R
An Object Modeler is used to create customer specific document definitions or business objects by adding
the custom fields/attributes necessary to support workflow rules and provide visibility and reporting. In
addition, custom attributes may be mapped to existing enterprise data sources (either directly or via
intermediate database tables or data extracts). This eliminates redundant data entry by allowing enterprise
information to be queried and any associated WebSpace form fields to be "auto-filled". Creating these
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definitions is simple. Just add the necessary attributes and publish the object definition to the WebSpace
Server.

Object Modeler Key Features:

 Supports all standard Attribute data types including (i.e. Date, string, Text Area, Currency, etc.)
 Supports Required, Frozen and Hidden Attributes.
 Supports Enumerated Lists, Numeric Ranges and Date Ranges.
 Supports Aggregate Objects, Relationships between Objects.
 Supports access to External Data Sources.
 "Publish" changes directly to WebSpace ECM Platform for immediate updates.

F O R M S C R E A T OR
A Forms Creator can then be used to create the screens that users will interact with throughout the business
process, separating the presentation layer from the data layer. Using the Forms Modeler, related attributes
can be grouped together (similar to paper based forms). These groups can then be hidden or made non-
editable based on who's viewing the form and the workflow activity being performed. This functionality
enhances the end user experience by exposing only the information necessary to complete a given task.

Forms Creator Key Features:

 Organize common attributes on the form into Attribute Groups.

 Set the visibility or editability of attribute groups based on each workflow activity being performed.
 Quickly add File Attachment, Message Thread, or other special form components as needed.
 Create related Sub-Forms and display sub-form data as line items in the parent form.
 Control attribute formatting options and write custom Java expressions for advanced functionality.
 "Publish" changes directly to WebSpace ECM Platform for immediate updates.

W OR KF LO W M O D EL E R
A full featured Workflow Modeler and robust workflow engine support any type of business process, with
serial and parallel workflow activities, approval loops and conditional branching. A drag and drop interface
makes it easy to create complex workflows and associate them with your existing documents and Web
Forms. Intelligent workflow ensures all electronic documents, drawings and data are routed together
throughout the review, modification and approval process, while automatic notifications and reminders keep
the process moving.

Electronic signatures and comment histories are retained with each revision, providing the audit trail
necessary for compliance with standards bodies such as ISO or government agencies like the FDA.

Workflow Modeler Key Features:

 Easy to use Drag and Drop user interface.

 Create serial and parallel workflow activities and define whether each activity is performed by one
or more users.
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  Create Loops and Nested Loops.
 Enforce, Single, Unanimous or Majority Approvals.
 Capture Auditable Route History (electronic signatures).
 Trigger Automatic and Customizable Email Notifications.
 Model Sub Workflows
 Leverage a Built in Java Expression Evaluator for Advance Functionality.
 "Publish" changes directly to Server for Immediate Updates.

9. P ROJECT C OLLABORATION
P R O JE C TR EP O S I TO R Y CR E A T I O N
WebSpace centralizes all project related documents, files, and data into a secure project repository. Using
Web-based tools, WebSpace lets you organize your projects in a familiar and user-friendly folder structure so
you can rapidly organize, manage and track all participants, processes, tasks and deliverables. Folder
structures may be built manually, or can be imported from Microsoft Project or Excel.

P R O JE C T A D M I N I S T R A T I O N & M E M B E R SH I P
No one gains access to any WebSpace managed content unless they’ve been granted membership to a secure
WebSpace project area. Project membership and access permissions are controlled by a Project Owner.
Project membership may be granted to individuals, roles, or entire companies and Project Owners may
delegate project administration responsibilities to other co-owners. They may even give certain team
members outside their own organization certain project administration rights.

P R O JE C T D I S C U S S I O N S
Create a general project discussion area to exchange ideas, or start discussion threads linked to any
document, action item or other managed content.

A D -H O C D O C U M E N T R O U T I N G
Route a document to one or more team members in multiple serial or parallel steps, capturing all user
comments along the way. Save your route as a template for later re-use.

N OT I F I C A T I O N S
Send email notifications to one or more team members notifying them of changes to important content and
linking them directly to the information in WebSpace.

P R O JE C T C A L E N D AR
Post and share project-related events and display personal workflow and action item assignments on a Web-
based calendar.

P R O JE C T W E B P AG E S
Create and share revisable project Web pages without HTML knowledge. These pages may include text,
images, links, tables, redlines and other information-an ideal way to publish work instructions or facilitate
design reviews. Links in the Web pages may point directly to other documents or objects managed in

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 WebSpace. Viewing previous revisions shows the evolution of the Web page over time--a powerful
knowledge management feature for distributed design teams.

L I NKI N G
Since everything in a WebSpace project area has a URL pointing users to the latest revision, links to
WebSpace managed objects placed within Word, Excel and HTML documents always remain current.

10. T ASK M ANAGEMENT

T E M P L A T ES
Construct task lists from pre-saved WebSpace Task List Templates to reduce data entry. Templates may
contain default tasks, sub-tasks, assignees, start offsets, durations, weighting factors and reference
documents.

I M P OR T I N G
Import Tasks from MS Excel.

F IL E A T TA C H M E N T S
Upload any number of associated files to a Task.

RECURRING ITEMS
Create recurring Tasks based on a defined period and sequence.

R E A SS I G N M E N T S
All Tasks may be reassigned by the assignor (owner) of the item. In addition, a Task may be flagged as
“Reassignable” so that the assignee may optionally reassign it to someone else.

A P PR O VA L S
Assign one or more approvers to a Task to approve its closure after an assignee reports the Task complete.

C U S TO M A T TR I B U T E S
Add custom attributes to Task definitions for enhanced reporting.

K E Y WO RD S
Add keywords to Tasks to facilitate later search and retrieval.

P R OG R E S S DASHBOARD
Organize related Tasks into a defined list. Track status of Tasks by Progress, including Estimated vs. Actual
Completion Dates. Create sub-tasks and see automatic rollup of progress and estimated completion date.
View color-coded status indicators (red = late, yellow = due soon, green = OK).

AUTOMATIC REMINDERS
Reminder notifications when Tasks are Due Soon or Overdue.
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 H I S T OR Y
All updates and comments associated with a Task are viewable in an expandable “History” section.

R E PO R T I N G
Create customizable Task reports and charts, leveraging all system and extended attribute information.

11. R EPORTING
R E PO R T CREATION
WebSpace offers a powerful reporting tool which facilitates querying of objects in the WebSpace database.
Query expressions can be created without programming and can be configured to prompt the user for input
parameters. Report columns and column labels are configurable by the report creator, as are default sort
conditions, number of results per page, and other settings.

A G GR E G A T E D V I E WS
Process attributes and managed object attributes may be combined in a single report view. This enables the
creation of detailed status reports showing where certain documents or forms are in a workflow process,
who they are assigned to, and how long they’ve been there.

C H AR T S
A chart builder enables the creation of pie, bar, and other chart types from any report results.

D AS H B OA R DS
Report results and/or charts may be embedded in custom home pages designed to serve as a status
“dashboard”.

R E PO R T S H AR I N G
By default, reports are private until shared with other companies, roles, or users.

S E C U R I T Y F IL T E R I N G
Like full text search results, database queries are filtered based on a user’s access permissions.

E X PO R T I N G S E A R C H R E S UL T S
The results of any report may be exported to a .CSV file for opening in Excel or export to other applications.

12. F ULL T EXT S EARCHING

INDEXING

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 Files with searchable text are indexed immediately upon upload and are removed from the index upon
deletion. Files with searchable text are also indexed upon the revision of any WebSpace document.

P R O JE C TCONTEXT
A search executed from the server home page will span all projects that a user is a member of. A search
executed within a specific project area will return results only from that project.

SECURITY
All search results are post-filtered based on a user’s project membership credentials and access permissions.
No user sees a result unless they have at least “Read” privileges to the document.

PREVIOUS REVISIONS
By default, prior revisions are filtered from search results. However, users may search prior revisions from
the Advanced Search page.

R E L E V A N C Y R A N KI N G
Powerful relevancy ranking rules insure the most relevant word/phrase matches appear first. For example,
matches in a document’s name, description and body would out-rank a match in the body alone.

A D V A N C E D S E A R CH
An advanced full text search interface allows users to specify file type(s), last modified date range, keywords,
authors and other criteria before running the query.

V I E WI N G WO R D M A T C H E S I N S E AR C H R ES U L T S
Within a list of search results, search term(s) are highlighted within a snippet of text dynamically extracted
from the document. This gives users an indication of where the match occurred without requiring them to
open the associated file.

O P E NI N G FI L E S F RO M S E A R C H R E S U LT S
A file in WebSpace may be opened directly from the search results page.

A C C E S S I N G D O C U M E N T R E C OR D I NF O R M A T IO N
F RO M S E A R C H R E S UL T S
The document record associated with each file is displayed so that the user may link directly to the document
properties page. The properties page displays document attributes, discussion threads, revision history and
other important information.

13. C USTOMIZABLE H OME P AGES

WebSpace offers the ability for administrators to create customized home pages from a collection of
available page components such as:

 My Events
 My Reports
 My Workflow Assignments
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  My Action Items
 My Recent Items
 My Favorites

In addition to the above components (whose templates may be modified as needed), custom HTML
components may be created using a WYSIWYG editor or by pasting in existing source code. These
components may contain text, links, and images. Also, custom charts and report results may be embedded
into home pages to satisfy any executive dashboard requirements.

Different default home pages may be created for different companies or roles. This provides a personalized
landing page tailored to the unique needs of different audiences.

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