Hummingbird DM™ Administration Guide

Version 5.1

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 Unpublished rights reserved under the copyright laws of the United States and any other appropriate countries.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

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

About the DM Server Manager 4 Server State 4 Preferences 4 Libraries 4 SearchServer Indexes 4 Document Previews 4 Internal User 4 Indexing 4 FOLB Settings 4 NetWare Servers 5 Results 5 Caches 5 HCS Server 5 Starting Server Manager 6 Server State Tab: Stopping and Starting the DM Server Service 7 Preferences Tab 8 Log Settings 8 Location of the PCDOCS.INI File 11 Location of Forms Used by Hummingbird DM Client Applications 12 Hummingbird Messaging Support 13 Network Logon Settings 13 Transaction Monitoring 14 Compression of Retrieved Documents 15
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Libraries Tab 15 The Default Library 17 Full-Text Index for Library Users 17 The SQL-Connection Cache Size 19 If a Library Isn’t Listed on the Libraries Tab 20 SearchServer Indexes Tab 21 Adding an Index 22 Deleting an Index 25 Modifying the Properties of an Index 26 Index Defaults 33 Reindexing Documents 33 Manually Compressing an Index 34 Document Previews Tab 34 Internal User Tab 38 Identifying a Hummingbird DM User ID for the Indexer and Document Preview Generator 39 Indexing Tab 40 FOLB Settings Tab 41 Defining a Cluster of DM Servers 43 Selecting FOLB Settings 45 NetWare Servers Tab 47 Results Tab 49 Maximum Size of Results Sets 50 Amount of Virtual Memory for Caching Results 50 Setting a Time-Out Interval 50 Setting the Cleanup Frequency 50 Limiting the List of Recently Edited Documents 50 Caches Tab 51 Selecting an HCS Server 53
Chapter 2 Using the Hummingbird DM Indexer

About Full-Text Indexing 56 Content Searches by Users 56
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The Indexing Process 56 What Is Indexed? 57 The Search Process 57 System Requirements for Indexing 58 The Indexer Server 58 Hardware and Software 59 The Internal User for Indexing Activities 60 Creating an Index and Putting It into Production 61 Identifying the Index Location 62 Creating a New Index 62 Starting an Index 73 Select Indexes for Searching 73 Multiple Indexes for a Single Library 74 Monitoring and Managing an Index 75 Index States 75 Compressing an Index 75 Reindexing an Index 76 Administering an Index from a Different DM Server 77 Pausing the Indexer for System Backups 77 Backing Up an Index 77 Restoring an Index from a Backup 77 Monitoring Indexer Activities 78 Deleting an Index 78 Using Wildcards in Searches 78 Using Stopwords to Speed Searching 79 Configuration Options for Full-Text Indexing 80 DM Server Manager 80 Troubleshooting Index Problems 81 Viewing the Index Log File 81 Disabled Search-Term Highlighting 82 Users Unable to Search 82 Problems with Shared Indexes 82
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FulCreate Is Not a Writable Directory 82 No Such File or Directory 82 Unable to Save Index 83 Document File Formats Recognized by the Indexer 83
Chapter 3 Document Access and Security

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

About Failover and Load Balancing 116 System Requirements for Failover and Load Balancing 117 Setting Up a Server List 118 If the Propagation Fails 120
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Setting Up Failover Only 121 Selecting Options for Failover and Load Balancing 122 Polling Options 123
Chapter 5 Generating Previews of Stored Documents

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

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

Managing Users 164 Listing Current Users 164 Adding or Maintaining User Listings 165 Configuring Network Aliases 167
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Setting Group Access for Users 168 Managing Groups 170 Listing Current Groups 170 Adding or Maintaining Group Listings 171 Setting Group Features 173 Setting Group Permissions 176 Adding Group Access to Utilities 179 Configuring Group Version Control 181 Adding Members to Groups 184 Setting Default Forms for Groups 185 Group Master Form 187 Group Paper Form 189 Group Primary Form 190 Group Profile Search Form 191 Group Quick Retrieve Form 192 Group Applications Forms 193 Form Default Values 194 Setting Up Group Aliases 195 Attache for Groups 196 Setting Group Preferences 198 User Synchronization 200 Group Synchronization 202
Chapter 8 Validation Tables

Setting Up Applications 206 Maintaining Applications 208 Selecting Launch Methods 213 Setting Up Launch Methods 215 Configuring DDE Settings 219 Using Filename Masks 220 Setting Up File Name Masks 221 Setting Compatible Applications 222
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Working with File Types 225 Modifying or Adding File Types 226 Document Types 227 Document Type Maintenance 229 Custom Tables 232 Custom Table Maintenance 232 Chapter 9 Indexes and Profiles Attachments to Index 233 Using the Attachment to Index Maintenance Page 236 Keywords 237 Using the Keyword Maintenance Page 239 Custom Profile Defaults 240 Custom Profile Default Maintenance 241 Chapter 10 DM Webtop User Interface DM API Configuration 246 Hummingbird DM Parameters 247 Custom Parameters 252 Custom Parameter Definition 254 Chapter 11 Deployment Packages Deployment Packages 258 Distributing Deployment Packages 259 How to Use the Automatic Deployment Utility 260 Location of the Automatic Deployment Utility 260 About Automatic Deployment Packages 260 Create an Automatic Deployment Package 261 Prepare Installation Files 263 Run As Admin Encryption (Windows 2000 and XP Only) 264 Create a Response File 266 Upgrading Existing Hummingbird DM Installations Using Automatic Deployment Packages 271 Testing the Automatic Deployment Package 272 ix .

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

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

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

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

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

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

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

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

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 .

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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 .

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

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

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

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

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

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

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

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

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

2 3 4

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

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

Location of Forms Used by Hummingbird DM Client Applications

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

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1

Click the Preferences tab.

2

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

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Hummingbird Messaging Support

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

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

Network Logon Settings

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

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

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

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

Transaction Monitoring

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

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

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Compression of Retrieved Documents

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

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

SETTING DM SERVER PROPERTIES

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Set the SQL-connection cache size for each library.

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

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

The Default Library

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

NOTE

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

4 5 6

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

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Full-Text Index for Library Users

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

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

2 3

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

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

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

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

The SQLConnection Cache Size

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

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

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

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

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

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

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

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. enter the Path. Data Source Name: By default.Modifying the Properties of an Index 1 On the SearchServer Indexes tab. Path-Default: If you are creating an index. 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. select the index and click Properties. select Default to store the index in the default location. Index Name: The name of the current index is displayed here. which is C:\Hummingbird\DM Indexes. Select Shared if the Indexer server is the local machine and users will be accessing the index via other DM Servers or Hummingbird 26 CHAPTER 1 .

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

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

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

— Any errors that occurred during indexing.xlg. 30 CHAPTER 1 . including: — Times when the index was started and stopped. — A list of the document numbers being indexed. — Times when the index was compressed. — Times when the index paused for a backup and when it resumed indexing after the backup. By default. The index log contains a record of indexing activities.3 Click Log File. 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>.

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

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

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

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

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

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

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

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

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

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

A cluster is a group of DM Servers on the same network serving the same set of libraries. you must be running Server Manager from the Indexer server. Select the index you want and click Start or Stop. FOLB Settings Tab If your organization employs multiple DM Servers.To start or stop the Indexer. • 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. You have the option of SETTING DM SERVER PROPERTIES 41 .

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

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

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

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

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

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

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

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

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

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

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

you should use the Refresh All button. The HCS Server SETTING DM SERVER PROPERTIES 53 . The HCS server can be installed and configured on the same machine as DM Server or on a different server on the network. if possible. • 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.this cache when you have made a change to the database schema and want the change to be reflected in the index. Although observing the hit rate may be useful in gauging library access through DM Server. clearing the counters is not required. Refreshing the index closes all ODBC connections. Because a single transaction may affect more than one cache. which is installed with the DM Server software. 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. When a user logs on to Hummingbird Portal. DM Server communicates with the HCS server via its internal HCS Authentication Client. which can be useful when you want to stop the Indexer server. although in general it is preferable to stop the DM Server. The Clear Counters button resets the hit rate on the caches. Through the HCS server. 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.

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

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

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

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

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

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

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

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

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

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

which is required for indexing. it is not a selected logon library for your DM Server. and the Add button is enabled. 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. select the library you want to create the index for.2 Click Add Index.The Add Index dialog box appears. 3 In the left pane. NOTE 64 CHAPTER 2 . If your library does not appear in the Add Indexes Libraries list.INI specified for use by the DM Server.

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

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

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

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

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

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

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

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

The Indexer begins indexing documents. 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 . Check the index properties log file and verify the Indexer is running. 2 3 Highlight the new index and click Start.Starting an Index To start an Index: 1 Go to the Indexing tab.

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

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

See “Restoring an Index from a Backup” on page 77 for instructions. You need to reindex the index when you want to: • Rebuild an index. This includes new documents plus existing documents that were indexed during the specified time period. (If this is the case. If the file grows so large that it affects performance. 76 CHAPTER 2 . From and a date to reindex from the specified date. follow the instructions on page 34 to manually compress the index. • If you are reindexing because you believe the index has been lost or damaged. In the Maintenance box. The Indexer will reindex all documents that were indexed between the From date and today.We recommend that you monitor the size of the DYX file. set up the automatic compression to occur daily rather than weekly. particularly when creating a new index. Rebuilding may be necessary if the index is damaged in some way. you should restore the index from a previous day’s backup and reindex only from the backup date. select the index you want to reindex.) Bring an index up to date after restoring a backup of the index. 3 Click Re-Index. the release notes accompanying Hummingbird DM will advise you to rebuild the index. inclusive. Or it may be required when a new release of Hummingbird DM upgrades the SearchServer software. To reindex an index: 1 2 On the SearchServer tab. 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 will see “Initialized” in the Status field. Reindexing an Index The reindexing process builds the index—either by indexing the entire Hummingbird DM repository or reindexing documents that were indexed between a specified date and today. If you find yourself doing frequent manual compressions. When the index is ready for use.

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

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

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

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

and select the Log File tab. 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. Each index has its own log file—<index name>. open it in any text editor. (The setting is in DM Admin>DM Webtop Maintenance>DM Webtop Parameters.XLG—stored in the same folder as the index files. the return of search results may take longer. check the compression log—<index name>. you will turn off optimization and thus increase the number of search results for DM Webtop users. however. click Properties. 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. For problems when setting up an index. To view this log.LOG—stored in the same folder as index files.DM Webtop In DM Admin. and times when the Indexer was started and stopped. the setting called Use Standard Search Routines is turned off by default to allow for optimized searches across the Web. you should also check the Windows NT/2000 event log. For problems when compressing an index. Select the index. USING THE HUMMINGBIRD DM INDEXER 81 . This may result in smaller search-result lists for DM Webtop users than for users of DM extensions. The log file can be accessed when the Indexer is running or stopped. any errors that occurred. this setting can be increased. If you turn on User Standard Search Routines. It lists the document numbers of the documents that have been indexed.) 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. run Server Manager and select the SearchServer Indexes tab. If users want to receive more than the default number of search results. To view the log file.

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

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

. . . . . . .1 Q&A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .IBM Writing Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Novell WordPerfect . . Versions 4. Version 1. . . . . . . . . . . . . .Versions through Samna Word IV+ SmartWare II . . . . . Versions through Composer Plus WordStar . . . . . . . . . . . . .02 Sprint . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 WordStar 2000. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6. . . . . . . . . . . . . . . . . . . . . B and C Professional Write .0 Legacy . .0 Microsoft Word for Windows . . . . . . . . . . . . . . . . . .0 84 CHAPTER 2 . . . .0 Total Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 PC-File+ Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Office Writer . . . . . . . . . . . . . . . Versions through 3. . . . . Version 1. Version 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . . .1 Lotus Word Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 6. . . .0 JustSystems Ichitaro . . . . . . . . . Versions through 1.0 Samna Word . . . . . . . . . . . Version 2. . . . . . . . . . . . . . . . . . Versions 96 through Millennium Edition 9. . . . . . . . . Versions through 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0. . . . Versions through 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 . . . . . . . . . . . . . . . . .0 Microsoft Works . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 5. . . . . . . . Versions through 3. . . . . . . Versions through 1. . . .6 Microsoft Windows Write . . Versions through 8. . . .0 Navy DIF . . Versions through 3. . Versions through 2. . . . . . . . . . . .0 Microsoft Word . . . . . . . Version 3. . . . . . . . . . Versions through 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 Volkswriter 3 & 4 . . . . . . . . .0 PC-File Letter . . . . . . . . . . . . . . . . . . . . Versions through 2002 Microsoft WordPad . . . . . . . . . . . Versions through 2. . . . . . . . . . . . . . . .0 PFS:Write . . . . . .0 and 9. . .6 WordMARC . . . . . . . . . Versions A. . . . . . . Versions through 4. . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . Versions through III Plus Word Processing Formats—Windows Adobe FrameMaker (MIF) . . . . . . . . . . . . . . . . . . . . .1 Lotus AMI/AMI Professional .0 MultiMate . .01 Lotus Manuscript . . . . . . . Versions through 5. . . . . . . . 8. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . . . . . . . . . . . . . . .0 JustWrite . . . . . All versions Microsoft Works for Windows . 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 6. . . . . . . . . . . . . .0 MASS11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Wang PC (IWP) . . . . . . .0. . . All versions Nota Bene . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. .0 XyWrite . Versions through 6. . . . . . . . . . .

. . . . . . . . . .0 SmartWare II . . . . . . . . . . . . . . . . . . . .0. . . . . . . . . Versions through 4. . . . . . . . . . . . . . . . . . . . . .Versions through 3. . . . . . . . . . . . . . . . . . . . . . . 4. . . . . . . . . . . . . . . . . .0 Database Formats Access . . . . . . . . Version 3. Version 1. . . .0 StarOffice Write for Windows and UNIX . . . . .0 Novell WordPerfect . . . . . . . . . . . . . . . . . . .5 First Choice . .1 Microsoft Word for Mac . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Q & A . . . Version 2. . . . . . . . . .Versions through 3. . . . . . . . . . . . . . . . . . .0 and 4. . . . . . . . . . . . . . . . . . . . . . .0 and 4. .5 First Choice . . .1 Framework . . . . . . . . . . . . . . . .Versions through 2. Version 1. . . . .0 dBASE . . . . . . . . . . . . . . .0 Q&A Write for Windows . . . . . . . . . . . . . . . . . . . . . . . .Versions through 5. . . . . . . . . . . . . . . . . . . . . .0. . . . .Versions 1.0 Microsoft Works (DOS) . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . Versions through 10 Professional Write Plus . . . . . . Version 2. . . . Version 2. . . . . . . . . . . . . . . . . Version 1. . . . . . Version 3. . . . .02 through 3. . . . . . . . Versions 3.Versions through 2. . . . . . . . . . . . . . . . . . . . . . . .Versions through 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works for Windows. . . . . . . . . . . . Version 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 – 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 2. . . .Novell Perfect Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 USING THE HUMMINGBIRD DM INDEXER 85 . . Version 1. . . 4. . . . . . . . . . . . . . . . . .0 Novell/Corel WordPerfect for Windows . . . . . . . . . . . . . . . . . . . . . . . . Versions through 1. . . . . .Versions through 3. . . . . . . . . . . . . . . . . . . . . .Versions through 2. . . . . . . . . . . . . . . . . . . . .x dBXL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 WordStar for Windows . . . .Versions through 2. . . . . . . . . . . .0 FoxBase . . . . . . .0 R:BASE 5000 . .0. . . . . . 98. . . . . . . . . . . . . . . . . Versions 3. . . . . . . . . . . . . . . . . .0 Personal R:BASE . . . . . . . . . . . . . . . . . . . Version 4. . . . . . . . . . . . . . . . . . .0 Framework . . . . .1 R:BASE System V . . . . . . . . Version 3.0 Word Processors—Macintosh MacWrite II . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Reflex . . . . . Version 1. . . . . . . . . . . . . . .02 Spreadsheet Formats Enable . . . . . . . . . . . . .0 DataEase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (Mac) . . . . . . .0 Paradox (DOS) . . . . . . . . . . . Versions 3. . . . . 2001 Microsoft Works for Mac . . . .0 Paradox (Windows) . . . . . . . . . .3 Enable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. Versions through 2. . . . . . . . .Millennium 9. . . . . . .0 Quattro Pro for DOS .x Harvard Graphics for Windows . . . . . . . . . . . . . .0 Lotus 1-2-3 (OS/2 including charts) . . .0 86 CHAPTER 2 . Versions through 2. . . . . . . . . . . . . . . . . . . . . . .0 Lotus 1-2-3 Charts (DOS & Windows) . . . . . . . . . . . . . . . . .0 Presentation Formats Corel/Novell Presentations . . . . . . . . . . . .5 Novell Perfect Works . . . . . . . . . . . . . .x & 3. . . . . . . . . . 98. . . . . . Versions 2. . . . .0 Microsoft Works for Windows . Windows versions Freelance for Windows . . . . . . . . .0 Adobe Illustrator. Versions through 5.0 Microsoft PowerPoint for Windows . . 2001 Microsoft Excel Windows . . . . . . . . . . . . . . Versions 4. . . . . . . . . . . . . . . . . . . . . . . . . .0 through 2002 Microsoft PowerPoint for Mac . . .0 through 2001 StarOffice Impress for Windows and UNIX . . . . . . . . . . . Versions 1. . . Versions through 2. . . . . . . . .6 Lotus Symphony . . . . Version 1. . . . . . . . . . .0 – 4. . . . . . . . . . .0. . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 through 2002 Microsoft Multiplan . . . . . . . . . . . . . . .0 VP Planner 3D . . . .0 Adobe Acrobat (PDF) . . . . . . . . .0 Quattro Pro for Windows . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 5. . Versions 97 .Lotus 1-2-3 (DOS & Windows) . . . . . . . Versions through 2. . . . . . . . . Versions 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 and 2.Vector/raster through 5. . . . . . . . . . . . . . . . .02 StarOffice Calc for Windows and UNIX . . . . . . . . . . . . . . . . Version 2. . . . . . . . . . . . . . Versions through 10 Harvard Graphics for DOS . . . .0 PFS:Professional Plan . . . . . . . . . Versions 3. . . . . . .x . . . . . . . . . . .0 Adobe FrameMaker graphics (FMV) . . . . . 9. . . . . . . . . . . . . .0 Mosaic Twin. Versions 2. . . . . . . . . . . . . . . . . . . . . Versions through 5. . . . . . . . . Version 5. . . . Versions through 7. . . . . . . . . .0 Microsoft Excel Macintosh . . Versions 3. . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (DOS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1. . . . . . . . . . . .2 Graphic Formats Adobe Photoshop (PSD) . .0 Microsoft Works (Mac) .6 Freelance for OS/2 . . . . Versions through 4. . . . . . . .0. . . . . . . . . . Version 2. . . . . . . . . . . . . . Version 4. . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through Millennium 9. . . . . . . . . . . . . . . . . . . . . . Version 5. . . . . . . . . . .0. . . . . . . . . . . . . . . . Versions through 5. . . . . . . . . . . . . . . . . Versions through 10 SmartWare II .0 Microsoft Excel Charts . . . . . . . . . . . . . . . . . . .7. .2 SuperCalc 5 . . . . . . .0 Lotus 1-2-3 for SmartSuite. . . . . . . . . . . . Version 4. . . . . . .

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

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

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 . It also explains how to implement Hummingbird DM security at your site.

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. Access rights assigned to documents apply when the document is accessed from a Hummingbird DM client. Standalone: A FAT drive. including Novell NetWare. that does not have a share name. NOS-level security means that when a document is secured in Hummingbird DM. A document server can be a computer dedicated to the document-storage purpose. Unix. There are some differences in how Hummingbird DM accesses documents on the different operating systems. Create a secure Generic document server by restricting all access permissions to the DM Server service account exclusively. because the drive letter may indicate a different drive to each server in the cluster. without security at the network operating system (NOS) level. and Windows 2000/NT Server. 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. not only within the library. • • • Windows 2000/ NT NTFS or FAT file share. if you are still supporting DOCS Open users on the same document server—documents can be secured. (See “Accessing a Document Server” on page 112 for more about document access on different operating systems. Hummingbird DM supports several different operating systems for document servers. We do not recommend the use of Standalone document servers for sites implementing failover and load balancing.Document Server Security The network location where documents are stored is called a document server. 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 . NOTE NOS-Level Security If you cannot secure your document servers by restricting access to the DM service account—for example. such as D:. Unix systems using NFS Maestro™ for connectivity. but these differences are not noticeable to users. but at the NOS level as well.

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

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

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

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

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

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

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

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

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

the user must supply a valid DOCS_USERS ID with an Attache password. (This scenario is described in more detail in “Authentication of Network Users Supplying an Attache Password” on page 109. See “Network Logon Settings” on page 13 for instructions. but the password is not an Attache password. rather than network authentication. select the option Network Alias Required on the Preferences tab in Server Manager. DM Server assumes the user name and password are network logon 108 CHAPTER 3 . For library authentication. If library authentication is unsuitable for your organization. If the DOCS_USERS ID is valid. If the password supplied is not an Attache password. Library Authentication Under library authentication. 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. he or she will undergo library authentication only. To disable library authentication.The authentication type depends on the password supplied by the user.) Library authentication may be less secure than network authentication because users’ Attache passwords are stored unencrypted in the library. NOTE Null passwords are not accepted by DM Server. DM Server first attempts to authenticate them on the library. 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. 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. Network Authentication Network authentication occurs when the user supplies valid network credentials at logon—at a minimum. a network user name and password. If a network user supplies an Attache password at logon.

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

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

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

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

DOCUMENT ACCESS AND SECURITY 113 .NetWare Document Servers For both network and non-network users. 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. (See “NetWare Servers Tab” on page 47 for instructions.) 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.

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

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

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

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

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

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

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

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

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

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

7. Word Processing Formats The preview displays the first 6000 characters of the document. the preview displays the first 6000 characters of the document.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). Previews are generated for documents whose formats are supported by the viewer application Outside In by Stellent. How Previews Are Displayed Document previews are displayed in HTML format. if one exists. 126 CHAPTER 5 .About Document Previews Hummingbird DM gives users the option of displaying short previews of documents.to 400pixels wide). the preview is truncated to the 6000-character limit. If the document has no table of contents or is not in one of the Microsoft Word or WordPerfect formats listed above. 6. This will be a preview of the last published version. otherwise the last version is previewed. (See “Document File Formats Recognized by the Indexer” on page 83 for a list of these formats. This feature saves document-retrieval time and helps users quickly determine if a document is the one they want. Presentation and Chart Formats The first slide or chart is displayed in a reduced format (300.0 or 6. 97. The content of a preview depends upon the native format of the document itself. or 95 WordPerfect 8. 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.) Previews are not generated for Adobe Acrobat documents (PDFs) or for formats not supported by Outside In.0. If this portion of the document exceeds 6000 characters.0. only one preview is generated. Examples of this type of format are PowerPoint and the chart format of Microsoft Excel. If a document has multiple versions. However.

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

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Indexes and profiles. User and group settings. one of the DM Server Admin Tools. Validation tables. DM Webtop user interface. 129 .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. the features and settings described in Part 2 can also be managed in Library Maintenance. Except for the DM Webtop user interface.

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including: • • • • System Parameters Document Servers Remote Libraries Terminology LIBRARY PARAMETER SETTINGS 131 .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.

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

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

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

• Log File Location: Hummingbird DM allows you to choose where the log files will be stored. each document created would be stored on the specified target document server based on the value in the Profile field. 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. The maximum length is 18 characters. Use the Table Lookup for a listing of valid entries. In Document Type Maintenance. If you select Author. • • • LIBRARY PARAMETER SETTINGS 135 . In People Maintenance. This field is required. The maximum length is 128 characters... each Author can then be assigned a "target" document server. Primary Document Server: This is the server on which all documents will be stored by default. This feature is useful for load balancing purposes.”) for a listing of valid entries. Default Deployment Package: You can use the Table Lookup button (“. This field is required. The value you enter in this column will determine how documents are distributed among the document servers. Maximum length is 16 characters. each different defined Type can be stored on a particular 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. In addition. Restore: Reload the page and restore data from the database. Accept User-Supplied Identification: If selected. users will be prompted to enter user names and passwords for the Win Admin Utilities. 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 . Cancel: Return to the System Parameters page without saving any of your changes. Clear it to have documents secured only at the database level.

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

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

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

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

your users will be able to modify settings in their My Options pages. 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). • • • • • LIBRARY PARAMETER SETTINGS 141 . Allow modify user settings: If you set this option to Yes. You must also have preview generation started for the library on the Document Previews tab in Server Manager for previews to be available. Inform when update available: Select this option to alert your users when they need to update their downloaded components. Allow 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.• 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.

Restore: Reload the page and restore data from the database. 142 CHAPTER 6 . Can Create/Remove Public Folders: Select this option to allow users to create and remove public folders.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). Cancel: Return to the System Parameters page without saving your changes. The following fields allow you to set certain system features: • • Can Create Folders: Select this option so users can create folders. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page.

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

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

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

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

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

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

these can be overridden at the group level using the Group Attache tab. the time stamp of LIBRARY PARAMETER SETTINGS 149 . Cancel: Return to the System Parameters page without saving your changes. This page allows editing options for system level settings.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. 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.

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

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

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

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

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

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

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

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

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

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

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

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

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

USER AND GROUP SETTINGS 163 .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. modify and remove individual users and groups.

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

Refer to “Configuring Network Aliases” on page 167. All fields are filled from 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. Copy: Opens the People Maintenance page for adding a new user. Edit: Opens the People Maintenance page for editing an existing 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. USER AND GROUP SETTINGS 165 .• • • • Full Name: This column displays full names of the users.

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

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

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

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

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

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

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

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

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

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

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). Cancel: Return to the Group Maintenance page without saving your changes. 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. 176 CHAPTER 7 .

the profile and document history records are left in the library. Can Remove Related Item: Select this option so that users can remove relationships between documents. Allow Document Checkout: Indicate Yes to allow group members to check out documents. Template documents are usually standard forms or boilerplates used by users to create finished documents. Can Create Related Item: Select this option to allow users to create relations between documents. Allow Users to Delete Content: Let users delete the contents of a document. 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.The following fields allow you to set certain group permissions. Allow Users to Queue for Deletion: Sets the document type to deleted. Allow Checkin of Others' Docs: Allow a user to check in a document that was checked out by a different user. Can Create/Remove Public Folders: Select this option to allow users to create and remove public folders. Allow Copy of In-Use Documents: Allow users to retrieve a copy of a document if the document is in use or checked out when they try to retrieve it. Can Show Related Item: Select this option for users to show relations. Create/Edit Template Documents: Allow users to set up or edit DM Template documents. If you select Default. USER AND GROUP SETTINGS 177 • • • • • . 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 Mass Update to Profiles: Allows users to make changes to more than one profile at a time. the Library Selection dialog box will not appear.• Allow Save to Remote Library: Allow users to save documents to Remote Libraries. leaving them unprofiled and stored with their DOS pathname. indicate No to avoid the users from having to select the library each time they create a document. • Remove Items from Profile New Docs: Allows users to remove items from the Profile New Documents list. Can Create Folders: Select this option so that group members can create folders. • • • • • 178 CHAPTER 7 . Allow Users to Delete Versions: Select this option to allow your users to remove specific versions of a document from the system. Can Create New Documents: This allows users to add new documents to the system. Can See Unsecured Objects: Select this option to allow users to see documents that do not have specific security settings. If this group has only one library. Note: If your site has only one library.

The following fields allow you to set the group permission for each utility. This page allows editing options which override the system level settings (set in the System Parameters Utilities tab). Restore: Reloads the page and restores data from the database. 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 . the system-level setting will apply to this group. Cancel: Returns to the Group Maintenance page without saving your changes.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.

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

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

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

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

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. Cancel: Return to the Group Maintenance page without saving your changes. The available users are shown in the two lists: 184 CHAPTER 7 .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. This page allows adding and removing group members.

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

186 CHAPTER 7 . a paper form for paper documents. the user's primary group default profile form. or if the user does not have access to the form being called. the user is prompted with a list of form options from which to choose. You must define for the members of this group a primary Profile Entry form. If you choose to use multiple forms. and Quick Retrieve forms the members of this group have access to and to define form default values.• “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. also specified in this section. Profile Search. is used. and default field values for the group's Profile Entry forms. Other Profile Entry forms can be set up by application. You must also define Profile Search forms to correspond to each of your Profile Entry forms. If none are defined for that application.

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

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

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

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

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

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

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

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

Cancel: Return to the previous page without saving your changes. USER AND GROUP SETTINGS 195 . Setting Up Group Aliases The Group Aliases page allows you to add network aliases for this Hummingbird DM group.Save: Save changed data to the database and return to the previous page. 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. 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. Click OK.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). The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. 196 CHAPTER 7 . click Close to return to the Group Maintenance page for this group. When you have finished working with Aliases. 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.

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

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

M. Time Format: Select either: H:M or H:M:S. Cancel: Return to the Group Maintenance page without saving your changes.Y. D. The following fields allow you to set certain group features: • • Date Format: Select one of the following formats : M/D/Y. USER AND GROUP SETTINGS 199 .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/M/Y. Y/M/D. 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.

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

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

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

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

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

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 .

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

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

The link is displayed only for existing applications. The link is displayed only for existing applications. See “Selecting Launch Methods” on page 213 for more information. Compatible Apps: Compatible applications are typically software utilities that process files produced by some other application.Maintaining Applications The Application Maintenance page allows you to set up the parameters for an application. 208 CHAPTER 8 . See “Setting Compatible Applications” on page 222 for more information. 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.

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

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

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.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 .ms-excel toa wk4 wk4 xls application/vnd. The extension is the VALIDATION TABLES 211 .mspowerpoint application/vnd. Some applications require certain file extensions. Others can accept any extension you choose.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.

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

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

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

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

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

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

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

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
220 CHAPTER 8

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

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

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

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

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

all entries will be displayed in the list. If this box is empty. you have these options: Filter: Select the field to search. All fields are filled from an existing entry. Copy: Opens the special Custom Table Maintenance page for adding a new entry. You can use the Table Lookup button (". Add: Open the Custom Table Maintenance page to add a entry..page to “Document Type”. the fields that appear on the Custom Tables will follow this general pattern. As such. 232 CHAPTER 8 . Restore: Reload the page and restore data from the database. Custom Table Maintenance This page allows you to maintain Custom Tables. Custom Tables This help topic covers all the Custom Tables you may set up.") for a list of valid document servers. • • Edit: Opens the special Custom Table Maintenance page for viewing and editing information about an existing entry. Maximum length is 64 characters. Cancel: Return to the Custom Tables page without saving your changes. 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.. At the top of the list. The three buttons below the tabs are: Save: Save changed data to the database and return to the Custom Tables page. The list shows the current entries matching the filter criteria. The name automatically defaults to the current file server. Search: Begin searching for entries which satisfy the criteria.

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

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

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

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 10 characters. This field is required.Using the Attachment to Index Maintenance Page Click an existing entry or the Add button to display the Attachment To Index Maintenance page: The three buttons below the tabs are: Save: Save changed data to the database and return to the Attachments to Index page. Restore: Reload the page and restore data from the database. 236 CHAPTER 9 . Cancel: Return to the Attachments to Index page without saving your changes.

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

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

Cancel: Return to the Keywords page without saving. The following fields allow you to define a keyword: • • Keyword: Contains a keyword. Description: Contains the descriptive text describing a keyword. Restore: Reload the page and restore data from the database. INDEXES AND PROFILES 239 . This field is required.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 maximum length is 30 characters. The maximum length is 254 characters.

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

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

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

Fill in appropriate defaults for this form.• 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). If you specify an invalid value. specify a valid entry and you can save this set of defaults. INDEXES AND PROFILES 243 . the lookup applet will display the list of valid entries for that field. If you select the Secure Document option.

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

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. If the 246 CHAPTER 10 . Restore: Reload the page and restore data from the database.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 two buttons below the tabs are: Save: Save changed data to the database. If the Enable Fail-Over and Load Balancing option is selected.

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

Restore: Reload the page and restore data from the database. This field is required. 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. Enable Drag'n Drop: Set this option to allow your users to take advantage of the drag and drop capabilities in the DM Webtop. (The entire folder/ document name is displayed in the tool tip. if the user expands the Group folder. 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 default value is 8. 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. This field is required. the length of the folder or document name is constrained by this setting. the number of users that show in each group is constrained by this setting. • • • • • • • • Timeout • 248 CHAPTER 10 . Timeout Script: The maximum time (in minutes) a web script is allowed to take.240. This field is required. The default is to display any industry-specific fields. If there are more users in the group than this setting. Enable Pre-logon Prompt: Select this option to prompt your users before logging on to verify that they have permission to logon. Hummingbird DM Server Name: Path setting for some application integration and related functions. May be a number in the range 0 .) Size of Groups in Security Dialog: In the Security page. subgroups are created. Number of Characters to TRIM document/folder name: In the navigation list (breadcrumbs). 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.

It is not a required setting because DM Server can automatically detect the language being used. May be a number in the range 0 . Timeout Session: The number of minutes of inactivity permitted for a session. in some situations where you have documents or users of different languages. and we recommend that it is not set by default. Query Language: This setting allows you to specify the language to be used by DM Server when doing content searching. This field is required. This field is required.• Timeout Logon Info: The number of days that cached logon information will be retained before it is purged. However. Guest Password: The default password for a guest user. the session is terminated and the user must logon again. When this number is reached. Guest Network Name: The network name to be used for a guest user. Guest Name: The default name for a guest user. 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 • . May be a number in the range 0 .1440.10000.

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

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

Group Format This setting controls the display format of the Group list in the Security dialog box. modify. and delete custom parameters. 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 . The Custom Parameters page lists all existing custom parameters defined in the system.

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

Value: Contains the parameter value. Cancel: Return to the Custom Parameters page. The following fields allow you to set certain system features: • Name: Specify the parameter name. This field is required. • 254 CHAPTER 10 . Restore: Reload the page and restore data from the Registry. The maximum length is 16 characters. The field is disabled for an existing parameter.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.

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

256 .

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

These packages can be fully customized. • • • • • • 258 CHAPTER 11 . activity information for time and billing purposes will be tracked. Support for integration with e-mail applications. Other custom components. 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. • Client components of complementary applications such as Hummingbird Imaging. For more information. and Hummingbird Collaboration. DM Extensions for Windows Explorer and Microsoft Outlook. Client components for Hummingbird RM. it can include enabling of Front-end Profiling and Cost Recovery features. Hummingbird DM WorkFlow. 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. Registry files created with Interceptor or the Client Deployment Utility Customized macro files. Front-end profiling allows users to fill out profiles prior to creating their documents rather than at the first save. refer to An Overview of Hummingbird DM Suite. For selected applications. front-end profiling gives you more accurate results. DM Extension for AutoCAD. 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.

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

The automatic deployment utility is provided on the Hummingbird DM 5. refer to “How to Use the Automatic Deployment Utility” on page 260.1 client components.For more information on this topic.1 CD in the \TOOLS\DM EXTENSIONS\AUTODEPLOYMENT directory. This will ensure that the automatic deployment package will remove all legacy components and that the new Hummingbird DM 5.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. Location of the Automatic Deployment Utility The automatic deployment utility is not installed by default when you install Hummingbird DM 5.1. 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. We recommend you build automatic deployment packages using source workstations that are configured the same as the target workstations in your environment.EXE utility to create one or more response files.1 client components are installed in the correct locations. About Automatic Deployment Packages An automatic deployment package consists of the following items: • • • • The RUNSETUP. 260 CHAPTER 11 . Creating a package consists of gathering the necessary files and using the RUNSETUP.

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

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

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

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

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

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

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. 4 Enter the INI filename and click Next to continue. DEPLOYMENT PACKAGES 267 . It will default to the current directory.of different deployment packages. you must edit the Hummingbird DM Web Server path statement in the INI file. Note: The C:\AUTODEPLOYEMENT\DEPLOYMENT directory can contain multiple deployment package INI files. 3 The following dialog box will appear requesting you enter the deployment package INI filename. This file name should correspond with the INI file copied in the Prepare Installation Files section on page 263. you should name the response files accordingly. This file must exist in the C:\AUTODEPLOYMENT\DEPLOYMENT 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. The following dialog box will appear requesting you choose the installation directory.

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

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

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

4 Test the response file. the PATH environment variable may not be removed from the System Variables section in Control Panel > System > Advanced > Environment Variables. To create an automatic deployment package that will upgrade an existing Hummingbird DM 5.0 workstation. “Creating a Deployment Package” on page 281 3 Create a response file. DEPLOYMENT PACKAGES 271 .0 as your starting point workstation. See “Create a Response File” on page 266 for more information. there have been instances where older versions of Excel integration macros were not removed from the XLSTART directory. you must create a response file during an upgrade of an existing Hummingbird DM 5. Specifically. 2 Prepare the workstation as you would for any other automatic deployment package implementation. 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.Upgrading Existing Hummingbird DM Installations Using Automatic Deployment Packages Automatic deployment packages can be used to silently upgrade a Hummingbird DM 5.0 workstation to version 5. Furthermore. Upgrades from earlier version of Hummingbird DM products are not supported at this time. on former DOCS Open workstations. confirm that components are removed after the installation is complete.0 workstation. 1 Select a workstation using Hummingbird DM 5.1. See “Distributing the Automatic Deployment Package” on page 273 After you complete the upgrade from Hummingbird DM version 5.0.

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

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

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

” This error message indicates that the user name encrypted with RUNAS_ADM.. The administrator should run RUNAS_ADM.W() for _oci_reg:1326 Error message from Error::CreateProcess.W() for _oci_reg: 5: Error message from Error::CreateProcess.. contact Hummingbird Technical Support.EXE has not been run by an administrator. “Abort: Cannot open / seek data in _oci_reg” This error message means that the _OCI_REG.EXE file to the directory where the automatic deployment package files are installed. this message indicates that the setup program does not exist in the designated location. “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. read-only access. and then copy the _OCI_REG.EXE is incorrect.W() for cmd: 5: “Access is denied. and XP if the person running RUNSETUP.EXE file may be corrupted.. Error message from Error::CreateProcess. This is true for a network administrator as well if he or she does not have the minimal access rights. Error message: Fatal:: Not allow to launch setup_program: ERROR_NUMBER Where ERROR_NUMBER is 1004.. 2000. for example.. For other ERROR_NUMBER values.EXE. minimum access rights of read-only for everyone should be specified for the network share directory.EXE is not in the Administrators group and the RUNAS_ADM.EXE and enter the appropriate information. Therefore..” This error message indicates that the user name or password encrypted by RUNAS_ADM.W() for cmd: 1326 “Logon failure: unknown user name or bad password.Troubleshooting Listed below are error messages that may occur when running RUNSETUP... DEPLOYMENT PACKAGES 275 . Obtain a fresh copy from the patch file and re-encrypt account information with RUNAS_ADM.EXE does not have any access rights to the network share directory. You should run RUNAS_ADM.EXE: “Logon failure” Error message from Error::CreateProcess.

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

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

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

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

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

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

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. 8 If you do not want the user to override the specified target 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. it is not recommended that you select all components. clear the check box. If you want to specify a particular directory. only one integration type is allowed per application. click on the blue arrow icon. 282 CHAPTER 11 . To expand the listing. make necessary edits to the field. clear the check box. In addition. especially if the user does not have all the listed applications installed on the target machine. 7 The default target for installed components is the user machine’s Program Files directory. You should take the time to expand the component listing and review the components and their options. Lotus Notes. 9 Next. select the check box next to that category. and Novell GroupWise. To select a component or the entire contents of a component category. Note: For e-mail integration and application integration.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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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. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 301 . These steps assume that you already have a Hummingbird DM library set up.

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

For more information.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 .Applications that are integrated using Passive Integration should not be further integrated using Interceptor or Active Integration. refer to “Creating a Deployment Package” on page 281. The integration options available for use with Hummingbird DM are also shown. For more information on setting up launch methods. Table 12. • ODMA Integration Use this integration for ODMA compliant applications not already shown in the DM Library Applications table.1 lists the applications predefined in the library that appear in the Components listing for deployment packages. refer to “Selecting Launch Methods” on page 213. Table 12.

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

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

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

remove the /ND from CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 307 .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 .Print Application Name Topic Name Command Command (not running) EXCEL SYSTEM [RUN("'DDEPrint ""%1"". you need to set the applications as being compatible to one another. 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. ""1""'")] [RUN("'DDEPrint ""%1"".Open Application Name Topic Name Command Command (not running) EXCEL SYSTEM [RUN("'DDEOpen ""%1""'")] [RUN("'DDEOpen ""%1""'")] Microsoft Excel DDE Settings .DDE Settings for Microsoft Applications Table 12.

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

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

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

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

refer to “Selecting Launch Methods” on page 213. Table 12.For more information on setting up launch methods.Open Application Name.Open Integration Type Command Line Parameters WordPerfect 9 and 10 DDE Settings . version 9 Application Name. version 9 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 .Print Application Name. 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 .10 WordPerfect 9 and 10 Launch Method Settings .

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 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.Open Integration Type Command Line Parameters Quattro Pro 9 and 10 DDE Settings .

Table 12.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 .Open Application Name Topic Name Command Command (not running) PRESENTATIONS COMMAND ShellFileOpen(“%1”) PRActivate() ShellFileOpen("%1") PRActivate() Corel Presentations 9 and 10 DDE Settings .

Print Application Name Topic Name Command Command (not running) AIM 123Worksheet Print Print CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 315 .Open.14 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 . None Lotus 1-2-3 97 and Millennium DDE Settings . 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. Lotus 1-2-3 97 and Millennium DDE Settings .Print Application Name Topic Name Command Command (not running) AIM 123Worksheet Print Print Table 12.13 Lotus 1-2-3 Launch Method Settings .Open. Simply launch Lotus 1-2-3. rightclick on the toolbar. then clear "PC DOCS".DDE Settings for Lotus Applications Table 12. after Hummingbird DM is installed you will need to reset your toolbars so that the "PC DOCS" toolbar reference is removed.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

by default. by default.reg. where your library name is inserted. — 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. by default. The following dialog box appears. by default. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 331 .reg. Instruct your users to double-click the registry file(s). Importing a Registry File Inform your users of the location of the registry file to be imported.file. Selecting this option creates a registry file named InterceptorSettings.reg. confirming that the registry settings were installed on their workstation. — 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.reg. 5 Select a location for the registry file and click Save.

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

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

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

in which case the additional columns are already CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 335 . This integration method supports the storing of message parameters (for example: MAIL_ID. DELIVER_REC. Refer to “Configuring Integration for Microsoft Outlook” on page 336. PARENTMAIL_ID. such as attachments and threads. For all versions of Microsoft Outlook. Internet Mail mode should not be installed as it interferes with the installation of the Hummingbird DM Outlook Extension. and use Microsoft Outlook. you will not see the Insert from Hummingbird DM toolbar button.1 product.6 and 5.0x You can use the Hummingbird DM Client Deployment Utility to further customize Hummingbird DM E-mail Integration for Microsoft Outlook. Important: If you are upgrading from a version of a Hummingbird document management application prior to version 5. Important: If you use Outlook XP. To use the Client Deployment Utility you must be a Supervisors Group member and have local administrator rights on your computer.0. To resolve this issue. See “E-mail Integration Settings” on page 359. MSG_ITEM. you will need to add columns to the database and add some fields to the Profile form.Mail Client Requirements The e-mail clients supported for Hummingbird DM integration are: • • • Microsoft Outlook 2000 and XP GroupWise 5.5 and 6. go to Tools>Options>Mail Format and clear the Use MS Word to edit e-mail messages check box. you will be able to use the Insert from Hummingbird DM toolbar button and Passive Integration for Microsoft Word. • • GroupWise and Lotus Notes Mail messages and attachments are stored in Hummingbird DM as simple. The exception to this is if you are generating a new library using the Hummingbird DM 5. the following features are available. MS Outlook The most complete integration method. separate documents. By not using Word as your e-mail editor.0 Lotus Notes 4. and THREAD_NUM). ATTACH_NUM. E-mail Integration Options If you installed Hummingbird DM E-mail Integration. Hummingbird DM E-mail Integration for Microsoft Outlook allows you to search for related documents.

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

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

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

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

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

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

add-ons. MMC 2. MMC 2. Even if the account is a Domain Administrator.2 shipped with Microsoft Windows 2000. the registry files can be provided to users who then merge these settings into their local registries. and much more. custom forms. MMC 1. 342 CHAPTER 13 . this utility was known as the Administration Tool. plug-ins. MMC 1.2 is also provided on the Hummingbird DM Suite CD in the …Tools\DM\MMC\1. The Client Deployment Utility works from within the Microsoft Management Console (MMC) utility.0 Option Pack for Windows NT Server.0.1 or higher must be installed on your computer in order to use the Client Deployment Utility. it must be a part of the Administrators group. navigate to this folder and double click iMMC. To install MMC. you must be a member of the DOCS_Supervisors group in Library Maintenance>Groups. • • • • MMC 1.0 and Microsoft Systems Management Server 2. For Windows NT and Windows 2000. MMC 1.NET Server. These registry files can be placed in a deployment package and automatically installed. The Client Deployment Utility includes configuration of the Hummingbird DM User Interface.1 shipped with Microsoft SQL Server 7. Follow the on-screen prompts. Alternately.0 is supported only on Windows XP and Windows NET Server.0 ships with Microsoft Windows XP and Windows.2 folder.EXE. the account used to log on to the workstation must be a member of the local Administrators group. Note: To use the Client Deployment Utility. email integration. Note: In previous versions. MMC version 1.0 shipped with Microsoft Windows NT 4.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.

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

you can change the load order of the plug-in. Highlight the plug-in and use the up and down arrows to move its position within the list. If you have more than one plug-in installed.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. 344 CHAPTER 13 .

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

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

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. as shown below. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 347 . 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. 2 To cache lookups and users and groups. select the check boxes shown. the Cache on logon settings are stored in the Cache on logon dialog box. Use the lookup button to browse for a different file location. Click Settings to view the dialog box.

The columns are defined as follows: — Primary. — 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 . For each of the four settings. — Searchable. This parameter will be applied to remote libraries that are not set to be searched by default. See the next step in these instructions for more information on this setting. 5 The Cache Parameters that can be adjusted are as follows: — Applications — Compatible applications — Document types — Form definitions — Forms — Launch methods — Lookup definitions — Lookups. — Other. This parameter will be applied to remote libraries that have Search by Default selected in Library Maintenance. This parameter will be applied to the primary library. you can modify the Pre-Cache parameters.Inspect the three settings by selecting them from the Cache Level list.

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

Please refer to the section titled “Clean Shadow Check Box” on page 350. 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. Select this box to have Hummingbird DM automatically purge shadowed documents from the local drive. Enter the minimum number of days you want documents to remain on the local drive without being edited before being deleted. Clean Shadow Check Box If the Clean Shadow check box is left blank. Minimum Local Disk Space (MB). the purge will be run automatically. These settings are as follows: • Force Cleanup of Shadowed Documents. If the Clean Shadow check box is selected. Hummingbird DM will clean shadowed documents according to the Cleanup Options section of Groups>Group Name>Attaché tab in Library Maintenance. 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. Documents that are older than the Minimum Age For Delete (specified below) are deleted each time you start Hummingbird DM. • • 350 CHAPTER 13 . the users will be notified with a message that they should purge shadowed documents. This field is disabled if Shadow Documents to Local Library is set to No. If it is set to No. Enter the minimum allowed disk space on the local drive before shadowed documents are purged. If Force Cleanup of Shadowed Documents is set to Yes. Minimum Age For Delete (Days).

please refer to the DM Administration Tools Help system. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 351 .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.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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 .Add-ons Configuration An add-on is a Hummingbird DM user interface extension.

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

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

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

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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. HTML RENDERING FILE FORMATS 373 .

0 Versions through 1.1 Versions through 8. and Millennium SmartSuite 97 and Millennium Version 1.0.5 Versions through 3.1 Versions through 3.text only) MacWrite II MASS11 All versions All versions Versions through 9.0 Versions through 3.0 Versions through 3.0 Versions through 4. and 4.0 374 APPENDIX A .0.1 All versions Versions through Release 2. 6. and 9. 97.0 (some limitations) All versions All versions Version 1.0 Versions 3.0.0 Versions through 4.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 2. 4. 8.0 SmartSuite 96.01 Versions 5.0.0 Version 3.0.

02 HTML RENDERING FILE FORMATS 375 .0 Version 1.0 Versions 4.0 Versions through 7.0 Versions through 4.1 Versions 1.0 to 6.0 Versions through 6.0 Versions through 3. and C Versions through 2.0 Versions A.0 Versions 4.0 through 98 Versions through 2000 All versions Versions through 2.0 Versions through Samna Word IV+ Version 1.0 Versions through 3.02 through 3.0 All versions Version 3.0 Versions through 5.0 Version 3. B.0 Version 2.1 Version 2.0 Versions through 4.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 2.

2 All versions Versions through 1.0 Version 1.0 Versions through 2.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 III Plus 376 APPENDIX A .0 Version 1.0 Versions through 7.

0.2 through 2000 Versions 2.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. 4.0 Version 1.0 Versions through 4.0 Versions through 5.0 Version 4.0 Versions through 2.02 Version 1.0 Versions through 2.5 Versions through 3.0 Versions through 2.0 through 4.0.0. 98 Versions 2.0 HTML RENDERING FILE FORMATS 377 .0 Version 4.0 SmartSuite 97and Millennium Versions through 5.x through 7.0 Version 3. and 4.1.0 Version 2. and 2.0 Versions 3.0 Version 1.0 Versions through 9.5 Version 2.0 Versions through 5.1.0 Versions 1.0 Versions through 2.0.

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 2. and 4.0 Versions through 3.0 Versions through 2. 4.0 Version 1.0.x Version 1.0 Versions through 4.0 Version 2.02 378 APPENDIX A . 0 Versions through 4.0 Version 4.0 Version 1.3 Versions 3.0.1 Version 3.0 Versions through 2.0 Versions through 5.1 Version 1.5 Versions through 3.0 Version 2.0 Versions through 1.

0 No specific version All versions All versions No specific version Version 1.0 through 9.Kodak Photo CD PCX Bitmap All versions Windows Corel Draw versions 2.1 Versions through 4.0 Microsoft Fax Version 3.GEM Paint JFIF (JPEG not in TIFF format) JPEG .Computer Graphics Metafile DCX (multi-page PCX) DRW .Micrografx Draw DXF (Binary and ASCII) AutoCAD Drawing Interchange Format EMF EPS Encapsulated PostScript * FPX . CALS.Standard Graphic Formats * Not available on Linux platforms Binary Group 3 Fax BMP (including RLE.Kodak Flash Pix GIF .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.Portable Bitmap * PCD .Group 4 CALS Format HPGL .Graphics Interchange Format GP4 .Micrografx Designer DRW . CUR & OS/ 2 DIB) CDR (if TIFF image is embedded in it) CGM .Hewlett Packard Graphics Language IMG .0 PC Paintbrush HTML RENDERING FILE FORMATS 379 . ICO.Joint Photographic Experts Group format PBM . NIST. Version 3.0 ANSI.

1 Ami Draw All versions No specific version Truevision Versions through 6 Fax Systems Visio 4.Paintshop Pro (Win16 and Win32 / Intel only) SDW Snapshot (Lotus) SRS . 2000 Windows Metafile Versions through 2.Tagged Image File Format TIFF CCITT Group 3 & 4 VISO (Multi-page Page Preview mode only) WMF WordPerfect Graphics [WPG and WPG2] * XBM .Portable Graymap PIC .Portable Pixmap PSP .X-Windows Dump Novell version 2.0.0 x10 compatible x10 compatible x10 compatible 380 APPENDIX A .0 No specific version No specific version Macintosh Standard Version 1. 5.0.X-Windows Pixmap * XWD .Lotus 1-2-3 Picture File Format PICT1 & PICT2 (Raster) PNG .X-Windows Bitmap * XPM . 5.0 MacPaint No specific version Versions 5.Perfect Works (Draw) PGM .Sun Raster File Format Targa TIFF .Portable Network Graphics Internet Format PNTG PPM .

1.Portable Document Format * PIF .FrameMaker graphics * GDF .High-End Graphic Formats * Not available on Linux platforms * AI .Postscript * PSD .0 Version 1.AutoCAD Native Drawing Format * FMV .0 Level 2 Version 4.OS/2 PM Metafile * PDF .Graphics Environment Manager Metafile * IGES . 4.0 Version 1.IBM Graphics Data Format * GEM .Adobe Photoshop File Format * RND .0 Acrobat version 2.0 Bitmap and Vector Version 5.Initial Graphics Exchange Specification * MET .0 Versions through 8.1 Version 3.IBM Picture Interchange Format * PS . 3. Version 6.Corel Draw CMX .0 Versions 12 through 14 Vector and raster formats through Version 5.0 HTML RENDERING FILE FORMATS 381 .AutoShade Rendering File Format Versions through 7.0.0 Versions 5 through 6 Windows 95.Adobe Illustrator File Format * CDR .Micrografx Designer * DWG .0 Version 2.Corel Clip Art Format * DSF .

0. 2. and Millennium Versions through 2. 98 382 APPENDIX A . 96.0 and 7.0 and 9. 97.0 Versions 3.0 Versions 2.0.0 Versions through 2000 Versions 4.x Windows versions Versions 1.x and 3.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.

PERFORMANCE MONITOR SETTINGS 383 . how these counters can be interpreted to gauge DM Server system performance.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. where applicable.

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

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

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

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

A p p e n d i x

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

OTHER SERVER ADMIN TOOLS

389

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

NOTE

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

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

2

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

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

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

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

2 3

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

To stop the import before it finishes, click Cancel.

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

2

3

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

392

APPENDIX C

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

OTHER SERVER ADMIN TOOLS

393

A p p e n d i x

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

SECURITY REGENERATION

395

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. 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. For NetWare document servers. For Windows 2000/NT document servers. The Security Regeneration utility is run from the Windows Explorer and Microsoft Outlook DM extensions. The Security Regeneration utility provides a method for reapplying the trustees. the utility processes only documents selected from the Search Results dialog box. and run the utility. Simply perform a profile search on any documents for which you need security regenerated. 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. file-level trustees are often lost. Enter a time for the utility to begin processing. 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. The user must be a member of DOCS_SUPERVISORS in order for Security Regeneration to appear as an option. choose Options>Security Regeneration. 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.About Security Regeneration When an organization must recover documents from backup (as opposed to their DM archive). or leave the field “Time to start processing” blank to start processing as soon as you 396 APPENDIX D . With the search results displayed in the Quick Retrieve dialog box. To avoid checking every document.

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

.

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

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

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

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

document retention date The date when a physical document is to be removed from the document server. 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. public folders. 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. where the access rights set up by the document’s author apply. This applies to e-mail notifications as well. 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. DSA Document Sentry Agent. workspaces. . event notification A feature that allows users accessing DM Webtop through the Hummingbird Portal to define an event that will result in a wireless message being sent to the user. document server An area designated for storage of documents in a Hummingbird DM repository. document type A Hummingbird DM library parameter that defines storage instructions and other characteristics of a document. See also FOLB and load balancing. The sole access is through Hummingbird DM clients. explicit syntax A literal interpretation of words entered into a full-text search. 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. and custom searches. 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. 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.document preview A short HTML file containing the initial text or data of a stored document.

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

Hummingbird KM™ An integrated suite of Hummingbird software that lets users conduct single. Hummingbird DM WorkFlow™ A Hummingbird DM Companion Solution that supports electronic routing of documents across an organization. GLOSSARY 405 . 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. including indexes of Hummingbird DM libraries. Hummingbird RM™ Hummingbird’s records management system that manages and categorizes an organization’s electronic and physical records. Hummingbird Core Services (HCS) server In the Hummingbird DM context. Indexer See DM Indexer.Hummingbird Collaboration Server A Hummingbird Collaboration component installed on the same server as Hummingbird Core Services. allowing easy access to the feature. Hummingbird Imaging™ A Hummingbird DM Companion Solution that allows users to access. and share faxed and paper images as they do electronically generated documents. Import A feature that allows users to bring individual documents into Hummingbird DM. Hummingbird Web Publishing™ A Hummingbird DM Companion Solution that converts standard business content into Web sites without altering the source documents. unified searches across multiple information sources. 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. control. Hummingbird RM client component A Hummingbird RM component on the DM Web Server that contains the RM Extension for inclusion in deployment packages. I Iconized on Desktop A feature that places an icon for both Quick Searches and Folders in the Folders and Quick Searches application window. Hummingbird Portal™ Hummingbird’s intranet enterprise information system.

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

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

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

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

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

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

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

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.

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

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.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. 107 document type defining 229 listing 227 DSA. 103 purging the activity log 390 security 98. 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. 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 . 101.

75 creating an index 22. 61 deleting an index 25 index location 62. 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 . 78. 66. 74 index log files 78. 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.members 184 permissions 176 synchronization 202 utility access 179 versions 181 GroupWise e-mail integration 335. 34. 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. 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.

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. 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.INI file. 20 INDEX 417 . definition 302 PCDOCS. listing 160 load balancing. 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 .people listing 164 performance monitor settings 383 Plug-ins. configuring 344 Presentations. users in NetWare-only environment 106 server clusters. See Microsoft applications purging the Activity Log 390 Q Quattro Pro. 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. 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.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. See Corel Suite Quick Save 353 library authentication 107 NetWare document servers 103 network authentication 108 network operating system level 98 NT Security Service 102 reapplying trustees after recovery from backup 396 setting up 99 setting up client software 106 users 99 Windows NT/2000 NTFS volumes 102 Security Regeneration utility 396 security. See Corel Suite preview generation 125 Profile on Send 365 Project.

stopwords DM Indexer 79 synchronization group 202 groups 202 user 200 System Parameters Attache 149 system parameters attache options. 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. 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 .

document type 227. 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. See Corel Suite 420 . 229 file type 225 file type. modifying 226 Filename Mask 220 Filename Mask. security 102 WordPerfect.

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