ADVANCED INTEGRATION SOLUTIONS

EXACT ECM SOLUTION

ECM ARCHITECTURE DOCUMENT

Document Version: 1.0

Alignment Document Version 1.0

DOCUMENT REVISION HISTORY

Rev. Description Date Author
No
0.1 Initial Document 01-August-2023 EXACT

Alignment Document EXACT/AIS Confidential Page 2

Alignment Document Version 1.0

Table of Contents
1 OVERVIEW............................................................................................................................................ 4

1.1 ECM Architecture Document.....................................................................................4

1.2 About This Document................................................................................................4
2 INFRASTRUCTURE ARCHITECTURE AND DESIGN....................................................................................5

2.1.1 Existing System...................................................................................................5

2.1.2 New System........................................................................................................7
2.2 Architecture...............................................................................................................8
2.2.1 ECM Architecture............................................................................................... 8
2.2.1.1 Content Platform Engine..........................................................................................10
2.2.1.2 IBM Content Search Server......................................................................................10
2.2.1.3 IBM Content Navigator............................................................................................10
2.2.1.4 IBM Content Collector (Optional).............................................................................10
2.2.1.5 IBM Watson Content Analytics (Optional)...............................................................10
2.2.1.6 IBM ECM System Monitor........................................................................................11
2.2.1.7 MS-Office Integration (Optional)..............................................................................11
2.2.2 Virtualization.................................................................................................... 11
2.2.3 Deployment Architecture & Sizing....................................................................11
3 CONCLUSION...................................................................................................................................... 12

Alignment Document EXACT/AIS Confidential Page 3

Alignment Document Version 1.0

1 Overview
1.1 ECM Architecture Document
In ECM Program, new architecture is proposed and finalized based on the business
requirement understanding.

EXACT & AIS implementation team together is responsible to apply and align Archiving
systems, applications and solutions at customer to the ECM Architecture as designed,
documented and approved.

1.2 About This Document

This document has details on how Archiving System Architecture is applied and aligned to
new ECM Architecture.

Alignment Document EXACT/AIS Confidential Page 4

Alignment Document Version 1.0

2 Infrastructure Architecture and Design

This section provides a deep dive into the architecture of the new ECM system that is being
implemented as part of the ECM Program. This architecture document primarily deals with
the infrastructure aspects where it defines the new hardware and software infrastructure
and its related components. The applications are being analyzed, architected and designed
during the various stages of the program. So, the detailed design documentation for the
applications that are being implemented in each stage will be created in the respective
stages.
2.1.1 Existing System
The diagram provides a very high-level overview of the existing system architecture. The
current system at AIS is based on the current advanced archiving platform.
Please insert the current architecture design
Figure 1: Existing System Architecture
The system consists of
1. Function#1 List the archived files:
a. List[ArchiveFile] FileNet.GetFilesByOwnerID(ArchiveEntityID,string
SearchFilter) ArchiveFile [ArchiveFileID,arName,enName,Code]
i. Action: open file list to select file.
ii. Description: Return files list created in filenet with the owner id and string search filter,Used
to fill the File List in interface
b. Maktaby.ChangeHistoryFile(CRSHistoryID,OldArchiveFileID,NewArchiveFileI
i. Action: click on save button
ii. Description: [create/update] CRSHistory with the value of ArchiveFileID, Update audit trail
values regarding this process.
2. Function#2 List the archived classification:
a. List[ArchiveClassification] FileNet.GetClassificationsByOwnerID(ArchiveEntityID,string
SearchFilter) ArchiveClassification [ArchiveClassificationID,Code,arName,enName]
i. Action: open classification list.
ii. Description:get the classification related to passed owner id and search filter , to fill
classification list in interface
b. ArchiveFile FileNet.CreateArchiveFile(ArchiveFile) Passed object :ArchiveFile
[ArchiveClassificationID, arName,enName,ArchiveEntityID] Return object: ArchiveFile
[ArchiveFileID]
i. Action: click on save button.
ii. Description: creates new file in archive system and return the new id of the created file, then
Maktaby.ChangeHistoryFile(CRSHistoryID, OldArchiveFileID,NewArchiveFileID)
3. Function#3 Archive Correspondence:
a. Maktaby.ArchiveCorrespondence(CorrepondenceID)
i. Action: when click close CRS – or background service to handle all closed CRS
ii. Description: make sure the retention state is updated to [closing] convert tracking to PDF file
in physical Archive Folder in a folder named with the CRS reference number Note: make sure
to transfer the document class and correspondence data [Correspondence attributes, History
Attribute, Document Class fields and values] in XML file [key, value]

Alignment Document EXACT/AIS Confidential Page 5

Alignment Document Version 1.0

4. Function#4 List the archived fileDetails:

a. Opened Files Tab List[ArchiveFileDetails]
FileNet.GetFilesDetailsByOwnerID(ArchiveEntityID, FileStatus.Open) ArchiveFileDetails
[ArchiveFileID,arName,enName,ClassificationArName, ClassificationEnName,FileStatus]
FileStatus enum [open,closed] int
Maktaby.GetCorrespondenceCountByArchiveFileID(ArchiveFileID,RetentionStat.Active)

Closed Files Tab List[ArchiveFileDetails] FileNet.GetFilesDetailsByOwnerID(ArchiveEntityID,

FileStatus.Close) ArchiveFileDetails [ArchiveFileID,arName,enName,ClassificationArName,
ClassificationEnName,FileStatus] FileStatus enum [open,closed] int
Maktaby.GetCorrespondenceCountByArchiveFileID(ArchiveFileID,RetentionStat.Closing)
i. Action: select ownerid from the upper list.
ii. Description: get defined Archive files by ArchiveEntityID , then get the correspondence count
in every file to display in the grid
b. List[CRSDTO] Maktaby.GetCorrespondenceByArchiveFileID(ArchiveFileID) CRSDTO
[ReferenceNumber,Subject,Status]
i. Action: click to open child data to show correspondence details in the selected file
ii. Description: getting Correspondence from maktaby by passed ArchiveFileID
c. OperationResult FileNet.UpdateArchiveFileName(ArchiveFile) ArchiveFile [ArchiveFileID,
arName,enName]
i. Action:click on file name then save button Description: update the file name on archive
system
d. OperationResult FileNet.CloseArchiveFile(ArchiveFileID)
i. Action: click on close file button Description: close archive file on archive system if the close
process successes call Maktaby.ArchiveFileCorrespondences(ArchiveFileID)
ii. Description: update retention state for all correspondences to [closed] state (if the
correspondence is not in any other active archive file and not in final delete state), transfer
converted PDF files of Correspondences (from
Maktaby.ArchiveCorrespondence(CorrepondenceID)) and their attachments to archive
system in the selected archive file id.
e. OperationResult FileNet.DeleteArchiveFile(ArchiveFileID)
i. Action: click on delete file button
ii. Description: this method will delete the archive file from Archive System, and this is done
only if no correspondences are related to this file.
5. Function#5 Change the archived files:
a. OperatoinResult
Maktaby.ChangeArchiveFile(CorrespondenceID,OldArchiveFileID,NewArchiveFileID)
i. Action:click on save button
ii. Description : update correspondence history exist in OldArchiveFileID and CorrespondenceID
to the NewArchiveFileID and update related audit trail data. Note: call List[ArchiveFile]
FileNet.GetFilesByOwnerID(ArchiveEntityID,string SearchFilter) to fill files combo

6. Function#6 Background Services:

a. Maktaby.InActivateCorrepondences()
b. List[ArchiveFileID] FileNet.GetFilesInState(List[ArchiveFileID],state.intermediate)
c. Maktaby.FinalDeleteCorrepondences()
d. Maktaby.ArchiveWorkflows()
i. Get All Completed workflows and foreach of them call: Extract ArchiveFileId Data from “
‫“ الطلبات تصنيف‬as per WorkflowId and then Call FileNet.CreateArchiveFile mentioned before
and then Call:

Alignment Document EXACT/AIS Confidential Page 6

Alignment Document Version 1.0

1. FileNet.ArchiveWorkflow(WorkflowEntity)
2. WorkflowEntity(workflow instance attributes ) and foreach instance call List
Executer.GetWorkflowDataForArchiveSystem() WorkflowEntityDetails (key, value)
e. Maktaby.InActivateWorkflows()
i. Get all completed workflows extract ArchiveFileID list
f. Maktaby.FinalDeleteWorkflows()
i. Get all inactive workflows extract ArchiveFileID list
g. List[ArchiveFileID] FileNet.GetFilesInState(List[ArchiveFileID],state.finalDelete)
i. Passing the file ids list and check in archive system which of them is in finalDelete state and
return it back, Then change the status of workflow related to the returned ArchiveFileID list
to [FinalDeterminationState] retention state ( SearchWorkflows : should be changed to meet
this requirements by adding ArchiveState filter)

All custom applications use MS SQL Server database

Please insert one of the current use case in details.

2.1.2 New System

The new system being implemented as part of the AIS ECM Program is based on IBM FileNet
P8. It will be implemented on the P8 5.x.x platform or the latest version at the time of
implementation. In this section the major gaps between the existing system and the new
system are highlighted.
The new system can utilize many more IBM components if required in a later stage such as
Content Search Services, Datacap, Case Manager, Watson Content Analytics, Content
Classification, StoredIQ, and Disposal and Governance Management in addition to the
modules used in the existing system. Besides it will utilize IBM Content Navigator to provide
an enhanced user experience for the existing application. The existing Application using the
following features:- ? please add

Alignment Document EXACT/AIS Confidential Page 7

Alignment Document Version 1.0

All the key components of the new system will be deployed in a highly available mode by
integrating with existing hardware.
The new system will utilize server virtualization in line with the trend in enterprise systems
deployment.
The AIS Workflow custom application can rebuilt with the latest version of IBM Content
Navigator thus enhancing maintainability and supportability.
The new system will provide an integration layer that will standardize ECM integration
across the Existing environment. The new integration module will ease up adoption of the
proposed ESB (Enterprise Service Bus) integration layer if exist.
A major improvement with the new system will be the standardization of the database for
the FileNet infrastructure to any complied database. Such as Oracle Database or Microsoft
SQL Server.

2.2 Architecture
The architecture of the new system is described in this section. The major considerations for
the architecture documentation include the ECM system architecture description, hardware
and software sizing, virtualization, storage management and enterprise security standards
adherence.
2.2.1 ECM Architecture
The figure provides a layered component architectural representation of the proposed ECM
system. The components depicted in the diagram are described in detail below.

Alignment Document EXACT/AIS Confidential Page 8

Alignment Document Version 1.0

The ECM components described here operate in three tiers: Server, Client and User. The
storage tier provides the persistence layer for the ECM solution.

Figure 2: ECM Architecture

The ECM solution requires two information storage mechanisms at the bottom-most tier.
They are the database and content storage. The database keeps all metadata and
transaction data in the ECM system. The content storage is used to store the document
contents and indexes used for full-text searches and analytics. The ECM system database
used will be Oracle/MS SQL. Both Oracle and MS SQL are supported and a final decision on
the exact version of the database will be taken at the implementation time in conjunction
with the database team.
The components in the server tier constitute the core modules of the new ECM system. At
the position is the IBM FileNet P8 Content Platform Engine (CPE) that provides the content
and workflow management features. CPE is the core around which the rest of the
components operate. The content search server provides full-text indexing and searching
features. Content classification and Watson content analytics modules provide classification
and analytics functionalities for the content that are managed by the CPE.
The key component in the client tier is the IBM Content Navigator (ICN). ICN is the universal
client module for all IBM ECM products. ICN provides powerful customization capabilities
using which a solution can be tailor-made for AIS solutions.
FileNet Workplace will be utilized to provide compatibility with the existing applications till
they are migrated to ICN. While AIS Workflow application will be migrated to ICN, other
applications will continue to use the older implementation during the program.
The client tier will use the web browser to access the new solutions. The existing FileNet
Capture based application will be modified to fix the defects and will be utilized in the new
system as well.
These components make use of the appropriate stages of the project implementation as
illustrated in details in a later stage.

Alignment Document EXACT/AIS Confidential Page 9

Alignment Document Version 1.0

The IBM FileNet platform provides a comprehensive list of features to enable the users in
managing all the enterprise content, whatever form and type the content may be in. The
focus is to ingest the content, organize it, and make it easily findable. The following sections
explain the features of FileNet components.
2.2.1.1 Content Platform Engine
The heart of the FileNet P8 platform is the Content Platform Engine (CPE). It is an application
module deployable on a J2EE application server. The CPE can be deployed on the popular
J2EE application servers such as IBM WebSphere, Oracle WebLogic, and JBOSS. In the ECM
Solution, IBM WebSphere Network Deployment will be used.
The CPE consists of two primary modules apart from the APIs and the EJB container itself.
They are content services and process services modules. While the content service is
responsible for providing all content management features in addition to user
authentication, the process service provides the workflow capabilities.
2.2.1.2 IBM Content Search Server
FileNet provides text search services based on the metadata or the content of an object.
Textual data and property values of documents are searchable using IBM Content Search
Services. The content search server (CSS) creates Apache Lucene based content indexes and
stores them in designated storage areas. It also searches these indexes and provides the
results back to the CPE when a client queries the system.
2.2.1.3 IBM Content Navigator
IBM Content Navigator (ICN) is a web client that can connect to the IBM FileNet CPE and
provide a user interface for accessing the various content and process management
features. It is an end-user application that can be accessed by any authorized user to
perform the activities. An administrator will be able to make specific customizations to the
UI provided by ICN to fit the requirements of the solution. Besides, an ICN developer can
make extensive customizations to fit the requirements of the business solution.
2.2.1.4 IBM Content Collector (Optional)
IBM Content Collector (ICC) for Email provides automated, policy-driven email archiving to
archive emails at the server end. Incoming and outgoing emails can be identified and
classified according to the rules and policies set in ICC. The archived emails and attachments
are added the IBM FileNet repository. For the AIS ECM system, ICC will be configured with
the Microsoft Exchange Mail server. IBM Content Collector also has connectors to File
System and Microsoft Share Point Server. These are optional components as indicated in the
high-level solution architecture.
2.2.1.5 IBM Watson Content Analytics (Optional)
IBM Watson Content Analytics includes Content Analytics and Enterprise Search component
capabilities. The strength of these two technologies provided through content mining and
business analysts can explore the data from different aspects and discover relationships
between various sets of data.

Alignment Document EXACT/AIS Confidential Page 10

Alignment Document Version 1.0

IBM Watson Content Analytics collects and analyzes structured and unstructured content in
documents, email, databases, websites, and other enterprise repositories. By providing a
platform for crawling and importing content, parsing and analyzing content, and creating a
searchable index, Watson Content Analytics help performing text analytics across all data in
within the enterprise and make that data available for analysis and search.
data from any type of structured, highly variable, or unstructured documents.
2.2.1.6 IBM ECM System Monitor
IBM ECM System Monitor automates the monitoring of the entire FileNet P8 environment
including FileNet P8 software components, application servers, databases, log files, network
communication and devices, and the full range of FileNet P8 storage repositories.
System Monitor can also identify potential problems that might arise, enabling you to take
preventive action before an outage occurs.
While System Dashboard is a performance monitoring tool that tracks information such as
application-specific events, System Monitor continually monitors the health of FileNet
systems and alerts administrators to critical errors.
IBM ECM System monitor notifies in real time about the critical problems. It provides
inbound monitoring of the FileNet P8 components by using IBM FileNet P8 API’s.
2.2.1.7 MS-Office Integration (Optional)
IBM FileNet integrates with Microsoft Office applications so that users can manage
documents, email, and attachments that are within a FileNet repository directly from the
associated office application. Outlook integration broadens search capabilities by
automatically capturing email properties such as the “To” and “From fields”. With Office
integration, a user can add a document or email message and its attachments to the FileNet
repository by selecting tasks from familiar menus.
2.2.2 Virtualization
The proposed architecture utilizes server virtualization. Virtualization has become a major
trend in the IT industry. The drivers for virtualization are cost reduction and providing better
management of hardware resources. Virtualization can be applied over servers, storage, and
applications. In this document virtualization refers to server virtualization. Virtualization will
be achieved using VMWare for all the servers in the testing and production servers if AIS IT
provides the same as per the timeline, otherwise it will be achieved using Microsoft Hyper-V
hypervisor for all components except the ones that do not support Hyper-V.
2.2.3 Deployment Architecture & Sizing
This section provides the deployment architecture for the ECM solution. Three
environments are proposed for the new system: Production, Test, and Development. All
server requirements provided in this section are for virtual servers. Using the existing
hardware Microsoft Hyper-V virtual clusters can be deployed for each environment.
Will be discussed in details in a later stage.

Alignment Document EXACT/AIS Confidential Page 11

Alignment Document Version 1.0

3 Conclusion
This document thus covers all the servers and IBM FileNet Components mentioned in the
new AIS ECM architecture. During further stages of ECM Application, the document shall be
updated accordingly with other server details.

Alignment Document EXACT/AIS Confidential Page 12