ibm case foundation overview
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02 February 2014 © Susanth Kurunthil 2014
IBM Case Foundation
Overview
© Susanth Kurunthil 2014 2
IBM Case Foundation
• An integrated enterprise content and process management platform
• Provides robust and secure content management capabilities
• Allows automation of content enabled business processes
• Formerly known as FileNet Business Process Manager
• Current version is P8 5.2
04/11/2014
IBM CASE
FOUNDATION
© Susanth Kurunthil 2014 3
Enterprise Content Management
AIIM DefinitionEnterprise Content Management is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.
04/11/2014
© Susanth Kurunthil 2014 4
Why Manage Content?
• 80% of an organization’s information is unstructured
• Could be scattered in paper, desktops, shared drives, emails etc.
• Lots of time and effort spent in locating information
• Litigation or disaster risks high if unstructured content is not properly managed
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?
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Business Process Management
• Automates business process flows• Presents information to user or systems to
make business decisions• Routes work from one processor
(user/system) to the next one• Uses defined business rules to evaluate
outcomes• Enforces SLAs and monitors deadlines
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RR
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The ECM Umbrella
Doc
umen
tM
anag
emen
t
Capture Process Management
Reco
rds
Man
agem
ent
Content Analytics Web Content Management
Dig
ital A
sset
sM
anag
emen
t
Emai
lM
anag
emen
t eDis
cove
ry
Activity Monitoring
Rendition Management
Adap
tive
Case
M
anag
emen
t
04/11/2014
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ECM Benefits
• Cost reduction• Improved productivity• Efficient decision making• Faster turn-around times• Enhanced customer experience• Better litigation readiness• Improved disaster recovery capability• Higher degree of compliance adherence• .. and a lot more …
04/11/2014
C
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Important Notes
• The term FileNet is used interchangeably with IBM ECM
• The information is current as of April 2014 • Based on IBM Case Foundation 5.2 • Information presented is based on the
author’s understanding of the platform• No warranties
04/11/2014
!
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Content Management Features …
• Metadata– System metadata
• Creation date• Mime type• ...
– Custom metadata– Metadata type
• Classes• Properties
2013/05/112
Invoice Number
ACME Corporation
Vendor
24-May-2013
Date
ACME Invoice May 2013
04/11/2014
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Content Management Features …
• Storage– Metadata
• Database
– Content• Database• File system• Fixed content device
2013/05/112Invoice Number
ACME Corporation
Vendor
24-May-2013
Date
ACME Invoice May 2013
File SystemDatabaseFixed Content DeviceDatabase
Metadata Content
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• Security– LDAP authentication– Authorization
• Content security• Process security
• Versioning• Events• Content life cycles
Content Management Features …
DRAFT
REVIEW
APPROVE
PUBLISH
CLOSE
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Content Management Features …
• Content indexing• Search• Classification• Entry templates• Retention & holds• Auditing
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43
2
15 6
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System Organization …
• Domain– Highest abstraction level– Boundary for all components to interact
with each other• Site
– Geographical location within a domainFILENET DOMAIN
Site 1: New York(default)
Site 2: Tokyo
Site 3: Melbourne
Site 4: Bangalore
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System Organization …
• Virtual server– Logical service point for the clients– One or more physical servers
• Server instance– Provides a set of content and process management
services to a client application– Referred to as a Content Platform Engine (CPE)
• Database Connection
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System Organization …
• Object store– Content management repository– Independent container that holds various objects – Boundary for its metadata definition and security
models– Highly scalable repository and can hold billions of
objects– Has a database associated with it– Can have multiple storage and index areas
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Object Store
Object Store
OBJECT STORE
OBJECT STORE
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STORAGE
AREA
STORAGE
AREA
System Organization …
• Index area– Container for one or more indexes– Indexes used for full-text searches
• Storage area– Container for content storage– Configured for file storage, fixed storage, or
database storage• Content Cache Area
– Caches recently accessed content through CPE
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CACHE AREA
INDEX AREA
INDEX AREA
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System Organization …
• Fixed content device– Storage device provided by an independent
software vendor• Add-on Feature
– Contains custom metadata and data that support extensions to CPE features
• Marking Set– provides an additional layer of security on CPE
objects
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FIXED CONTENT
DEVICE
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Object Stores
• Object store is a repository that stores objects• Objects : virtual representation of entities
with definitive states and behaviors• Two types of objects
– Versionable– Non-versionable
• All objects have metadata• Metadata can be system or user defined
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Object Store
Object Store
OBJECT STORE
OBJECT STORE
Object Store
Object Store
OBJECT STORE
OBJECT STORE
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Objects
• Three types of objects– Documents– Folders– Custom objects
• All three types of objects– Have metadata– Are independently securable– Instance of a class
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Docum
ent
Folder
Custom Object
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Classes
• Definition of an object type• A template to create an object• Defines the metadata structure of an object• Multiple pre-defined classes including
– Document class– Folder class– Custom object class
• Define own classes • Derive from existing ones
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CLASS .
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Properties
• Class is a collection of properties• Property is a definition of a field type• Property has names, data type, cardinality etc.• Property is an instance of a Property Template
Invoice class
Invoice Number Text 25 X1
Invoice Date Date X2
Comments Text 99 4
Vendor Text 50 X3
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Property Templates
• Master definition of a property• Defines attributes of a property• Identified uniquely by a symbolic name• Can be added to multiple classes• Can be added to a class only once• Some of the attributes may be overridden
while adding to a class. Eg. The length of a text property could be changed in a class property
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Choice Lists
• Predefined sets of values for a property
• Enforces data value integrity• Forces users to choose from a set of
values• Can be hierarchical• Assigned at the property template
level
- Cash
- Cheque
- Credit card
- Master card
- Visa
- American Express
- Debit card
- Maestro
- Interlink
04/11/2014
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Documents
• Versionable objects with one or more versions• Have metadata• Instances of document classes• Secured independently• Can have content -Zero or more content elements• May be filed in folders• Can have a lifecycle• Actions on documents could trigger events• Can be linked to other documents
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Document
Document
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Versions
• An item in a version series• Preserves the content as created• Content cannot be altered• Have metadata • Metadata can be edited• Cannot be independently secured• Created as part of check-out/check-in• Supports major and minor version numbers
04/11/2014
Version 1Version 2
Version 3
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Content Elements
• A version can have zero or more content elements
• Represents an electronic file (an image, pdf, office document, audio etc.)
• Can add multiple files to a version as different elements in a content element list
• Content element cannot be edited/replaced in a version
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Folders
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• Like container objects• Non-versionable• Have metadata• May contain other objects including folders• Independently securable• Instances of folder classes• Same object can be filed under multiple
folders
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Custom Objects
• Represents a set of metadata• Instances of custom object classes• Non-versionable• Independently securable• Cannot have content• Can be looked at as a row of data in a
relational database table
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2
1
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Securing Objects
• Objects have an Access Control List (ACL)• ACLs contain multiple ACEs• Each ACE is a combination of a grantee and a
privilege• Grantee can be an LDAP user of group• Privileges are granular or grouped• Multiple avenues for setting security on
objects
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Process Management Features …
04/11/2014
• Modeling– Process designer– Browser based application– Used to design, validate & transfer workflows– Workflows stored as objects in the Object store– Allows workflow versioning– Option to use MS Visio BPMN models
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Process Management Features …
• Execution– CPE process service
• Workflow– Running instance of a process definition– Any number of workflows can be launched– Runs through a series of steps– Is a set of tasks & routing mechanisms amongst
the steps– Contains work items
04/11/2014
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Process Management Features …
• Work management– defines how work will be distributed amongst
participants– Participants could be users or the system itself– Work items held in Queues for processing– There are private queues, public queues, and
system queues– In-baskets filters work items in queues and
present to users
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Process Management Features …
• Rules management– Used in workflow routing– Rules can be embedded in workflow definitions– Can be leveraged from a BRMS
• Orchestration– Multiple systems work in tandem in a process
• Integration– Component integrator– Web services
04/11/2014
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Process Management Features …
• Event-based triggering– Workflow subscriptions
• Monitoring– IBM WebSphere Business Monitor
• Analytics– IBM Case Analyzer
• Simulation– FileNet Process Simulator
04/11/2014
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System Artifacts …
• Process database– Stores workflow data and definitions– Stand-alone or co-located with the content
databases• Isolated region
– Logical division within the process database– Contains process definitions and data– Boundary for all artifacts within
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Process Database
© Susanth Kurunthil 2014 36
System Artifacts …
• Workflow definitions– Made up of maps– Each map contains steps and routing logic– Stored in an object store– Built using process designer
• Work items– Contains data as workflow properties– A workflow has at least one work item
04/11/2014
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System Artifacts …
• Roster– Container for workflow data– An isolated region has at least one roster– Workflow is associated with a roster at design
time• Queue
– Work items available to processors in queues– User queues, system queues, and component
queues
04/11/2014
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System Artifacts …
• In-baskets– Queue filters
• Roles– Tie users or groups to an in-basket
• Application spaces– Group roles for a specific business application
• Event logs– Container for event data– Can be queried for history and audit information
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HOLD
IN
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Conclusion
• A content and process management platform• Highly scalable content management
capabilities• Used to automate content enabled business
processes• Provides the building blocks for enterprise-
wide content and process automation
04/11/2014
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