edocs dm 52 technical dive on dv

Copyright © 1995-2007 Open Text Inc. All rights reserved.

Livelink ECM eDOCS DM/RM 5.2: A Technical Look at Dynamic Views

Shawna A. Singletary

eDOCS DM Product ManagerOpen Text Corporation


Agenda/Outline

Let me Introduce Myself Feature and Pre-requisites Overview Demo of the User Interface

- Subscribing and Unsubscribing- Ease of use via the new Save UI- Delegating Subscriptions- Viewing Base Template Folders- Hiding Enumerations- Drag and Drop Functionality


Agenda/Outline

Demo of Dynamic Views Setup and Configuration- Creating the View- Setting Security- Node Icons- Creating Levels- Search Items- Enumerations

Base Template Folders DM 5.2 DV Conversion Utility Subscription Level Security Additional Information Q & A



eDOCS DM Product Manager

[email protected]


eDOCS DM Product Manager

[email protected]

Let me Introduce MyselfLet me Introduce Myself


Feature and Pre-requisites OverviewFeature and Pre-requisites Overview


Feature and Pre-requisites Overview

Dynamic Views are used to create a virtual tree view based on user-specified data in the DM Library

The components of the views are made up of lookup data and specific to profile forms assigned to the view

DM 5.2 Dynamic Views provide a greater level of flexibility and security at the view, subscription and enumeration levels

DM 5.2 takes advantage of the new Save UI in lieu of the Dynamic Profiling present in DM 5105

The need for separate profiling tab on the Profile form is no longer there allowing for less clicks and quicker save times



Dynamic Views consist of levels, enumerations and adhoc folders

Users can subscribe at the level while enumerations automatically populate

DV allows for grouping of items on the levels, however does not allow for them on the enumerations

Multiple Dynamic Views can be configured and assigned by user and group

Multiple language support will be available as the tiered languages are added to DM 5.2



DM 5.2 DV requires the DM 5.2 client and server be installed

It also requires that the DM 5.2 webtop is installed since this is where the configuration of the views must be performed

DM 5.1.0.5 DVDP are not expected to work with the new saveUI and at this time will not be supported with DM 5.2

If DM 5.2 is installed on the client workstation it will automatically remove the current DM 5.1.0.5 version of DVDP

Library Generator must be run against the existing database to create the new DV tables



This does not mean that DV will automatically install. The administrator must choose to install it from the deployment package


Demo of User InterfaceDemo of User Interface


Introduction – What does a Dynamic View Do?

A dynamic view allows the user to get a list of documents via search objects assigned at particular places in their Dynamic View tree



This search will return all documents which have 00 as the section number, 91 as the division number, 38 as the department id and accessrpt as the document type



It also allows quick and easy access to folders and their documents via the navigational tree without

Normally, for a folder to appear in the DM Extensions tree, it must be a public folder



Because these levels allow drag and drop functions to be performed on them, Dynamic Views also provide a quick way to file one or more files at once

Given that Dynamic Views are completely customizable via the user they provide a truly dynamic way for them to work based on their everyday functions and habits


Components of a Dynamic View

Dynamic Views

Levels

Enumerations

Search Objects

Ad Hoc Folders


Components of a Dynamic View

Each view can

have up to three

branches

Subscription

Recent

All


Levels, Enumerations and Subscriptions

Levels are

hierarchical

based.

With DM 5.2

these levels are

entirely

customizable.

These cannot be

built from multi-

value fields



In most situations,

Enumerations

levels are based on

document type,

however it could be

any lookup on the

profile form.



Subscriptions are only for the levels. In our example, Section, Division and Department are the levels.

Enumerations show all values and are not based on subscriptions

The subscriptions allow for further customization of the user’s view of the tree

Only fields that use a table lookup can be selected as a subscription level


Example – Subscribing to a DV Item

A user subscribes to a new DV item by accessing the context menu on the DV tree using the right-click function.



From here they can change their Dynamic View if they have access to more than one view.

This allows easy access to multiple dynamic views from one dialog



From here they can view subscriptions for any user they have delegation rights

This allows easy access to other user’s DV from one dialog



The subscriptions

dialog is

where the user

can access

Subscription

actions and view

hidden document

types.



Once a user chooses at what level they wish to subscribe, a lookup to this table will appear so that they can choose their subscription.



Once the item is selected from the lookup, the item will appear in their Dynamic View navigational tree.

Users can only choose one subscription at a time, so the subscription dialog box will stay active until the user chooses the “Close” button.



An asterisk will appear next to the level to which the subscription was made

Notice the asterisk next to the first level for Section 09 vs. the asterisk next to Public Works for Section 14

This is a visual indicator to let the user know at what level they can unsubscribe to the DV item as well as if there may be additional fields that are not being displayed at a certain level


Example – Unsubscribing to a DV Item

To unsubscribe to a DV item, the user simply right-clicks on the item which has the asterisk next to it, and chooses Unsubscribe


Dynamic Views and the New Save UI

The new save UI that is included with DM 5.2.x replaces the Dynamic Profiling that existed in 5105 DVDP

It allows for quick navigation through the Dynamic View tree, similar to a folder structure that users are familiar with inside of Windows

As the user navigates through the dynamic view the fields on the profile form are automatically filled out for them


Dynamic Views and the New Save UI

Users can access Dynamic Views actions by launching the quick retrieve from the Save UI

This is handy in case a user decides they wish to subscribe to a new DV item while saving a document


Delegating Subscriptions

A user can choose to allow someone else to add or remove their DV subscriptions via the delegation feature


Delegating Subscriptions

Delegate subscriptions can be added via the subscriptions dialog by choosing the delegate user in the dropdown list

There is also a checkbox on the subscriptions list that will add subscriptions for all delegates at once


Enumerations - Hiding

Enumerations, by default, are global, meaning that once an enumeration level is setup in the DV configuration, all items in that table will appear for every subscription

In order to make the list of enumerations that appear in the DV, there is a feature that allows the user to hide the ones they don’t use

When an enumeration is hidden, however it is hidden for all subscriptions, not just the one at which is was chosen to be hidden

Enumerations also honor the disabled status in the database, so if an enumeration item is disabled, it will not appear in the DV tree or in the lookup


Enumerations - Hiding

With DM 5.2 we allowed the ability to selectively hide enumerations where customers can pick and choose which enumeration items appear under specific combinations of subscription levels

However, because this is very dependant on the database and is a fairly involved customization we suggest that customers work with global services to setup this type of Dynamic View enumeration configuration

For reference, this is referred to as filtering the enumeration level


Example - Hiding an Enumeration


Drag and Drop Functionality

Any document can be dragged and dropped onto a Dynamic View node

When this occurs a DM Save UI profile form will appear with the profile fields already filled out based on where the user dragged and dropped the document

If the document is already in DM and it is dragged from one DV search result to a DV node, it will update the profile with the new profile information based on where the user dragged and dropped the document

Documents can also be dragged and dropped onto adhoc folders which appear in the dynamic view

If a document is dragged from one adhoc folder to another, a copy of the document will be made and placed into the new folder with new profile information so that the document will exist twice.


Demo of Dynamic Views Setup and ConfigurationDemo of Dynamic Views Setup and Configuration


Creating a Dynamic View

Dynamic Views are created, configured and further administrated through the DM Webtop

The user administrating the dynamic views must be a docs_supervisor and have access to the DM Admin tab


Example – Creating a View

To create a Dynamic View choose Add from the Dynamic Views setup page

Fill out the fields:- View name: This will appear as the Dynamic View

label in the user interface- View ID: This will appear as the unique Dynamic

View ID in the DM Webtop DV setup - Form Name: Choose the profile form where your

Dynamic View fields are active- Order No.: The order in which the DV will appear

in your list of Dynamic Views


Example – Creating A View



Choose your options and customize the nodes- Show view node: this will display the view name at

the top of the Dynamic View tree- Show ALL node: this will display all available DV

items automatically. Because this can be a rather large list if you decide to show this node, be sure to use the grouping option.

- Show Subscription node: this will give the users the ability to add and remove subscriptions from their DV tree

- Show Recent Node: this will allow users to see their most recently used DV items. It is configurable by number of recent days

- All nodes can have customized icons or use the default icons provided



Security settings can be customized per user and per group for each Dynamic View



Multiple languages can also be setup for the view.

The default is ENU – the NA English language

The DV uses the client machine’s regional settings to determine which language so instead of setting up multiple Views, you only have to setup each language for one view



For each view you will have a set of Levels and possibly enumerations

When setting up the Levels, start at the highest parent level so that when the level is created, the children levels will automatically be created for you



In this view Sect_num is the grandparent, Div_num is the parent and dep_id is the child – these are all subscription levels indicated by the “L” under Level Type

Type_id is the enumeration level indicated by the “E” under enumeration



To create a level, choose Add from the view levels screen in the DV configuration section of the webtop



Once the level is created, fill in all of the options- View ID: this is the view to which the levels is associated- Level No.: designates the order of the levels- Level Name: this is the name that will appear for the node in

the user’s DV tree- Level Icon: name of default or customized icon- ID field name: this name will appear as the name of your

level in the DV configuration- Type: Level or Enumeration- Column: this field is automatically populated from the profile

form associated with the view. If the field does not show up in the drop down, add it to the profile form

- Display format: used to determine how to display the level to the user: example {SECT_ID} - {SECT_NAME} will display as: 00001 – Section One



Each level also has customizable options Sublevel defaults are used to futher fill in information

based on the level for instance app_id = ‘MS Outlook’ could be used if you know all documents at that level will be email messages


Search Objects

Each level has the option of adding search items In order for view documents that are associated with a

specific level or enumeration, a search object must be added to that level.

When clicked the search object will return results based on where in the tree the search object is located


Customizing Search Objects

Custom Search Objects can be created via Validation Tables Level Searches Add

The fields used are based on the search forms to which they are assigned

APP_ID=‘MS OUTLOOK’||CREATION_DATE=%DATE||AUTHOR_ID=CurrentUser


Subscription Level SecuritySubscription Level Security


Setting Security

Security at an administrative level is set in the webtop.- This setting controls who has permissions at the

node level for setting security- Allows for inheritance of security at the document

level when dragging and dropping documents onto the Dynamic View


Security Settings – Administrative Level

Security can be set at the Dynamic View as well as at the Subscription Levels however they cannot be set based on Enumeration


Security Settings – Client Level

Security for the DV on the client workstation uses the standard security interface that is already familiar to DM users through the ACL

Security can be set at any subscription level, and that security will be inherited by any document or folder created under that level.

When a person is given rights to control security, that user can delegate the responsibility.


Security Inheritance – How Does it Work?

Assuming that you have setup a dynamic view where client is the top level and matter is the second level:- When security is set at client level but not at

matter level, all docs at client and matter level inherit from the client level security settings

- When security is set at the client and matter level, if a doc is saved at matter level it inherits the security placed at matter level. In addition, any changes made at client level do not trickle down to the matter level at that point.


Base Template FoldersBase Template Folders


Base Template Folders

DM Folder Structure for Template Folders



Template Folders can be used in Dynamic Views to allow for uniform folder structures in the navigation tree



The library must be set to allow duplicate document names

One base folder can be defined per dynamic view The subfolders in the base folder are the template

bases, not the base folders themselves. The folders must be inserted manually by the users When the folders are inserted, they actually create

new folders in the database In order for the folders to expand in the tree the

following key must be added to the registry: HKLM/Software/Hummingbird/PowerDOCS/Core/Plugins/Fusion/SettingsDword = LazyExpandIndicator = 1



Using DM Extensions, right-click on the DV subscription to which you wish to add the folder template

Choose New Folder(s) from Template



Template Folder Creation in Dynamic Views


DM 5.2 DV Conversion UtilityDM 5.2 DV Conversion Utility


Using the Conversion Utility

A structure must be setup in your 5.2 database that is identical to the 5.1.0.5 DVDP configuration.

The utility will be provided with the DM 5.2 patch download in the ..\Tools\DM Extensions\DynamicViewConversion folder

The conversion utility only needs to be used once Three files must be copied onto your client machine

into the DM Extensions directory

Run the DVUserDataConverter.exe


Dynamic View User Data Conversion

When the utility finds the new DM 5.2 Dynamic View it will be displayed in the dialog

It will convert subscription and adhoc foldering information

It will not convert the matter-centric security from DVDP



To convert single users or groups at a time, the DVUserConverterCmd.exe can be used from the command line to perform the conversion.

This utility uses to configuration files to perform the conversions:- Convert.ini- Migration.ini

The command must contain paths to both files for example: Run C:\Program Files\Hummingbird\DM Extensions\DVUserConverterCmd.exe c:\data\ CONVERT.INI c:\data\ MIGRATION.INI



Convert.ini – Explained

[GLOBAL SETTINGS]- LIBRARY NAME=YourLibraryNameGoesHere- UID=YourDMUserNameGoesHere- PWD=YourDMUserPasswordGoesHere



Migration.ini – Explained

[UserMigration]- IdentificationMethod=Group or User or Both- [UserSettings]- Users=shawna.singletary - [GroupSettings]- Groups=DOCS_USERS,RECORDS_MANAGERS

If converting multiple users and/or groups, the list must be the user_id and group_id values and is comma delimited


Additional Information

Refer to the following documents which were released with DM 5.2 and DM 5.2.1:- Using Livelink ECM – eDOCS DM 5.2 Software- DM 5.2 Release Notes- DM/RM 5.x Documentation Updates- DM 5.2.1 Release Notes

If you’d like more information:- E-mail me: [email protected]

mailto:[email protected]

Coming together is a beginning, staying together is progress, and working together is success.

edocs dm 52 technical dive on dv

Technology

dynamic view tree

enumerations levels

dynamic views shawna

dynamic way

subscriptions levels

dv tree

users dv

new dv item