Novell GROUPWISE 8 - LIBRARIES AND DOCUMENTS User manual

Libraries and Documents

VII

305

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VII

Libraries and Documents

Chapter 21, “Document Management Services Overview,” on page 307

Chapter 22, “Creating and Managing Libraries,” on page 313

Chapter 23, “Creating and Managing Documents,” on page 351

Chapter 24, “Integrations,” on page 379

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Document Management Services Overview

307

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Document Management Services

Overview

GroupWise®Document Management Services (DMS) lets users create documents with integrated

applications, save them, then easily locate a specific document later without knowing the

application, a specific document name, or the document’s physical location. Users can create, share,

locate, edit, view, and check out documents that are created under the management of GroupWise

DMS.

A GroupWise DMS system consists of the following components:

Section 21.1, “Libraries,” on page 307

Section 21.2, “Document Storage Areas,” on page 309

Section 21.3, “Documents,” on page 309

Section 21.4, “Integrations,” on page 312

21.1 Libraries

A library is a set of documents and a database that allows the documents to be managed as a unit. A

library must belong to a specific post office but can be accessed by users in other post offices. The

GroupWise client enables users to store and manage their documents in the library. The GroupWise

Post Office Agent (POA) transfers documents between the GroupWise client and the library.

Figure 21-1 Relationship between the Library and the Clients, Applications, and Users Who Use It

In ConsoleOne®, a library can be viewed where it resides in the Novell®eDirectoryTM tree.

GroupWise

Client

GroupWise

Client

Post OfficeLibrary

POA

User UserUser

GroupWise

Client

Integrated

Application

Integrated

Application

Integrated

Application

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Figure 21-2 ConsoleOne View Showing its Location in the eDirectory Tree

A library can also be viewed in relationship to the post office that owns it.

Figure 21-3 ConsoleOne View Showing the Library in Relationship to Its Post Office

In the GroupWise Windows client, users can view a list of all the libraries to which they have access

by clicking Tools > Options > Documents.

Figure 21-4 GroupWise Documents Setup Dialog Box

Document Management Services Overview 309

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NOTE: This feature is not available in the Linux/Mac client.

Physically, a library consists of a set of directories and databases stored in the gwdms subdirectory

of the post office, as illustrated in “Post Office Directory” in GroupWise 8 Troubleshooting 3:

Message Flow and Directory Structure.

For complete information on libraries, see Chapter 22, “Creating and Managing Libraries,” on

page 313.

21.2 Document Storage Areas

Documents can be stored at the post office, as illustrated in “Post Office Directory” in GroupWise 8

Troubleshooting 3: Message Flow and Directory Structure. This is the simplest configuration, but it

is not recommended for libraries where substantial growth is anticipated because documents stored

at the post office cannot easily be moved to a different location where additional storage space is

available.

Preferably, documents should be stored outside the post office, in document storage areas.

Document storage areas are physical locations, such as drive volumes, optical devices, hard drives

on other servers, and so on. Document storage areas can be located anywhere that the POA can

access them locally or using direct network access (mapped drive or mounted file system).

A document storage area has the same internal directory structure that is used to store documents at

the post office. The only difference is that a document storage area can be located anywhere in your

system. Therefore, a document storage area can be moved easily, so it is easy to expand your

document storage capacity if you store documents in a document storage area rather than at the post

office.

For complete information on document storage areas, see Section 22.6.2, “Managing Document

Storage Areas,” on page 336.

21.3 Documents

Documents created using GroupWise DMS are not stored as individual files. Instead, documents are

stored in database structures called binary large objects (BLOBs). A document and all of its versions

are stored in the separate BLOB files. BLOBs are compressed (50% or more) to conserve storage

space. BLOBs are encrypted to provide security.

Because documents are stored in a database structure, information can be associated with each

document that is not part of the document itself, such as:

Section 21.3.1, “Document Properties,” on page 309

Section 21.3.2, “Document Types,” on page 310

For complete information on documents, see Chapter 23, “Creating and Managing Documents,” on

page 351.

21.3.1 Document Properties

Document properties are attributes that determine what users see on the document property sheets

when they create DMS documents. In the GroupWise Windows client, the default document

properties for a new document appear like this:

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Figure 21-5 GroupWise Client New Document Dialog Box

NOTE: In the Linux/Mac client, you cannot create new documents in GroupWise.

In ConsoleOne, the default document properties for a library are defined like this:

Figure 21-6 ConsoleOne Document Properties Maintenance Window

The default document properties are often adequate, but for some libraries, additional customized

document properties can be very useful. For example, the legal department might want Client and

Matter fields to be required for most documents created by anyone in that department.

NOTE: Document properties cannot be set in ConsoleOne on Linux. However, you can use

ConsoleOne on Windows to set document properties for libraries that are located on Linux.

21.3.2 Document Types

The Document Type property defines how a document is disposed of when its “life” in the system

has expired. It is a required field. Users select a document type each time they create a new

document.

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Figure 21-7 Lookup Dialog Box

A number of default document types are provided, as shown above. If needed, you can set up

additional document types. For example, you could set up Pleading for the legal department,

Spreadsheet for accounting, Correspondence for administration, RFP for marketing, White Paper for

R&D, and so on.

The document type establishes the following document characteristics:

“Maximum Versions” on page 311

“Expiration Actions” on page 312

“Document Life” on page 312

The following table lists some of the default document types and their default characteristics:

Table 21-1 Document Types

Maximum Versions

Users can create new versions of their documents when they revise them. Version numbers are

automatically incremented.

Any version of a document can be designated as the official version by the user. The official version,

which is not necessarily the most recently edited version, is the one located in searches. GroupWise

users have the right to designate an official version if they have Edit rights to the document.

Document Type Maximum Versions Expiration Action Document Life

Agenda 100 Archive 99 days

Document 100 Archive 365 days

Memo 1 Delete 99 days

Minutes 100 Archive 99 days

Misc 10 Archive 30 days

Proposal 100 Archive 99 days

Report 100 Archive 99 days

Template 100 Archive 365 days

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Each document type property has a maximum number of versions (up to 50,000 per document).

Most types have a default of 99 versions. A maximum of 0 (zero) versions means that documents of

that type cannot have versions.

Document Life

Document life is the number of days that must pass between the time when a document is last

accessed and when it is ready for archival or deletion. A document life value of 0 (zero) indicates

that the document will never be available for archival or deletion.

Expiration Actions

When a document’s life expires, its associated expiration action takes place:

Archive: The document is archived when it reaches its document life date. This is useful for

important documents because archived documents can be unarchived.

Delete: The document is automatically deleted when its document life date is reached. This is useful

for documents that are temporary in nature.

Retain: The document is not deleted or archived, and remains in the system indefinitely. This option

is practical for documents that have a recurring use, such as template documents.

21.4 Integrations

Integrations serve as the “glue” between document-producing applications and your GroupWise

DMS system. Integrations provide code specifically designed to allow function calls, such as Open

or Save, to be redirected to the GroupWise Windows client. This allows GroupWise dialog boxes to

be displayed instead of the application’s normal dialog boxes for the integrated functions.

Integrations also allow GroupWise to pull documents from a library and deliver them to applications

for modification. Then, integrations enable GroupWise to return modified documents to the library

so that other users can access them.

NOTE: The Linux/Mac client does not include integrations, which is why you cannot create and

edit documents from the Linux/Mac client.

For complete information on the integrations available for the Windows client, see Chapter 24,

“Integrations,” on page 379.

Creating and Managing Libraries

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Creating and Managing Libraries

When you first set up a new GroupWise®system, a basic library is automatically created for the first

post office. A basic library is adequate when:

Document management is not a primary activity of your GroupWise users.

The library will store documents created and used by members of the post office that owns the

library, or, if you do not need one basic library per post office, by all users within a domain.

All documents will be stored at the post office or in a single document storage area external to

the post office that owns the library.

If your anticipated document management needs are more demanding than those listed above, you

can set up one or more full-service libraries, where you can implement the full range of document

management capabilities offered by GroupWise Document Management Services (DMS).

NOTE: The Linux version of ConsoleOne®allows you to create libraries, but it does not allow you

to set document properties as described in Section 23.2, “Organizing Documents,” on page 354. As

you plan for libraries on Linux, keep in mind that the Linux/Mac client has only basic document

management capabilities when compared with the Windows client, as described in “Document

Management” in the GroupWise 8 Linux/Mac Client User Guide.

To use one or more libraries as part of your GroupWise system, perform the following tasks as

needed:

Section 22.1, “Planning a Basic Library,” on page 313

Section 22.2, “Setting Up a Basic Library,” on page 316

Section 22.3, “Planning Full-Service Libraries,” on page 317

Section 22.4, “Setting Up a Full-Service Library,” on page 329

Section 22.5, “Viewing a New Library in Your GroupWise System,” on page 332

Section 22.6, “Managing Libraries,” on page 333

Section 22.7, “Library Worksheets,” on page 346

IMPORTANT: If you are creating a new library in a clustered GroupWise system, see the

GroupWise 8 Interoperability Guide before you create the library.

22.1 Planning a Basic Library

An initial basic library was created along with the first post office when you set up your GroupWise

system. That initial basic library is available for immediate use. However, you might want to change

the location where documents are stored, as described in Section 22.1.4, “Deciding Where to Store

Documents,” on page 315. You can also create additional basic libraries as needed.

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This section provides the information you need in order to set up a new basic library. Section 22.7.1,

“Basic Library Worksheet,” on page 346 lists all the information you need as you set up a basic

library. You should print the worksheet and fill it out as you complete the tasks listed below:

Section 22.1.1, “Selecting the Post Office That the Library Will Belong To,” on page 314

Section 22.1.2, “Determining the Context for the Library Object,” on page 314

Section 22.1.3, “Choosing the Library Name,” on page 314

Section 22.1.4, “Deciding Where to Store Documents,” on page 315

After you have completed the tasks and filled out the worksheet, you are ready to continue with

Section 22.2, “Setting Up a Basic Library,” on page 316.

22.1.1 Selecting the Post Office That the Library Will Belong To

If you are creating a basic library for each post office in your GroupWise system, print a copy of

Section 22.7.1, “Basic Library Worksheet,” on page 346 for each post office.

If users in several post offices will store documents in the same basic library, you must decide which

post office should own the library. A library can never be reassigned to a different post office, so you

should choose the owning post office carefully. You should consider which users will use the library

most frequently and where you might want to create additional libraries in the future.

22.1.2 Determining the Context for the Library Object

Generally, you should create the Library object in the same context as its post office. You cannot

move a Library object after you have created it.

22.1.3 Choosing the Library Name

When you create the Library object, you must give the library a name. This is the name that is

displayed in ConsoleOne.

After you have specified the library’s name and created the Library object, the name cannot be

changed. Therefore, if you have or will have other libraries, you should pick a name that uniquely

identifies the library. For example, use the name to identify the post office it is assigned to.

Do not use any of the following characters in the library’s name:

BASIC LIBRARY WORKSHEET

Under Item 3: Post Office, specify the name of the post office that will own the new basic library.

BASIC LIBRARY WORKSHEET

Under Item 1: eDirectory Container, specify the container for the Library object.

ASCII characters 0-31 Comma ,

Asterisk * Double quote "

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