CONNECT to Notes ProductInfo

Transcription

1 CONNECT to ProductInfo Using DocuWare to manage documents from Lotus CONNECT to offers an easy and convenient method of archiving and organizing your documents in DocuWare. It provides many additional options for managing your documents within, and you can continue working with your archived documents with in DocuWare. CONNECT to enables you to enhance and optimize the performance of a Lotus system by connecting to the DocuWare document management system. The DocuWare module reliably archives sets of documents, for example together with their attachments. This relieves the strain on your environment especially from the flood of and thereby improves system performance. It also simplifies maintenance, backup and replication of the database. CONNECT to ensures that documents of all kinds and their attachments, are stored in compliance with auditing requirements. Archiving, retrieval, as well as other functions are fully integrated in the environment. Benefits Comply with statutory (archiving) provisions Enhance the performance of the environment by relieving the strain on the database Access archived documents directly from Integrate documents (e.g. ) in the business process 1

2 Description Product Architecture CONNECT to is implemented as a database and therefore as a standalone application. All users who have access to the CONNECT to databases through the Access Control List (ACL), can in principle work with the application. As soon as a user is given rights to the database via the access control list, a user document is automatically generated for that user. System Requirements Lotus Notus One PDF converter license per Domino Server for server-based automatic storage in PDF format By using profiles, you can easily define settings for archiving documents. Here you assign database types which become the source, to selected DocuWare file cabinets. This saves you from having to select each database individually (for example the mail database of every user). All databases that are based on the selected template can be used for archiving documents in DocuWare according to a particular profile (without the need for design changes to the template). An archiving profile can be specified centrally at one location and be used by multiple database servers. This means that a configuration does not have to be created for every server. You can integrate any database and any document or document type. Archiving options and modes are also defined in the profile settings. For example, you can decide to archive only attachments in DocuWare and leave the mail in the system. The link between the original document and the corresponding object in DocuWare is stored in a links database. The template for this links database is supplied as standard. The generated links can be used to run a search from, if the original document is no longer available there. When you set up a profile, you also define how documents are indexed. For an index entry in DocuWare, you define a fixed value, the contents of a field in the document, or a variable or formula. A special configuration allows you to add your own index words during archiving. The CONNECT to Toolkit provides the option to integrate functions such as archiving and retrieval directly in the source database. This makes these functions more easily and quickly available to users, for example allowing them to initiate the archiving process directly from their inbox. Overview CONNECT to Defining global settings for a profile 2

3 Archiving Scenarios CONNECT to offers a number of options for archiving documents in DocuWare. The archiving can be done on a client or on the server. Documents are indexed in the DocuWare file cabinet automatically according to rules based on the indexing settings in the profile configuration. The following options are available: Manual ad hoc storage without a default profile With this archiving mode, each user specifies manually which documents are stored. The user simply clicks a button to select the profile with the file cabinet and data source, and then selects the documents to be stored from the document selection list that appears. Of course, each user only sees the databases and documents (and fields within a document) to which they have access rights. Manual ad hoc storage with a default profile The difference between this method of storage and manual ad hoc storage without a default profile is that in this case, a default profile is selected. This profile defines a fixed source for the data and the destination. At the click of a button, the document selection list is immediately displayed and the selected documents can be processed for archiving. Automated archiving With automated, server-based archiving, an archiving agent checks to see if any documents are available for archiving in the source database. A predefined setting in the profile specifies which documents are to be stored; these can be documents of a certain age, documents that contain a specific field entry (for example the subject line of an ), or which contain criteria defined by means of a formula (such as size). If the agent finds any matching documents, it automatically stores them in the selected file cabinet. Automated archiving runs in the background without any manual intervention on the part of the user. Storage Formats in DocuWare documents can be archived in DocuWare in their original format, as a DXL, as an RTF or as a PDF. PDF and RTF boast the fundamental advantage of making the documents readable without having to install. Simply define the respective conversion settings in the DocuWare archiving profiles in. Storing in PDF format is more convenient because, in contrast to converting into RTF format, the document structure remains unchanged. In addition, an archived document in PDF format can only be read and not changed. If necessary, you can archive a document as RTF and PDF at the same time. The PDF will become the first page and the RTF will become the second page of the DocuWare document in the file cabinet. The settings for this feature are also defined in the archiving profiles. You do not need a PDF printer driver or any other software to convert documents into the convenient PDF format. Manual archiving in PDF format using Lotus clients is always free and besides standard DocuWare licenses does not require any other license. Storing in PDF format using automatic, server-based archiving requires a PDF converter license key to be acquired for a fee: A license key must be bought and registered for each active Domino Server used for the automatic archiving. 3

4 Retrieval and Restore When you run a search query on documents stored in DocuWare, the results are displayed in a hit list by title of the link and by index criteria. If a large number of links were found in a search, you can refine your search incrementally within the results displayed. You can enter a search word for each column in the hit list. The cursor jumps to the results that contain the relevant entry in that column. If documents or parts of documents were saved as originals, you can restore the documents in their original state. If the restored document has already been deleted in, it is restored with the original Universal ID (UnID). If this UnID still exists in, the document to be restored is given a new UnID. You can also search exclusively for restorable documents. Features Archiving and Retrieval Manual archiving Automated archiving completely in the background Periodic archiving according to access or modification date Event-triggered archiving, for example when the size of the database is exceeded or a new document becomes available Automatically assign index entries on archiving Database-related indexing (e.g. specify database owner for an index term and evaluate in an index filter) Storage of documents in original format or DXL (Domino-XML) or conversion to PDF or RTF format Simultaneous storage in PDF and RTF format as two pages of a DocuWare document Archive attachments in original format Archive documents with or without attachments Archive only attachments to documents, leave original documents in Delete documents and/or attachments Leave documents and/or attachments in after archiving Retrieval in Retrieval in DocuWare Fulltext retrieval (including attachments) in DocuWare Restore documents and/or attachments Restore deleted documents in with original UnID Simultaneous storage in original and RTF format as two pages of a DocuWare document 4

5 Administration Manage user archiving and retrieval rights and rights to the CONNECT to application Control access to DocuWare file cabinets via a general user defined in a profile or for each DocuWare user Option to define languages for the user interface Switch user language on the fly Define an alternative DocuWare system for offline access (e.g. Notebook) Configuration Index enhancement of documents during storage by custom adaptation Integrate any databases without changing the design of source databases Use filters to define which documents in a database should be archived Adapt source databases according to user-defined conditions using the CONNECT to Toolkit Attach documents from DocuWare basket to documents (using ToolKit) Detailed logging of all archiving and retrieval operations Central administration Archiving profiles can also be used across multiple database servers This document can also be found here: Pinpoint Digital Systems Limited Meridian House, Road One, CW7 3QG Winsford +44(0)