Release Notes Documentum Release 2.1

Transcription

1 Release Notes Documentum Release 2.1 DCTM Release 2.1 1

2 Released May 2, 2011 Copyright Pearson Education, Inc. and/or one or more of its direct or indirect affiliates. All rights reserved. DCTM Release 2.1 2

3 Contents Item Title Page Number Introduction s and solutions for both enhancements and bug fixes. CR Delete All was not the default option during the folder deletion process. CR Identifying linked files from the Search Results screen was time consuming. CR Current Workflow functionality design had changed the Access Control List (ACL) so that only the asset owner had access to it. CR Pan-Pearson standards and Business Unit enhancement requests were the key drivers of the Developmental Ready Use Case (DRUC) R2.1 Metadata Requirements. CR Safari users received sending a form messages when they attempted to open DRS Crystal reports. CR Tar files were not removed from users computers after bulk functions completed. CR Lock Owner and Lock Owner s Host were confusing and unclear labels/metadata names. CR Downloaded Metadata Templates contained irrelevant fields and values. CR Bulk imports from unwriteable external discs (CD s) were unsupported. CR XML files were changed upon import into Documentum. CR CR Bulk exported files did not retain their original Creation and Modification dates. The VIEW > Properties submenu items were no longer applicable. CR Bulk function jobs could only be run one at a time CR CR The Base Master Metadata Template was modified to align it the R2.1 Metadata Development Ready Use Case (DRUC). The default size for folder deletion (1,000 item limit) was inadequate when users wanted to delete large folders DCTM Release 2.1 3

4 Item Title Page Number CR Users could only bulk import and bulk export 27 within a single repository but not across multiple repositories. CR Bulk import jobs, 12 GB or larger, took a long time to process. 27 CR The 160-character limitation of the Legacy 27 Subject Description field caused bulk metadata updates to fail. CR The error message users received when they 28 attempted to delete a folder with more than 1,000 items was unclear. CR File extensions.flv and.aif changed upon import 28 into Documentum. CR Files and folders were missing from bulk uploads. 29 CR CR CR CR User could not create Bulk Export job due to missing file information on the Bulk Tools: Export screen. Users could not search for all document object types on the Advanced Search screen. Bulk exports of EPS files without extensions from a Mac produced duplicate files with filenames ending in periods. Folder metadata on the Pearson Common Folder was inheriting to sub-folders DCTM Release 2.1 4

5 Introduction Release 2.1 is an enhancement and bug fix release to the prior Pearson CMS releases of Documentum. Release Notes 2.1 describe: The issues and solutions for the (25) enhancements and/or bugs that were implemented and/or fixed in the Release 2.1 build. DCTM Release 2.1 5

6 1. CR Delete All was not the default option during the folder deletion process. When users deleted a folder, the Delete screen displayed the default options to delete only the selected folder and its current version (See Figure 1.1). However, most of the time users wanted to perform the second, unselected options: to delete the selected folder, its sub-folders, and all its versions. As a result, users were faced with unnecessary clicks. Figure 1.1. The Delete screen defaulted to Delete only the Selected Folder and Delete Current Versions options, which were not the common actions users preferred. As a result, users with faced with unnecessary clicks. DCTM Release 2.1 6

7 The Delete screen has been reconfigured to make Folders: Delete the Selected Folder and All Sub Folders and Objects and Versions: Delete All Versions the default options. Users will now only have to click the OK button to delete a folder and all of its contents (See Figure 1.2). Figure 1.2. The Delete screen options now default to the Delete the Selected Folder and All Sub Folders and Objects and Delete All. Versions options. DCTM Release 2.1 7

8 2. CR Identifying linked files from the Search Results screen was time consuming. From the Search Results screen, users were unable to determine if a file were linked to other files within Documentum (See Figure 2.1). As a result, users had to select the file and then choose VIEW > Locations. Figure 2.1. Users could not tell at a glance if files in the Search Results screen were linked elsewhere. A more user-friendly alternative now places an icon next to linked files on the Search Results screen so that users can identify these files at a glance (See Figure 2.2). Figure 2.1. Users could not tell at a glance if files in the Search Results screen were linked elsewhere. Figure 2.2. A link icon now displays in the Search Results screen when files are linked. DCTM Release 2.1 8

9 3. CR Current Workflow functionality design had changed the Access Control List (ACL) so that only the asset owner had access to it. Current workflow functionality had changed the Access Control List (ACL) so that only the owner of an asset had access to it. As a result, checked out assets were forwardable but not usable by other users. In addition, users could not tell why a file was unable to be checked out because the workflow was not apparent and did not show who had the file. The ACL has been returned to its default behavior so that the ACLS are not altered when assigned to a user in the workflow. As a result, users will be able to edit checked out files, and necessary system security will still be maintained. DCTM Release 2.1 9

10 4. CR Pan-Pearson standards and Business Unit enhancement requests were key drivers of Developmental Ready Use Case (DRUC) R2.1 Metadata Requirements. s Pan-Pearson standards and enhancement requests from the Business Units were the key drivers of the metadata updates supported in the Developmental Ready Use Case (DRUC) R2.1 Metadata Requirements. Release 2.1 incorporated metadata requirements from four key areas: Enterprise Object Model (EOM) Phase folder objects types (PRSN Common, PRSN Folder, PAL-P Legacy, PAL-I Legacy, and 13 other Curriculumspecific folder object types) and the lack of standard file object types across all Business Units made it difficult to search for folders and to find relevant files for reuse. Information Lifecycle Management (ILM). Related to EOM, ILM refers to the policies regarding the length of time files can reside in a repository like Documentum. The current large number of folder object types and non-standard file types made ILM-driven automation difficult. K-12 Curriculum. To better align the Curriculum Group to other Pearson business units and to adjust their usage of attributes to date, metadata changes were deemed necessary. SARs. The placeholder CR encompassed 10 metadata-specific SARS. s Enterprise Object Model (EOM) for Folders. The goal of EOM is to minimize the number of object types in Documentum by distilling them into fundamental types. However, in EOM for Folders - Phase 1 two new folder types have been added, Product Folder and General Folder. Product Folders may be thought of as ISBN folders with titles and copyright years while General Folders may be construed as folders that do not contain 100% of a product s content, for example, a chapter folder that might have minimal and optional metadata like descriptions, keywords and comments. In EOM Phase 1, these two new folders will be hidden from users and will not be available until Release 2.2 when all existing folders within Documentum, except the PAL Legacy folders, will be transformed into either Product Folders or General Folders (See Figure 5.1). Note: For more information about the Release 2.1 and 2.2 EOM for Folders solution, please register for the Documentum Metadata Release 2.1 Overview Course in People Development DCTM Release

11 Phase 1 - R2.1 Folder Types Phase 2 R2.2 Transformations Phase 2 - R2.2 Folder Types (Penguin Groups Exception) Figure 5.1. EOM for folders occurs in two phases. In Phase 1 R2.1, the 17 current folder types will remain in DCTM and two new folder types (Product and General) will be created, though temporarily hidden. As part of Phase 2 R2.2, non-legacy folder types will be transformed to either a Product folder or a General folder. Legacy folders will not be transformed. Penguin US and Penguin UK legacy folders are the exception; they will be transformed. ILM. The EOM files Phase 1 solution for R2.1 provides that the following file types are active and exist: AVA, Image, Layout, Render, Text, Content (Other), PAL-P Legacy, and PAL-I Legacy. Phase 1 for files paves the way for Phase 2 (See Figure 5.2). R2.1 Legacy Object File Types R2.2 Self- Service Transform Tool R2.1 Standard File Object Types Figure 5.2. EOM for files occurs in two phases. In Phase 1 R2.1, eight object file types will be available: AVA, Image, Layout, Render, Text, Content (Other), in addition to two legacy file types As part of later Phase 2 R2.2, a self-service transform tool will allow users to transform files that will be re-used. DCTM Release

12 K-12 Curriculum s o o o Program Name: Official and Program Name: Working have been changed from controlled vocabularies to free text fields. Length is 48 characters. Readability Rating and Readability Scale have been hidden while these are reviewed. The following attributes have been deleted in R2.1: Custom Core Chapter Title, Custom Ranking, and Feature Location. SAR s o CR The Contributor Name field length was increased to 48 characters. Contributor Name and Contributor Role are becoming a repeating pair, allowing business units to add all of their contributors to their ISBNs. o CR A new attribute Imported was added to indicate the date an object was imported or created in Documentum. The Imported date does not change with subsequent versions. o CR The Title field length was increased to 120 characters. o CR Editor was added as a new controlled vocabulary value for Contributor Role. o CR Object Type labels have been simplified and updated to make them more user-friendly when users import a new file/create a new folder and when users perform Advanced Searches (See Figure 5.3). Figure 5.3. This table compares the Current State object type labels for folders and files with the new user-friendly labels. The R2.1 labels will help users during import and search. DCTM Release

13 o CR Version object types are changing to Edition object types. Instead of selecting Version Country, State and District attributes, users will now select countries from a Tier 1 drop-down menu while the Tier 2 drop-down menu will list the countries (See Figure 5.4). Figure 5.4. This table compares the changes that occur when the Version object types become Edition Object types in R2.1 DCTM Release

14 5. CR Safari users received sending a Form messages when they attempted to open DRS Crystal reports. Safari users received sending a form messages whey they attempted to open default DRS Crystal reports (See Figure 6.1) although the reports actually opened in a browser window hidden behind the Documentum browser window. Figure 6.1. This form notification appeared when users attempted to open Crystal reports in Documentum. An EMC patch was deployed to ensure that the erroneous notification message does not appear and that the Crystal report appears correctly (See Figure 6.2) Figure 6.2. Crystal reports now display correctly without a form notification message. DCTM Release

15 6. CR Tar files were not removed from users computers after bulk functions completed. During bulk functions (bulk import, bulk export, bulk metadata download), temporary TAR.GZ (tar) files are created on the user s computer. By design, the tar files should automatically delete from the user s computer when the bulk actions are finished. However, the tar files were not removed. Because tar files were roughly three quarters of the size of the bulk jobs themselves, the issue became particularly serious with large content transfers. Due to bulk re-design, tar files created on local computers during bulk actions now automatically delete when the functions complete. Thus, users will no longer see a tar file on their computers after they have performed bulk jobs. DCTM Release

16 7. CR Lock Owner and Lock Owner s Host were confusing and unclear labels/metadata names. Users were confused because the attributes for the name of the person who checked out a file were not used consistently in Documentum. In the Content pane, the attribute was called Lock Owner while, in search results, it was called Lock Owner s Host. Furthermore, neither label most accurately represented the attribute: the name of the person who checked out a file. For example, Lock Owner s Host actually represents the IP address of the machine of the person who checked out the file The attribute label for the name of a person who checked out a file has been changed to Checked Out By everywhere Documentum and, thus, replaces Lock Owner (See Figure 8.1). Figure 8.1. Checked Out By replaces Lock Owner in all instances across Documentum. Lock Owner s Host remains as the IP address of the machine of the person who checked out the file. DCTM Release

17 8. CR Downloaded Metadata Templates contained invalid fields and values for undefined object types. When users downloaded the Metadata template, they expected to see masking information for the 2.0 object model. Instead, the template contained invalid metadata masking Information for undefined Object Types (See Figure 9.1). Even though the irrelevant information was just placeholder text and had no effect on bulk metadata updates, users were confused. Figure 9.1. The downloaded Metadata template contained irrelevant information, which was confusing for users. The Documentum object model was stabilized, and all extra fields and values were removed. DCTM Release

18 9. CR Bulk imports from unwriteable external disks (CD s) were unsupported. When users attempted to bulk import content from a CD or DVD, they received an error message, You do not have space on your disk for this job, and the bulk import failed. This occurred because Bulk Imports were designed to create an archive within the parent directory of the files/folders to be imported; when the function could not create an archive on the unwriteable CD, the bulk import job failed. Users can now bulk import from CDs and DVDs. Bulk Import has been redesigned to search for an alternate location on the local computer if the targeted location is full or unwriteable. 10. CR XML files were changed upon import into Documentum. When PAL-Projects XML files were imported into Documentum, the default XML was associated to the files and added an XML declaration to the file header: <?xml version="1.0" encoding="utf-8"?> As a result, the XML files migrated from PAL- Projects were changed upon import. Pearson XML was made the default when XML files are imported into Documentum. Thus, even if the XML files are not properly formatted, the files will still import into Documentum. DCTM Release

19 11. CR Bulk exported files did not retain their Creation and Modification dates. When users bulk exported content from Documentum, the creation and modification dates of the files reflected the bulk export date not the dates when the files were originally added to Documentum (creation date) or edited (modification date) (See Figure 12.1). However, during bulk exports from PAL-Projects the original file creation and modification dates were retained (See Figure 12.2). Loss of this valuable information negatively impacted the business units work processes. Figure The Documentum modification date for Bulk exported content reflected the date of the bulk export, not the date when the files had been edited. DCTM Release

20 Figure The PAL-Projects modification date for Bulk exported content reflected the date when the files had been edited, not the date when the files had been bulk exported. Documentum has been enhanced to retain the original Modified dates of imported files. However, Documentum cannot retain the original creation dates of files at this time; this solution has been postponed for a future release. Until a solution has been found for the Date Created issue, some Modified dates may predate the Created date. DCTM Release

21 12. CR The VIEW > Properties submenu items were no longer applicable. Originally, the different areas of the Properties menu were divided into these submenu items: History, Security, Info (See Figure 13.1) The VIEW menu in the Documentum banner corresponded to these three tabs (See Figure 13.2) However, when additional tabs were added to the Properties screen, the submenu items no longer related accurately to the Properties screen (See Figure 13.3). Figure The PAL-Projects modification date for Bulk exported content reflected the date when the files had been edited, not the date when the files had been bulk exported. Figure The PAL-Projects modification date for Bulk exported content reflected the date when the files had been edited, not the date when the files had been bulk exported. DCTM Release

22 Figure Additional tabs displaying on the Properties screen for a file did not correspond to the three Properties sub-menu options: Info, Permissions, History. The VIEW > Properties sub-menu options (Info, Permissions, History) have been removed (See Figure 13.4). Figure The VIEW > Properties menu no longer has sub-menu options. DCTM Release

23 13. CR Bulk function jobs could only be run one at a time. Users could only run bulk import and bulk export jobs one at a time. This slowed down workflows because users had to wait for one bulk function to complete before beginning the next. Users needed to be able to kick off multiple jobs in sequence without having to wait for the first one to complete The bulk functions were redesigned so that users can create multiple jobs locally. During a bulk function, the content is compressed and cached in a temporary location. and is then removed systemically at the completion of each job. Bulk screens were redesigned, for example, to allow users to stage or queue up multiple jobs (See Figure 14.1), to provide visibility to bulk jobs in the local queue (See Figure 14.2), and to kick off the bulk process for pending jobs (See Figure 14.3). New sub-menu options also display on the BULK TOOLS menu (See Figure 14.4). Figure The Queue Job button on the Bulk Import dialog box allows users to create and stage multiple jobs. DCTM Release

24 Figure The Local Queue Component screen provides the status of multiple bulk jobs. Figure The Job Process Component dialog box allows users to view the number of pending jobs and to start the bulk jobs processing. Figure Local Queue Status and Start Job Process are new BULK TOOLS sub-menu options. DCTM Release

25 14. CR The Base Master Metadata Template was modified to align it to the R2.1 Metadata Developmental Ready Use Case (DRUC). The Base Master Metadata Template required modification to align it to the R2.1 Metadata Development Ready Use Case (DRUC). Attributes were added to / removed from the Base master metadata template spreadsheet for the R2.1 release. In addition, the following are the object types supported by the template: Prsn_common_folder Prsn_legacy_folder Prsn_legacy_pali_folder Prsn_folder Prsn_content_folder Prsn_content Prsn_layout Prsn_image Prsn_render Prsn_text Prsn_ava Prsn_legacy_content Prsn_legacy_pali_content Note: All object types NOT on this list are intentionally omitted. DCTM Release

26 15. CR The default size for folder deletion (1,000 item limit) was inadequate when users wanted to delete large folders. When users attempted to delete large folders, they received an error message that the Delete folder operation failed (See Figure 16.1). The default size for deletion (1,000 items) created inefficiencies for archivists who often need to delete extraneous archives. The only resort for these users was to break the large delete job up into several small deletions. Figure Error message displayed when users attempted to delete large folders with more than 1,000 items. The folder delete limit was increased to 10,000 without any impact to performance. DCTM Release

27 16. CR Users could only bulk import and bulk export within a single repository but not across multiple repositories. While users could only bulk import and bulk export with a single Documentum repository, they could not perform bulk jobs across multiple repositories. The code was re-configured so that the multiple repository strategy supports bulk functionality. 17. CR Bulk Import jobs, 12 GB or larger, took a long time to process. Bulk imports jobs include both pre-processing (time to tar and compress files) and uploading (time to transfer the content to Documentum). Users who attempted to bulk import job 12 GB or larger experienced long waits. While the pre-processes for uploading were not modified, optimizations were made to the uploading time using the local Bulk Content Handler (BCH). The result is that the overall bulk import time was significantly reduced. 18. CR The 160-character limitation of the Legacy Subject Description field caused bulk metadata updates to fail. The Legacy Subject Description field containing keywords of more than 160 characters caused bulk metadata updates to fail. The Legacy Subject Description field limitation has been increased to 300 characters to allow a greater number of keywords. DCTM Release

28 19. CR The error message users received when they attempted to delete a folder with more than 1,000 items was unclear. The out of the box Documentum limitation for folders is 1,000 items. When users attempted to delete large folders with more than 1,000 items, they received an ambiguous error message (See Figure 20.1) Figure Error message displayed when users attempted to delete large folders with more than 1,000 items. The deletion error message has been modified to account for the increase in folder deletion size as per CR and has been re-written to make the notification more user-friendly: "Folder cannot be deleted as the total descendants of this folder are over 10,000. Delete the subfolders in batches or contact the corporate helpdesk for assistance." 20. CR File extensions.flv and.aif changed upon import into Documentum. When users imported files with particular file extensions, namely.flv and.aif into Documentum, the file extensions were changed in Documentum. Specifically, the.flv files changed from lower case to capitals as in.flv. Also,.aif files were either changed to.pdf or an additional f was appended to.aif files as in.aiff. Changes were made to the.flv and.aif formats so that file extensions are preserved upon import. DCTM Release

29 21. CR Files and folders were missing from bulk exports. All content was not successfully transferred during bulk exports so that some files and folders were missing. For example, a typical bulk export job might contain 72 folders. However, when the bulk export job was downloaded to the user s desktop, the Job ID folder only contained 50 folders. The Bulk Export source code has been modified so that content is no longer skipped during downloads and all content requested transfers successfully. 22. CR User could not create Bulk Export job due to missing file information on the Bulk Tools: Export screen. A particular Documentum user could not create a Bulk Export job due to missing file information on the Bulk Tools: Export screen (See Figure 23.1). Figure The Bulk Tools: Export screen lacked Repository Path, Total File(s)Folder(s) selected, and Total Content Size. As a result, the user could not create a job successfully. The issue resulted because of an apostrophe in the user s name. The user account was configured differently, and the user can now bulk export. DCTM Release

30 23. CR Users could not search for all document object types on the Advanced Search screen. On the Advanced Search screen, users were unable to search for documents of all object types. Because business units use many document object types, multiple searches are required to search for more than one type of document object type. Document has been added as an object type on the Advanced Search screen (See Figure 24.1). By selecting this value, users can now search all documents, regardless of object type, in Documentum. Figure Document has been added as an Object Type on the Advanced Search screen. As a result, users can now search for once and retrieve all documents, regardless of object type. DCTM Release

31 24. CR Bulk exports of EPS files without extensions from a Mac produced duplicate files with filenames ending in periods. When Mac users bulk exported EPS files that lacked extensions, their exports contained the original EPS files - as well as duplicates of each file with periods at the end of their names (See Figure 25.1). Figure EPS files without extension and duplicate EPS files with periods at the ends of the filenames as a result of bulk exports from a Mac. The issue was identified, the source updated and checked-in. As a result, duplication of files is prevented. DCTM Release

32 25. CR Folder metadata on the Pearson Common Folder was inheriting to sub-folders. Pearson Common Folders should not be inheritable, that is, metadata applied to the parent folder should not inherit to the sub-folders. However, when users applied project metadata to a Pearson Common folder during bulk imports, browser imports, and new folder creation, the project metadata inherited. Only the parent folder should hold the project metadata. Folder metadata inheritance was disabled on the Pearson Common Folder. DCTM Release