Installation Guide. Alfresco Office Workdesk 4.2.0

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1 Installation Guide Alfresco Office Workdesk 4.2.0

2 Copyright 2013 by Alfresco and others. Information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Alfresco. The trademarks, service marks, logos, or other intellectual property rights of Alfresco and others used in this documentation ("Trademarks") are the property of Alfresco and their respective owners. The furnishing of this document does not give you license to these patents, trademarks, copyrights, or other intellectual property except as expressly provided in any written agreement from Alfresco. The United States export control laws and regulations, including the Export Administration Regulations of the U.S. Department of Commerce, and other applicable laws and regulations apply to this documentation which prohibit the export or re-export of content, products, services, and technology to certain countries and persons. You agree to comply with all export laws, regulations, and restrictions of the United States and any foreign agency or authority and assume sole responsibility for any such unauthorized exportation. You may not use this documentation if you are a competitor of Alfresco, except with Alfresco's prior written consent. In addition, you may not use the documentation for purposes of evaluating its functionality or for any other competitive purposes. This copyright applies to the current version of the licensed program. ii

3 Table of Contents Introduction... 1 Typographical conventions used in this guide...3 Abbreviations...4 Checklist...5 Prerequisites... 6 Client-side prerequisites...6 Support for Windows SharePoint Services... 6 Adobe Acrobat (Reader) X/XI support... 7 Mac OS X support... 7 Recommendations... 8 Set server name...8 Context path...8 Ports...8 Communication between server and client...8 URL structure...8 Preparation for setup... 9 Settings required for application server...9 Apache Tomcat... 9 IBM WebSphere... 9 Settings required for your ECM system Settings required for Alfresco and other CMIS compliant ECM systems Settings required for FileNet P Deploy Step 1: server root application Install the Alfresco Office Workdesk root application Apache Tomcat IBM WebSphere Adopt existing root application Deployment to server root is not possible Verification of the root application deployment Deploy Step 2: _vti_bin Context path Deploying Apache Tomcat IBM WebSphere Verification of the _vti_bin application deployment Deploy Step 3: Alfresco Office Workdesk Create a temporary directory Setting up Alfresco Office Workdesk s required libraries Log4j ECM libraries Configuration required before deploying Alfresco Office Workdesk iii

4 Basic configuration for Alfresco and other CMIS compliant ECM systems Basic configuration for IBM FileNet P Deploying Alfresco Office Workdesk Apache Tomcat IBM WebSphere Verification of the Alfresco Office Workdesk deployment Advanced configuration Database server Settings required for database server Settings required for the application server Settings required for Alfresco Office Workdesk Plugins Startup Startup folder Display icon Default object class Virtual and semi-virtual folder Filter out Private Working Copy for checked-out Alfresco documents Cooperative locking for IBM FileNet P Custom translation and localization Mime types MIME-type mapping of new documents MIME-type mapping of existing documents Metadata transfer Entry templates Versioning strategies Configuration node <PromoteOnCheckin> Configuration node <AlwaysCheckinOnClose> Office check-in comment Role Manager Simple Role Manager DB Role Manager Document state registry Memory-based document state registry Database document state registry Document creator persister Integration with web applications Alfresco Office Workdesk and Alfresco Workdesk Alfresco Office Workdesk and Alfresco Share Alfresco Office Workdesk and other Web Applications SSO for Alfresco Office Workdesk SSO for Alfresco and other CMIS compliant ECM Systems SSO for IBM FileNet P8 5.x and IBM WebSphere URL Overwriting Troubleshooting How to determine Alfresco Office Workdesk problems Troubleshooting by using Alfresco Office Workdesk log files iv

5 Troubleshooting by using the Alfresco Office Workdesk Debug Page Problems that you might experience with Microsoft Office Problems that you might experience with Microsoft Office Problems that you might experience with Microsoft Office Problems that you might experience with Microsoft Office in general Problems that you might experience with Adobe Acrobat (Reader) X/XI Other Problems that you might experience When saving documents, Alfresco Office Workdesk does not offer all document classes Error when saving changes to a document that was originally opened with Alfresco Workdesk Mapped Document Metadata is not written back to ECM System Alfresco Office Workdesk Tips and Tricks Using Basic Authentication on Windows 7 or Windows Using basic authentication with MS Office Using basic authentication with MS Office Using Basic Authentication on Mac OS X with Office Configure Protected View in MS Office 2010/ Configure Checkout Policy in MS Office 2007/ Create an Alfresco Office Workdesk shortcut in MS Office 2007 on MS Windows XP Create an Alfresco Office Workdesk shortcut in MS Office 2007/2010/2013 on MS Windows 7/8. 70 Clear local cache if Office cannot connect to Alfresco Office Workdesk Appendix A1: Example for Log4J Configuration A2: Background about Log4J A3: File Format of Search Templates A4: Example for Changing Java User in DB v

7 Introduction Besides collaboration centric document challenges there are a lot of process centric business challenges. The goals of automating these processes are increased process efficiency, cost savings, increased customer or employee satisfaction, and achievement of compliance. Many of the analysts also call this Transactional Content Management. Alfresco Workdesk is a purpose-built solution for process centric or transactional content processes. Alfresco Workdesk helps you streamline document centric business processes and cases. With its business role management feature it provides every user group with the right documents in the right business context and in the right application, that can be created by simple configuration rather than coding. Since documents, processes and cases can be accessed via any standard web browser, from within most Office applications and from mobile devices, processes do not stop at the boundary of an enterprise and users are optimally supported in their way of working. Thus processes are accelerated dramatically and compliance is assured. Alfresco Workdesk provides faster time-to-value because it offers state of the art ECM functionality out of the box and makes the creation of customer specific business applications as easy as possible. Productivity enhancing features like dynamic folders, views and actions, which are determined by the user s role in the process allow that the very same document can live in many different views. Hence, Alfresco Workdesk helps your organization to process cases, deals, loans, claims faster and more efficiently. There are 2 modules of Workdesk offering similar functionality: Alfresco Workdesk - Robust features and flexibility on any web browser Alfresco Office Workdesk - Bypass the browser with seamless desktop integration Alfresco Office Workdesk works completely without client installation and is therefore available immediately to all MS Office users, even without the need of installing macros. Naturally, this prevents any potential software roll-out problems that would normally occur, especially in heterogeneous environments and with various Office versions, and greatly reduces the resulting effort and cost. Since Alfresco Office Workdesk uses the standard menus of MS Office applications, every user can access a variety of functions that are available from their ECM system from inside Microsoft Office or any SharePoint-compliant desktop application, intuitively without any training. Alfresco Office Workdesk delivers a unique server-side integration of document management functions for MS Office and many other desktop applications, allowing users to benefit intuitively from advanced ECM system functions and to improve their productivity within their work environment. Since all standard Office functions (such as Open, Save, Save As) are also available for documents stored in any ECM system, Alfresco Office Workdesk enables every user to directly access their ECM system in an intuitive manner from either Microsoft Office or any other SharePoint application. All changes that are made to any document are guaranteed to be captured and saved, making it easier for corporations to fulfill their latest legal directives and obligations. Alfresco Office Workdesk is designed to work on top of several advanced ECM repositories, such as IBM FileNet P8 Content Manager and Alfresco, but it is also important to mention that Alfresco Office Workdesk can run on any CMIS-compliant repository. Alfresco Office Workdesk previously could only directly access ECM systems with Microsoft Office products on a Microsoft Windows platform, without installing any drivers beforehand. It is Alfresco Office Workdesk Installation Guide 1

8 now possible to integrate ECM systems directly into all desktop applications that are SharePoint-compliant, such as Adobe Acrobat X and XI, GIMP, and so on. This guide explains how to deploy Alfresco Office Workdesk and how to configure relevant components (application server, databases, ECM infrastructure). You can use the checklist to ensure that you have followed the complete Alfresco Office Workdesk installation procedure. 2 Alfresco Office Workdesk Installation Guide

9 Typographical conventions used in this guide Convention Important terms Classes Methods Source Code Comments in Source Code Java Package Plugins Path XML Attribute XML value Product-specific terms Example OpenECM-Framework OwAppContext getname() public void mymethod(){} // simple source code comment com.wewebu.server.app com.wewebu.ow.server.plug.owdemo.owmain com/wewebu/ow/server/ <node> value Add Document Formatting legend for brackets in Source Code, Paths, File Names, and so on: Ellipsis (...): Parameter the user must supply Between brackets [ ]: Optional items Between braces { }, choices separated by pipe, example: {even odd}: Set of choices from which the user must choose only one The following placeholders are used in this document: (OfficeWorkdesk) - root directory of AOWD deployment. (Workdesk) - root directory of AWD deployment. (Workplace) - root directory of IBM FileNet P8 Workplace deployment. (WebSphere) - installation root of WebSphere application server. (Tomcat) - installation root of Tomcat application server. Alfresco Office Workdesk Installation Guide 3

10 Abbreviations AE AOWD AWD CE ECM FNCM IE MS MS Word Office PWC P8 Application Engine Alfresco Office Workdesk Alfresco Workdesk Content Engine Enterprise Content Management IBM FileNet P8 Content Manager Internet Explorer Microsoft Microsoft Word Microsoft Office Private Working Copy IBM FileNet P8 All trademarks, trade names, registered trademarks, or registered trade names are property of their respective holders. 4 Alfresco Office Workdesk Installation Guide

11 Checklist 1. Before starting: [Section Prerequisites] Fulfill prerequisites? [Section Recommendations] Checked recommendations? [Section Preparation for setup] Settings for applications server available? (encoding) [Section Settings required for your ECM system] Settings for ECM done? (search templates) 2. Deployment [Section Deploy Step 1: server root application] _vti_inf.html deployed? [Section Deploy Step 2: _vti_bin] _vti_bin deployed? [Section Deploy Step 3: Alfresco Office Workdesk] Alfresco Office Workdesk deployed? [Section Create a temporary directory] Temp directory? [Section Setting up Alfresco Office Workdesk s required libraries] Libraries? [Section ECM libraries] Client API? [Section Configuration required before deploying Alfresco Office Workdesk] Configuration? [Section Deploying Alfresco Office Workdesk] Deployed to server? 3. Basic Alfresco Office Workdesk is running? Advanced configuration: [Section Database server] Database server configured? [Section Mime types] MIME types configured? [Section Versioning strategies] Versioning strategies? [Section Document state registry] Integrate into other web applications? 4. Still having problems: [Section Troubleshooting] Is the problem listed as frequently reported problem? [Section Alfresco Office Workdesk Tips and Tricks] Does one of the tips and tricks help solving the problem? 5. Still having questions or unsolved problems: Contact Alfresco Support (support@alfresco.com) Alfresco Office Workdesk Installation Guide 5

12 Prerequisites Before deploying Alfresco Office Workdesk, please make sure your infrastructure meets all the server- and client-side prerequisits. Refer to for a list of supported stacks. Client-side prerequisites This section describes the pre-requisites for setting up Microsoft Office and Windows SharePoint Services. The URL of the Alfresco Office Workdesk deployment must be added as site to either the Local Intranet zone or the Trusted Sites zone in the Internet Explorer security settings! WARNING: With a server based MS Office configuration, it is possible to set very finegrained permissions for MS Office. Alfresco Office Workdesk makes usage of the WebView in the file open and the save as dialog. If this option is disabled in your security policies, or the required packages for this option have not been installed at all, Alfresco Office Workdesk is not able to perform as designed. The possible results of such a server-side MS Office configuration are outlined in MS Office 2007 shows the Explorer Integration in the File Open dialog instead of embedding the Alfresco Office Workdesk user interface. Support for Windows SharePoint Services If you want to be able to launch the Alfresco Office Workdesk from a webpage in the same way as P8 Workplace or Alfresco Workdesk, you need access to an ActiveX component, which is installed with MS Office. If this ActiveX control is already installed, you should be able to find the following keys in the registry of your MS Windows operating system: HKEY_CLASSES_ROOT \ SharePoint.OpenDocuments HKEY_CLASSES_ROOT \ SharePoint.OpenDocuments.1 and/or HKEY_CLASSES_ROOT \ SharePoint.OpenDocuments.2 If these keys do not exist, you are missing the component Support for Windows SharePoint Services. It should be possible to find this component in MS Office in the following installation package: Microsoft Office / Office Tools / Support for Windows SharePoint Services. Install SharePoint support If SharePoint support is not installed with MS Office on your machine, you can install it in the following way: Start Control Panel Add or Remove Programs Click the installed MS Office from list of installed programs and then click Change. Click Add or Remove Features and click Next/Continue. 6 Alfresco Office Workdesk Installation Guide

13 Expand Office Tools Click the down arrow next to Windows SharePoint Services Support. Click Run from My Computer and then update. WARNING: The ActiveX control for the remote control of Office from websites can be deactivated separately in the Setup. Also, an administrator can deactivate this ActiveX control completely or at least for some websites. Additionally, there still exists the possibility that Internet Explorer is configured to deactivate and disallow all ActiveX controls, except from trusted sites. Ensure that ActiveX is activated in your browser in order to allow Alfresco Office Workdesk to work correctly. Adobe Acrobat (Reader) X/XI support If you want to use Alfresco Office Workdesk from inside Adobe Acrobat (Reader) X/XI please ensure that your Alfresco Office Workdesk deployment is running on ports 80 or 443, as Adobe Acrobat (Reader) X/XI only accept standard ports for server connections. See also Ports for additional information about port configuration. Mac OS X support There is no SharePoint protocol support in MS Office 2011, so Alfresco Office Workdesk does not work with an own UI like it would under MS Windows versions of MS Office. Instead, you either must use the Open URL method from inside MS Office 2011 to open documents by using the document URL, or you directly open documents via script calls out of other applications (e.g. Alfresco Workdesk) via Office Workdesk (see section Integration with web applications). Alfresco Office Workdesk Installation Guide 7

14 Recommendations Before you start to configure and deploy Alfresco Office Workdesk, take note of the following recommendations. They cover the server naming, the structure of the context path, ports, URL structure, and the communication between server and client. Set server name The name of the server and the context path appear in the Windows Network as: Example: <context-path> on <server-name> Alfresco Office Workdesk on office.example.com You should use relevant names rather than using the IP address or a very long server name. Context path Alfresco Office Workdesk must be installed in a one level context path, that is, only one folder name in the URL like /office. Note that this context path also appears in the Windows Network (Windows XP only). Ports In general, Alfresco Office Workdesk should be available under the same port on the client side as the application server runs on. Therefore, normally we would not recommend using port switchers between server and client. However, it may still be possible to use port switchers, but this is heavily dependent on the port switcher itself. You should test Alfresco Office Workdesk in such an environment carefully before starting production use. The configuration for this feature is described in URL Overwriting. Communication between server and client Any box-in-the-middle machines like firewalls or web virus scanners that modify the transmitted data (for example, inserting or deleting data in the pages), may corrupt the communication between server and client. This might cause Alfresco Office Workdesk to malfunction. You should always test Alfresco Office Workdesk in such an environment carefully before starting productive usage. URL structure This document refers to the base URL of Alfresco Office Workdesk as: Note: :<port> in the URL is only required for non-standard ports and even forbidden for the default ports 80 (HTTP) and 443 (HTTPS). Do not use URLs such as or 8 Alfresco Office Workdesk Installation Guide

15 Preparation for setup Alfresco Office Workdesk requires special settings for your application server and your ECM system. Settings required for application server Alfresco Office Workdesk transmits all data in both directions as UTF-8 encoded data. While a servlet can set the encoding of generated output as well as the encoding of the POST data, it is not possible to set the encoding of URL encoded data (since the URL is parsed before the servlet is started). Therefore, you must set up the encoding of the URL at the application server. If you are not able to apply these settings for now, Alfresco Office Workdesk runs anyway. Nevertheless, you can not use special characters (like ä,ö,ü,é,è,â, ) in search templates. See the section that corresponds to your web application server. Apache Tomcat In the <Connector> node of the <tomcat_root>/conf/server.xml file, set this attribute: URIEncoding="UTF-8" crosscontext="true" IBM WebSphere Encoding There may be multiple <Connector> nodes representing different ports and protocols, for example, http and https. Of course, you have to add the mentioned attributes to every <Connector> node where Alfresco Office Workdesk should be available. Open the WebSphere Administrative Console and perform the following steps: 1. Expand Servers. 2. Click on Application Servers. 3. Click on the server name where Alfresco Office Workdesk is deployed. 4. In the Section Server infrastructure click on Java and Process Management and afterwards on Process Definition. 5. On the right side in the section Additional Properties click on Java Virtual Machine 6. On the right side, click Custom Properties. 7. Click on New. 8. In the Name field, enter client.encoding.override and in the Value field enter UTF Click on Apply. 10. Click on Save. 11. Click on Safe Changes to the Master Configuration. 12. Restart the Windows server. Alfresco Office Workdesk Installation Guide 9

In servers > application servers, you must select the webserver on which Alfresco Office Workdesk should be deployed and add a new custom property in web container. This property must be called com.

16 In servers > application servers, you must select the webserver on which Alfresco Office Workdesk should be deployed and add a new custom property in web container. This property must be called com.ibm.ws.webcontainer.invokefilterscompatibility and must be set to true. Save the new custom property change in master configuration and restart the application server. Settings required for your ECM system Settings required for Alfresco and other CMIS compliant ECM systems There are no further settings required for your Alfresco and other CMIS compliant ECM systems. Settings required for FileNet P8 Alfresco Office Workdesk offers the possibility to search in your repository by using standard FileNet P8 search templates. These search templates are special XML documents created with P8 s Search Designer and described in detail in A3: File Format of Search Templates. Alfresco Office Workdesk is looking for those documents in the folder of your default object store. /ow_app/owsearchtemplates The name of your default object store is configured in the Alfresco Office Workdesk configuration. 10 Alfresco Office Workdesk Installation Guide

You must add this directory if it doesn t exist already. Only ow_app/owsearchtemplates is necessary for Alfresco Office Workdesk. You can ignore all other directories shown in this screenshot.

17 You must add this directory if it doesn t exist already. Only ow_app/owsearchtemplates is necessary for Alfresco Office Workdesk. You can ignore all other directories shown in this screenshot. You can make existing search templates available for Alfresco Office Workdesk by simply adding a reference to this folder. You can make search templates available on a per user basis by setting appropriate permissions for each search template. If Alfresco Office Workdesk is not able to read a search template, the search template is not available in Alfresco Office Workdesk s menu. Alfresco Office Workdesk Installation Guide 11

18 Deploy Step 1: server root application When you first deploy Alfresco Office Workdesk it is preconfigured as a Contract Management Solution on top of a local Alfresco repository. So if you want to start with Contract Management for Alfresco refer to the Contract Management Deployment & Scenario Guide that describes a quick deployment process for the complete Solution. This Installation Guide describes the general steps to deploy Alfresco Office Workdesk in more detail. Microsoft Office sends a set of requests to the server root to detect the features offered by this server. Alfresco Office Workdesk needs to respond to these requests directly. The default Alfresco Office Workdesk delivery contains a prepared web application called ROOT, which is ready to be deployed to the server root. All application servers should already come along with a default application running in the server root. In most cases, this default application must be stopped and replaced by the delivered Alfresco Office Workdesk ROOT application. If the server already runs an application in the root context which can not be replaced/removed, you must adopt that root application to produce the responses expected by Microsoft Office. Install the Alfresco Office Workdesk root application provides the actions that need to be taken for different application servers if you are able to replace the server s default root application. If you are not able to replace the server s default root application, you have to follow the steps described in Adopt existing root application to adopt the existing root application. Install the Alfresco Office Workdesk root application You can find the prepared application in the (Delivery)/bin/ROOT folder. This application is ready to be deployed. You need to adopt this root application deployment if you want to deploy the Alfresco Office Workdesk application (See Deploy Step 3: Alfresco Office Workdesk) on a context path other than officeworkdesk. In this case, you need to change some values in the file ROOT/index.jsp. Replace the Alfresco Office Workdesk path /officeworkdesk in the JSP Code:... if(request.getmethod().equals("propfind") { request.getmethod().equals("options")) ServletContext zidicontext = application.getcontext("/officeworkdesk"); if(zidicontext!= null) {... Also replace the value officeworkdesk in the following section with the name of your Alfresco Office Workdesk deployment context path:... <% if(depth > 0) { %> <D:response> 12 Alfresco Office Workdesk Installation Guide

19 <D:href><%=siteUrl %>officeworkdesk</d:href> <D:propstat> <D:prop>... The deployment of the delivered ROOT application depends on the application server and is described for different supported application servers in the following sub sections. For a list of all supported application servers and their supported versions, see the Alfresco Office Workdesk Release Notes. Apache Tomcat It is possible to deploy the delivered ROOT web application either as an exploded web directory or as a packaged web archive on Apache Tomcat: Deploy as exploded web directory: Just copy the exploded web directory ROOT from (Delivery)/bin/ into the <tomcat_root>/webapps/ directory. Deploy as packaged web archive: Create a ROOT.war file by running create_root_war.bat in (Delivery)/bin and copy the created ROOT.war into the <tomcat_root>/webapps/ directory. You have to stop and replace the default ROOT application if this application is still running. IBM WebSphere It is only possible to deploy the ROOT web application as a packed web archive (WAR-file) on IBM WebSphere. Create a ROOT.war file by running create_root_war.bat in (Delivery)/bin and deploy the created ROOT.war to the context path / using IBM WebSphere s server administration console. You have to stop the DefaultApplication if this application is still running. Adopt existing root application If there is an existing application deployed to the server root (context path /) that can not be removed, you need to alter this application so it creates the expected responses for Office. In the following description, we presume that you are familiar with writing and deploying web applications. You need to modify the existing root web application to respond to the following requests: 1. GET /_vti_inf.html 2. OPTIONS / 3. PROPFIND / The first task can be solved by copying the file _vti_inf.html from (Delivery)/bin/ROOT/ into the webroot of your existing root application. Make sure that your root application is configured to deliver files from the web root: In IBM WebSphere s DefaultApplication for example, the FileServingServlet may be disabled. It handles all elements that are otherwise not mapped and would be needed to deliver the previously installed _vti_inf.html. In order to activate it, modify the following file: Alfresco Office Workdesk Installation Guide 13

$<was_home>\profiles\<profile_name>\config\cells\<yourcellname>\applications\defa ultapplication.ear\deployments\defaultapplication\defaultwebapplication.war\web- INF\ibm-web-ext.$

20 <was_home>\profiles\<profile_name>\config\cells\<yourcellname>\applications\defa ultapplication.ear\deployments\defaultapplication\defaultwebapplication.war\web- INF\ibm-web-ext.xmi In this file you should change the setting fileservingenabled="false" to fileservingenabled="true" and then restart WebSphere again. The second and third task can be solved by either copying the file index.jsp from (Delivery)/bin/ROOT/ and configuring this JSP page as welcome page of your root application in the web.xml file of the root application or by adding parts of this file to the existing welcome JSP page of your existing root application. Most applications have a JSP page defined as welcome page that is executed on requests to the root of this application. In this case, you can easily modify this welcome JSP page to intercept the two requests OPTIONS / and PROPFIND / and create an Alfresco Office Workdesk specific response. The page index.jsp in (Delivery)/bin/ROOT/ is designed to handle these two requests and fall through to plain HTML text otherwise. So you just need to copy anything above the <html> tag in the delivered index.jsp file and insert it to the top of your existing welcome JSP page. But beware of existing <%@page jsp tags in your existing welcome page. These tags need to be at the beginning of any JSP page. In the case that your existing index.jsp welcome page uses these tags, you need to insert the described contents above the <html> tag of the delivered index.jsp file immediately after these tags. If you want to deploy the Alfresco Office Workdesk application on a context path other than /officeworkdesk, you also need to change the context path /officeworkdesk in the following excerpt section with the context path of your Alfresco Office Workdesk deployment:... <D:response> 14 Alfresco Office Workdesk Installation Guide

21 ... <D:href><%=siteUrl %>/officeworkdesk</d:href> <D:propstat> <D:prop> <D:displayname></D:displayname> <D:lockdiscovery/> After you copied _vti_inf.html, index.jsp and/or adopted the existing welcome page of your existing root application redeploy the root application. Deployment to server root is not possible There might be situations where it is not possible to make an application available in the server root at all. Some environments have an additional HTTP server in front of the application server (for example, IBM WebSphere application server with IHS), and it is not possible to map the root of the application server to the root of the HTTP server. Or the application server is located behind an additional remote proxy that needs to handle the server root by itself. Alfresco is able to provide a set of perl scripts for these cases so that the requests can be handled by the IHS server or remote proxy instead of the application server. Contact Alfresco Support in these cases. Verification of the root application deployment To verify a correct root application deployment, open the Microsoft Internet Explorer and navigate to the following URL: The server should respond with an empty page. Right click in this page and select view page source. You should find some FrontPage configuration information in HTML comments, that is, enclosed in . To verify a correct working index.jsp in the server root, call the URL of the server root context: The server should respond with a Alfresco Office Workdesk welcome page. If you extended an existing application, you should see the welcome page of your root application. Alfresco Office Workdesk Installation Guide 15

22 Deploy Step 2: _vti_bin The web application _vti_bin must be made available under the context path Context path The context path of this web application must not be changed, since it constitutes a request dispatcher for MS Office. Therefore, this web application must be aware of the context paths of all installed Alfresco Office Workdesk instances on this server. A list of all Alfresco Office Workdesk instances is provided to the web application as an initialization parameter in the web.xml file. Modify this file before deploying the web application and set the parameters for the servlets ServiceDispatcher and WebsService as follows: Parameter Name Type Contents ServicesCount Integer Number of Alfresco Office Workdesk instances installed on this server. ServiceName1 ServiceName2 ServiceName<ServicesCount> String One Parameter for each installed Alfresco Office Workdesk instance containing the context path of this instance. The context path must have a starting slash and may not have an ending slash (like in /officeworkdesk or /office ) The following text shows the web.xml with the parameter names in bold: <?xml version="1.0" encoding="utf-8"?> <!DOCTYPE web-app (View Source for full doctype...)> <web-app> <servlet> <servlet-name>servicedispatcher</servlet-name> <servlet-class>com.wewebu.servdisp.servicedispatcher</servlet-class> <init-param> <param-name>servicescount</param-name> <param-value>1</param-value> </init-param> <init-param> <param-name>servicename1</param-name> <param-value>/officeworkdesk</param-value> </init-param> </servlet> <servlet> <servlet-name>websservice</servlet-name> <servlet-class>com.wewebu.servdisp.websservice</servlet-class> 16 Alfresco Office Workdesk Installation Guide

23 <init-param> <param-name>servicescount</param-name> <param-value>1</param-value> </init-param> <init-param> <param-name>servicename1</param-name> <param-value>/officeworkdesk</param-value> </init-param> </servlet> <servlet-mapping> <servlet-name>servicedispatcher</servlet-name> <url-pattern>/shtml.dll/_vti_rpc</url-pattern> </servlet-mapping> <servlet-mapping> <servlet-name>websservice</servlet-name> <url-pattern>/webs.asmx</url-pattern> </servlet-mapping> <welcome-file-list> <welcome-file>default.jsp</welcome-file> </welcome-file-list> </web-app> Deploying Go to the relevant web application server section. Apache Tomcat It is possible to deploy the _vti_bin web application either as an exploded web directory or as a packaged web archive on Apache Tomcat: Deploy as exploded web directory: Just copy the exploded web directory _vti_bin from (Delivery)/bin/ into the <tomcat_root>/webapps/ directory. Deploy as packaged web archive: Create a _vti_bin WAR-file by running create_vti_bin_war.bat in (Delivery)/bin/ and copy the created _vti_bin.war into the <tomcat_root>/webapps/ directory. It is also possible to modify the <tomcat_root>/webapps/_vti_bin/web-inf/web.xml file before or after copying the web application. Reload this web application with the Tomcat manager in the latter case. IBM WebSphere It is only possible to deploy the _vti_bin web application as a packed web archive (WAR-file) on IBM WebSphere. Create a _vti_bin WAR-file by running create_vti_bin_war.bat in (Delivery)/bin/ and deploy the created _vti_bin.war using WebSphere s server administration console. Alfresco Office Workdesk Installation Guide 17

24 Verification of the _vti_bin application deployment To verify your deployment open the Internet Explorer and navigate to this URL: The server should respond with a page containing only this sentence: This is AOWD's web service. This web service does not support any request from the GET method. If this page appears, the required servlets are up and running correctly. Note that it does not verify the correct configuration for all servlets. The server responds to all other requests to this web application like with a 404 Object not found response. 18 Alfresco Office Workdesk Installation Guide

25 Deploy Step 3: Alfresco Office Workdesk Create a temporary directory Copy the Alfresco Office Workdesk deployment folder to a temporary directory for configuration. Therefore, you need to copy data from both, the existing server installation and the Alfresco Office Workdesk package. After configuration, you finally need to deploy the new arranged package to your server. The Alfresco Office Workdesk web application comes with a default setup. The next sections describe how to adapt this configuration to your environment for an initial Alfresco Office Workdesk start up. The advanced Alfresco Office Workdesk configuration is described in the next section. In this section you are going to perform the following steps: 1. Create a temp directory on your workstation. 2. Copy the delivered Alfresco Office Workdesk package in this temp directory. 3. Delete files which are no longer required. 4. Copy the necessary files / data from your server in your temp directory. 5. Configure your deployment in your temp directory. 6. The content of your temp directory is the new deployment which finally has to be transferred to your server. You can find three deployments (_vti_bin, ROOT, officeworkdesk) in the bin directory of your Alfresco Office Workdesk delivery. Make sure that you continue by using the directory officeworkdesk: Setting up Alfresco Office Workdesk s required libraries Alfresco Office Workdesk comes with a list of Java libraries inside the bin/officeworkdesk/web-inf/lib folder of the Alfresco Office Workdesk delivery package. These libraries are independent from the ECM client libraries that need to be set up in later sections. Log4j In many cases, you have to make changes to your log4j configuration. For example, see A1: Example for Log4J Configuration. In addition, see A2: Background about Log4J for typical problems with log4j. Do not deploy log4j when using JBoss (you have to delete the log4j library from your deployment), as JBoss comes with an integrated log4j solution. ECM libraries Alfresco Office Workdesk uses native ECM libraries to communicate with the respective ECM system. There are two possibilities to make the ECM libraries available to Alfresco Office Workdesk: Alfresco Office Workdesk Installation Guide 19

26 Copy the corresponding library files from the software installation of the respective ECM system into the deployment structure (<OfficeWorkdesk>/WEB-INF/lib/ folder) of Alfresco Office Workdesk. Make sure, you use the files corresponding to your installed ECM version and fixpack/patch. For a better support (update, patch, fixpack ) ability of the ECM system, it is recommended to reference the libraries and include them in the classpath of the application server. CMIS API libraries (required for Alfresco and any other CMIS-compliant ECM system) Alfresco Office Workdesk needs some Java libraries to connect to Alfresco or any other CMIScompliant ECM repository via the CMIS adapter, which is based on Apache Chemistry OpenCMIS. The required libs are already located in (officeworkdesk)\web-inf\lib and there is no further action required. IBM FileNet P8 5.x API libraries Alfresco Office Workdesk needs the IBM FileNet P8 5.x Client API to connect to the IBM FileNet P8 5.x Content Engine. The structure and archive names of the IBM FileNet P8 Client API might change from version to version. For IBM FileNet P8 5.x, the Client APIs are contained in the following libraries: jace.jar xlxpscanner.jar xlxpscannerutil.jar The IBM FileNet P8 5.x Client API itself additionally requires the log4j jar library. This library might already be provided by the application server. All required IBM FileNet P8 Client API libraries can be found in an IBM FileNet P8 deployment directory in../filenetengine.ear/app-inf/lib. Either copy the required libraries into the WEB-INF\lib folder of the Alfresco Office Workdesk deployment, or use the referencing mechanisms provided by the application server in order to make them available for the Alfresco Office Workdesk web application. Configure the connection to the IBM FileNet Content Engine: Next, you need to configure Alfresco Office Workdesk how to connect to the IBM FileNet P8 Content Engine. This is done by modifying the corresponding configuration nodes in (OfficeWorkdesk)\WEB-INF\conf\reference\fncm5\owbootstrap.xml. This file contains, among other configuration parameters, the server name or IP address of your IBM FileNet P8 Content Engine located under the main adapter configuration node <EcmAdapter>: <ConnectionUrl> <jaascontext> sets the URL for the IBM FileNet P8 Content Engine sets the authentication mechanism 20 Alfresco Office Workdesk Installation Guide

27 Configuration required before deploying Alfresco Office Workdesk Before Alfresco Office Workdesk can start up at all, some changes to the Alfresco Office Workdesk configuration files are required. These changes mainly concern the server name or IP address of the ECM server and the name of your default repository. Alfresco Office Workdesk can hold multiple configurations and offers an easy way to switch between them. Each configuration consists of a set of xml files stored in a folder. You can switch between these configurations by changing the path to the active configuration folder in the WEB-INF/web.xml file. Alfresco Office Workdesk comes with three preconfigured configuration sets, one for IBM FileNet P8 5.x and two OpenCMIS configuration sets to run against different Alfresco repositories: Alfresco (on premise): IBM FileNet P8 5.x: WEB-INF/conf/reference/opencmis WEB-INF/conf/reference/fncm5 By default, the contractmanagement configuration is set in web.xml. If you did not follow the steps in the Contract Management Deployment & Scenario Guide please switch your configuration to opencmis: <context-param id="owresourcefilepath"> <param-name>owresourcefilepath</param-name>    <param-value>deploy#web-inf/conf/reference/opencmis </param-value>   </context-param> Basic configuration for Alfresco and other CMIS compliant ECM systems For Alfresco and other CMIS-compliant repositories you must configure the CMIS connection to the underlying CMIS-compliant ECM system using either SOAP or REST binding in owbootstrap.xml in WEB-INF\conf\reference\opencmis or in WEB-INF\conf\templates\contractmanagement whichever configuration you choose. Examplary REST binding for Alfresco repository: <EcmAdapter> <ClassName>com.wewebu.ow.server.ecmimpl.opencmis.OwCMISNetwork</ClassName> <Version>4.2.0</Version> Alfresco Office Workdesk Installation Guide 21

28 ... <AtomPub> Examplary SOAP binding: <EcmAdapter> <ClassName>com.wewebu.ow.server.ecmimpl.opencmis.OwCMISNetwork</ClassName> <Version>4.2.0</Version> <WSDLRepository> <WSDLNavigation> <WSDLObject> <WSDLMultifiling> <WSDLDiscovery> <WSDLVersioning> <WSDLRelationship> <WSDLPolicy> <WSDLACL> When you configure your ECM Adapter please verify that all settings in owbootstrap.xml pointing to your repository server are set according to your environment, as per default they point to Basic configuration for IBM FileNet P8 Open the file owbootstrap.xml in WEB-INF\conf\reference\fncm5 with a text editor and apply the following changes: <bootstrap> / <EcmAdapter> / <DefaultObjectStore> Change DemoStore1 to the symbolic name of the Object Store that contains the ow_app folder structure. Deploying Alfresco Office Workdesk At this point you should have set up all the configuration parameters that Alfresco Office Workdesk needs to start up. So you can begin with deploying the Alfresco Office Workdesk web application. See the section that corresponds to the application server you are using. Apache Tomcat It is possible to deploy Alfresco Workdesk either as an exploded web directory or as a packaged web archive on Apache Tomcat: Deploy as exploded web directory: Just copy the exploded web directory officeworkdesk from (Delivery)/bin/ into the <tomcat_root>/webapps/ directory. 22 Alfresco Office Workdesk Installation Guide

29 Deploy as packaged web archive: Create a officeworkdesk WAR-file by executing create_officeworkdesk_war.bat in (Delivery)/bin/ and copy the created officeworkdesk.war into the <tomcat_root>/webapps/ directory. IBM WebSphere It is only possible to deploy the officeworkdesk web application as a packed web archive (WAR-file) on IBM WebSphere. Create an officeworkdesk WAR-file by running create_officeworkdesk_war.bat in (Delivery)/bin/ and deploy the created officeworkdesk.war using WebSphere s server administration console. Verification of the Alfresco Office Workdesk deployment You should check the following before opening Alfresco Office Workdesk with a MS Office application. Open your Internet Explorer (do not use any other browser since Alfresco Office Workdesk is heavily dependent on IE because of Microsoft s ActiveX component) and navigate to this URL: This page displays three links. Click on Open the Repository Browsing service. A new window displyas and shows the non-functional Alfresco Office Workdesk user interface. This may take quite some time. All JSP pages have to be compiled on the very first startup and many static configuration data is set up by Alfresco Office Workdesk during the initialization. After you could see Alfresco Office Workdesk s user interface in the Internet Explorer, start MS Word. In the menu File select the menu item Open. The Office file open dialog appears. Enter the following URL as filename: and press the return key or click on the Open button. The Alfresco Office Workdesk user interface should now appear in the Office file open dialog. You can also use the debug page in order to verify that all services are running correctly. You can find more information about the debug page in Troubleshooting by using the Alfresco Office Workdesk Debug Page. Alfresco Office Workdesk Installation Guide 23

30 Advanced configuration Once Alfresco Office Workdesk is up-and-running in a basic mode you can begin to modify some more advanced configurations. This section explains all possible settings of Alfresco Office Workdesk. Database server Alfresco Office Workdesk uses database connections to store persistent data for: DB Role Manager (see DB Role Manager) Document state registry (see Document state registry) Document creator persister (see Document creator persister) Other Alfresco Office Workdesk related data (attribute bag, last used search, recently opened folders, ) This section explains how to create the required database tables, how to create the corresponding datasources in your application server and how to make the created datasources available to the Alfresco Office Workdesk web application. Settings required for database server By default, Alfresco Office Workdesk is writing persistent data into the database tables OW_ATTRIBUTE_BAG, OW_ROLE, ZIDI_STATE_REGISTRY and ZIDI_DOC_CREATOR. If you want to use custom database tables with custom table names, you can configure these table names in the owbootstrap.xml file. We recommend creating a new database for Alfresco Office Workdesk with the scripts (adapt the scripts if you want to change database table names) delivered with Alfresco Office Workdesk and configure the database with read / write privileges. IBM DB2 Create a new database for Alfresco Office Workdesk using the delivered script (Delivery)\db\scripts\create_db2_databases\win\owd_zidi\create_DB.bat from the DB2 Command Window: Use the following delivered scripts to create the default database tables: (Delivery)\db\scripts\ZidiDB2_CreateAttributeBagTable.sql (Delivery)\db\scripts\ZidiDB2_CreateDBRoleManagerTable_Scheme2.sql (Delivery)\db\scripts\ZidiDB2_CreateDocCreatorTable.sql (Delivery)\db\scripts\ZidiDB2_CreateZidiStateRegistry.sql You can run the scripts by using the DB2 Control Center. Keep in mind that the schema user of the tables is the same user that established a database connection while creating the tables. This user has to be configured in the datasource at the application server later on. Note: The Attribute Bag table script provided with a Alfresco Office Workdesk delivery contains a default column length of 1024 bytes for the attribute value. We recommend that you set this column length to an upper limit as per own needs. 24 Alfresco Office Workdesk Installation Guide

31 Note: In case of Windows Server, the currently logged in user is the owner of the new database. The user you specify in the fourth argument is granted the rights Connect to and Create Table and is called the Schema user. Note: When creating the database manually, make sure to use a page size of at least 8 KB. The provided script create_db.bat automatically takes care of this issue. Microsoft SQL Server Create a new database and then use the scripts provided with the Alfresco Office Workdesk delivery to create the database tables. (Delivery)\db\scripts\ZidiMSSQL_CreateAttributeBagTable.sql (Delivery)\db\scripts\ZidiMSSQL_CreateDBRoleManagerTable_Scheme2.sql (Delivery)\db\scripts\ZidiMSSQL_CreateDocCreatorTable.sql (Delivery)\db\scripts\ZidiMSSQL_CreateZidiStateRegistry.sql Create a new user account for the Alfresco Office Workdesk web application with read and write privileges to the created tables. Note: The Attribute Bag table script provided with a Alfresco Office Workdesk delivery contains a default column length of 1024 bytes for the attribute value. We recommend to set this column length to an upper limit as per own needs. Oracle Create a new database and then use the scripts provided with the Alfresco Office Workdesk delivery to create the tables. (Delivery)\db\scripts\ZidiOracle_CreateAttributeBagTable.sql (Delivery)\db\scripts\ZidiOracle_CreateDBRoleManagerTable_Scheme2.sql (Delivery)\db\scripts\ZidiOracle_CreateDocCreatorTable.sql (Delivery)\db\scripts\ZidiOracle_CreateZidiStateRegistry.sql Create a new user account for Alfresco Office Workdesk with read / write privileges to these tables. Note: When using a command line tool like Sql-Plus to import the SQL statements, every file has to end with a /, otherwise the last SQL statement is not executed. Note: The Attribute Bag table script provided with a Alfresco Office Workdesk delivery contains a default column length of 1024 bytes for the attribute value. We recommend that you set this column length to an upper limit, as per own needs. Alfresco Office Workdesk Installation Guide 25

32 MySQL All scripts for MySQL are located in (Delivery)\db\scripts\create_mysql_databases\ Use the following supplied batch file to create the Alfresco Office Workdesk database and all Alfresco Office Workdesk database tables: create_zididb.bat Alternatively, use the following script to create the Alfresco Office Workdesk database: Create_MySQL_Database.sql Then, use the following scripts to create every Alfresco Office Workdesk table manually: ZidiMySQL_CreateAttributeBagTable.sql ZidiMySQL_CreateDBRoleManagerTable.sql ZidiMySQL_CreateDocCreatorTable.sql ZidiMySQL_CreateZidiStateRegistry.sql Note: The Attribute Bag table script provided with a Alfresco Office Workdesk delivery contains a default column length of 1024 bytes for the attribute value. We recommend that you set this column length to an upper limit as per own needs. PostgreSQL All scripts for PostgreSQL are located in (Delivery)\db\scripts\create_postgres_databases\ Use the following provided batch file to create the Alfresco Office Workdesk database and all Alfresco Office Workdesk database tables create_zididb.bat Alternatively, use the following script to create the Alfresco Office Workdesk database: Create_PostgreSQL_Database.sql Then use the following scripts to create every Alfresco Office Workdesk table manually: ZidiPostgreSQL_CreateAttributeBagTable.sql ZidiPostgreSQL_CreateDBRoleManagerTable.sql ZidiPostgreSQL_CreateDocCreatorTable.sql ZidiPostgreSQL_CreateZidiStateRegistry.sql Note: The Attribute Bag table script provided with an Alfresco Office Workdesk delivery contains a default column length of 1024 bytes for the attribute value. We recommend that you set this column length to an upper limit as per own needs. 26 Alfresco Office Workdesk Installation Guide

33 Settings required for the application server You must configure a new datasource at the application server which makes the created database tables available to the Alfresco Office Workdesk web application. The following section briefly describes how to establish a JDBC connection between the application server and the DBMS. The first part explains how to create a JDBC provider at the application server. The latter part covers the configuration of a related datasource for that JDBC provider. JDBC Libraries: Make sure you have the correct versions of the required JDBC driver libraries for connecting to your database. You can download the libraries from the corresponding database vendor. Here are some JDBC libraries that you might need, whereas their names can be different from database version to database version. MSSQL: Oracle: IBM DB2: MySQL: - sqljdbc jar - ojdbc jar - db2jcc.jar (JDBC driver type 4) - db2jcc_license_cu.jar (JDBC driver type 4) - db2jcc_license_cisuz.jar (JDBC driver type 4 for z/os) - db2java.zip (db2java.jar) (JDBC driver type 2) - mysql-connector-java bin.jar PostgreSQL: - postgresql jdbc4.jar (JDBC driver type 4) The following list provides the JDBC driver library destination folder for the corresponding application server in order to make the JDBC driver available to a web application running on that application server: Apache Tomcat 7.x onwards: (Tomcat)\lib IBM WebSphere: contact your IBM WebSphere and/or database administrator for further information. Apache Tomcat Check that all required JDBC driver libraries are present in the folder <tomcat_root>/lib/. Configure the Resource Adapter for Tomcat: Edit the configuration template \db\tomcat\meta-inf\context.xml according to your database installation by activating the correct XML example block for your database (DB2, Oracle, MSSQL, MySQL, PostgreSQL). Alfresco Office Workdesk Installation Guide 27

34 Adopt the path value in the <Context> element to the value of the web application context root of your Alfresco Office Workdesk deployment, for example officeworkdesk. Adopt the values for the parameters username, password and url in the configuration file to the values of your database server. Create a new folder META-INF in your Alfresco Office Workdesk deployment, for example, (OfficeWorkdesk)\META-INF Copy the edited configuration template (Delivery)\db\tomcat\META-INF\context.xml to (OfficeWorkdesk)\META-INF. Make sure you entered the correct value for <JNDIName> in owbootstrap.xml in the section <DefaultDataSource>. It has to be exactly the value of the name parameter from the <Resource name= java:/jndiname > tag of the copied context.xml configuration file. IBM WebSphere In WebSphere, you need to configure a new datasource. The todos are: Configure a JDBC Provider: For Alfresco Office Workdesk, a non-xa JDBC Provider is sufficient. If appropriate, you may use an existing provider. Otherwise, create a new one at Resources->JDBC->JDBC Providers- >New Configure a J2C Authentication Alias: Make sure there is an authentication alias configured defining appropriate database access credentials. In order to create a new one, click on Security -> Global Security -> Authentication - > Java Authentication and Authorization Service -> J2C authentication data -> New. Create a new datasource: This can be done at Resources -> JDBC -> Data sources -> New Also, make sure you enter the correct value for <JNDIName> in owbootstrap.xml. It must be exactly as defined in the WebSphere datasource. It must not start with a java:/ prefix. Here is an example of how it is supposed to look like: <DefaultDataSource> <JNDIName>JNDI_Name</JNDIName> </DefaultDataSource> Settings required for Alfresco Office Workdesk The last step is to configure Alfresco Office Workdesk to use this JNDI datasource for data persistence. Open the XML file WEB-INF/owbootstrap.xml with a text editor and apply the following changes: <bootstrap> / <DefaultDataSource> Remove the XML comments around the <DefaultDataSource> </DefaultDataSource> block. <bootstrap> / <DefaultDataSource> / <JNDIName> Change java:/mssqlds to the JNDI name you have choosen in Settings required for application server. 28 Alfresco Office Workdesk Installation Guide

35 WebSphere: There are no further settings. Apache Tomcat: Open the XML file <context-path>/web-inf/web.xml with a text editor and apply the following changes: <web-app> / <resource-ref> Remove the XML comments around the <resource-ref> </resource-ref> block and set the res-ref-name to the JNDI name you choose in Settings required for application server. Plugins In Alfresco Office Workdesk, every tab menu item which appears in the Open file dialog is defined by a plugin. All plugins are defined in the file owplugins.xml in your configuration directory. The following example shows four plugins: Search, efile Management, Browse and Role It is also possible to define the display order of the plugins by changing the order of defined plugins in the owplugins.xml file. Startup You can configure which plugin should be active when starting up: <startupid type="com.wewebu.ow.server.settingsimpl.owsettingspropertystartupplugin" scope="user" edit="true" list="false" displayname="startbereich"> <property>com.wewebu.zioi.search</property> </startupid> In this case, the plugin with the id com.wewebu.zioi.search is activated when opening Alfresco Office Workdesk. Alfresco Office Workdesk Installation Guide 29

36 Startup folder You can define the startup folder for a file browsing plugin with the following node: <StartupFolder></StartupFolder> This optional parameter can have one of the following values: a path, for example: /DevStore1/MyDoc a DMSID, for example: dmsid= a virtual folder, for example: vf=myvirtualfolder Display icon You can configure the icon displayed next to each plugin with the following node: <icon>/images/dossier.gif</icon> In this case, the icon dossier.gif, which must be present under (OfficeWorkdesk)/designs/msoffice/images is displayed as plugin icon. Default object class By default, Alfresco Office Workdesk asks the user to select an object class for a new document in a dialog window while saving a new document. To use a standard/default object class for every new document in a specific master plugin, the configuration node <ObjectClass> can be used in this plugin. For example, if the object class Example_Document is required for every new document, the following node has to be configured: <ObjectClass>Example_Document</ObjectClass> Virtual and semi-virtual folder Alfresco Office Workdesk is able to present search results to a user in a template-based folder structure. This feature is commonly known as virtual folder. Therefore, you need to extend a standard search template (see Settings required for your ECM system) with additional nodes, which will structure content into folders based on their metadata. Those nodes could also be nested in order to create a complete folder hierarchy. You can also define virtual folders as root folder of a browse plugin. Therefore, you have to change the node <StartupFolder> (see Startup folder) in owplugins.xml to use vf=myvirtualfoldername.xml and place the corresponding XML-file into the other directory of your application object base directory (see node <OwApplicationObjectBaseDir> in owbootstrap.xml). It is also possible to bind a virtual folder to a specific folder class. This feature is called a semivirtual folder. Alfresco Office Workdesk uses the virtual folder content then instead of the real physical folder content, if the user navigates to this folder. Examples for (semi-)virtual folder templates can be found in any delivered adapter configuration set under (Delivery)/WEB-INF/appobj/reference/(Adapter)/other. 30 Alfresco Office Workdesk Installation Guide

37 Filter out Private Working Copy for checked-out Alfresco documents When you check out a document in Alfresco, the CMIS API will return two documents, the latest version of the document and the corresponding so called Private Working Copy (PWC). You can filter these PWCs of checked-out Alfresco documents in Alfresco Office Workdesk result lists by configuring the node <FilterWorkingCopies> in corresponding Browse master plugins from type com.wewebu.zioi.server.plug.officerecord.zioirecorddocument in (OfficeWorkdesk)\WEB-INF\conf\reference\(Adapter)\owplugins.xml. If the value for this filter node is set to true only the latest version of the checked-out document will be displayed in the result list, otherwise (set to false) you will still see both versions of the checked-out document. Cooperative locking for IBM FileNet P8 It is possible to configure Alfresco Office Workdesk to respect the cooperative locking mechanism provided by IBM FileNet P8. This can be configured in the configuration node <bootstrap>/<ecmadapter>/ <DefaultObjectStore>. By default, Alfresco Office Workdesk is configured not to respect the locking mechanism (none). If configured per user, Alfresco Office Workdesk still modifies locked documents if they have been locked by the same user. If configured per application, Alfresco Office Workdesk cannot edit documents that have been locked by any user. Custom translation and localization The Alfresco Office Workdesk user interface can appear in different languages. In a default Alfresco Office Workdesk delivery, English (en), French (fr), German (de), Italian (it), Japanese (ja), Spanish (es) and simplified Chinese (zh) are supported. The preferred language support can be set in (OfficeWorkdesk)\WEB- INF\conf\reference\(Adapter)\owbootstrap.xml. Set a specific language as default: <defaultlocal detectbrowserlocale="false">en</defaultlocal> Make a series of languages available for the Alfresco Office Workdesk user interface: <availablelocals> <lang displayname="deutsch">de</lang> <lang displayname="english">en</lang> <lang displayname="french">fr</lang> <lang icon="/images/lang/debugmode.gif" displayname="debug Mode (for developers only)">debugmode</lang> </availablelocals> All configured languages must be part of the Alfresco Office Workdesk deployment. Alfresco Office Workdesk Installation Guide 31

$jar), which are located in the (OfficeWorkdesk)\WEB-INF\lib directory: oecmlocalize_(product_version).$

38 Each word that is displayed in the Alfresco Office Workdesk user interface can also be replaced with a custom string. All displayed strings are maintained in three Java archives (.jar), which are located in the (OfficeWorkdesk)\WEB-INF\lib directory: oecmlocalize_(product_version).jar: Contains the default string resources for the Workdesk components used in Alfresco Office Workdesk in several supported languages. oecmcustomlocalize_(product_version).jar: Including custom string resources. zidi_localize_(product_version).jar: Contains the default string resources for the Alfresco Office Workdesk user interface in several supported languages. For customization, you need only to alter oecmcustomlocalize_(product_version).jar, as in general definitions provided in oecmcustomlocalize_(product_version).jar supersede the default string resources provided in oecmlocalize_(product_version).jar and zidi_localize_(product_version).jar. To change its contents, you need to unpack the jar file 1 first. Afterwards, open the properties file for the respective language (for example, oecmcustomlocalize_en.properties for English language) and either modify an existing entry or add a new one. Each line in the used properties files contains a key and value pair, for example, owlabel.value1=text1. Each occurrence of the key Value1 in the Alfresco Office Workdesk user interface would then be replaced with the label Text1. It is recommended to open the Alfresco Office Workdesk user interface in Debug Mode to display all the keys that can be replaced. To activate Debug Mode you have to adapt your locale configuration in owbootstrap.xml under (OfficeWorkdesk)\WEB-INF\conf\reference\(Adapter) like in the following example: <defaultlocal detectbrowserlocale="false">debugmode</defaultlocal> <availablelocals> 1 E.g. change extension from.jar to.zip and unzip it 32 Alfresco Office Workdesk Installation Guide

39 <lang icon="/images/lang/de.gif" displayname="deutsch">de</lang> <lang icon="/images/lang/en.gif" displayname="english">en</lang> <lang icon="/images/lang/fr.gif" displayname="french">fr</lang> </availablelocals> To change a given label, enter the displayed key into the custom properties file, append the = sign followed by the replacing custom string. Spaces or colons : must be escaped in a localization key. For example, the key owlabel.mychoicelist.life Insurance would have to be escaped as owlabel.mychoicelist.life\ Insurance. For a proper choicelist item usage, each item of a choicelist can be localized. In order to localize items, a user/administrator should add the corresponding entries to the oecmcustomlocalize_xx.properties file by respecting the following pattern: owlabel.<choicelistname>.<choicelistitemvalue>=choicelistlabel Example: owlabel.countries.deutschland=germany Mime types Most content management systems determine the file type due to MIME-type definitions while Office and MS Windows ignore MIME-types and use the filename extension like doc or.xls instead. Alfresco Office Workdesk performs the MIME-type and filename extension mapping in both directions. Existing documents in the repository always keep their filename and MIME-type while being edited with Alfresco Office Workdesk. MIME-type mapping of new documents You can set the MIME-type mapping of new documents and even configure Alfresco Office Workdesk to accept only specific document types as new documents. If you open an existing document with Alfresco Office Workdesk, you can always save your changes while the MIMEtype of this document remains unchanged. Alfresco Office Workdesk has two lists of allowed document types : one for the Explorer integration and one for Office. These two lists are part of the XML file WEB-INF/conf/reference/(Adapter)/owbootstrap.xml under the node <bootstrap> / <zioi>. Allowed document types for Office: <AllowedOfficeDoctypes> <Doctype mimetype="application/msword">.doc</doctype> <Doctype mimetype="application/msword">.dot</doctype> <Doctype mimetype="application/vnd.ms-excel">.xls</doctype> Alfresco Office Workdesk Installation Guide 33

40 <Doctype mimetype="application/vnd.ms-excel">.xlt</doctype> <Doctype mimetype="application/vnd.ms-powerpoint">.ppt</doctype> </AllowedOfficeDoctypes> Allowed document types for Windows Explorer: <AllowedExplorerDoctypes> <Doctype mimetype="image/jpeg">.jpg</doctype> <Doctype mimetype="image/png">.png</doctype> <Doctype mimetype="application/msword">.doc</doctype> <Doctype mimetype="application/msword">.dot</doctype> <Doctype mimetype="application/vnd.ms-excel">.xls</doctype> <Doctype mimetype="application/vnd.ms-excel">.xlt</doctype> <Doctype mimetype="application/vnd.ms-powerpoint">.ppt</doctype> </AllowedExplorerDoctypes> Alfresco Office Workdesk accepts only new documents if their file extension can be found in the corresponding list. If so, Alfresco Office Workdesk stores the file and sets the MIME-type of the content stream to the MIME-type that is mentioned in this list. MIME-type mapping of existing documents Office can edit only a couple of file types, but typically a content repository can contain a much larger number of different file types. In order to prevent users from opening unhandled documents with MS Office, Alfresco Office Workdesk has a list of handled MIME-types. Only if the MIME-type of a document appears in this list, the document can be opened with Office. Additionally, this list forms a mapping from MIME-types to filename extensions. Office determines the filetype by the filename extension. A document named HelloWorld.xyz can never be edited with MS Word, even if its mime-type is application/msword. Therefore, Alfresco Office Workdesk looks up the file extension required by Office for this MIME-type and presents this file as HelloWorld.xyz.doc to Office. The list of handled MIME-types can be set up in the XML file <contextpath>/web-inf/owplugins.xml for each area (Dossier, Search, Browse, Version history) of Alfresco Office Workdesk. Each of these mappings are built up as follows: <HandledMimetypes> <Mimetype defaultextension='.doc'>application/msword</mimetype> <Mimetype defaultextension='.xls'>application/msexcel</mimetype> <Mimetype defaultextension='.doc'>application/vnd.ms-word</mimetype> <Mimetype defaultextension='.xls'>application/vnd.ms-excel</mimetype> <Mimetype defaultextension='.ppt'>application/vnd.ms-powerpoint</mimetype> </HandledMimetypes> Metadata transfer You may modify OLE2 container files (for example Word files, Excel files, and so on) to contain additional metadata from the underlying ECM backend repository. This may be configured 34 Alfresco Office Workdesk Installation Guide

41 inside owbootstrap.xml in the node <ZIOI>. In order to do this, you have to add the element <OfficePropertyMappingConfigurations> and configure the metadata mapping according to the following example: <OfficePropertyMappingConfigurations>  <OfficePropertyMappingConfiguration inludeallproperties="false">  <ContentType name="invoice" /> <MimeTypes>  <MimeType>application/msword</MimeType> </MimeTypes> <DocumentClasses>  <DocumentClass>Invoice</DocumentClass> </DocumentClasses>  <OfficePropertyMapping ecmpropertyname="testnote" officepropertyname="note" serverproperty="true" officedisplayname="test Note" showasreadonly="true"/>  <OfficePropertyMapping ecmpropertyname="invoicestatus" officepropertyname="status" serverproperty="true" officedisplayname="test Note" showasreadonly="false"/>  <OfficePropertyMapping ecmpropertyname="clientid" officepropertyname="clientid" serverproperty="true" officedisplayname="test Note" showasreadonly="false"/> </OfficePropertyMappingConfiguration> </OfficePropertyMappingConfigurations> You may configure the settings for specific document classes or for all document classes (if node <DocumentClasses> is missing) and for specific MS Office MIME-types or for all MIMEtypes (if node <MimeTypes> is missing). The defined mapping from the repository's property to an office property is done during the download of the document from the ECM system. Mapped Office properties are written back to the ECM system on saving the document and uploading it to the ECM system Only use values with characters a-z, A-Z and 0-9 for officepropertyname. Values with SPACE or special characters like < or > won t work. Alfresco Office Workdesk Installation Guide 35

42 Entry templates Alfresco Office Workdesk can be configured to use so called Entry Templates. With Entry Templates it is possible to file new documents with a predefined object class, predefined property values and even a predefined versioning behaviour under a predefined location. Alfresco Office Workdesk supports Entry Templates for CMIS and IBM FileNet P8 5.x adapter, whereas the Alfresco Office Workdesk Entry Template structure is XML based and a partial excerpt of original IBM FileNet P8 Entry Templates. A supported Entry Template for CMIS or IBM FileNet P8 5.x could look like the following example: <entrytemplate xmlns=" <templatetype>entrytemplate</templatetype> <type>document</type> <instructions> <instruction> <name>setproperties</name>  <value>1</value> </instruction> </instructions> <objectstore>  <id>p8objectstore</id> </objectstore>  <folder>  <id>{667369b3-82f3-4e2a-bd0a-9b622bb79c9e}</id> </folder> <version>  <value>1</value>  <isreadonly>1</isreadonly>  <ishidden>1</ishidden> 36 Alfresco Office Workdesk Installation Guide

43 </version> <classdesc> <! P8 Object class CMIS document class ID --> <id> </id> </classdesc> <propdescs>  <propdesc>  <symname>documenttitle</symname>  <isreadonly>0</isreadonly>  <ishidden>0</ishidden>  <propdef></propdef> </propdesc>  <propdesc> <symname>from</symname> <isreadonly>0</isreadonly> <ishidden>0</ishidden> <propdef>alfresco</propdef> </propdesc> Alfresco Office Workdesk Installation Guide 37

</propdescs> </entrytemplate> After defining the Entry Template, it has to be published to a location that can be accessed by Alfresco Office Workdesk. For IBM FileNet P8 5.

44 </propdescs> </entrytemplate> After defining the Entry Template, it has to be published to a location that can be accessed by Alfresco Office Workdesk. For IBM FileNet P8 5.x, the Entry Templates have to be filed directly into the ECM system, whereas they should be filed in a folder owentrytemplates under the ow_app folder (see Settings required for FileNet P8). For CMIS, the Entry Templates should be stored in a folder owentrytemplates under (OfficeWorkdesk)\WEB-INF\appobj\reference\(CMIS-Adapter). Afterwards, several Entry Template groups can be defined in owbootstrap for the CMIS or FNCM5 adapter under (OfficeWorkdesk)\WEB-INF\conf\reference\(Adapter) like in the following example: <EntryTemplates> </EntryTemplates> <TemplatesGroup name="group 1" location="owentrytemplates" /> <TemplatesGroup name="group 2" location="owentrytemplates" /> If at least one of the defined Entry Template groups is available, the document creation process is completely controlled by the selected Entry Template. The user just has to select the Entry Template in the Office dialog: Versioning strategies Alfresco Office Workdesk offers different strategies for versioning. While editing a document with Micrososft Office, Alfresco Office Workdesk can create a new minor version whenever the user saves the document or 38 Alfresco Office Workdesk Installation Guide

45 create a new major version whenever the user saves the document or create only one minor version for the whole editing process (between opening and closing the document). create only one major version for the whole editing process (between opening and closing the document). create a new minor version whenever the user is checking in a document or create a new major version whenever the user is checking in a document or create no further minor or major versions. These settings only control the behavior for editing existing documents and have no effect on creation of new documents. New documents are always created as minor/major version as it is specified in the underlying ECM system You can configure the Alfresco Office Workdesk versioning strategy in the XML configuration file <contextpath>/web-inf/conf/reference/(adapter)/owbootstrap.xml. Modify the following XML node in the <ZIOI> parent node: <Versioning>  <Save>minor</Save> <Session>minor</Session> <! true: Create a major version on check-in, false: create a minor version--> <PromoteOnCheckin>true</PromoteOnCheckin> <AlwaysCheckinOnClose>false</AlwaysCheckinOnClose> </Versioning> The node <save> must contain either none, minor or major. The value defines whether a new minor version, a new major version, or no further version is created each time a user saves a document in Microsoft Office. Also, by configuring the versioning node <session> (allowed values are minor, major, none), Alfresco Office Workdesk is able to create a minor, major, or no new version for a whole editing session, for example, the interval between opening a document and closing the document in Microsoft Office. Notes for IBM FileNet P8 For the node <session>, you can only use minor or major, but it is only effective if the node <save> is set to none. Notes for CMIS For CMIS, the versioning settings are dependent on the underlying CMIS compliant repository. The following tables illustrate the in-/valid versioning options for different supported Alfresco Office Workdesk ECM repositories and gives comments if the option is only valid under some special circumstances. IBM FileNet P8: Alfresco Office Workdesk Installation Guide 39

46 ID <Save> <Session> Validity Comment 1 none none Invalid. Use option 4 instead. 2 minor none Valid. - 3 major none Valid. - 4 none minor Valid. - 5 minor minor Valid, but not effective. Same result as option 2. 6 major minor Valid, but not effective. Same result as option 3. 7 none major Valid. - 8 minor major Valid. - Check-in always creates new version. See comment a) below. See comment a) below. 9 major major Valid, but not effective. Same result as option 3. See comment a) below. CMIS compliant repositories: ID <Save> <Session> Validity Comment 1 none none Invalid. Use option 4 instead. 2 minor none Valid. - 3 major none Valid. - 4 none minor Valid. - 5 minor minor Valid, but not effective. Same result as option 2. 6 major minor Valid, but not effective. Same result as option 3. 7 none major Valid. - Check-in creates new version. See comment b) below. See comment b) below. 8 minor major Valid, but not effective. Same result as option 2. 9 major major Valid, but not effective. Same result as option 3. See comments b) and c) below. See comment b) below. 40 Alfresco Office Workdesk Installation Guide

47 a. The session setting is only effective if there is content in the Reservation Object. If every save is checked in as minor or major version, the Reservation Object is always empty when the document is closed. b. The session setting is only effective if there is content in the PWC. If every save is checked in as minor or major version, the PWC is always empty when the document is closed. c. In contrast to P8, the CMIS adapter does not perform a promote when the document is closed. Configuration node <PromoteOnCheckin> The configuration node <PromoteOnCheckin> defines the versioning behavior of Alfresco Office Workdesk while explicit user checkins. If the value is set to true, the document version is promoted to a new major version for every user checkin; if the value is set to false, the document version is increased by a new minor version. By default, the document version is always promoted to a new major version for every user checkin. Configuration node <AlwaysCheckinOnClose> The Boolean parameter <AlwaysCheckinOnClose> enables Alfresco Office Workdesk to perform a check-in on any document that was opened in Alfresco Office Workdesk and is closed in MS Office. Background: There are situations when a user wants a document to be kept checked-out even after the document was closed. To do so, MS Office comes with an own check-out command. Using Alfresco Office Workdesk without the DB based state registry under Windows XP might lead to a wrong handling of this check-out. After closing the documents (that were checked-out from inside MS Office), these documents are kept as checked-out zombie files in the ECM system. The default behaviour (and if the configuration node is missing at all) is false. If set to true, Alfresco Office Workdesk performs a check-in whenever any document opened in Alfresco Office Workdesk is closed in MS Office, even if Alfresco Office Workdesk has assumed the user wants it otherwise. We recommend setting the parameter <AlwaysCheckinOnClose> to true if no DB based state registry is configured and document state is just kept in memory, to avoid checked-out zombie files in the ECM system after an editing session with Alfresco Office Workdesk in MS Office. If the configuration <AlwaysCheckinOnClose> is set to true, make sure that users are NOT using explicit check-outs from inside MS Office, because even explicitly checked-out documents are checked-in if closed. Office check-in comment Alfresco Office Workdesk supports the Check-In comment feature of Microsoft Office. When checking in an explicitly checked out document, Microsoft Office prompts the user for a Alfresco Office Workdesk Installation Guide 41

48 comment. This comment can be stored in a String property configured in owbootstrap.xml as <CheckinCommentProperty>. <bootstrap> <ZIOI> </ZIOI> </bootstrap> <CheckinCommentProperty>CheckinComment</CheckinCommentProperty> Adopt CheckinComment to the property of your object class that shall hold the Office check-in comment information. For a CMIS compliant underlying repository you can not explicitly set a value for <CheckinCommentProperty>. CMIS comes along with a built-in support for check-in comments that is sued by Alfresco Office Workdesk accordingly. Role Manager The Role Manager handles which plugins, object classes and index fields are available for a user after login. The actual Alfresco Office Workdesk release offers two Role Managers: Simple Role Manager and DB Role Manager. These two Role Managers are described in the sections below. Simple Role Manager The Simple Role Manager shows all plugins to every user. You can only restrict access to your site settings by defining the tag SiteAdmins. In the following example, we use the user Administrator as a site admin. Example of a configuration with Simple Role Manager: <RoleManager> <ClassName>com.wewebu.ow.server.roleimpl.simplerole.OwSimpleRoleManager</ClassName> <Version>4.2.0</Version> <SiteAdmins> <user>administrator</user> </SiteAdmins> <DesignName></DesignName> </RoleManager> DB Role Manager When using the DB Role Manager you can configure roles or permissions for different user groups and assign permissions for defined roles. 42 Alfresco Office Workdesk Installation Guide

49 Prerequisites Before activating the DB Role Manager, make sure to satisfy the following requirements: Alfresco Office Workdesk is configured properly and running. A database and the required database tables have been configured (see Advanced configuration). A corresponding datasource has been made available to the Alfresco Office Workdesk web application. DB Role Manager Activation To activate the DB Role Manager you must comment out the Simple Role Manager. In order to do this, open your owbootstrap.xml (located in the corresponding configuration directory in <OfficeWorkdesk>/WEB-INF/conf/reference/<adapter>/) and comment the configuration node of Role Manager (class com.wewebu.ow.server.roleimpl.simplerole.owsimplerolemanager). The configuration node should look similar to the following: <RoleManager> <ClassName>com.wewebu.ow.server.roleimpl.simplerole.OwSimpleRoleManager</ClassName> <Version>4.2.0</Version> <SiteAdmins> <user>administrator</user> </SiteAdmins> <DesignName /> </RoleManager> Your next step is to uncomment the configuration node for DB Role Manager. Therefore, search for the tag <RoleManager> with the class com.wewebu.ow.server.roleimpl.dbrole. OwDBRoleManager and uncomment this configuration. The following XML text shows a sample configuration for the DB Role Manager: <RoleManager> <ClassName>com.wewebu.ow.server.roleimpl.dbrole.OwDBRoleManager</ClassName> <Version>4.2.0</Version> <DesignName></DesignName> <AvailableDesigns> <Design displayname="design of the configuration view">config</design> </AvailableDesigns> <SchemeVersion>3</SchemeVersion> <MasterRoles enable="true"> <MasterRoleGroup name="manager"> <Role>HR Manager</Role> <Role>Office Manager</Role> </MasterRoleGroup> </MasterRoles> Alfresco Office Workdesk Installation Guide 43

50 <SecurityAdmin pluginid="com.wewebu.ow.admin"> <User>Administrator</User> </SecurityAdmin> <ConfigCategories>ROLE_CATEGORY_PLUGIN,ROLE_CATEGORY_SEARCH_TEMPLATE </ConfigCategories> </RoleManager> The tag <SchemeVersion> defines the version of the database scheme. This option is used for backwards compatibility. Usually, you don't have to change its value. If you want to use the older scheme version for any reason (for example, because you are using an old Alfresco Office Workdesk version and you want to use the same database as a basis for any reason), contact Alfresco Support for further information about updating. The tag <SecurityAdmin> determines the names of users who act as role administrators and are able to edit roles. These are defined as follows: <SecurityAdmin pluginid="[id of plugin to enable for Security Admin]"> <User>[user1]</User> <User>[user2]</User> <Group>[usergroup1]</Group> <Group>[usergroup2]</Group>... </SecurityAdmin> Beware of case sensitivity: The user names have to be spelled exactly as defined in the LDAP directory. The element <MasterRoles> is explained detailed in Master Roles. The node <ConfigCategories/> specifies a list of comma separated element categories that shall appear in the Administration plugin. For categories that are not specified in the list, the access is implicitly allowed to all resources. Restart the Alfresco Office Workdesk Application To make the above changes effective, either the application server or the Alfresco Office Workdesk application must be restarted. Access URL The Role Management configuration interface is available using the following URL: <server-name> represents the base URL of the server where Alfresco Office Workdesk has been deployed, <port> denotes the port number, officeworkdesk is the root context of the deployed Alfresco Office Workdesk application and config.jsp represents the jsp page of the role management configuration interface. 44 Alfresco Office Workdesk Installation Guide

51 Master Roles By setting up Master Roles with the element <MasterRoles> for the DB Role Manager, two features become available: Profiles of multiple groups that exist in a user directory are merged to become the profile of a master role Users can switch between their Master Role profiles in the Alfresco Office Workdesk Role Selector plugin, whereby o a master role entry is only listed in the Alfresco Office Workdesk Role Selector plugin if the user is member of at least one of its groups. o for groups, which a user is member of and which are not contained in any of the other defined Master Role entries are added to the drop-down list provided by the Alfresco Office Workdesk Role Selector plugin. Example: User Dennis is a member of the user directory groups HR Manager and Administration. These groups could be arranged to be one Master Role profile Administration consisting of the user directory group Administrators one Master Role profile HR Manager consisting of the user directory groups HR Manager and HR User When selecting the Master Role HR Manager in the Role Selector, Susan has access to all resources which have been assigned to either group HR Manager or group HR User. When selecting the master role profile Administration, the profile for the user directory group Administrators is applied. The corresponding configuration in owbootstrap.xml would look like the following: <MasterRoles enable="true"> <MasterRoleGroup name="administration"> <Role>Administrators</Role> </MasterRoleGroup> <MasterRoleGroup name="hr Manager"> <Role>HR Manager</Role> <Role>HR User</Role> </MasterRoleGroup> </MasterRoles> To enable the Alfresco Office Workdesk Master Role Selector plugin Role you need to uncomment the following section in owplugins.xml: <PlugIn type="ow_master" scope="office"> <Name>Role</Name> <Description>Master plugin to switch between different master roles.</description> <id>com.wewebu.zioi.role</id> <Vendor>Alfresco Business Solutions</Vendor> Alfresco Office Workdesk Installation Guide 45

<Version>4.2.0</Version> <ClassName>com.wewebu.zioi.server.plug.officerole.ZioiRoleDocument</ClassName> <ViewClassName>com.wewebu.zioi.server.plug.officerole.ZioiRoleView </ViewClassName> <helppath>owrole/default.

52 <Version>4.2.0</Version> <ClassName>com.wewebu.zioi.server.plug.officerole.ZioiRoleDocument</ClassName> <ViewClassName>com.wewebu.zioi.server.plug.officerole.ZioiRoleView </ViewClassName> <helppath>owrole/default.jsp</helppath> <icon>/images/plug/officerole/icon.gif</icon> </PlugIn> The resulting Alfresco Office Workdesk Master Role Selector plugin appears like the following with the dropdown entries as specified for the different master role profiles: The Alfresco Office Workdesk application plugin (plugin with ID com.wewebu.zioi.zioi) has to be assigned to at least one of the roles included in the first master role => the information about a user s startup role is taken from there. Basic Configuration It should be noted that initially no user has access to anything. The admin has to grant single access rights to each role before anyone can start using Alfresco Office Workdesk. After logging in using the admin user credentials (any user within the <SecurityAdmin> tag in section DB Role Manager Activation) the admin user has to explicitly grant the access to all roles. The basic configuration includes the configuration for Plugins, ObjectClasses and Indexfields. All users according to their respective roles need access to different Plugins (or they see nothing in the FileOpen dialog) access to at least some ObjectClasses access to the Indexfields in these ObjectClasses Configuring the access to ObjectClasses and Indexfields The configuration for ObjectClasses represents the document classes in FileNet P8 or the type definitions in CMIS compliant repositories. Every object class has properties assigned to it based on the required values that are stored with the documents. For example, you might have a 'Contracts' document class with Contract Type, Date, and Company Name properties assigned to it. Additional system properties, such as Creator and Document Title, are automatically assigned to the document class upon creation, and are stored as system properties. 46 Alfresco Office Workdesk Installation Guide

53 The configuration for Indexfields helps admin users to configure fine grained access rights for properties of object classes. The DB Role Manager can handle access rights on object classes (Document, Folder, and so on) and also index level (DocumentTitle, FolderName, and so on). The access to all object classes is denied by default because the access for reading/viewing the object classes is not defined in OW_ROLE table. Except for the indexes of the object classes, any access is denied if the DB Role Manager cannot find any definitions for the given element. This means that the access rights for the indexes of an object class must not be explicitly set. If the DB Role Manager is used, the administrator must set the read/view access rights for all user groups to explicitly allow so that they can view all object class definitions, otherwise the view rights are implicitly denied to all user groups. Important: Only the indexes of the object classes have an implicit allow, all other types/categories have an implicit deny. Refine Access Level with Scheme Version 3: If using OW_ROLE table in your database with schema version 3, you have an improved facility to set allow/deny access rights for the different categories/types. If using OW_ROLE table with a lower version than 3, an administrator can only deny/allow the complete category/type. This means that using the schema version 3, the administrator has the possibility to allow/deny a category/type more specifically for a user group than it could otherwise be done in the previous schema versions. An admin user on the Role Management configuration interface configures the Object Classes and Indexfields for a particular role as follows: Step1: The admin user has to select a particular role that actually represents a specific LDAP group. Step2: After the role selection, the next step is the assignment of access rights for a set of Object Classes and Indexfields to this role. Assign Access Rights for Object Classes: As an admin user, you can restrict or permit the access of any of the available Object Classes based on the roles of the users. In Scheme Version 3 you can not only simply allow/deny the access to object classes but also restrict the user in a more granular way. The table below explains the difference of access level between scheme versions 2 and 3. Scheme Verion Category Value Access View Modify Checkin 3 Object Instance Document Allow Can be set explicitly Can be set explicitly Can be set explicitly 2 or less Object Instance Document Allow Implicitly set by access right Implicitly set by access right Implicitly set by access right Alfresco Office Workdesk Installation Guide 47

54 For example, if you want to allow the access of a specific object class, such as object class A to a certain role (like a Clerk role), then after selection of this specific role: 1. Select ObjectClasses from the Category combobox 2. Check the allow checkbox against the object class A. 3. Only if Scheme Version 3: you can further refine the access to object class A by checking/un-checking the checkboxes for View, Modify and Checkin on right-hand-side columns. 4. Then press Save button to actually save these configurations in the backend database. When any of the users that belong to the role Clerk login, they have access to the object class A in any plugins like Search, Browse, and so on. Assign Access Rights for Indexfields: Open the Role Management plugin => select the Indexfields from the category combobox => a list of the ObjectClasses appears in the combobox below the Indexfields. Each object class aggregates all of its own Indexfields (properties) with those inherited from its parent object class. You can view the Indexfields of a certain object class by selecting the object class from the ObjectClasses combobox. For every Indexfield, there are 3 entries (rows). Each entry has the following name pattern: <Resource-Context Name>.<ObjectClass Name>.<Indexfield Name> For object class name Agency and index field name Class Description, the rows would have the following values under the Name column: View.Agency.Class Description Create.Agency.Class Description Checkin.Agency.Class Description As described in the previous section, if scheme version 3 is used then it is possible to refine the Indexfield access level further by checking/un-checking the Modify and View checkboxes. Document state registry One special feature of MS Office in combination with Alfresco Office Workdesk is a two-step lock mechanism: 1. A document is locked, when it is opened in MS Office by a user for editing. Another user can then just open a copy of the same document or open the same document read-only. Alfresco Office Workdesk supports this lock by checking-out the document in the ECM system. This lock is called short-term-lock and is automatically released (and so is the check-out state in the ECM system) after the document was closed in MS Office. 2. A user can explicitly check-out an already short-term-locked document from inside MS Office. This lock is then called long-term-lock and is not automatically released (as the short-term-lock is) when the document is closed in MS Office and the document is kept checked-out in the ECM system). MS Office lets the user decide on closing the document whether to check-in the document or keep it checked-out. If kept checked-out, no other user can make changes to this locked document until the corresponding user (or an administrator) released the lock. 3. A user can open an already checked-out document. This document is handled by Alfresco Office Workdesk as long-term-locked because we have to assume that the document was previously checked-out manually by a user. 48 Alfresco Office Workdesk Installation Guide

55 All supported ECM systems just support ONE check-out mechanism. To support short-term and long-term lock, Alfresco Office Workdesk emulates those locks in the so called document state registry. Alfresco Office Workdesk offers two different document state registries: memory based document state registry (see Memory-based document state registry) which is holding the document states in the application server memory database document state registry (see Database document state registry) which is holding the states persistent in a database and caches a part of these values to gain performance. Document state/lock values could also be stored in document properties/metadata, but this can only be implemented as a project solution as the content model of the ECM system has to be adapted. Memory-based document state registry The default method to store the states of documents opened by Alfresco Office Workdesk is to keep them in the memory of the application server. The following lines are the corresponding configuration entries in the file owbootstrap.xml under the main configuration node <ZIOI>: <VFS> <VfsDocumentClassName>com.wewebu.zidi.vfs.ZidiVFSDocumentDocument</VfsDocumentClassName> <VfsDocumentStateRegistryClassName> com.wewebu.zidi.vfs.zidimemorybaseddocumentstateregistry </VfsDocumentStateRegistryClassName> <VfsDocumentStateRegistryCleanupInterval>10</VfsDocumentStateRegistryCleanupInterval> <VfsDocumentCheckoutTimeout>30</VfsDocumentCheckoutTimeout> </VFS> The memory-based document state registry is setup by configuring the corresponding class com.wewebu.zidi.vfs.zidimemorybaseddocumentstateregistry in the node <VfsDocumentStateRegistryClassName>. Document state values are only kept in memory. This is a limited resource, therefore the entries are cleaned up every 10 minutes or any x minutes as configured in <VfsDocumentStateRegistryCleanupInterval>. Every document opened in MS office with a lock state that was not refreshed during the time span (defined in minutes in <VfsDocumentCheckoutTimeout>) is removed from the registry. This time span value is configurable, because MS Office refreshes short-term-locks differently depending on the MS Office version. There might be use cases for even higher values, if for example users are closing and suspending their laptops and MS Office is unable to refresh the lock state at all. The memory-based document state registry should be used for testing environments only. Values are stored in memory only and get lost when restarting the application server. Use the database document state registry (see Database document state registry) whenever possible. Alfresco Office Workdesk Installation Guide 49

56 Database document state registry The database document state registry is an extension to the memory-based document state registry and the parameters <VfsDocumentStateRegistryCleanupInterval> and <VfsDocumentCheckoutTimeout> are used in the same context as for the memory-based document state registry (see previous secion). The configuration node <VfsDocumentStateRegistryClassName> must point to the class com.wewebu.zidi.vfs.zididatabasedocumentstateregistry to persist document states in a database, instead of only storing them in the memory of the application server. Create the required database table as described in Database server and ensure that you have configured the corresponding JDBC data source for the Alfresco Office Workdesk application. Alfresco Office Workdesk verifies the existence of the required database table and persist the document lock values there. Document creator persister Whenever a user opens a MS Office document using Alfresco Office Workdesk, the URL to the document contains an unique DMSID. This DMSID allows Alfresco Office Workdesk to identify a distinct document in its correct version. For description of the format of DMSIDs, see Configuration and Planning Guide, Format of DMSIDs. While creating an initial document version, a DMSID does not yet exist, but a so called document creator is instantiated which has an unique document creator ID. There is no way to use this document creator ID instead of a DMSID in an URL to a document, but Alfresco Office Workdesk comes with a mechanism to resolve the relation of document creator ID and DMSID. The document creator ID is normally only a temporary construct cached in the application server memory. The related DMSID is stored and can be resolved as long as MS Office updates the document state (normally every 10 to 30 minutes). Whenever a user closes the initial version of the document or the Alfresco Office Workdesk application server is restarted, the relation between document creator ID and DMSID is lost. To avoid this loss of information, Alfresco Office Workdesk comes with the so called document creator persister that stores the relation of document creator ID to DMSID in a database. See Database server on how to setup the required database and tables. The document creator persister can be configured in the node <DocumentCreatorPersister> in the file owbootstrap.xml under the node <ZIOI>: <DocumentCreatorPersister> <FactoryClass> com.wewebu.zidi.vfs.zididatabasedoccreatorpersisterfactory </FactoryClass> <MaxCacheSize>500</MaxCacheSize> <CacheItemExpiresInMinutes>-1</CacheItemExpiresInMinutes> <DatabaseTableName>ZIDI_DOC_CREATOR</DatabaseTableName> </DocumentCreatorPersister> 50 Alfresco Office Workdesk Installation Guide

57 The document creator persister configuration subnodes are the following: FactoryClass: The factory class used to read the configuration and to create the document creator persister. Persisting of document creator ID could also be done in document properties/metadata for example, but this solution must be implemented as project solution only, as the content model of the ECM system has to be adapted. MaxCacheSize: To reduce the number of database accesses, we cache a defined amount of items in memory. How many items are cached can be configured here. To configure an unlimited cache you would have to set the value to -1 (default value). CacheItemExpiresInMinutes: To avoid that items are persisted in the cache forever, they can be marked as expired: Each item has a time-stamp (last accessed time). If a value bigger than 0 is configured, the cache is cleaned up after a configured time span (in minutes). To disable the expiration of cached items, you have to set the value to -1 (default value). DatabaseTableName: The database table name is ZIDI_DOC_CREATOR by default, but if needed it can be changed here. Set at least either the cache size or an expiration timeout, otherwise Alfresco Office Workdesk never removes items from the cache. If you change the default database table name, don t forget to update the database scripts provided with an Alfresco Office Workdesk delivery to create the required Alfresco Office Workdesk database tables! Integration with web applications Existing web applications may be configured or customized to open Office documents using Alfresco Office Workdesk. In the following sections the integration into Alfresco Workdesk and Alfresco Share is described. Additionally, the file startoffice.jsp contains all required JavaScript code to start Office and to automatically open a document. You may use this file as a starting point and copy/paste the code into your own projects. Alfresco Office Workdesk and Alfresco Workdesk You can easily integrate your Alfresco Office Workdesk installation into Alfresco Workdesk by editing the owmimetable.xml file in the configuration folder of your Workdesk deployment. This file defines the action to be taken when the user clicks on a document depending on it s MIME type. It already contains a commented section Office mimetypes to be opened with Alfresco Office Workdesk. Just remove the comments on this section and comment-out the default actions for these Office MIME types that are located right above this section. The section for the integration of Alfresco Office Workdesk is: <! Office mimetypes to be opened with Alfresco Office Workdesk Alfresco Office Workdesk Installation Guide 51

58 <mime optionid= type= application/msexcel autoviewermode= 5 > <icon>application_msexcel.gif</icon> <viewerservlet>openofficedocument( <aowd_deployment_name>, {dmsid}, {prop#ow_objectname},false,.xls ); </viewerservlet> </mime> <mime optionid= type= application/vnd.ms-excel autoviewermode= 5 > <icon>application_msexcel.gif</icon> <viewerservlet>openofficedocument( <aowd_deployment_name>, {dmsid}, {prop#ow_objectname},false,.xls ); </viewerservlet> </mime> <mime optionid= type= application/mspowerpoint autoviewermode= 5 > <icon>application_mspowerpoint.gif</icon> <viewerservlet>openofficedocument( [:<port>]/<aowd_deployment_name>, {dmsid}, {prop#ow_objectname},false,.ppt ); </viewerservlet> </mime> <mime optionid= type= application/vnd.ms-powerpoint autoviewermode= 5 > <icon>application_mspowerpoint.gif</icon> <viewerservlet>openofficedocument( <aowd_deployment_name>, {dmsid}, {prop#ow_objectname},false,.ppt ); </viewerservlet> </mime> <mime optionid= type= application/msword autoviewermode= 5 > <icon>application_msword.gif</icon> <viewerservlet>openofficedocument( <aowd_deployment_name>, {dmsid}, {prop#ow_objectname},false,.doc ); </viewerservlet> </mime> <mime optionid= type= application/vnd.ms-word autoviewermode= 5 > <icon>application_msword.gif</icon> <viewerservlet>{dwlurl}</viewerservlet> <viewerservlet>openofficedocument( <aowd_deployment_name>, {dmsid}, {prop#ow_objectname},false,.doc ); </viewerservlet> </mime> You have to adapt in all examples above to point to your Alfresco Office Workdesk deployment. 52 Alfresco Office Workdesk Installation Guide

59 Alfresco Office Workdesk and Alfresco Share In order to open Office documents from Alfresco Share using Alfresco Office Workdesk, you have to apply an AMP file to your Alfresco Share installation and configure it. This will install a new custom Action into Share that is displayed for all editable Office documents. The delivered AMP file is available for Alfresco Share 4.x only. You can find the edit-in-aowd-1.0.amp file in the Alfresco Office Workdesk delivery file under Alfresco Share AMP. Please consult the Alfresco online documentation for how to deploy AMP files in your environment. For Tomcat on a standard Alfresco deployment, you can use alfresco-mmt.jar: Stop Tomcat Delete the Share deployment folder <alfresco-root>/tomcat/webapps/share Copy edit-in-aowd-1.0.amp to <alfresco-root>/amps_share Change to <alfresco-root>/bin Run the following command: java -jar alfresco-mmt.jar install../amps_share/edit-in-aowd-1.0.amp../tomcat/webapps/share.war Restart Tomcat Additionally, you need to copy the edit-in-aowd.properties file located in the same directory as the AMP itself into the Alfresco web-extension root directory under <alfrescoroot>/tomcat/shared/classes/alfresco/web-extension. Edit this file and set the parameter config.edit-in-aowd.deploymenturl to the URL of your Alfresco Office Workdesk deployment. After following all the configuration steps you can restart the Alfresco server and afterwards the Alfresco Office Workdesk integration into Alfresco Share should be available like in the following picture: Alfresco Office Workdesk Installation Guide 53

60 Alfresco Office Workdesk and other Web Applications In order to integrate Alfresco Office Workdesk with any other web application, you simply have to use two JavaScript files delivered with Alfresco Office Workdesk. The scripts are located at js/ deployment. You just need to include both files in a web page. To launch the locally installed Office application for a specific document, invoke the function startoffice.js and js/officelauncher.js within the Alfresco Office Workdesk startoffice(baseurl,dmsid,filename,readonly,requiredfileext) with the parameters baseurl dmsid Alfresco Office Workdesk base URL, e.g. Workdesk DMS ID 2, not encoded. AOWD will always open the latest version of this document. If you want to open this exact version of the document, prepend the prefix exact to the dmsid, e.g. exactocmis,a2b3fa... filename arbitrary name; the file name extension is important however, as it is used to determine which MS Office component is to be launched readonly true (opened in read-only mode) or false (opened in read/write mode) requiredfileext file extension required for this document, e.g..doc,.xls,.docx, etc. This extension is preserved even if the filename parameter needs to be shortened to fulfill certain maximum length criteria for URLs Example: <head> <script src= /> <script src= /> <script type= text/javascript language= javascript > // you can activate debugging here: // officelauncher_debug = true; </script> </head> <body> <a href="javascript:startoffice(' 'fnce,1,{a25186b9-0ed8-4f7f-a884-4e4a9527d1e3},{b057416b2-40df-44dc-bb8e- C3895FBB010B}','Hello.doc',false,'.doc');">Hello.doc</a> </body> 2 For the description of the format of DMS IDs see Configuration and Planning Guide, Format of DMS IDs. 54 Alfresco Office Workdesk Installation Guide

61 SSO for Alfresco Office Workdesk SSO for Alfresco and other CMIS compliant ECM Systems Please contact Alfresco Support if you want to use SSO for Alfresco repositories and Alfresco Office Workdesk or the combination with any other CMIS compliant ECM systems. SSO for IBM FileNet P8 5.x and IBM WebSphere As a prerequisite for using SSO with Alfresco Office Workdesk and IBM FileNet P8 5.x, IBM FileNet P8 WorkplaceXT has to be configured for SSO. If SSO is working correctly with IBM FileNet P8 WorkplaceXT, you have to configure owbootstrap.xml located in (OfficeWorkdesk)/WEB-INF/conf/reference/fncm5 like in the following example to use SSO also for your Alfresco Office Workdesk deployment: <EcmAdapter> <ClassName>com.wewebu.ow.server.ecmimpl.fncm5.OwFNCM5Network</ClassName> <Version>4.2.0</Version> <ConnectionURL>iiop://localhost:2809/FileNet/Engine</ConnectionURL> <jaascontext>filenetp8server</jaascontext> To get more information about SSO for IBM FileNet P8 5.x, visit the IBM Information Center: IBM FileNet P8 Version 5.2 Information Center In order to enable SSO for Alfresco Office Workdesk, security must be enabled in the application server and for the Alfresco Office Workdesk deployed module. Activate container managed security for Alfresco Office Workdesk by adding these lines to the web.xml file of Alfresco Office Workdesk: <security-constraint> <web-resource-collection> <web-resource-name>aowdsso</web-resource-name> <description>aowd SingleSignOn</description> <url-pattern>/*</url-pattern> </web-resource-collection> <auth-constraint> <role-name>all Authenticated</role-name> </auth-constraint> <user-data-constraint> <description>user data constraints</description> <transport-guarantee>none</transport-guarantee> </user-data-constraint> </security-constraint> <login-config> Alfresco Office Workdesk Installation Guide 55

62 <auth-method>basic</auth-method> <realm-name>aowd-sso</realm-name> </login-config> <security-role> <description>all Authenticated</description> <role-name>all Authenticated</role-name> </security-role> Users or groups must be assigned in the application server role configuration (for example, if WebSphere is used, go to the Integrated Solutions Console > Enterprise Applications > officeworkdesk > Security role to user/group mapping). URL Overwriting If the URL to the Alfresco Office Workdesk deployment (from the client) is different to the URL used on the server itself, Alfresco Office Workdesk needs some special configuration in owbootstrap.xml. Different URLs can be caused by a port switcher, a load balancer, SSL boxes, reverse proxies or any other components between the client machine and the server hosting the Alfresco Office Workdesk deployment. Depending on the adapter for the underlying ECM system, you need to add the following additional configuration to the corresponding owbootstrap.xml file: <bootstrap> <UrlOverwrite> <Server> <Base> </UrlOverwrite> </bootstrap> Adapt the values http(s), servername and officeworkdesk to your environment. These config options need to contain the URL to Alfresco Office Workdesk from the client s point of view. 56 Alfresco Office Workdesk Installation Guide

63 Troubleshooting This section describes how to determine and solve general problems with your Alfresco Office Workdesk deployment. Also, it summarizes the most frequently reported problems/errors that Alfresco Office Workdesk users already experienced. The problem descriptions are separated in problems related to Microsoft Office and general other problems, like problems related to underlying ECM systems. How to determine Alfresco Office Workdesk problems The following sections descibe how to determine problems with your Alfresco Office Workdesk deployment. Troubleshooting by using Alfresco Office Workdesk log files Alfresco Office Workdesk uses log4j for error reporting. By default, only errors are logged to the console and warnings or debug statements are suppressed. You can modify the reporting level from error to debug and/or write the log to a file by changing the log4j.properties file that is located in the configuration folder of the used Alfresco Office Workdesk ECM adapter (for example, (OfficeWorkdesk)/WEB-INF/conf/reference/fncm5 in case of the IBM FileNet P8 5.x adapter). If you have several applications running on your application server, you might have a global log4j.properties file. Make sure to avoid conflicts by configuring properly either the global configuration file or the configuration file provided by Alfresco Office Workdesk. You can also configure the Alfresco Office Workdesk log mechanism to suppress ECM system specific messages. For example, if you want to suppress IBM FileNet P8 log entries, your log4j.properties file might look like this: # FileNet P8 log4j.category.com.filenet=warn, CONSOLE log4j.category.com.filenet.wcm.api.impl.remotecommand=error, CONSOLE For further technical background information about log4j, see A2: Background about Log4J. Troubleshooting by using the Alfresco Office Workdesk Debug Page Alfresco Office Workdesk has its own debug page available at Open the debug page ONLY with the Microsoft Internet Explorer web browser, as this page uses Microsoft Active X components which do not work correctly in other web browsers like Mozilla Firefox, Opera or Google Chrome. Alfresco Office Workdesk Installation Guide 57

64 On the debug page you can find a link Open the Repository Browsing service. Clicking on this link opens a new Internet Explorer window containing the user interface of Alfresco Office Workdesk: The shown Alfresco Office Workdesk user interface is not functionally working in the browser window (regarding MS-Office restrictions). If the application server is unable to complete your request, a detailed error report is shown in the debug page instead. 58 Alfresco Office Workdesk Installation Guide

Problems that you might experience with Microsoft Office 2007 This section lists the most frequently problems users experienced with Alfresco Office Workdesk in combination with Microsoft Office 2007

65 Problems that you might experience with Microsoft Office 2007 This section lists the most frequently problems users experienced with Alfresco Office Workdesk in combination with Microsoft Office 2007 and give suggestions for how to solve each of them. MS Office 2007 shows the Explorer Integration in the File Open dialog instead of embedding the Alfresco Office Workdesk user interface After the URL opens from the file open dialog, MS Word queries for a username and password. After providing correct user credentials, Office does not embed the Alfresco Office Workdesk user interface in the file open dialog but shows the Drop Zones in a file list instead. Under specific circumstances, Office even queries multiple times for your username and password before showing this dialog. In this case, the basic non-visual services of Alfresco Office Workdesk are up and running. Alfresco Office Workdesk is also able to connect to your ECM and verify the user account you provided, but the parts of Alfresco Office Workdesk creating the user interface do not work properly. To solve this issue, view the Alfresco Office Workdesk user interface with Internet Explorer (see Troubleshooting by using the Alfresco Office Workdesk Debug Page). In most cases, you see an error report from your application server. If your server does not provide a detailed error report, look in the application server s error log file. The error report, directly in the IE or in the server log, should give you a clue about the root cause of the problem. However, the most common cases are described below: No error report and you can see the Alfresco Office Workdesk user interface in the Internet Explorer Two possible reasons: d. If you are using Office with a server-driven configuration, the so called Webview might be deactivated Alfresco Office Workdesk Installation Guide 59

66 e. If your Office is running in a Windows 7 environment with Service Pack 1 or a later Windows Service Pack version installed, you must add the Alfresco Office Workdesk deployment URL to the trusted sites in the Internet Explorer security settings. Alfresco Office Workdesk does not accept your username and/or password. After choosing cancel in the file open dialog, Alfresco Office Workdesk shows a 405 authorization required error. Two possible reasons: a. you did not provide a valid user account (check with your default ECM client application) or b. the server-name of your P8 content engine inside the configuration file is incorrect. The page contains a 500 internal server error and shows an exception and stack trace Have a look at the exception and try to solve the problem by yourself. In most cases, a required library is missing (NoClassdefFoundException) or an XML configuration file can not be read (syntax error). If you encounter problems while trying to resolve this issue, contact Alfresco Support and provide (a) the name of the exception and (b) the stack trace. Microsoft Office 2007 caches the feature description of all visited URLs in the Windows system registry. If Alfresco Office Workdesk was not detected correctly from its URL, Office does not query its features again. After correcting the failure, Office may still have issues when opening the Alfresco Office Workdesk URL, instead of embedding Alfresco Office Workdesk in the file open dialog. To resolve this behavior, clear the cache using regedit. Click Start / Run / type regedit and press return. Then, remove your misdetected Alfresco Office Workdesk URL from the key HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Common\Internet\Ser ver Cache. After the key was deleted a client reboot is required. Problems that you might experience with Microsoft Office 2010 This section lists the most common problems users experienced with Alfresco Office Workdesk in combination with Microsoft Office 2010 and provides suggestions for how to solve each of them. MS Office 2010 Shows the Explorer Integration in the File Open Dialog Instead of Embedding the Alfresco Office Workdesk User Interface You might also experience this problem with Microsoft Office The solution for this problem is described in MS Office 2007 shows the Explorer Integration in the File Open dialog instead of embedding the Alfresco Office Workdesk user interface. Microsoft Office 2010 caches the feature description of all visited URLs in the Windows system registry. If Alfresco Office Workdesk was not detected correctly from its URL, Office does not query its features again. After correcting the failure, Office may still have issues when opening the Alfresco Office Workdesk URL, instead of embedding Alfresco Office Workdesk in the file open dialog. To resolve this 60 Alfresco Office Workdesk Installation Guide

67 behavior, clear the cache using regedit. Click Start / Run / type regedit and press return. Then, remove your misdetected Alfresco Office Workdesk URL from the key HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Common\Internet\Ser ver Cache. After the key was deleted a client reboot is required. Problems that you might experience with Microsoft Office 2013 This section lists the most common problems users experienced with Alfresco Office Workdesk in combination with Microsoft Office 2013 and provides suggestions for how to solve each of them. MS Office 2013 shows message Invalid URL when calling the Alfresco Office Workdesk URL from the Open File dialog After you entered the Alfresco Office Workdesk URL in the Open File dialog of MS Office 2013 and pressed the Enter key, MS Office displays an error popup, that the entered URL is invalid. In this case please ensure, that you entered the Alfresco Office Workdesk URL with a trailing slash at the end. The / at the end of the URL is required in MS Office Problems that you might experience with Microsoft Office in general This section lists the most frequently problems users experienced with Alfresco Office Workdesk in combination with any supported Microsoft Office independent from the version and give suggestions for how to solve each of them. MS Office Shows Error Popup When Canceling an Explicit Checkout In MS Office 2007 it is possible to cancel explicit checkouts of Sharepoint server documents by using Cancel checkout under the menu entry Server. As Alfresco Office Workdesk is behaving like a MS Sharepoint server, this menu entry also appears for checked-out Alfresco Office Workdesk documents, but when using Cancel checkout an error window pops up. The reason for this message is that Alfresco Office Workdesk simply does not support canceling explicit checkouts from inside MS Office, as for Alfresco Office Workdesk different versioning strategies can be defined (for example, new version for every save process) and it is not clear, to which version of the editing session the checkout shall be rolled back. The checkout state of documents in the ECM system itself still can be cancelled by using native ECM system applications, like Alfresco Workdesk. MS Word Shows the Error Message You do not have the permission to apply changes to this document. Do you want to? After opening the URL with the file open dialog, MS Word prompts the user for a username and password. After providing a correct user account, Office continues prompting for the username and password. After several times, Office shows the message You do not have the permission to apply changes to this document. Do you want to open a read-only copy? : Choose No. This error dialog appears if Alfresco Office Workdesk is unable to verify your user account. The following three possible reasons are most common in this situation: Alfresco Office Workdesk Installation Guide 61

68 The user account you provided is wrong. Verify your user account by logging into your default ECM client application. Alfresco Office Workdesk is unable to connect to your ECM backend because o The server-name or IP address of your ECM backend server inside the configuration files (owbootstrap.xml) is incorrect. o The communication between the application server (where Alfresco Office Workdesk is deployed) or the connection to the ECM backend is broken. You should be able to get a hint from the log files. See Troubleshooting by using Alfresco Office Workdesk log files. Some files can harm your computer popup warning message When you are opening a MS Office file from Alfresco Workdesk (having default Internet Explorer settings), a popup window with the warning Some files can harm your computer displays. If you know that you can trust the files that you want to open as well as you can trust the file s origin, you can prevent this popup window from showing up every time you want to open a MS Office file. Therefore, just follow the next steps: Start your Windows Explorer Under Tools choose Folder Options Choose the tab File Types In the registered file types list choose the correct file type, for example,.xls for a MS Excel file Click Advanced Uncheck Confirm after download Confirm your changes by clicking the OK button twice The steps above must be repeated for every MS Office file type When pressing Backspace in any File Open or Save As Dialog, a new Internet Explorer Window is opened with a Login Window As the File Open and Save As dialogs are embedding the Alfresco Office Workdesk user interface as an Internet Explorer page, pressing the Backspace button in those dialogs triggers the Go one page back browser action, which causes Internet Explorer to open a new standalone window outside of Microsoft Office and a new login window. Favorite links are not working It is possible to create a favorite link to Alfresco Office Workdesk in Microsoft Office, so you do not have to enter the complete Alfresco Office Workdesk URL whenever you want to open or save a document. While testing and running Alfresco Office Workdesk in non-productive environments without any Single-Sign-On configuration for Alfresco Office Workdesk, the favorite links won t work after the client machine was rebooted and a popup displays Windows cannot access \\server@port\davwwwroot\officeworkdesk when trying to open Alfresco Office Workdesk using the favorite link. 62 Alfresco Office Workdesk Installation Guide

The favorite link would still work fine even after a client reboot, if at least one successful WebDAV connection was established by Alfresco Office Workdesk before clicking on the favorite link.

69 The favorite link would still work fine even after a client reboot, if at least one successful WebDAV connection was established by Alfresco Office Workdesk before clicking on the favorite link. This process could be automated for testing Alfresco Office Workdesk in nonproductive environments by introducing a autostart batch script that creates a WebDav network drive on startup and deletes it directly afterwards. The autostart script, which creates a network drive x: and deletes it right after creation could be name connectwebdav.bat and could look like the following: net use x: /USER:<username> <password> net use x: /DELETE If SSO is configured favorite links are always working, so there is no need for this autostart script at all. Problems that you might experience with Adobe Acrobat (Reader) X/XI This section lists the most frequently problems users experienced with Alfresco Office Workdesk in combination with Adobe Acrobat (Reader) X/XI and give suggestions for how to solve each of them. Adobe Acrobat shows error popup when trying to open/save a document If a error popups (see message below) appears while you are trying to open or save a document via Adobe Acrobat (Reader) X/XI using the Alfresco Office Workdesk UI please ensure that your deployment is using the default ports 80 or 443 only, as Adobe Acrobat (Reader) X/XI only accepts standard ports. See also prerequisites in section Adobe Acrobat (Reader) X/XI. Other Problems that you might experience When saving documents, Alfresco Office Workdesk does not offer all document classes Alfresco Office Workdesk offers only the folders, searches and classes that the user is authorized to use. This authorization can be changed in the ECM system or can be explicitly set in DB Role Manager (see DB Role Manager). Alfresco Office Workdesk Installation Guide 63

Error when saving changes to a document that was originally opened with Alfresco Workdesk Sometimes, when an existing document is opened from Alfresco Workdesk in parallel with Alfresco Office

70 Error when saving changes to a document that was originally opened with Alfresco Workdesk Sometimes, when an existing document is opened from Alfresco Workdesk in parallel with Alfresco Office Workdesk, an error can occur when saving changes: The reason for this error report is that the current user has only view rights for this document class configured in Alfresco Office Workdesk s Role Manager. Solution: Make sure that every user has at least view rights to all document classes. Mapped Document Metadata is not written back to ECM System MS Office 2003 (not supported anymore) offers an own web dialog to edit document metadata, so writing back mapped metadata (see Metadata transfer) is disabled in general for MS Office 2003 systems to avoid that mapped properties overwrite the properties changed by a user in the metadata dialog. Writing back document metadata can be enabled anyway by configuring the node <Compatibility> under <ZIOI> and setting the node <EnableOffice2003MetadataWriteBack> to true: <Compatibility> <EnableOffice2003MetadataWriteBack>true</EnableOffice2003MetadataWriteBack> </Compatibility> Under Windows XP, the versions MS Office 2007 and MS Office 2010 (not supported under Windows XP at all) are treated like MS Office 2003, so if you want to write back document metadata under Windows XP in general, you have to set <EnableOffice2003MetadataWriteBack> to true. 64 Alfresco Office Workdesk Installation Guide

71 Alfresco Office Workdesk Tips and Tricks This section gives some fine-tuning possibilities of a Alfresco Office Workdesk installation/configuration respectively of the supported Microsoft Office and operating system versions. Using Basic Authentication on Windows 7 or Windows 8 Windows 7 and Windows 8 are secured, so they won t send unencrypted user names and passwords on the network. But if you use Alfresco Office Workdesk in a non Single Sign-On environment (usually the test environment is non SSO), you need to change a key in the local registry of your Windows 7/8 client computer. You can do this manually or by running a.reg file, which automatically adds the key to the local registry. Manually: Open up the registry editor on the client side (Use the keys <Windows> + <R>, type in regedit and press <ENTER>). Go to HKEY_LOCAL_MACHINE \ SYSTEM \CurrentControlSet \ services \ WebClient \ Parameters \ and update the value BasicAuthLevel to 2. Note that incorrect registry entries might harm your client computer! Automatically: Run the delivered Win7Win8Key.reg file, which is located in the folder (Delivery)/RegistrationFiles. This file adds the correct registry key automatically. After changing the registry entry, restart the client computer. In production environments we strongly recommend using Single Sign-On or at least basic authentication using the secure HTTPS protocol. Using basic authentication with MS Office 2010 Microsoft Office 2010 has a user-defined value which instructs it not to send unencrypted password and user name combinations over the network. If you are using Alfresco Office Workdesk in a non Single Sign-On (SSO) environment (usually in a test environment), you need to change/add a key to the local Microsoft Windows registry of your client computer. Manually: Open the registry editor on client side (Use the keys <Windows> + <R>, type in regedit and press <ENTER>). Go to HKEY_CURRENT_USER \ Software \ Microsoft \ Office \ 14.0 \ Common \ Internet and add a 32 Bit DWORD value called BasicAuthLevel and set its value to 2. Note that incorrect registry entries might harm your client computer! Automatically: Run the delivered MSO2010Key.reg file which is located in the folder (Delivery)/RegistrationFiles. This file adds the correct registry key automatically. After changing the registry entry, restart the client computer. In production environments we strongly recommend using Single Sign-On or at least basic authentication using the secure HTTPS protocol. Alfresco Office Workdesk Installation Guide 65

72 Using basic authentication with MS Office 2013 Microsoft Office 2013 has a user-defined value which instructs it not to send unencrypted password and user name combinations over the network. If you are using Alfresco Office Workdesk in a non Single Sign-On (SSO) environment (usually in a test environment), you need to change/add a key to the local Microsoft Windows registry of your client computer. Manually: Open the registry editor on client side (Use the keys <Windows> + <R>, type in regedit and press <ENTER>). Go to HKEY_CURRENT_USER \ Software \ Microsoft \ Office \ 15.0 \ Common \ Internet and add a 32 Bit DWORD value called BasicAuthLevel and set its value to 2. Note that incorrect registry entries might harm your client computer! Automatically: Run the delivered MSO2013Key.reg file which is located in the folder (Delivery)/RegistrationFiles. This file adds the correct registry key automatically. After changing the registry entry, restart the client computer. In production environments we strongly recommend using Single Sign-On or at least basic authentication using the secure HTTPS protocol. Using Basic Authentication on Mac OS X with Office 2011 Mac OS X is secured, so it won t send unencrypted user names and passwords to any network. If you are using Alfresco Office Workdesk in a non Single Sign-On environment (usually the test environment is non SSO), you have to enable basic authentication for MS Office 2011 on Mac OS X: 1. On the Go menu, click Utilities. 2. Start the Terminal. 3. In the Terminal prompt, enter the following command: defaults -currenthost write MicrosoftRegistrationDB hkey_current_user\\hkey_local_machine\\software\\microsoft\\office\\14.0\\common\\internet\\basicaut hlevel -int [Authentication] The placeholder [Authentication] should be one of the following values, depending on your environmental restrictions: 0 - Basic authentication disabled 1 - Basic authentication enabled for SSL connections only 2 - Basic authentication enabled for SSL and for non-ssl connections When using use a non-ssl connection, the user names and passwords are transferred non-encrypted. 66 Alfresco Office Workdesk Installation Guide

Configure Protected View in MS Office 2010/2013 With MS Office 2010/2013 administrators have the ability to enable the Protected View for files that originated from the internet or that are located

73 Configure Protected View in MS Office 2010/2013 With MS Office 2010/2013 administrators have the ability to enable the Protected View for files that originated from the internet or that are located in potentially unsafe locations, just to protect the MS Office user from potentially unsafe files while working with MS Office 2010/2013 (for example blocking macros in the file). Administrators should be able to find the settings for Protected View in the Trust Center of MS Office 2010/2013: If MS Office 2010/2013 opens files in Alfresco Office Workdesk in Protected View, administrators need to change the settings for Protected View or otherwise need to add the Alfresco Office Workdesk URL as a safe/trusted location. Further information on setting trusted locations can be found in Microsoft s technet: Configure Checkout Policy in MS Office 2007/2010 In MS Office 2007 and MS Office 2010 administrators can configure a local directory path where checked out documents should be saved for offline editing. This setting is done in the options dialog for the respective MS Office application, like the following options dialog for MS Word 2010: Alfresco Office Workdesk Installation Guide 67

74 By default, the checkout policy in MS Office 2007 and MS Office 2010 is set in such a way that checked-out files are saved locally. For Alfresco Office Workdesk the settings must be changed, since a user wouldn't normally be able to explicitly checkout a file from MS Office 2007 or MS Office 2010 in Alfresco Office Workdesk with the default settings: Office 2007: Use the webserver cache to save checked-out files Office 2010: Use the Office document cache to save checked-out files Create an Alfresco Office Workdesk shortcut in MS Office 2007 on MS Windows XP MS Office 2007 automatically creates a shortcut to the Alfresco Office Workdesk service after a user connected once to Alfresco Office Workdesk on a Windows XP operating system (not supported anymore). This shortcut is available at My Network Places in the File Open dialog of MS Office 2007: 68 Alfresco Office Workdesk Installation Guide

75 If you are using Microsoft Office 2007 on a Microsoft Windows 7/8 operating system follow the steps described in Create an Alfresco Office Workdesk shortcut in MS Office 2007/2010/2013 on MS Windows 7/8. Additionally, the Alfresco Office Workdesk shortcut can be added to the left sidebar of the MS Office 2007 File Open dialog by right-clicking into the sidebar and selecting add officeworkdesk on : Afterwards, a shortcut to Alfresco Office Workdesk s service displays in the left sidebar of the MS Office 2007 File Open dialog: Alfresco Office Workdesk Installation Guide 69

Create an Alfresco Office Workdesk shortcut in MS Office 2007/2010/2013 on MS Windows 7/8 A shortcut to Alfresco Office Workdesk s service can be

current location to Favorites : Afterwards, a shortcut to Alfresco Office Workdesk s service displays as a folder named similar to Alfresco Office

76 Create an Alfresco Office Workdesk shortcut in MS Office 2007/2010/2013 on MS Windows 7/8 A shortcut to Alfresco Office Workdesk s service can be added to Favorites in the sidebar of the MS Office 2007/2010/2013 File Open dialog on Windows 7/8 by right-clicking on Favorites and selecting Add current location to Favorites : Afterwards, a shortcut to Alfresco Office Workdesk s service displays as a folder named similar to Alfresco Office Workdesk s context root under Favorites in the left sidebar of the MS Office File Open dialog: 70 Alfresco Office Workdesk Installation Guide

Note: Alfresco Office Workdesk does not support MS Office 2010 running on Windows XP. See the compatibility matrix in Client-side prerequisites.

77 Note: Alfresco Office Workdesk does not support MS Office 2010 running on Windows XP. See the compatibility matrix in Client-side prerequisites. Clear local cache if Office cannot connect to Alfresco Office Workdesk When a Microsoft Office application tries to contact a web server with a running Alfresco Office Workdesk instance for the first time, the Office application tries to detect special features of this web server and in some cases the Office application might offer additional editing capabilities if these are supported by the web server. The server responses to these feature detection requests are cached by Microsoft Office and the Internet Explorer, as it is integrated into Microsoft Office. During development and maintenance, the Alfresco Office Workdesk web server might fall into an erroneous state. If a Microsoft Office application tries to detect the web server features during this time, it shows an error message to indicate that the web server is not available. Even after the Alfresco Office Workdesk state is corrected, the Microsoft Office application might still refuse to connect because of the previous erroneous server responses that are cached by Office and IE. In this case, follow the next few steps to clear the complete local cache: Close all Microsoft Office applications. Make sure to have also closed Microsoft Outlook and any other Microsoft Office supplement, like for example the Upload Center. Close all running Internet Explorer instances. Open Internet Explorer again and select the menu entry "Internet options" that can be found depending to the installed Internet Explorer version either in the Extras or the Tools sub menu. In the section "Browsing history" on the "general" tab, click the "Delete..." button. In the following "Delete Browsing History" dialog, select at least the categories Temporary Internet Files and History. Alfresco Office Workdesk Installation Guide 71

78 Press the "Delete" button to delete the local Internet Explorer cache. Close the Internet Explorer, restart your desired Microsoft Office application and try to connect to Alfresco Office Workdesk once more. 72 Alfresco Office Workdesk Installation Guide

79 Appendix A1: Example for Log4J Configuration The following text shows a typical log4j configuration file, which has to be put in the root directory of the directory where your classes are located. The value../yourlogfilefolder/yourlogfile.log represents the location for saving your logs. <?xml version="1.0" encoding="utf-8"?> <!DOCTYPE log4j:configuration SYSTEM "log4j.dtd">          <log4j:configuration xmlns:log4j=" <appender name="file" class="org.apache.log4j.dailyrollingfileappender"> <param name="file" value="../yourlogfilefolder/yourlogfile.log"/> <! - True adds entries to an existing log file when starting --> <! - False deletes the existing log file when starting --> <param name="append" value="false"/>  <param name="datepattern" value="'.'yyyy-ww"/> <layout class="org.apache.log4j.patternlayout">  Alfresco Office Workdesk Installation Guide 73

80 <param name="conversionpattern" value="%d %-5p [%c] %m%n"/>  </layout> </appender>  <category name="org.apache"> <priority value="error"/> </category>  <category name="com.filenet"> <priority value="warn"/> </category> <category name="com.filenet.wcm.api.impl.remotecommand"> <priority value="error"/> </category> <category name="com.wewebu.ow"> <priority value="warn"/> </category> <root> <appender-ref ref="file"/> </root> </log4j:configuration> A2: Background about Log4J There are three main aspects that cause massive problems with log4j on an application server: 1. A java ClassLoader is responsible for loading Classes from their corresponding.class or.jar file. For security reasons, classes that have the same name but happen to be loaded by different ClassLoaders are treated as different classes. Example: class Foo 74 Alfresco Office Workdesk Installation Guide

81 { private static Bar x; public setx(bar newx); { x = newx; } } class Bar {} class BarChild extends Bar {} Imagine some code loaded by ClassLoader1 creates an object of class Foo. So, this class Foo is loaded by ClassLoader1. This ClassLoader also loads the class Bar since it is used by Foo. Then some other code loaded by ClassLoader2 creates an object of class BarChild. So, BarChild and Bar are loaded by ClassLoader2. When this other code tries to call setx(), a ClassMismatchException isthrown. Why? BarChild extends Bar and so you can call setx() with an object of class BarChild, but Bar@ClassLoader1 is different from Bar@ClassLoader2. 2. An application server uses a couple of different ClassLoaders. There is the default Java System Loader, responsible for loading all Classes of the JRE. Next, an application server has some root ClassLoader responsible for loading all classes in the shared libraries folders of the application server (tomcat: common/lib). And there is an extra ClassLoader for each application. This is also done for security reasons. With this design, no class of ApplicationA can be loaded or used by code from ApplicationB. 3. Log4j creates a static logging object used by all applications. Due to 1 and 2, you can get lots of problems depending on where your log4j archives are located. Due to 2, problems are depending on your application server. If you only are using one log4j instance, you can get into conflict with the log4j that runs on your application server. If you have problems with log4j, contact Alfresco Support for assistance. A3: File Format of Search Templates Search templates are used to search for specific documents in your repository. These templates are adopted from IBM FileNet P8 with some changes regarding the ECM system. A search template is generally built with the following structure: <?xml version="1.0"?> <storedsearch> <searchspec versionselection="currentversion"> <searchclauses> <select> <selectprops> <selectprop symname=" " /> <selectprop symname=" " /> Alfresco Office Workdesk Installation Guide 75

82 </selectprops> </select> <from> <class symname=" " /> </from> <where> <and> <eq> <whereprop editproperty="editable" name=" " objecttype=" " symname=" "></whereprop> <literal /> </eq> </and> </where> <subclasses> <subclass editproperty="hidden" name=" " objecttype=" " symname=" " /> </subclasses> </searchclauses> <options maxrecords="100" /> </searchspec> </storedsearch> In the <select> section, you choose the attributes to be displayed in your result list. You can choose as many attributes as you like. The <from> tag defines whether you want to search for documents or folders. This can be document, for example. The entire tag would look like this: <from> <class symname="document" /> </from> The search criteria to be selected by the user are defined in a <where> tag. You can nest multiple criteria in <and> or <or> tags. An example would be: <and> <eq> <whereprop editproperty="editable" name="" objecttype="folder" symname="cmis:folder.cmis:name"></whereprop> <literal /> </eq> 76 Alfresco Office Workdesk Installation Guide

83 </and> Remember, objecttype describes the document class and is optional / not implicitly necessary. You can use the following search operators: <eq> <noteq> <lt> <lte> <gt> <gte> <like> <notlike> equals not equals lower than less or equal than greater than greater or equal than like not like You can limit the item types to return in your search in the tag <subclass>: <subclasses> <subclass editproperty="hidden" name="username objecttype= document" symname=" CM_Symbolic_Name" /> </subclasses> Search templates are defined by the following rules: Versions: <searchspec versionselection="currentversion"> - currentversion without...versionselection="xyz"... or with...versionselection="allversions"... --> searching for all versions All other keys known from FileNet P8 are not supported. These keys are:  XPATH Semantic Type <from> <class symname="folder" /> or <class symname="document" /> </from> With <from> you can define if you are searching for documents or for folders: document Alfresco Office Workdesk Installation Guide 77

84 folder <where> <and> <like> <whereprop editproperty="editable" symname="sc_personalnumber"/> <literal/> </like> </and> <and> <eq> <whereprop editproperty="editable" symname="sc_documenttype"/> <literal /> </eq> </and>... </where> with <where> you can define your = VALUE Parametric Search CM Alfresco Workdesk tag = <eq> - ok < <lt> - ok <= <lte> - ok > <gt> - ok >= <gte> - ok!= <noteq> - ok LIKE NOT LIKE BETWEEN NOT BETWEEN IS NULL IS NOT NULL IN <like> - ok <notlike> - ok <between> - not supported <notbetween> - not supported <isnull> - not supported <isnotnull> - not supported <in> - not supported 78 Alfresco Office Workdesk Installation Guide

85 NOT IN <notin> - not supported <subclasses> <subclass editproperty="hidden" objecttype="folder" name="all Types" symname="*" /> </subclasses> <subclasses> <subclass editproperty="hidden" name="sickcertificate" objecttype="document" symname="sc_sickcertificate" /> </subclasses> With <subclass> you can define the item types you are searching for: use symname="*" to search through all item type: /*[...] or symname="item-type" : /Item-Type[] Example: /*[@SEMANTICTYPE=2 like "%233233%" ] /SC_SickCertificate [@SEMANTICTYPE=1 /SC_Certificates[@SEMANTICTYPE=1 like "%233233%" = "BES" = " " ] An entire search template could look like this one: <?xml version="1.0"?> <storedsearch> <searchspec versionselection="currentversion"> <searchclauses> <select> <selectprops> <selectprop symname="sc_personalnumber" /> <selectprop symname="sc_documenttype" /> </selectprops> </select> <from> Alfresco Office Workdesk Installation Guide 79

86 <class symname="document" /> </from> <where> <and> <like> <whereprop editproperty="editable" symname="sc_personalnumber" /> <literal /> </like> </and> <and> <like> <whereprop editproperty="editable" symname="sc_dokumenttype" /> <literal /> </like> </and> <and> <eq> <whereprop editproperty="editable" name="documentdate" objecttype="document" symname="sc_documentdate"></whereprop> <literal /> </eq> </and> <and> <eq> <whereprop editproperty="editable" name="archivingdate" objecttype="document" symname="sc_archivingdate"></whereprop> <literal /> </eq> </and> </where> <subclasses> <subclass editproperty="hidden" name="termsofemployment" objecttype="document" symname="sc_termsofemployment" /> </subclasses> </searchclauses> <options maxrecords="100" /> </searchspec> </storedsearch> 80 Alfresco Office Workdesk Installation Guide

87 A4: Example for Changing Java User in DB2 The following screenshots show the steps necessary to connect to the database as user DB2ADMIN and transmit a query to the database. Alfresco Office Workdesk Installation Guide 81

88 82 Alfresco Office Workdesk Installation Guide

Server Installation Guide. Alfresco Mobile Workdesk

Server Installation Guide. Alfresco Mobile Workdesk Server Installation Guide Alfresco Mobile Workdesk 4.1.1.0 Copyright 2013 by Alfresco and others. Information in this document is subject to change without notice. No part of this document may be reproduced