windream 4.0 Administration Guide windream GmbH, Bochum

Transcription

1 windream 4.0 Administration Guide windream GmbH, Bochum

2 Copyright by windream GmbH Wasserstr Bochum Issue: 08/ All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form (print, photocopy, or any other form) or by any means without the explicitly written permission of windream GmbH. Important Note! All information and technical specifications in this book have been collected by the authors with great care. They cannot, however, either guarantee, take legal responsibility for or make any other warranty resulting from the use of this information. We would also like to point out that all software and hardware logos and names are the exclusive property of the Trademark, Brandname or Patent right holders. These are naturally protected by the appropriate laws and trade agreements. The licensing agreement for using a derived reference sourcecode of the "MD5 Message-Digest Algorithm" by RSA Data Security, Inc., is valid: "License is also granted to make and use derivative works provided that such works are identified as 'derived from the RSA Data Security, Inc. MD5 Message-Digest Algorithm' in all material mentioning or referencing the derived work."

3 Table of Contents i Table of Contents 1 Introduction to windream Welcome 1-1 Notes on further documentations 1-1 windream an introduction 1-2 VFS the technology 1-2 windream the document management system 1-4 The windream architecture 1-6 Configuration and administration 1-7 windream features 1-8 windream modules to be licensed separately 1-12 The windream administration guide 1-13 Typographical conventions First Steps Introduction to the windream administration 2-1 The windream Control Center 2-3 Starting the windream Control Center 2-3 Enabling / disabling the menu items of the windream Control Center 2-4 Ten steps to start windream 2-7 Creating user and group accounts in the user administration of the operating system 2-8 Logging on as windream mainuser and starting the windream Management Console (WMC) 2-9 Adding domains to windream 2-10 Adding users and groups to windream 2-11 Determining the administrators group 2-12 Adjusting user and group data in windream 2-14 Creating windream storages 2-15 Creating and defining document and folder types 2-16 Creating filing structure and assigning rights 2-27 Starting windream windream Administration The windream Management Console (WMC) 3-1 windream in distributed server environments 3-2 The windream rights concept 3-3 Starting the windream Management Console 3-5

4 ii Table of Contents Viewing details in additional windows and viewing options 3-5 Command options in the WMC 3-6 Refreshing the folder structure view 3-6 Creating and administering object types 3-7 Quick instruction how to proceed when creating document types 3-7 Determining and administering indices 3-8 Properties of an index 3-10 Selecting and naming indices 3-12 Creating new indices 3-14 Object type assignment of indices 3-18 Rights on indices 3-18 Creating a document type 3-20 Settings on tab page General of a document type 3-20 Automized administration of life-cycles 3-22 Tab page Life-Cycle 3-24 Settings on tab page Life-Cycle 3-25 Rights on object types 3-28 Determining type-specific indices for document types 3-30 Layout and properties of indices 3-31 Tab page Layout 3-32 Palette 3-33 Dialog field elements of the palette 3-36 Dialog box Properties 3-38 Viewing non-editable index properties 3-45 Viewing system indices and global index fields 3-46 Testing the current settings and checking the layout 3-47 Context menu commands of tab page Layout 3-47 Selecting field types correctly 3-49 Administering document types 3-55 Changing index properties of a document type 3-55 Changing type-specific indices of document types 3-56 Assigning type-specific indices to different document types 3-56 Document type Standard 3-58 Deleting document types 3-58 Creating and administering folder types 3-60 Determining type indices for folder types 3-60 Index properties of folder types 3-61 Exporting and importing object types 3-63 Special features of the import function 3-64 Creating copies of object types 3-66 Creating and administering dropdown lists 3-67 Creating dropdown lists 3-68 Rights on dropdown lists 3-69 Integrating dropdown lists into index fields 3-71 Editing dropdown lists 3-72 National Language Support (NLS) 3-73 CSV-files 3-73 Administration functions for NLS in the WMC 3-74 Adding a new language 3-75 Copying a language 3-77

5 Table of Contents iii Importing and exporting a language 3-78 Initializing translations of a language 3-79 Translating new objects (index or object type) 3-81 Editing and testing translations in the Layout Editor 3-82 Administering windream storage sectors 3-84 windream directories for file storage 3-85 Creating and editing windream storage sectors 3-86 Settings on tab page General of the windream storages 3-88 Rights on windream storages 3-90 Administering windream context menus 3-93 General configuration 3-94 Settings editing modes and object states 3-97 Entries sorting menu entries 3-99 Rights on submenus and menu entries Creating and editing new windream menu entries and submenus Administration of users and groups Basic requirements for windream users and groups Administering users and groups windream All domains windream All users windream All groups Administering internal windream groups Network neighborhood All domains First steps after windream installation Adding domains to the windream user administration Adding users and groups to windream Adjusting user and group accounts Removing user and group accounts from windream Adjusting user groups after having deleted an NT group Notes on the administration of numerous users and groups Access to windream web portal pro (w2p2) Access rights to w2p ACLs (Access Control Lists) Administering ACLs All ACLs ACL statistics Reorganisation of user and group data Starting the maintenance mode Stopping the maintenance mode Server mode read-only windream tools Recovering deleted objects Destroying objects permanently Restricting the selection of deleted documents Finding documents deleted by a specific user Undo check-out and search for checked out documents Undo edit lock and search for locked documents Notes on backup DMS-objects Event service (subscriptions) 3-149

6 iv Table of Contents The windream DMS browser Deleting documents to be edited via check-out only Restoring documents via drag&drop Moving archived documents or previous versions Closing the windream Management Console System Settings - Server Basics of the windream configuration (server) 4-1 Connections 4-4 Database 4-5 TCP-service 4-5 ObjectStore 4-5 Connection retry settings of DMS service and database 4-5 SQL Server command timeouts 4-6 Common 4-6 Filter 4-7 Index events 4-8 Send events 4-8 Recovery of deleted documents 4-10 Temporary index storage 4-12 Examples for recovery and temporary storage 4-14 Fulltext 4-14 Fulltext 4-16 Timer 4-17 Logging 4-17 Extractors 4-18 Fulltext extraction and deletion after changing binary objects 4-19 Fulltext extraction on several windream servers 4-20 Common 4-21 Directories 4-22 Annotations 4-23 Cache 4-23 NLS 4-24 Miscellaneous 4-24 Licences 4-26 Licence data 4-26 Messages 4-28 Dialog 4-29 Debug outputs and levels for error tracing 4-30 Debug level server-specific 4-30 Activate settings now 4-31 Menu 4-32 Editing the context menu 4-33 Determining the order of the menu commands 4-35 Executing a program (exe-file) from the windream context menu 4-35 In/Out 4-38

7 Table of Contents v Dropdown list Type 4-39 Backup directory 4-39 Open without request 4-39 Outgoing documents (check out, export) 4-39 Incoming documents (check-in, import) 4-40 Reporting 4-42 Dropdown list Report for 4-43 Dialog 4-44 Logfile windream Service Manager, System Monitoring and Further Services windream Service Manager 5-1 Administration of windream services 5-1 windream Agent 5-3 Access to the windream Agent 5-3 Task 5-4 Schedule 5-4 Advanced 5-4 Settings 5-4 Logfile 5-4 Important notes on creating a schedule 5-5 Thumbnail views for documents 5-6 Starting the creation process for thumbnails 5-6 Storage of thumbnail files 5-6 Configuration of the service on the windream server 5-7 Settings on tab page windream Thumbnails 5-7 Reporting files and error management 5-10 Entries in the Windows Taskmanager for automized creation of thumbnails 5-10 Display and creation of thumbnails on a windream client computer 5-11 Settings for administering annotations 5-12 Configuration for administering annotations on the windream server 5-13 System Monitoring Annotations Table of Figures 6-1 Table of Charts 6-5 Index 6-7

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9 1 Introduction to windream

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11 Welcome 1-1 Welcome This chapter contains an introduction to the basic features (architecture and features) of the windream document management and archiving system, a list of windream modules to be licensed separately and general notes on the present administration guide. This administration guide describes the administrative functions of the windream document management and archiving sytem and serves as a guideline for the handling of the administration program windream Management Console (WMC). First, we will describe the basics and the features of the windream document management system. We will also present a guideline on the documentation in which the typographical conventions are explained. The following chapters first contain a brief description of the steps to be made before starting the windream system for the first time. We will then describe the functions and procedures required for configuring and administering the sytem using the windream Management Console. The different configuration settings are also explained in a separate chapter (system settings on the windream server). Further topics will describe the windream Agent, the windream service manager and further administration functions (e.g. the system monitoring and the thumbnail view module). The present document serves as a guideline for configuring the system, which should be executed by a system administrator, as administrator rights are required for this and special knowledge of the operating system. Thw windream Management Console administration program is based on the Microsoft Management Console (MMC). The documentation of the windream Management Console thus requires knowledge in the handling of the Microsoft Management Console (MMC). Further information on the MMC can be found in the documentations provided by Microsoft. Notes on further documentations windream has been designed for the Windows user interface and has been integrated into the Microsoft Windows operating system on the basis of the VFS-technology. Users should be familiar with the handling of the operating system. The description of Windows is not part of this manual. Further information on Windows can be found in the documentations provided by Microsoft.

12 1-2 windream an introduction windream an introduction windream documentation and online help Detailed descriptions of the system requirements, the installation and configuration of the windream server and the windream client can be found in the respective windream documentations on the installation CD (e.g. server and client installation). A detailed description of the windream handling and of the procedures for acquiring, indexing, saving and retrieving documents can be found in the windream user guide and in the online help manual. The directories of the server and client installation on the installation CD contain an html-file named Readme.htm. This file allows users quick access to the windream documentations supplied. Additionally, the documentations are copied to the program folder while windream is installed so that you can also view the texts via command Start>Programs>windream. The documentations are available as online help texts and as PDF-files, which can also be printed. The online help can be accessed by clicking the Help command of the windream Control Center. windream (windows drive enhanced archive management) is a program for document management and archiving on the basis of the VFS-technology (Virtual File System-Technology). VFS the technology VFS (Virtual File System) is a basic technology which integrates the document management functions into windream. For this purpose, a file sytem driver is installed in the operating system which acts like a normal file system, but which is based on the document management system (to be more precise: on the DMS-database and on the archive system). The filing structure of the DM-system is the same as that of a normal drive.

13 windream an introduction 1-3 Figure 1-1: windream drive VFS driver type The driver of the windream drive (VFS-driver) is either installed locally on each workstation computer (simulation of a network drive), locally on a server which is accessible to the clients (share drive) or as terminal server network driver. For this purpose, the client setup program in version 3.6 or higher can be executed in two different modes: Standard mode local VFS-driver as network driver The VFS-driver is installed locally as a network driver. The network drive is connected to the windream drive via a network drive mapping in the Windows Explorer. Extended local VFS-driver on a server or terminal server The VFS-driver is installed locally on a server (local server drive). The drive is shared. Connected workstation computers connect this share to a free drive letter. Support for distributed server environments With windream version 4.0 or higher, users can access several windream servers simultaneously from a client computer (distributed server environments). It is possible to use a standard windream drive and several share drives in parallel mode. The respective windream drives are presented in the Windows Explorer under different drive letters. For each windream server configured in the server environment, there is a separate node available in the windream Management Console, under which the administration functions of the windream DMS are accessible.

14 1-4 windream an introduction In the windream retrieval function, a retrieval operation can be restricted to one specific server on the windream workstations. The indexing service can also be activated for specific servers to acquire documents in the windream DMS. The local and global system settings in the windream configuration depend on the currently configured server and are administered by this computer. DMS like Windows windream the document management system windream presents the DMS as an additional drive under a freely selectable drive letter in the system environment of the operating system. All applications under Windows and under MS-DOS can access this virtual drive without having to differentiate between a local storage and the storage on a file server (network drive). All functions supported by Windows and the applications operate as usual. The handling of the document management system with VFStechnology is compliant to the handling of Windows. Access to the DMS via standard functions Access to the documents is possible from all Windows applications which are available on the target system (via the Windows Explorer or via the standard file dialogs of the applications). This way, a file is e.g. created in the associated application and is saved via the File>Save as command in the windream drive. The driver starts the indexing service automatically in the extended file properties and saves the document in the DMS. Depending on the current requirements, this is either executed synchronously while storing the document or asynchronously at a later point of time, if no direct indexing is desired. Already existing objects which are saved outside the windream drive can also be imported into the DMS and edited there.

15 windream an introduction 1-5 windream - DMS like Windows Document in original application File Save as Indexing via extended file properties windream drive Windows Explorer Figure 1-2: windream - DMS like Windows Retrieval in the DMS via the integrated windream find function Retrieval operations in the DMS can be conducted with the common Windows function and via the windream retrieval function as well. The windream retrieval function is started from the Windows start menu and allows users to conduct search operations according to the file properties and the fulltexts of the documents stored in the DMS. Retrieval in windream Find function Search result Figure 1-3: Retrieval in the windream DMS

16 1-6 windream an introduction Access to the DMS via internet or intranet windream web client In order to access the DMS via internet or an intranet, you can use the windream web portal and the extended professional windream web portal pro version. These applications allow authorised users (with a valid windream user account) access to the DMS via the internet or via an intranet with a common browser. The windream web portal offers users to retrieve and view the documents and their associated properties and to download documents, whereas the windream web portal pro offers all DMSfunctions which are also available on a local windream computer. These are e.g. the direct creation and editing of folders and of the object properties as well as the upload of documents and file operations like copying, moving or deleting objects. Both windream components can be purchsed with separate licences. The documentation of the windream web application is not part of the present documentation. It is supplied with the product. Three layers model Enhancements and implementations of third party software via the Windows Scripting Host and the COM/DCOM, OLE DB/ADO, ActiveX, XML and HTML interfaces. The windream architecture windream is a client / server system which has been designed according to a three layers model. The layers are: User interface, application server and database server. These separately operating components communicate via the COM and DCOM interfaces (Component Object Model, Distributed Component Object Model). Besides complex configuration options, the windream software architecture also allows users to access the DMS functions via simple Windows scripts. The implementation of the Windows Scripting Host allows you to make nearly any change and enhancement on the system. The scripts can be in written in Visual Basic Script or in Java Script with an editor or with a programming environment. This will enable you to e.g. index documents directly, to connect address databases, to import data via batches, to capture old data volumes automatically or to automize other jobs without having to adjust the system. The open interfaces COM/DCOM, OLE DB 1 /ADO 2, ActiveX, XML and HTML serve for flexible implementation of third party software. Hierarchical storage management and integrated lifecycle management With windream, you can easily create a hierarchical storage management (HSM), which grants a permanent and performant availability of important documents. With the option to connect different storage systems via an integrated provider interface to the 1 Object Linking and Embedding Database 2 ActiveX Data Objects

17 windream an introduction 1-7 windream storage administration, windream can ideally be used for extending an existing IT-infrastructure to a complex data infrastructure system with integrated information life-cycle management (ILM). In this context, windream will control the providers and their storage systems integrated into the IT-environment. Besides the windream archive, providers like e.g. Centera of EMC 2, IBM Tivoli, IBM DR 550 and IBM OnDemand are already available. Further providers can easily be integrated. The description of the windream storage management can be found in chapter "windream administration" of this documentation under "Administering windream storages". Configuration and administration The windream document management system is configured and administered via the windream Management Console (WMC) and the windream system configuration of the windream Control Center. The windream Management Console (WMC) The The windream Management Console is the administration application for administering the windream document management system. With this tool, authorised users e.g. administer the windream user and group accounts, the object types or the windream storages. The WMC is a snap-in program of Microsoft's Management Console (MMC) and offers users an interface according to the Microsoft standard administration tools. A detailed description of the windream Management Console can be found under "windream Administration" in this documentation. System settings for client and server The windream system configuration allows you to administer common environment settings of the windream services and applications on the server side (e.g. for the windream DMS-service). On the client side, the configuration offers workstation and user-specific settings. The windream system configuration is implemented into the Windows control panel. Chapter "System settings server" of this documentation describes the system configuration on the windream server. A detailed description of the windream system settings of the client can be found in the user guide and in the online help of the application.

18 1-8 windream an introduction windream icon The windream Control Center The windream Control Center represents the application which controls the windream components on a client or on a server. It is started via command Start>Programs of the start menu and can then be launched via the windream icon in the task bar. Further information can be found under "First steps" of this documentation. windream Control Center on a windream server: Figure 1-4: windream Control Center - windream server windream Control Center on a windream client: Figure 1-5: windream Control Center - windream client windream features windream does not require new working methods In windream, not the application, with which the documents are created or processed, is started by the document management system (DMS), but users choose the application with which they want to process their documents independently of the DMS. After having finished the processing, the document is simply stored in the windream drive (for example via the standard file dialog File>Save as in the respective application). The user does not need to change his

19 windream an introduction 1-9 working method, only the dialog field for the indexing before saving has to be filled out. You can also work with document templates to ensure that for example documents are stored in a specific directory (folder) of the DMS. windream does not need a user interface on its own. The Windows Explorer or Windows itself serve as an interface of the document management system. Because of this, a full support of all mechanisms available under Windows is guaranteed (for example drag&drop functions, creating links). The search functions are directly integrated into the search dialogs of the operating system. windream is an open and scalable system windream is so easy to handle that an experienced user can make adjustments by himself. In future, this high flexibility will also allow the acquisition of new types of documents, for example audio files, protocols of customer calls, voice mails, multimedia messages, or machine based and produced status reports, etc. Information of different origin, which is linked by a relationship of their contents, is summarized in folders. By using links, the documents can be localized on different servers, which are distributed in the intranet or internet. Individual adjustments are possible by e.g. using scripts. Among others, these adjustments couls be: Cross search in an address databases for capturing indices automatically Dynamic generation of dropdown for supporting individual entries Check of user-specific entries against values from a database Automatic acquisition of s Extraction of index information from the documents. windream extends the file properties Throughout the free definition of document and folder types (object types) and the freely selectable index properties (indices), the file properties which are available in the file system are extended by DMSspecific features. Thus, additional properties for the description of a document (a file) or a folder are available which simplify a differentiation enormously and at the same time the retrieval of documents (files / folders).

20 1-10 windream an introduction windream allows users to access documents via the operating system For all applications, the stored data (documents) in windream (DMS) are transparently accessible over the operating system (Open, Copy, Move). Therefore, a separate management of documents stored in the DMS is not necessary. windream allows the use of application-specific templates Via menu item File>New in a large variety of applications, a selection of application-specific template files is possible, which can also be stored on a file server for common access (work group templates). With the VFS technology, it is possible to store these templates in the DMS and open them over the menu item File>New. A redundant storage of template files on file servers and in the DMS is not necessary any more. windream allows a free selection of scan applications When working with windream, it is not necessary to use a special application for scanning. The decentralized scanning with low end scanners at the workstation can be executed with a freely selectable scan application, because the scanned images can directly be stored in windream as on a normal drive. With applications like Ascent Capture by Kofax, the acquisition of mass receipts is possible by simple adaptions. In doing this, the COM/DCOM interface of windream is implemented in own applications (for example in scripts). windream allows a batch import via drag&drop operations In windream, a whole number of documents can be stored over drag&drop functions, with which the user is familiar when using the file manager (Windows Explorer). When doing this, the user can decide whether he wants to execute the indexing later or whether the indexing shall be automized by scripts. The automatic import of batches is also possible over the windream interfaces (COM/DCOM). windream resolves hypertext links In windream, references (links) on documents (files) can be used. Even the storage of hypertext links is possible. They can be activated from the windream drive directly. Further on, the references can be distributed via . windream allows hierarchical storage management (HSM) with information life-cycle management (ILM) With windream, you can easily design a hierarchical storage management system (HSM). Due to the option to connect different storage providers to windream, the system can ideally be used for creating a data infrastructure system with integrated life-cycle

21 windream an introduction 1-11 management. windream controls integrated providers and their storage systems. windream supports distributed server environments windream 4.0 also supports distributed server environments. Users can access several windream servers from a client computer. It is possible to view the servers either under different or with a common drive letter in the Windows Explorer. A search for documents can be restricted to a specific windream server. windream is also a normal DMS All properties a user expects from a DMS are supported: Detailed search functions Revision-secure document storage Administration of versions Export / Import of documents Document history Access rights on documents and folders User and role administration Check in / Check out of documents (optional SBX-version and following) Administration of life-cycles.

22 1-12 windream modules to be licensed separately windream modules to be licensed separately The use of specific windream modules requires further licences or releases in addition to the general windream licence. The following table lists all windream modules which must be purchased separately. Further information on this and on available modules is provided by windream GmbH ( or via the windream partners. List of windream modules to be licenced separately windream Management Extension (WMX) windream Standard Business Extension (SBX) windream Business Edition (BE) windream Archiv e windream DocView windream Exchange windream Thumbnail View windream Imaging windream Web Portal (w2p) windream Web Portal Pro (w2p2) windream XML Import Manager windream Signature (digital signatures) windream Mail Archiving (Office Bundle) DMS-Server NLS (National Language Support) windream Share Drive (Server drive) windream for Terminal Server (Citrix) windexer (indexing tool) windream Sync windream ILM (Information Life-Cycle Management; hierarchical storage management with windream). windream ArcLink (windream integration into SAP) windream Software Development Kit (SDK)

23 The windream administration guide 1-13 The windream administration guide Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Annotations This documentation contains the following chapters: Introduction to the basiscs of windream (architecture and features), a list of modules to be licensed separately and general notes on this administration guide. Gives a survey on the required steps for configuring the system until starting the windream DMS program. It briefly describes the required configuration steps and also contains the description of the windream Control Center. This chapter explains the functions of the windream Management Console (WMC) administration program. These are e.g. the administration of the object types, the windream storages, the windream user and group accounts and the windream context menus. The windream tools integrated into the windream Management Console are described, too. This chapter describes the windream system configuration on server level and the parameters of the database and ObjectStore connections required for the windream DMS-service. We will explain how to make the settings for indexing documents and how to determine the settings for restoring deleted documents, for intermediate index storage and the creation of the fulltext. We will also describe how to view licence data and how to change the licence key or how you adjust work directories. This chapter contains a description of the windream Agent, of the windream service manager and of the windream thumbnail service for generating thumbnails of documents. Additionally, the windream system monitoring is explained. The annotations contain the tables of figures and charts and a detailed index.

24 1-14 Typographical conventions Typographical conventions The following typographical terms are used: Italic words are used for terms of menus, options, functions, or dialog fields or indicate an action of the user, which refer to a function or a button. Example:...open the menu Settings. "Quotation Marks" Terms in quotation marks indicate a reference on a text paragraph or a quotation. Example:...see also chapter "Orientation Assistance". Courier Indication of field contents or list entries, which can be selected, names of directories, file names, and acronyms or other system messages. Example: Choose the entry Standard from the list. Example: Change to the directory C:\TEMP. Courier Hints on user-specific entries. Example: Please enter Index in the field... SMALL CAPS Terms for keys on the keyboard. Example: Press RETURN The windream SBX icon informs you that the function described is only available since the SBX version of windream, which can be purchased as an add-on. The windream BE icon indicates that the function described is only available in the windream Business Edition. The windream WMX icon indicates that the function described is only available in the windream Management Extension (WMX) an extension of the windream Management Console (WMC). This icon indicates that the following notes are very important. This icon informs you that the respective function is only available under Windows 95, 98 and Windows NT 4.0.

25 First Steps 2

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27 Introduction to the windream administration 2-1 This chapter describes the configurations required for operating the windream system after the installation of the windream server and clients in 10 steps. Introduction to the windream administration You have installed windream successfully windream server and client are ready to operate on at least one connected workstation computer. If you have also purchased the windream archive, you will also have the windream ObjectStore installed already. This procedure is not part of the present documentation. You can find this in the documentations of the windream archive which you have received with the software package. Now you want to work with windream. Adjusting the system windream is installed with default settings. The adjustments of the system required for operating windream (e.g. the adjustment of the system architecture, user and group accounts, the document types or the storage sectors) are executed with the windream Management Console. Assistance You will have to configure the system before starting to work with windream (you have already received a respective message after having completed the installation of the windream server). The settings to be made will be explained in 10 steps. We will explain the required settings to be adjusted after a first windream installation. Update installations do not require specific settings any more (e.g. changes on the current configuration), others may diverge from the procedures described here. These procedures (e.g. adjusting the windream context menu) can be found in the "windream administration" chapter of this description or in the user guide and the online help of the application. Additional settings for adjusting the windream system environment (e.g. logging, filter for indexing and fulltext creation, paths and connection parameters) are made in the windream configuration. However, you can also operate windream with the default settings. Changes on the configuration are possible any time. Introduction to the WMC functions The "first steps" in this documentation give a quick introduction to the basic administration functions of the windream Management Console (WMC). A complete and detailed description of all WMC functions can be found in the following chapters of the present documentation.

28 2-2 Introduction to the windream administration The description of the system settings in the windream configuration can be found under "system settings server") of this documentation and in the online help of the application. Where to find further documentations The documentation supplied with the software package can be started from the installation CD using command Start>Programs>windream. The documentations are available as online help texts and as PDF-files which can also be printed. The online help guide is accessible via the Help command of the windream Control Center.

29 The windream Control Center 2-3 The windream Control Center The windream Control Center is the DMS control module on the windream server and the windream workstations. On a windream client, the windream components can be accessed (e.g. starting and closing the VFS-service and the indexing service, windream client system settings) via the Control Center of the workstations. Detailed descriptions can be found in the windream user documentation. On the server, the windream system settings and the windream Management Console are started via the windream Control Center. Additionally, you can start the windream service manager or you determine the automatic start of the windream Control Center on system startup. Starting the windream Control Center The windream Control Center is started manually via command Programs>windream Control Center of the Windows Start menu. To start the windream Control Center automatically after a system startup, option Start automatically must be active in the Control Center. Figure 2-1: windream Control Center - windream server After being started, the windream icon will be displayed in the system tray. The Control Center is opened by clicking the right mouse button on the icon. Configuration Executable commands of the windream Control Center: Starts the windream system configuration on the windream server. A detailed description of the settings can be found in chapter "System settings server" of the present documentation.

30 2-4 The windream Control Center Management Console Service manager Select server Start automatically Close Help About... Opens the management console for administering the windream DMS. A detailed description of the functions can be found under "windream Administration" of this documentation. Starts the service manager. A detailed description can be found in chapter "windream service manager" of this documentation. Displays the currently selected server name and opens the dialog box for switching to another server. A detailed description of the server selection dialog can be found in the user documentation and in the online help. Starts the windream Control Center automatically on system startup. Closes the windream Control Center and all windream services. Launches the online help texts. Displays the licence and patch information of the currently installed windream version. Note: Generally, the windream Control Center will be started automatically after the installation. If not, you will have to start the windream Control Center and the windream services manually once. Then, you can determine that the windream Control Center and / or the windream services are started automatically on system startup. The functions available in the windream Control Center are different on a windream server and on a client. On the workstations, some of the menu items can be enabled and disabled. This way, the functions can be made available in a user-specific way. This setting is either made via entries in the Windows Registry under key HKEY_CURRENT_USER or on the windream server via respective settings in the windream database (either in the Setting table for all users or in the UserProperty table for single users). Enabling / disabling the menu items of the windream Control Center In the database on the server, you can determine the functions which are available in the windream Control Center of the workstations. In the UserProperty table, this is determined for single users via entries szkey = "CCMenuMode" and dwvalue = <Mode>.

31 The windream Control Center 2-5 In the Setting table, this is determined for all users via entries szkey = "CCMenuMode", dwuserid = 0 and dwvalue = <Mode>. After the Control Center has been started, the system will try to detect this value from the server (first from UserProperty then from Setting) and to write it to the CURRENT_USER Registry. If the server is unavailable, the setting of HKEY_CURRENT_USER will be used (if required, previously copied from HKEY_LOCAL_MACHINE). The default setting is CCMenuMode = 0, which means that all functions of the Control Center are available without any restriction. If no settings exist on the server, the local settings of the Windows Registry will be used even after having switched to another windream server. If during a server switching process the commands and functions of the Control Center shall also be adjusted, you will have to set entry CCMenuMode = 0 on the respective servers in table Setting. A script named "CommonCCMenuMode.vbe" is existing on the windream server for administering the Setting table. Administration is only possible manually via the UserProperty table in the database. The following values / settings for CCMenuMode are possible: Value 0x x x x x Enables command / entry in the Control Center All functions enabled (deafult) Control Center>Close Control Center>Start automatically Control Center>Management Console Control Center>Configuration 0x x x x VFS-Service>Start/Close VFS-Service>Start automatically VFS-Service>Show errors on startup VFS-Service>Configure DMS error display 0x x Index service>start/close Index service>start automatically

32 2-6 The windream Control Center 0x x Index service>show errors on startup Enable all configuration settings of the index service 0x Control Center>Select server 0x Control Center>Restart 0x Control Center>windream service manager 0x Disable all functions Table 2-1: Values for CCMenuMode to enable Control Center entries

33 Ten steps to start windream 2-7 Ten steps to start windream Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Create the user accounts in the user and group administration of the operating system for all users who shall access windream, and assign the accounts to the group of all windream users. If required, create further group accounts and assign the users to the groups. Log on to the windream server with the user-id of the windream mainuser or with the ID under which you have executed the server installation (not under Oracle). Start the windream Management Console. Add all domains to the windream user administration, on which user and group accounts have been created and which shall be added to windream. Import the operating system users and groups who shall work with windream to the windream user and group administration. Determine at least one windream administrator group in the windream user and group administration. Adjust the users and groups in the windream user and group administration. Determine the access permissions for the windream web portal pro and further access rights. Create the required ObjectStores and file storages in the administration of the windream storages. Create and configure the required document types and folder types. Create the desired filing structure and assign the rights to the root directory and to the subordinated folders. Start windream.

34 2-8 Ten steps to start windream Step 1 Creating user and group accounts in the user administration of the operating system Log on to the windream server (the computer on which you have installed the windream server services) with the user-id of the local administrator. In case that the user and group accounts are administered on a domain and that the windream server has been installed on a separate computer which is member of the domain, you log on to the domain as administrator. You have already determined the group of all windream users while running the setup program. The setup program creates this group according to these entries in the Windows user administration. Note: The description of the user and group administration in the Windows computer administration is not part of the present documentation. Notes on this can be found in the Microsoft documentations. Please note that only those users are allowed to work with windream who are members of the group of all windream users. Even an administrastor must be a member of this group. Depending on the system architecture, the users and groups can be administered on different computers (domains), so that the adjustments in the user and group administration of the operating system may become necessary on several computers.

35 Ten steps to start windream 2-9 Step 2 Logging on as windream mainuser and starting the windream Management Console (WMC) Further configurations are now executed in the windream Management Console (WMC) on the windream server (the computer on which you have installed the windream server services). Note: If you use Microsoft SQL Server as windream database, you can also log on under the ID under which you have installed the server. When using Oracle, a logon as windream mainuser is required in any case. The ID (user name and password) of the mainuser has already been determined in the setup program while configuring the users and groups. The setup program creates the mainuser account according to these entries in the Windows user administration. Start the windream Management Console (WMC) after logon via command Programs>windream>Management Console of the Windows start menu or from the windream Control Center. Figure 2-2: The windream Management Console

36 2-10 Ten steps to start windream Step 3 Adding domains to windream Now, you switch from the console root to folder windream><windreamserver>>windream administration>users and groups>windream>all domains to classify the required domains as windream domains. The windream server has already been entered as windream domain by the setup program. If you want to apply user and group accounts of further domains to windream, you will now have to add the domains to windream (function Add to windream under windream><windreamserver>>windream administration>users and groups>network neighborhood). See also "Adding domains to the windream user administration" in chapter "windream administration". Otherwise, you can skip this chapter and proceed with step 4. Note: Note that only those user and group accounts can be considered for being imported into windream which have been created on the domains you have applied to windream. Users who are members of the group of all windream users will only be considered, if the domains on which the accounts have been created have been classified as windream domains in advance. Figure 2-3: Adding domains

37 Ten steps to start windream 2-11 Step 4 Adding users and groups to windream Now, you import the user groups whose users shall receive access permission to windream to the windream user and group administration (function Add to windream under windream><windreamserver>>windream administration>users and groups>network neighborhood). See also "Adding users and groups to windream" in chapter "windream administration". The groups are applied to the user and group administration of windream. Figure 2-4: Adding users and groups

38 2-12 Ten steps to start windream Step 5 Determining the administrators group Now, you determine the administrators group by assigning administrator rights to a windream group (see also "Group for windream administration" in chapter "windream administration"). The group of all windream-users has been entered as windream group by the setup program. Initially, this group will receive the right for administration. Before you start to work with windream, we urgently recommend to create a further administrators group. Administration rights are then assigned to this group, and you only assign authorised users to this group. Then, you withdraw the administration right from the group of all windream users. How to determine the administrators group 1. Switch from the console root of the WMC to folder windream><windreamserver>>windream administration>users and groups>windream. 2. Open the folder of All groups. 3. Select the group to which you want to assign the administrators rights (e.g. windream-administrators). 4. Click the Properties command in the context menu. 5. Check the box named Access to administration in dialog box Properties of windream administrators. 6. Save the settings by clicking OK. Figure 2-5: Assigning access to administration

39 Ten steps to start windream 2-13 The selected group will receive the rights for executing windream administration functions and will be indicated as administrators group (entry X in column Administrators of folder windream><windreamserver>>windream administration>users and groups>windream>all groups). Now, you withdraw the admimistration rights from the group of all windream users.

40 2-14 Ten steps to start windream Step 6 Adjusting user and group data in windream Now, you adjust the user and group accounts in the WMC to update the data in windream (see also "Adjusting user and group accounts" in chapter "windream administration"). All users who are members of the windream users group are entered as windream users into the windream user and group administration (under node Users). Further permissions are determined in the properties for each user. Thus, switch to folder windream><windreamserver>>windream administration>users and groups>windream>all users. Properties of users Further rights are assigned to users via the properties of a user account. E.g., you determine the access rights to the windream web portal or you assign the owner rights on files and folders. Figure 2-6: Determining the properties of a user Note: You can also determine these properties for several users simultaneously. To do so, you select the respective user entries in folder All users (under windream>windream administration>users and groups>windream) and e.g. select command All tasks>full access w2p2 of the context menu.

41 Ten steps to start windream 2-15 Step 7 Creating windream storages Now, you create the required windream storages (meaning the file storage sectors and ObjectStores) for saving and archiving the documents (see also "Administering windream storages" in chapter "windream administration"). The default file storage sector of windream (named WORK) has already been created while running the setup program. In this process, you have already entered the directory to which all documents of the standard document type will be saved (work sector of this document type). The setup program creates the file storage in the windream administration. E.g.: Figure 2-7: Configuring a windream storage sector If you need additional work sectors (e.g. for automatical storage of documents of a specific type in determined directories), you will have to create further storage sectors here. In order to define an archive sector, you can configure another file storage or ObjectStore. ObjectStores can only be created, if you have installed and configured the windream archive respectively. If you do not want to create further windream storages, you can skip this chapter and proceed with step 8.

42 2-16 Ten steps to start windream Step 8 Creating and defining document and folder types You now create and define the required object types (which are document and folder types). Switch to folder windream><windreamserver>>windream administration>object types. See also "Creating and administering object types" in chapter "windream administration". The objects (documents and folders) are equipped with an object type and object type-specific index properties while creating or storing them in windream. According to these properties, the documents can be saved in a structured way and can be retrieved via the windream retrieval function. The required object types (document and folder types) result from individual requirements of a company (e.g. the type and number of documents to be administered, etc.). Possible document types could e.g. be fax, delivery note, protocol, invoice or contract. The setup program creates a standard document type (Standard) in the WMC under node windream><windreamserver>>windream administration>object types>all document types. This document type is assigned to each new document automatically, as soon as it is saved in windream and as long as no other document type is assigned. The procedure of creating an object type will now be described according to an example. Folder types are created in the same way. In order to create a document type, you will have to a) determine and name the indices, b) create dropdown lists, c) create the object type and define a life-cycle for it, d) assign (type-) indices to the object type and e) determine the layout of the Indices tab page with the layout editor. Example Document type Documentation Life-cycle Documents of the Documentation type shall be editable for 2 years after the beginning of the month in which they have been created. The documents shall be archived automatically at the end of the editing period. The archiving period is 10 years since the beginning of the month in which the editing period ended. All other default settings shall be used.

43 Ten steps to start windream 2-17 Document type-specific indices (Type-) indices Type and max. size Dropdown lists Note String Title String Type String - 64 Type of document Status String - 64 Status Date Date Dropdown lists Type Brochure Graphical illustration Manual Presentation Press release Specification Template Status Open In progress Post-editing Finished End of example a) Determining and naming the indices Figure 2-8: Determining and naming the indices 1. Switch from the console root to folder windream><windreamserver>>windream administration>indices>all indices. 2. Highlight the desired index in the list (e.g. String04). 3. Open the context menu and click Properties.

44 2-18 Ten steps to start windream 4. In field Name you enter the new index name (here: Comment). 5. Confirm the entry with OK. Now, you select the next index and name it according to your needs. Repeat steps 2 to 5 for all indices of the document and folder types you want to create. In this example, meaning for the Documentation document type, these are: (Type-) indices Type and max. size Note (String 09) String Title (String 10) String Type (String 28) String - 64 Status (String 34) String - 64 Date (Date 03) Date Note: You can also assign an index named here to different object types as type-specific index. Then, you create the required dropdown lists. b) Creating dropdown lists Figure 2-9: Creating a dropdown list 1. From the console root, you switch to folder windream><windreamserver>>windream administration>dropdown lists>all dropdown lists. 2. Open the context menu of folder All dropdown lists and click command New>Dropdown list.

45 Ten steps to start windream In field Dropdown list, you enter a Name for the new list (here: Type). 4. Select the data type of the dropdown list from the list named Type (here: String). 5. Depending on the data type, determine the size and the format in the respective fields (here: 64). 6. In the Elements field, you enter all elements which shall be contained in the new list (one entry per line). For the Type list, this could e.g. be: Brochure Graphical illustration Manual Presentation Press release Specification Template. 7. Click OK to save the list. Repeat steps 2 to 7 until you have created all dropdown lists you need.

46 2-20 Ten steps to start windream For the Documentation type of the example, these are the following lists: Type Brochure Graphical illustration Manual Presentation Press release Specification Template Status Open In progress Post-editing Finished Now you create the required document and folder types. c) Creating the object types The procedure of creating object types will now be explained according to an example document type named Documentation. Folder types are creaetd in the same way, but you need not create a lifecycle. Life-cycle of documents While defining document types, you also enter the data required for the life-cycle of all documents of this type (e.g. the editing and archiving periods). Example: Documents of type Documentation shall still be editable for 2 years after the beginning of the month in which they were created. At the end of the editing period, the documents shall be archived automatically. The archiving period is 10 years since the beginning of the month the editing period ended. The archive sector is configured as ObjectStore ARCHIVE. All other default settings shall be used.

47 Ten steps to start windream 2-21 Figure 2-10: Creating a document type 1. Switch from the console root to folder windream><windreamserver>>windream administration>object types>all document types. (In order to create a folder type, switch to folder All folder types instead). 2. Highlight folder All document types and open the context menu. 3. Click command New>Document type. 4. In field Name of tab page General you enter th name of the new document type (here: Documentation). 5. You can also enable other document options, e.g. that editing is only possible via a check out process. However, for this document type, you simply apply the default settings. 6. Switch to tab page Life-cycle. 7. Select option Editing period and determine the period via the lists (here: 2 years since Beginning of month of Creation). 8. Click the option to archive automatically after the editing period has ended. 9. Determine the archive sector (here: ARCHIVE). 10. Click the Archiving period option and determine the period via the lists). 11. Switch to tab page Rights to edit the rights, if access rights shall be restricted. 12. Click OK to save the new document type. Repeat steps 2 to 12 until you have defined all document types you need. Then, you create the folder types in the same way. In the next step, you must assign the type-specific indices to the object types.

48 2-22 Ten steps to start windream d) Assigning the (type-) indices Figure 2-11: Assigning type indices 1. In the directory of all document types, you open the folder with the name of the new document type (here Documentation). 2. Highlight node Type indices. 3. Click New>Type index via the context menu. 4. In dialog box Properties of [New], you select a type index from dropdown list Name (which is one of the indices you have previously assigned while defining the indices, e.g. Note). 5. In sector Type index you determine further properties of this index (Pre-occupation, Read-only, Editable once or Mandatory field). 6. Click OK. Repeat steps 2 to 6 until you have assigned all type-specific indices to the current document type.

49 Ten steps to start windream 2-23 For the Documentation type in this example, these are type indices: (Type-) indices Note Title Type of document Status Date Figure 2-12: All type indices assigned Now, you will have to determine the layout of the Indices tab page for the document type using the layout editor. e) Determining the layout of tab page Indices using the layout editor With the layout editor, you first select the required dialog field elements, arrange them on the tab page and assign the field designators, type indices, dropdown lists and scripts to the fields. We will now describe this procedure according to an example of an index field with an assigned label for document type Documentation. In order to add further dialog field elements, to arrange them and to determine their properties, you proceed in the same way.

50 2-24 Ten steps to start windream How to determine the layout of tab page Indices 1. Highlight node Tab pages in the folder with the name of the new document type (Documentation). 2. Double click the Indices entry in the right console window. The layout editor will be opened (with three dialog boxes). Adding the designator of an index field 3. From the Palette, you select a static text box. 4. Move the mouse cursor to the desired position on the Layout tab page and place the element by clicking the left mouse button. 5. Highlight the field on the Layout tab page. 6. Enter a title (designator) or select a designator from dropdown list Title on tab page Field of the properties (here: Editing status). Inserting an index field 7. Select the dialog field for the index from the Palette, e.g. an input field or a dropdown list (select a dropdown list here). 8. Move the mouse cursor to the desired position on tab page Layout and fix the element by clicking the left mouse button. Editing the properties of an index field 9. Highlight the dropdown list on tab page Layout and switch to tab page Indices. 10. Select the (type-) index from dropdown list Name, which shall be assigned to the index field (here: Status). 11. Switch to tab page Dropdown list. 12. Select the dropdown list which shall be assigned to the index field (here: Status).

51 Ten steps to start windream 2-25 Figure 2-13: Determining the layout Assigning a label 13. Now, you select both fields (text and dropdown list) on tab page Layout. 14. Click command Assign label. windream will generate a designator from the title field via which a connection is established between the fields (here: Status_of_Editing). The designator will be entered as name of the display field and as title of the index field (tab page Field of the dialog field element properties). Add all further dialog field elements in the same way. For document type Documentation, these are: Dialog field elements Properties Field designator Index field Type index (data field) Dropdown list String = Note String field Note String = Title Input field Title String = Type of document Dropdown list Type Type String = Status of editing Dropdown list Status Status String = Release date Date Date

52 2-26 Ten steps to start windream Testing the layout 15. With the right mouse button, you click into an empty space of tab page Layout. 16. Click the Test command of the context menu or of the palette. windream will switch from the edit mode to the test mode. The tab page named Properties of indices with the defined input fields and buttons will be displayed. Check the correct functions of the elements on the tab page. Figure 2-14: Layout of tab page Indices for document type Documentation 17. Close the test mode by opening the context again and click the command to finish the test. Now, you determine the layout of all further object types (document and folder types) you have created before.

53 Ten steps to start windream 2-27 Step 9 Creating filing structure and assigning rights Now, you create the filing structure in the windream DMS and assign access rights on folders to the users. This configuration is executed on a connected windream client computer. Log on to a windream client with the user-id of the windream mainuser. The user-id is the same as that which you have already used in step 2 (p. 9). Note: Further notes on rights, especially on the advanced rights concept of the windream Business Edition can be found under "windream rights" in the user guide or in the windream online help. In order to be able to create a filing structure in the folders of the windream drive and to assign rights on documents, you will first have to create a folder structure and then assign the access rights to users. Filing structure The filing structure can be designed individually and according to a company's specific needs, e.g. according to company departments and divisions, customers and projects, or services (fax, ). You can also use mixed structures which represent a company's real storage locations.

54 2-28 Ten steps to start windream Figure 2-15: windream drive example of a filing structure Access rights The access rights of users to documents are determined via the rights of the respective user groups on the folders in windream. Note that rights are inherited, meaning that all objects stored in a folder will automatically receive the rights of the folder in which they have been saved (default setting). Only explicitly authorised users should have the right of writing and assigning rights to the root level of the windream drive (i.e. the group of windream administrators). All other groups must have the right of reading for being able to access windream documents. Note: The setup program assigns all access rights to the group of all windream users by default. If you have assigned these rights to the administrators group, you will withdraw the rights of writing and of assigning rights from the group of all windream users. We recommend to assign the rights on the root level and before creating the filing structure, as the rights are inherited to subfolders. How to determine the filing structure and how to assign initial rights 1. Use the ID of the windream mainuser and log on to a connected windream client computer. 2. Start the windream services (VFS-service).

55 Ten steps to start windream Start the Windows Explorer. Assigning root level rights on the windream drive 4. Highlight the windream drive. 5. Click the properties command in the context menu. 6. Switch to tab page Rights. 7. Using the Add button, you add all windream groups and users who shall have access to windream (e.g.: windream Documentation, windream product management, windream sales and windream administrators). Figure 2-16: Example for initial rights on the root folder of the windream drive The user and group accounts added are listed in the list of rights holders on tab page Rights. You assign or withdraw rights to / from users by checking and unchecking the respective boxes. 8. Click OK to save the settings.

56 2-30 Ten steps to start windream Determining the filing structure 9. Create the desired folder structures in the windream drive. Assigning rights to the folders in the windream drive 10. Highlight a folder in the windream drive for which you want to assign rights. 11. Click the properties command in the context menu. 12. Switch to tab page Rights. The users and groups which have already been added will be displayed in the list of the rights holders on tab page Rights. 13. Assign or withdraw the rights to / from the rights holders by checking or unchecking the boxes. E.g.: User groups windream-administrators windream documentation windream product management windream sales Access rights Read or change index/folder, create file / folder, subscribe, rights Read Read or change index / folder, create file / folder, subscribe, rights Read or change index / folder, rights 14. Withdraw all rights from groups that shall not have access (uncheck the box for the right of Reading).

57 Ten steps to start windream 2-31 Figure 2-17: Example for initial rights on a folder in the windream drive You can also assign further rights to users and groups by clicking the Add button or by editing the currently existing rights. 15. Click OK to save the settings. Repeat steps 10 to 15 for all folders to which you want to assign initial rights.

58 2-32 Ten steps to start windream Step 10 Starting windream Now, log off as windream mainuser, and log on again on a windream client computer using the ID of a registered user. Use e.g. the ID of the administrator or of another windream user. You can start to work with windream now and save your documents in windream. This procedure is described in the quick guide named "windream first steps", in the manual of the application and in the online help as well. A detailed description of the administration functions and of further windream management tools including the windream server system settings can be found in the following chapters of this manual and in the associated online help file of the application.

59 3 windream Administration

60

61 The windream Management Console (WMC) 3-1 This chapter explains the administration functions of the windream Management Console, the windream Agent and the windream Service Manager. The windream Management Console (WMC) The windream Management Console (WMC) serves for the administration of object types (document and folder types) and the DMS or the object type-specific indices by a system administrator. With the WMC, authorized administrators can create new document and folder types, name type-specific indices, and edit existing objects and indices. In addition to this, it is also possible to administer the lifecycles of documents with the WMC. The required windream storages are created and edited here, too. windream users and groups are administered in the user and group administration. The integrated functions for administering the windream context menu allow users to configure the menu with special regard to editing mode, status and document rights. New menu entries can be created, and the structure of the menu can be adjusted. Via the windream tools, deleted objects can be restored from the Recycle Bin or destroyed permanently. Additionally, you can search for checked-out or locked documents and undo a check-out process for documents or unlock them. The required settings for the windream event service to administer subscriptions are also determined here. Via the windream DMS-Browser, administrators can access objects in the windream drive directly from the administration application and edit them from there. Especially, documents can be deleted which can be edited exclusively via check-out and which cannot be deleted using the Windows Explorer. The WMC is based on the Microsoft Management Console (MMC) and provides a user interface adjusted to the Microsoft standard for admin tools. Thus, the documentation of the windream Management Console requires experience in handling the MMC. You will get additional information on the MMC in the respective documentations provided by Microsoft. Note for administrators: The administrative functions of the windream Management Console should only be executed by one system administrator at a specific point of time. If two (or more) administrators access the same application area (for example the user and group administration) at the same time, errors might occur due to overlapping actions, and the respective process might be cancelled. Error messages will then only be visible in the reporting dialog box.

62 3-2 The windream Management Console (WMC) windream in distributed server environments The business edition of windream version 4.0 (or higher) supports distributed server environments. This allows users to access several windream servers simultaneously from a client computer. A standard windream drive and several share drives or only several share drives can be used at the same time. The windream drives are presented in the Windows Explorer as network drives under different drive letters on the windream workstations. In the windream Management Console, a separate node is displayed for each configured windream server in the tree view of the system neighborhood. Via these nodes, the administration functions of the windream document management system can be launched. Note: The windream Management Console will only contain a separate administration sector for a server, if a respective connection has been configured in the windream alias settings (windream server selector of the windream Control Center), and if the Management Console module has been assigned to this connection. You can access the windream alias settings via command Administer server list of the context menu of the windream root entry in the treeview of the windream Management Console. A retrieval operation can be restricted to one specific server on the windream workstations. Also the indexing service can be activated for specific servers. The local and global system settings of the windream configuration depend on the currently enabled server. Properties of a windream server Via the Properties command of a server entry, you can view different server information and save it to a file. windream database maintenance via command Start maintenance mode and Close maintenance mode of the context menu of the local windream server entry you start and close the maintenance mode (see also "Reorganisation of user and group data", p ). Starting and closing the read-only mode The read-only mode of a server is started and closed via the respective command of the context menu of a windream server entry.

63 The windream Management Console (WMC) 3-3 This can only be done under the account of the windream mainuser (see also "Read-only mode of a server ", p ). Copying server data to another windream server It is possible to copy dropdown lists and indices of the windream systems to different windream servers using drag and drop operations. Documents, folders and associated index data can also be copied. This way, e.g. dropdown lists need only be created once and can be amde available to several servers. A requirement for copying documents and folders or for recursive deletion via the DMS-browser is a licence for the windream Management Extension (WMX). The windream rights concept With the rights concept of the windream 4.0 Business Edition, it is possible to administer rights on documents and folders and for the object properties like indices, history, fulltext and life-cycle separately. This way, the right of changing indices and original file or index and folder data can be managed separately. With the option to restrict a right of reading (the right to list folders and to read data), users can prohibit an unauthorised reading of document or folder contents, which would otherwise be listed in the Explorer view or in result lists. Additionally, the rights of a windream folder can be separated from those of the contained documents. If the default heritage of folder rights to contained objects shall not be used, you can determine that documents will inherit the rights of documents, and folders the rights of the folders. Users can decide individually whether the documents of a folder shall be equipped with own rights or with the rights of the folder. The access rights of windream users and groups to documents and folders are administered via the Rights tab page of the object properties. The access rights to documents and folders can be extended or restricted by users who are equipped with the required right at the windream workstations. Further information on this and a description of how to assign rights holders to windream documents and folders can be found in the user guide or in the windream online help. User and administrator rights on object types Users and administrators who edit or change the properties of the object types in the windream administration application must also be equipped with a respective right. With the user- and administratorrelated editing of object types, it is possible to determine different

64 3-4 The windream Management Console (WMC) administrators for these jobs. This means that not all administrators are authorized to edit object types. Further on, you can also determine that certain users may only select an object type from a restricted list while indexing objects. Only those object types will be displayed, which a user may assign. The access rights of windream rights holders on document and folder types are administered on the Rights tab page of the object properties in the windream Management Console (see "Rights on object types", p. 3-28) Rights on indices, dropdown lists and windream storages Respective rights can be assigned to all elements which are required to configure an object type. This way, you can determine the users who may use specific indices, dropdown lists and windream storages for creating a document type or folder type. The access rights of windream rights holders concerning attributes, lists and windream storages are administered via the Rights tab page of the object properties in the windream Management Console.

65 Starting the windream Management Console 3-5 Starting the windream Management Console You start the administration program via command programs>windream>management Console in the Windows Start menu. Alternatively, the windream Management Console can also be started over the windream Control Center. How to start the windream Management Console 1. Open the Windows Start menu with a click on the Start button in the task bar. 2. Choose entry windream in the menu programs. 3. Click entry Management Console. Or 1. Open the context menu of the windream Control Center with a click of the right mouse button on the windream icon. 2. Select the command Management Console. The windream Management Console will be opened. The title screen of the console is displayed in the window on the right side of the screen, while the main directory and the folder named windream are displayed in the left window. Viewing details in additional windows and viewing options Via the toolbar of the console, you can either open more windows, in which several subdirectories are displayed, or you can call the integrated online-help, and depending on the folder selected you can execute menu commands. Alternatively, you can also open the context menu of the respective folder by clicking the right mouse button, and display the folder in a separate window. Adjust viewing options Via the options in the View menu you adapt the design of the active window according to your personal needs. The viewing options and the functions of the icons in the menu bar are adequate to those of the Windows Explorer. windream administration functions The specific functions of the windream Management Console are described now. For activating the functions, you double click the windream folder in the left window and open further subdirectories.

66 3-6 Starting the windream Management Console Figure 3-1: Viewing the structure of folders in the windream Management Console. Command options in the WMC You can activate the specific functions and commands of the windream Management Console in two different ways: 1. Highlight the desired folder or an entry of a list and open the context menu by clicking the right mouse button to execute the respective command, Or 1. Highlight the desired folder or an entry of a list and choose the menu named Action from the toolbar of the console to execute the respective command. Additionally, you can call up an entry in a list of the right window by double clicking it. Refreshing the folder structure view If you make changes in the folder structure, you can refresh the display by one of the following actions: Choose the menu item named Refresh from the Action menu, or Click the Refresh button in the toolbar, or Press [F5] on the keyboard. All folders containing database objects are refreshed via one of these functions. The content of the folders is read from the database again. Important note: In order to avoid possible conflicts and error messages, it is generally recommended to keep only one active window of the WMC open. Having opened several windows at the same time may lead to error messages under specific circumstances.

67 Creating and administering object types 3-7 Creating and administering object types Object types administered by windream are generally divided in two different classes of types: document types and folder types. You can either create new document and folder types, or edit and change existing types. For example, possible document or folder types could be "letter, invoice, or dispatch form". Quick instruction how to proceed when creating document types The following instructions describe the necessary steps for creating a new document type in windream in chronological order. Note: The following list of steps is no substitute for the detailed documentation. More information on each step can be found in the following chapters of the manual. 1. Determination of required indices Creating a new document type with the WMC 1.1 Switch from Console Root to folder windream > windream Administration > Indices > all Indices. 1.2 Select a desired index in the console window on the right. 1.3 Enable command Properties from the context menu of this index. 1.4 Enter a name for the selected index in the Name field of the dialog box displayed, and click OK to save your entry. 1.5 Repeat steps 1.1 to 1.4 for all indices needed. 2. Naming the new document type and determining Life-Cycle data 2.1 Switch from the Console Root to folder windream > windream Administration > Object Types > All Document Types. 2.2 Select folder All Document Types and enable command New from the context menu of this folder. 2.3 Enter a name for the new document type in the respective field of the dialog box displayed. 2.4 Determine the Life-Cycle settings on tab page Life-Cycle and click OK to save your entries. 3. Assignment of indices to the new document type 3.1 Open the folder with the name of the new document type in the left Console window. 3.2 Select node Type Indices. 3.3 Enable command New > Type Index from the context menu of this node. 3.4 Select a type index from the dropdown list Name in the dialog box displayed and confirm your selection with OK. 3.5 Repeat steps 3.1 to 3.4 for all indices to be assigned.

68 3-8 Creating and administering object types 4. Determination of index and data fields with the Layout Editor 4.1 Open the folder with the name of the new document type in the left Console window. 4.2 Select node Tab Pages. 4.3 Double click entry Indices in the Console window on the right (three dialog boxes will be opened then). 4.4 Select the desired data fields (field types) from the Palette. 4.5 Place the fields on tab page Layout. 5. Assignment of data fields to indices 5.1 Select one field on tab page Layout. 5.2 Select an index from the dropdown listbox Name of tab page Index (dialog box Properties <dialog field element> at position <x,y>). 5.3 Confirm the assignment by clicking command button Apply on tab page Layout (the tab pages will remain open). 5.4 Repeat steps 5.1 to 5.3 for all fields or indices to be linked. 5.5 Finally, confirm your entries with OK to close the dialog boxes. 5.6 Close the windream Management Console. Determining and administering indices In order to create a new document type, you first have to determine the index properties (indices needed) over which the documents of a specific type can be indexed and retrieved. Thus, you can select and name the indices from those which are available in the database, or you can also create new indices. First, start the windream Management Console. In the windream main directory, highlight the entry of the respective windream server. Then, switch to folder windream Administration>Indices>All Indices. In the right window, all indices available in the database are displayed. The name of the index field in the database and the size of the field is presented under Column and Max. size. Column Type lists the different field types of the indices (for example text, date or number). Column Category indicates whether an index in the database has been defined as system- or as type-specific. Column Format contains the defined format. Column Fulltext-searchable indicates whether an index has been defined as fulltext-searchable.

69 Creating and administering object types 3-9 Index categories windream differentiates between three different types or categories of indices: System indices, global and type-specific indices. System indices, global and type-specific indices System indices can for example contain document IDs, version numbers, a creation date or the date of last modification. System indices are not type-specific, as they cannot be assigned to a specific object type (folder or document type). It is possible to view the indices on the indices tab page of an object type. Global indices are not assigned to a specific object type either, but to all defined object types. In order to view them on the indices tab page of an object type, they are also added to the type indices list (just like the system indices) and assigned to a dialog field element. Type-specific indices determine common properties of documents. A type-specific index can be assigned to several document or folder types. For the determination of the type-specific index properties of an object type, the indices of category type-specific are available exclusively. These are further categorized in the subcategories of Unchangable type index, Changable type index, Extended fulltext and Vector index. Unchangable and changable type indices The indices of the categories Unchangable and Changable typ index are already available in the database. According to the required index properties of an object type, you select the indices from these ones. The indices of category Unchangable type indexhave already been defined definitely, meaning that data type, size and the format if necessary have been defined in the database and cannot be changed any more. For indices of this category, you determine the name (name the index) and you can also determine for indices of this type whether these fields shall be fulltext-searchable. Indices of category Changable type index have already been defined in the database, but they can still be defined. This means that you can determine further properties of an index like this, for example the name, the data type and the maximum size, the format or a fulltextsearchable index.

70 3-10 Creating and administering object types Extended fulltext, vector index and type-independent vector index The indices of the subcategories Extended fulltext, Vector index and Global index are created in the database via the WMC. when defining extended fulltext fields, you assign the name and the database name (designator of the column). Extended fulltext fields are assigned to an object type as object type-specific indices. The contents of extended fulltext fields are stored as fulltext when indexing the documents. Documents can then be found via the this contents using the fulltext search routines. For vector fields (type-specific vector index or type-independent vector index), you assign the name and the database name (designator of the column). Additionally, you can choose the data type and further properties depending on the selected type (for example maximum size, the format or fulltext-searchable) of index. Vector fields are assigned to an object type as object type-specific fields, or they are available to all object types as type-independent vector fields. The contents of these fields is captured for example from tables or list fields when acquiring and editing the index properties of the documents. According to the entries in these tables or list fields, documents can be retrieved. Properties of an index In order to view the properties of an index, you use command Properties of <index name>. On the tab page named Object type assignment, the object types are listed to which the selected index has already been assigned. The properties of an index field determined in the database are displayed on the General tab page. Depending on the data type of the field, the contents displayed varies. For indices of the categories unchangable and changable type index, only the name can be changed. Changes on the field definitions are not possible. For text fields, the additional option Fulltext-searchable can be set. A change of the name is also possible for system indices. The dialog field displays the following fields: Name The current designator of the index. By default setting, type-specific indices are equipped with the name used in the database. This name can be changed. The index name is used in result lists or in the listview of the Explorer for the column header of the index properties to be viewed. Additionally, an index appears with this name in the index lists for determining the search criteria in the index search.

71 Creating and administering object types 3-11 Column Type Max. size Fulltextsearchable Format Max. lines Database index The designator of the index in the database. If you create a new index (vector index or extended fulltext index), you will here assign the designator of the database column once, under which the index will be created in the database. It is not possible to change the designator. The data type of the index field, e.g. text, number, date etc. You can change the type for indices of category Extended fulltext and vector index, if this index has not been assigned to an object type yet. Otherwise, a change of the data type is not possible. Size of the index field, for example 255 characters for a text field etc. You can change the size for indices of category Extended fulltext and Vector index. Otherwise, a change of the size is not possible. With this option, you determine for indices of data type Text, that an index shall be fulltext-searchable. The contents of these fields will be stored as fulltext. You can also retrieve documents with fulltext search routines via this contents. The format for indices of data type Fixed point. You can change the format for indices of category vector index of type Fixed point. Otherwise, a change of the format is not possible. Number of lines for vector index fields. This can only be edited for vector indices. By default, no limitation of lines has been set (checkbox unlimited checked). In order to determine a limitation of lines, you uncheck the option and enter the desired number of lines in the max. lines field. A database index has been created (active) or not (disabled). You can also create, delete or refresh a database index via the respective commands of the context menu (see also "Creating, deleting and refreshing database indices", p. 3-13). Note: The assignment of an index name is only allowed as a simple naming of an index for all object types. The same index name cannot be used twice. The type-specific index properties are all administered in a global table. The index name is valid for folder and for document types. Index names may not contain a semicolon, as the Windows Registry would interpret it as a field separator. This will lead to an incorrect presentation of the Explorer column headers (among other errors).

72 3-12 Creating and administering object types Selecting and naming indices Select the desired index in the index list and open dialog box Properties of <index name> (command Properties). Select the indices of category Type-specific for naming the type indices of object types. Figure 3-2: Selecting and naming indices in the dialog box Properties As presetting, the designator of the index in the database will be displayed as name. This designator can be changed by a new name. How to assign a name to an index 1. Start the WMC. 2. Switch to folder windream>windream Server>windream Administration>Indices>All Indices. 3. Highlight the index entry to be named in the list. 4. Open the context menu of this index entry and select the properties command.

73 Creating and administering object types In the dialog box Properties of <index name> enter the name for the current index in field Name (see also chapter "Properties of an index", page 3-10). In the presetting, windream will first apply the designator form the database. It can be overwritten by another name and stored under this name in the list of all indices. 6. Depending on the selected data type, you determine further options in sectors Text and Fixed point (e.g. fulltext searchable, max. size and the format). 7. Enable option Database index, if a database shall be created (see also "Creating, deleting and refreshing a database index", p. 3-13). 8. Confirm the entry with OK. 9. Repeat steps 3 to 8, until you have named all required indices of a document type. Note: It may be necessary to close the windream Server services via the Service Manager and to restart them to ensure that the changes become effective. The indices will now be inserted with the names entered in the list of all available indices. It is possible to change a name. Thus, steps 1 to 5 must be executed once again, and the index name on the general tab page must be changed. The old name will be overwritten. If an index has already been assigned to object types (tab page Object type assignment), the changed name will also be adjusted in the lists of the type indices of these object types. A naming or renaming can also be executed by clicking on a highlighted index in the listview and by overwriting the existing name directly, or by pressing the [F2]-key after having selected an index. Creating, deleting and refreshing a database index With the option to create database indices for type-specific windream attributes (under Indices > All indices), you can increase the performance while retrieving documents, as a retrieval will then be conducted on the basis of the database indices entered. Database indices can only be created, deleted and refreshed, if they are determined as type-specific. Creating a database index 1. In the windream Management Console, switch to folder windream><windream Server>>windream Administration>Indices>All indices. 2. Highlight the index entry for which a database index shall be created in the list.

74 3-14 Creating and administering object types 3. Open the context menu of this entry and click command Create database index. You can also click the database index option in the index properties instead. Deleting a database index The respective command of the context menu will delete the database index. Or you delete the database index by disabling the database index option in the index properties. Refreshing (updating) a database index Due to system requirements, it may be useful to update or refresh a database index using the respective command of the context menu. Creating new indices In addition to the indices already available in the database, it is also possible to create new indices (since windream BE). For defining object types, you can generate vector indices or extended fulltext fields (command New>Vector index or New>Extended fulltext or New>Type-independent vector index).

75 Creating and administering object types 3-15 Figure 3-3: Creating a new vector index Vector indices With vector indices, you can generate type-specific index fields which allow for example to acquire keyword lists for documents in tables. Or, you can define radio buttons or checkboxes from which single or several elements or options can be selected for indexing. Thus, when defining an object type, the respective vector indices will first be generated and they will then be assigned to a document type as document type-specific index fields. Depending on the type of index fields, the contents will either be preset via respectively defined dropdown lists, or they can be acquired and edited from the file properties like other object type-specific index properties via the Indices tab page. Vector indices can be generated for each data type. You can for example determine the field size depending on the data type or determine that this index shall be fulltext-searchable. Additionally, you can specify the maximim number of lines of a vector field. Type-independent vector indices (global indices)

76 3-16 Creating and administering object types You can create global index fields using type-independent vector indices, which are automatically assigned to all object types. Depending on the type of index fields, the contents is either predefined via respectively determined dropdown lists, or they can be acquired and edited like object type-specific index properties via the indices tab page of the file properties. Global vector indices can be generated for each data type. In this context, you can e.g. determine the field size (depending on the data type) or decide that this index shall be a fulltext searchable index. You can also determine the maximum number of lines of a vector field. Note: In order to make the new global indices available, you will have to restart the windream server services, e.g. via the service manager. Extended fulltext fields With the help of extended fulltext fields, you can also acquire and edit further texts as fulltexts of documents (in addition to extracted fulltext, manual fulltext and fulltext from searchable string fields). In order to be able to acquire extended (private) fulltext for documents of a specific type, a fulltext index (extended fulltext) must first be generated while defining the object types. After that, this will then be assigned to a document type as document type-specific index field. This fulltext is acquired and edited as other object type-specific index properties via tab page Indices. Note: In the same way, you can also define extended fulltext fields for folders, which can be assigned to a folder type as object typespecific index fields. How to create a vector index 1. Start the WMC. 2. Switch to folder windream><windream Server>windream administration>indices>all indices. 3. Select command New>Vector index. 4. Enter the index name for the index in dialog box Properties of <index name>, field Name, (see also chapter "Properties of an index" page 3-10). 5. Enter in field Column the designator of the index under which it shall be created in the database. 6. Select the data type in field Type of the new vector field. 7. Depending on the selected data type, determine the further options in the areas Text and Fixed point (for example fulltext searchable, maximum size and the format).

77 Creating and administering object types Determine the number of lines of the vector field in area Vector. 9. Enable the database index option, if you want to create a database index. 10. Confirm your entries with OK. 11. Repeat steps 3 to 10 until all required indices are created. The indices will now be inserted into the list of all available indices with the name entered. How to create a global vector index 1. Start the WMC. 2. Switch to folder windream><windream Server>>windream Administration>Indices>All indices. 3. Select command New>Type-independent vector index. 4. In the Name field of dialog box Properties of <index name>, you enter the index name. 5. In field Column, you enter the index designator under which it shall be created in the database. 6. In the Type field, you select the data type of the new vector field. 7. Depending on the selected data type, you determine further options in sectors Text and Fixed point (e.g. max. size and format). 8. In sector Vector, you determine the number of lines of the vecor field. 9. Click option Database index, if a database index shall be created. 10. Click OK. 11. Repeat steps 3 to 10 until you have created all required indices. The indices will now be added to the list of all available indices. How to create an extended fulltext index 1. Start thewmc. 2. Switch to folder windream><windream server>windream administration>indices>all indices. 3. Select command New>Extended fulltext. 4. Enter the index name in the name field of dialog box Properties of <index name> (see also chapter "Properties of an index", page 3-10). 5. In field Column, determine the index name under which it shall be created in the database. 6. Confirm your entries with OK or Apply. 7. Repeat steps 3 to 6 until all required indices have been created.

78 3-18 Creating and administering object types The indices will now be inserted into the list of all available indices with the name entered. Object type assignment of indices You can view via the properties of an index, to which object types a specific object type-specific index has already been assigned. Highlight the desired index in folder windream Administration>Indices>All Indices. Open dialog box Properties of <index name> with the Properties command. The object types to which the index has already been assigned are listed on the tab page of the object type assignment. If you want to view the assignment of all indices to the available object types, click entry Object type assignment in folder windream>windream Administration>Indices. All indices are listed in the window on the right side including information on the object types to which they have already been assigned. Note: The time windream needs for this process depends on the number of object type-specific indices and the available object types. Rights on indices You can assign rights on indices to windream users and groups. By default, there are no restrictions, meaning that all users and groups have access to the indices configured with the windream Management Console. The index access rights are administered on the Rights tab page of the Properties of an entry (i.e. context menu command Properties of the index entry to be edited in the tree or list view of the windream Management Console). Highlight the desired index in folder windream Administration>Indices>All indices. Open the Properties of <index name> dialog box via the Properties command.

79 Creating and administering object types 3-19 Figure 3-4: Administering rights of an index The users and groups are listed with their currently assigned rights. New users and groups are added via the respective button. Note: As soon as you have assigned index access rights to users or groups, only these ones will have the respective rights. Possible index access rights Right Description Read Index entry is visible in the windream Management Console administration. Assign Searchable Index can be assigned to an object type by users and members of groups. The right of reading must have been set, too; otherwise, the right to assign cannot be set for this index. Index is visible for users and members of groups in the dropdown lists of the indices (column selection in the result list and in the Explorer) and in the index search. The right of reading must have been set, otherwise this

80 3-20 Creating and administering object types Write Table 3-1: Rights on indices. right cannot be set for the index. Index and rights are changable in the windream Management Console, if a user is member of the windream administrators group. The right of reading must have been set, too; otherwise, this right cannot be set for the index Creating a document type After having created or named the desired indices, you create the new document type and assign the indices. When doing this, a name is assigned to the new document type. Then you determine how long documents of the defined type shall be available for editing and when they shall be forwarded to the archive (life-cycle). Figure 3-5: The properties dialog for determining a new document type Settings on tab page General of a document type On the tab page General, you assign a name for the document type in the groups Object Type and Document Options, and you make general settings referring to the assignment of documents.

81 Creating and administering object types 3-21 Name editing HSM support Lock for Enter a name for the document type in this field. If this checkmark is enabled, documents cannot be assigned to this specific type. Enabling this function makes sense, if for example this document type shall be edited once again before documents are assigned, or if this specific type is an old one and documents shall not be assigned any more. This option is additionally displayed in a column of the WMC listview. Enable this option, if the storage shall be used for the hierarchical storage management (see also "Administering windream storage"). HSM-support requires a separate licence (see also "windream modules to be licenced separately" in the introduction. Archive previous versions Only editable after CheckOut Always create a new version on CheckIn Only editable after edit lock Always create a new version on edit lock New version of archived documents Enabling this document option means to automatically archive previous versions of the respective documents of this type. This option is additionally displayed in a column of the WMC listview. It is also possible to archive previous versions manually, as previous versions are treated the same way as main documents. Enabling this option means that documents can only be edited if they are checked out before editing. A direct editing in the windream drive is not possible in this case. This option is additionally displayed in the WMC listview. If you try to assign a document, windream will display a respective note. A new version of existing documents will always be created, if documents of the respective type are checked in into the windream drive. After having clicked this option, documents of this type will only be editable, if they are locked via the Lock for editing function. A new version of the documents will be created automatically, if documents for which the option is valid are locked for editing. If this option has been enabled, new versions can also be created from archived documents of this type. editable File not An original document (the binary file) cannot be edited any more, if a document type with this property has been assigned to it. Even a windream mainuser will not have the right to edit the document. This option will even overwrite other access rights.

82 3-22 Creating and administering object types How to create a new document type 1. Switch from the windream folder of the management console to folder Windream Administration>Object types>all Document types. 2. Mark the folder All Document types and open the context menu. 3. Click command New>Document type. The window named Properties of Document type 1 [New] with the tab page General is opened. 4. Enter a name for the new document type in the field Name (for example letter, invoice, contract, etc.). 5. Make the necessary settings on the tab page General. 6. Click Apply or OK to save the settings. The name of the new document type is displayed in the list of all existing document types. windream creates the subdirectories Type indices, Tab pages and fields. Automized administration of life-cycles The Standard Business Extension (SBX) of windream offers convenient possibilities for automizing the administration of life-cycle data of documents or document types. Since the windream SBX version has been issued, complex settings can be made with which the life-cycle of documents is determined. With this function, the Standard Business Extension offers the possibility to optionally extend the DMS to an integrated solution consisting of the DMS and a long-term archive like the windream Archive System. Note: The life-cycle administration is only available with a limited number of functions in the SBX-version. If you have purchased the standard version without SBX functions, specific fields of the lifecycle tab page will be disabled. Note on the archive system: You will get further information on the installation and operation of the archive and the ObjectStore in the respective documentations of the installation CD. Definition of the life-cycle for documents of an assigned type The life-cycle of a document stored in the DMS is based on the settings (rules) of a document type, to which the stored document was assigned. Data of the life-cycle is automatically assigned to those documents which are assigned to the respective type (exception: manual settings in the properties dialog box of a document). The administration of the life-cycle always refers to single documents and to the document type to which the documents have been assigned.

83 Creating and administering object types 3-23 The life-cycle is not valid for folders, as folders themselves are not considered as real documents. Display of life-cycledata in the document properties Specific settings which determine the life-cycle of a document can also be executed by calling the document properties from the Explorer, or they can be modified. Additionally, it is possible with this function to check the current life-cycle status of a document. Note: Please read further information for checking the current lifecycle status of a document via the properties under the heading Life-Cycle. The complete life-cycle of a document beginning with the creation and ending with deletion is generally determined throughout the following time intervals and dates: Date / Interval Creation date Editing period Date of Archiving Archiving period Date of Deletion Description Date of creation of a document according to the system time stamp. Period available between creation of the document and transfer to the archive, corresponds to the period in which the document can be edited. Date of transfer to the archive. When this date is the current date, the document cannot be edited any more. It can only be viewed. Period in which the document remains in the archive. Within this period, the document can be retrieved via the DMS, however it cannot be edited any more (readonly status). Indicates the end of the archiving period. If this date is the current date, the document will be removed from the archive or deleted, if no manual change of this setting is made. Important Note: Document types which have already been created with version 2.0 of windream can be transferred to higher versions if an upgrade is executed. However, you will have to adapt the document types and the assgined documents to the life-cycle rules of the higher version. This is done via the respective command (take over of the currently valid rule) of the windream context menu from the Explorer.

84 3-24 Creating and administering object types Editing the life-cycle of archived documents A windream mainuser is authorized to change the life-cycle of documents. Anything may be changed within the editing period. The archiving period can only be extended to meet legal regulations concerning a long-term availability of documents in any case. If archiving periods are changed, you should always consider the question whether the archiving system used supports this feature or not. The right of changing documents and folders can be set for attributes and document contents separately. Tab page Life-Cycle The SBX version of windream offers detailed settings for the exact determination of the documents' life-cycles of a specific type. The settings are made in the dialog box Properties of <Document Type> on the tab page named Life-Cycle: Figure 3-6: Tab page Life-Cycle for setting the life-cycle-data of a document type How to determine the life-cycle for documents of a specific type 1. From the console root of the WMC you switch to the folder windream>windream Administration>Objekt types>all Document types. 2. Open the context menu of an existing document type whose lifecycle settings you want to determine.

85 Creating and administering object types Enable the command Properties. 4. Enable the tab page Life-Cycle in the properties dioalog box. 5. Determine the criteria that define the life-cycle. 6. Confirm your entries by clicking Apply or OK. The life-cycle data for the current document type is saved. Note: Later changes in the life-cycle settings of a document type are not automatically adapted to the documents which have already been assigned to this type. This means, that documents that are stored in the DMS have either to be adapted manually to the new rule, or they remain assigned to the original rule further on. Settings on tab page Life-Cycle All those settings are made on the tab page Life-Cycle which refer to the editing and the archiving period of documents assigned to a specific type. Note for windream version without SBX functions: If you have purchased a version of windream without additional SBX functions, most fields of the Life-Cycle tab page will be disabled. In this case you can only enable the checkmarks named Archive immediately after Type Assignment and Without Indices. Archive immediately after type assignment Enable this checkmark to immediately transfer documents to the archive. The transfer is executed directly after the indexing of the document and the assignment to a document type. After that, the documents cannot be edited any more. Please note that an archive store (storage location for archived objects) has to be defined if this checkmark is enabled, so that documents can be archived in the determined archive storage. The archive area can be configured as a windream storage in the filesystem (windream file storage) or as a storage area in the windream archive system (windream object store / pool). For archiving documents in a windream archive, it is required to have a licence of the windream archive system and that this system is installed. Group Editable Documents All settings are made in this group that refer to the editing period of documents.

86 3-26 Creating and administering object types Edit destination Unlimited edit period Edit time Select the windream storage which shall be valid for documents of the current type from the dropdown list. Enable this checkmark to avoid a time limit for the editing period. If this function is enabled, all documents of the current type can be edited without a limited period. There will be no transfer to the archive. Determine the period here for which documents shall be available for being edited. Four dropdown lists are available to determine the period: Edit time: Two lists determine the editing period (number + week, month, year etc.). From: Determines the beginning of the period (beginning of month, end of month, quarter, year). Based on: Defines the relation of the dropdownlist From by selecting a list entry (for example Creation, date of type assignment, date of modification). The edit period is editable in the document properties If this option is enabled, the editing period can be changed manually by enabling the document properties in the Explorer listview. Note: The standard (default) document type can only be assigned to an edit destination, but not to an archive area, as documents can only be archived after having indexed them respectively after having assigned a document type. When capturing documents in windream, they will first be equipped with the Standard document type and stored in an editing area. The life-cycle will only be defined by assigning a document type. After the editing period has expired The automatic transfer of documents to the archive after the end of the editing period can be disabled or started manually. Archive automatically after end of editing period Enable this option to allow an automatic transfer of documents to the archive (at the end of the editing period). Note that an archive storage has to be defined, if this option is enabled, so that documents can be archived in the determined storage (archive) location.

87 Creating and administering object types 3-27 Manual archiving allowed Enable this option to allow manual archiving of documents of the current type. If this option is active, a document can be archived via command Archive immediately from the context menu of the Explorer listview, or over the respective command of the properties dialog box (tab page Life Cycle). Then, the document cannot be edited any more. Group Archived Documents In this group, the settings are made which refer to the archiving period of documents. Settings are made the same way like in the Editable documents group. Archive Select the archive area (archive storage location) from the dropdown list, which shall be valid for documents of the current type. The archive area can be configured as a windream storage in the filesystem (windream file storage) or as a storage area in the windream archive system (windream object store / pool). For archiving documents in a windream archive, it is required to have a licence of the windream archive system and that this system is installed. Please read further information on creating and administering archive storage locations in the documentations of the windream Archive System on the Installation CD. Unlimited Archive Period Archive time If this option is enabled, documents of the current type will not be removed or deleted from the archive. If a new document type is created, this option is preset by default. Determine the period here wehich describes how long the documents will remain archived. Four dropdown lists are available as selection: Archivetime: Two lists indicate the period of archiving (number + weeks, months, years etc.). From: Determines the beginning of the period (beginning of month, end of month, quarter, year). Based on: Defines the relation of the dropdown list from by selecting a list entry (for example referring to the end of the editing period). Without indices You can choose whether documents are to be archived with index data (checkmark disabled) or without index data (checkmark enabled). If documents have been archived without their associated index data, they will still remain retrievable after the archiving process. Index data will not get lost during the archiving process, as index data is still saved in the database (separation of archive and database).

88 3-28 Creating and administering object types The archive period is editable in the document properties If this option is enabled, the archiving period can be changed manually by calling up the document properties in the Explorer listview. Delete automatically after end of archive period If this option is active, documents of the current type will automatically be deleted at the end of the archiving period. If this option is disabled, documents will remain in the archive although the editing period is over. Rights on object types You can assign rights on object types to windream users and groups. By default, there are no restrictions, which means that all users and groups have unlimited access to the object types configured in the windream Management Console. Access rights on object types are administered on tab page Rights of the Properties of an entry (Properties command of the context menu of the object type entry in the tree and list view of the windream Management Console). In folder windream administration>object types>all document types you select the desired document type or the folder type in folder All folder types. The Properties command will open dialog box Properties of <object type name>. Figure 3-7: Administering the rights of an object type

89 Creating and administering object types 3-29 The users and groups are listed with their assigned rights. New users and groups are added via the Add button. Note: On compatibility reasons and by default, the rights on object types will not be evaluated for all object type lists which are requested by a windream client via DCOM. Like in previous versions of windream 4.0, they will return the information on all object types (compatibility mode). However, you can set on the server side via the settings in the Windows Registry that the object type rights will be evaluated on all requests via DCOM. In these cases, the rights will also be evaluated on list requests. The contents of documents / folders with object types on which users do not have the right of reading will always be displayed (e.g. in the result list, in the Explorer or on tab page Indices of the object properties). Attributes, dropdown lists and windream storages are always readable for all users, meaning that the rights will not have an effect on the access permissions of the users on a document or folder. Please note that only those users will have the respective rights who have been equipped with the corresponding authorization. Possible access rights on an object type Right Description Read Assign Searchable Write Table 3-2: Rights on object types The object type entry is visible in the administration of the windream Management Console. Users without the right of reading documents of an object type cannot retrieve this object type and cannot assign it to documents and folders. Object types can be assigned by a user or members of groups. The right of reading must have been set; otherwise the right of assigning cannot be set for this object type. The object type is visible in the dropdown lists of object types during retrieval operations. This means that users are able to retrieve documents of this type. The right of reading must have been set; otherwise the right of being searchable cannot be set for this object type. Object type and rights can be changed in the windream Management Console, if a user is member of the windream administrators group. The right of reading must have been set; otherwise the right of changing cannot be set for this object type.

90 3-30 Creating and administering object types Determining type-specific indices for document types According to type-specific indices, documents corresponding to a defined type are indexed and retrieved in the DMS. The type index is assigned in the dialog box Properties of [New]. In the Index area, the type-specific index is selected and its properties will be displayed here. In the Type index area, you can determine whether the field is read-only or whether it is editable once only, or whether the field is mandatory. Further on, you can determine a presetting for the field which is displayed by default, if the windream dialog box for indexing documents is opened. The type of preselection depends on the data type of the selected index. The dropdown list Name in dialog box Properties of [New] contains a list of all type-specific indices, system indices and global indices, which can be assigned to an object type. How to create a new type-specific index 1. Open the folder with the name of the previously created document type in the list of all document types. 2. Open the context menu of the Type indices folder and choose the command New>Type index. 3. Open the dropdown list Name in the dialog box Properties of [New]. The list of all indices which can be assigned will be displayed. 4. From the list of all indices available, you choose one of the index names that you previously assigned when the indices were defined (Type-specific index). Or you choose a system-specific or typeindependent index. The properties of this index are displayed on the tab page in area Index. 5. In the field Default value you determine, if or what kind of default entry shall be displayed in the dialog box during the indexing of documents. (The possible entries in this field depend on the specific data type of the index. For example, you can preset the current date in a date field, or a standard text in a text or entry field.) 6. With the check boxes Read Only, Write once, and Mandatory Field you determine whether the current index field in the dialog box is write protected, if it can be edited once only, or if an entry must be done in this field (must- field, mandatory). If the checkmark Write once is enabled, the user can only make an entry once. After that, the field will be marked as write-protected. 7. Confirm your entries by clicking OK or Apply. 8. Repeat steps 2 to 7 until you have created all type-specific indices needed for the new document type.

91 Creating and administering object types 3-31 Note: It may become necessary to close the windream Server services via the Service Manager and to restart them in order to ensure that the changes become effective. Note: Indices can also be assigned to a document type via drag and drop functions and multiselection. Thus, open the list of all indices in a new window and highlight the desired indices there. Drag the indices with the mouse into the list of the type-specific indices of a document type. Layout and properties of indices With the windream Management Console, you can generate individual dialog boxes for indexing and administering documents and the indices assigned. The dialog boxes to be determined are always displayed in the application when a document shall be acquired, indiced or edited and when the index properties of a document shall be viewed. You can design an individual dialog box for each document type. For designing a dialog box, you start the layout editor and draft a new dialog box on the tab page Layout (dialog box Properties of indices). How to start the layout editor 1. Open the folder with the name of the previously determined document type in the left window of the management console. 2. Mark the subdirectory Tab pages. 3. Enable the entry Indices (or Indices n) with a double click in the right window, or over the context menu (menu item Properties). The layout editor is started, and the three dialog boxes Properties of indices (with the tab page Layout), Properties tab page at position <n> and Palette are displayed. The palette provides a number of tools with which you generate input fields, text boxes, check boxes and other field types on the tab page Layout (which is still empty at the beginning). Via dialog box Properties <dialog field element> at position <x,y>, a field that has been generated is assigned to an index.

92 3-32 Creating and administering object types Figure 3-8: The dialog boxes Properties of Indices, Palette and Properties Tab Page at Position 0 Tab page Layout On the tab page Layout of the dialog box Properties of Indices, the document type-specific index properties and the order of the fields are determined (layout). It is possible to arrange the fields on several index tab pages (tabs Indices, Indices 1 to n). The size of the tab pages can be determined individually with the scrollbars. A new index page is added via command Add new tab page of the context menu or via the palette. Via the commands to move the tab page to the right or to the left, it is possible to move the tab pages respectively. Note: Using several index tab pages for arranging object typespecific indices on the Indices tab page will only be possible in the windream Business Edition (BE). In version 4.0 or higher, it is possible to arrange indices several times on different tab pages.

93 Creating and administering object types 3-33 Define dialog boxes and determine layout After having created a new document type, you select the field types of the single index properties, define their properties, and determine the final layout on the tab page. The document type-specific index properties of a document type are displayed in the windream application (this means in the dialog box for acquiring or indexing and when searching for documents in the DMS) in the same way as they are determined here. Palette The Palette provides the functions and commands of the layout editor which are necessary for determining the layout and the type of index fields of a document type. The functions are presented as icons. Figure 3-9: Palette for designing and creating Index and Data Fields. In the following, the commands for editing and sorting dialog field elements on the tab page Layout are listed. Icon Command in palette Description Command Select for a selection of dialog field elements on tab page Layout. Command Select all Command Cut Command Copy Command Paste Command Delete Marks the dialog elements in a selected area on tab page Layout for moving and copying Cuts the currently selected dialog field elements (for example for pasting at another position of tab Layout). Copies the previously selected dialog field elements to the clipboard Pastes dialog field elements from the clipboard into tab page Layout. Deletes dialog elements from a selected area of tab page Layout.

94 3-34 Creating and administering object types Command Properties Command Test Command Insert new tab page Command Move tab page left Command Move tab page right Command Insert element> bitmap Command Insert element > Frame Command Insert element> text Command Insert element> input field Command Insert element> text box Views the properties of a dialog field element selected on tab page Layout. Starts a test for checking the correct field definitions on tab page Layout. Inserts a new tab page Moves the currently selected tab page to the left. Moves the currently selected tab page to the right. Inserts a bitmap, for example a company's logo. Inserts a frame for a group of commands. The label or the heading of the frame can be entered in the Title field of tab page Field in the Properties of the frame. The size can be changed by dragging the frameline corners or sides. Inserts a static textbox which can for example be used as a label for index fields. This element can also be used for viewing non-editable index properties. Inserts a single line text box. Inserts a multi-line text box

95 Creating and administering object types 3-35 Command Assign label Assigns a label to two selected dialog field elements (textbox for label and assigned data field). Via command Assign label, windream generates a label from the contents of the title field. This will be entered as name for the field and as title for the data field (tab page Field of the dialog field element properties). Note: For ClipboardIndexing, the possible object type-specific index fields are listed in a menu with which entries can be applied via clipboard. Only those fields are listed there which are connected to an index field (designator in field Title) via a symbolic name of a static textbox (designator in field Name). Command Insert element> checkbox Command Insert element> button Command Date Command timet Command Insert element> Date Picker Command Insert element> combobox Command Insert element> dropdown list Command Insert element> listbox Command Insert element> chart (table) Command Insert element> group of radio buttons Command Insert element> group of checkboxes Command Insert element> list of checkboxes Inserts a checkbox. Inserts a button. Inserts a date picker. Inserts a time picker. Fügt ein Datums- und Zeitfeld ein.zzz Inserts a dropdown combobox. Inserts a dropdown list box. Inserts a listbox. Inserts a chart (table). Inserts a group of radio buttons. Inserts a group of checkboxes. Inserts a list with checkboxes.

96 3-36 Creating and administering object types Command Adjust size> same width Command Adjust size> same height Command Align>left Command Align>right Command Align>top Command Align>bottom Command View>use grid Command View>show grid / hide grid All selected dialog elements are adjusted to the width of the element which was selected first. All selected dialog elements are adjusted to the height of the element which was selected first. All selected dialog elements are aligned left according to the dialog element which was selected first. All selected dialog elements are aligned right according to the dialog element which was selected first. All selected dialog elements are aligned at the top according to the dialog element which was selected first. All selected dialog elements are aligned at the bottom according to the dialog element which was selected first. Grid is used for aligning the dialog elements. Show or hide grid. Dialog field elements of the palette Except commands like Copy, Paste, and Cut, dialog field elements can be created over the palette, with which you generate input fields, dropdown list boxes, or text boxes on the tab page Layout. Create dialog field elements The elements listed in the palette are enabled by clicking the respective button. The command is executed by another click on the tab page Layout, and the respective dialog field is displayed.

97 Creating and administering object types 3-37 Figure 3-10: The possible Dialog field elements How to insert a dialog field element from the palette into tab page Layout 1. Select the desired dialog field element from the palette. 2. Point with the mouse cursor at the desired position on the tab page Layout, where the element shall be inserted. 3. Place the element at the current position of the mouse cursor by clicking the left mouse button. 4. Repeat steps 1 to 3 until all desired dialog field elements are inserted.

98 3-38 Creating and administering object types How to insert a bitmap on tab page Layout 1. Select the Bitmap icon from the Palette. 2. Move the mouse cursor to the desired position on tab page Layout, at which the image shall be inserted. 3. With a left mouse click, you place the image at the current position. The windream logo will be inserted now. 4. Mark the image and switch to tab page Field in dialog box Properties of bitmap at position <x,y>. 5. Enter the name of the image in field Title (including path). 6. Save the changes with OK or Apply. Note: The image must have been stored on a local drive of the windream Server and must be available as a bitmap file (.bmp). For displaying the image in windream web portal, the image must additionally be available on the windream drive. Please note that the directory structure must be the same as the structure on the windream Server. Also ensure that the windream group of all windream users must at least have the right of reading this file. Example: File on the windream Server: D:\Images\Logos\bitmap1.bmp File on the windream drive: W:\Images\Logos\bitmap1.bmp. Dialog box Properties Via the tab pages of the dialog box Properties <dialog field element> at position <x,y>, the properties of a single index item are determined. The properties of the currently selected index page or of an index field selected on tab page Layout are displayed.

99 Creating and administering object types 3-39 Figure 3-11: Dialog box of the tab page properties at position <n> Tab page Field On tab page Field, you enter the symbolic name and the title for the current index page or the currently marked dialog field element on one of the index pages. Figure 3-12: Dialog box Propertie tab page Field Naming fields On tab page Field, the symbolic name and the title of the dialog field element are assigned to the currently selected dialog field element of tab page Layout. Further on, the position and the size of the selected index field are displayed in the respective fields. Note: For ClipboardIndexing, the possible object type-specific index fields are listed in a menu with which entries can be applied via clipboard. Only those fields are listed there which are connected

100 3-40 Creating and administering object types to an index field (designator in field Title) via a symbolic name of a static textbox (designator in field Name). Title and name You can label a field by firstly generating a static textbox via the palette and placing it on the tab page Layout. Then, you open the list field Title on tab page Field (dialog field Properties <dialog field element> at position <x,y> and select an entry from the list. If you generate a suitable label immediately after having created an index field and place it, windream will list the possible names of the type-specific indices under the dropdown list Title, which can be assigned to the respective index field. The selected name will then be taken over in the label. As an alternative, you can also enter a new label text or modify an existing one. The text is displayed in the static textbox on tab page Layout. Assign label A title can also be assigned to a dialog field element (index field) via the respective command of the context menu or via the icon of the palette. With this command, a static textbox for labelling and an assigned index field will be connected to each other. Therefore, a label field and the assigned dialog field element (for example a textbox) are highlighted. windream generates a label (designator) from the contents of the title box via the command for assigning a label. This label will be used as name and title for the index field. Object type-specific index fields as read-only fields Using the option Read-only will set fields on tab page Indices into the read-only mode in the object properties without including the associated index fields (type indices) in this process. This means that no entries can be made in these fields via the user interface (meaning the dialog fields of the application). However, the index data in the respective fields can be acquired and edited via other processes (for example scripts). If the type index itself shall be read-only, you will have to enable the respective option while defining the type indices (see also topic "Determining type-specific indices for document types", p. 3-30). Displaying while indexing and retrieving With the options to display the respective index field while indexing or retrieving, you can can decide whether the field or tab page shall be displayed during these operations or not. By default, both options are active. If both options are disabled, the element will always be displayed. Text color and background color of index fields You can change specific color settings via the buttons for text color and background color.

101 Creating and administering object types 3-41 Figure 3-13: Tab page Field adjusting color settings Advanced properties of tables (vector index fields) Via the Extended button, you determine the field type for tables. Figure 3-14: Tab page Field advanced properties of tables The following options are available: Entry field adds a list field per line, in which data can be entered. Combobox adds a dropdown combobox per line; you can enter data or apply an entry from the list. Dropdown list adds a dropdown list per line, from which you can select an entry. The field contents cannot be edited. If you select one of the options Combobox or Dropdown list, you assign a respective dropdown list to the table via tab page Dropdown list (see also chapter"tab page Dropdown list" p. 3-43).

102 3-42 Creating and administering object types Figure 3-15: Example of a table with comboboxes for entry Further notes on the respective field types can be found in chapter "The correct choice of field types", p Tab page Index On this tab page, you assign a type-index to a selected dialog field element of tab page Layout. Figure 3-16: Dialog box properties - tab page Index Select the index from dropdown listbox Name which shall be assigned to the currently selected field. The properties of the selected index are displayed. The entries cannot be changed. The properties describing the index field (like column, type, max. size and lines) are defined while determining the indices. The options read-only, editable once and mandatory are determined while assigning the type indices to a document type. Note: If you determine dialog field elements, buttons, dropdown lists and other field types on tab page Layout, it is important that these types correspond to the respective type-specific indices. Further information can be found in the chapter on selecting the

103 Creating and administering object types 3-43 field types. You can also assign a type index to a corresponding dialog field element several times on different index tab pages. If an index has already been assigned to a field on an index page, the respective entry will be presented in the list of available type indices in blue color. Tab page Dropdown list Via this tab page, you assign a dropdown list to a selected field of tab page Layout. The assignment of dropdown lists is only possible for specific dialog field elements: comboboxes, dropdown lists, list fields, tables, groups of radio buttons, groups of checkmarks and lists with checkmarks. From the dropdown list field Name, you select the desired dropdown list. The available dropdown lists of the same data type are listet depending on the data type (field Type) of the index field. Multiselection This option can be activated, if the field is one of the following dialog field elements and if the assigned index field is a vector index: list field, group of checkboxes or list with checkboxes. This allows the multiselection of elements from dialog fields while acquiring the indices or during a retrieval. Dropdown lists are defined in folder windream>windream Administration>Dropdown lists>all Dropdownlists. Tab page Script Via this tab page, you can assign a script to an object type or to a selected field of the tab page Layout (Visual Basic oder Java), which will be executed on specific events while indexing objects. This may be a script for checking the entries in certain index fields or a script which automatically takes over data from a document of an application as

104 3-44 Creating and administering object types index information. Thus, it is for example possible to read the contents of bookmarks from a Word document and to insert it into a dialog box for indexing. These scripts must be stored in a specific directory which is determined in the windream configuration. Figure 3-17: Dialog box Properties with tab page Script Assigning scripts to dialog field elements Select the desired script from the dropdown listbox Script. Then, you determine for which events the script shall be executed via the checkboxes Set focus, Kill focus, Changed and Clicked. A script can be executed when enabling (set focus) or leaving (kill focus) a dialog element or after a change of the contents of the dialog field. Additionally, a script can be assigned to a button. The script will then be executed after having clicked the button. Note: If file operations shall also be launched via scripts, ensure that the path names including the filenames do not excedd a length of 254 characters. Further information on executing exe-files via scripts can be found under "Starting a program from the windream context menu (exefile" in the windream user guide. Assigning scripts to object types Scripts cannot only be assigned to single dialog field elements, but also to single index pages (tab pages Indices, Indices 1 to Indices n) and thus to an object type. In this case, the scripts are for example directly launched when indexing objects or when opening or closing the dialog field Properties of <file or folder name>.

105 Creating and administering object types 3-45 Select the respective index page and open the dialog box Properties tab page at position <n>. On tab page Script, you select the script and determine the event for which it shall be executed. A script for tab pages can be executed for the events named Set focus and Kill focus. A script on Set focus will be executed, after the respective object type has been selected for indexing objects and after the entries have been made on the respective tab page. Further on, the script will be executed, if the dialog field Properties of <file or folder name> is launched. A script on event Kill focus will only be executed when storing entries in the dialog field elements on the respective tab page, but not when leaving the dialog box (or when closing the input window). Viewing non-editable index properties Index properties which shall not be editable can be viewed in the object type properties of a document with the help of static text fields. To do so, you will first have to assign the type index whose contents shall be displayed to the respective object type. On the indices tab page of the object type, you then add a static text field at the position at which the text shall be displayed. Finally, you assign this text field to the type index. The contents of the type index will then be displayed on the indices tab page. How to view non-editable index properties 1. In the windream Management Console, switch to folder windream administration>object types>all document types or to folder windream administration>object types>all folder types. 2. In the list of all document and folder types, you double click the name of the document type or folder type whose properties you want to change. 3. In folder Type indices you open the context menu and click command New>Type index. 4. From dropdown list box Name in dialog box Properties of [New] you select the index whose contents shall be displayed. 5. Click OK. 6. Click entry Tab pages in the left window. 7. In the right window, enable entry Indices (or Indices n). The dialog boxes named Properties of indice, Palette and Properties tab page at position <n> will be displayed. 8. Add a static text field at the desired position on tab page Layout (command Insert element>text).

106 3-46 Creating and administering object types 9. Highlight the field on tab page Layout. 10. Select the index from dropdown list Name on tab page Index (dialog box Properties <dialog field element> at position <x,y>), which shall be assigned to the string field. 11. Confirm the assignment by clicking Apply on tab page Layout and close the dialog box with OK. Viewing system indices and global index fields It is possible to view system indices and global index fields on tab page Indices of an object type (e.g. of the Standard object type). System indices can only be viewed on tab page Indices, whereas typeindependent indices can also be edited. How to view a system or a global index 1. In the windream Management Console, you switch to folder windream administration>object types>all document types or to folder windream administration>object types >All folder types. 2. In the list of all document types or folder types, you double click the name of the document or folder type whose properties you want to change (e.g. the Standard document type). 3. In folder Type indices, you open the context menu and select command New>Type index. 4. From dropdown list Name in dialog box Properties of [New] you select the system index whose contents shall be viewed (e.g. index Creator). 5. Click OK. 6. Click entry Tab pages in the left window. 7. In the right window, click entry Indices (or Indices n). The dialog boxes Properties of Indices, Palette and Properties tab page at position <n> will be displayed. 8. At a respective dialog field element at the desired position of tab page Layout. 9. Highlight the field on tab page Layout. 10. Select the system index from dropdown list box Name on tab page Index (dialog box Properties <dialog field element> at position <x,y>) which shall be assigned to the field. 11. Click Apply on tab page Layout and close the dialog fields with OK.

107 Creating and administering object types 3-47 Checking the layout Testing the current settings and checking the layout In order to check the current settings on the tab page Layout, you can start the command Test over the context menu in the Layout Editor or over the palette and check the functions and the design of the dialog field elements. Then, windream switches to the test mode and displays the dialog box Properties of Indices exactly as it is displayed when indexing documents at the workstations. How to conduct a test 1. Enable the dialog box Properties of Indices with the tab page Layout. 2. Click with the right mouse button on a free space of the tab page and choose the command Test from the context menu. windream switches from the edit to the test mode. 3. Check the correct functions of the elements on the tab page. 4. Close the test by activating the context menu again and choose the command Stop Testing. windream switches back to the edit mode. 5. If necessary, change the current settings and the layout of the fields by using the palette or the tab page Properties <dialog field elements> at position <x,y>. Note: When determining dialog elements, buttons, dropdown lists, and other field types on the tab page Layout, make sure that these types fit to the type-specific indices. You will get further information on the choice of field types under the heading Administer Indices, the Correct Choice of Field Types. Context menu commands of tab page Layout Beside running a test, you can also execute other commands in the context menu of the tab page Layout by clicking with the right mouse button in a free space of the tab page, or by clicking on a previously marked element for changing its properties. You can execute the following commands: Command Insert new tab page Move tab page left / right Insert element Cut Function Inserts a further index page. You can arrange the type-specific index fields on several tab pages (tab page Indices, Indices 1 to Indices n). Moves the currently selected tab page to the left or right. Opens a submenu from which you can select an element to be inserted. Cuts selected fields from the tab page Layout.

108 3-48 Creating and administering object types Copy Paste Delete Assign label Copies selected elements into the clipboard. Inserts selected elements from the clipboard. Deletes selected elements from the tab page. Assigns a label to two selected dialog field elements (textbox for label and assigned data field). For this, a display field and the assigned dialog field element are to be highlighted. Via command Assign label, windream generates a label from the contents of the title field. This will be entered as name for the display field and as title for the data field (tab page Field of the dialog field element properties). Note: For ClipboardIndexing, the possible object type-specific index fields are listed in a menu with which entries can be applied via clipboard. Only those fields are listed there which are connected to an index field (designator in field Title) via a symbolic name of a static textbox (designator in field Name). Use default colors Select All Move Change Size View Properties Test Resets the color settings of selected dialog field elements to the default values (text color: black; background: white). Selects all elements on the tab page. Moves a selected element to the left, to the right, up or down by pressing the respective key on the numbers block of the keyboard. Changes the size of a selected element (increase or decrease width and height) by pressing the CTRL button and the respective key on the numbers block of the keyboard. Show or use grid on the tab page, or display the palette. Displays the dialog box Properties. Runs a test for checking functions. Over the context menu, you can also copy defined fields to the clipboard and insert them into another Layout tab page. It is recommended to do so, if you want to copy a complete tab page with all elements for assigning it to another document type.

109 Creating and administering object types 3-49 Selecting field types correctly When defining an object type in the Layout Editor, you determine the index fields (dialog field elements) for editing the index criteria. In this context, the selection of the dialog field elements depends on the type of data to be displayed and on the determined type indices of an object type. Additionally, no indices will be assigned to some dielaog field elements, as these exclusively serve for viewing field labels (static textbox) or launching events (command buttons). Naming index fields Naming buttons and assigning scripts Field types (dialog field elements) must fit to type-specific indices You create a name for a single index field by placing a static textbox with a description of the index field on the tab page Layout. You highlight the text box and name it by entering a description in the dialog box Properties (tab page Common, Field Title), or you choose an already existing element from the list. You can also modify an existing list entry. The description is inserted into the text box. Specific events can be launched via command buttons. Thus, a script will be assigned to a button. Add a button at the desired position of the Layout tab page. Enter the label for this button on tab page Field of the Properties dialog box. After that you select the script to be executed when enabling the button on the respective tab page. Specific indices can only be combined with specific dialog field elements which fit to each other. Thus, when determiningthe typespecific indices of an obejct type, you will have to ensure that the data types of the indices fit to the indec fields on tab page Layout. Thus, for example the assignment of a possible type-specific index named "date" requires the determination of a date picker field, whilea type index must be created for single or multi-line textboxes which allows to enter text strings.

110 3-50 Creating and administering object types Integrate dropdown lists If you want to integrate dropdown lists, you must create a list in the folder Drop-down List>All Drop-down Lists, before proceeding further. In this context, ensure that the selected data type of the dropdown list fits to the data type of the type index which shall be assigned to the field. For dropdown lists of type Text, the size of the field has to be considered. If a type index of type "text" with a size of 128 characters is assigned to an index field, the dropdown list must also be of type "text" with the same size. In order to be able to integrate a dropdown list into the design of the dialog box, you add a respective dialog field element to the Layout tab page. After having assigned a type index you assign the list via the Properties dialog box (tab page Dropdown list). You can use the following dialog field elements for the integration of dropdown lists: Dropdown combobox, Dropdown listbox (dropdown lists), listbox, table group of radio buttons, group of checkboxes or list of checkboxes. For dropdown lists allowing multi-selection, you can use the dialog field elements listbox, group of checkboxes or list of checkboxes. Additionally, this requires the assignment of type indices of data type Vector<Data type> (see also chapter "Determining and administering indices"). Note: You will get further information on the assignment of dropdown lists under the heading Create and Administer Dropdown lists. Combining data types with dialog field elements You assign an index to a marked dialog field element (on the tab page Layout) by selecting an entry (or index) from the dropdown list Name of tab page Index, dialog box Properties of <dialog field element> at position <x,y>. The indices displayed in this list fulfill three conditions: 1. They have been defined as type-specific indices of the current document type, AND 2. they have not yet been assigned to a dialog field element of the current tab page Layout, AND 3. the data type of the respective index fits to the marked dialog field element on the tab page Layout.

111 Creating and administering object types 3-51 Dropdown lists without type index It is possible to create dropdown lists without connecting them to a type-specific index. This may be useful when executing scripts whcih have been linked to a dropdown list. Special properties of mandatory fields, checkboxes, buttons and tables For a better recognition, mandatory fields are equipped with special frames during the indexing and acquisition of objects in the DMS. Note: Generally, it is not possible to post-define an existing or a new type-specific index field of an existing object type as mandatory field, except that a default value is assigned to this new mandatory field. This value will then automatically be inserted into the index field (mandatory field). Naming checkmarks, buttons and tables can directly be executed in the respective fields. Check marks (in check boxes ) can be equipped with three different states: Not active (no checkmark in the respective field). Active (checkmark in the respective field), or Active with grey background (checkmark in the respective field on grey background). When opening the dialog box Properties, state 3 is preset. It shows that an entry has not been made in this field yet. If the field has been defined as mandatory field, the user is asked to make an entry when trying to skip this field (this means the user is asked to activate or not to activate this field, as described for state 1 or 2). State 3 is regarded as an empty input field, in which an entry has not been made yet. An empty input field is not considered as an index field during the retrieval of documents (search). Tables can only be assigned to type indices of type Vector<Data type>. The limitation of lines is determined when creating the type index. Editing the tables is executed while indexing or editing the index criteria on tab page Indices in the object properties. New lines can be added via a context menu, or existing lines can be deleted from the table.

112 3-52 Creating and administering object types Interpretation of two number years in a date picker Alert messages before saving tab page Layout When entering years in a date picker with two numbers only, the following important note is to consider: Entries for years with only two numbers are automatically extended to a four numbers entry by the system. If you for example choose the entry "36", different systems will interpret this number as "1936" or "2036". As this function is automatically executed by the operating system internally, you must check the correct year in the date picker (date field). In the Windows control panel and the country settings, you can determine a general use of a four number display of years. windream warns you before saving the tab page Layout, if wrong entries during the assignment of indices were made. Alert messages are displayed when the following cases occur: if no type-specific indices are assigned to fields; if dropdown lists are not assigned to list boxes. In these cases, you are asked to make the respective changes on the tab page Layout. Note: Mandatory fields must always be visible for the user during the indexing of documents. Thus, you will have to make sure that a respective input field has to be created on the tab page Layout for each type-specific index which is defined as Mandatory field. Special properties of data types When assigning type-specific indices and data fields on the tab page Layout, the special properties of the data types have to be considered. Thus, a date field has to be combined with the data type date, so that a date can be entered in this field. You can read from the list of all indices, which data types can be assigned to the single type-specific indices in the database. windream provides a number of fixed (unchangable) indices for different data types (subcategory Unchangable type index). Additionally, a limited number of variable indices are offered (subcategory Variable type index), for which you can determine the data type when naming the type indices. It is also possible to create indices of category Vector index and Extended fulltext (type Vector<data type> or Fulltext), where vector fields can be defined for all data types. The following data types are available:

113 Creating and administering object types 3-53 Data type String Description Array of characters; allows the arbitrary entry of characters including special characters and numbers in a text- or listbox. When assigning a data type String to a type-specific index, the different size (length) of the strings has to be considered. This means that for example a text box that only requires a relatively short input (for example a field for entering names of cities) should be combined with a short string (64 characters). When doing this, long strings can be reserved for long entries (for example 512 characters in a possible input field named "Remarks"). The following strings are available: 2 strings with 512 characters each, 8 strings with 255 characters each, 16 strings with 128 characters each, 14 strings with 64 characters each. Integer Allows the entry of an integer number in an input field without decimal digits. Possible values: (-)2 31 (-2,147,483,648) to (+2,147,483,647). Within this range, each number can be used. When using one or more decimal digits, the value is rounded to the nearest whole number (up or down). As entry support (for example when arranging numbers as groups for better recognition), a comma can be used as you like. (The use of dots and commas depends on the specific country settings of your computer and the operating system, which can be adapted in Windows under the respective command with the settings valid for your country). Date Allows the entry or choice of a date (day, month, year) in a defined date field (over the date picker function). Entries for years with two numbers only are automatically extended to a four numbers entry by the system. If you for example choose the entry "36", different systems will interpret this number as "1936" or "2036". As this function is automatically executed by the operating system internally, you must check the correct year in the date picker (date field). In the Windows control panel and the country settings, you can determine a general use of a four number display of years. Float Bool Floating decimal digits; this data type allows the entry of an arbitrary number of decimal digits in an input field. Numbers are not rounded. Possible values: to Data type with possible values True/False corresponding with Yes/No; fits to active or inactive checkmarks in checkboxes or radio buttons.

114 3-54 Creating and administering object types Date & Time Timestamp Currency Fulltext Vector <data type> Allows to enter or to select a timestamp with date and time (hours, minutes, seconds day, month, year) in a defined date or time picker field. Allows to enter a timestamp. Allows to enter currency units. Fulltext; allows to enter a text in a defined input or text field. Inputs in these fields are stored as fulltext. Vector index which can be created for all data types; allows to enter or select elements in and from tables, comboboxes, dropdown lists, list fields, groups of radio buttons or checkboxes amnd lists of checkboxes. Table 3-3: List of all indices data types to be assigned to the respective type-specific indices in the database.

115 Administering document types 3-55 Administering document types Over the windream Management Console, you can create new document types, name existing types and type-specific indices from the list of all indices available, and assign them to different document types. Create individual dialog boxes The windream Management Console allows creating individual dialog boxes, so that a new dialog box with the necessary index criteria can be generated for each new document type. Change already defined fields Changing index properties of a document type You can change already defined fields. You can change the position and the size of an index field, remove an index property, or edit the properties of index criteria (for example index assigned or a dropdown list). How to change the index properties of a document type 1. Switch from the windream folder in the left window of the WMC to the folder Windream Administration>Object Types>All Document Types. 2. Double click the name of the respective document type (in the list of all document types) in order to change its properties. 3. Click the entry Tab pages in the left window. 4. Enable the entry Indices (or Indices n) in the right window. The dialog fields Properties of indices, Palette and Properties tab page at position <n> will be displayed. 5. Execute the necessary changes on the tab page Layout, and confirm your changes by clicking OK or Apply. It may become necessary to close the windream Server services via the service Manager and to restart them in order to ensure that the changes become effective. Note: A change of the index properties of document types is only recommended, if no or only a few documents of the respective type have already been indexed so far. In case that changes are necessary, all existing and indexed documents have to be postindexed according to the changed index properties. In order to find out the number of documents to be post-indexed, you will have to conduct a respective search operation.

116 3-56 Administering document types Changing type-specific indices of document types You can also add a further type index to an object type later, or you can delete or modify an existing type-specific index. Note: A later modification of the index properties is only recommended, if no or only a few documents of the respective type have been indexed so far. In case of a change, all documents which have been indexed already should be post-indexed with the new index criteria. In order to detect the number of documents to be post-indexed, you will have to conduct a respective search. Adding a further index If you add an index, you will also have to adjust the design of tab page Index using the Layout Editor. Consider that the changes will also be applied automatically for documents which have already been assigned to the document type. Deleting an index In order to delete an index, you switch to folder Type indices of the desired object type. Highlight the type index and remove it using command Delete (of the context menu or via the menu bar). Deleting a type index is only possible if the index to be deleted has not been assigned to any dialog field element (index field) of tab page Layout in dialog box Properties of indices. If you delete a dialog field element which has been assigned to a type index in the Layout Editor, the dialog field element will be deleted, but the assigned type index will not be removed from the list of type indices of the object type. Changing the properties of an index A change of the properties of an already assigned type index is possible. Thus, for example a preselection for an index field can be determined later, or another field can be defined as mandatory. The requirement is that a preselection must also be assigned to this index. Assigning type-specific indices to different document types You can assign type-specific indices (that have been selected from the list of all indices available) to different document types. Thus, for example a date field (date picker) can be defined as an index for different document types (for example in the possible document types letter, contract, letter of dispatch, invoice, etc.).

117 Administering document types 3-57 How to assign a type-specific index to different document types 1. In the directory of all document types, you open the folder to which a type-specific index shall be assigned 2. Open the context menu in the folder Type indices and choose the command New>Type index. 3. Open the dropdown list box Name in the dialog box Properties of [New]. 4. From the list of all indices available, you choose an index to be assigned to the current document type. The properties of this index are displayed on the tab page in the Index group. 5. Confirm your entries by clicking OK or Apply. 6. Repeat steps 1 to 5 for all document types to be equipped with this type-specific index. Note: It may be necessary to close the windream Server services via the Service Manager and to restart them to ensure that the changes become effective. Assigning type-specific indices via drag and drop operation It is also possible to assign type-specific indices via drag&drop. If you want to use drag&drop functions, you open the list of all indices available in a new window (over the Action menu of the console) and select the desired index there. Drag the index with the mouse cursor into the list of the type-specific indices of a document type. The index is inserted into the list. Note: Since the SBX version of windream, indices can also be assigned to document types via multi-selection. Assigning type-specific indices by copy / paste operations Assigning type-specific indices can also be executed over copying functions in the context menu. Therefore, you select the desired typespecific index in the list of all indices and choose the menu item Copy in the context menu. Select the folder with the type-specific indices of the respective document type and add the index copied to the list of typespecific indices of the desired document type over the function Paste from the context menu. The assignment of indices over drag&drop or copying functions is only possible for type-specific indices which have not been assigned to the respective document type yet.

118 3-58 Administering document types Note: Since the SBX version of windream, indices can also be assigned to document types via multi-selection. Document type Standard You will also find a standard type in the list of all existing document types. Standard object type for documents not yet assigned to a document type All documents to be acquired in the DMS are firstly saved by default with system-specific indices. Generally, this refers to documents which have not been assigned to a document type so far, or which have not been indexed yet. During the indexing process, documents are assigned to a document type. Folders are also stored in the DMS with the standard document type and the system-specific indices first. Folders are assigned to a folder type during the indexing process Note: In windream version 4.0 or higher, it is possible to design the dialog box for the Standard object type in the layout editor individually. However, no type-specific indices can be assigned to the object type. But you can assign system attributes and - in windream BE type-independent (global) indices In the properties for the Standard object type, only one file storage area can be defined for the working area on tab page Lifecycle. Further settings are not possible there. Thus, you can neither define an archive area, as the archiving has only been designed for documents which have been assigned to a specific document type. Further on, exclusively the name will be defined for this document type on tab page Common and you determine whether the object type supports hierarchical storage management (HSM) On tab page Rights, you can assign rights on the document type to users. Deleting document types Document types can be deleted over the WMC. However, the following requirements are to be fulfilled: All documents still assigned to the respective document type to be deleted must be removed from the windream drive before. If there

119 Administering document types 3-59 are still documents of this type available, these documents must either be deleted before, be assigned to another document type or must be saved outside the windream drive. Documents of the respective type which have already been deleted, but which can still be recovered with the recovery function of the WMC, must be deleted definitely before. It is not possible to delete a document type as long as one of the requirements mentioned above is not fulfilled. You will find further information on the recovery and on the definite deletion of documents under the heading "windream Tools". How to delete a document type 1. Ensure that there are no more documents available which have been assigned to the document type to be deleted. 2. If necessary, conduct a search for deleted documents in the windream Tools. 3. In the result list of a conducted search, delete all documents which are still assigned to the type to be deleted definitely. 4. Switch to folder windream Administration>Object Types>All Document Types. 5. Select the document type to be deleted in the list of all object types available (Console window on the right side). 6. Delete the selected document type by either using the Delete command from the context menu, by enabling the respective command button of the menu bar, or by pressing the [DEL] key on your keyboard.

120 3-60 Creating and administering folder types Creating and administering folder types Folder types are created and administered in a similar way as document types. After having created the required indices, you create a new folder type. Then, you assign the type indices to it. Finally, you determine the index fields and the layout of tab page Indices for this folder type in the layout editor. For creating a new folder type, you firstly open the folder windream><windream server>>windream administration>object types>all folder types. How to create a new folder type 1. Select the folder All Folder types. 2. Open the context menu of this folder and choose the command New>Folder type. 3. Enter a name for the new folder type in the respective text field of the dialog box Properties of Folder Type 1 [New]. 4. Optional: Enable the Lock for Edit checkmark, if folders shall not yet be assigned to this folder type. 5. Confirm your entry by clicking Apply or OK. It may be necessary to close the windream Server services via the Service Manager and to restart them to ensure that the changes become effective. The entries are saved. The new folder type is displayed in the list of all folder types as a directory. With a double click on the name of the new folder type, you open the directories named Type indices and Tab pages. Note: If a folder type is locked for being edited, this will be displayed in a column of the WMC listview. Determining type indices for folder types After having created a new folder type, you determine the type indices, according to which folders of this type can be retrieved in the DMS. How to determine a new type index for folder types 1. Open the directory of all folder types and there the folder type that shall be equipped with a type index. 2. Open the context menu in the folder Type indices and choose the command New>Type index.

121 Creating and administering folder types Open the dropdown list box Name. 4. Choose the desired index from the list of all indices available. The properties of this index are displayed on the tab page in the Index group. 5. By enabling the check boxes Read-only, Write once, and Mandatory Field you decide whether the current index field of the dialog box shall be equipped with one of these properties. The option Write once allows only one entry in this field. After that, the field is set into the write-protected (read-only) mode. 6. In the default field (depending on the data type of the selected index) you can decide which default entry shall be displayed when the dialog box is opened during the creation and indexing of folders (In a date picker this can be the current date, whereas in a text box it could be a standard text). 7. Confirm your entries by clicking OK or Apply. 8. Repeat steps 2-7 until you have created all type-specific indices which shall be valid for the current folder type. It may be necessary to close the windream Server services via the Service Manager and to restart them to ensure that the changes become effective. The entries are saved. Note: Type-specific indices can be valid for document types and folder types as well. For example, indices which have already been assigned to document types can also be assigned to newly created folder types. Indices can also be assigned via Drag&Drop and multi-selection. Thus, open the list of all indices in a new window and highlight the desired indices there. Drag the indices into the list of the typespecific indices of an object type. Determine index properties and layout Index properties of folder types The definition of index properties and the determination of the layout in dialog box Properties of indices is done the same way as you would do for document types. To execute this action, first switch to folder Windream>Windream Administration>Object Types>All Folder Types. How to define the properties of indices and determine the layout 1. Choose the folder type from directory All Folder Types for which you want to determine the index properties on the tab page Layout in the dialog box Properties of indices.

122 3-62 Creating and administering folder types 2. Click the entry named Tab Pages. 3. Click the entry Indices in the right window (or open the context menu for this entry and choose the command Properties). 4. With the palette, you define the index fields that shall be displayed on the tab page Layout and determine the design. 5. Define the index assignment of the fields on the tab page Layout over the dialog box Properties. 6. If necessary, conduct a test to check the entries. Note: The design of the layout on the tab page and the definition of the index properties for folder types is executed in the same way as for document types. You will get detailed information on these functions under the heading "Layout and Properties of Indices".

123 Exporting and importing object types 3-63 Exporting and importing object types Object types document and folder types can completely be exported and imported with the WMC. This refers to indices and to dropdown lists and object types including their assigned Layout tab pages. All objects are exported and imported as files in the XML format. This function allows to export object types which have already been created from an existing windream system to another, including the assigned indices, dropdown lists and tab pages. Thus, it is not necessary any more to create all object types once again on a newly installed system. Further on, already existing indices or single dropdown lists can also be exported and imported. Important note: In order to be able to use the import and export function for object types, MSXML 3 Service Pack 2 must have been installed on your system. The installation can be started by executing file msxml3sp2.exe which is part of the windream installation CD. The export / import function is started over the respective command of the context menu. The command can be executed for single elements (in the treeview) and for several selected elements (in the listview) as well. After having selected the elements to be exported and after having started the command, a dialog box is displayed in which the destination folder has to be determined to which the elements shall be exported. Updating (refreshing) object types During an import process you can determine whether object types which are already existing in the DMS shall be overwritten anf whether they shall be updated. Deleting elements Additionally, it is also possible to delete elements of an object type or complete object types which are not needed any more. This function is executed by using the respective command of the context menu, if the elements to be removed have been marked before (multiselection allowed). You can delete dropdownlists and complete documents or folder types.

124 3-64 Exporting and importing object types Special features of the import function When importing elements, the folder has to be determined from which exported elements shall be imported. Each import process is executed in the WMC over the folder All Indices, All Dropdown Lists, All Document Types or All Folder Types. After the import process all imported objects will be listed below the respective folder. Only those objects will be imported which fit to the selected import folder. If for example the folder All Document Types is selected, only document types could be imported. If the selected XML file to be imported only contains indices, no objects would be imported. Special features of indices Dropdown lists Object types windream stores (ObjectStores) Imported indices will not be created newly, but only the index name will be refreshed. If indices shall be imported which already exist in the target system, a respective dialog box will be displayed first, which informs the user that indices will be refreshed. When the user confirms the message displayed, the existing indices will be overwritten by those which are imported. Dropdown lists are always re-created. If a list with the same name already exists on the target system, the name of the imported list will be extended by "1" (ascending order, if there are several lists with the same name). All names of the lists and all entries of the lists will be imported. After the import is complete, the treeview and the listview of the WMC should be refreshed by pressing the [F5] key. The imported lists will be displayed. Object types are always re-created. If an object type with the same name already exists on the target system, the name of the imported type will be extended by "1" (ascending order, if there are several types with the same name). The import of object types includes all assigned tab pages, lifecycle data, type indices and links to possibly assigned scripts in the fields of the tab pages (however, script files themselves will not be imported). The default object type cannot be imported. As windream storages cannot be exported, they can thus not be imported either. windream Stores of the edit store and the archive store within the source system are identified over their names. If during the import an identical storage name cannot be found, all objects will first be assigned to the edit and archive store of the Default object type. How to export object types 1. Select the elements in the treeview or in the listview of the WMC which you want to export. 2. Enable the command Export from the context menu. 3. Determine a target folder in the dialog box File Save as in which the exported objects shall be saved, and confirm your entries with OK.

125 Exporting and importing object types 3-65 The process is displayed in the Export dialog box. Note: It is not possible to export windream Stores and scripts (script files). How to import object types 1. Select the elements to be imported in the listview or in the treeview of the WMC. 2. Enable the Import command from the context menu. 3. Enter the destination folder in the dialog box Open..., from which the objects shall be imported. 4. Highlight the option to overwrite, if already available object types of the same name shall be update during the import process. 5. Click OK. The import process is displayed in the Import dialog box.

126 3-66 Creating copies of object types Creating copies of object types Document types as well as folder types can be copied and saved with another object type name. This function offers for example the possibility to create an identical copy of an existing object type including type indices and layout tab pages first, and then to further modify the object type which has been copied before. Insert copy Already existing object types are copied over the respective command of the context menu in the WMC. Click the right mouse button in the treeview of the WMC on an existing object type, and enable the command Insert Copy. The object type will be copied, and the dialog box <Object Type Nam> Copy 1 [New] will be opened. The existing name which is indicated can be changed in this dialog box by entering a new name. After having confirmed the entry withok, the dialog box will be closed and the copy of the object type with the new name is inserted into the treeview of the WMC.

127 Creating and administering dropdown lists 3-67 Creating and administering dropdown lists The windream Management Console offers the opportunity to define and edit dropdown lists. These lists can be assigned to index fields when defining object types withe the Layout editor. You can create dropdown lists for all document and folder types, and you can assign a defined list to a specific index field of the tab page Layout. a basic requirement is that the data type of an index field and the data type of the dropdown list correspond to each other. Note: The selection of windream dropdown lists can be restricted by assigning respective rights on lists in the object type configuration (see also "Rights on windream dropdown lists", p. 3-69). Function of dropdown lists Possible field types for dropdown lists Dropdown lists serve as input support during the indexing of documents. They allow reducing the entries to a predefined number of elements of a list, from which an element can be selected. A dropdown list contains a number of elements defined by the system administrator. The elements are displayed in a list box when the application is run. For example, a dropdown list named "Letters" could contain the elements "Private, Business, Order, Reply, Enquiry" etc.). Because dropdown lists provide a predefined number of elements, the selected field type must fit to the assignment of a dropdown list. If you want to assign a dropdown list when designing the tab page Layout in the dialog box Properties of indices for indexing objects, you can use the following types of dialog field elements: Dropdown combobox, Dropdown list fields, List fields, Groups of radio buttons, Groups of checkboxes or List of checkboxes. Data types of dropdown lists Specials of a dropdown combo box Depending on their contents, dropdown lists can be generated for each data type (for example text, number, bool, date). When assigning dropdown lists to the respective index fields you will have to consideer that the data type of the index field corresponds to the data type of dropdown list. In opposite to the other fields, a dropdown combo box also allows the free entry of a list element.

128 3-68 Creating and administering dropdown lists Properties of radio buttons and checkboxes Insert a blank line as list element The number of possible options within the dialog field elements like a group of radio buttons or checkboxes is limited (maximum number of entries is 15). An unlimited number of selections can be offered in a list of checkboxes. In addition to this, the number depends on the number of determined entries of a dropdown list. A respective dropdown list must be assinged to each of these dialog field elements for labelling the respective radio buttons and checkboxes correctly. A blank line can be assigned to each dropdown list as an element. This is to be recommended if a document to be indexed cannot uniquely be assigned to a list element. However, if a dropdown list has been defined as mandatory field, an element must be selected from the list. Creating dropdown lists For assigning a dropdown list to an index field, the respective list must first be created in the folder Windream>Windream Administration>Dropdown list>all Drop-down Lists: How to create a dropdown list 1. Change from the Windream folder in the management console to the subdirectory Windream Administration>Drop-down List>All Dropdown Lists. 2. Mark folder All Drop-down Lists. 3. Open the context menu and choose command New>Drop-down List. windream opens the dialog box Properties of <Drop-down list> with the tab page Common. 4. Enter a name for the list in the respective field. 5. Select the data type from dropdown list Type. 6. Determine the size and the format in the respective fields (depending on the selected data type). 7. In the field named Elements, you enter all list elements to be displayed in the list. Press RETURN after having entered an element. 8. Press RETURN again to insert a blank line (optional). 9. After having entered all necessary elements, you click OK or Apply to save the new list. The new list is displayed in the left window of the management console (folder All Drop-down Lists). If you open the entry with the name of the new list by double clicking it, you will get the elements displayed in the right window. The dropdown list can now be used when defining object types by assigning them to an index field. A dropdown list can be assigned to index fields of different object types.

129 Creating and administering dropdown lists 3-69 Figure 3-18: Dialog box for creating a dropdown list Rights on dropdown lists You can assign rights on dropdown lists to windream users and groups. By default, there are no restrictions, meaning that all users can access the dropdown lists configured in the windream Management Console. Access rights on lists are administered on the Rights tab page of the Properties of an entry (context menu command Properties of the list to be edited in the tree or list view of the windream Management Console). In folder windream Administration>Dropdown lists>all dropdown lists you select the desired index. Via the properties command, you open dialog box Properties of <dropdown list name>.

130 3-70 Creating and administering dropdown lists Figure 3-19: Administering rights of a dropdown list The users and groups are listed with their assigned rights. New users and groups are added via the Add button. Note: Only those users will receive the right to access a dropdown list who have been determined explicitly. Other users will not have a right on the respective list. Possible access rights on dropdown lists Right Description Read The dropdown list is visible in the administration of the windream Management Console. Assign Write The list can be assigned to a type-index of an object type by users. The right of reading must also be set as otherwise the right of assigning cannot be set. The dropdown list and the rights can be changed in the windream Management Console, if a user is a windream administrator (a member of the windream administrators group). The right of reading must also be set for the user,

131 Creating and administering dropdown lists 3-71 as otherwise the right of changing cannot be set for the dropdown list. Table 3-4: Rights on dropdown lists Integrating dropdown lists into index fields For integrating dropdown lists in index fields, you have to create a suitable field in the dialog box Properties of Indices of the respective object type, in which the elements of the dropdown list shall be displayed. For achieving this, you change to the layout editor, create a respective field on the tab page Layout (dialog box Properties of Indices), and assign a dropdown list to this index field over the dialog box Properties <dialog field element> at position <x,y> (tab page Dropdown list). How to assign a dropdown list to an index field 1. Open the folder All Document types in the management console. 2. Double click the entry of a document type. 3. Click the entry Tab pages. In the right window, the entries for the respective tab pages are displayed. 4. Mark one of the entries and enable command Properties. The dialog boxes Properties of indices, Properties <dialog field element> at position <x,y> and the palette are displayed. 5. Over the palette or via the context menu, you determine the desired dialog field element (for example a listbox or a dropdown combo box) and place it at the desired position on the tab page Layout. 6. Highlight the field. 7. Switch to dialog field Properties <dialog field element> at position <x,y> and enable tab page Index. 8. From the Name list, you select the index which shall be assigned to the index field. The index must have been added to the list of type indices of the object type before. 9. Switch to tab page Dropdown list. 10. From the dropdown listbox named Dropdown list, you select the dropdown list which shall be assigned to the field highlighted on tab page Layout. Only those lists will be offered whose data type corresponds to that of the assigned index field (type index). 11. If necessary, enable the multiselection option. This is only possible for specific dialog field elements (list field, group of checkboxes and list of checkboxes) and only if the index is a respectively defined vector index. 12. Confirm your entry with Apply or OK. The entries are saved.

132 3-72 Creating and administering dropdown lists Note: You will get further information on the use of the palette under the heading Layout and Properties of Indices. Testing an new dropdown list In order to check the functions, you can enable the command Test over the context menu of the layout editor and run a test. For starting the test, you open the context menu of the tab page Layout by clicking with the right mouse button into a free space of the tab page and choosing the command Test. Then, windream displays the dialog box Properties of Indices exactly as it will be displayed when the application is run for indexing documents. If you enable the index field with the assigned dropdown list during the test, the elements of the list are displayed. You finish the test by opening the context menu again and choosing the command Stop Testing. Editing dropdown lists You can edit dropdown lists by adding new elements to an existing list, by deleting elements, or by changing the position of elements in the list. Additionally, you can save the list under a new name. How to edit a dropdown list 1. Open the folder All Drop-down Lists and highlight the list to be edited. 2. Enable the command Properties in the context menu of the selected list. 3. Edit the list by assigning a new name, inserting new elements, or deleting elements which are not necessary any more. Therefore, you select an element to be edited, click with the right mouse button on a free space of the field Elements, and choose one of the commands displayed in the context menu. 4. Confirm the changes by clicking OK or Apply. The changes are saved.

133 National Language Support (NLS) 3-73 National Language Support (NLS) With the National Language Support (NLS), windream offers the opportunity to administer translations of the application interface elements in any language. Translations are stored in CSV-files and via respective administration functions of the windream Management Console (WMC). The translation of messages (for example error messages, infoboxes or security questions) and of elements of the dialog boxes are administered in CSV-files. These files are stored in the NLS directory during the installation of the windream Client application on a workstation. In order to acquire translations for further languages, the files can be opened with a text editor and can be modified respectively. Depending on the language, the translations of index labels, object type labels and fields are administered in the windream Management Console. The implemented functions and extensions of the WMC will only be available, if the modules have been licensed. Original documents and the contents of fields will not be translated. The documents and the index data will always be stored in the DMS with the language with which they have been acquired and archived. Note: A separate licence is required for NLS which can be purchased at windream GmbH or one of its partners. additional notes on NLS can be found in the technical description named NLSOverview.txt on the windream installation CD. Configuration of NLS The translations of the dialog elements administered via the WMC will only be used, if the respective option has been switched on in the windream configuration. Thus, you open the configuration on the windream Server using command Configuration of the windream Control Center. Switch to tab page Common and highlight option Use Server NLS (Licence required). See also chapter "Common" in chapter "System settings Server". CSV-files The dialog field elements and the messages of the application are administered in the files. The files contain the translations of the respective languages in columns, and the first column always contains the kex entry which may not be changed. The respective columns (translations) are separated from each other by semicolons. The languages are determined via the language-id in the first line. The default settings are the two columns GER=7 and US=9.

134 3-74 National Language Support (NLS) A new column must be added for each further language. The new language is defined via an identification code and the language-id in the first line as follows: Identification code=language-id (for example ITAL=16). The identification code can be chosen freely. The "equals" sign must be entered and followed by the language-id. The ID can be detected by selecting it from the dropdown list of languages in the Properties dialog box of a language (see also chapter "Adding a new language" p. 3-75). In order to edit a CSV-file, you open it with a text editor. Figure 3-20: Example of a CSV-file How to add translations to a CSV-file 1. Open the CSV-file to be edited with a text editor. 2. In the first line, add an identification code and the language-id of the new language (for example: ITAL=16 for Italian). 3. Now, enter the translation for each entry in the new column. Administration functions for NLS in the WMC In order to administer translations, you start the WMC via the windream Control Center or using command

135 National Language Support (NLS) 3-75 Start>Programs>windream>Management Console. From the console root, switch to folder windream>windream Administration>Languages. Figure 3-21: WMC - All languages Folder All languages contains all available languages. The languages with their names and language-ids are listed. According to entry X in the default language column you can see the default language currently used. Inactive languages are marked with x in the respective column. You can view the properties of a language using the commands of the context menu, and you can also determine the default language. Adding a new language A new language is added via command New>Language from the context menu on folder All languages.

136 3-76 National Language Support (NLS) Figure 3-22: WMC - New language Language settings The possible languages are offered in dropdown lists named Languages. After having made a selection, the fields Name and Language-ID will be preset. The entries can be changed. Field Name contains the name under which the language will be displayed in the WMC below node Languages. Each language is identified uniquely via the Language-ID. Language options Enable option Default language, if the current language shall be used as a standard. Before, you must have disabled option Inactive. A default language can also be determined via the respective command of the context menu in folder All languages. A language is defined as active / inactive via option Inactive. Only translations of active languages will be considered when switching to other languages. Inactive languages are indicated in the respective column of the languages list. Comment Here, you can enter a comment as a note or remark for a language.

137 National Language Support (NLS) 3-77 Initialize Via this button, you initialize a new language. This means that an entry will be generated in the languages list of translations for each element to be translated (Indices ( ), Object types ( ) and Object type fields ( )). The respective key values will be entered as presettings for the translations (in column Translation). Note: For languages with main entries and subentries (for example German, German (Germany), German (Switzerland)), you first select the main entry and initialize the translation entries for the language. No initialization is made for all further subentries (for example German (Germany) or German (Switzerland)), but you only enter the respectivley deviating translations for the respective language. If now one of the subentries is used by default (for example German (Germany) or German (Switzerland)) as language, windream will search the deviating translations for each language and will otherwise use the translations of the main entry. How to add a new language 1. Switch from the windream folder of the Management Console to folder windream Administration>Languages>All languages. 2. Mark folder All languages and open the context menu. 3. Enable command New>Language. The window named Properties of [New] with tab page Common will be opened. 4. Select the desired language from the languages list. 5. In the Name field, enter the designator of the language. The new language will be displayed in the WMC with this name (node Languages). 6. Determine whether the language shall be marked as active and / or whether it shall be used by default. 7. Optionally, enter a comment in the notes field. 8. In order to generate an entry in the new language for each element to be translated, click Initialize. 9. Confirm the entries with Apply or OK. The name of the new language will be displayed in the languages list. During the initializing process, windream will generate a respective entry for each element to be translated (indices, object types and object type fields). Copying a language Command Insert copy of the context menu allows to copy the translation entries of a language for a language to be inserted. This way, only those element entries for the new language will be generated, which must be

138 3-78 National Language Support (NLS) translated. Additionally, column Translation already contains the respective translation entries of the language copied and not the key values like after an initialization. How to copy a new language 1. From the windream folder of the WMC, switch to folder windream Administration>Languages>All languages. 2. Mark the language to be copied and open the context menu. 3. Select command Insert copy. The window named Properties of language - copy 1 [New] with tab page Common will be opened. 4. Select the desired language from the languages list. 5. Enter the designator for the language in field Name. The new language will be displayed in the WMC with this name (node Languages). 6. Determine whether the language shall be marked as active and / or whether it shall be used by default. 7. Optionally, enter a comment in the respective field. 8. Confirm the entries with Apply or OK. The name of the new language will be displayed in the languages list. During the copying process, windream will generate a respective entry for each element of the new language. Importing and exporting a language You can also import a language. Via the windream Management Console, languages can be ex- and imported from / into the DMS (node windream Administration>Languages>All languages). In this process, all elements of a language (indices ( ), object types ( ) and object type fields ( )) including the key values and translations will be exported or imported as an XML-file. This function offers the opportunity to completely take over already existing translations (languages) from an installed windream system into another windream system. This way, e.g. required languages need not be created again on a newly installed system and need not be initialised. Note: In order to be able to use the im- and export function for languages, MSXML 3 Service Pack 2 must be installed. The installation is executed with file msxml3sp2.exe from the windream installation CD. The ex- and import functions are launched via the respective commands from the context menu. The commands can be executed

139 National Language Support (NLS) 3-79 for single elements (in the treeview) and for several selected elements (in the listview) as well. How to export a language 1. Switch from the windream folder of the Management Console to folder windream Administration>Languages>All languages. 2. Select the languages to be exported and open the context menu. 3. Click Export. 4. In dialog box Save as, you determine a target folder into which the XML-files shall be saved. Confirm the entry with Save. windream creates the XML-files for the selected languages in the selected directory. The progress of the export process can be viewed in the Export dialog box. How to import a language 1. Switch from the windream folder of the Management Console to folder windream Administration>Languages>All languages. 2. Highlight folder All languages and open the context menu. 3. Select the Import command. 4. In dialog box Open, you determine the folder from which the XML-files shall be imported, and confirm the entry with Open. In the All languages directory, windream creates an entry for each language imported and generates a respective entry for each language element (indices ( ), object types ( ) and object type fields ( )). The progess of the import process can be viewed in the Import dialog box. Initializing translations of a language With the initialization of a new language, a language entry will be generated for all elements to be translated. The designators of indices ( ), object types ( ) and object type fields ( ) are translated. The available objects are listed in the list. Column Key value contains the name which designates an object as key value. The assignment of the different translation entries for an object (index, object type or object type field) is executed via this key value. Column Translation contains the language-depending translation. During the initialization process, the key value of the respective entry will be entered here as presetting. All translated entries will be marked as translated and indicated respectively in column Translated.

140 3-80 National Language Support (NLS) Note: During the initialization of a language which is already available, the key values will be entered in the list of translations for which there is no entry yet. Available transwill not be overwritten. Translating the objects In order to enter the translations for single entries, you highlight the desired entry and select the Properties command from the context menu. Language The language is displayed here. Translation settings In the fields named Object, key value and Translation, you determine the type of the object, the key value and the translation. These fields will already be preset after an initialization, and the entry for the translation will be preset with the respective key value. Here, you determine the translation. Then, you highlight the object as translated. Note: The key value always designates exactly one index, one object type or one object type field. The assignment of the different translations to exactly this designated object is executed via the key value. If you change the key value of an object in a language, consider that a correct presentation in the respective language might not be possible any more. The translations of the objects of a language must be unique for each type of object (index, object type and object type field). This means that for example the same translation "my field designator" cannot be entered for two object type fields with the two key values "field designator 1" and "field designator 2". Translated Enable this option to highlight the current entry as translated. This can also be done via the respective context menu command. Comment You can anter an optional comment for a translation in this field. How to translate an object 1. Switch from the windream folder in the WMC to folder windream Administration>Languages>All languages. 2. Mark the language for which you want to edit the translations. 3. Mark the key value for which you want to enter the translation.

141 National Language Support (NLS) Enable the Properties command from the context menu. Window Properties of <Object> with tab page Common will be opened. 5. Determine the type of object via dropdown list Object. 6. If necessary, change the key value in the field with the same name. 7. Enter the translation in the respective field. 8. Determine, whether the entry shall be marked as translated. 9. Enter an optional comment in the respective field. 10. Confirm your entries with Apply or OK. Insert new key value for a language It is also possible to define new entries (key values) for a language ( ). This way, you can also administer translations of elements depending on a language which are no windream interface elements (contents of CSV-files) or designators of indices, object types and object type fields. This could be any element which are for example used by scripts. How to add a new entry to the list of key values of a language 1. Switch from the windream folder of the WMC to folder windream Administration>Languages>All languages. 2. Mark the language for which you want to insert a new entry and open the context menu. 3. Enable command New>Translations from the context menu. The window named Properties of [New] with tab page Common will be opened. 4. Determine the type of object via dropdown list named Object. 5. Enter the key value and the translation in the resepctive fields. 6. Dertermine whether the entry shall be defined as translated. 7. Enter an optional text in the comment field. 8. Confirm your entries with Apply or OK. Translating new objects (index or object type) Translations for new elements (indices and object types) can be determined directly in the properties of the objects. via the NLS button in dialog box Properties of <Object>, a list of available languages will be opened (see also chapter "Adding a new language" p. 3-75). You can enter the translation for each of these languages here. Each entry which has been translated will automatically be entered in the list of the elements to be translated (of the respective language) and will be marked as translated there (see also chapter "Initializing translations of a language" p. 3-79).

142 3-82 National Language Support (NLS) You can also open the table for editing translations via the Translations command from the context menu of an object selected in the WMC listview (for example an index from Indices>All indices). Note: The translations of the language objects must be unique for each type of the objects (index, object type, object type field). This means for example that the same translation "My index" cannot be entered for two indices with the two key values named "index1" and "index2". Naming an index or creating a new index If you create or name a new index, you also have to enter the translations for the available languages when determining the properties (NLS command button). Please cf. the respective topics on how to create and name an index for further information. Creating a new object type If you create a new object type, you also enter the translations for the available languages when determining the properties (NLS command button). Please cf. the respective topics on how to create an object type for further information. Editing and testing translations in the Layout Editor You can also edit the translations for dialog field elements when defining and editing object types in the Layout Editor. These are the following translations: table headings, the designator for object type fields, the labels of command buttons and frames around groups and the designator of the respective index page. A detailed description of the Layout Editor can be found under the respective topic. How to test the translations of the interface elements on tab page Indices 1. Select the object type for which you want to test the index and object type field entries.

143 National Language Support (NLS) In folder Tab pages, enable dialog box Properties of indices with tab page Layout. 3. Click with the right mouse button into a blank area of the tab page and select the testing command from the context menu. windream will switch from the editing mode to the testing mode. The tab page Properties of indices with the defined input fields and buttons will be displayed. Additionally, a dropdown list will be displayed from which you can select the desired language. 4. Check the translations of the tab page elements (for example object type fields with designators, table headings or designators of buttons). 5. Finish the test by opening the context menu again and enable the command for finishing the test. windream will switch back to the editing mode. 6. If necessary, adjust the translations of certain elements via the NLS button on tab page Properties <Dialog field element> at position <x,y>. Note: Only translations of active languages will be displayed (see chapter "Adding a new language" p. 3-75).

144 3-84 Administering windream storage sectors Administering windream storage sectors windream administers documents in windream storage sectors (also called windream Stores or storages) which are to be created. There is a differentiation between storage areas in the filesystem (file storage), in the windream archive (ObjectStore) or any other storage provider. The configuration of the windream storage areas is executed with the windream Management Console. The configuration of the windream archive (for example for creating pools to store documents which shall be archived) is executed during the installation and configuration of the windream ObjectStore service. Note: Please read further information on creating and administering storage areas in the documentation of the windream archive system on the installation CD. Hierarchical storage management (HSM) windream supports a hierarchical storage management (HSM), as via the windream storage administration different storage systems can be connected. The storage subsystems are controlled via a standardized provider interface. windream can control several providers simultaneously. Respective archive providers (adjusted program libraries) are already available for the windream archive and for EMC Centera, IBM Tivoli, IBM DR 550 and IBM OnDemand. A hierarchical storage management allows users to move, archive and transfer data from different storage subsystems to others within a complex storage system environment. Administering windream storages The windream Management Console offers an opportunity to display the specific settings of the windream storage areas and to create new ones or to change names of already existing areas. The names will be displayed after a change in the dropdown lists of the tab page Lifecycle in the dialog box Properties of <Document type>. Note: the selection of windream storages can be restricted by assigning the respective rights in the object type configuration. There is a differentiation between storages for documents that can be edited and areas (storages) in which archived documents will be placed. windream storage areas can be configured for editing areas and for archiving areas as well. After selecting folder All windream Storages via path windream><windream server>>windream Administration>windream Storage, all currently available

145 Administering windream storage sectors 3-85 windream storages of a windream server will be displayed in the listview. Additionally, the system indicates whether these storages are filestores for documents that can be edited, or whether a storage is an objectstore for archived documents. windream directories for file storage There are two different windream storage areas for the administration of documents, one for documents which can be edited and one for those those which are archived: windream file storage windream ObjectStore (if the windream Archive has been licensed). When configuring the document types in the WMC, the settings of the documents' life-cycle are determined. Then, a working area is set for documents which can be edited. For the archiving period, documents are administered in a specific archive storage. The working area is always linked with a windream storage of a "file storage" type. The archive area can either be linked with a windream storage related to a file storage or related to an ObjectStore. In order to archive objects in an ObjectStore, the archive area must reference a windream ObjectStore. windream file storage windream administers its documents which can be edited in storages of the "file storage" type, which are to be configured ans which are related to directories of the windream Server. These file storages are independent from any windream ObjectStores. The working area of a document type is configured as a windream file storage area. windream will store the respective document in the assigned windream file storage. New documents are first assigned to the standard object type (Standard). Thus, windream will save these documents in the file storage assigned to this type. The directory for the file storage is configured in the setup. windream ObjectStore windream administers archived documents in the ObjectStore. An ObjectStore is related to a pool of the windream Archive. The possible pools are administered with the windream ObjectStore service (windream Archive). The archive area of a document is configured with a windream ObjectStore, if the archiving is executed over a windream Archive. Otherwise, the archive area of a document is configured with a respective windream file storage. If archiving functions shall be executed with the windream Archive,

146 3-86 Administering windream storage sectors the ObjectStore Service must be licensed and installed. If storage systems shall be used which are different from the windream archive, the storage sectors to be used as ObjectStores must be configured there. The archive sector of a document is configured by assigning one of these windream ObjectStores to a storage sector. Creating and editing windream storage sectors In order to view the settings of exisiting windream storages or to create and edit them, you switch to folder windream>windream Administration>windream Storages>All windream Storages in the WMC. Editing the storage areas is executed via dialog box Properties of <storage name>, which can be opened via one of the commands Properties or New from the context menu. Figure 3-23: Properties of a windream storage

147 Administering windream storage sectors 3-87 How to create a new windream storage sector 1. From the console root directory of the WMC, switch to folder windream>windream Administration>windream Storage>All windream Storages. 2. Highlight entry All windream Storages and enable command New from the context menu. 3. Enter a name for the new storage in field Name. 4. Optionally, you can enter a comment in the respective comment field. 5. Select the HSM-storage option, if the windream storage shall be used as a hierarchical storage. 6. Click the option to show offline attributes in the Explorer view with the respective offline icon in case the windream ObjectStore should be unavailable. 7. Click the option to save to disk directly, if the FILE_FLAG_WRITE_THROUGH flag shall be set while writing data to a FileStore. 8. Select one of the options for file storage or for the Objectstore, depending on the file storage type to be created as a windream storage area. 9. If you have selected the file storage option, determine the path for the file storage and select the desired number from the dropdown list presenting the directory levels. 10. Click the Read-only checkbox, if no new data shall be saved in this windream storage. 11. If you have selected the Objectstore option, you first enter the provider DLL in the archive provider lib. field which shall be used by the ObjectStore. Then, you select the server, the connection and the pool of the storage system from the dropdown lists which the windream storage shall reference. This is only possible, if the windream ObjectStore service has been licensed and if the required pools have been configured. Via the update button you can refresh the entries of the selected ObjectStore. 12. Save the entries with Apply or OK. How to edit a windream storage 1. Switch from the console root directory of the WMC to folder windream>windream Administration>windream Storage>All windream Storages. 2. In the right console window, open the context menu of one of the storages displayed in the list and select the Properties command. 3. Enable the button for editing to switch to the editing mode.the input fields for configuring the selected windream storage will be enabled. Depending on the fact whether the selected storage area is already in use or not, the information to be edited may vary.

148 3-88 Administering windream storage sectors 4. Enter the desired changes. Thus, you can for example change the name, the comment or the type of file storage from File Storage to Objectstore. 5. Save the changes with Apply or OK. Note: The possible changes on the current configuration are always depending on the fact whether objects have already been placed in the windream storages or not. If a storage is already< in use, windream will display a respective message. Changes on the existing settings will then be limited. Settings on tab page General of the windream storages The following settings can be made: Field name Edit Name Comment HSM storage View offline attribute Description Command button to enable the editing mode for entries. Textbox for naming the currently selected storage. Textbox for entering an additional comment (optional). Indicates that the windream storage is a HSM-storage; the option must be set, if the storage shall be used for HSM. This option serves for increasing the speed of "slow" windream ObjectStores, which e.g. use optical media. Or, in case the windream ObjectStore is offline (unavailable), objects in the Explorer view will receive the offline attribute and can be viewed with a respective offline icon. If the setting is active, the offline file system attribute will be set (O) and the Explorer will not access files synchronously, but asynchronously with a separate thread. The system will not read the the original binary files when viewing the objects in the Explorer. Instead, the objects will be listed with the offline icon or with a cached icon with offline indication. This enables users to browse in the Explorer without having access to the offline files.

149 Administering windream storage sectors 3-89 Write directly to disk This option will set the FILE_FLAG_WRITE_THROUGH flag while writing files to the Filestore. This process reduces the writing performance. By setting this flag, errors while writing data to the FileStore can be detected synchronously. Errors might otherwise be identified later by the Windows Lazy Write process, when it executes a delayed-write on an unavailable network resource or if it receives an error from a hard disk controller or cache which has enabled a write-cache. This flag will usually not be set by standard applications, meaning they would not identify the error while writing to a FileStore. windream forces this flag and thus a WRITE-THROUGH action and decreases the writing performance. File Storage Path Folder depth Read-only Objectstore Option WRITE-THROUGH might not be supported by specific hardware and software devices (disk, controller (e.g. SAN)). Option for configuring a storage of type File Storage. If this checkmark is enabled, the Path field and the field for the number of directory levels (folder depth) will be enabled. Field for entering a path of the filestore. The number of subdirectories of the current filestore is determined by a selection of a number here. The path will automatically be set, and the subdirectories are named with the respective number. This option prevents the storage of new data in a windream storage. Documents which have already been saved can still be edited according to their life-cycle. If there is e.g. no storage capacity available in a windream storage any more, a new storage can be created. The document types are configured to this storage and the respective documents will be placed in the new storage from now on. Option for configuring a filestorage of type Objectstore. Enabling this option will have the effect that the dropdown lists for determining the Server name, the port number and the Pool in the windream archive (for configuring the windream ObjectStore) will be activated. Note: A basic requirement for configuring a windream ObjectStore is that the windream ObjectStore Service has been licensed and installed before and that the required pools have been configured. Server Port Dropdown list for entering the server name with which the windream ObjectStore service has been installed. Dropdown list for entering the port number of the selected Server.

150 3-90 Administering windream storage sectors Pool Update Dropdown list for the selection of a pool in the windream archive to which the windream storage shall refer. Please read further information on the creation and administration of pools in the documentation of the windream Archive System and the windream ObjectStore installation on the installation CD. Command button for updating the settings for the ObjectStore (entries in the fields for Server, Port and Pool). The settings of the windream Storages (for example server name, path, port etc.) are displayed in the listview of the WMC. Note: New entries or a change of entries is only possible as long as the storages are not yet in use. A change will not be possible if documents have already been placed in a storage (as in this case, a change would mean that documents would be moved into another pool). Rights on windream storages You can assign rights on storages to windream users and groups. By default, there are no restrictions on storages, meaning that all users and groups have unlimited access to the windream storages configured in the windream Management Console. Access rights on storages are administered on tab page Rights in the properties of a windream storage (context menu command Properties of the storage entry in the tree or list view of the WMC). In folder windream administration>windream Storage>All windream storages you highlight the desired storage. Open the dialog box of the storage properties via the properties command.

151 Administering windream storage sectors 3-91 Figure 3-24: Rights of a windream storage The users and groups are listed with their assigned rights. New users and groups are added via the Add button. Note: Only those users will receive the right to access a storage who have been determined explicitly. Other users will not have a right on the respective sector. Possible access rights to windream storages Rights Description Read The windream storage is visible in the administration of the windream Management Console. Assign Write The windream storage can be assigned to a type-index of an object type by users. The right of reading must also be set as otherwise the right of assigning cannot be set for the windream storage. The dropdown list and the rights can be changed in the

152 3-92 Administering windream storage sectors windream Management Console, if a user is a windream administrator (a member of the windream administrators group). The right of reading must also be set for the user, as otherwise the right of changing cannot be set for the windream storage. Table 3-5: Rights on windream storages

153 Administering windream context menus 3-93 Administering windream context menus The windream context menus are administered on the server side using the windream Management Console in the windream administration below node windream context menu. It is possible to configure the context menus of the windream clients including the rights and the status of the documents. On the other hand, it is also possible to create a separate menu structure with new menu item hierarchies, and you can add new menu items. Further global settings allow you to disable the context menus configured in the windream Management Console and to use the default context menu again instead. The context menus and the entries are configured via the properties tab page of the respective entry. On the root level (entry windream under windream administration>windream context menu) you additionally determine the global menu settings. The settings for single entries are made separately on the properties tab pages of the respective entry (e.g. CheckOut). The windream context menu New Sub menu New Menu entries Figure 3-25: windream context menu

154 3-94 Administering windream context menus Properties of entry "windream" (root level) Figure 3-26: Properties of the main windream context menu entry General configuration On tab page General you edit the name, the assigned script and different general settings of the currently selected menu entry. Name Script The name of the entry is displayed here. In order to create a new menu or submenu entry, you enter the desired name here. Via button NLS you enter the translations of the name for other languages. The script which has been assigned to an entry and which executes a specific command is displayed here. In new menus or submenus, you enter the script here or you select the program via the corresponding button. If the script shall check the menu entry in the menu, you will have to enable the respective option.

155 Administering windream context menus 3-95 Menu items for single and multiselection Menu items shall only be available for single or for multiselection or in both cases. Execute with Here, you determine the objects for which a menu item shall be executable. Possible options are: Document and folder Document Folder. This setting will only be evaluated for single selection. Depending on the type of object, this menu item will be displayed or not (inactive). Show with single selection Show with multiple selection The menu item will be visible / invisible with single selections. This option must be switched on, if the settings on the tab page shall be evaluated concerning the editing mode and the status of an object, too. By default, this option is active. Menu item will be visible / invisible on multiselection. By default, this option is active. Check with script The script will check whether a menu item is visible or not. This option can only be enabled for additional menu items (not for the windream default menu entries). By default, the option is disabled. Note: If you enable the option, you will have to enter the script which shall make the check. This option will only be evaluated on single selection. It allows you to decide whether the visibility of a menu item is additionally managed via a specific script function. The result is connected via the AND operator to other settings. If these other settings prevent the visibility of the menu item already, the script will not be executed any more and the menu item will either become invisible or inactive according to the settings in the tab page sector of viewing menu items which are not executable (tab page Common). The script will be executed as soon as the evaluation result is to view a menu item. If the script conditions determine that the menu item may not be visible, it will not be visible or inactive.

156 3-96 Administering windream context menus Example script for checking visibility Sub On_ShowContextMenuItem() Set opdobject = WM_PDCollection.Item(0) aname = opdobject.aname If (Len(aName) > 3) Then aname = Right(aName, 3) If (LCase(aName) = "doc") Then WM_ScriptData.SetAt "CTX_ShowItem", true Else WM_ScriptData.SetAt "CTX_ShowItem", false End If End If End Sub Execute with folder content Visible in toolbar Certain processes like e.g. a document check-out are not executed on the selected folder itself, but on the folder contents. This option must be active to be executable on single selection, too, respectively on the objects contained in the folder. By default, this option is active. Click this option, if the menu items or commands configured on the server side shall also be available in the toolbar of the result list after a windream search operation. By default, the option is active. Menu items invisible or inactive Menu items may be invisible or inactive according to the evaluation result of the document status or according to editing rights of users. This is configured via the options in the sector of viewing nonexecutable menu items of tab page General. Note: Menu items which are invisible due to missing access rights will never be displayed, not even as inactive. Show grayed Don't show Highlight this setting, if menu items shall be displayed as "inactive" due to missing access rights or due to the current document status. If this option is active, menu items which shall not be executable for users due to missing rights or due to the current document status will not be displayed. Global menu options The global menu settings are determined here. The menu can be configured in a way that menu items are displayed on the root level which are different from the windream item. If you enable the option to display the menu items on root level, all menu items will occur on root level in the context menu which are otherwise one level below the windream root level. Entry windream will be ignored.

157 Administering windream context menus 3-97 Deactivate server menu configuration Show menu entries in first menu level root level Don't show dynamic client menus Select this option to use the standard windream context menu on the clients instead of the option to configure the menu in the windream Management Console (windream main entry visible on root level and all default items below this level). By default, this option is disabled. All subordinated menu items are displayed on root level instead of the windream entry. By default, this option is disabled. Prevents the display of user- and windream workstation-specific menu entries (windream configuration tab page Menu). By default, the option is disabled. Default - windream context menu Menu entries in first menu level Menu items in new sub menu Figure 3-27: Example of menu configuration of the windream context menu Settings editing modes and object states On this tab page you determine according to possible editing modes and document states whether a menu entry shall be available in the context menu or not. Note: All settings on the tab page will only be evaluated on single selection. Concerning the default menu entries of the windream context menu, the settings are preset with default values. Editing modes All settings made here will only be evaluated on single selection. A user must have been equipped with the respective right on the documents to be able to use the editing modes and the document must be in a corresponding state (e.g. check-in only possible after check-out).

158 3-98 Administering windream context menus Standard Special The standard editing modes are offered here. The modes are determined by enabling the options offered. Options for the windream standard menu items are preset. Allows the entry of a special editing mode. List of states Here, you determine the states to be checked for displaying the menu item. The states are offered in which a windream object may be. The required states for the windream standard menu items are preset. Status set Status not set A menu item will be displayed, if the document is in the state (the status value set). By default, the option is enabled. A menu item will be displayed, if the document is not in the selected state / does not provide the selected status values. Consider all selected Select this option, if depending on the option that the status is set - all states must be true for the document or if the document may not be in one of the selected states (option Status not set enabled). If the option to check all selected states has not been enabled, the document must at least have one of the selected status values; or, the document may at least not have one of the selected states (option that the status is not set must be enabled). List of file types Here you can select those file types which shall be checked for displaying the menu item. File types don't match A menu item will be displayed, if the document is of the selected file type (disabled) or not (enabled). By default, the setting is disabled.

159 Administering windream context menus 3-99 Figure 3-28: Menu settings of the editing mode and object states Entries sorting menu entries The entries of the context menu or of a submenu are sorted on tab page Entries of the Properties of the respective entry (command Sort or Properties of the context menu of the menu entry to be edited in the tree or list view of the windream Management Console).

160 3-100 Administering windream context menus Figure 3-29: Sorting entries of the context menu The entries are displayed in the list. You move a list entry to the desired position using the respective buttons. Rights on submenus and menu entries You can assign rights to windream users and groups for single menu entries or submenus. By default, there are no restrictions, meaning all users have access to the functions offered in the windream context menu which have been configured in the windream Management Console on the server side. The access rights on menu entries are administered on tab page Rights of the Properties of an entry (context menu command Properties of the menu entry to be edited in the tree or list view of the windream Management Console).

161 Administering windream context menus Figure 3-30: Administering rights of a context menu entry The users and groups are listed with their associated rights. New users and groups are added via the Add button. Right Read Show Write Description The menu entry is visible in the administration of the windream Management Console. The menu entry is visible for the user(s) of the group. The right of Reading must also be set for the user, otherwise this right cannot be set for the menu entry. The menu entry and the rights are changable in the windream Management Console, if the user is a windream administrator (member of the windream administrators group). The right of Reading must also be set for the user, otherwise this right cannot be set for the menu entry. Table 3-6: Rights on menu entries of the windream context menu Note: Menu entries which are invisible for users due to the access rights assigned will never be displayed, not even as inactive (grey

162 3-102 Administering windream context menus color). In this case, the current setting in the sector of viewing non executable menu items will have no effect. Creating and editing new windream menu entries and submenus In order to view or edit existing windream menu entries and to create new entries, you switch to the server administration of the windream Management Console and select the server for which the menu entries shall be edited (folder windream>windream administration>windream context menu>windream). Menu entries are edited via dialog box Properties of <name>, which is started via one of the commands Properties or New from the context menu. Figure 3-31: windream context menu creating new entries

163 Administering windream context menus How to create a new menu or submenu entry 1. Switch from the console root of the WMC to folder windream><windream Server>>windream administration>windream context menu>windream. 2. Highlight entry windream and click New in the context menu. 3. Select Menu entry or Submenu depending on what you want to create. Entry Separator will add a separator (see also "How to add a separator", p ). 4. Switch to tab page General. 5. Assign a name to the new entry. 6. Determine the script via which the command shall be executed. 7. Determine whether the entry shall be executable on single, on multiselection or in both cases via the options to show on single selection and to show on multiselection. 8. Click checkbox Visible in toolbar, if the command shall also be displayed in the icon bar of the result list. 9. Determine the options for entries which are not executable for users in the current context using the options to show entries as inactive (grey color) or to make the entry invisible (Don't show). 10. Switch to tab page Settings to define further options (optional). 11. Switch to tab page Rights to determine the access rights of the windream users and groups concerning the entry or to restrict the rights (optional). 12. Click OK to save the settings. Note: If you create a new submenu, you can determine the sorting of the submenu entries in the properties on tab page Entries (see also "Entries - Sorting menu entries", p. 3-99). How to add a separator 1. Switch from the console root of the WMC to folder windream><windream server>>windream administration>windream context menu>windream. 2. Highlight entry windream and click New in the context menu. 3. Click Separator. 4. Switch to tab page General. 5. Enter the separator in field Name. The field will be preset and you can apply the presetting. 6. Determine whether the entry shall be executable on single, on multiselection or in both cases via the options to show on single selection and to show on multiselection.

164 3-104 Administering windream context menus 7. Determine the options for entries which are not executable for users in the current context using the options to show entries in grey color or to make the entry invisible. 8. Switch to tab page Settings to make further settings (optional). 9. Switch to tab page Rights to determine the access rights of the windream users and groups to the entry (optional). 10. Click OK to save the settings. Moving menu entries via drag&drop file operations Menu entries can be moved in the list view of the windream Management Console using drag& drop operations. E.g., you can easily move existing menu entries to a new submenu and group them again. How to test the menu for users windream offers an option to test the context menu configuration for users in the administration. This way you can check how the menu is presented to users without having to check this at the client computers. 1. Switch to the user and group administration of the windream Management Console (node windream administration>users and groups). 2. Open folder Users and highlight the entry of the user whose menu shall be tested. 3. Click command Context menu of the context menu. 4. In dialog box Context menu you determine the conditions under which the menu shall be tested. You can determine the behavior for documents, for folders or for both and for single or multiselection. 5. Click Show. The context menu of the selected user will be displayed.

165 Administration of users and groups Administration of users and groups The user and group administration of windream is based on the user and group concept of Windows NT (respectively Windows 2000 / 2003). The accounts of users and groups of the operating system and the group memberships of users are determined in the user administration of the operating system. Users and user groups must have been created as user or group accounts of the operating system and must be classified as windream users or groups for enabling a user to work with windream. The classification of users and groups and their administration is executed over the windream Management Console (WMC). User groups whose members shall get access to windream are taken over into the windream database over the WMC as windream groups. Changes of accounts or group memberships can only be executed over the user and group administration of the operating system. A refresh (adjustment) of user and group accounts in windream will then be executed in the WMC (functions Add to windream and Adjust). In order to remove groups form windream, the respective groups will first be disabled (function Remove from windream). Deleting groups from the windream database is executed over the respective function of the system reorganisation by a system administrator. Note: In windream version 4.0 or higher, you can also create internal windream groups which are not available in the operating system (in the Windows Active Directory). These groups are created and administered in the windream user and group administration and are used as any other windream group with access rights (see also "Administering internal windream groups" p ). Group of all windream users A group of the operating system must be created (which must also exist in the user and group administration of windream), in which all users who shall work with windream are registered as members (default: windream-users). See topic "Pre-defined windream Groups". Administering accesss rights on documents and folders Access rights of windream users and groups on documents and folders in windream are administered over the tab page windream Rights of the object properties. This is executed on the connected workstations. The description of the administration of access rights can be found under topic "windream Rights" in the user guide and in the online help.

166 3-106 Administration of users and groups Basic requirements for windream users and groups A basic requirement is that the users and groups are configured as Winows user or group accounts (operating system users) on the windream Server, on a Primary domain Controller (PDC) and if necessary on further domains (Trusted domains). Depending on the current system architecture, a PDC may be available and the number of domains can vary. Only groups can be added to the user and group administration of windream. The assignment of single users is not possible. For the selection of groups, all groups of the operating system are available who have been created on the windream Server, the Primary domain Controller (PDC) if available and possible further domains. The number of possible users and groups depends on the current system architecture and on the number of users who have been registered with their accounts on the available servers. Notes on universal groups and group hierarchies The user and group administration in windream supports the LDAP network protocol (Lightweight Directory Access Protocol), which again supports the Active Directory (AD) of Microsoft Windows 2000/ Windows 2003 Server. Depending on the provider used, specific features of the windream user and group administration are to be considered. Windows Active Directory (WinNT provider) (default in windream 3.6) Special features: Only the functions of the WinNT provider are used (meaning only features which could already be executed under Windows NT4). Local users and groups of the windream server can be used and the users and groups of the Active Directory domain. Only one group hierarchy level can be used, meaning a global or universal group can be member of a local windream group. No further group hierarchichies will be evaluated. this means that especially group hierarchies are NOT possible. Windows Active Directory (LDAP provider) Specials: The functions of the LDAP provider are used.

167 Administration of users and groups ONLY users and groups of the Active Directory domain can be used. This is also valid for the windream mainuser and for the group of all windream users. Several group hierarchy levels can be used. This means that a global or a universal group can be member of a local windream group. Further group hierarchies will also be evaluated. This means that especially group hierarchies are possible. Hierarchical groups in windream windream groups are projections of available groups of the operating system. Hierarchical groups are taken over, too. When taking over groups to windream, the direct members and the members of subordinated groups (indirect members) will be assigned to the respective windream group. Subordinated groups and their members will only be taken over if requested by the user. The process must be confirmed explicitly in a dialog box displayed. Indirect members of the windream group are marked as indirect users (presented in light grey color). Thus, you can see that these users have acquired their windream group membership by an available hierarchy in the group administration of the operating system. The windream mainuser Besides the groups and users of the operating system, which are taken over to windream, a windream mainuser is also required for operating windream. This user is equipped with windream administration rights, meaning that administration functions can be executed over this account in the WMC. After the installation of windream, the windream administrators group will be determined with the account of this user. During the Setup of the windream Server, an NT or 2000 account will be created for the mainuser. This account will be taken over into the windream user and group administration. If a PDC or further domains are used, this user account must additionally be configured on the PDC and on all domains used. A detailed description of the windream Setup and of the configurations required for the operation can be found in the description of the windream Server Installation provided by windream GmbH. In the WMC (folder windream>users and Groups >windream>all Users), the windream mainuser is marked with entry X in the mainuser column (see also topic "windream All Users"). Pre-defined windream groups Additionally, two pre-defined windream groups are required for the operation of windream:

168 3-108 Administration of users and groups windream Users windream Administrators windream Users windream Administrators A windream group must be available to which all users have been assigned who shall work with windream. This group is created and configured during the Setup as a local group of the operating system on the windream Server, or as a global group on the PDC (if available) (default: windream User). Another possibility can be to select an already existing group and to determine it as group of all windream users. The group of all windream groups configured in the Setup will be taken over into the user and group administration of windream. Users who have not been assigned to this group cannot work with windream, which is independent from the question of their further group memberships. After having completed the Setup, all users who shall work with windream must be assigned to this group over the user administration of the operating system. After that, the adjustment of this group must be executed in the WMC, which is important to refresh the changed group memberships in windream, too (see topic "Adjust Users and Groups", p ). At least one windream group must be determined as administrator group, whose members are allowed to execute the windream administrative functions. For this, a group of the operating system is taken over into the windream user and group administration, and this group will be classified there as windream administrator group. You can also classify an already existing windream group as administrator group. These settings are to be made with the account of the windream mainuser after having completed the Setup routine. As long as no group has been determined as admin group, only this user is equipped with the windream admin rights (see topic "Group for the windream Administration", p ).

169 Administering users and groups Administering users and groups In order to administer windream users and groups, you start the WMC via the windream Control Center or using command Start>Programs>windream>Management Console. Switch from the Console Root to folder windream><windreamserver>>windream Administration>Users and Groups. Figure 3-32: Administering users and groups with the WMC windream All domains The folder displays the windream Server and all further windream domains. In order to be able to take over users and groups into the windream user administration, you will first have to add the domains on which the respective user and group accounts have been created. By taking over the domains into the windream user administration, these domains will be indicated as windream domains. Figure 3-33: windream All Domains Previously selected windream domains are removed from the user and group administration of windream via command Remove from windream from the context menu. domains which have been removed will first be disabled and presented with a respective icon. Disabled domains will

170 3-110 Administering users and groups only be deleted from the database via the respective function when an administrator reorganizes the system. You can detect domains which have been removed via column Disabled (input of x as filter in column Disabled). Note: When refreshing user and group data, only the user and group data will be considered for which accounts have been created in the domains which have been taken over into windream. If a group shall be taken over into windream whose account has been created in a domain which does not yet exist in windream, you will first have to add this doamin to windream (using function Add to windream). Then you can take over the groups into the windream user administration (see also topics "Adding domains to the windream user administration", p and "Add users and groups to windream", p ). In windream version 4.0 or higher, you can also create internal windream groups which are not existing in Windows (see also "Administering internal windream groups", p ). domain WINDREAM is always assigned to these groups. The domain is entered by the setup program during the windream installation under folder All domains. windream All users This folder displays all users who can work with windream. The list of users is the same as the members of the group of all windream users (default: windream Users). Via command Open Group of All Users from the context menu of folder windream>all Users, the group can be opened, and the users are displayed (see also topic "Pre-defined windream groups", p ). Figure 3-34: windream All users The list displays the users (icon ), their login name, the domain on which the accounts have been created, and the complete name. Via the Logged in column you can detect the users who are currently logged in.

171 Administering users and groups The indication may be different from the current status, if a logout has not been executed correctly (for example after a cancellation of the connection with a reset of the computer). You can find the windream mainuser entry by searching it in column mainuser (enter x as filter in column mainuser). Single users cannot be removed from windream. You can only remove groups from the windream user and group administration. If you remove groups, these groups and their members will first be disabled, which is indicated by the or icons and by the entry X in the Disabled column. Disabled groups will only be deleted from the database over the respective function of the system reorganisation by a system administrator. Only limited functions of the context menu are available for disabled users. Using the respective functions of the context menu, you can display the properties of a user, or you can adjust one or several users. With the adjustment, the user and group data will be updated (refreshed) in the windream database. A refresh is necessary, if for example a user name has been changed in the user and group administration of the operating system (see also topics "Adjust Users and Groups" page ff and "Properties of windream Users" page ff.). Properties of windream users With the Properties command of the context menu, you can display the groups in which a user is member. Select the entry of the desired user and open the dialog box of the same name using the Properties command. All groups are displayed to which the selected user has been assigned.

172 3-112 Administering users and groups Figure 3-35: Properties of a windream user Access to windream web portal pro (w2p2) In this group, you determine whether the currently selected user shall get access to the windream web portal. Further information on this aspect can be found in the following chapter. User-specific settings Here, you can assign or withdraw the right of a user to take over the owner's rights on objects or the signature permission. No owner rights windream users can assign or take over owner rights on documents and folders in the DMS. The owner of an object is always equipped with all rights (reading, changing, assigning rights) on the respective object. You use the checkbox named No owner rights in the properties to take over or assign owner rights on objects (see also the windream user guide and the online help texts).

173 Administering users and groups Signature permission It is possible to acquire and administer additional information on windream documents in the DMS, for example signatures. For this, a separate licence is required as well as a special third party software. Users can be equipped with the right of acquiring and editing this additional information via the signature permission checkbox in the properties dialog. Besides the rights assignment via the user properties, the signature permission can also be assigned or removed to/from several users simultaneously via the respective command of the context menu. For this, you select the entries of the users in a windream group and select command No signature permission or Signature permission from the context menu command All tasks. Mail address Here, you can enter a mail address of the user. This mail address is e.g. used by windream for notifications on subscribed objects (see also "Event service"), p ), if you use the windream Business Edition. Substitutions It is possible to enter substitutes of windream users, and you can also determine the periods of time a substitute shall be active. Additionally, you determine the rights which a substitute shall receive and thus determine the documents which he can access. The following rights are possible: permissions of the user himself permissions of the groups of the user to be substituted the owner rights rights on locked documents of the user to be substituted the administration rights on windream objects like e.g. document types, dropdown lists etc. Note: The configuration of the substitutions can only be made by the windream mainuser. It is not possible to substitute an already existing substitute. Substitutions are administered via the tab page Substitutions of the properties of a windream user.

174 3-114 Administering users and groups Figure 3-36: Substitutions In sector Substitutions for you enter the windream users who a current user shall substitute. In section Substituted by you enter the windream users who substitute the current user. Adding and deleting substitutions Via the Add button, you select the users for substitutions from the list. An entry is removed via the Delete button. Determining a substitution period You determine the period via the date entries in columns Start and End. By default, the start date is preset with the current date, and the end is preset with You can change the period by opening the date picker with a double click on the date in the respective column and by selecting the desired date there. Determining the rights You assign or withdraw the rights in the respective columns of the substitution lists. An X in a column indicates that the right is set. By default, all rights will be set. A right is removed by double clicking into

175 Administering users and groups the desired column (X removed), another double click will activate the right again. Right Group User Owner Locked Administration group Administration user Table 3-7: Rights for substitutes Substitute for: The user receives the rights of the groups of the person to be substituted. Substituted by: The substitute receives the group rights of the user. Substitute for: the user receives the rights of the person to be substituted. Substituted by: The substitute receives the rights of the user. Substitute for: The user receives the owner rights of the person to be substituted. The substitute receives the owner rights of the user. Substitute for: The user receives the right to edit locked documents of the person to be substituted. Substituted by: The substitute receives the right to edit documents locked by the user. Substitute for: The user receives the right of the administration group of the person to be substituted. Substituted by: The substitute receives the rights of the administration group of the user. Substitute for: The user receives the right of the windream administrator to be substituted. Substituted by: The substitute receives the rights of the user (windream administrator).

176 3-116 Administering users and groups windream All groups The folder displays all windream groups. Groups are presented with icon, with the name and with the domain on which the accounts have been created. Groups that are equipped with admin rights can be detected over column Administrators (entry of x as filter). The group of all windream users (default: windream Users) can be found in column All Users (enter x as filter in column All Users). Over command Remove from windream of the context menu, you remove previously selected windream groups from the user and group administration of windream. Removed groups and their members will first be disabled and are then presented with the or icon. Disabled groups will only be removed from the windream database over the respective function of the system reorganisation by a system administrator. Functions of the context menu will be limited for disabled groups. You can detect disabled users and groups over column Disabled (enter x as filter in this column). You can display the properties of a group using the respective functions of the context menu, or you can adjust one or several groups. Adjusting user and group data means to refresh data in the windream database. An adjustment will become necessary, if for example group assignments have been changed in the user and group administration of the operating system. These changes will be taken over into the windream user and group administration with the adjustment (see also topic "Adjust Users and Groups" page and "Properties of windream Groups" page 3-117). Note: When adjusting group assignments, only those groups will be considered that have already been taken over into the windream user and group administration. If on the level of the operating system a new group which has not been existing in the windream administration so far is added to an existing group, this group must first be taken over to windream over the WMC (using function Add to windream). After this process, the changed group assignments will be adjusted in windream over the Adjust function. If a further user is added to a group on the level of the operating system, these changes will only become effective for the adjustment in windream, if this user is also member of the group of all windream users. This assignment must if necessary be executed before in the user and group administration of the operating system. For adjusting the changes in windream, an adjustment on the windream group of all users and on the group to which the new user shall be assigned must be executed.

177 Administering users and groups After having selected a group in folder windream>all Groups, the members of the group (users and groups) will be displayed. Indirect users are presented by a light grey icon. Properties of the windream group You can display the groups in which another group is member by enabling the Properties command of the context menu. Additionally, you can assign the windream administration rights to a windream group. Select the entry of the group and open the dialog box with the same name using the Properties command. All groups are displayed in which the selected group is member. Access to administration With the option named Access to Administration you determine whether the group shall be equipped with administration rights (checkmark enabled) or not (checkmark disabled). With this, the group will be enabled to execute administration functions over the windream Management Console. No windream rights holder Owners of rights (rights holders) can be selected, and the rights can be set respectively via the windream rights tab page for the administration of access rights of windream users and groups. User groups for which the option of being no rights holders has been set do not appear in the dialog box for selecting the users and groups any more (see also "Adding users and groups"). Mail address Here you can enter a mail address for the group. This mail address is e.g. used by windream for notifications on subscribed objects (see also "Event service"), p ), if you use the windream Business Edition. Administering internal windream groups With internal windream groups it is possible to create and administer windream groups independently of the operating system. The only exception is the windream group of all windream users. Requirement Respective operating sytem accounts must always exist for the windream users and for the group of all windream users (default:

178 3-118 Administering users and groups windream users). These accounts must be applied to the windream user and group administration and must this way be classified as windream users and groups (see also "Adding user and group accounts to windream" p ). How to create a new windream group 1. Switch from the console root to folder windream><windreamserver>>windream administration>users and groups>windream. 2. Highlight folder All groups and open the context menu. 3. Click command New>windream group. Figure 3-37: Creating a new windream group 4. Enter a group name and a mail address, if required. 5. Assign the rights this group shall receive by enabling the checkboxes named Access to administration and No windream rights holder (see also "Properties of a windream group" p ). 6. Save the settings by clicking OK.

179 Administering users and groups The windream group will be listed in the group list. WINDREAM will always be the domain name. This will divide internal windream groups from groups of other domains. Now, you assign the desired users and groups to this group How to add new members to an internal windream group 1. Switch from the console root to folder windream><windreamserver>>windream administration>users and groups>windream. 2. Open folder All groups. 3. Highlight the internal windream group to which new members shall be added (e.g. windream-administration (internal)). 4. Open the context menu and click command Add members. 5. In the dialog box for selecting users or groups, you highlight the desired users and groups. 6. Click OK to close the dialog box. The selected users and groups are assigned to the group. windream displays a reporting dialog which indicates the procedure or errors. How to remove members from an internal windream group 1. Switch from the console root to folder windream><windreamserver>>windream administration>users and groups>windream. 2. Open the folder of All groups. 3. Highlight the internal windream group from which members shall be removed (e.g. windream-administration (internal)). 4. In the list of the group members, you select those users and groups you want to remove. 5. Open the context menu and click the command to remove them from the group. The selected user and group entries will be deleted from the list. windream displays a reporting dialog in which the process and possible errors are indicated. Network neighborhood All domains In this folder, the windream Server and if available the PDC or further domains (as Trusted domains) are listed. The windream Server can be identified throughout the attached designator "windream".

180 3-120 Administering users and groups After having selected All Groups of a Server in folder windream>all domains, those groups will be listed who have been configured on the selected domain. The groups are listed with the icon and with the name of the domain on which the accounts had been created. Over column windream you can detect the groups who have already been taken over into the user and group administration of windream (enter x as filter in column windream). For displaying the members of a group, you select the respective group. The users are listed with icon, the login name, the domain on which the accounts have been configured and the complete name. In column windream you can detect which users have already been taken over into the user and group administration of windream (enter X in column windream). By using command Add to windream of the context menu you take over previously selected windream groups into the user and group administration of windream. With this, subordinated groups will only be applied after explicit confirmation (see also topics "Hierarchical groups in windream", page 107 f and "Adding users and groups to windream" page 123 f.). First steps after windream installation After the installation of windream, you will have to execute the following actions: Add all domains of the windream user administration on which user and group accounts have been created which shall be applied as windream users and groups. Adjust group of all windream users (default: windream users). Apply at least one group of the operating system into the user and group administration of windream and determine it as windream administrator group. Adding domains to the windream user administration On Setup, the windream Server name will be entered into the user and group admimnistration of windream. If accounts from further domains shall be taken over into windream, you will have to add the respective domains to windream before. How to add a domain to windream 1. Switch from the console root to folder windream><windreamserver>>windream Administration>Users and groups>network neighborhood.

181 Administering users and groups Highlight the entry for the domain which shall be added. 3. Enable command Add to windream from the context menu. 4. Confirm the message displayed with Yes to take over the selected domain. The selected domain will be entered in the windream user and group administration. After that you can adjust the group of all windream users and configure the group for the windream administration. Note: Please note that only those user and group accounts will be applied to windream or will be considered during the adjustment which have been created on domains that you have taken over into windream. Even users who are member of the group of all windream users will only be considered, if the domains on which the accounts have been created have also been classified as windream domains. Adjusting the group of all windream users This group is determined during the Setup and taken over into the user and group administration of windream. Then, in the user and group administration of the operating system, all users must be assigned to this group who shall get access to windream (see also topic "Predefined windream Groups" page 107 ff). In order to make changes become effective in windream, too, you will have to refresh (adjust) the group. How to update the group of all windream users 1. Switch from the Console Root to folder windream><windreamserver>>windream Administration>Users and Groups>windream. 2. Select folder All Users. Or 1. Open folder All Groups and select the group of all windream users (default: windream users). Then 1. Select command Adjust from the context menu. 2. Highlight one of the options to use the Cache, depending on the fact whether you want to use, refill or delete the Cache (see also topic "Using the user and group Cache for adjustment"). 3. Enable the checkmark for including subordinated groups, if these accounts shall also be updated.

182 3-122 Administering users and groups windream will adjust the user and group data. The members of the group will be taken over into the user and group administration of windream (if they have not been available so far). Additionally, in the folder of the operating system (folder windream><windreamserver>>windream Administration>Users and Groups>Nework Neighborhood) the designator as windream user will be set for the respective users (X in column windream). windream displays a report dialog in which the procedure of the adjustment process and possibly occurring errors are logged (see also topic "Reporting"). Group for windream administration Administration rights are necessary for access to administrative functions in windream. For this, you must take over a group of the operating system into the user and group administration of windream over the WMC (function Add to windream). After that, you must assign administration rights to this windream group. It is also possible to assign administration rights to several groups. How to import the group for windream administration to windream 1. Switch from the Console Root to folder windream><windreamserver>>windream Administration>Users and Groups>Network Neighborhood. 2. Select the entry of the windream Server or the desired domain. 3. Open folder All Groups. 4. Select the group to be added to windream. 5. Enable command Add to windream from the context menu. 6. Highlight one of the options to use the Cache, depending on the fact whether you want to use, refill or delete the Cache (see also topic "Using the user and group Cache for adjustment"). 7. Enable the checkmark for including subordinated groups, if these accounts shall also be updated. The selected group is taken over into the user and group administration of windream. After that, you assign administration rights to this group. Note: All members of this group who are allowed to work with windream must also be member of the group of all windream users.

183 Administering users and groups How to assign windream administration rights to a group 1. Switch from the Console Root to folder windream><windreamserver>>windream Administration>Users and Groups>windream. 2. Open folder All Groups. 3. Select the group to which administration rights shall be assigned. 4. Enable the Properties command of the context menu. 5. Enable checkmark Access to Administration in dialog box Properties of <Group Name>. 6. Save the settings with OK or Apply. The selected group will get the rights for executing windream administrative functions. The group is marked by entry X in the column Administrators (folder windream><windreamserver>>windream Administration>Users and Groups>windream>All Groups). How to remove windream administration rights from a group 1. Switch from the Console Root to folder windream><windreamserver>>windream Administration>Users and Groups>windream. 2. Open folder All Groups. 3. Select the group from which the administration rights shall be removed. 4. Enable command Properties from the context menu. 5. Disable checkmark Access to Administration in dialog box Properties of <Group Name>. 6. Save the settings with OK or Apply. The rights for executing windream administrative tasks will be removed from the selected group. If no group is equipped with admin rights, only the windream mainuser will be allowed to execute admin functions in windream (see also topic "The windream mainuser"). Adding users and groups to windream Users and user groups must be classified as windream users or groups in order to enable access to windream for these users. Over the WMC, the respective user groups are taken over as windream groups into the user and group administration of windream (see also topic "Requirements for Users and Groups" page 106 ff.). Note: All users who shall get access to windream must be member in the group of all windream users (default: windream Users).

184 3-124 Administering users and groups This is independent from the membership in other groups (see also topic "Pre-defined windream Groups" page 107 ff.). Additionally, all domains must have been classified as windream domains on which the user and group accounts have been created that shall have access to windream. Single user accounts cannot be added to the user and group administration. Users will become windream users by their membership of the group of all windream users and by taking over the groups in which they are member. Using user and group cache In order to improve the performance of the updating process, user and group data can be kept in a Cache. The data (which are the group memberships and hierarchies on the domains on operating system level) will thus be read once and can be used for further actions. Using the Cache depends on the existing system architecture (for example number of domains used) and the number of available users and groups. When adding or adjusting user and group data via the respective options, you can select whether you want to use the Cache or not or whether you want to refill it. In this context, consider that the Cache must at least be refilled once after changes on the group memberships on operating system level have become effective and if you want to use the Cache afterwards for updating the user and group data in windream. Figure 3-38: Using user and group cache

185 Administering users and groups Adding subordinated groups When adding groups, you can choose whether subordinated groups shall be taken over, too (enable respective checkmark). Then, the selected group will also be added in windream, to which also direct members, indirect members and the subordinated groups belong as members. The indirect members are presented in the WMC by a light grey icon. Additionally, each subordinated group is taken over into windream and is thus classified as windream group. How to add groups to the windream user and group administration 1. Switch from the Console Root to folder windream><windreamserver>>windream Administration>Users and Groups>Network Neighborhood. 2. Select the entry of the windream Server or the desired domain. 3. Open folder All Groups. 4. Select the group you want to add to windream. 5. Select command Add to windream from the context menu. 6. Highlight one of the options to use the Cache, depending on the fact whether you want to use, refill or delete the Cache (see also topic "Using the user and group Cache for adjustment"). 7. Enable the checkmark for including subordinated groups, if these accounts shall also be updated. The selected groups will be taken over into the user and group administration of windream. Additionally, in the operating system folder (folder windream><windreamserver>>windream Administration>Users and Groups>Network Neighborhood), the designator as windream group will be set for the respective group (X in column windream). windream displays a report dialog box, in which the process is logged (see also topic "Reporting"). How to add users to the windream user and group administration In order to allow single users access to windream, you switch to the respective Server (for example windream Server or PDC) and there to the user and group administration of the operating system. Here, you add the respective user accounts to the group of all windream users. Then, in the WMC, you switch to the user and group administration of windream and execute the adjustment for this group. If the users are also members of other groups, which have already been taken over into windream, you must if necessary execute an additional adjustment with these groups.

186 3-126 Administering users and groups In order to adjust the user and group data, you can execute an adjustment on folder All Users or the group of all windream users in folder All Groups. If you execute the adjustment in folder All Users, the group assignments will be checked and adjusted for all users. This means that all groups will be adjusted in which the user is member and which have already been taken over into windream. Note: Please consider that the time which is required for this process depends on the number of available users and groups. If you make an adjustment on the group of all windream users (in folder All Groups), only this group will be adjusted. Other groups, in which the added users are member, will not be considered then. This opportunity should be chosen if you know that the users are for example exclusive members in the group of all windream users, as the adjustment can be executed much quicker on a single group than on all users or all groups (folder All Users or All Groups). Adjusting user and group accounts If changes should become necessary in the user or group accounts (for example names are changed or a new user account has been created) or if group memberships in the operating system have changed, the respective user and group data will have to be adjusted in windream. In order to update data in the windream user and group administration, you adjust the user and group data (function Adjust from the context menu). You can select single users or groups for the adjustment, or you can use the Adjust function simultaneously for several users or groups. If you make adjustments in folder All Users or All Groups, all users or groups will be adjusted. Please consider that the time needed for this process depends on the number of available users and groups. Note: During an adjustment of groups, only those groups will be considered which have already been classified as windream groups, meaning those which are already existing in the windream user and group administration. User data will only be adjusted if the respective users have at least been assigned to the group of all windream users.

187 Administering users and groups How to adjust user or group data 1. Switch from the Console Root to folder windream><windreamserver>>windream Administration>Users and Groups>windream. 2. Open one of the folders All Users or All Groups. 3. Select the users or the groups who you want to adjust. 4. Enable command Adjust from the context menu. 5. Highlight one of the options to use the Cache, depending on the fact whether you want to use, refill or delete the Cache (see also topic "Using the user and group Cache for adjustment"). 6. Enable the checkmark for including subordinated groups, if these accounts shall also be updated. windream adjusts the user and group data and displays a report dialog in which the process of adjustment and possible errors are logged (see also topic "Reporting"). Note: During the adjustment of users and groups, the functions in the report dialog cannot be selected. Especially, the process cannot be cancelled, as this might lead to inconsistencies of the database. Renaming user names Names of users can be changed (renamed) over the user and group administration of the operating system. If names have been modified, the changes are to be adjusted and refreshed in the WMC in order to become effective in windream. The adjustment and the refresh can either be executed on node windream Administration > Users and Groups > windream > All Users or on node windream Administration > Users and Groups > windream > All Groups > [Group name (domain)]. Using user and group cache for adjustment In order to improve the performance of the updating process, user and group data can be kept in a Cache. The data (which are the group memberships and hierarchies on the domains on operating system level) will thus be read once and can be used for further actions. Using the Cache depends on the existing system architecture (for example number of domains used) and the number of available users and groups. When adding or adjusting user and group data via the respective options, you can select whether you want to use the Cache or not or whether you want to refill it.

188 3-128 Administering users and groups In this context, consider that the Cache must at least be refilled once after changes on the group memberships on operating system level have become effective and if you want to use the Cache afterwards for updating the user and group data in windream. Adding subordinated groups When adding groups, you can choose whether subordinated groups shall be taken over, too (enable respective checkmark). Removing user and group accounts from windream In order to lock access to windream for users and groups, the respective groups must be removed from the user and group administration of windream. Over the WMC, you cannot remove users, but only groups from the windream user and group administration. If you remove windream groups, these groups and their members will first be disabled and presented by the icons or and by the entry X in the column named Disabled. Disabled groups are only removed from the windream database via the function of the system reorganisation by a system administrator. For disabled users and groups, there are only limited functions available in the context menu. In order to authorize a disabled group for windream again, you will have to add the group again to windream. Note: The group of all windream users cannot be removed from the windream user and group administration. How to remove groups from the windream user and group administration 1. Switch from the Console Root to folder windream><windreamserver>>windream Administration>Users and Groups>windream. 2. Open folder All Groups. 3. Select the group to be removed from windream. 4. Enable command Remove from windream of the context menu. 5. Confirm the message displayed with Yes. The selected groups are removed from windream, and the groups are marked as disabled. Additionally, in the operating system (folder windream><windreamserver>>windream Administration>Users and Groups>Network Neighborhood) the designation as windream group (X in column windream) is removed for the respective group.

189 Administering users and groups windream displays a report dialog in which the process is logged (see also topic "Reporting"). How to remove users from the windream user and group administration In order to remove access to windream from users, you switch to the user and group administration of the operating system on the respective Server (for example windream Server or PDC). There, you delete the respective user entries from the group of all windream users. After that you switch to the user and group administration of windream (in the WMC) and adjust this group. In order to adjust group data, you can make adjustments on folder All Users or the group of all windream users in folder All Groups. If you make adjustments on folder All Users, group memberships will be checked and adjusted for all users. This means that all groups are adjusted in which the users are member. Please consider that the time needed for this process depends on the number of users or groups. If you make an adjustment on the group of all windream users (in folder All Groups), only this group will be adjusted. Other groups in which the users are member will not be considered then. This opportunity should be chosen if you know that the users are for example exclusive members in the group of all windream users, as the adjustment on a single group can be done much quicker than on all users or all groups (on folders All Users or All Groups). Adjusting user groups after having deleted an NT group If a usergroup has been deleted in the user administration of Windows NT, it is not possible to adjust the groups in the WMC in order to automatically remove the respective group as windream group, too. An error message will be displayed which informs you that the network path could not be found (WMOMMC-error). However, this information will only be displayed in the extended message. Instead of adjusting groups, the windream group must be removed manually by enabling command Remove from windream of the context menu. The adjustment can then be executed as usual.

190 3-130 Administering users and groups Notes on the administration of numerous users and groups If there is a rather high number of users and groups, you can restrict the contents of a displayed folder to specific elements with the filter function. Thus, it is possible to only display users and groups of certain names or domains. You can search for disabled groups or for groups who have been classified as windream groups or who are equipped with administration rights. Additionally, all actions executed on users or groups will be logged. According to this protocol, you can check all procedures. Filtering function With the help of the filtering function you can restrict the contents of the currently displayed lists. By entering the value in the fields of the first line of a column, it is possible to limit the list to those elements which correspond to the filter. It is also possible to restrict the list further by entering additional values in several columns. Input values are alphanumeric string characters. Entering wildcards is also possible (* and?). In columns with a value no Filter, the filtering function will not be available. Entries in these fields will not be considered. Additionally, the entry x (meaning property is set) in specific columns is possible, too. The same refers to blanks, meaning that the property is not set. This refers to columns All Users, Administrators, Disabled, mainuser and windream. After having entered a value, the filtering process will be enabled automatically after one second or by pressing the RETURN key. Over button next to the input fields you reset the value to *. Using this value will find all elements of a column. The filtering values entered and the contents of the list which is a result of this action will not be saved. Logging procedures (reporting) All actions executed on user and group data in windream (adjustments, adding to or removing from windream) can be logged. Then, windream will display a reporting dialog on each start of a process, in which the procedure of the current process and possible errors are logged. Over command button Details in the reporting dialog you can display further details of the process. Depending on the current settings of the windream configuration, a logfile can be written in addition (default: <windreampath>\reporting\usergroup.log).

191 Administering users and groups The configuration of the logfile can be found under topic "Reporting" in the user guide and in the online help text. Note: During the adjustment of users and groups, the functions in the report dialog cannot be selected. Especially, the process cannot be cancelled, as this might lead to inconsistencies of the database. Error while processing If an error occurs during the current process, the processing will be cancelled. All changes which have been made up to that point will not be undone. According to the logfile you can check whether the process has been completed successfully.

192 3-132 Access to windream web portal pro (w2p2) Access to windream web portal pro (w2p2) The user and group administration of the WMC allows to control access to windream web portal pro (w2p2) for all windream users and groups. windream web portal pro is available as an additional Software component which offers users an internet-based access to the windream document management system independent from locations. Note: Please note that the number of users who can access windream web portal pro depends on the number of w2p2-licences which have been purchased. Detailed information on the functions of w2p2 can be read in the user manual which is provided by windream GmbH with the Software package. Access rights to w2p2 The assignment of access rights can be executed over command All Tasks from the context menu within the user and group administration and over the Properties dialog box of a single windream user account as well. The following rights are available: No access Read-only access Full access Access to w2p2 is denied for the currently selected users or group members. The currently selected users or group members can read and retrieve documents in the DMS. However, they cannot change or delete documents. The currently selected users or group members can use all functions of w2p2 without limits (for example check-out and check-in documents, download / upload). The currently assigned right is displayed for all users and groups by a respective column in the WMC listview. Character X in column Readonly Access w2p2 or Full Access w2p2 indicates that the respective right has been set. Users without indication do not have access. Assigning access rights to w2p2 via dialog box Properties For a single, separately selected user, access rights to w2p2 can be assigned or displayed over the Properties dialog box (call dialog box from the context menu of the user entry). The respective option can be entered or changed in the group named Access windream web portal pro (w2p2) after having called the dialog box. Only one right can be enabled.

193 Access to windream web portal pro (w2p2) Figure 3-39: Assigning access right to w2p2 via dialog box Properties Assigning access rights to w2p2 via the context menu Besides the assignment of rights over the user properties, access rights can also be assigned over pop-up command All Tasks > [No Access/Read-only Access/Full Access]. This function also allows multiselection of users and group members who shall be equipped with a common right (executed on specific nodes). Command All Tasks is available in the following nodes or paths of the WMC: Console Root > windream > windream Administration > Users and groups > windream > All Users (also allows multi-selection of user entries) and Console Root > windream > windream Administration > Users and groups > windream > All Groups > [group name] (allows multi-selection of members of a selected group).

194 3-134 ACLs (Access Control Lists) ACLs (Access Control Lists) In order to optimize performance speed for objects in windream, an Access Control List (ACL) is assigned to each windream object. An ACL contains all right holders (users and groups) who are equipped with the right of reading an object. The reading access to objects in windream is controlled according to the combination of rights in these lists. Access to objects (for example for viewing or retrieving) is only possible for users who are also entered as members in the corresponding ACLs. Users can become member of an ACL either directly or via their group membership of an assigned group. The creation and assignment of the ACLs is executed automatically when saving access rights of windream objects. Rights holders are assigned to each object when it is stored in windream. The rights holders are at least equipped with the right of reading objects. windream creates a respective ACL for the rights holders and assigns them to the objects. windream will also adjust ACLs which are already available. If there are ACLs in the windream database whose members are identical with the rights holders of the objects to be saved, new ACLs will not be created. In these cases, the documents will be assigned to the ACLs which are already available. After having changed access rights on objects which have already been saved in windream, the respective ACLs will also be generated again. The new ACLs will be assigned when the changed objects are saved. After having changed the access rights, windream will also check whether there are already ACLs existing in the database with an identical combination of rights. Only if this is not the case, the respective ACLs will be generated again. ACLs are exclusively designed as projections of assigned reading rights on objects related to right holders. Further rights like for example the right of changing objects or the right for assigning rights are not projected in the lists. The assignment and administration of the access rights Reading, Changing and Right of Assigning Rights on objects or the assignment of further rights holders is executed over the rights administration of windream (see related topic in the windream user guide and in the online help). Note: The administration of ACLs is exclusively executed on the windream Server by an authorized system administrator. Please also note that the view on ACL statistics is restricted to the respective personal rights of the currently logged-in administrator.

195 Administering ACLs Administering ACLs In order to administer ACLs, you start the WMC over the windream Control Center or over command Start>Programs>windream>Management Console. Switch from Console Root to folder windream>windream Administration>ACLs. Figure 3-40: Administering Access Control Lists All ACLs The folder displays all ACLs which exist in the windream database. ACLs are listed with icon, a description (list of members), the number of members and the number of objects to which the ACL has been assigned. A detailed listing can be viewed over the properties of an ACL (command Properties from the context menu). ACLs to which no active members are assigned any more will be equipped with entry -no active members- and are marked as disabled by a specific icon ( ). Additionally, entry 'X' will be set in column No active members. These ACLs will be deleted from the database during a reorganisation of the system (see also topic "Reorganisation of User and Group Data" page ff.). The entry 'X' in column No documents assigned indicates that no documents exist in the database to which rhis ACL has been assigned. These ACLs will be removed from the database during the next reorganisation of the system (see also topic "Reorganisation of the User and Group Data" page ff.). Entries for documents which are currently edited or which have been removed from windream but have not been deleted yet from the windream database may be different in columns Objects and No documents assigned (entry 0 in column Objects but no X in column No documents assigned).

196 3-136 Administering ACLs If you delete documents from windream, these documents will not be deleted directly from the windream database. This is only executed over a respective function of the WMC by a system administrator (see also topic "windream Tools" page ff.). In this case, the number of objects in column Objects will be set to 0. However, an X will only be entered in column No documents assigned, if these documents have actually been removed from the database. Standard ACLs There are two ACLs which are preset by default. The ACLs for the windream mainuser and for the group of all windream users cannot be disabled and deleted from the windream database. ACL for the windream mainuser to retrieve documents without rights The ACL for the windream mainuser is exclusively assigned to the mainuser. This ACL will be assigned to documents (on which no user or group has reading rights) in the context of the reorganisation. This case may occur if for example all rights holders who are equipped with the right of reading a document have been disabled. Then, the assigned ACL will also be disabled and deleted during the next database reorganisation. If this ACL is the only one or the very last which is assigned to a document or folder, this object might not be accessible any more for reading after a reorganisation, and it could not be retrieved nay more over the application. Thus, the ACL of the windream mainuser and the Flag No rights (Value 32768) will be assigned to the respective objects during the reorganisation (see also related topic in the Wd user guide). Thus, these objects can be found and edited after a login with the account of the windream mainuser, according to a respective bitsearch over the windream find function (for example to assign new access rights). The description of bitsearches can be found under the related topic of the windream user guide (cf. "Bitsearch"). ACL of the group of all windream users for public documents of an enterprise In order to increase system performance for the access to objects, the ACL of this group will be assigned to all objects which are related to the group of all windream users as rights holders. This will be executed independent from the fact whether further groups are equipped with reading rights on these objects. As all windream users are always members of the group of all windream users independent from their further memberships it is not necessary in these cases to generate additional ACLs for reading access on these objects.

197 Administering ACLs Properties With the Properties command of the context menu you can display the members of an ACL. Select the entry of an ACL and open the properties with the command from the context menu. All users and groups are displayed which have been assigned to the selected ACL. Disabled members are displayed with the respective icons or. ACL statistics Statistical information on relevant windream objects is displayed in this folder. According to these entries, you can for example calculate whether and when a reorganisation of the database will be necessary. If for example the number of ACLs without assigned documents or without active members has increased compared to the total number of existing ACLs, we recommend to reorganise the database. The statistica displayed can be saved using command Export List from the context menu as a CSV file. If this statistics is saved regularly, an ACL statistics can be generated from these CSV files with MS Excel, according to which you can evaluate the data development depending on user and group numbers, or on the number of objects and ACLs.

198 3-138 Reorganisation of user and group data Reorganisation of user and group data With the maintenance function for the windream database, windream offers the opportunity to automatically reorganize the user and group data. Then, previously disabled groups in the WMC will be removed from the windream database. Further on for optimizing the system ACLs without active members or without assigned documents and multiple ACLs will be removed from the database. For the reorganisation, the windream DMS Service is closed and is started again in the maintenance mode. Then, windream executes the reorganisation of the database and closes the DMS Service after this process. In order to switch from the maintenance mode to the operating mode again, the maintenance mode must be closed and the DMS Service must be started again in "normal" mode. Access to windream DMS from a workstation is not possible during the maintenance process. All other administrative functions are not available in the WMC. Note: A reorganisation can only be executed from the console on the local windream server. The maintenance mode cannot be started for remote servers. The process is started and stopped from the WMC via respective commands by a system administrator. Starting the maintenance mode In order to execute a reorganisation, you start the windream Management Console on the windream Server. After that, you switch from the Console Root to folder windream.highlight the entry of the local windream server to be reorganised and start the process via command Start Maintenance Mode from the context menu. During the reorganisation, all other administration functions will not be available (subfolders below the windream folder are not visible). Further on, access to windream from the workstations is not possible during the process. If necessary, logged-in windream users should be informed before executing a reorganisation. Existing connections must be closed. How to start the maintenance mode 1. Switch from Console Root to folder windream. 2. Select the entry of the local windream server. 3. Click command Start Maintenance Mode from the context menu. 4. Confirm the message displayed with Yes. The windream DMS Service is closed and then started again in the maintenance mode. windream will execute the steps necessary for the reorganisation (for example deleting disabled groups or ACLs without

199 Reorganisation of user and group data active members). The time required for this process depends on the amount of available data in the database. During the reorganisation, the WMC can also be closed. After the reorganisation, a message will be displayed which informs a user that the process has been completed. Stopping the maintenance mode After the reorganisation, the windream DMS Service must be started again in "normal" (operating) mode (respective command from the context menu in folder Console root > windream <Local>(server name)). As long as the reorganisation is not finished yet, this function cannot be executed. How to stop the maintenance mode 1. Switch from the Console Root to folder windream. 2. Select the entry of the local windream server. 3. Click the command for stopping the maintenance mode from the context menu. The windream DMS Service is started again in the operating mode. After that, all administrative functions will be available again in the WMC (subfolders are displayed again), and windream users can log in to the system again.

200 3-140 Server mode read-only Server mode read-only With function Start read-only mode /Stop read-only of the windream Management Console, the windream DMS service and thus the windream server can be configured as read-only. Being in this status, users will only be able to read the documents saved on the server. Changes on documents are not allowed. Documents which have already been locked by users at the time the read-only mode is switched on can be edited further on by those users. However, windream offers an option to find all those documents and to edit them in a list. Note: In order to enable or disable the read-only mode for a server, you will need the user-id of the windream mainuser. The process is started and stopped in the windream Management Console via respective commands under the user ID of the windream mainuser. How to start the read-only mode 1. Switch from the console root to folder windream. 2. Highlight the entry of the desired windream server. 3. Select the command to start the read-only mode from the context menu. 4. Confirm the security question by clicking Yes. 5. If windream shall create a list of locked documents, confirm the request by clicking Yes. A message will be displayed which informs you that the process has been completed. Figure 3-41: windream server in read-only mode

201 Server mode read-only How to stop the read-only mode The respective command of the context menu will stop the read-only mode of the server. 1. Switch from the console root to folder windream. 2. Highlight the entry of the windream server whose read-only mode shall be stopped. 3. Click the respective command of the context menu.

202 3-142 windream tools windream tools Over the folder windream Tools of the Management Console, you can recover deleted objects or delete objects definitely. Further on, it is possible to undo a check-out process of documents or to release documents again which have been locked for editing. You can also share licences again by logging respective sessions off. In windream BE, there is a node named Event service existing below the windream tools folder to configure and administer subscriptions. Recovering deleted objects The function for document recovery can be compared to the Recycle Bin of the Windows Desktop: Deleted objects are not irrevocably deleted, but temporarily placed in the Recycle Bin. Note: When recovering deleted files and the originally assigned folders you will have to ensure the correct order of processing steps, if the objects shall be placed at their original position again: First, you will always have to recover the folders, and after that the deleted files which had originally been stored in the respective folders. If this order of processing steps is not considered, deleted files cannot be restored at their original position again, as the assigned directories do not exist. Please consider the following information concerning documents which have previously been equipped with a read-only flag: The read-only flag will be removed during recovery so that the respective documents will not be write-protected any more after being recovered. The reason for this behaviour is that the Explorer generally removes all read-only flags, as otherwise these documents could not be deleted. Access to deleted objects via Recycle Bin Over the Recycle Bin integrated in the management console, a system administrator can access deleted objects and place them again in the DMS. In this context, it is possible to either restore objects at their original or at another position and either with their original or with another name.

203 windream tools Retrieve deleted objects If you open the folder named Deleted Objects, all documents deleted from the DMS will be displayed in the right console window. If you only want to restore certain objects, you can conduct a respective search. You open the dialog box named Properties of deleted objects using the Properties command of the context menu The search can be restricted by entering the required search criteria. The search results will be displayed as a list of hits in the right window of the console. windream uses two different icons for displaying deleted folders and documents in the hit list. The dialog box for entering the search criteria is similar to the box to be accessed over the command Search>In windream...from the Windows Start menu. The search criteria entered are saved automatically as a search profile and are displayed again when the dialog box for conducting a search is openend again. Settings In the dialog box named Properties of Deleted Objects you can determine the maximum number of hits to be displayed. This is done in the Settings group. By default, the value is set to 50 hits, but it can be changed. How to recover deleted objects 1. In the windream Management Console, you open the folder Windream>Windream Tools>Recovery>Deleted Objects. The folder can be identified by the Recycle Bin icon. 2. In the list of hits displayed in the right console window, you highlight the objects which shall be restored. 3. Open the context menu and select the Restore command. 4. Determine the storage location at which the selected obejcts shall be placed. If you want to recover specifically selected objects, you can also enter the name under which an object shall be stored. As an alternative, you can also restore documents with drag&drop functions in the windream DMS-Browser of the WMC. Thus, you switch to folder windream>windream Tools>Recovery>Deleted objects and select the documents to be restored. Drag them into the desired directory of the windream DMS-Browser. Destroying objects permanently Besides the recovery function, objects can also be destroyed permanently.

204 3-144 windream tools How to destroy objects permanently from the recycle bin 1. In the windream Management Console, you open the folder Windream>Windream Tools>Recovery>Deleted Objects. The folder can be identified by a Recycle Bin icon. 2. In the list of hits in the right console window, highlight the objects that shall be removed permanently. 3. Open the context menu and choose the command Delete for deleting the selected objects definitely. Note: You will get further information on the entry of search criteria under the heading Index Search, Document Retrieval. Restricting the selection of deleted documents With the help of the Find function, you can search for specific objects to be restored or removed permanently. How to find specific objects to be restored or removed 1. In the windream Management Console, open folder windream>windream Tools>Recovery>Deleted objects. 2. Select command Properties from the context menu (either on folder Deleted objects or in a blank area of the right console window). 3. Enter the search criteria in dialog box Properties of deleted objects according to which windream shall find objects. 4. Optional: determine the number of hits to be displayed in group Settings. 5. Confirm the entries with OK to start the search. The documents found will be displayed in the list of hits in the right console window. Then, you highlight the obejcts to be restored or removed in the list. Note: If you start a search without entering any further search criteria, all documents deleted from the DMS will be found. If the number of objects found exceeds the number determined in the settings, windream will ask you to further specify the search criteria. The criteria entered will automatically be saved as a profile. The search profile will be available again when the search function is launched.

205 windream tools Note: Further descriptions concerning search criteria in dialog box Properties of deleted objects can be found under topic Index search (structured search) in the windream user guide. Finding documents deleted by a specific user Documents which have been deleted by a specific user can be retrieved and restored or destroyed permanently. In order to find documents which have been deleted by a specific user, you must first select index Deleted by and conditon Equal ('='). After that, you enter the name of the user in the Value field or the entry ##current user## either manually or via the respective ommand button. The value ##current user## can also be substituted by the real name of another current user (for example ##Mike Miller##). Then, all documents will be found which have been deleted by "Mike Miller". Undo check-out and search for checked out documents In the SBX version of windream, a function is offered which allows to check out documents to a local data carrier and to check them in to the DMS again after they have been edited. At the same time, an administrator will get the opportunity to undo a check-out process, or to search for documents that have been checked out by a user. This function allows to analyze, which and how many documents are checked out at a specific point of time by the windream users. Note: Please read further information on the check-out an checkin of documents under the respective heading of the windream user guide. How to conduct a search for checked out documents and how to undo a check-out process 1. Switch to the folder windream>windream Tools>Undo CheckOut>Checked Out Objects. All documents which have been checked out are listed in the right console window. You can select the documents to be edited directly

206 3-146 windream tools (step 6), or you can first conduct a search to restrict the list to specific documents (step 2 and following). 2. Click with the right mouse button into a blank area of the listview and enable the Properties command from the context menu. 3. Enter the search criteria, according to which windream shall search for checked out documents, in the dialog box Properties of Checked Out Object. 4. Determine the number of hits to be displayed in the settings group. 5. Start the search with OK. The documents found are listed in the treeview of the WMC. 6. Select the documents for which the check-out shall be undone and enable the respective command from the context menu. The check-out will be undone. After that, the documents will be available again, and they can be edited again. Changes on the documents which had already been made before the undo check out command will not be applied. windream generates a respective entry for the histories of the documents edited. Note: If you start a search without entering further search criteria, all documents checked out in the DMS will be found. If the number of objects found exceeds the number determined in the settings, windream will ask you to further specify the search criteria. The criteria entered will automatically be saved as a profile. The search profile will be available again when the search function is launched. Searching documents checked out by a specific user In order to undo a check-out executed by a specific user, you conduct a search. Thus, select index Checked out by in dialog box Properties of checked-ot documents, and select Equal (=) as condition. In the Value field, you enter the name of the user or ##current user## either manually or via command button. Value ##current user## can be substituted by the real name of another user kann (for example ##Mike Miller##). Then, all documents will be found which have been checked out by "Mike Miller". Note: Further descriptions concerning search criteria in dialog box Properties of deleted objects can be found under topic Index search (structured search).

207 windream tools Undo edit lock and search for locked documents Documents can be locked for editing in the DMS by a user. As long as the lock is active, these documents can only be read by other users. After having edited the documents, the lock can be undone and the document can be released for editing again. With this WMC-function, an administrator will be enabled to undo a document lock or to search for documents which have been locked by users. This function allows to detect which or how many documents have been locked by windream users at a specific point of time. How to conduct a search for locked documents and how to undo an edit lock 1. Switch from the console root to folder windream>windream Tools>Undo editor lock>objects in edit mode. All documents locked are listed in the right console window. You can directly select the documents to be edited (step 6) or first conduct a search to restrict the list to specific documents (step 2 and following). 2. Select foler Objects in edit mode or click with the right mouse button into a blank area of the right console window and select the Properties command from the context menu. 3. In dialog box Properties of object in edit mode you enter the search criteria accoding to which documents locked shall be found and start the search. 4. Determine the number of hits displayed in the Settings group (optional). 5. Start the search with OK. The documents found are displayed in the right console window. 6. Highlight the documents which shall be unlocked and select the respective command from the context menu. The edit lock mode will be undone. The documentas will then be available again for being edited by all users. windream generates an entry in the history of the edited documents. Note: If you start a search without entering further search criteria, all documents checked out in the DMS will be found. If the number of objects found exceeds the number determined in the settings, windream will ask you to further specify the search criteria.

208 3-148 windream tools The criteria entered will automatically be saved as a profile. The search profile will be available again when the search function is launched. Note: Further descriptions for entering search criteria in dialog box Properties of objects in edit mode can be found under topic "Index Search (Structured Search)". Finding documents locked by a specific user You will have to conduct a respective search before you can unlock documents which have been locked for editing by a user. Thus, select the editor index in dialog box Properties of objects locked for editing and select Equal ('=') as condition. Then, you enter the name of the user in field Value, or enter ##current user## either manually or via command button. Value ##current user## can also be replaced by the real name of another user (for example ##Mike Miller##). Then, all documents will be found which have been locked for editing by "Mike Miller". Notes on backup A backup of data in the windream drive must be executed on the Server, as data will not be stored on a Client. Thus, we urgently recommend not to start any backups on a Client computer. DMS-objects In order to share licences, selected sessions can be logged off. Thus, under the node of a windream server and there under the windream tools, a node named DMS-Objects has been integrated (Console root\windream\windream Server\windream Tools\DMS-Obcekts). Logging a session off In folder Sessions, all current sessions of DMS-objects are listed. In order to log a session off, you highlight the desired entry in the list. Open the context menu and click the logoff command. Confirm the security question with Yes. The session will be logged off and the licence is shared again.

209 windream tools Event service (subscriptions) windream 4.0 allows users to subscribe documents and folders. windream users can select objects for being notified on certain events which happened to these objects. Messages are sent via using the standard mail program of the workstation. The mail addresses which shall be used for the event service are determined in the windream user and group administration. The windream event service also supports the administration of specific events on different windream objects, e.g. document types, users / groups or attributes. In this context, users can receive notifications on certain events, but they can also automize specific jobs. The subscriptions of selected events on documents and folders can be created on the workstations by windream users. It is required to be equipped with the right to subscribe the selected windream objects. Objects are subscribed via the respective command of the context menu. To make the function available in the context menu, the respective entry must be activated in the windream Management Console (see "Administering the windream context menu", Seite 3-93). Subscriptions of other windream objects are administered by authorised sytem administrators in the windream Management Console. Subscriptions, events and the entities of the windream event service are also administered in the windream Management Console. These settings are administered separately for each windream server configured in the system environment (entry in the windeam alias settings with module Management Console). The administration functions of the event service concerning a specific server have been integrated under the node of the windream tools (console root\windream\windream server\windream tools\event service). Administering subscriptions Subscriptions of the windream event service are listed in folder windream Server\windream Tools\Event service\subscriptions. The list contains the subscriptions of the windream users and the subscriptions of windream objects. Subscriptions are created via the windream Management Console (command Subscription>New). A subscription is valid as long as the object exists. As soon as the object is deleted, the subscription will become invalid.

210 3-150 windream tools You can edit subscriptions via the properties and also change the rights on subscriptions. Viewing and changing the properties of a subscription You can view and edit subscriptions via the properties command of the context menu. On tab page Rights you determine the access rights on the subscription. Subscriptions can also be viewed, changed, deleted or created via the properties of the entry of the windream drive (root level) in the Windows Explorer or in the DMS browser. Rights can also be edited here. Figure 3-42: Properties of a subscription Entity List of activated entities. The list contains all entities which have been enabled under node windream Server\windream Tools\Event service\entities for the event service (see also "Administering entities of subscriptions", p ).

211 windream tools Path/ name ID / database ID Include subobjects Ignore own events Event Subscriber Here, the windream object path is displayed. You select the object of an entity via the respective dropdown lists which can be opened via the button. Internal ID of the selected windream object. Click this option, if the subscription shall be extended to subordinated objects of the selected windream object, e.g. to subfolders. Disable this option only, if you also want to be informed on events which you have initiated by yourself. Event list. All events are listed which have been enabled under node windream server\windream tools\event service \Events. The subscriber is determined here (windream user or a group). You select the subscriber from the list of users and groups, which can be opened via the button. Viewing and changing the rights of a subscription You can restrict the rights on subscribers. By default, no access rights are set. The rights holders are listed on tab page Rights. You can add users and groups via the respective button in the dialog box for adding users and groups. There, you select the desired users and groups and assign the initial rights to them from the list. The right of reading is always set. The right of changing allows users to edit the subscriptions and to modify them. Deleting a subscription Selected subscriptions are deleted via the Delete command of the context menu. Creating a new subscription of a windream object 1. Switch from the console root of the WMC to folder windream><windream server>>windream tools>event service>subscriptions. 2. Highlight entry Subscriptions and click New in the context menu. 3. Select the Entity for which you want to create a subscription. 4. Click and select the windream object of the entity for which the subscription shall be valid. 5. Enable the option to include subfolders if you also want to subscribe documents of subordinated folders. 6. Select the event on which a subscriber shall be notified from the list.

212 3-152 windream tools 7. Determine the subscriber in the respective field by clicking the button. You can select a user or a group. 8. Click OK to save the settings. The subscription will be displayed in the list of subscriptions. Figure 3-43: New subscription of a windream object Administering subscribed events The events are listed under node windream server\windream tools\event service\events, and they can be activated or disabled there. By default, all events are enabled and can be used for subscribing objects at the workstations. Disable those events for which users shall not create subscriptions.

213 windream tools Enabling and disabling events Highlight the events you want to enable / disable in the list. Click the Disable or Enable command of the context menu. The entry in column Status will change respectively. Event archived changedcontents changedfulltext changedindex changedowner changedrights moved new signed version Table 3-8: Events of the windream event service Description Object archived Contents changed Fulltext changed Index changed Owener changed Right changed Object moved or renamed New object created Object signed New version created Administering subscription entities The entities of the windream event service are listed below node windream server\windream tools\event service\entities (document, folder, attributes, etc.) and can be enabled or disabled here. By default, all entities are disabled. A new subscription of an enabled entity is created via entry New of the context menu in node windream tools>event service>subscriptions. Enabling and disabling entities Highlight the events you want to enable or disable in the list. Click the respective command of the context manu. The entry in the status column will change for all modified entries in the list. Entity Document Folder Attributes ChoiceList ObjectType User Description Document Folder Indices Dropdown lists Object types windream user

214 3-154 windream tools LockInfo Check out / check in processes ObjectStore windream storage domaininfo windream domains UserProperty (currently not used) Language Languages CustomData INTERNAL, e.g. windream Sync GroupInfo windream groups Table 3-9: Entities of the windream event service

215 The windream DMS browser The windream DMS browser In the windream Management Extension (WMX), the windream DMS-Browser has been integrated into the windream Management Console. You will need a separate licence for using the WMX (and thus the windream DMS-Browser). The windream DMS- Browser allows to access objects in the DMS from the WMC. With the windream DMS-Browser, administrators can directly access objects in the windream drive from the administration application and edit them. The windream DMS-Browser is handled the same way as the Windows Explorer. Besides functions which are also available in the Windows Explorer, the functions of the windream DMS-Browser include windream-specific functions which exclusively serve for editing objects in the DMS. A specific function is to delete documents which can only be edited via check-out and which cannot be deleted via the Windows Explorer. In additon, it is also possible to move archived documents or previous versions of documents within the DMS. Creating objects in windream Via the windream DMS-Browser, you can store objects in the DMS, you can index them and change the object properties. However, in contrast to the Windows Explorer, creating objects is only possible via drag&drop from the Windows Explorer. Thus, you open the Windows Explorer and the windream DMS-Browser in the WMC. Highlight the desired objects in the Windows Explorer and drag them to the desired directory of the windream DMS-Browser. Then you refresh the view. It is not possible to acquire and edit documents via the respective original applications or to create new folders in the windream DMS- Browser. New documents are created with the original application and saved in the filesystem or in the DMS. Then you can copy them via drag&drop from the Windows Explorer to the desired storage place in the windream DMS-Browser. New folders are created in the Windows Explorer with the respective commands. They can then be copied to the desired place in the windream DMS-Browser using drag&drop. Editing windream objects It is possible to edit the windream file and folder properties via the object properties and the respective tab pages (Indices, History, Fulltext, Life-Cycle, rights). The description of these functions can be found in the user guide and in the online help. The following windream functions for editing documents and folders are available here via the context menu: Create new version Delete including previous versions

216 3-156 The windream DMS browser Check-out Check-in Undo check-out Export Import Lock for editing Unlock documents Archive immediately Apply rules HTML export DocView. Especially the document preview with windream DocView is possible here. The description of the DocView-functions can be found in the user guide and in the online help. Editing the original files is not possible via the windream DMS- Browser. This must be executed via the original applications like for example from the Windows Explorer. File operations copying objects including properties within the DMS The file operations (cut, copy, paste, delete, rename) can be applied to the objects in the DMS depending on the context like in the windows Explorer. Note that the functions executed via the copy, paste and delete command diverge from those used in the Windows Explorer. If you copy objects within the windream DMS-Browser and paste them at another position, not only the document contents, but also the assigned index properties (object type incl. indices) will be copied, too. Diverging from the Windows Explorer, a new object is not created in the DMS, but the object including its properties will be copied. The Delete command will additionally delete objects which cannot be removed in the Windows Explorer (documents to be edited via checkout only). Further on, it is possible to restore documents via drag&drop. Using commands Cut and Paste or via Drag&Drop functions you can also move documents which have already been archived within the DMS. Deleting documents to be edited via check-out only When defining object types in the WMC, document types can be configured in a way that they can only be edited via the check-out

217 The windream DMS browser function. Documents which have been assigned to a document type like this whlie indexing can only be changed if they are checked out. Documents of this type cannot be deleted from the DMS via the Windows Explorer. A deletion can only be executed in this case via the respective command of the windream DMS-Browser in the WMC. How to delete documents from the DMS which are editable via check-out only 1. Start the windream Management Console via the command from the Control Center. 2. In the windream DMS-Browser, switch to the folder that contains the documents to be deleted. 3. Highlight the documents to be deleted and select the Delete command from the context menu or from the icon bar. 4. Confirm the message displayed with Yes to delete the documents from the DMS. Restoring documents via drag&drop Objects deleted from the DMS are not destroyed permanently from windream, but are first placed in the Recycle Bin like in the Windows Explorer. Using the recovery function of the windream Tools, these documents can either be restored again or deleted permanently from the DMS. The recovery of objects is either executed via the recovery function from the context menu or with drag&drop via the windream DMS-Browser. How to recover documents via drag&drop 1. Start the windream Management Console via the command of the Control Center. 2. Open folder windream>windream Tools>Recovery>Deleted objects. 3. In the right console window, highlight the objects which you want to recover. 4. Drag the selected objects to the desired directory in the windream DMS-Browser. Moving archived documents or previous versions Archived documents or previous versions of documents can be moved with the windream DMS-Browser. You can move single documents via Drag&Drop. Several documents are moved using the Cut and Paste commands.

218 3-158 The windream DMS browser How to move archived documents 1. Start the windream Management Console via the respective command from the Control Center. 2. In the windream DMS-Browser, switch to the folder which contains the archived documents to be moved. 3. Highlight the desired documents and move them with the cut and paste commands of the context menu or via the respective commands of the icon bar. Alternatively, use the drag and drop function. How to move previous versions of documents 1. Start the windream Management Console via the respective command from the Control Center. 2. In the windream DMS-Browser, switch to the folder which contains the previous document versions to be moved. 3. Highlight the desired documents and move them with the cut and paste commands of the context menu or via the respective commands of the icon bar. Alternatively, use the drag and drop function.

219 Closing the windream Management Console Closing the windream Management Console You can quit your work with the admin program by executing one of the following steps: Click the Quit icon in the title bar of the management console; Choose the Quit command from the Console menu in the menu bar of the WMC; Click the icon of the management console in the title bar of the admin program, and choose the command Quit; Choose command Quit from the context menu of the title bar.

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221 4 System Settings - Server

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223 Basics of the windream configuration (server) 4-1 This chapter explains the possible system configurations of windream on the server level. The parameters of the database and ObjectStore connections for the windream DMS service are described. It is explained how to adjust the settings for indexing documents, how to determine the settings for the recovery of deleted documents, how to create a fulltext and how to configure the temporary storage of indices. Additionally, it is explained how to display licence data and change the licence key, how to adjust working folders and how to configure the integrated reporting function. Basics of the windream configuration (server) The windream system settings on the server level are administered with the windream configuration application, which is embedded in the Windows control panel. The application serves for administering general environment settings for the windream DMS service (the database and the ObjectStore connections) or working folders. Additionally, the configuration of the settings necessary for indexing documents is executed in the windream settings. Further on, the setting for the recovery of deleted documents, the temporary storage of indices, the fulltext creation and the configuration of logfiles is determined here. Additionally, the licence data can be viewed and the licence keys can be changed executed. The windream configuration is started via command Settings>Control Panel>windream from the Windows Start menu. The application can also be started via the context menu of the icon in the task bar. From the Windows Start menu How to start the windream configuration 1. Open the Windows Start menu by clicking the Start button. 2. Choose the command Control Panel from the menu Settings. 3. Open the dialog box windream Configuration with a double click on the windream icon. Or From the windream Control Center 1. Open the dialog box windream Configuration with a double click on the windream icon in the task bar. Or 1. Open the context menu by clicking the right mouse button on the windream icon in the task bar. 2. Choose the command Configuration.

224 4-2 Basics of the windream configuration (server) Figure 4-1: windream Configuration The settings are executed on the tab pages. Some changes will only become effective after a reboot of the computer. You can also enable the settings via the respective button on tab page Messages. It is not necessary to restart the windream services in this case. Color settings for the Windows Registry and the windream server The settings are presented in different colors on the tab pages. The settings which are read from or entered in the Windows Registry are presented in red color under Windows XP and Vista. Settings which are read from and saved on the currently selected windream server are blue.

225 Basics of the windream configuration (server) 4-3 Server tab pages receive data from The name of the local windream server is displayed here. The entries are taken over by clicking the Apply button on one of the tab pages. The dialog box windream Configuration remains open for further processing. By clicking OK, the entries are taken over, and the dialog box windream Configuration is closed.

226 4-4 Connections Connections On tab page Connections you determine the parameters for the connections of the windream DMS service to the windream database and to the ObjectStore. Figure 4-2: windream configuration Connections

227 Connections 4-5 Database Server (SQL Instanz / The name of the windream server is entered or changed here, on which OracleService) the windream database service (SQL server / Oracle database) runs. Generally, this is the local computer name. This entry is set during the installation by the setup program. Provider Name The OLEDB provider for the windream database is entered here. This is SQLOLEDB or ORACLEDB.oracle for the multi-user version of windream. This entry is set during the installation. We do not recommend to change it. In this field, the name of the current windream database is displayed or changed. This entry is set by the setup program during the installation. Port TCP-service The port number of the windream driver service is displayed here. This entry is set during the installation. It cannot be changed here. The port number is entered in the local \system32\drivers\etc\services file and can be changed there, if necessary. Server name ObjectStore The name of the computer on which the windream ObjectStore service is installed is displayed in this field. In the current version, only the local computer is supported. The server name is displayed in the windream Management Console as default setting. This entry in this field is set by the installation program during the installation. Port The port number of the windream ObjectStore service is displayed or changed here. The entry is set during the installation and is displayed in the windream Management Console as default setting. Connection retry settings of DMS service and database Depending on the configuration of the Server, a reboot of the database services (for example of an Oracle instance) may take some time to launch the services again. This is especially important when DMS and database services are automatically launched after a reboot of the Server. The settings in this group allow to adjust the DMS service respectively the connection between DMS service and database after a

228 4-6 Connections reboot. This way, a repeating connection retry between DMS service and database can be determined (for example 20 times all 30 seconds). No of attempts In this field you enter the number of retries for the connection between DMS service and database. Delay The interval entered in this field determines the time delay of the connection retries in seconds. Note: If a connection between DMS service and database is not possible, the system will enter respective error messages in the event log (for example ORA Oracle initialisation or shutdown in progress or ORA Oracle not available). SQL Server command timeouts During service start Timeout for SQL Server while starting the service (in seconds). 60 seconds are preset. This is required, as SQL Server 2005 returns unregular timeout errors in some retrieval operations directly after a reboot. This behavior will disappear after some time. Thus, the timeout can be set separately here when starting the windream DMS service. Default Standard timeout for SQL Server in seconds. This timeout is used by all windream search operations which do not forward a separate timeout explicitly (e.g. in a windream retrieval operation). This is e.g. especially important while browsing in the Explorer. 30 seconds are preset. Common Impersonification for XML archiving If the windream DMS service (e.g. due to access problems to a domain) is not operating under the windream mainuser account but under the SYSTEM account AND if archiving operations are required including XML data, these XML files can only be created if the DMS service has previously executed an impersonification process as mainuser while creating the XML data. Thus, this option should only be set in this case (DMS service operates as SYSTEM AND XML data archiving required).

229 Filter 4-7 Filter On the tab page Filter, the settings for the index service, for the recovery of documents, for the temporary storage of indices, and the fulltext creation are administered. Figure 4-3: windream Configuration - Filter The tab page contains the four areas Index events, Recover deleted documents, Temporary saving of indices, and Fulltext.

230 4-8 Filter Index events In this area, the settings of the index service that are valid for the whole system neighborhood are determined. According to the specific needs, these settings can further be restricted at the respective workstations on user level. Index events The system settings are entered on the windream server by the system administrator. They cannot be changed at the workstations. If settings in the system settings are deactivated (for example Send events or...also for Folders), an activation of these settings is not possible on workstation and user level. All settings determined here are only valid, if the check box active is activated (default setting of the setup routine when windream is installed). Send events When indexing documents / folders at the workstations, you can decide whether the indexing shall be executed synchronously, asynchronously, or over system indices only (without DMS-specific criteria), when documents are to be saved in the DMS A basic requirement for the DMS-specific indexing is that the index events for the documents to be saved in the DMS are created and sent from the server to the workstations. Dialog box <File or Folder Name> Properties is displayed for each document of which the DMS-specific index properties shall be saved in the DMS, together with the document. Send Events With this option, you can determine whether the index events are created on the windream server and are sent to the workstations. Creating and sending documents is only possible for those file types that have been determined in the file filter. If the option is switched on, the index events will be created and sent (default setting by windream when the system is installed). If the option is switched off, no index events will be sent or created, indepent of the further settings on the system and user level. If folders shall also be indexed synchronously or asynchronously (option...also for folders), the respective index events will only be sent if the option Send events is switched on. Note: Independent of these settings, a post-indexing of the documents saved in the DMS can be done any time. This is executed over the dialog box <File or Folder Name> Properties, including the DMS-specific index properties.

231 Filter 4-9 Also for folders It is possible to index folders (directories) in the DMS drive over the index service, too. When creating a new folder in the windream drive, DMS-specific index properties can be assigned in addition to the system indices. With the option...also for Folders, you determine on the system level, whether directories shall also be indexed or not. If the option is active, an index event is created for every folder to be saved in the windream drive. The events are created on the windream server and sent to the workstations. According to the current settings on the workstation level, the DMS-specific indexing is executed synchronously or asynchronously when taking over the new folder into the DMS (preset by the setup program during installation of windream.) If the option is deactivated, no index events for synchronous or asynchronous indexing are created for folders to be saved in the DMS. Note: Independent of these settings, a post-indexing of folders saved in the DMS can be executed over the dialog box <Folder Name> Properties any time. File filter for index events The dialog box Administrate Lists is opened with this button, in which the file filter to be used at the workstations is determined. According to the file filters determined for the file types, index events are automatically sent to the workstations when documents are created or taken over into the DMS. The file filters are configured in two lists (positive and negative list). This means, the file types are determined which are included or excluded when indexing documents synchronously or asynchronously. Documents to index Documents NOT to index List of file types that shall be included when indexing documents with the index service. For these filters, index events will be sent (positive list). List of file types to be excluded from indexing with the index service. For these filters, no index events are sent (negative list). During the installation of the windream server, these lists are preset by the setup program. Generally, it is not necessary to make any changes. Note: On user level, the file filter can only further restrict the filter which has already been set on system level for the workstations. This means that the file lists for documents to be indexed (or not) can be restricted or extended by further file types on user level.

232 4-10 Filter How to add a file type to one of the lists 1. Click the Add button for adding an entry to a list. 2. Enter the file type to be added in the field Edit Entry. 3. Click OK to close the dialog box. How to edit a file type in one of the lists 1. Choose the entry to be edited from the list. 2. Click Edit for the list in which an entry shall be edited. 3. Enter the desired changes in the field named Edit Entry. 4. Close the dialog box by clicking OK. How to delete a file type from one of the lists 1. Choose the entry to be deleted from the list. 2. Click Delete for the entry to be deleted from the list. Note: Changes will only become effective when closing the dialog box Administrate Lists and saving the changes by clicking OK or Apply in the dialog box windream Configuration. Recovery of deleted documents With the recovery tool of the windream Management Console (WMC), documents that have been deleted from the windream drive at the workstations can be recovered. This function is comparable to the Recycle Bin of the Windows Desktop. This means that documents are not deleted irrevocably, but are saved in the database of the server (Recycle Bin of the WMC). The responsible system administrator can delete the documents stored there definitely, or he can restore them at their original place of storage. The information needed for the recovery tool are generally saved for all deleted files of any type (documents), and in certain cases also when renaming files, to prevent a loss of index information (see also "Temporary Storage of Indices"). According to the specific properties of Windows applications when editing documents, it is necessary to exclude certain file types from the recovery tool. Some applications delete documents during editing and creating the same file name again or rename them as they like during editing.

233 Filter 4-11 For the file types determined here, the recovery information is not stored. This means: A recovery for deleted documents of this type is impossible. Especially, a temporary storage of indices is not executed. With this button, the dialog box Administrate List is opened for determining file types which are not equipped with recovery information. Figure 4-4: No Recovery for File Types listed. This list is preset by the setup routine during the installation of the windream server. Generally, it is not necessary to make any changes. If further restrictions should be necessary, the respective changes have to be entered. How to add a file type to one of the lists 1. Click Add. 2. Enter the file type to be added in the field named Edit Entry. 3. Close the dialog box by clicking OK. How to edit a file type in one of the lists 1. Select the entry to be edited from the list. 2. Click Edit for the list in which an entry shall be edited. 3. Enter the desired changes in the field Edit Entry. 4. Close the dialog box by clicking OK.

234 4-12 Filter How to delete a file type from one of the lists 1. Select the entry to be deleted from the list 2. Click Delete for the entry to be deleted from the list. Note: Changes will only become effective when closing the dialog box Administrate Lists and saving the changes by clicking OK or Apply in the windream configuration. Temporary index storage With the recovery tool from the windream Management Console (WMC), documents that have been deleted from the windream drive at the workstations can be restored. The function is comparable to the Recycle Bin of the Windows Desktop. This means, that documents are not deleted irrevocably, but are saved in the database of the server (Recycle Bin of the WMC). The responsible system administrator can delete documents which are stored there definitely, or he can restore them. This means, that these documents are saved again at their original place of storage. Some applications delete documents during editing and creating them again under the same file name, or they rename them as they like during editing. According to these specific properties of Windows applications during the editing of documents, it is necessary to exclude the classification of the recovery information for the temporary storage of indices in certain processes. In order to prevent a loss of index information, the necessary information for the recovery function of windream is generally saved for deleted files (documents) of all types and in certain cases also when renaming files (see also "Recovery of Deleted Documents"). Additionally to the information necessary for the recovery, deleted documents are labeled with information on the temporary storage of indices. When creating the file under the same name again, or when renaming a temporary document by assigning the original name again, this information is taken over (index information / floating index), and the recovery information of this file (document) is deleted from the database. The dialog box Administrate list is opened with this button. Processes are defined here for which windream does not save any information on the temporary storage of indices for the recovery.

235 Filter 4-13 Figure 4-5: Exclude Processes Documents deleted over processes determined here are not classified according to recovery information as temporary storage (like for example at an implicit deleting process of Winword during editing). The recovery function for documents being deleted by these processes is saved, and a recovery of these documents is possible (only if these documents were not excluded from the list of non recoverable documents). This list is preset during the installation of the windream server. It is recommended not to make any changes. How to add an entry to the list 1. Click Add. 2. Enter the file type to be added in the field named Edit Entry. 3. Close the dialog box by clicking OK. How to edit an entry in the list 1. Select the entry to be edited from the list. 2. Click Edit for the list in which an entry shall be edited. 3. Enter the desired changes in the field named Edit Entry. 4. Close the dialog box by clicking OK. How to delete an entry from the list 1. Select the entry to be deleted from the list. 2. Click Delete for the entry to be deleted from the list.

236 4-14 Filter Note: Changes will only become effective when closing the dialog box Administrate Lists and saving the changes by clicking OK or Apply in the windream configuration. Examples for recovery and temporary storage The entry named *.TMP is in the list of file types for which no recovery information shall be saved. In the list of the processes to be excluded from the temporary storage of index information, the entries explorer and winfile are listed. Example 1 A document named Test.doc is deleted in the Explorer. The recovery information is saved in the recovery table of the database for the recovery of the document. Example 2 A document named Test.tmp is deleted in the Explorer. The recovery information are not saved in the recovery table of the database. Example 3 A document named Test.doc is processed with Microsoft Word. While editing, a temporary file named ~1234.doc is created by Winword. When saving in Winword, the original file named Test.doc is temporarily deleted. The recovery information is saved in the recovery table and is additionally marked as temporary storage of indices, because the deleting process (application) is not the Explorer or Winfile. After that, the information (indices) marked as temporary storage is taken over from the recovery table of the database, and the recovery information is deleted. Then, the temporary file ~1234.doc of Winword is deleted again. For this, recovery information will not be saved. Fulltext Fulltext can be generated from original files saved in windream. The fulltext extraction process will be initiated again after each change of an original file. the file types and the software to be used for extraction is entered in the configuration module. The file types are determined on tab page Filter. The extraction software is assigned on tab page Fulltext. The fulltext is extracted asynchronouly, meaning not simultaneously with the document storage in the DMS. The fulltext service will search for new or modified documents in the database within specific time

237 Filter 4-15 intervals and will then start the extraction process. The intervals are determined on tab page Fulltext in the windream configuration module. The dialog box Administrate List is opened by clicking this button. Here, the file types are determined for which the fulltext extraction of the windream fulltext index service shall be started. This list is preset by the setup program when the windream server is installed. How to add a file type to the list 1. Click Add. 2. Enter the file type to be added in the field named Edit Entry. 3. Close the dialog box by clicking OK. How to edit a file type in the list 1. Select the entry to be edited from the list. 2. Click Edit for the list in which an entry shall be edited. 3. Enter the desired changes in the field named Edit Entry. 4. Close the dialog box by clicking OK. How to delete a file type from the list 1. Select the entry to be deleted from the list. 2. Click Delete for the entry to be deleted from the list.

238 4-16 Fulltext Fulltext The intervals for the fulltext extraction are administered on the tab page Fulltext. The intervals are needed by the windream fulltext index service. Additionally, you determine the logging settings of the fulltext service here and you select the extraction module for the file types to create the fulltext. Figure 4-6: windream configuration - Fulltext

239 Fulltext 4-17 Timer Fulltext can be extracted with the windream fulltext index service from original data of documents saved in windream. The fulltext extraction is started after each change of the original files of a document. The fulltext creation is done asynchronously, which means differently from the time documents stored in the DMS. According to certain intervals, the fulltext index service searches for saved and changed documents in the database for which a fulltext extraction shall be conducted. After that, the fulltext extraction is activated. The intervals are determined here. Try reconnection after (sec) The interval is entered here, in which the windream fulltext index service tries to connect to the windream DMS service (database server). Then, the fulltext service searches for new documents in the database and extracts the fulltext from these documents. By default, 900 seconds are preset, meaning that windream will start to enable the fulltext generation every 5 minutes. In case that the connection failed (for example if the windream DMS service is not started), the fulltext service repeatedly tries to connect. Search for documents every (sec) The interval is determined here in which the fulltext index service searches for new or changed documents in the database. The default value is 300 seconds. This means that windream enables the fulltext extraction every 5 minutes. The default value can be changed. Timeout per document (sec) Default value is 3600 seconds. This is the maximum time the fulltext will try to extract fulltext from a document. E.g., this point of timeout can be reached during an OCR-process in complex documents. If the timeout point is exceeded, the extraction process will be cancelled, and a note will be entered in the document history. The fulltext service will also be closed on reasons of security, and will start again. Generally, timeouts of about 10 to 30 seconds should be sufficient. Note: The system only searches for documents whose file type is entered in the list of file types. This is determined on tab page Filter in the windream configuration. Logging Here, you determine the logging options for the fullext indexing service. The fulltext service must be restarted after the settings ahve been changed. You can restart the service via the windream service manager from the windream Control Center.

240 4-18 Fulltext Trace options According to the trace options you determine the details of the logging behavior. The options can be changed for error analysis or for error tracing. Preset are options +fatal+error+warning. Logfile Indicates the logfile path of the windream fulltext service. Note: The settings only serve for error tracing and trouble shooting for 3 rd level support. Generally, the default settings should not be changed. Extractors Here, you assign the software for the fulltext extraction to the file types determined on the Filter tab page. The application will only extract fulltext of file types which have been assigned to the software. File type assignment This button will open the dialog box for editing the list of file types. You can enter the file types for which the associated software shall extract fulltext. The list is preset by the setup program during the installation procedure. Figure 4-7: File type assignment

241 Fulltext 4-19 How to assign an extractor module to a file type 1. Click Add. 2. Enter the desired file filter in the dialog box for editing the entries. Figure 4-8: Assigning an extractor module to a file type 3. From the list of extractor modules, you select the program which shall be used for the respective file type 4. Click OK. How to edit a file type in the list 1. Select the entry to be edited from the list. 2. Click Edit. 3. Enter the desired changes in the edit field of the entry. 4. Click OK. How to delete a file type from the list 1. Select the entry to be deleted from the list. 2. Click Delete to remove the entry from the list. Note: Changes will only become effective if the dialog box for editing the list is closed and after the changes have been saved in the windream configuration. Fulltext extraction and deletion after changing binary objects In specificly determined periods of time, the fulltext indexing service will search for new or modified documents for which a fulltext shall be created in the database. If the contents of documents (binary objects) or file names of the documents were changed, the fulltext generation will only be executed for those documents which are determined in the file fileter for the fulltext creation. The fulltext of documents, whose file type is not

242 4-20 Fulltext regarded for fulltext creation, will be deleted after a change of the binary object (document contents). Delete Fulltext The fulltext is deleted as soon as the binary object (document contents) is changed and if a fulltext shall not be generated for the document any more (no entry for the file type in the filter for fulltext generation). Generate fulltext Fulltext will be generated again, if the binary object itself or the name of the binary object has changed and if fulltext shall be created for the (new) name (entry of the file type in the filter for fulltext generation). Fulltext extraction on several windream servers It is possible to install the fulltext service on several windream servers so that each server will have its own fulltext extraction service, e.g., standard fulltext on one server and OCR on another. To do so, a windream server without database components must be installed on the second server (which can now EXCLUSIVELY be used for fulltext creation). Then, you must switch the remote server name to the first DMS server in the DCOM settings of the DMS service, so that the fulltext service will also access the first DMS server. All windream services except the fulltext service must of course be disabled on the second server. On the first server, you must then enter the file filters in the filter options. The extractors to be used must then be entered in a different way (e.g. on the first server: DOC -> INSO Text Extractor only and TIF -> Kodak Imaging Professional only on the second one. Both fulltext services will now search for files which correspond to the filters. In order to prevent an indication of documents with a message that the extractor could not be found, you will still have to create a Registry entry manually on both servers: HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S. GmbH\windream\3.6\Fulltext IgnoreMissingExtractor (DWORD) = 1 This will neither indicate documents nor enter a note in the Fulltext-log file.

243 Common 4-21 Common On tab page Common, the temporary directory and the global script directory are determined. Additionally, you can set the connections to the windream DMS service here and make the settings of the NLS support. In order to administer annotations, the document type and the basic directory for saving annotations in windream are entered here. Figure 4-9: windream configuration - Common

244 4-22 Common Directories Temporary directory Determine the temporary directory here, in which windream will store temporary files. The following files will be stored here: All files which are regularly read from the connected windream ObjectStores. The number of files is determined in the group Cache, field Binary files. All temporarily copies of documents created by the windream fulltext service. Logfiles created by the TCP and the fulltext service. The directory which was determined during the setup is preset (default: <windreampath>\temp). The directory may not be the same as that of the file storage, which is also created by the setup program. After having changed the temp directory, all windream services have to be restarted, before changes become effective. Ensure during the determination of the directory that there will be enough hard disk space available. Please read the documentation of the windream server installation for more information on the size of file storages and temp directories (cf. system requirements). Global script directory In the area named Global script directory, the global directory for all scripts (Visual Basic or Java) available at the workstations is entered. This entry is set on the windream server by the system administrator. An additional local script directory can be entered at the workstations. In these directories, scripts are saved which are used during the definition of object types with the Layout Editor in the windream Management Console. Firstly, these scripts are searched in the local directory and then in the global directory. As default, global and local scripts should be saved in the Shell and Index folders. The Shell directory is used for scripts which are executed from the extended windream context menu. The Index folder is valid for scripts which are related to the indexing of objects. Entries in this field are made manually or over the standard dialog box Find Folder which is called up over the button. Paths linked to directories in the windream drive must be entered manually, because there is no windream drive available on the server. Other paths (that are for example linked to a directory on the file server), can be set over the file dialog for selection. The directory can be set in two different ways: With drive letter; Without drive letter.

245 Common 4-23 With drive letter Without drive letter In this case, either a general drive of a file server must be available at the workstations (clients), or if this path is linked to a directory in the windream drive all workstations must have configured the same drive letter for the windream drive (this is recommended in any case). In this case, the path is always linked to a windream directory, and all workstations can call up these scripts, even if the windream drive is configured with different drive letters there. Annotations Object type The object type which is used by windream for storing the annotations. This object type must exist in windream. If required, you will have to create a respective type with the windream Management Console (see also "Settings for administering annotations"). Annotation directory Here, you enter the root directory (without drive letter) in which windream shall save the annotations. The directory must be a directory in the windream drive. In order to enable windream to save the annotations there, you will have to create a directory in the windream drive with the name entered here, e.g. System\Annotations. Cache Here, the maximum number of connections maintained by the windream server can be configured, which are needed for the communication between the clients and the windream DMS Service. On reasons of system performance, a maximum number of connections to the database and to the ObjectStore can be entered here, which are always opened. If more connections are needed, windream opens further connections, independent of the number set. If no connections are needed, windream shuts down all connections except the number entered here. Further on, the maximum number of binary files can be entered, which are locally kept upright in the Cache. Thus, they do not have to be called up again from the ObjectStore. The number of database connections, ObjectStore connections, or binary files (original data of documents) entered here can vary according to the current configuration of the target system and according to the number of clients connected. Database connections Maximum number of open connections (sessions) to the windream database. If necessary, additional connections can be opened. After that, all connections are closed again except the number set here.

246 4-24 Common Objectstore connections Binary files Maximum number of started windream ObjectStore processes. If necessary, more processes can be started. After that, all processes are shut down again except the number set here. Maximum number of original files previously called up from the ObjectStore, which are locally kept upright in the Cache for renewed access. NLS With the Native Language support (NLS), windream offers an opportunity to administer translations of the interface elements in any language (see also chapter "National Language Support (NLS)" in chapter "windream Administration"). NLS can be administered with CSV-files and respective administration functions of the windream Management Console (WMC). Server NLS translations In order to use the NLS completely, you must enable option Use Server NLS (Licenece required). The translations will then only be displayed respectively after a language switch. Note: A separate licence is required for NLS, which can be purchased at windream GmbH or one of its partners. Language for local dialogs Here, you can change the language of the software interface elements concerning local windream dialog boxes. These are e.g. the dialogs of the windream configuration or of the windream Management Console. Preset is the language which has been determined in the setup program. You can change the language by entering the language ID, e.g. 7 for German or 9 for English. The ID can be detected from the dropdown list of the languages e.g. in the properties dialog of a language in the windream Management Console. Miscellaneous Enabling rights on document types, dropdown lists, attributes and other rights Standard SDK functions which request lists of objects will always return a complete list, even if 4.0 permissions are existing there. If the rights shall also be considered in these functions, this option must be disabled. windream internal functions of version 4.0 which display these types of lists (e.g. windream search, properties etc.) consider the rights indenepndently of this setting.

247 Common 4-25 This option should always be active. It can only be disabled, if external applications or implementations are existing which need the complete lists without rights. If administration rights on subscriptions shall be considerd (e.g. subscription visible for other users or changable by others), this setting MUST be enabled. Further information on subscriptions can be found under "Event service" in the windream administration description. In order to enable the settings which were changed, you will have to restart the windream DMS service. This can be executed via the windream service manager from the windream Control Center.

248 4-26 Licences Licences The licence data and the licence key can be displayed on the tab page Licence. The data can be edited when the licence entries are to be changed. Figure 4-10: windream configuration - licence Licence data Data set during the installation of windream, like user name, department and the name of a company as well as all further information of the licence key, are displayed. Either the respective

249 Licences 4-27 value (name, department, company, product version, valid through, number of users, etc.) or a brief note towards the respective category (user data, version number, date of expiry, licences, others) are displayed for each entry. Licence data should be checked after installation. If errors should have been made during the entry of the data, no entries will be visible except the user data, and an error message will be displayed when the licence tab page is called. You can correct the user data (if an error should occur) by opening the dialog box for editing the licence data with a double click on the user data folder. You can make the necessary entries in the fields of this dialog box. You can read in the licence data which you received from your partner by clicking the command button From file in the WMCustom.ini file. Key According to the present licence data, you will receive the licence key from the supplier or the partner where you purchased windream. You enter this key during the installation of windream. The licence key is displayed in the field Key. It can be changed. When the licence data is changed (for example increasing number of user licences), you will get a changed licence key which has to be entered and saved here. The old key is replaced by the current one. You can also read changed licence data from the WMCustom.ini file, which you received from your partner, by clicking the command button From file. Note: All entries are accepted in the field of the licence key. If the licence key is not valid, you cannot work with windream. To make sure that the licence key is valid after a change, the dialog box windream Configuration can be closed and started again. When the key is invalid, windream displays a respective message and you can correct your entry. When changing the tab page and choosing the tab page Licence again, you can also prove the validity of the licence key without closing the windream configuration. Button From file In windream version or higher, it is possible to directly read the licence key from the file containing the key.

250 4-28 Messages Messages The settings for the support, for problem analysis and problem-solving are executed on the tab page Messages. Figure 4-11: windream configuration - messages The tab page displays the areas Dialog, Error list and Debug. The settings exclusively serve for error logging, problem fixing, and problem-solving for the 3 rd level support. Generally, you should avoid changes of the default settings which were set by the setup program during installation.

251 Messages 4-29 Dialog The extended display of error messages is switched on and off by clicking Extended Error Option. The extended display presents additional information for a better localizing of occuring errors. By default, the option is switched off, because generally an extended display of error messages is not necessary. If the option is switched off, the error messages are displayed without additional information. In order to localize an error more exactly (for example to analyze whether it occurs on the client or on the server), the option can be switched on. In case that an error occurs, the same message is displayed with the additional Cancel button, which displays further information in the dialog box Error report:. Figure 4-12: windream Configuration Additional Informatin on Errors. In case of an error, additional information is displayed on the respective tab pages (Error Reporting). Save error reporting For error tracing, problem localising, and problem solving on the third level support, the error list displayed can be saved into a text file named WMTrace.txt. How to save an error report 1. Click Save. 2. Select the desired folder in dialog box Save as in which the WMTrace.txt file shall be saved.

252 4-30 Messages 3. Save the file by clicking the respective button. Debug outputs and levels for error tracing For improved error logging (debug), a program for recording the procedure steps of windream can be installed (Debug Viewer for Windows). The settings for displaying messages of the Debug Viewer are determined in the area Debug outputs and debug levels. These settings do not have any influence on the computer performance. They should only be used if the Debug Viewer is started. Output active Level (hex) All levels and level 1-5 As default, the option is switched off. With this option, the display of messages according to the level set in the Debug Viewer for error logging is switched on and off. Hexadecimal presentation of the log level, e.g. 1, if the option of all levels has been enabled. By enabling the check mark you can determine, up to which level program or error messages shall be displayed in the Debug Viewer. The higher the level is set, the more detailed the record in the dialog box of the Debug viewer will be. Note: The settings exclusively serve for error logging, problem-fixing and problem-solving for the 3 rd level support. Generally, the default settings made by the setup program during installation should not be changed. Debug level server-specific All settings in this section only serve for trouble shooting and error tracing. Changes should only be made if requested by the windream support. Level Different debug levels can be set here. DMS log Writes a DMS logfile to the directory displayed. User / group adjustment SystemLog Here, you determine the log level and the logfiles for the user and group adjustment function.

253 Messages 4-31 TCP trace options Trace options of the windream TCP service. The trace options determine the log levels. Preset is +fatal+error+warning. After having changed the options, it is required to restart the windream TCP-Service. You can stop and restart the service via the windream service manager from the windream Control Center. Note: The settings exclusively serve for error logging, problem-fixing and problem-solving for the 3 rd level support. Generally, the default settings made by the setup program during installation should not be changed. Activate settings now Via this button, you enable some configuration settings which have been changed previously. These could otherwise only be activated via a restart of the windream services. This function serves for trouble shooting and error tracing. Changes should only be made if requested by the windream support. It is not required to stop the windream services and to restart them.

254 4-32 Menu Menu The configuration of the context menu is executed on the tab page Menu. Figure 4-13: windream Configuration - Menu The windream context menu windream contains defined windream specific commands and can be extended by further user-defined menu entries. The menu options defined firmly cannot be modified. The user-defined commands are determined on the tab page Menu.

255 Menu 4-33 Note: A user-specific adjustment of the context menu can only be executed by a user who has been equipped with administrator rights. The settings are saved in the Windows Registry. If the right of writing is missing, som entries might only be viewed, bur will not be executable. Changes are not possible. User-defined commands in the result list tool bar User-defined commands can also be executed via the user tool bar in the result list of a windream client computer (see also "result list" in chapter "Retrieving documents" of the user documentation.). Note: In order to view a specific command icon in the tool bar, a respective icon file must exist. windream expects this file in the same directory in which the script is placed which is executed via this command. The file name must be the same as that of the script and must have a.ico extension, e.g.: <Script name>.ico If the application does not find an associated icon file, the system will use the default icons. Editing the context menu The tab page contains the list of the user-defined menu entries. You can add new menu entries or change and delete already existing entries over the respective buttons. Further on, you can determine the order of entries in the context menu. The user-defined menu commands appear below the menu item windream in the context menu of the Windows Explorer, and there below the commands which were set by windream. The determination and editing of the menu entries is executed in the dialog box Edit Context menu, which is openend over the buttons Add or Edit. Menu entry Command The name for the menu entry is edited in the field of the same name. The command is displayed in the context menu of this Windows Explorer as it was entered in the dialog box. Here, the action is determined which shall be executed with the corresponding menu command (for example a script). The entries in the field are either executed manually, or over the standard dialog field Open, which is called with the button:. Note: In the Menu Entry field, an input is necessary in any case. However, the Command field may remain empty if an action

256 4-34 Menu shall be defined later. In this case, windream displays an error message when this entry is called (Error while executing the script). This message is also displayed, if not a real script, but another action has been defined here (for example a DOS command). When editing the context menu, you may only enter names of scripts. You are not allowed to enter path names, as windream automatically searches for scripts in the local or in the global script directory. The maximum size of the Menu Entry field is limited to 255 characters. Changes will only become effective, if you close the dialog box for editing the context menu and save the configuration in the windream settings by clicking OK in the windream configuration dialog box. How to add a menu command to the context menu 1. On the tab page Menu in the windream configuration, you open the dialog box Edit Context menu by clicking Add. 2. Enter the name of the menu command to be added in the field Menu Entry. 3. In the field Command, you specify the action which shall be executed with the command. 4. Close the dialog box by clicking OK. A new entry is always inserted above the currently selected entry in the list. Note: The changes will only become effective when you close the dialog box Edit Context menu and save the changes in the windream configuration with OK or Apply. Note: It is not possible to create several menu entries under the same name. When trying to define an entry which already exists, windream will display a respective message. How to edit a menu command of the context menu 1. Choose the entry to be edited from the list. 2. Open the dialog box Edit Context menu by clicking Edit. 3. Enter the desired changes in the fields Menu Entry and Command. 4. Close the dialog box by clicking OK.

257 Menu 4-35 Note: The changes will only become effective when you close the dialog box Edit Context menu and save the changes in the windream configuration with OK or Apply. Note: It is not possible to create several menu entries under the same name. When trying to define an entry which already exists, windream will display a respective message. How to delete a menu entry from the context menu 1. Choose the entries to be deleted from the list. 2. Enable the Delete button to delete the entries from the list. Note: The changes will only become effective when you close the dialog box Edit Context menu and save the changes in the windream configuration with OK or Apply. Determining the order of the menu commands The following buttons are available for determining the order of the menu items: Moves the selected entry to the top position of the list. Moves the selected entry one line up. Moves the selected entry one line down. Moves the selected entry to the bottom of the list. How to determine the order of the commands in the context menu 1. Choose the entry to be moved in the list. 2. Place the menu command at the desired position by clicking the respective button. Executing a program (exe-file) from the windream context menu User-defined Visual Basic and Java scripts can be executed in the context menu of windream. If a program shall be run for a file selected in the windream drive ("exe-file"), the launch of this program has to be

258 4-36 Menu capsuled in a script file (see example code). For opening the file which has been selected in windream with "Notepad" for example, you proceed as follows: 1. Copy the example code into an empty text file which you have previously created with a text editor of your choice. 2. Save the file as start_notepad.vbs in the folder \Scripts\Shell of your windream Client installation or in the global script folder Shell. 3. Add a new menu entry to the dialog box windream Configuration, tab page Menu. 4. Enter the text Open with Notepad in the dialog box Edit menu, input field Menu entry, and enter the script name start_notepad.vbs in the input field named Action. 5. Apply the changes. After that, a text file previously selected in the windream drive is opened over the windream context menu by enabling the button Open with Notepad. Note: The file of the script can be named as you want. However, you will have to consider that the file is saved with the.vbs extension. Additionally, the filename has to be the same as has been defined for the entry of the context menu. For using an other program instead of Notepad, you replace the item %windir%\notepad.exe by the file name including the complete path of the program that shall be started. The term must be set in quotation marks. Note: It is not checked in the example script, whether the selected file can be started with the determined program. In certain cases, the program displays an error message if the file format is incorrect. A check is possible, but it requires experienced knowledge in programming. Example code: #Language <VBScript> 'windream script sample to start an application ("exe"- file) and parse 'the selected file as argument '****************************************************** ****************** Dim WM_File Dim WM_LoopPDObject Sub On_ContextMenu()

259 Menu 4-37 On Error Resume Next Call On_PreAction For each WM_LoopPDObject in WM_PDCollection WM_File = WM_LoopPDObject.aPath Call On_ItemAction Next Call On_PostAction End Sub Sub On_ItemAction() Dim WshShell Dim sprogcall On Error Resume Next sprogcall = "%windir%\notepad.exe" & " " & WM_DriveLetter & ":" & WM_File Set WshShell = CreateObject("WScript.Shell") If Err.Number <> 0 Then wderrhandler "CreateObject (" & Chr(34) & "Wscript.Shell" & _ Chr(34) & ") " Exit Sub Else WshShell.Run (sprogcall) If Err.Number <> 0 Then wderrhandler " " & sprogcall Exit Sub End If End IF End Sub '****************************************************** ****************** '****************************************************** ****************** Sub wderrhandler(sarg) Dim smesg smesg = "Systemfehler: " & sarg WM_MsgHandler.ComErrHRes = Err.Number WM_MsgHandler.ComErrDesc = Err.Description WM_MsgHandler.ShowError (smesg) End Sub '****************************************************** ******************

260 4-38 In/Out In/Out You can make default or pre-settings on tab page In/Out (at least windream SBX-version required). These settings are valid for the check-in, check-out as well as for the import and export functions. The settings can be made independently from each other. Figure 4-14: windream configuration In/Out Generally, a default setting has to be enabled with the respective checkmark in the corresponding checkbox named Active. If there is no checkmark in the box, windream will always offer the previous settings which had been made by a user.

261 In/Out 4-39 Dropdown list Type The dropdown list Type contains two elements (Check in/out and Import / Export). The settings of this tab page can be made separately for each list element. Thus, always different settings will be valid for checking in/out and exporting/importing objects. Note: Please read further information on these functions in chapter 5 of this documentation. Backup directory Backup copies of documents can be created when checking documents in or while importing them. The location at which these copies shall be saved can be determined via the respective field fro entering the backup folder. Determine a folder here or select a folder via button. If the option for creating a backup has been set on check-in or import processes, windream will create a folder for each document in this directory, in which the copies will be saved. If you have not determined a backup directory (default), folder WMCIBak will be created in the directory in which the documents have previously been checked out / exported. Open without request When checking out or exporting documents, you can determine that the documents shall be opened directly after the check out / export process. You can also decide whether a security question shall be displayed before opening a file. If you want to exclude specific filetypes from this process, you enter the respective file extensions in the respective field for opening the files without further request. Enter the file extension with all three letters, several filetypes are separated by commas. Wildcards are not supported. Examples: BMP, JPG, TIF. By default, no filetypes have been excluded. Outgoing documents (check out, export) In this group of the tab page, all default settings are made which refer to the check-out and export of documents. Field To Field for entering the path and the working folder to which documents will be saved during a check-out or export process outside the DMS. A dialog box is opened over the command button over which a path can be selected as default setting.

262 4-40 In/Out Include subfolders HTML index data XML index data Set ReadOnly flag If this checkmark is enabled, documents of the currently selected folder and all documents within subfolders will be checked out or exported recursively. Additionally to the check-out or export function, index data of all documents are saved to a HTML file (checkmark enabled). These files will be saved in the same directory in which the documents are placed, too. Additonally to the check out or export function, index data of documents can be saved in a XML file (checkmark enabled). XML files will be stored in the same directory in which the documents are placed, too. If this option has been enabled, the documents will be equipped with the read-only flag during a check out and export process. This means that the filesystem attribute ReadOnly will be set for the documents being checked out or exported. This protection will be removed again, if a check-out process is undone and if documents are checked in or imported. This option is not set by default (see also "Checking documents out and in" and "Exporting and importing documents" in the windream user guide). Note: Under specific circumstances, the editing of files may leasd to problems with other applications, if checked out or exported files have been equipped with the read-only flag. It may become necessary to remove the read-only flag temporarily. However, the read-only flag has to be set again before checking in or importing the files, as otherwise the check-in / import process will fail. Incoming documents (check-in, import) In this group of the tab page, all default settings are made which refer to the import or check-in processes of documents. As outgoing <path> From: <distinct directory> Include subfolders Make new version Documents are checked in / imported from that directory to which they had been checked out / exported. The documents are checked in / imported from one distinct directory determined by the user. Over the button, a dialog box can be opened over which a path is determined that is offered as default path. This entry will only be active if the From button has been enabled.. All documents will be checked in/imported which were placed in subfolders of the current path. A new version will automatically be created during the check-in/import of documents.

263 In/Out 4-41 Remove ReadOnly flag If the option for setting the read-only flag has been enabled, the option for removing the flag must also be set. Only then can the read-only protection be removed again during an undo check-out or check-in / import process. See also the description of the option for setting the read-only flag in chapter "Outgoing documents (check out, export)", p. 4-39).

264 4-42 Reporting Reporting windream will create logfiles on specific actions and procedures. These files contain information on the current status and the correct execution of a process, for example import and export, undo a checkout or delete and archive objects. The procedures of processes are logged in a separate file as a report, which among others also informs about possible errors. These files can be viewed during the process or after the process is complete. On the tab page Reporting of the windream Configuration you can make user-defined settings for taking up a protocol on specific actions. Among others, you determine for which actions a logfile shall be written, when the file shall be displayed and where it will be stored as default.

265 Reporting 4-43 Figure 4-15: windream Configuration - Reporting Dropdown list Report for User-specific settings for the reporting can be configured separately for each action. The dropdown list displays all actions for which a logfile can be written. After having selected an element from the list, you determine the settings in the groups Dialog and Logfile. Note: No reporting dialog box will be displayed for archiving and deleting objects (independent from the settings of the reporting tab page), as this function is executed with the Scheduled Tasks function, which is installed with the Internet Explorer.

266 4-44 Reporting Elements of dropdown list Report for Logfiles can be written for the following events: Adopt lifecycle rules Archive now. Archiving and deleting documents CheckIn Files CheckOut Files Create new version Delete documents Delete incl. previous versions Export objects Import objects Properties Remove edit lock Set edit lock Subscribe Thumbnail creation Undo check out Users and Groups View HTML Indexdata Note: You will find a detailed description of the events in the windream user guide. Show dialog Close automatically Dialog Enable this checkmark if a dialog box shall be displayed after having enabled an event of the dropdown list, which informs on the procedure of the action. The dialog box will be closed automatically after the process is complete, if this checkmark is enabled. Logfile Write protocol file If this option is enabled, a logfile will be written for each process as soon as a respective process is started. We recommend to enable this option. Append to existing file With this option, the current protocol will be attached to an already existing logfile. If the checkmark is disabled, a new protocol will be

267 Reporting 4-45 written each time a process is started, and the exisiting file will be deleted. We recommend to enable this option. Command button A dialog box is opened with this command button. Then, the path and the name of the reporting file are determined. A path can be selected separately for each action listed in the dropdown list. As default, the standard folder for storing logfiles is preset. This folder was set during the installation (<windreampath>\reporting). The protocol files are stored in this folder, but it can be changed. Logfiles will be saved in the CSV format and can be viewed or opened with Microsoft Excel or a word editor. As default, logfiles are stored with the following names: AdoptRules.log (apply life-cycle rules) CheckIn.log CheckOut.log UndoWorkLock.log WorkLock.log WMCExplorer.log Thumbnail.log ArchiveAndDelete.log (archiving and deleting documents) ArchiveNow.log (archive immediately) DelPreVersion.log (delete including previous version) Export.log (export objects) Import.log (import objects) ExportHTML.log (show HTML index data) MakeVersion.log (create new version) Properties.log (properties) Subscribe.log (subscriptions) UndoCheckOut.log UserGroup.log (users and groups). How to determine settings for the logfile of an event 1. Open the windream Configuration with the command Configuration of the windream Control Center. 2. Switch to the tab page Reporting. 3. Select the desired event from the dropdown list Report for, for which a logfile shall be written. 4. Enable the checkmark Show Dialog, if the logfile shall be displayed during the process.

268 4-46 Reporting 5. Enable the checkmark Close automatically, if the dialog box shall be closed after the process is complete. 6. Enable the checkmark Write protocol file, so that a file will be written for each event determined in the list (recommended). 7. Enable the checkmark Append to existing file, if the existing logfile shall be extended by each new entry (recommended). 8. If necessary, change the folder and the name with which the logfile will be saved. 9. Confirm your entries with OK or Apply.

269 5 windream Service Manager, System Monitoring and Further Services

270

271 windream Service Manager 5-1 windream Service Manager This chapter contains a detailed description of further windream services and modules. It describes the windream service manager (p. 5-1) and the windream Agent, the service which forwards documents to the DMS to archive them. We will also explain how to create and administer thumbnails and the settings for administering annotations (p. 5-12). The windream System Monitoring is explained on p The integrated windream Service Manager offers the supervision of all windream services and allows to start and close specific services manually. Additionally, it informs an authorized system administrator on the current status of a service. The Service Manager is installed with the windream server and can be started from the windream Control Center. Note: As the Service Manager is a server-based application, it cannot be installed on a Client. How to start the windream Service Manager 1. Open the context menu of the windream Control Center by clicking the right mouse button on the windream icon in the System Tray. 2. Click command Service Manager. The dialog box windream Service Manager is opened. Administration of windream services windream Service Manager administers all services provided by a local server (meaning the server on which the manager is installed). These services are: windream ObjectStore Service, windream DMS-Service, windream TCP Service, windream Fulltext Service windream Thumbnail Service and windream Event Service windream Agent. In the dropdown list Services of the Service Manager, the respective services are displayed in this specific order. If the services are to be closed (for example after having made changes on document types), the services have to be closed in the exact order which the Service Manager

272 5-2 windream Service Manager offers in the list. If the Services are started again, the order is contrary to that of the list. Note: Please read further information on the respective windream services in the corresponding chapters of this documentation. How to check, start or close a service 1. Select a service from the dropdown list Services. 2. Enable the Start button to start the service you have selected, or click Close to shut down an active service. 3. Optional: Enable the checkmark Start Service automatically, if the current service shall be started automatically on the next reboot of the server. The current status of a service is indicated next to the windream icon in the dialog box. Additionally, a comment in the status bar of the dialog box informs you on the current status of the service. If a service has not been disabled via Service Manager, but via the Windows Control Panel, this is also indicated in the status bar. In this case, the command buttons Start, Close and Start Service automatically will be disabled. Additionally, the status bar displays a message, if a service has been stopped over the Control Panel. In this case the Service Manager will not display an icon in its dialog box, and the service can only be closed over the respective command button. Note: A service cannot be stopped with the Service Manager, but only be started or closed. Stopping a service is only possible over the Control Panel. The contents of the status bar will be refreshed after each entry of the user.

273 windream Agent 5-3 windream Agent windream Agent is a service program which executes two tasks. On the one hand, it manages the document transfer to the windream archive. On the other hand, the agent starts the deletion process for documents whose archiving period is over. A basic requirement for using the Agent is to have the Internet Explorer 5.0 installed by Microsoft, as the Internet Explorer (version 5.0) provides the Task Scheduler, which is needed to execute scheduling functions. An authorized system administrator can determine over the Task Scheduler (function Scheduled Tasks), when or in what periods of time the Agent is started for transfering documents to the archive area or for deleting documents. Note: The archiving process is preferred compared to the deleting process. It is not possible to create two separate schedules, as the Agent always executes tasks in this prescribed order. The Scheduled Task function is an additional program which is delivered with the Microsoft Internet Explorer 5.0. Thus, please read further information in the Microsoft documentation. Access to the windream Agent The service program windream Agent is installed with the windream server applications. The Task Scheduler is a program which is supplied with Microsoft Internet Explorer 5.0. Thus, ensure that this version of the Internet Explorer is installed on your system. Access to the Agent is achieved over the folder Scheduled Tasks which can be enabled from the Windows Explorer or over the Desktop. A basic requirement is that the user is logged on as administrator at the windream server and is equipped with the necessary admin rights. Access is possible from each connected Client on which the Scheduler is installed. How to determine the settings for archiving and deleting objects 1. Switch from your desktop to the folder Scheduled Tasks. 2. Double click the entry Archive and delete windream objects in the Explorer listview. 3. Make the necessary settings for archiving and deleting objects on the tab pages Task, Schedule and Settings. 4. Confirm your entries with Apply or OK.

274 5-4 windream Agent Note: The Scheduler is a program which is supplied with Microsoft Internet Explorer 5.0. Please read the respective Microsoft documentation for further details and on how to make correct settings on the tab pages. Task The tab page Task provides general settings for executing the service. The name and the path are displayed here. The path tells you where the current task is saved. Schedule The tab page Schedule provides settings for the intervals, within which the Agent will be started. The current schedule is indicated next to the windream icon. Advanced The tab page Advanced presents settings for advanced schedule options. You can enter additional data here which refer to the starting date and the end of the task as well as to the repetition of the planned task. Repeat task Enter the data which is necessary for the repetition of the task. Settings This tab page provides settings referring to the end of the task, the ideal times and the power management. Logfile All processes which the windream Agent executes are saved in a logfile named ArchiveAndDelete.log. As default, this file is placed in the directory C:\Program Files\windream GmbH\windream\Reporting. Besides the listing of all executed processes, the logfile also contains a summary of all results. Here, possible errors are taken up and summarized, too. Thus, we recommend to regularly check the logfile on errors, in order to be able to recognize errors as soon as possible and to avoid them.

275 windream Agent 5-5 Note: Detailed settings of the logfile can be made on the Report tab page of the windream configuration. There, you select the entry Archive and Delete Documents from the dropdown list Report for. You will get further information on the settings of the Report tab page in chapter 6 of this documentation Important notes on creating a schedule Please urgently ensure that the settings on the tab pages Task, Schedule, Advanced and Settings do not lead to an incorrect cancellation of the archiving and deleting processes. Additionally, incorrect settings may lead to errors, for example that the service is not started correctly at the preset time. Especially check the correct settings of the following options: Check the correctness of the entries according to the user account on the tab page Task, with which the service shall be started; Enable the checkmark Enabled (scheduled task runs at specified time) so that the task will be executed according to your schedule; Check the correct entries of the beginning and the end of the task in the dialog box Advanced Schedule Options. The end date defines the date after which the task will not be executed any more and will have to be planned again; Additionally check all time entries concerning the repetition of tasks and the idle times; If necessary, disable the checkmark Delete the task if it is not scheduled to run again (tab page Settings), so that the existing task can be planned again when the end date has come. Otherwise it will be deleted automatically; Regularly check the logfile on errors. Note: As the Scheduler is a program supplied with Microsoft Internet Explorer 5.0, we additionally recommend to read the respective documentation provided by Microsoft carefully in order to avoid incorrect settings.

276 5-6 Thumbnail views for documents Thumbnail views for documents windream allows to generate and view thumbnails of documents on a windream server (version or higher). Thumbnails can be generated for any document stored in windream automatically or manually. Further on, viewing and generating thumbnails manually can also be executed via a windream Client computer using a command of the context menu from the Explorer or from the result list of a conducted windream search. Thumbnails can be viewed as HTML pages generated by windream with a normal Internet Browser (for example Microsoft Internet Explorer, Netscape Navigator or Opera). Note: A separate licence is required for generating and viewing thumbnails. Starting the creation process for thumbnails The thumbnails are created by a windream Service. Starting and stopping the Service is either executed via command windream Thumbnail Service from the dropdown list named Service of the windream Service Manager, or manually from the configuration dialog of tab page windream Thumbnails (see below). Storage of thumbnail files windream stores all generated thumbnail files in the bitmap format, and each thumbnail file occupies 15 KB storage capacity. All thumbnails are stored in a separate windream folder respectively in subdirectories of this folder and - by default are assigned to the document type named Thumbnail, which is available as an XML-file (Thumbnail.xml) on the installation CD. The thumbnail object type can be imported into an existing windream system with this file including the indices determined for this type. The thumbnails generated are always equipped with the rights which are also valid for their original documents from which they have been generated. No fulltext will be created for thumbnails. Folder structure of thumbnail files When configuring the thumbnail service, the main directory in the windream drive must first be determined, in whose subfolders the thumbnails files shall be stored (for example w:\system\wmthumbs). Below this folder, windream will create a directory structure of subfolders (100 x 100) with the following structure:

277 Thumbnail views for documents 5-7 <Thumbnail_main_directory> \00\00... \99\99. Configuration of the service on the windream server The following steps must be executed when configuring the Service: 1. Before generating thumbnails, the main directory in the windream drive must first be created in whose subfolders the thumbnails shall be stored (default: System\WMThumbs). This directory will later contain the subfolders for the thumbnail file storage. 2. The main directory for thumbnail storage must be equipped with the Hidden flag. 3. If further users shall also generate thumbnails, these users must have the right of writing. Otherwise, the right of writing will only be set for the windream mainuser, all other users will only receive the right of reading. 4. The Thumbnail object type must be imported into windream from file Thumbnail.xml (alternative: manual setting, see below). Manual configuration of an object type for thumbnail files It is possible to create and configure an object type for thumbnail files which is different from the one provided by default. If a different object type is selected, it must first be create in the windream Management Console with the following indices: sztext25 (char 128), dwinteger21, dwinteger22, dwinteger23, dwinteger24. Further information on creating an object type can be found in the respective chapters of this documentation. Settings on tab page windream Thumbnails The configuration of the object type and the indices to be used is executed in the configuration dialog named windream Thumbnails, which is launched via a double click on file WMThmbCf.exe from the windream program directory.

278 5-8 Thumbnail views for documents Figure 5-1: Settings for the thumbnail generation The following settings can be made on this tab page: Group Storage In this group you determine the main directory, in whose subdirectories the thumbnails will be saved. Document type Column is used for windream column name Group Indexing Contains the name of the document type which shall be assigned to the thumbnails (default: Thumbnail) Dropdown list for selecting a file attribute which shall be used for indexing. Indicates the name of the index in the windream database column (depending on the selection of a respective entry in dropdown list Column is used for...). Group Filetypes In this area, the filetypes are determined for which thumbnails shall be created. Filetypes which are not part of this list will not be considered for creating thumbnails. The configuration is valid for each filetype selected in the list and can be adjusted separately for each type.

279 Thumbnail views for documents 5-9 Dropdown list for filetypes Creation for files changed at a specific date or afterwards Bitmap width Bitmap height Bitmap color depth Distance from outer border No inner frame Reset The dropdown list for registered filetypes can be extended via command button New. Button Delete will remove an existing entry from the list. We recommend to restrict the list to those formats which are generally needed, as the generation of thumbnails for ALL filetypes requires about 1.5 seconds per document and thus will occupy ennormous system resources. The generation of thumbnails will only be executed for documents which have been changed at a specific date or after this date. Determines the width of a thumbnail (for viewing in an HTML page in the Internet Browser). Determines the height of a thumbnail (for viewing in an HTML page in the Internet Browser). Determines the color depth with which the thumbnail of a document will be displayed. Determines the space from the outer margin of the HTML page. No inner frame will be displayed on the generated HTML page, if this box is checked. Resets the entries to the default values.

280 5-10 Thumbnail views for documents Automatic search Only for selected filetype Use file list / from file list Group Creation Enables the system to automatically search for documents for which thumbnails shall be created on the basis of the current configuration settings. A generation will only be executed for the specific filetype determined in the dropdown list. Thumbnails can also be created from a file list which is created as a textfile (format *.lst) and which contains the names and paths of the files for which a creation shall be executed. Each line of the textfile consists of a string of characters (for example a consecutive number or a date), the path and the filename of the respective document. The list is stored in *.lst format as a textfile. Example Example for a file list: 001; \MyThumbs\pic1.bmp 002; \MyThumbs\pic2.bmp 003; \MyThumbs\pic3.bmp. End of example The generation of the thumbnails is executed via command button Start. The status of the current generating process can be checked and stopped with the respective command buttons. Reporting files and error management A reporting file will be written for the thumbnails created and an error file for documents from which no thumbnails could be generated. For these documents, the generating process can be initiated once again manually. Entries in the Windows Taskmanager for automized creation of thumbnails The creation of thumbnails can be automized. Thus, a process is defined in the Windows NT Taskmanager which runs as a scheduled task. The scheduled task must contain specific information which are listed below as an example: Name: windream Thumbnail auto creation Schedule: Once a day (e.g. at 22:00)

281 Thumbnail views for documents 5-11 Execute: C:\winnt\system32\wscript.exe "<windream_installation_directory> \startcrawl.vbs" Run as: windream mainuser. As the generating process occupies system resources, we recommend to run the process in times of minimum system utilization (for example at night). Display and creation of thumbnails on a windream client computer Authorized users can create and display thumbnails on a windream Client computer manually. The basic requirement for this is that the script named CreateThumbs.vbs is available and can be executed. In order to create thumbnails, the desired files must first be selected in the Windows Explorer. The display and the creation of thumbnails is executed via the commands Create thumbnails and Show thumbnails from the windream context menu of the selected files. Created thumbnails are always displayed with the default settings for width, height, color depth and frame. In addition, it is also possible to configure the thumbnail creation on a Client computer. Thus, file WMThmbCf.exe must be copied to the Client and must be executed from there. The configuration settings will then be stored in the local Registry of the Client computer. Thus, individual and Client-specific generating processes can be executed.

282 5-12 Settings for administering annotations Settings for administering annotations In the windream DocView document preview module, users can enter annotations (comments) on currently loaded documents. The annotations are saved in the same way as windream documents. Access to annotations is controlled via the windream rights. This ensures that only those users can edit or read comments who have been authorised to do so. windream directory Document type Requirements Just like thumbnails, annotations are saved in a subdirectory of the windream drive. This directory must be existing and must be accessible to all authorized windream users. It must have been registered in the Windows Registry under key CommonFiles\AnnotationDir. Further on, a document type is required which is assigned to the annotations. You can either create it manually or import the document type named "Annotation", which is supplied on the installation CD as XML-file (Annotation.xml). It is installed by default (directory windream in the program directory of the windream installation. The object type can be imported into an exsiting windream system with its indices. The directory and the document type to be used must be determined in the windream configuration on the windream server. Directory for annotation storage windream saves the annotations in the determined directory of the windream drive under an automatically created name with extension.waf. All annotations will be saved in subdirectories of this windream folder, and a document type named Annotation will be assigned. By default, generated annotations are equipped with the rights which have also been assigned to the original documents to which they refer. These rights can be changed via the properties of the annotation window. Folder structure of annotation files First, the main directory of the subfolders in which the annotations shall be saved in the windream drive must be entered (e.g. w:\system\annotations). Under this folder, windream creates a directory structure of 10,000 subfolders (100 x 100) with the floowing structure:

283 Settings for administering annotations 5-13 <main directory > \00\00... \99\99. Configuration for administering annotations on the windream server In order to be able to capture and administer annotations, the following settings must be made: 1. First, the main directory in the windream drive must be created in which the system will create the subfolders for annotation storage (e.g. System\Annotations). All authorised windream users must have been equipped with reading and writing access rights on this folder. 2. The directory and the document type to be used must be entered in the windream configuration on the windream server (tab page Common). If required, you will have to update the settings (using button for activating settings now) on the Messages tab page). 3. Object type Annotation must be imported from file Annotation.xml into windream using the windream Management Console (or create the object type manually, see below). The procedure of how to create an object type can be found under "Importing and exporting object types" in the "Administration" chapter. Manual configuration of an object type for annotations It is also possible to use a different object type for annotations. If another object type is selected, this type must first be created in the windream Management Console with the following indices: Name Column Type Size Creator szcreatorname String 255 Changed decchangedtime Date & time 14 Manual fulltext ftmanualfulltext Fulltext 0 String00 sztext00 String 512 String01 sztext01 String 512 Integer00 dwinteger00 Number 0 Integer01 dwinteger01 Number 0 Integer02 dwinteger02 Number 0 Integer03 dwinteger03 Number 0 Integer04 dwinteger04 Number 0

284 5-14 Settings for administering annotations Name Column Type Size Integer05 dwinteger05 Number 0 Integer06 dwinteger06 Number 0 Integer07 dwinteger07 Number 0 Integer08 dwinteger08 Number 0 Table 5-1: Object type-specific indices of the annotation object type Figure 5-2: Object type annotation Further information on creating an object type can be found in the respective chapters of the administration guide.