Server Administration Utility User Guide

Transcription

1 Autonomy Records Manager Server Administration Utility User Guide Release August 2012 Document Revision 3

2 Notice This documentation is a proprietary product of Autonomy and is protected by copyright laws and international treaty. Information in this documentation is subject to change without notice and does not represent a commitment on the part of Autonomy. While reasonable efforts have been made to ensure the accuracy of the information contained herein, Autonomy assumes no liability for errors or omissions. No liability is assumed for direct, incidental, or consequential damages resulting from the use of the information contained in this documentation. The copyrighted software that accompanies this documentation is licensed to the End User for use only in strict accordance with the End User License Agreement, which the Licensee should read carefully before commencing use of the software. No part of this publication may be reproduced, transmitted, stored in a retrieval system, nor translated into any human or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual or otherwise, without the prior written permission of the copyright owner. This documentation may use fictitious names for purposes of demonstration; references to actual persons, companies, or organizations are strictly coincidental. Trademarks and Copyrights Copyright 2012 Autonomy Corporation plc and its affiliates. All rights reserved. Audit Center, Autonomy Consolidated Archive, Autonomy Express Search, Autonomy imanage ConflictsManager, Autonomy imanage RecordsManager, Autonomy Interaction Control Element (ICE), Autonomy Message Manager, Autonomy Notification Server, Autonomy Records Manager, Autonomy Windows Extension, DeskSite, Connected Backup, Digital Safe, Digital Supervisor, EAS On-Demand, EAS, Enterprise Archive Solution, FileShare, FileSite, imanage WorkSite MP, imanage WorkSite, imanage, Interwoven, Introspect, LiveVault, Meridio, OffSite, Scrittura, WorkDocs, WorkPortal, WorkRoute, WorkSite MP, WorkSite, WorkTeam, Zantaz, and all related titles and logos are trademarks of Autonomy Corporation plc and its affiliates. Microsoft is a registered trademark, and MS-DOS, Windows, Windows 95, Windows NT, SharePoint, and other Microsoft products referenced herein are trademarks of Microsoft Corporation. UNIX is a registered trademark of The Open Group. AvantGo is a trademark of AvantGo, Inc. Epicentric Foundation Server is a trademark of Epicentric, Inc. Documentum and eroom are trademarks of Documentum, a division of EMC Corp. FileNet is a trademark of FileNet Corporation. Lotus Notes is a trademark of Lotus Development Corporation. mysap Enterprise Portal is a trademark of SAP AG. Oracle is a trademark of Oracle Corporation. Adobe is a trademark of Adobe Systems Incorporated. Novell is a trademark of Novell, Inc. Stellent is a trademark of Stellent, Inc. All other trademarks are the property of their respective owners.

3 Notice to Government End Users If this product is acquired under the terms of a DoD contract: Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of Civilian agency contract: Use, reproduction or disclosure is subject to (a) through (d) and restrictions set forth in the accompanying end user agreement. Unpublished-rights reserved under the copyright laws of the United States. Autonomy, Inc., One Market Plaza, Spear Tower, Suite 1900, San Francisco, CA , US. Acknowledgments RSA Data Security, Inc. MD5 Message-Digest Algorithm; zlib general purpose compression library, Jean-loup Gailly and Mark Adler; Info-ZIP, more information at ftp://ftp.info-zip.org/pub/infozip/license.html; HTML-to-RTF Pro DLL SautinSoft.

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5 Contents Chapter 1: About This Guide 11 Documentation Updates Autonomy Product References Autonomy Customer Support Contact Autonomy Document Revision History Chapter 2: Introduction 15 About Autonomy Records Manager About the Autonomy Records Manager Server Administration Utility Chapter 3: Remote Autonomy Records Manager Servers 17 Registering Remote Autonomy Records Manager Servers Add a New Computer About Copying the Server Administration Utility Chapter 4: Autonomy Records Manager Server Administration Utility Interface 19 About the Server Administration Utility Interface Chapter 5: RM COM Applications 25 About RM COM Applications Working with RM COM Applications RM COM Server Properties Dialog WinHttp Timeout Considerations Chapter 6: Registered RM Databases 31 About Registered Autonomy Records Manager Databases Autonomy Records Manager Server Administration Utility User Guide 5

6 Contents Working with Registered Autonomy Records Manager Databases Database Alias Registration Considerations Register a Database Alias Edit Database Connection Information Delete Database Connection Information Database Properties Dialog User Account Selection Dialog Define an Explicit Login Add a Centera Device to a Database Edit a Centera Device About Configuring IDOL Add an IDOL Instance IDOL Instance Properties Edit the Properties of an IDOL Instance Assign a Context Index Location to a Repository or Profile Edit Repository Parameters Autonomy Records Manager IDOL Integrity Check Configure and Generate Triggers for DMS Synchronization Access Autodeclaration Rules Options COM Setup COM Setup General Tab DMS Integration Integrations Tab Chapter 7: Database Repositories 71 About Database Repositories Working with Database Repositories Supported Repositories Add New Repository Dialog Assign a Default Repository Repository Assignment Dialog Chapter 8: Scheduled Jobs 79 About Scheduled Jobs Working with Scheduled Jobs Define New Job Dialog Chapter 9: RM Services 83 Autonomy Records Manager Services Common Terminology Autonomy Records Manager Services Task Bar Menu Indexer Service Autonomy Records Manager Server Administration Utility User Guide

7 Contents Indexer Properties Dialog Working with Indexer Service Repositories Index for Database Properties Dialog Schedule the Indexer Service Run an Indexer Service Instance Manually Assign a Context Index Location from the Indexer Service Node Application Service Autonomy Records Manager Application Service Properties Dialog Retention Services Working with Retention Services Schedule a Retention Service Run a Retention Service Manually Edit Retention Service Properties Dialog Mark an Inspector Job for Automatic Processing Butler Services Set Common Properties for All Butler Services Options for Managing a Butler Service Common Properties Tabs for Each Butler Service The Butler Service The Courier Service The Janitor Service The Labeler Service The Porter Service The Reporter Service Repository Management Service Working with Repository Management Service Repositories Edit Repository Management Service Dialog Managed Repository Properties Dialog Schedule the Repository Management Service Run the Repository Management Service Manually Hash Options for the Repository Management Service How Repository Management Service Hash and Repository Hash Work Together Exchange Services Working with Exchange Services Exchange Rules Create a New Exchange Rule Exchange Rules Configuration Dialog Exchange Rule Definition Dialog Exchange Rule Value Definition Create a New Exchange Service Instance Create New Exchange Service Dialog Modify Exchange Service Dialog Autonomy Records Manager Server Administration Utility User Guide 7

8 Contents Advanced Exchange Service Settings Exchange Service Scheduling Schedule an Exchange Service Run an Exchange Service Manually Domino Services Working with Domino Services Lotus Domino Service Properties Dialog Modify Domino Service Dialog Create a New Domino Service Instance The Create New Domino Service Dialog Schedule a Domino Service Run a Domino Service Manually Synchronization Services Working with Synchronization Service Repositories Synchronization Service Properties Dialog Schedule a Synchronization Service Run a Synchronization Service Manually Chapter 10: Websites 153 About the Websites Node Download Crystal Reports Crystal Reports Actions Menu Install Crystal Reports Uninstall Crystal Reports Export Crystal Reports Import Crystal Reports Website Configuration Error and ASP.NET Version Fix Website Failure to Launch Manage Web Applications in the Server Administration Utility Install/Manage Virtual Directory Dialog Configure a Virtual Directory for Web Applications Chapter 11: System Analysis 161 Working with the System Analysis Chapter 12: RMA-to-RMA Transfer 163 About Transferring Records from Autonomy Records Manager Hierarchy and Transfer Considerations How You Configure RMA Transfer How Mappings Work for RMA Transfer Export Structure for XML Files Autonomy Records Manager Server Administration Utility User Guide

9 Contents RMA Transfer Configuration Dialog Specify Media Type Alerts for Export Jobs Customize Retention Type Labels RMA Export Dialog Export Records RMA Import Dialog Import Records How You Edit Schema to Configure Mapping Syntax for Attribute Mapping Export or Import the Binary File of a Record About Collecting Binaries from SharePoint Records Export or Import Supplemental Markings How You Capture Attachment Information How You Capture Disposition Information Index 181 Autonomy Records Manager Server Administration Utility User Guide 9

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11 Chapter 1: About This Guide This guide is for Autonomy Records Manager records administrators. It is intended for readers who are familiar with concepts related to configuring and using the Autonomy Records Manager Server Administration utility. This section contains the following topics: Documentation Updates (see page 11) Autonomy Product References (see page 12) Autonomy Customer Support (see page 13) Contact Autonomy (see page 13) Document Revision History (see page 14) Documentation Updates The information in this guide is current as of Autonomy Records Manager Version The content was last modified 07 August You can retrieve the latest available product documentation from Autonomy s Knowledge Base on the Customer Support Site. A document in the Knowledge Base displays a version number in its name, such as IDOL Server 7.5 Administration Guide. The version number applies to the product that the document describes. The document may also have a revision number in its name, such as IDOL Server 7.5 Administration Guide Revision 6. The revision number applies to the document and indicates that there were revisions to the document since its original release. It is recommended that you periodically check the Knowledge Base for revisions to documents for the products your enterprise is using. To access Autonomy documentation 1. Go to the Autonomy Customer Support site at 2. Click Login. Autonomy Records Manager Server Administration Utility User Guide 11

12 Chapter 1: About This Guide 3. Enter the login credentials that were given to you, and then click Submit. The Knowledge Base Search page opens. 4. In the Search box, type a search term or phrase. To browse the Knowledge Base using a navigation tree only, leave the Search box empty. 5. Ensure the Documentation check box is selected. 6. Click Search. Documents that match the query display in a results list. 7. To refine the results list, select one or more of the categories in the Filter By pane. You can restrict results by Product Group. Filters the list by product suite or division. For example, you could retrieve documents related to the imanage, IDOL, Virage or KeyView product suites. Product. Filters the list by product. For example, you could retrieve documents related to IDOL Server, Virage Videologger, or KeyView Filter. Component. Filters the list by a product s components. For example, you could retrieve documents related to the Content or Category component in IDOL. Version. Filters the list by product or component version number. Type. Filters the list by document format. For example, you could retrieve documents in PDF or HTML format. Guides are typically provided in both PDF and HTML format. 8. To open a document, click its title in the results list. To download a PDF version of a guide, open the PDF version, click the Save icon in the PDF reader, and save the PDF to another location. Autonomy Product References This document references the following Autonomy products: Autonomy Records Manager Autonomy Consolidated Archive (ACA) Enterprise Archive Solution (EAS), formerly Zantaz 12 Autonomy Records Manager Server Administration Utility User Guide

13 Autonomy Customer Support Autonomy Customer Support Autonomy Customer Support provides prompt and accurate support to help you quickly and effectively resolve any issue you may encounter while using Autonomy products. Support services include access to the Customer Support Site (CSS) for online answers, expertise-based service by Autonomy support engineers, and software maintenance to ensure you have the most up-to-date technology. To access the Customer Support Site, go to The Customer Support Site includes: Knowledge Base: The CSS contains an extensive library of end user documentation, FAQs, and technical articles that is easy to navigate and search. Case Center: The Case Center is a central location to create, monitor, and manage all your cases that are open with technical support. Download Center: Products and product updates can be downloaded and requested from the Download Center. Resource Center: Other helpful resources appropriate for your product. To contact Autonomy Customer Support by or phone, go to Contact Autonomy For general information about Autonomy, contact one of the following locations: Europe and Worldwide autonomy@autonomy.com Telephone: +44 (0) Fax: +44 (0) Autonomy Corporation plc Cambridge Business Park Cowley Road Cambridge, CB4 0WZ United Kingdom North and South America autonomy@autonomy.com Telephone: Fax: Autonomy, Inc. One Market Plaza Spear Tower, Suite 1900 San Francisco, CA USA Autonomy Records Manager Server Administration Utility User Guide 13

14 Chapter 1: About This Guide Document Revision History Document Revision Release Date Notes 3 August 2012 Format revisions, chapter number revisions, added About This Guide chapter, other minor revisions. Added information about downloading Crystal Reports. 2 June 2011 Added IDOL integrity check information. Added File To Button Label to COM Setup General tab. option to Auto Declaration Folder Indicator. 1 March 2011 Added information about marking an Inspector job for automatic processing. Revised WinHttp Timeout considerations. October 2010 Autonomy Records Manager Autonomy Records Manager Server Administration Utility User Guide

15 Chapter 2: Introduction This section contains the following topics: About Autonomy Records Manager (see page 15) About the Autonomy Records Manager Server Administration Utility (see page 15) About Autonomy Records Manager Autonomy Records Manager is the enterprise records management solution for managing all your records, whether electronic or physical, using the latest barcode, internet, and relational database technologies. Autonomy Records Manager manages the lifecycle of records for your organization, from creation through final disposition. Autonomy Records Manager tracks records whether they are in paper or electronic form, in files, in boxes, on-site, or in off-site storage from creation through final disposition. Use Autonomy Records Manager to capture and maintain authentic, reliable, and usable records; and to protect the integrity of those records for as long as required. About the Autonomy Records Manager Server Administration Utility The goals of the Autonomy Records Manager Server Administration utility are to perform the following: Provide unified database connection string management Improve service account management Create a single location for configuring various Autonomy Records Manager services Provide options for remote administration Introduce awareness of server/service topology Autonomy Records Manager Server Administration Utility User Guide 15

16 Chapter 2: Introduction The Server Administration Utility, carmserveradmin.exe, provides a single administrative console for configuring Autonomy Records Manager components on the application server. This interface incorporates administrative functions that let you enroll, configure, and manage Autonomy Records Manager servers and services such as COM+ services, database registration, repository management, integrations, and auto declaration rules. Features of this utility include configuration functionality for the following components: RM COM Applications Registered RM Databases RM Repositories Scheduled Jobs RM Services Websites System Analysis 16 Autonomy Records Manager Server Administration Utility User Guide

17 Chapter 3: Remote Autonomy Records Manager Servers This section contains the following topics: Registering Remote Autonomy Records Manager Servers (see page 17) Add a New Computer (see page 18) About Copying the Server Administration Utility (see page 18) Registering Remote Autonomy Records Manager Servers When you open the Autonomy Records Manager Server Administration utility for the first time, the interface automatically shows the Autonomy Records Manager components that are available on the computer on which the utility is running, My Computer. You can add additional computers to the utility by registering and initializing remote Autonomy Records Manager servers. For more information about registering a remote Autonomy Records Manager server, see Add a Computer. For each registered computer, the utility lets you view and administer all installed Autonomy Records Manager components, register databases, and manage repositories. Installed components include COM Applications, Autonomy Records Manager Services, Scheduled Jobs, and Websites. More information: Add a New Computer (see page 18) Autonomy Records Manager Server Administration Utility User Guide 17

18 Chapter 3: Remote Autonomy Records Manager Servers Add a New Computer You can add computers to the utility by registering and initializing a remote Autonomy Records Manager server. To add a new computer 1. Select the Computers node and click the Actions picklist. A context menu appears. 2. Select Add New Computer The Add Computer dialog appears. 3. Enter a computer name or click Browse to find a computer in the Computer Selection dialog that appears. 4. Click OK. The new computer is added to the Autonomy Records Manager Server Administration utility interface. 5. Select the new computer node. The new computer is initialized. More information: Registering Remote Autonomy Records Manager Servers (see page 17) About Copying the Server Administration Utility You can run the Server Administration utility on a machine without installing the full Autonomy Records Manager application server. You can copy the executable file, CARMServerAdmin.exe, from the machine where the server was installed to another machine. The executable file is in the following default location on the server: C:\Program Files\Autonomy\Autonomy Records Manager\Bin\CarmServerAdmin 18 Autonomy Records Manager Server Administration Utility User Guide

19 Chapter 4: Autonomy Records Manager Server Administration Utility Interface This section contains the following topics: About the Server Administration Utility Interface (see page 19) About the Server Administration Utility Interface The Autonomy Records Manager Server Administration utility interface contains several menus that are useful for configuring the utility. The utility interface contains the information bar, the menu bar, the tool bar, and the status bar. The Autonomy Records Manager Server Administration utility information bar contains the following options: View Current Log The View Current Log option opens the Autonomy Records Manager Server Administration utility log file in Notepad. Send Status The Send Status option opens the Report System Status dialog. The Report System Status dialog shows every Autonomy Records Manager server that is registered in the Autonomy Records Manager Server Administration utility and lists all of the available Autonomy Records Manager server log files. You can select a log file and the file to a specified recipient. Autonomy Records Manager Server Administration Utility User Guide 19

20 Chapter 4: Autonomy Records Manager Server Administration Utility Interface Exit The Exit option closes the Autonomy Records Manager Server Administration utility. The Autonomy Records Manager Server Administration utility menu bar contains the following options: Action The Action menu contains the following options: Refresh View Current Log View Log File Reset Current Log Exit Expand/Collapse Groups Help The Expand/Collapse Groups menu contains the following options: Expand This Group Collapse This Group Expand All Groups Collapse All Groups The Help menu contains the About option and the Server Administration Utility User Guide in HTML format. You can select the About option to view information about the Autonomy Records Manager Server Administration utility, open the Autonomy technical support site, and view system information. The Autonomy Records Manager Server Administration utility tool bar contains the following options: Refresh The Refresh option updates the Autonomy Records Manager Server Administration utility to reflect the most current utility information. 20 Autonomy Records Manager Server Administration Utility User Guide

21 About the Server Administration Utility Interface Properties After selecting a particular node from the Management Objects list you can use the Properties option to view and configure the selected item's properties. Add Computer You can use the Add Computer option to add additional computers to the utility by registering and initializing remote Autonomy Records Manager servers. For more information about registering a remote Autonomy Records Manager server, see Registering Remote Autonomy Records Manager Servers. Register Database The Register Database option opens the Register Database dialog. You can use the Register Database dialog to define a new database alias. For more information about registering a new database alias, see Register a Database Alias. Note: You must select a database alias node for the Register Database option to become available. Add Repository The Add Repository option opens the Add New Repository dialog. The Add New Repository dialog is useful for creating a new repository for the selected database. This dialog allows you to define several information fields that must be completed to create a new repository. For more information about the Add New Repository dialog, see Add New Repository Dialog. Note: You must select a Repositories node for the Add Repository option to become available. Autonomy Records Manager Server Administration Utility User Guide 21

22 Chapter 4: Autonomy Records Manager Server Administration Utility Interface Add a Scheduled Job Selecting the Add a Scheduled Job option opens the Define New Job dialog. For more information about the Define New Job dialog, see Define New Job Dialog. Note: You must expand the Scheduled Jobs node and select a particular node for the Add a Scheduled Job option to become available. Reinstall Components The Reinstall Components option reinstalls the components of the selected RM COM application. For more information about working with RM COM applications, see Working with RM COM Applications. Note: You must select an RM COM application node for the Reinstall Components option to become available. Import Users and Groups You can use the Import Users and Groups option to configure the Import Users and Groups function. Selecting the Import Users and Groups option opens the Login dialog. For more information about Import Users and Groups, see the Active Directory and LDAP Integration Guide. Exchange Rules Configuration You can use the Exchange Rules Configuration option to edit existing Exchange rules and create new rules. Selecting the Exchange Rules Configuration option opens the Exchange Rules Configuration dialog. For more information about the Exchange Rules Configuration dialog, see Exchange Rules Configuration Dialog. Configure and Manage Autodeclaration Rules Exit Selecting the Configure and Manage Autodeclaration Rules option opens the Autonomy Records Manager Management Console. You can use the Autonomy Records Manager Management Console to manage declaration and categorization rules, schedules, and other required settings for configuring Interwoven and Sharepoint automated record declaration. For more information about the Autonomy Records Manager Management Console for Sharepoint configuration, see the Sharepoint Integration Guide. Note: You must select a database alias node for the Configure and Manage Autodeclaration Rules option to become available. The Exit option closes the Autonomy Records Manager Server Administration utility. The status of many actions performed in the Autonomy Records Manager Server Administration utility appear in the status bar. 22 Autonomy Records Manager Server Administration Utility User Guide

23 About the Server Administration Utility Interface More information: Registering Remote Autonomy Records Manager Servers (see page 17) Register a Database Alias (see page 38) Add New Repository Dialog (see page 75) Define New Job Dialog (see page 80) Working with RM COM Applications (see page 27) Exchange Rules Configuration Dialog (see page 121) Autonomy Records Manager Server Administration Utility User Guide 23

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25 Chapter 5: RM COM Applications This section contains the following topics: About RM COM Applications (see page 25) Working with RM COM Applications (see page 27) RM COM Server Properties Dialog (see page 28) WinHttp Timeout Considerations (see page 29) About RM COM Applications The RM COM Applications section of Autonomy Records Manager is useful for the configuration of the available RM COM applications. Note: The RM COM applications that are available may differ depending on your Autonomy Records Manager Server configuration. The RM COM applications that may be available include: Centera Services The Centera Services application is useful for integrating Centera with Autonomy Records Manager. Documentum Integration Services The Documentum Integration Services application is useful for integrating Documentum with Autonomy Records Manager. Documentum Search Services The Documentum Search Services application is useful for enabling Documentum search actions. Autonomy Records Manager Server Administration Utility User Guide 25

26 Chapter 5: RM COM Applications Domino Services The Domino Services application is useful for integrating Lotus Notes with Autonomy Records Manager. FYI Integration Services The FYI Integration Services application is useful for integrating Global 360 FYI with Autonomy Records Manager. Interwoven Search Services The Interwoven Search Services application is useful for integrating Interwoven with Autonomy Records Manager. KVS Search Services The KVS Search Services application is useful for integrating Symantec Enterprise Vault with Autonomy Records Manager. Zantaz Services The Zantaz Services application is useful for integrating Enterprise Archive Solution (EAS), formerly known as Zantaz, with Autonomy Records Manager. Data Services The Data Services application is useful for enabling database communication. Electronic Records Services The Electronic Records Services application is useful for manipulating electronic documents. View Services The View Services application is useful for HTML conversion activities. More information: RM COM Server Properties Dialog (see page 28) 26 Autonomy Records Manager Server Administration Utility User Guide

27 Working with RM COM Applications Working with RM COM Applications You can view available RM COM applications by expanding the RM COM Applications node. You can work with RM COM applications in the Autonomy Records Manager Server Administration utility by using the Actions picklist. By clicking the RM COM Applications node and selecting the Actions picklist you can view the following options: Install/Reinstall All The Install/Reinstall All option installs all of the available RM COM applications simultaneously. Note: You should not use the Install/Reinstall All option if you are installing only particular applications. Uninstall All The Uninstall All option uninstalls all of the available RM COM applications simultaneously. Note: You should not use the Uninstall All option if you are uninstalling only particular applications. You can access the options that are available for that particular RM COM application by navigating to the RM COM Applications node, clicking an application in the COM+ Applications pane that appears, and selecting the Actions picklist. Note: You can work with multiple RM COM applications simultaneously in the COM+ Applications pane by selecting multiple applications at a time and clicking the Actions picklist. The Actions picklist for the RM COM Applications node contains the following options: Install Application and Components Lets you install a selected application and its components. Reinstall Components The Reinstall Components option reinstalls the components of the selected RM COM application. Autonomy Records Manager Server Administration Utility User Guide 27

28 Chapter 5: RM COM Applications Shutdown Application You can use the Shutdown Application option to shut down the selected application manually. Shutting down an application is useful to stop the application while you are making changes to the application on the server, for example refreshing or reinstalling the application, Delete Application The Delete Application option uninstalls the selected COM application and removes it from the RM COM Applications list. Properties The Properties option opens the RM COM Server Properties dialog. For more information about the RM COM Server Properties dialog, see RM COM Server Properties Dialog. View Log File The View Log File option opens the Select Log File dialog. To view a log file, find the desired log file from the log file location and click Open. More information: About RM COM Applications (see page 25) RM COM Server Properties Dialog (see page 28) RM COM Server Properties Dialog The RM COM Server Properties dialog is useful for viewing general application information and configuring the selected RM COM application. The RM COM Server Properties dialog contains the following options: General The General tab contains the following information: Version Company Name Description Configuration The Configuration tab interface is specific to the COM application being used. More information: Working with RM COM Applications (see page 27) 28 Autonomy Records Manager Server Administration Utility User Guide

29 WinHttp Timeout Considerations WinHttp Timeout Considerations Autonomy Records Manager uses WinHttp Timeout settings for communicating with certain integrations: Integration with ACA and Outlook to retrieve original messages from the ACA archive. Integration with SharePoint to access SharePoint documents. Several timeout settings are available in the WinHTTP API for different types of communication. Each setting has its own default value. When network traffic is slow or very busy, the default values might be too short, and error messages might be generated by Autonomy Records Manager. Increasing the timeouts can help to improve performance in some circumstances. The default WinHTTP API timeout settings, in milliseconds, are as follows: Connect Timeout = Resolve Tiimeout = infinite Send Timeout = Receive Timeout = You can customize the HTTP timeout on the Autonomy Records Manager server in the Server Administration utility by right-clicking My Computer and entering a value in the WinHttpTimeout field on the General tab. This setting provides a single value for all timeouts. The default Autonomy Records Manager installation procedure sets this value to zero. The following values can be set: 0 1 >0 Default timeout values are in effect. All timeout values are set to infinite time. When this value is set to less than zero, timeouts are increased if the value is greater than the default value. Autonomy Records Manager Server Administration Utility User Guide 29

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31 Chapter 6: Registered RM Databases This section contains the following topics: About Registered Autonomy Records Manager Databases (see page 32) Working with Registered Autonomy Records Manager Databases (see page 32) Database Alias Registration Considerations (see page 38) Register a Database Alias (see page 38) Edit Database Connection Information (see page 39) Delete Database Connection Information (see page 40) Database Properties Dialog (see page 41) User Account Selection Dialog (see page 42) Define an Explicit Login (see page 43) Add a Centera Device to a Database (see page 44) Edit a Centera Device (see page 45) About Configuring IDOL (see page 46) Edit Repository Parameters (see page 49) Autonomy Records Manager IDOL Integrity Check (see page 50) Configure and Generate Triggers for DMS Synchronization (see page 51) Access Autodeclaration Rules Options (see page 51) COM Setup (see page 52) Autonomy Records Manager Server Administration Utility User Guide 31

32 Chapter 6: Registered RM Databases About Registered Autonomy Records Manager Databases You can use the Registered RM Databases node to work with Autonomy Records Manager database properties, their associated repositories and database DMS synchronization. The main goal of registering a database is to specify the database connection string. Specifying the database connection string is important so that other Autonomy Records Manager modules have the information necessary to connect to this database. The Client side Autonomy Records Manager components can retrieve the database connection string from the database alias. For more information about working with the Registered RM Databases node, see Working with Autonomy Records Manager Databases. Note: You need to register each Autonomy Records Manager database that is hosted in your environment. Registering a database involves defining a database alias name for each Autonomy Records Manager database. For more information about database alias registration considerations, see Database Alias Registration Considerations. More information: Working with Registered Autonomy Records Manager Databases (see page 32) Database Alias Registration Considerations (see page 38) Working with Registered Autonomy Records Manager Databases You can use the Registered RM Databases node to work with Autonomy Records Manager database properties, their associated repositories and database DMS synchronization. You can perform various functions on registered Autonomy Records Manager databases by using the Actions picklist. By clicking the Registered RM Databases node and selecting the Actions picklist you can view the following options: Register Database The Register Database option opens the Register Database dialog. You can use the Register Database dialog to define a new database alias. For more information about registering a new database alias, see Register a Database Alias. 32 Autonomy Records Manager Server Administration Utility User Guide

33 Working with Registered Autonomy Records Manager Databases SQL Tool The SQL Tool option opens the SQL Tool dialog. The SQL Tool dialog opens in read-only mode by default. By expanding the Registered RM Databases node, and expanding a database node you can access the following nodes: Repositories By selecting the Repositories node, you can view the selected database's repository information. Each Autonomy Records Manager database can have multiple electronic document repositories associated with it. Repositories may represent either receptacles where electronic records are placed by Autonomy Records Manager, or they may represent sources of electronic records, such as a document management system or archiving system. For more information about database repositories, see About Database Repositories DMS Synchronization You can use the DMS Synchronization node to configure DMS Synchronization settings, and generate triggers for SharePoint, DM5, and Documentum repositories. Note: The DMS Synchronization node becomes available only when the DMS integration component is installed. When the DMS Synchronization node is selected a list of database repositories and their respective DMS Synchronization settings appear in the Defined Repositories pane. Autonomy Records Manager Server Administration Utility User Guide 33

34 Chapter 6: Registered RM Databases For each database repository, you must configure which security types are to be synchronized. You must also configure whether to synchronize metadata or not. By selecting the DMS Synchronization node, and clicking the Actions picklist in the Defined Repositories pane that appears you can access the following options: Save Saves the specified security settings to the database, but does not create the triggers. After configuring security type synchronization settings and metadata for each repository, you must use the Save option to save your changes. Generate Triggers Generates the dynamic triggers and applies these triggers to the database. Triggers populate certain tables that serve as cues for synchronization. These triggers provide incremental security synchronization. This option creates the new triggers based on the selected security settings and deletes any previous triggers for the synchronization process for the selected database. Save Generated Triggers The Save Generated Triggers option saves the triggers you generated into a file on the database as an SQL script. This options shows the location of the script. The script names are hard-coded. Two scripts are generated, one to create the triggers, and one to delete existing triggers. For a procedure for generating triggers, see Configure and Generate Triggers for DMS Synchronization on page 51. You can expand the Registered RM Databases node, click a database alias and select the Actions picklist to view the options that are available for that particular RM database. The Actions picklist for the Registered RM Databases node contains the following options: Edit Connection Information The Edit Connection Information option opens the Data Link Properties dialog. You can use the Data Link Properties dialog to view and edit the selected database's connection information. For more information about editing database connection information, see Edit Database Connection Information. 34 Autonomy Records Manager Server Administration Utility User Guide

35 Working with Registered Autonomy Records Manager Databases Delete Connection Information The Delete Connection Information option deletes the selected database registration information. The Delete Connection Information options does not clear the physical database. For more information about deleting database connection information, see Delete Database Connection Information. Use As Default You can use the Use As Default option to set a particular database as default. Only one database can be selected as default. When a new database is set as default, the previously set database default status is cleared. Note: You can also set a database as default in the Registered Databases pane that appears by selecting the Registered RM Databases node and selecting the Default check box of the desired database alias. Properties The Properties option opens the Database Properties dialog. You can use the Database Properties dialog to view and configure various database properties. For more information about the Database Properties dialog, see Database Properties Dialog. RM COM Setup The RM COM Setup option opens the Records Manager COM Setup dialog. The Records Manager COM Setup dialog is used to configure Autonomy Records Manager integration parameters. For more information about the Records Manager COM Setup dialog, see the Desktop Administrator Guide. Autodeclaration Rules The Autodeclaration Rules option opens the Autonomy Records Manager Management Console. Use the Autonomy Records Manager Management Console to manage declaration and categorization rules, schedules, and other required settings for configuring Interwoven and Sharepoint automated record declaration. For more information about the Autonomy Records Manager Management Console for Sharepoint configuration, see the Sharepoint Integration Guide. Autonomy Records Manager Server Administration Utility User Guide 35

36 Chapter 6: Registered RM Databases RMA Transfer The Records Management Application Transfer feature, RMA Transfer, lets you transfer record documents from Autonomy Records Manager to other records management applications or from one Autonomy Records Manager system to another Autonomy Records Manager system. This can be useful for transferring records to an archival system, such as a government-standard archive. The transferred record information includes document of record metadata and file plan folder information. You must configure general administrative settings before performing exports or imports. The general settings include choosing an xml editor, specifying information about retention status, and configuring generic document and folder mappings. Note: The RMA Transfer feature is only available for the Autonomy Records Manager corporate hierarchy file plan. The RMA Transfer picklist contains the following options: Configure The Configure option opens the RMA Transfer Configuration dialog. For more information about the RMA Transfer Configuration dialog, see the Sharepoint Integration Guide. Export Use the Export option to initiate the export of records. The export job creates a directory structure where record objects and folder information are exported as xml files. Import Use the Import option to initiate the import of records. The import job takes record objects and folder information stored in the exported XML files and imports the records and metadata into Autonomy Records Manager. Note: The Import functionality only imports documents to NTFS repositories or internal repositories. SQL Tool The SQL Tool option opens the SQL Tool dialog. The SQL Tool dialog opens in read-only mode by default. 36 Autonomy Records Manager Server Administration Utility User Guide

37 Working with Registered Autonomy Records Manager Databases Export Crystal Reports Lets you export Crystal Reports report definitions from the selected database. For more information about managing Crystal Reports, see Import Crystal Reports on page 156 and Export Crystal Reports on page 155. Import Crystal Reports Lets you import Crystal Reports report definitions to the selected database. You can view the Connection String information of every registered database in the Registered Databases pane that appears by expanding the Registered RM Databases node and selecting the desired database alias. You can use the Default check box to set a particular database as default. By double clicking on a database alias in the Registered Databases pane you can view additional information about the selected database alias in the Database Details dialog that appears. More information: About Registered Autonomy Records Manager Databases (see page 32) About Database Repositories (see page 71) Database Alias Registration Considerations (see page 38) Register a Database Alias (see page 38) Edit Database Connection Information (see page 39) Database Properties Dialog (see page 41) Autonomy Records Manager Server Administration Utility User Guide 37

38 Chapter 6: Registered RM Databases Database Alias Registration Considerations You must register each Autonomy Records Manager database that is hosted in your environment. This involves defining a database alias name for each Autonomy Records Manager database and indicating an Explicit Login. For more information about registering a database alias, see Register a Database Alias. The database alias name is a key element in the registration of a database. The database alias name is used by all client installations and server components to obtain database connection information. The database alias name is typically the same as the name of the virtual directory hosting the Autonomy Records Manager Web interface. The database alias name should be short and descriptive to the user population. If users are required to select between Autonomy Records Manager databases, the database alias name is the only visible criteria for making a choice. The Explicit Login is a network account that has administrative access to Autonomy Records Manager resources. You must define the Explicit Login for each database for certain Autonomy Records Manager functions to work properly. More information: Register a Database Alias (see page 38) Register a Database Alias You can add a database alias to the Registered RM Databases node by registering the database alias and defining an Explicit Login. For more information about registering a database alias, see Database Alias Registration Considerations. To register a database 1. Select the Registered RM Databases node, and click the Actions picklist. A context menu appears. 2. Select Register Database. The Register Database dialog appears. 38 Autonomy Records Manager Server Administration Utility User Guide

39 Edit Database Connection Information 3. Define the database alias name of the database that you are registering and click Next. The Data Link Properties dialog appears. 4. Configure the Data Link Properties and click OK. For more information about configuring the Data Link Properties, see the Autonomy Records Manager Installation and Upgrade Guide. The Register Database dialog appears. 5. Verify that a current database code is selected and click Next. After registering the database alias, the code of the current database is changed to the database alias you have defined. 6. Define the database explicit login information, the associated password and click Next. 7. [Optional] Define the database RM Global URL. If the database RM Global URL is not defined or is incorrect a default value is used. 8. Click Finish. Your database is registered. More information: Working with Registered Autonomy Records Manager Databases (see page 32) Database Alias Registration Considerations (see page 38) Edit Database Connection Information You can edit database connection information by using the Edit Database Connection Information option of the Actions picklist for a database alias. For more information about working with Autonomy Records Manager databases, see Working with Autonomy Records Manager Databases. To edit database connection information 1. Expand the Registered RM Databases node. A list of registered Autonomy Records Manager databases appears. 2. Select the desired database and click the Actions picklist. A context menu appears. 3. Select Edit Connection Information. The Data Link Properties dialog appears. 4. Edit the Data Link Properties dialog as desired. For more information about configuring the Data Link Properties, see the Autonomy Records Manager Installation and Upgrade Guide. Autonomy Records Manager Server Administration Utility User Guide 39

40 Chapter 6: Registered RM Databases 5. Click OK. The Register Database dialog appears. 6. [Optional] Edit the database description and click Next. 7. [Optional] Edit the database explicit login information, the associated password and click Next. 8. [Optional] Edit the database RM Global URL. If the database RM Global URL is not defined a default value is used. 9. Click Finish. Your connection information changes are saved. More information: Working with Registered Autonomy Records Manager Databases (see page 32) Delete Database Connection Information You can delete database connection information by using the Delete Database Connection Information option of the selected database's Actions picklist. For more information about working with Autonomy Records Manager databases, see Working with Autonomy Records Manager Databases. To delete a database connection information 1. Expand the Registered RM Databases node. A list of registered Autonomy Records Manager databases appears. 2. Select the desired database and click the Actions picklist. A context menu appears. 3. Select Delete Connection Information. A confirmation dialog appears. 4. Click Yes. The selected database's registration information is cleared. More information: Working with Registered Autonomy Records Manager Databases (see page 32) 40 Autonomy Records Manager Server Administration Utility User Guide

41 Database Properties Dialog Database Properties Dialog The Database Properties dialog contains the selected database information. You can use the Database Properties dialog to view and configure various database properties. You can access the Database Properties dialog by clicking the Actions picklist of a desired database from the Registered RM Databases list and selecting Properties from the context menu that appears. The Database Properties dialog contains the following options: General The General tab contains database connection information, Initial Catalog information, and Global URL settings. Note: The Initial Catalog information appears only for databases that have Microsoft OLE DB for SQL server set as the provider. Security The Security tab contains Explicit Login information and the associated password. The Explicit Login is a network account that has administrative access to Autonomy Records Manager resources, for example repositories, network, and so on. You can change the particular database's Explicit Login by clicking the ellipsis (...) button and browsing for a User ID in the User Account Selection dialog. Enterprise Vault The Enterprise Vault tab contains the database Retention Category information. The Retention Category is used for integration with Symantec Enterprise Vault. Every record in Symantec Enterprise Vault must have a retention category. Important! You must define a Retention Category if Symantec Enterprise Vault is used. Centera IDOL The Centera tab contains a list of the database registered Centera devices.you can add a new registered Centera device or edit the properties of an existing device. The IDOL tab contains options for adding a new instance of IDOL and a list of existing IDOL instances, which you can edit or delete if necessary. Autonomy Records Manager Server Administration Utility User Guide 41

42 Chapter 6: Registered RM Databases More information: Working with Registered Autonomy Records Manager Databases (see page 32) User Account Selection Dialog (see page 42) Add a Centera Device to a Database (see page 44) Edit a Centera Device (see page 45) User Account Selection Dialog The User Account Selection dialog is useful for defining the Explicit Login for a particular database. The Explicit Login is a network account that has administrative access to Autonomy Records Manager resources, for example repositories, network, and so on. For more information about defining the Explicit Login for a particular database, see Define an Explicit Login. Important! You must define the Explicit Login for each database for certain Autonomy Records Manager functions to work properly. You can access the User Account Selection dialog by clicking the ellipsis (...) button on the Security tab of the Database Properties dialog. The User Account Selection dialog contains the following fields and options: Look in The Look in field defines the domain of the desired user. Filter By You can use the Filter By field to limit your search results by filtering out all of the User names that do not contain your filter criteria. For example, entering the letters ABC in the Filter By field and clicking Filter only populates your search results list with User names containing the letters ABC in sequential order. Note: The User Account Selection dialog Filter is not case sensitive. Users Found The Users Found field displays the number of User names that appear in your search results list. Populate The Populate option compiles your search results list with all of the User names in the selected domain. 42 Autonomy Records Manager Server Administration Utility User Guide

43 Define an Explicit Login Filter User The Filter option uses the criteria that you defined in the Filter By field to limit your search results. The User column displays the User names of users that matched your search criteria. In Folder The In Folder column displays the directory of the User name information. Account Name The Account Name field contains the Explicit Login User ID information. Password The Password field contains the password associated with the Account Name. More information: Working with Registered Autonomy Records Manager Databases (see page 32) Define an Explicit Login (see page 43) Database Properties Dialog (see page 41) Define an Explicit Login The Explicit Login is a network account that has administrative access to Autonomy Records Manager resources, for example repositories, network, and so on. You can change the particular database's Explicit Login by using the User Account Selection dialog. For more information about the User Account Selection dialog, see User Account Selection Dialog. Important! You must define the Explicit Login for each database for certain Autonomy Records Manager functions to work properly. To define an explicit login 1. Expand the Registered RM Databases node. A list of database aliases appears. 2. Select the database for which you want to define an Explicit Login and click the Actions picklist. Autonomy Records Manager Server Administration Utility User Guide 43

44 Chapter 6: Registered RM Databases A context menu appears. 3. Select Properties. The Database Properties dialog appears. 4. Select the Security tab. 5. Click the ellipsis (...) button. The User Account Selection dialog appears. 6. Define the User Account Selection dialog and click OK. The User Account Selection dialog is closed and the Database Properties dialog appears. 7. Click OK. A confirmation message appears under the Server Administration utility status bar notifying you that your changes are saved. More information: User Account Selection Dialog (see page 42) Add a Centera Device to a Database You can add a registered Centera device to a database by using the Add Centera Device dialog, which can be accessed by using the Database Properties dialog. For more information about the Database Properties dialog, see Database Properties dialog. The Add Centera Device dialog contains the following options: Name TCP/IP Addresses PEA To add a Centera device to a database 1. Open the Database Properties dialog. For more information about opening the Database Properties dialog, see Database Properties dialog. 2. Select the Centera tab. 3. Select Add New. The Add New Centera Device dialog appears. 44 Autonomy Records Manager Server Administration Utility User Guide

45 Edit a Centera Device 4. Define the Add New Centera Device dialog. 5. [Optional] Test the new Centera device access by clicking Test. The Test Access dialog appears notifying you whether the Centera device you are trying to add is supported. 6. Click Add. The new Centera device is added to the Registered Centera Devices list. 7. Click Apply. Your changes are saved. Edit a Centera Device You can edit a registered Centera device by using the Edit Centera Device dialog, which can be accessed by using the Database Properties dialog. For more information about the Database Properties dialog, see Database Properties dialog. The Edit Centera Device dialog is useful for editing Centera Device information after it has already been added to the Registered Centera Devices list. The Edit Centera Device dialog structure is identical to that of the Add Centera Device dialog. For more information about the Add Centera Device dialog, see Add Centera Device Dialog. To edit a Centera device 1. Open the Database Properties dialog. For more information about opening the Database Properties dialog, see Database Properties dialog. 2. Select the Centera tab. 3. Select Edit. The Edit New Centera Device dialog appears. 4. Define the Edit Centera Device dialog. 5. (Optional.) Test the new Centera device access by clicking Test. The Test Access dialog appears notifying you whether the Centera device you are trying to add is supported. 6. Click Update. The Registered Centera Devices list is updated with your changes. 7. Click Apply. Your changes are saved. Autonomy Records Manager Server Administration Utility User Guide 45

46 Chapter 6: Registered RM Databases More information: Database Properties Dialog (see page 41) Add a Centera Device to a Database (see page 44) About Configuring IDOL In most cases Autonomy Records Manager uses only one instance of IDOL. However, there can be situations when you require multiple instances of IDOL, for example, in a geographically distributed environment. Each Autonomy Records Manager database contains information about available IDOL instances. Use the Server Administration utility to configure an IDOL instance. Configuring IDOL in the Server Administration utility involves the following steps: 1. Add an IDOL instance. 2. Assign a context index location to each Autonomy Records Manager repository. Add an IDOL Instance Use the Add IDOL Instance dialog in the Server Administration utility to add a new instance of IDOL to a selected database. To add an IDOL instance 1. Right-click the database alias under Registered RM Databases and select Properties. The Database Properties dialog appears. 2. Click the IDOL tab and click Add New. The Add IDOL Instance dialog appears. 3. Specify the properties on page 47 for the IDOL instance. 4. Click Add. The IDOL instance appears in the list of IDOL settings. 5. Click OK. This adds the IDOL instance to the selected database. 46 Autonomy Records Manager Server Administration Utility User Guide

47 About Configuring IDOL IDOL Instance Properties Use the IDOL instance properties to specify the characteristics of the IDOL instance. Name Server Port Specifies a descriptive name for the IDOL instance. Specifies the name or IP address of the server where Autonomy Records Manager IDOL is installed. Specifies the port number used to query the IDOL index. Default: 9000 JobLocation Specifies the network location where job files are copied by the indexer service. This location is known as the Drop Box location. The indexer service account must have full access to this location. You can specify the location in UNC format. If both the indexer service and the DropBox Connector are located on the same machine, then the job location can be specified as the local path. You must enter the same location during the Autonomy Records Manager Indexer deployment. The DropBox Connector uses this location to pick up data for indexing. You also must enter the same location during the IDOL deployment, using the deployment tool interface. ObjectLocation Specifies the network location where copies of electronic documents are placed by the indexer. If both the indexer service and the DropBox Connector are located on the same machine, then you can specify the object location as the local path. It is critical for the object location to be exactly the same (including case sensitivity) as the values of the following settings of the actual IDOL instance deployment: Autonomy Records Manager Drop Box Connector.cfg [Connector] TempDirectory=E:\Autonomy\IDOL3\IDOL\importTemp Autonomy Records Manager Ingestion Service.cfg [ImportService] ExtractDirectory=E:\Autonomy\IDOL3\IDOL\importTemp WorkingDirectory=E:\Autonomy\IDOL3\IDOL\importTemp Autonomy Records Manager Server Administration Utility User Guide 47

48 Chapter 6: Registered RM Databases By default, the object location is always set to the importtemp directory in the IDOL root directory. By default it is always configured as the local path. If the object location is located on a server that is different from the server where the indexer service is running or the server where the drop box connector is running, the object location must be specified as the UNC name. If you are using the UNC name format, the default settings of the ingestion service cfg file have to be modified to match exactly the object location for the IDOL instance in Autonomy Records Manager. If these settings do not match, the copied msg files will not be deleted by the IDOL instance after successful indexing. RecordsPerJob Specifies the number of records for each single job file. Each record represents a single electronic document or a single piece of metadata. Default: 100. MaxJobFiles Specifies the maximum number of job files accumulated in the job location. If the DropBox Connector is not running and not picking job files from the job location and the number of job files reaches the maximum number specified here, the indexer service stops placing new job files in the job location. The indexer service then waits until the existing job files are processed. Edit the Properties of an IDOL Instance You can edit the properties of an existing IDOL instance in the Server Administration utility if necessary. To edit an IDOL instance 1. Right-click the database alias under Registered RM Databases and select Properties. The Database Properties dialog appears. 2. Click the IDOL tab. The list of IDOL instances appears. 3. Select the instance you want to edit and click Edit. The instance properties appear. 4. Edit the properties on page 47 as needed and click OK. 5. Click OK 48 Autonomy Records Manager Server Administration Utility User Guide

49 Edit Repository Parameters Assign a Context Index Location to a Repository or Profile Use the Edit Repository Parameters option in the Server Administration utility to assign a context index location to a selected repository and to the Profile. This assigns an IDOL instance to the repository or the profile. Note: The Profile is the first entry in the list of repositories. Metadata configured for full-text search from the Autonomy Records Manager database is indexed for the Profile. To assign a context index location 1. Expand Registered RM Databases, expand the database alias and select Repositories. 2. Right-click the repository in the list of Defined Repositories where you want to assign the index and click Calculate Size and Document Count. 3. Right-click the repository again and select Edit. The Edit Repository Parameters dialog appears. 4. Click Next until the Context Index Location field appears. 5. Specify the location of the index. You can use the Browse button to select a location. 6. Click Finish. This assigns the selected index instance to the repository. Note: You can also assign a context index location from the database alias of the Indexer Service node. Edit Repository Parameters Use the Edit Repository Parameters options in the Server Administration utility to edit certain parameters of a selected repository. To edit repository parameters 1. Expand Registered RM Databases, expand the database alias and select Repositories. 2. Right-click the repository in the list of Defined Repositories where you want to assign the index and click Calculate Size and Document Count. 3. Right-click the repository again and select Edit. The Edit Repository Parameters dialog appears. 4. Edit the database parameters as needed and then click Next. 5. Edit the Repository Location if needed and click Next. Autonomy Records Manager Server Administration Utility User Guide 49

50 Chapter 6: Registered RM Databases 6. Edit the Office location if needed. 7. Use the Hash Configuration options to modify the hash configuration if needed. 8. Click Next. 9. Edit the View Location if needed. 10. Edit the Context Index Location if needed. 11. Click Finish. This saves the parameters. Autonomy Records Manager IDOL Integrity Check The Check IDOL index status option provides integrity checking for the Autonomy Records Manager data in the IDOL index. When this option is in effect, the Repository Management Service verifies that all of the documents in the Autonomy Records Manager repository have been indexed. The results are recorded in a log file. This can be useful for troubleshooting purposes. The check box for this feature is located on the Repository Location dialog of the Edit Repository Parameters options. 50 Autonomy Records Manager Server Administration Utility User Guide

51 Configure and Generate Triggers for DMS Synchronization Configure and Generate Triggers for DMS Synchronization Use the following procedure to configure and generate triggers for DMS synchronization in the Server Administration utility. To configure and generate triggers 1. Select DMS Synchronization under the database alias in the Registered RM Databases node. The Defined Repositories pane appears. 2. Select the repository for which you want to create a trigger. 3. Select the check box in the column for each type of security you want to apply. 4. Click Save from the Actions drop-down list. This saves your settings to the database, but it does not create the triggers. The generated triggers are based on the saved settings. If you do not click Save, the correct triggers will not be generated. 5. Click Generate Triggers from the Actions drop-down list. This generates the triggers and applies them to the selected repository. It also deletes any existing triggers previously applied to the selected repository. Note: The Save Generate Triggers option saves the triggers as SQL scripts for future use. For more information about the trigger options, see Working with Registered Autonomy Records Manager Databases on page 32. Access Autodeclaration Rules Options Use the following procedure to access the Autodeclaration Rules options. To access the Autodeclaration Rules options 1. Open the Server Administration utility. 2. Select the database alias under the Registered RM Databases node. 3. Click the Actions button and select Autodeclaration Rules. You can also right-click the database alias node to display the menu options. The following options are available from the Autodeclaration Rules menu: Categorization Rules Displays options for configuring categorization rules. Autonomy Records Manager Server Administration Utility User Guide 51

52 Chapter 6: Registered RM Databases Excluded Fields Displays options for configuring the Autonomy Records Manager fields for rules configuration. Rules Parameters Displays options for configuring generic settings for the rules service. COM Setup The COM Setup tool gives an Administrator access to all the parameters that control integration with Autonomy Records Manager, such as Windows Explorer, Microsoft Office, , document management systems, and archiving systems. COM Setup also provides parameters for managing all Autonomy Records Manager components that use the COM+ middle tier and APIs. COM Setup General Tab Use the General tab of the Records Manager COM Setup dialog to specify options that apply to all integrations. The following options are available in the Global group: Original Organization Specifies a default value in the corresponding data field on the Document Profile Form. Max RM COM Search Hits Defines the maximum hits to return in the search results. RM COM Administrators Displays a list of Autonomy Records Manager users' network ID's. The account listed as RMAdmin is allowed to call Autonomy Records Manager Server Side API methods and impersonate other users. If this parameter is set to a single character = *, all users are allowed to impersonate other users. 52 Autonomy Records Manager Server Administration Utility User Guide

53 COM Setup Advanced Settings Opens the Advanced Settings dialog. The following options are available: Default Repository Types Specifies a list of Repository Types that are eligible to be used as Global Repositories for the application. Authenticity Repository Types Specifies a list of repository types that support authenticity. If a repository does not support authenticity, the Hash configuration options are not available for the repository and are not available for the Managed Repository properties in the Server Administration utility. Default View Location Specifies a default view location for a repository. If the repository does not have the view location configured, this default view location may be used. Upload Files Larger than Implements a chunking mechanism for uploading large files that is meant to be a performance tuning parameter. Important! Do not modify this parameter unless instructed to do so by Autonomy support. Use CopyFile Windows API call for Upload instead of WriteFile Activates an alternative method that uses another Windows API function CopyFile. Create msg object in memory Specifies whether the Autonomy Records Manager Exchange service processes message objects in memory or temporarily persisted to disk. The memory option provided better performance, but there is a Microsoft issue regarding underlying memory space not being cleared. As a result of this issue, when the message is declared to Autonomy Records Manager, it contains some hidden garbled characters. Microsoft corrected this problem for Windows 7 and Windows Server For more information about this issue, see the following Microsoft link: Autonomy Records Manager Server Administration Utility User Guide 53

54 Chapter 6: Registered RM Databases Use the Integrations group to manage settings that affect integrations. The following options are available: Integrations Menu Term Specifies the label of the Autonomy Records Manager menu in all integrated applications. Bulk Filing Term Specifies the label of the batch declaration menu. Declare as Record Term Specifies the label of the Declare as Record menu. File To Button Label Specifies the label for the File To button on the profile form for declaring records from Autonomy Records Manager integrations, for example Windows Explorer. Efile Integration Status Configures how Autonomy Records Manager will handle source documents in electronic formats once they are filed as records. Options are: Not Available Delete upon import Retain upon import User selects to delete or retain Enable Integrations Specifies the availability of Autonomy Records Manager integrations including Outlook and Exchange integrations for the end user. Note: This setting does not affect the functioning of the Autonomy Records Manager Exchange services. 54 Autonomy Records Manager Server Administration Utility User Guide

55 COM Setup Automatically Create Folder Specifies that an Autonomy Records Manager folder is automatically created if an existing folder is not found. This parameter is used in two scenarios: When declaring an message. If loose documents are not allowed and a default folder type is not blank, a user can file a message to a matter or a category or select a category or a matter using the search form. Autonomy Records Manager will try to automatically find the folder of the specified default type eligible for filing within the selected parent (matter or category). If such a folder does not exist, it can be automatically created if Create Folder is checked. When declaring a record from a DMS such as imanage, DM5, Documentum, or SharePoint. If loose documents are not allowed and the DMS matrix is used, the user can select a matter or a category as a destination for the new record. Autonomy Records Manager will identify the value from the DMS profile that is mapped to Autonomy Records Manager as a Document Type and try to find a folder eligible for record declaration with a folder type as specified by DMS matrix). If such a folder does not exist, it can be automatically created if Create Folder is checked. Allow Link from New Document Profile Adds a button to let users specify document links from the new document profile in Efiling interfaces. When this option is selected, the user can link a document to a different existing record when checking in a record. Filter Group by Membership Specifies whether users who have permission to assign security when declaring a new record from any integration with Autonomy Records Manager can see only groups to which they belong or all existing groups. Users who have permission to assign security can select groups and give the groups access to the document. If this option is selected, users can only see groups that they are in. Fields Excluded from Mapping Opens a dialog for specifying fields to exclude from mapping. Autonomy Records Manager Server Administration Utility User Guide 55

56 Chapter 6: Registered RM Databases Default File Status Specifies the default file status for the declaration folder in the file creation form, either Virtual (V) or Waiting (W), when a user creates a new file during the process of declaring a new record from any integration. The Waiting option lets authorized records staff review newly created folders to ensure appropriate data entry and filing practices. Show Default Only Specifies when checked that the default file status is the only one available to the user on the file creation form. If this option is not checked, users can choose the option that is not the default. The following option is available for Windows Explorer integration: By Privilege Controls Opens a dialog for configuring which groups of users have access to the New Version and New Rendition options in Windows Explorer integrations. Note: A check in the column next to the privilege group indicates that the option in that column is available for users assigned to that privilege group. The following options are available for Office integration: Enabled When checked, specifies that the By Privilege Controls settings are in effect for Office integration. By Privilege Controls Opens a dialog for configuring which groups of users have access to the New Version and New Rendition options in Microsoft Office integrations. The following option is available for Media Types: Media Type Opens a dialog for configuring which media types are available for each privilege group during the declaration process. The following options are available for managing COM Setup files in XML format: Save as XML File Saves the COM Setup configuration as an XML file. Load from XML File Loads a COM Setup configuration from an XML file. 56 Autonomy Records Manager Server Administration Utility User Guide

57 COM Setup Authenticity Capability Autonomy Records Manager provides an Authenticity service in the form of a hash algorithm that authenticates a managed record when the record is downloaded, copied, moved, or transferred. This authenticity method is transparent to the user, and serves a a basis for validating a record throughout its life cycle. A new base or benchmark can be applied to a record to allow for new authentication methods. Authentication is used to prove that a record is what it purports to be and that the record has not been tampered with or corrected. Administrators can set this authentication capability by choosing the appropriate hash configuration method when enrolling a repository. When a record is filed, the hash is calculated and stored in the database. During any access of the record, such as a download or export, the hash of the current document is compared to the original value of the hash in the database. If the comparison determines that the record is not authentic, the record is blocked and the user is notified that there is a discrepancy. The following types of repositories are supported for authenticity capability for this release: Windows Generic In Database (Internal) DMS Integration The COM Setup DMS Integrations Tab is used to configure the parameters that control DMS integration with Autonomy Records Manager. The following fields may not be self-explanatory. Configured DMS A list of the document management systems integrated with Autonomy Records Manager. Select a DMS from the drop-down menu and click Add to add a DMS to the list. Depending on the document management system selected, different options are available. Source Configures how Autonomy Records Manager handles source documents from a DMS once they are filed as records. Autonomy Records Manager Server Administration Utility User Guide 57

58 Chapter 6: Registered RM Databases DMS Server The DMS Server parameter is used to identify the DMS Server. Account Identifies the DMS Administrative Account. Overwrite DMS Profile Configure Autonomy Records Manager to overwrite the DMS profile when filing a DMS document as a new version or new rendition of an existing Autonomy Records Manager document. Use Matrix for DMS Folders Configure Autonomy Records Manager to associate Autonomy Records Manager file types with corresponding DMS document types. Allow Filing To a Different Parent Configure Autonomy Records Manager to allowing filing in a parent other than the parent specified on the DMS profile. File Versions as a Single Document Configure Autonomy Records Manager to file a DMS document with multiple versions as a single document. Remove DMS Removes the selected DMS. Field Mapping Maps DMS data fields to Autonomy Records Manager data fields. 58 Autonomy Records Manager Server Administration Utility User Guide

59 COM Setup Show Profile COM Setup Custom Markings Configure Autonomy Records Manager to display the Document Profile, enabling users to choose file location, document title, and other filing options. Select the Show Profile check box that corresponds to the desired Privilege Type. When this option is not selected, the Show Profile check box enables transparent filing (Autonomy Records Manager files directly to predetermined location). Note: Even if the Show Profile option is turned off, the profile form can still appear during the declaration. this can happen if the profile form includes mandatory fields that cannot be populated automatically based on field mapping or default values. If all profile fields can be populated automatically, the profile form does not appear. However, the Search Form can appear if the record location cannot be automatically determined based on the drag-and-drop location, the DMS Matrix, or the Default type. Custom Markings Displays the Custom Markings dialog for options to synchronize custom markings between Autonomy Records Manager and SharePoint. Use the Custom Markings options in Autonomy Records Manager COM Setup to specify values for the SharePoint Synchronization Service to use when synchronizing custom markings between Autonomy Records Manager and SharePoint. Use the following options to propagate custom markings values from Autonomy Records Manager to SharePoint: Table Specifies the name of the table in the RM database to synchronize with the SharePoint list that is designated as the Custom markings list. Pick List ID Specifies the pick list ID for the list that holds the custom markings information. This list is populated only if the Table option specifies f_pick_list. Autonomy Records Manager Server Administration Utility User Guide 59

60 Chapter 6: Registered RM Databases Use the following options to propagate custom markings values that are assigned to users from Autonomy Records Manager to SharePoint: User Field Specifies the name of the field in the f_employee table that provides access to the custom markings lookup. Custom Lookup Filter Specifies a SQL statement to attach to the User Field as a filter. Integrations Tab The Integrations tab of the Autonomy Records Manager COM Setup dialog lets you manage settings for all integrations The General options apply to all integrations. Additional options are available for integrating with different systems. General Options on the Integrations Tab Use the General options on the Integrations tab to manage settings for all integrations with Autonomy Records Manager. The following options are available: Integration Status Configures how Autonomy Records Manager handles source messages once they are filed as records The following options are available: Delete upon import Specifies that after the is declared as a record the original is deleted from the system. Retain upon import Specifies that after the is declared as a record the original is retained in the system. User selects to delete or retain Specifies that the user has the option to delete the original from the system or to retain it after it is declared as a record. Not available Specifies that integration is not available. 60 Autonomy Records Manager Server Administration Utility User Guide

61 COM Setup Default Folder Type Specifies the folder type used to declare messages if the exact Autonomy Records Manager folder cannot be determined. If no folder is specified, and loose documents that are not in any folders are not allowed to be filed, the is filed to the folder of the default type that has the highest volume of messages filed. If such a folder is not found in the selected category or matter, and the Automatically Create Folder option is checked, the folder is created as needed. Synchronize on Startup Specifies that the My Records folders and all the integration configuration settings are synchronized between the program and Autonomy Records Manager when Outlook starts. Update Subject Specifies that the Autonomy Records Manager record identifier is added as a prefix to the subject of an when it is declared as a record. This setting is applicable to Exchange messages that are declared interactively by the user in Microsoft Outlook or to messages that are declared by the Mailbox Crawler service. This setting is not applicable, however, to Exchange messages declared by the Mailbox Folder Monitor service, or by the PST Crawler service, or by the Outlook Rules Engine. The following prefix is added: [FS#ID] ID Indicates the Autonomy Records Manager record identifier. Prompt to File a New Specifies that every time users send an a prompt asks if they want to declare the outgoing as a record. Attachments Specifies the default settings for whether attachments are filed separately from s. The following options are available: File Separately Specifies that attachments are filed separately from s. Allow to Change Specifies that users can override the default setting for filing attachments. Autonomy Records Manager Server Administration Utility User Guide 61

62 Chapter 6: Registered RM Databases File Plan Objects Use the following options to manage file plan object properties for integrations. Root Folder Name Specifies the name of the root folder for the My Records folder structure. Retrieval Criteria Specifies the criteria used to synchronize the hierarchy folder substructure. This controls what objects are displayed in the hierarchy in Outlook. The following options are available: All Usage Do not use this option in a production environment. Displays only recently used clients and matters for a legal hierarchy. Displays only recently used categories for a corporate hierarchy. Assignee For legal hierarchies only. Displays objects by the user assigned to the matter or client. Number of Days Specifies the number of days to retrieve recently used objects for the integration. By Privilege Controls Opens the Privileges dialog for configuring whether the following options are available for the different Autonomy Records Manager privilege groups: Note: A check in the column next to the privilege group indicates that the option in that column is available for users assigned to that privilege group. Show Profile Specifies that the profile form always appears during the declaration process. When this option is not selected, the integration populates the profile form and the profile form does not appear if it is not needed. Note: The profile form can still appear if an Outlook integration cannot automatically determine some of the required metadata to create a record. 62 Autonomy Records Manager Server Administration Utility User Guide

63 COM Setup Allow Duplicates Specifies that the user can declare duplicates of messages. When this option is selected, messages are filed to Autonomy Records Manager even if they are already filed to a different file plan location. When this option is not selected, messages are skipped if they have already been filed to Autonomy Records Manager. Note: Allow Duplicates does not affect the Autodeclaration location. Allow Duplicates is used only to control manual declaration from Outlook. If duplicates are allowed and the user attempts to declare the same message again, or if another recipient of the same message attempts to declare it, a prompt appears to indicate that the message was already declared, and the user can declare the message again. Users can also click the Details button to see when and where the message was declared. If duplicates are not allowed, the user can still see details, but cannot declare the message again. During batch filing, the user does not have a choice of whether to declare the message if it is a duplicate. If duplicates are allowed, all messages are declared again. If duplicates are not allowed, the duplicate messages are skipped. Strip Attachments Specifies that when an attachment is filed separately from an , the attachment is removed from the declared record. If this option is not selected, the attachment is not removed from the record. Show Tree Specifies that the hierarchy folders appear under the My Records folder. Show Recent Files Specifies that recent folders appear under the My Records folder. Show Favorites Specifies that the Favorites folder appears under the My Records folder. Autonomy Records Manager Server Administration Utility User Guide 63

64 Chapter 6: Registered RM Databases SMTP Header Mapping Opens the SMTP Header Mapping dialog for configuring additional mapping between message header fields and Autonomy Records Manager record fields. By default, the Outlook and Exchange integration uses a hard-coded mapping between Autonomy Records Manager and the message attributes when declaring a record. This option lets you extend and overwrite the hard-coded mapping. In the SMTP Header Mapping dialog, the ARM column lists the available Autonomy Records Manager fields available for mapping. To map the Autonomy Records Manager field to an SMTP header, double-click the field in the ARM column and specify the name of the header field. The header field is the leftmost portion of the header element separated by a colon from it's value, for example, From, Received, or To. Do not enter the colon in the field. Outlook Group Options on the Integrations Tab Use the Outlook group options on the Integrations tab to manage settings for the Outlook integration with Autonomy Records Manager. The following options are available: Outlook URL's Opens a dialog for configuring the display of records in Outlook. The following options are available: My Records Client Specifies the URL assigned to the root folder in the folder hierarchy in Outlook. For legal hierarchy only. Specifies the URL assigned to the Client folder. Matter For legal hierarchy only. Specifies the URL assigned to the Matter folder. Category File For corporate hierarchy only. Specifies the URL assigned to the Category folder. Specifies the URL assigned to the file folder. 64 Autonomy Records Manager Server Administration Utility User Guide

65 COM Setup Maximum Folders Specifies the maximum number of folders that can be created in the My Records folder. The Exchange Server limits the number of open objects allowed. By default this server limit is set to 500. The maximum folders value should never exceed this Exchange Server limit. If the Exchange default settings are changed and the number of open objects is set to a higher number, you can increase the maximum folders value accordingly. During the synchronization process, if the Outlook integration needs to create more folders than the specified limit, it creates only the specified number of folders and skip the rest of them. Note: For more information about the Exchange Server limits, see the following Microsoft knowledge base articles: Your Exchange Server 2003 computer may stop responding after a MAPI client opens more than the default value of certain server objects ( An Exchange 2007 server stops responding to a MAPI client and logs event ID 9646 in the Application log ( Autonomy Records Manager Server Administration Utility User Guide 65

66 Chapter 6: Registered RM Databases Auto Declaration Folder Indicator Specifies text that indicates that a folder in Outlook is designated as an autodeclaration folder. The different parts of the indicator can be in any order. Spaces and bracket characters can be used optionally. Use the following syntax for this * aaa (Optional.) Specifies that the indicator text appears at the end of the folder name. If the asterisk character is not specified, the indicator text appears at the beginning of the folder name. Specifies a character string of one or more characters that appears as the indicator text to show that a folder is an auto declaration folder, for example, autofolder. You can have more than one (Optional.) Specifies object code information. Depending on the hierarchy in use, variable appends different information. For a corporate hierarchy, the value is the category code. For a legal (client/matter) hierarchy, the value is a combination of the client code and matter code. For a legal (matter only) hierarchy, the value is the matter code. The category code, client code, and matter code are code variables configured in the Web Administrator for the tree presentation of the appropriate object in the Web Interface. (Optional.) Specifies that the database alias is included in the auto declaration folder indicator. The variable is replaced with the database alias as part of the folder name. Outlook Integration Repository Optional, for Enterprise Archive Solution (EAS) integration only (formerly known as Zantaz). Specifies that all messages are declared to the selected repository instead of the user's default repository. This option only applies to declaring s to the EAS repository. Use Web Config for Folder Names Specifies whether to use the web configuration settings in the Web Administrator to generate folder names inside the My Records folder. If this option is not selected, hard-coded naming conventions are used. Delete from Deleted Items If the system is configured to delete the original message from Outlook after it is declared a record, this setting controls whether to leave the deleted message in the Deleted Items folder in the mailbox or to erase it from the Deleted Items folder. 66 Autonomy Records Manager Server Administration Utility User Guide

67 COM Setup Button Labels Flag Use these options to specify the labels for declaring records when a user sends or closes an message: File on Close Specifies the label for the Close and File button. Default: Close and File File on Send Specifies the label for the Send and File button. Default: Send and File Assigns the flag icon to a message after it is declared as record. Flag Icon Available if the flag option is selected. Use this option to select the flag color to use for the declared messages. By Privilege Controls Opens the Outlook Parameters By Privilege dialog on page 68 for configuring which groups of users have access to the Outlook integration options in Outlook. Excluded Message Classes Rules Opens the Exclude Message Classes dialog for configuring which message classes Outlook and Exchange integration should not declare as records. If a message class is specified here, messages of that class are skipped during the declaration process and are treated as errors. By default, Enterprise Vault and EAS (formerly Zantaz) stubs are excluded. If your organization uses these integrations, open the Excluded Message Classes dialog and remove the corresponding message class from the exclusion list. Opens the Outlook Rules dialog for configuring and managing Outlook rules. The records administrator can use this dialog to configure Outlook rules for other users. Menu Labels Use this option to customize menu labels. Re-Declare Messages Specifies the menu label on the Outlook integration menu for redeclaring messages. Default: Copy Declared Messages Autonomy Records Manager Server Administration Utility User Guide 67

68 Chapter 6: Registered RM Databases Outlook Parameters By Privilege Dialog Use the Outlook Parameters By Privilege dialog to control which privilege groups have access to the different features of the Outlook integration in their instances of Outlook on their workstations. A check in the column next to the privilege group indicates that the option in that column is available for users assigned to that privilege group. The following options are available: Declare As Record Menu Specifies that the Declare as Record menu option is available. Declare Batch Menu Specifies that the Declare Batch menu option is available. Declare Folder Menu Specifies that the Declare Folder menu option is available. Auto Declaration Specifies that the Auto Declaration menu option is available. Control 'My Records' Folder Specifies how the My Records folder structure is processed from Outlook. When this option is on, the user can synchronize My Records folders manually by using the Refresh and Refresh Favorites options on the RM menu, and can use drag-and-drop actions to trigger the interactive declaration process. If this option is off, the Exchange service synchronizes the My Records folders and also declares messages found in those folders. View Rules Specifies that users can view Outlook rules configured for their mailboxes. If this setting is off, the RM Rules management dialog opens in read-only mode. If both the View rules option and the Edit rules option are off, the Rules menu option is not available. Edit Rules Specifies that users can edit Outlook rules configured for their mailboxes. When this option is selected, users can edit their rules. If this setting is off, and View Rules is on, when a user selects the Rules menu option, the RM Rules Management dialog opens in read-only mode, and users cannot edit their rules. Note: Users cannot view or edit rules created for them by the records administrator. 68 Autonomy Records Manager Server Administration Utility User Guide

69 COM Setup Buttons Specifies that the Send and File button is available when the user creates a new message and the Close and Send button is available when the user opens an existing message. Auto Declaration Folder Web View Lotus Notes Options on the Integrations Tab Specifies that the default view for auto declaration folders to display folder content is the web view. If this setting is off, the default view uses the native Outlook format. The Toggle Folder View menu option switches between these views. Use the Lotus Notes options on the Integrations tab to manage settings for Lotus Notes. The following options are available: Max Opened Documents Specifies the maximum number of opened documents to keep in the ARM\Cache directory. Previous Root Folder Name Specifies the previous root folder name. If you are upgrading the Autonomy Records Manager Lotus Notes integration to a new version, the FsDomino service can automatically rename the root folder name to the current Autonomy Records Manager root folder. To automatically rename the folder, enter the name of the root folder of the existing implementation here. If this option is not specified, it indicates that there is no previous root folder, or that you do not want the FsDomino service to automatically rename the folder. The current root folder name is My Records. Create Folders in Notes Specifies that the Create Folders option is globally available on the destination search form when users manually declare an as a record from Lotus Notes. Index DXL attachments with C-API Specifies that the indexer uses Lotus Notes C-API functions to index Lotus Notes DXL file message attachments. This option is not selected by default. DXL attachments can be indexed directly for better performance. Hierarchical Favorites Specifies how the Autonomy Records Manager favorites folders are displayed under the My Records folder in Lotus Notes. When this option is checked, the folders appear in the hierarchical format. When this option is not checked, the folders appear in a flat format. Autonomy Records Manager Server Administration Utility User Guide 69

70 Chapter 6: Registered RM Databases Declare Messages during Synchronization Specifies that all messages in My Records are declared before the synchronization process starts. If this option is not selected, the synchronization does not declare messages found in My Records before starting the synchronization process. The Autonomy Records Manager Domino service has two separate tasks and schedules. The declaration task declares as records to Autonomy Records Manager any messages that users have placed in the My Records folder structure. The synchronization task synchronizes the My Records folder structure between Autonomy Records Manager and the mailbox. This option is specified by default. It is used because sometimes the synchronization task needs to delete a folder from the mailbox, but the folder cannot be deleted if it contains messages. There are circumstances where administrators do not want to use this option. You may want to run the synchronization task often so that users always have the correct folders visible. In that case, you could run the declaration task during non-peak hours to minimize the effect on network load and performance. 70 Autonomy Records Manager Server Administration Utility User Guide

71 Chapter 7: Database Repositories This section contains the following topics: About Database Repositories (see page 71) Working with Database Repositories (see page 72) Supported Repositories (see page 73) Add New Repository Dialog (see page 75) Assign a Default Repository (see page 77) Repository Assignment Dialog (see page 78) About Database Repositories Each Autonomy Records Manager database can have multiple electronic document repositories associated with it. Repositories may represent either receptacles where electronic records are placed by Autonomy Records Manager, or they may represent sources of electronic records, such as a document management system or archiving system. For more information about working with Autonomy Records Managerdatabase repositories, see Working with Database Repositories. Any repository must first be registered with an Autonomy Records Manager database before it can be made available as a resource to the users of the application. For more information about supported repositories, see Supported Repositories. Note: For repositories that you want to index and search, you must have installed and configured the Autonomy Records Manager Indexer. The following types of repositories are eligible for indexing and searching: Windows NTFS, Generic, EMC Centera, In Database, and edocs DM. More information: Working with Database Repositories (see page 72) Autonomy Records Manager Server Administration Utility User Guide 71

72 Chapter 7: Database Repositories Working with Database Repositories Each database alias listed in the Registered RM Databases node contains a Repositories node. You can perform various functions on database repositories by using the Actions picklist. The Repositories node Actions picklist contains the following options: Add New Repository The Add New Repository option opens the Add New Repository dialog. The Add New Repository dialog is useful for creating a new repository for the selected database. This dialog allows you to define several information fields that must be completed to create a new repository. For more information about the Add New Repository dialog, see Add New Repository Dialog. Repository Assignment The Repository Assignment option opens the Repository Assignment dialog. The Repository Assignment dialog is useful for selecting a default repository and assigning repositories to offices. For more information about the Repository Assignment dialog, see Repository Assignment Dialog. Important! You must assign a default repository for the Autonomy Records Manager Server Administration utility to function properly. You can view a list of all of the repositories in a particular Autonomy Records Manager database in the Defined Repositories pane that appears by expanding Registered RM Database node, the desired database node, and selecting the Repositories node. The Defined Repositories pane contains the following information: Id Description Size (kb) # of Docs Location Office Context Index View Location 72 Autonomy Records Manager Server Administration Utility User Guide

73 Supported Repositories Status Type You can view additional information about a particular repository in the Repository Details dialog that appears by double-clicking a repository in the Defined Repositories pane. By selecting a repository in the Defined Repositories pane and clicking the Actions picklist, you can select from the following options: Calculate Size and Document Count Select Calculate Size and Document Count to view the size of the repositories in kilobytes and the number of documents that exist in the repository. Important! You must select Calculate Size and Document Count to be able to use the Edit or Delete options. Edit Select the Edit option to edit repository information in the Edit Repository Parameters dialog that appears. Note: You must first select Calculate Size and Document Count for the Edit option to appear in the context menu. Delete Select the Delete option to delete the selected repository from the registry. You can only delete repositories that do not contain documents. Note: You must first select Calculate Size and Document Count for the Delete option to appear in the context menu. More information: About Database Repositories (see page 71) Add New Repository Dialog (see page 75) Assign a Default Repository (see page 77) Supported Repositories Autonomy Records Manager supports the following types of repositories: Windows NTFS Repository Any available NTFS storage that is addressable by UNC. Generic, UNC Accessible Repository Any available storage that is addressable by UNC, such as NAS, Novellbased storage, NetApps storage, and so on. Autonomy Records Manager Server Administration Utility User Guide 73

74 Chapter 7: Database Repositories imanage Repository When integrated with Autonomy Records Manager, Autonomy imanage WorkSite libraries (formerly Interwoven) can be designated as valid Autonomy Records Manager repositories for the in-place management of Interwoven documents as records. edocs DM When integrated with Autonomy Records Manager, edocs DM libraries can be designated as valid Autonomy Records Manager repositories for the in-place management of DM documents as records. Formerly known as Hummingbird DM5. Symantec EV Repository Symantec offers an Enterprise Vault that can be used by Autonomy Records Manager for the placement of all electronic record types. Documentum Repository When integrated with Autonomy Records Manager, Documentum libraries can be designated as valid Autonomy Records Manager repositories for the in-place management of Documentum documents as records. In Database Repository Allows Autonomy Records Manager to store electronic documents in the Autonomy Records Manager database. FYI Repository Global360 provides an integration with Autonomy Records Manager. EMC Centera Repository Native support for the EMC Centera device as a repository resource for Autonomy Records Manager for the placement of any type of electronic records. Zantaz EAS When integrated with Autonomy Records Manager, the Enterprise Archive Solution (EAS), formerly known as Zantaz, provides both the in-place management of archived as documents of record, as well as supporting the EAS archive as a resource for placement of any type of electronic record. 74 Autonomy Records Manager Server Administration Utility User Guide

75 Add New Repository Dialog SharePoint Repository Autonomy Records Manager supports SharePoint 2007 for the inplacement management of SharePoint documents as documents of record. Search Source This repository type is not valid as a records repository. It is used for profiling search sources for the Autonomy Records Manager web-based Federated Search functionality. It is possible to enroll a Microsoft Search Service catalog as a source for searching for file objects that can be copied as record documents into other Autonomy Records Manager repositories. For more information, see the Web Interface Configuration Guide. Add New Repository Dialog The Add New Repository dialog is useful for creating a new repository for the selected database. The Add New Repository dialog defines several information fields that must be defined to create a new repository. You can access the Add New Repository dialog by using one of three available approaches. Each of the available approaches involves first expanding the Registered RM Databases node, expanding the database alias node for the database where your are creating a new repository, and selecting the Repositories node. After selecting Repositories you can access the Add New Repository dialog by using one of the following approaches: Click the Actions picklist, and select the Add Repository option Right-click the Repositories node and select the Add Repository option Select the Add Repository option from the Record Manager Server Administration utility tool bar The Add New Repository dialog is composed of several sections. The interface of a particular section of the Add New Repository dialog may differ depending on the information that you enter in the previous section. The first section of the Add New Repository dialog contains the following fields: Type The Type picklist is useful for selecting the repository type. Autonomy Records Manager Server Administration Utility User Guide 75

76 Chapter 7: Database Repositories Description The Description field is useful for defining the new repository description. State The State picklist is useful for defining the new repository status. The following states are available: Place Online Offline Note: The second section of the Add New Repository dialog differs depending on the type of repository that you chose in the previous dialog. The second section of Add New Repository dialog differs in the following way: If you select Windows NTFS as the new repository type, the second section of the Add New Repository dialog includes the Repository Location field. Use the Repository Location field to browse for and define your new repository's location. Note: The repository location cannot be edited if the repository contains at least one document. If you select Interwoven as the new repository type, the second section of the Add New Repository dialog includes the Interwoven DMS Server field and the Interwoven Database field. If you select EMC Centera as the new repository type, the second section of the Add New Repository dialog contains the Repository Location field. Use the Repository Location field to browse for and define your new repository's location. By clicking the ellipsis button next to the Repository Location field you can select a Centera device from the Registered Centera Devices dialog that appears. Note: The data in the Registered Centera Devices dialog is retrieved from the fs_com_setup table (600<id<699) of Autonomy Records Manager. If you select In Database as the new repository type, the second section of the Add New Repository dialog contains the Office field and the Hash Configuration panel. The Office field is useful for browsing for and defining a desired office from the Autonomy Records Manager f_office table. The selected office_id value is populated to the Autonomy Records Manager f_repository_id field. The Symantec EV repository is the only repository that interacts with the underlying system during the creation of the repository. More information: Working with Database Repositories (see page 72) 76 Autonomy Records Manager Server Administration Utility User Guide

77 Assign a Default Repository Assign a Default Repository You can assign a default repository by using the Repository Assignment dialog. For more information about the Repository Assignment dialog, see Repository Assignment Dialog. Important! You must assign a default repository for the Autonomy Records Manager Server Administration utility to function properly. To assign a default repository 1. Expand the Registered RM Databases node. A list of available database aliases appears. 2. Expand the database alias node of the database where you are assigning a default repository. 3. Select the Repositories node and click the Actions picklist. A context menu appears. 4. Select Repository Assignment. The Repository Assignment dialog appears. 5. Select the Default Repository field ellipsis(...) button. The Repositories dialog appears. 6. Select a repository from the list and click Assign. The Repository Assignment dialog appears. 7. Click OK. A confirmation dialog appears. 8. Click Yes. Your changes are saved. More information: Working with Database Repositories (see page 72) Repository Assignment Dialog (see page 78) Autonomy Records Manager Server Administration Utility User Guide 77

78 Chapter 7: Database Repositories Repository Assignment Dialog The Repository Assignment dialog is useful for assigning a default repository. For more information about accessing the Repository Assignment dialog and assigning a default repository, see Assign a Default Repository. The Repository Assignment dialog contains the following information: Default Repository You can use the Default Repository field to assign or clear a default repository assignment. Click the ellipsis(...) button to view a list of available repositories in the Repositories dialog that appears. You can clear a default repository assignment by clicking Unassign. You can assign a default repository by selecting a repository from the list and clicking Assign. Note: If the Default Repository field is empty, clicking OK opens a confirmation dialog that verifies that you want to reset the default repository setup. To reset the default repository setup click OK, otherwise click Cancel and assign a default repository. Offices The Offices section of the Repository Assignment dialog contains the office information of offices that are assigned to the default repository More information: Working with Database Repositories (see page 72) Assign a Default Repository (see page 77) 78 Autonomy Records Manager Server Administration Utility User Guide

79 Chapter 8: Scheduled Jobs This section contains the following topics: About Scheduled Jobs (see page 79) Working with Scheduled Jobs (see page 80) Define New Job Dialog (see page 80) About Scheduled Jobs Autonomy Records Manager has a set of processes that need to be scheduled and run on regular basis. These processes are not implemented as a Microsoft Windows services but they appear as Microsoft Windows scheduled jobs. Note: Some Scheduled Job nodes may be unavailable because of options that were selected during Autonomy Records Manager installation. The Scheduled Jobs node contains the following nodes: FYI Document Synchronization Import Users and Groups Interwoven Document Synchronization Interwoven Folder Synchronization Interwoven Meta Data Synchronization Notification Server Outlook Rules For more information about Import Users and Groups scheduled jobs, see the Active Directory and LDAP Integration Guide. For more information about Interwoven schedule jobs, see the imanage Worksite Integration Guide. More information: Working with Scheduled Jobs (see page 80) Autonomy Records Manager Server Administration Utility User Guide 79

80 Chapter 8: Scheduled Jobs Working with Scheduled Jobs The Schedule Jobs node contains the following nodes: Import Users and Groups The Import Users and Groups Actions picklist contains the following options: Properties Import Configuration Add Job Notification Server The Notification Server node contains the Ticklers node. You can use the Ticklers node to add a new Notification Server job. The Notification Actions picklist contains the following option: Properties Outlook Rules The Outlook Rules Actions picklist contains the following options: Properties Add Job More information: About Scheduled Jobs (see page 79) Define New Job Dialog (see page 80) Define New Job Dialog The Define New Job dialog is useful for adding a new scheduled job. The Define New Job dialog contains the following tabs: Job The Job tab contains the following fields: Job Name The Job Name field contains a meaningful name for the job you are defining. Comment The Comment field contains additional job information. Defining the Comment field is optional. 80 Autonomy Records Manager Server Administration Utility User Guide

81 Define New Job Dialog Run as The Run as field contains the User ID information under which the job is scheduled to run. Password Schedule ARM The Password button opens the Set Password dialog. The Set Password dialog contains the Run as User ID password information. The Schedule tab is useful for defining the job schedule. To change the current job schedule, click Change and define a new job schedule in the Define Schedule dialog that appears. The ARM tab contains the following information: Database You can use the Database picklist to select the database you are scheduling the job for. Templates Lists any saved configurations of the import process to select from. More information: Working with Scheduled Jobs (see page 80) Autonomy Records Manager Server Administration Utility User Guide 81

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83 Chapter 9: RM Services This section contains the following topics: Autonomy Records Manager Services Common Terminology (see page 83) Autonomy Records Manager Services Task Bar Menu (see page 85) Indexer Service (see page 87) Application Service (see page 93) Retention Services (see page 96) Butler Services (see page 101) Repository Management Service (see page 108) Exchange Services (see page 115) Domino Services (see page 137) Synchronization Services (see page 146) Autonomy Records Manager Services Common Terminology This guide refers to several terms that you may find useful to understand while working with the Autonomy Records Manager Server Administration utility. The Autonomy Records Manager Server Administration utility common terminology includes: Collect Statistics Each Exchange service creates a new report file every day the service is run. The Collect Statistics function analyzes all report files from all Exchange services and presents report summary results. Autonomy Records Manager Server Administration Utility User Guide 83

84 Chapter 9: RM Services Startup Type The Startup Type field defines how the Autonomy Records Manager service starts. The available options include Automatic, Manual, and Disabled. Logon As The Logon As field is useful for selecting the User ID that is logged on to the Autonomy Records Manager service. You can select Use Local System Account, or define a User ID by selecting a User from the User Account Selection dialog that appears when you click the ellipsis button. Typically, this user is a predefined Autonomy Records Manager administrator with local administrator privileges. Service Status The Service Status section of the General tab contains the status of the selected Autonomy Records Manager service instance and lets you modify the service instance activation. The options that are available in the Service Status section depends on the current status of the selected service instance. User Processes The User Process section contains the following options: Refresh The Refresh option updates the process with the most recent status information. Run Now The Run Now option declares messages as records. Run Sync Log Level The Run Sync option synchronizes the Autonomy Records Manager database with Microsoft Outlook. The Log Level is used for configuring the span of the log that is created after a service is run. 84 Autonomy Records Manager Server Administration Utility User Guide

85 Autonomy Records Manager Services Task Bar Menu Autonomy Records Manager Services Task Bar Menu The RM Services task bar menu of each Autonomy Records Manager service contains the following options: Install Service The Install Service option installs the selected Autonomy Records Manager service process. When a service is installed it is added to the Windows Service list. Note: The Install option is available only if the selected service has not yet been installed or was uninstalled. Important! After installing a service process you must start the service to be able to run any scheduled services. To start a Records Manager service process, click Start Service. Uninstall Service The Uninstall Service option uninstalls the selected Autonomy Records Manager service process. When a service is uninstalled it is removed from the Windows Service list. Start Service The Start Service option starts the selected Autonomy Records Manager service process. Starting an Autonomy Records Manager service enables scheduled services to be run and lets you run an Autonomy Records Manager service manually. Note: The Start Service option is available only if the service is stopped. Stop Service The Stop Service option stops the selected Autonomy Records Manager service process. Important! If a service is stopped, scheduled services will not run as scheduled. Pause Service The Pause Service option pauses the selected Autonomy Records Manager service process if the service is running. If a service is paused, it is put on standby. To start the service after it is paused, click the Resume Paused Service option in the Autonomy Records Manager service task bar menu. Refresh Service Status The Refresh Service Status option updates the service pane to reflect the most current selected service process information. Autonomy Records Manager Server Administration Utility User Guide 85

86 Chapter 9: RM Services Edit Service Properties The Edit Service Properties option lets you view and edit the selected service process properties in the Edit RM Services dialog that appears. The Edit RM Services dialog contains the following properties: Startup Type Use Local System Account Logon As View Service Log The View Service Log option opens the selected service instance log file. Missing Service Executable If the Missing Service Executable option is available, the service executable cannot be found in the location where the service is installed. Click the Missing Service Executable option to view the installation directory. Important! If the Missing Service Executable option is available the selected service cannot start. Alternate Service Location If the Alternate Service Location option is available, the selected service was installed to an alternate service location. Click the Alternate Service Location option to view the directory to which the selected service was installed. Note: You can fix this issue by reinstalling the service. Reisntalling a service includes first uninstalling the service and then installing it again. Actions The Actions picklist contains several service process actions. The actions available in the Actions picklist may differ depending on the Autonomy Records Manager service you are using. You may be able to use the RM Services Actions picklist to do the following: Change a service process status Run the service process manually Refresh the service process status View service process properties Collect service process statistics 86 Autonomy Records Manager Server Administration Utility User Guide

87 Indexer Service Indexer Service The Indexer service creates an index for the Autonomy Records Manager context search. You can use the Indexer service to view and modify repository indexing properties. Autonomy Records Manager uses IDOL for full-text indexing and searching. The following repository types are indexed by IDOL: Generic In Database Windows Centera DM5 You can view the Indexer service properties in the Indexer Properties dialog that appears by selecting the Indexer Service node, clicking the Actions picklist, and selecting Properties. For more information about the Indexer Properties dialog, see Indexer Properties dialog. You can configure the status of the Indexer service, view the Indexer service log, and view Indexer service information in the Indexer Server pane that appears by selecting the Indexer Service node. Working on the Indexer service involves the use of the Autonomy Records Manager Manager Services task bar menu. For more information about the Autonomy Records Manager Services task bar menu, see Autonomy Records Manager Services Task Bar Menu. By expanding the Indexer Service node you can view a list of available Autonomy Records Manager databases. You can view database properties in the Index for Database Properties dialog that appears by selecting a database in the list, clicking Actions, and selecting Properties. You can select a database node to view the repositories that are associated with that particular database. For more information about working with Indexer service repositories, see Working with Indexer Service Repositories. More information: Indexer Properties Dialog (see page 88) Autonomy Records Manager Services Task Bar Menu (see page 85) Working with Indexer Service Repositories (see page 89) Autonomy Records Manager Server Administration Utility User Guide 87

88 Chapter 9: RM Services Indexer Properties Dialog The Indexer Properties dialog contains information about the Indexer service. You can access the Indexer Properties dialog by selecting the Indexer Service node, clicking the Actions picklist, and selecting Properties. The Indexer Properties dialog contains the following tabs: The following tabs are available: General on page 88 Configuration on page 89 More information: Indexer Service (see page 87) General Tab Properties for the Indexer Service The following options are available on the General tab for the Indexer Service properties: Startup Type Specifies the option for how the service starts. Use the drop-down list to select Automatic, Manual, or Disabled. Logon as Specifies the identity for the Autonomy Records Manager service account. Use the ellipsis button to select an identity, and use the password button to specify the password for that user. Use Local System Account Specifies that the local system account is used when this option is checked. Service Status Indicates the current status of the service. The following buttons are available for activating the service: Start Starts the service. Stop Stops the service. 88 Autonomy Records Manager Server Administration Utility User Guide

89 Indexer Service Configuration Tab Properties for the Indexer Service The following options are available on the Configuration tab for the Indexer Service properties: Display Name Defines the Indexer service Windows Service display name. Log Level Select the log level from the drop-down list. The recommended setting is Minimal. Working with Indexer Service Repositories By expanding Indexer Service node and selecting a database you can view the following repository information: Index The Index column displays the Repository ID, Indexable, and Concurrent Access information. The number in the Index column represents the Repository ID information. The repository is indexable if the icon appears. The repository is Indexable and has Concurrent Access enabled if the icon appears. You can change the indexable or concurrent access status of a repository by using the Actions picklist. Name Note: Profile is the first item that is listed in the Indexer service repository pane. Profile contains metadata, for example document attributes. Interaction is the last item that is listed in the Indexer service repository pane. Interaction is useful for indexing Interaction databases. The Name column displays the repository names of the repositories in the selected database. Index Location The Index Location column displays the directory of the repository index. You can edit the Index Location by using the Actions picklist. Modify The Modify column displays how often the Indexer service updates the repository index with the Modify Indexer service setting. The Modify Indexer service setting updates the repository index with recently changed information. The information that is updated includes any changes since the repository was last indexed. Autonomy Records Manager Server Administration Utility User Guide 89

90 Chapter 9: RM Services Delete The Delete column displays how often the Indexer service updates the repository index with the Delete Indexer service setting. The Delete Indexer service setting updates the repository index by removing information that was deleted from the database. Rebuild The Rebuild column displays how often the Indexer service is completely rebuilt. As opposed to the Modify Indexer service, which updates the repository index with only new information, the Rebuild schedule recreates a full repository index. Note: You can schedule the Indexer service under multiple settings simultaneously. For example, you can schedule the Modify Indexer service to run every seven days and the Rebuild Indexer service to run every six months. The following options are available by selecting a repository in the Indexable Repositories pane and clicking the Actions picklist: Edit Index Location You can use the Edit Index Location option to edit the location of the selected repository index. Note: If the previous index location contains information a warning message appears when you attempt to edit the index location. If you choose to continue editing the index location then the information in the previous location may be lost and the index must be rebuilt. You schedule the Indexer service to rebuild the selected index. For more information about scheduling the Indexer service, see Schedule the Indexer Service. Indexable Only Indexable repositories can be indexed. A checkmark next to the Indexable option indicates that the selected repository is Indexable. Concurrent If a repository is Concurrent, users can perform searches while the Indexer service is running. A checkmark next to the Concurrent option indicates that the selected repository has Concurrent functionality. Note: A repository must be defined as Indexable before it can be defined to have Concurrent Access. 90 Autonomy Records Manager Server Administration Utility User Guide

91 Indexer Service Show [selected repository index INI file] The Show [selected repository index INI file] opens the selected repository FSINDX.INI file. If the INI file does not exist an prompt appears asking whether you would like to create a new file. Schedule You can use the Schedule option to schedule how often certain Indexer services run. The Indexer services available include Modify, Delete, and Rebuild. For more information about scheduling the Indexer service, see Schedule the Indexer Service. Run Now You can use the Run Now option to run certain Indexer services. The Indexer services available include Modify, Delete, and Rebuild. More information: Indexer Service (see page 87) Schedule the Indexer Service (see page 92) Index for Database Properties Dialog The Index for Database Properties dialog is useful for configuring various Indexer service properties for a selected database. You can access the Index for Database Properties dialog by expanding the Indexer Service node, selecting a database, clicking the Actions picklist and selecting Properties. The Index for Database Properties dialog contains the following options: Indexable Document Limit Include/Exclude Extension List Default Autonomy Records Manager Server Administration Utility User Guide 91

92 Chapter 9: RM Services Schedule the Indexer Service You can schedule the Indexer service to run on particular indexable repositories. The schedules that you can define include Modify, Delete, and Rebuild. For more information about working with Indexer service repositories, see Working with Indexer Service Repositories. To schedule the Indexer service 1. Expand the Indexer Service node and select a database. The Indexable Repositories pane appears. 2. Select the desired repository and click the Actions picklist. A context menu appears. 3. Select Schedule, and click the desired schedule type. The Define Schedule dialog appears. 4. Define the Indexer service schedule and click OK. Your Indexer service schedule is saved. More information: Indexer Service (see page 87) Working with Indexer Service Repositories (see page 89) Run an Indexer Service Instance Manually While using the Indexer service you can run an Indexer service at the current time, instead of defining an Indexer service schedule. The Indexer services that you can run include Modify, Delete, and Rebuild. To run an Indexer service instance 1. Expand the Indexer Service node and select a database. The Indexable Repositories pane appears. 2. Select the desired repository and click the Actions picklist. A context menu appears. 3. Select Run Now, and click the desired Indexer service type. The selected Indexer service is run. More information: Indexer Service (see page 87) Working with Indexer Service Repositories (see page 89) Schedule the Indexer Service (see page 92) 92 Autonomy Records Manager Server Administration Utility User Guide

93 Application Service Assign a Context Index Location from the Indexer Service Node You can assign a context index location to a repository or the Profile from the database alias under the Indexer Service node. Note: The Profile is the first entry in the list of repositories. Metadata configured for full-text search from the Autonomy Records Manager database is indexed for the Profile. To assign a context index location from the Indexer Service node 1. Expand RM Services, expand Indexer Service, and select the database alias where you want to configure a context index location. The list of indexable repositories appears. 2. Right-click the repository you want to configure, or the Profile, and select Edit Index Location. The Edit Context Index dialog appears. 3. Click the Browse button. 4. Select an IDOL instance from the list and click OK. The selected context index location appears in the Context Index Location field. 5. Click Finish. This assigns the context index location to the selected repository or the profile. Application Service The Application Service is used to supply the database connection information to the Autonomy Records Manager Desktop Client application. You can view and modify the Application service properties by selecting the Application Service node, clicking the Actions picklist and selecting properties, or right-clicking the Application Service node, and selecting properties. More information: Autonomy Records Manager Application Service Properties Dialog (see page 94) Autonomy Records Manager Server Administration Utility User Guide 93

94 Chapter 9: RM Services Autonomy Records Manager Application Service Properties Dialog You can use the Autonomy Records Manager Application Service Properties dialog to view and modify the Application service properties. You can access the Autonomy Records Manager Application Service Properties dialog by selecting the Application Service node, clicking the Actions picklist and selecting properties, or right-clicking the Application Service node, and selecting properties. The following tabs are available: General on page 94 Endpoint on page 95 Cache on page 95 AppServer on page 95 More information: Application Service (see page 93) General Tab Properties for the Application Service Use the General tab to specify properties for the Application Service. The following options are available: Startup Type Specifies the option for how the service starts. Use the drop-down list to select Automatic, Manual, or Disabled. Logon as Specifies the identity for the Autonomy Records Manager service account. Use the ellipsis button to select an identity, and use the password button to specify the password for that user. Use Local System Account Specifies that the local system account is used when this option is checked. Service Status Indicates the current status of the service. 94 Autonomy Records Manager Server Administration Utility User Guide

95 Application Service The following buttons are available for activating the service: Start Stop Starts the service. Stops the service. Endpoint Tab Properties for the Application Service Use the Endpoint tab to set properties for the Application Service. The following options are available: Protocol Port Specifies the protocol for the Application Service. Specifies the port for the Application Service. Important! You must define the Protocol and Port fields for the Application service to function properly. Cache Tab Properties for the Application Service The Cache tab displays information about the cache properties for the Application Service. The following options are available: Cache Location Specifies the cache location for the service. Cache Limit Specifies the cache limit for the service. AppServer Tab Properties for the Application Service Use the AppServer tab to specify and test the server with which the Application service communicates. The following options are available: AppServer Address Test Specifies the address of the AppServer. Tests the connectivity to the AppServer. Autonomy Records Manager Server Administration Utility User Guide 95

96 Chapter 9: RM Services Retention Services The Retention services automate record retention and disposition processes. For more information about working with the Retention services, see Working with Retention Services. Retention is defined as the length of time that a record must be kept before it can be destroyed or archived for permanent retention. This length of time is bounded by the stages defined by the retention rule. The first of these stages includes a specified disposition condition, or Time/Event, that once met, places the record into a candidate session containing records that are assigned to the same disposition action. The record is then dealt with based on the outcome of a multi-stage review process and an automated authorization process. The following Retention services exist: Calculator Service The automated component of the calculation service is called the Calculator. This service is beneficial to organizations with large volumes of boxes, folders, and records. The calculations can be accomplished during off hours to not affect system response times during normal operating hours. As the administrator assigns or reassigns retention to boxes, folders, and records, the objects are selected for calculation. The automated Calculator service periodically scans the Autonomy Records Manager database for objects that are selected for calculation or recalculation. The retention of those objects will be calculated and finalized during the next scheduled service. Inspector Service The Inspector Service is a vital automated component of the disposition process. After the Calculator service scans the Autonomy Records Manager database for objects that are selected for calculation or recalculation, the Inspector queries the databases for candidate boxes, folders, and records that are due for one or more disposition actions and creates a session for candidates of that specific action. Once the session is created, you and other specified recipients will receive a request for disposition authorization in the form of an notification that notifies the recipients a disposition session requires processing. Collector Service After the Calculator service and the Inspector service is run, and the disposition action requirements of the candidate session are satisfied, the Collector Service executes the record's disposition. 96 Autonomy Records Manager Server Administration Utility User Guide

97 Retention Services More information: Working with Retention Services (see page 97) Working with Retention Services By expanding the RM Services node, you can use the Retention Services node to view and configure various Retention services information. You can view the RM Retention Module services report for the server you are using by selecting the Retention Services node, clicking the Actions picklist, and clicking Show Report. By selecting the Retention Services node you can view and configure Retention service statuses and view service properties in the Retention Services pane that appears. Working with the Retention Services pane involves the use of the Autonomy Records Manager Service task bar menu and the Retention Services pane Actions picklist. For more information about the Autonomy Records Manager Services task bar menu, see Autonomy Records Manager Services Task Bar Menu. The Retention Services pane Action picklist contains the following non-status related options: Show Inspector Report The Show Inspector Report option opens a separate internet browser window containing scheduled Inspector service information. Properties The Properties option opens the Edit Retention Service Properties dialog. For more information about the Edit Retention Service Properties dialog, see Edit Retention Service Properties Dialog. View Current Log File The View Current Log File option opens the most recent log file of the selected Retention service. Delete Current Log File The Delete Current Log File option deletes the most recent log file of the selected Retention service. Autonomy Records Manager Server Administration Utility User Guide 97

98 Chapter 9: RM Services For more information about the status related options in the Retention Services pane Action picklist, for example Install Service and Start Service, see Autonomy Records Manager Services Task Bar Menu. By selecting Properties from the Retention Services pane Actions picklist you can view and edit Retention service properties in the Edit Retention Service Properties dialog that appears. For more information about the Edit Retention Service Properties dialog, see Edit Retention Service Properties Dialog. An additional option, Show Inspector Report, is available by clicking the Actions picklist for the Inspector Retention service after it is started. Selecting the Show Inspector Report option opens the Inspector Setup report. The Inspector Setup report is useful for viewing the current Inspector service session information. Note: You can also view session information in the additional pane that appears by starting and selecting the Inspector service. More information: Retention Services (see page 96) Autonomy Records Manager Services Task Bar Menu (see page 85) Edit Retention Service Properties Dialog (see page 100) Schedule a Retention Service (see page 98) Run a Retention Service Manually (see page 99) Schedule a Retention Service You can schedule the Calculator service and the Collector service to run at specified intervals, for example, every two hours or at preset times such as daily starting at 1:00 am. Scheduling a Retention service involves the use of the Edit Retention Service Properties dialog. For more information about the Edit Retention Service Properties dialog, see Edit Retention Service Properties Dialog. To schedule a Retention service 1. Expand the RM Services node, and select the Retention Services node. The Retention Services pane appears. 2. Verify that the Retention service you are scheduling is started. 3. Select the Retention service you are scheduling, click the Actions picklist. A context menu appears. 4. Select Properties. The Edit Retention Service Properties dialog appears. 98 Autonomy Records Manager Server Administration Utility User Guide

99 Retention Services 5. Select the Schedule tab. 6. Click Change. The Define Schedule dialog appears. 7. Define the desired service schedule, and click OK. The Edit Retention Service Properties dialog appears. 8. Click OK. Your changes are saved. More information: Working with Retention Services (see page 97) Run a Retention Service Manually (see page 99) Run a Retention Service Manually After installing and starting a Retention service you can schedule the particular service to run at a certain time or time period, or you can choose to run the service manually. For more information about scheduling a Retention service instance, see Schedule a Retention Service. To run a Retention service manually 1. Expand the RM Services node, and select the Retention Services node. The Retention Services pane appears. 2. Verify that the Retention service you are scheduling is started. 3. Select the Retention service you are scheduling, and click the Actions picklist. A context menu appears. 4. Select Run Now. The selected service is initiated. More information: Working with Retention Services (see page 97) Schedule a Retention Service (see page 98) Autonomy Records Manager Server Administration Utility User Guide 99

100 Chapter 9: RM Services Edit Retention Service Properties Dialog You can view and edit Retention service properties in the Edit Retention Service Properties dialog that appears By selecting Properties from the Retention Services pane Actions picklist. The Edit Retention Service Properties dialog differs depending on the type of Retention service you select. The Edit Retention Service Properties dialog for the may contain the following tabs: General The General tab contains the following options: Startup type Logon As Service Status Activation Schedule The Schedule tab is useful for scheduling a Retention service. For more information about scheduling the Retention service see, Schedule a Retention Service. Note: The Schedule tab not available for the Inspector service. Configuration Mail The Configuration tab contains Database Alias and Logging Setup information. You can view the Retention service log by clicking View Log and selecting a log file from the Select Log File dialog that appears. The Mail tab contains the Retention service SMTP Server and Sender information. Note: The Mail tab not available for the Calculator service. Collector The Collector tab contains Output Directory information. Note: The Collector tab is only available for the Collecter service. More information: Working with Retention Services (see page 97) Autonomy Records Manager Services Common Terminology (see page 83) Schedule a Retention Service (see page 98) 100 Autonomy Records Manager Server Administration Utility User Guide

101 Butler Services Mark an Inspector Job for Automatic Processing After an Inspector job is defined and scheduled in the Desktop Administrator, you can mark the Inspector job for automatic processing. Because an environment can have multiple servers and multiple Inspector Service instances, you must assign the Inspector job to a specific service. Note: You can execute an Inspector job manually by using the Run Now option. To mark an Inspector job for automatic processing 1. Expand the RM Services node, and select the Retention Services node. The Retention Services pane appears. 2. Select the Inspector Service in the list of Retention Services. The details pane appears. 3. Right-click the job you want to initiate and select Process. A blue pushpin icon appears in the Process column to indicate that the job is assigned to the selected Inspector Service for automatic processing. Butler Services The Butler services are a collection of services that perform a variety of significant management services for Autonomy Records Manager. The Butler services are available from the Butler Services node under RM Services in the Autonomy Records Manager Server Administration utility. Note: Some services are not available in the Server Administration utility. You can only manage the Fetcher, Handler, and Weaver services from the Web Administrator program. Set Common Properties for All Butler Services Use the Properties option of the Butler Services node to specify common settings for all Butler services, including the database alias, log settings, and SMTP settings for notifications and alerts. To set common properties for Butler services 1. Right-click Butler Services under the RM Services node in the Server Administration utility and select Properties. The Butler dialog appears with the Configuration tab displayed. 2. Select the appropriate database alias from the Database Alias drop-down list. Autonomy Records Manager Server Administration Utility User Guide 101

102 Chapter 9: RM Services 3. Select the log level from the Log Level drop-down list. The recommended setting is Minimal. Note: Click the View Log button to select a log to view. 4. Click apply to apply the settings on the tab. 5. Click the Mail tab. 6. Set the following options for the SMTP server and notifications and alerts. Server Specifies a valid SMTP server in your environment. Sender Specifies the account from which notifications and alerts about the Butler services are sent. 7. Click Apply to apply the settings on the tab. 8. Click OK when you are finished setting the properties. This saves the settings for the common Butler service properties to the database. Note: For each service, you can set general properties, scheduling properties, and properties that are unique to each service. Options for Managing a Butler Service You can manage each Butler service independently. Select the Butler Services node under RM Services in the Server Administration utility and right-click a service in the right pane to display the options. Before the service is installed, the only option available is Install. Note: You can also click the Actions button to display the options. The following options are available: Install Displays the properties dialog for installing the service. Uninstall Start Stop Displays the properties dialog for uninstalling the service. Starts the service. Stops the service. 102 Autonomy Records Manager Server Administration Utility User Guide

103 Butler Services Pause Pauses the service. Refresh Refreshes the status of the service to indicate if it is running or not running. This is useful for determining the status of the service if changes have been performed outside of the Server Administration utility. Properties Displays the property options dialog for managing the service options. View Log Displays the log for the service. Run Now Runs the service on demand. This lets you run the selected service at any time. Delete Current Log File Deletes the log file of the currently selected service. Schedule Specifies a schedule for running the selected service. We recommend that you schedule services to run once a day at 1 a.m. Common Properties Tabs for Each Butler Service Each Butler service has the following tabs in common that can be used to set properties for the selected Butler service: General on page 104 Schedule on page 104 Depending on the Butler service selected, additional properties tabs are available that are unique to that service. Autonomy Records Manager Server Administration Utility User Guide 103

104 Chapter 9: RM Services General Tab Properties for Each Butler Service Use the General tab for the selected Butler service to specify properties for that service. The following options are available: Startup Type Specifies the option for how the service starts. Use the drop-down list to select Automatic, Manual, or Disabled. Logon as Specifies the identity for the Autonomy Records Manager service account. Use the ellipsis button to select an identity, and use the password button to specify the password for that user. Use Local System Account Specifies that the local system account is used when this option is checked. Service Status Indicates the current status of the service. The following buttons are available for activating the service: Start Stop Pause Starts the service. Stops the service. Schedule Tab for Each Butler Service Pauses the service temporarily. Use the Schedule tab for the selected Butler service to view the current schedule setting for the service to run. Use the Change button to display the Define Schedule dialog for setting the schedule time for the service. 104 Autonomy Records Manager Server Administration Utility User Guide

105 Butler Services The Butler Service The Butler service checks the integrity and validity of user settings, such as Favorites, document template defaults, and custom pick lists. For example, if a folder is no longer available, the Butler service will remove it from a user's Favorites. You can run the service for a specific user. The following tabs are available: General on page 104 Schedule on page 104 Butler on page 105 Butler Tab The following option is available on the Butler tab: Run for a single user Specifies a user ID to run the service only for that user ID. The Courier Service The Courier service monitors incoming circulation requests that come from the web interface and sends notifications to the records staff responsible for fulfilling the requests. This service works with the delivery reporting options that are defined for the Courier configuration in the Desktop Administrator component of the Desktop User interface, such as report type, report name, and scheduling. The service s circulation requests to assigned recipients, based on the settings in the Desktop User interface. The following tabs are available: General on page 104 Schedule on page 104 Autonomy Records Manager Server Administration Utility User Guide 105

106 Chapter 9: RM Services How the Courier Service Notifications Work The Courier service sends notifications to records management staff about pending requests for records made by users of the Web Interface, as outlined by the following steps: 1. Users of the Web Interface make requests for records. 2. A report of pending action items for the records management staff is scheduled, based on scheduling and distribution parameters defined in the Desktop Administrator program. These report tasks can also be run on demand. 3. When the task runs, an is generated and sent to the records management staff responsible for fulfilling the records request. The contains a link to the report. 4. When the records management staff members receive the , they can click the link to display reports about pending requests. 5. Records management staff can toggle the display to view a report of fulfilled requests by clicking the Show Delivery link in the retrieval report. The Janitor Service Janitor Tab The Janitor service monitors VIEW locations used by repositories and purges them of aged content. You can set a time frame for removal, and specify locations. Configure the Janitor service to run once a day and then start the service. The following tabs are available: General on page 104 Schedule on page 104 Janitor on page 106 The following option is available: Delete if not used for more than Specifies the period of time after which the service deletes the item. The service works off of a list of locations that are enrolled by right-clicking a blank area in the lower pane of the tab and selecting Add to enter a UNC location. The service deletes any file objects found that have a Last Accessed date older than the time period specified. You can adjust this time period to suit your needs. 106 Autonomy Records Manager Server Administration Utility User Guide

107 Butler Services The Labeler Service Labeler Tab The Labeler service manages the printing of labels. You can specify locations for Bartender and ColorBar labels. The following tabs are available: General on page 104 Schedule on page 104 Labeler on page 107 Use the Labeler tab to specify the source and target locations for labels. The Porter Service Porter Tab The Porter service is used with the Autonomy Records Manager Imaging Toolkit. This component is a directory monitoring facility that monitors for incoming files that are targeted for importing into Autonomy Records Manager and associating with existing profiles. This service can be configured to support multiple databases. This service is typically scheduled to run frequently, often monitoring its folders every five minutes. This schedule is dictated by the needs of your organization. The following tabs are available: General on page 104 Schedule on page 104 Porter on page 107 You can enroll multiple locations for monitoring, each with the following parameter options: DB Alias Select from the list of available Database Aliases on this server. Autonomy Records Manager Server Administration Utility User Guide 107

108 Chapter 9: RM Services Override Grants the service the right to replace existing repository content if an object of the same name is placed in the monitored directory. Use this option with caution. This is most often required for use by quality assurance staff that need to replace Images that have been scanned and passed to the system by the Porter and require replacement due to quality problems. Repository from Wait Identifies which repository destination to choose for the electronic object. The options are Service Account repository, Global Repository, or the Repository assigned to the FILED_BY User. Causes the service to wait a specified number of minutes after the object has been placed in the directory before processing it. This is useful when trying to eliminate contention between a process that is writing to the directory and the Porter process that is attempting to read the file. The Reporter Service The Reporter service lets you enroll multiple web report URLs, schedule them to run, and store the results for records managers to review. Repository Management Service The Repository Management Service reads the database and verifies the existence and the authenticity of documents. You can configure the status of the Repository Management service and view service information in the Repository Management Service pane that appears by selecting the Repository Management Service node. Working with the Repository Management service involves the use of the Autonomy Records Manager services task bar menu. For more information about the Autonomy Records Manager services task bar menu, see Autonomy Records Manager Services Task Bar Menu. 108 Autonomy Records Manager Server Administration Utility User Guide

109 Repository Management Service By selecting the Repository Management Service node, clicking the Actions picklist, and selecting Properties you can view and configure the Repository Management service in the Edit Repository Management Service dialog that appears. For more information about the Edit Repository Management Service dialog, see Edit Repository Management Service Dialog. By expanding the Repository Management Service node you can view a list of available Autonomy Records Manager databases. You can select a database node to view the repositories that are associated with that particular database. For more information about working with Repository Management service repositories, see Working with Repository Management Service Repositories. More information: Working with Repository Management Service Repositories (see page 109) Edit Repository Management Service Dialog (see page 111) Working with Repository Management Service Repositories After expanding the Repository Management Service node, you can select a database node to view the repositories that are associated with that particular database in the Managed Repositories pane that appears. Working with the Retention Services pane involves the use of the Managed Repositories pane Actions picklist. The Managed Repository pane contains the following repository information: Repository Description The Repository Description column displays information about the repositories in the selected database, for example the type of repository and the server the repository is located in. Location The Location column displays repository directory information. Schedule ID The Schedule column displays repository service scheduling information. The ID column displays the repository ID information. Log Level Filter The Log Level column displays the repository service logging level. The Filter column displays the repository service filter information. Autonomy Records Manager Server Administration Utility User Guide 109

110 Chapter 9: RM Services The following options are available by selecting a repository in the Managed Repositories pane and clicking the Actions picklist: Run Now You can use the Run Now option to run the Repository Management service manually on the selected repository. For more information about running the Repository Management service manually, see Run the Repository Management Service Manually. Note: The Run Now option is available only if the Repository Management service is started. Properties The Properties option opens the Managed Repository Properties dialog. You can use the Managed Repository Properties dialog to schedule the Repository Management service, apply a filter, and configure logging settings. For more information about the Managed Repository Properties dialog, see Managed Repository Properties Dialog. View Log You can use the View Log option to view a Managed Repository log file for a particular repository. By selecting View Log you can select and view a particular Managed Repository log file from the repository log location in the the Select Log File dialog that appears. More information: Repository Management Service (see page 108) Managed Repository Properties Dialog (see page 111) Schedule the Repository Management Service (see page 112) Run the Repository Management Service Manually (see page 113) 110 Autonomy Records Manager Server Administration Utility User Guide

111 Repository Management Service Edit Repository Management Service Dialog You can use the Edit Repository Management Service dialog to view and modify the Repository Management service. You can access the Edit Repository Management Service dialog by selecting the Repository Management Service node, clicking the Actions picklist and selecting Properties. The Edit Repository Management Service dialog contains the following properties: Startup Type Logon As Service Status For more information about the properties in the Edit Repository Management Service dialog, see Autonomy Records Manager Services Common Terminology. More information: Working with Repository Management Service Repositories (see page 109) Autonomy Records Manager Services Common Terminology (see page 83) Managed Repository Properties Dialog The Managed Repository Properties dialog is useful for scheduling the Repository Management service, applying a filter, and configuring logging settings. You can access the Managed Repository Properties dialog by expanding the Repository Management node, selecting a directory, clicking the Managed Repositories pane Action picklist and selecting Properties. The Managed Repository dialog contains the following tabs: Schedule The Schedule tab is useful for scheduling the Repository Management service. For more information about scheduling the Repository Management service, see Schedule the Repository Management Service. Options The Options tab contains Repository Management service filter information. Autonomy Records Manager Server Administration Utility User Guide 111

112 Chapter 9: RM Services Logging Hash You can use the Logging tab to configure Log Level and Notification settings. For more information about the Log Level, see Autonomy Records Manager Services Common Terminology. Specifies the hash setting in effect for the Repository Management service. This hash setting applies only to this service. For more information about these hash options, see Hash Options for the Repository Management Service on page 114. More information: Working with Repository Management Service Repositories (see page 109) Schedule the Repository Management Service (see page 112) Autonomy Records Manager Services Common Terminology (see page 83) Schedule the Repository Management Service After installing and starting the Repository Management service you can schedule a service instance to run at a certain time or time period, or you can choose to run the service manually. For more information about running a Repository Management service instance manually, see Run a Repository Management Service Manually. Important! The Repository Manage service must be started before you can schedule the selected service instance. For more information about starting an Autonomy Records Manager service, see Autonomy Records Manager Services Task Bar Menu. To schedule the Repository Management Service 1. Expand the RM Services node and select the Repository Management service node. The Repository Management Service pane appears. 2. Verify that the Repository Management service is started. 3. Expand the Repository Management Service node. A list of available Autonomy Records Manager databases appears. 4. Select the database for which you are scheduling the Repository Management service. The Management Repositories information pane appears. 5. Select the desired repository, and click information pane Actions picklist. A context menu appears. 112 Autonomy Records Manager Server Administration Utility User Guide

113 Repository Management Service 6. Select Properties. The Managed Repository Properties dialog appears. 7. Select the Schedule tab. 8. Click Change. The Define Schedule dialog appears. 9. Define the desired service instance schedule and click OK. The Managed Repository Properties dialog appears. 10. Click OK. Your changes are saved. More information: Working with Repository Management Service Repositories (see page 109) Autonomy Records Manager Services Task Bar Menu (see page 85) Run the Repository Management Service Manually (see page 113) Run the Repository Management Service Manually After installing and starting the Repository Management service you can choose to run the service manually. You can also choose ton schedule the service to run at a certain time or time period. For more information about scheduling the Repository Management service, see Schedule the Repository Management Service. Important! The Repository Manage service must be started before you can run the selected service instance. For more information about starting an Autonomy Records Manager service, see Autonomy Records Manager Services Task Bar Menu. To run the Repository Management Service manually 1. Expand the RM Services node and select the Repository Management service node. The Repository Management Service pane appears. 2. Verify that the Repository Management service is started. 3. Expand the Repository Management Service node. A list of available Autonomy Records Manager databases appears. 4. Select the database for which you are running the Repository Management service. The Management Repositories information pane appears. Autonomy Records Manager Server Administration Utility User Guide 113

114 Chapter 9: RM Services 5. Select the desired repository, and click information pane Actions picklist. A context menu appears. 6. Select Run Now. The selected service instance is executed. Hash Options for the Repository Management Service Use the Hash options for the Repository Management Service in addition to the hash options specified when a repository is defined. These hash options can be applied to the Repository Management Service for Windows, General, and Internal repository types. This setting only applies to the Repository Management Service component of Autonomy Records Manager. You cannot set the hash option for the service to be more powerful than the hash option that is already in place for the repository as a whole. The following options are available: No Hash Specifies that no authenticity check is provided for this service. Calculate Only Specifies that the service generates hash values for records that do not have hash values. Calculate and Check Specifies that the service calculates hash values for records that do not have hash values, and validates hash values for records that do have them. If the value of the existing hash value is not the same as the newly calculated value, a notification is sent to the administrator. How Repository Management Service Hash and Repository Hash Work Together The Repository Management Service hash options work with the existing hash options that are defined for the repository as a whole. The hash option set for the repository applies to all activity in Autonomy Records Manager, while the hash option set for the Repository Management Service applies to that service only. The following table shows how the two sets of hash settings work together. 114 Autonomy Records Manager Server Administration Utility User Guide

115 Exchange Services Repository Hash Setting Repository Management Service Hash Setting Result No Hash No Hash Only validate the existence of the document. Calculate No Hash Only validate the existence of the document. Calculate Calculate Calculate only for the service. Calculate and Check No Hash Only validate the existence of the document. Calculate and Check Calculate Calculate Calculate and Check Calculate and Check Calculate and Check Exchange Services The Autonomy Records Manager Exchange services are used to declare records directly from Exchange or PST files. Working with the Exchange Services node involves the use of the Actions picklist. For more information about Exchange services, see the Exchange and Outlook Integration Guide. By selecting the Exchange Services node and clicking the Actions picklist you can select from the following options: Create New Service The Create New Service option is useful for creating a new Exchange service instance. Creating a new Exchange service instance involves selecting an Exchange service type and completing the fields on the Create New Exchange Service dialog that appears. For more information about creating a new Exchange service instance, see Create a New Exchange Service Instance. Autonomy Records Manager Server Administration Utility User Guide 115

116 Chapter 9: RM Services A new Exchange service is named FsExchange and contains a sequential number. For example if FsExchange1 exists, the next Exchange service that is created will be named FsExchange2. The following types of Exchange services are available: Folder Monitor The Folder Monitor service declares messages from a single folder in a single mailbox. Typically, the Folder Monitor is used to declare s from Journal mailboxes. Mailbox Crawler The Mailbox Crawler service declares messages from multiple designated folders across multiple mailboxes that are on the same Exchange server. PST Crawler. The PST Crawler service monitors a directory where pst files are dropped and declares messages from those PST files. It is possible to have multiple instances of FsExchange.exe running on the same server. Each Exchange service instance runs as a Microsoft Windows service with its own set of parameters that define the service type and several other settings. The Folder Monitor and PST Crawler services use a defined set of Exchange rules to locate the file plans where records are declared. For more information about Exchange rules, see Exchange Rules. Rules Configuration By selecting Rules Configuration you can configure the rules that are used by Exchange services to determine a parent object within the Autonomy Records Manager file plan where each record can be declared. These rules are based on message attributes, for example subject, sender, and so on. Selecting Rules Configuration opens the Exchange Rules Configuration dialog. For more information about the Exchange Rules Configuration dialog, see Exchange Rules Configuration Dialog. You can view the existing Exchange service instances in the Exchange Services pane that appears by selecting the Exchange Services node. For more information about working with existing Exchange service instances, see Working with Exchange Services. More information: Working with Exchange Services (see page 117) Exchange Rules (see page 118) Create a New Exchange Rule (see page 120) Create a New Exchange Service Instance (see page 127) Exchange Service Scheduling (see page 135) 116 Autonomy Records Manager Server Administration Utility User Guide

117 Exchange Services Working with Exchange Services You can view the existing Exchange service instances in the Exchange Services pane that appears by expanding the RM Services node and selecting the Exchange Services node. Working on the Exchange service instances involves the use of the Autonomy Records Manager Services task bar menu and the Exchange Services pane Action picklist. Depending on the status of a service, for example, running, stopped, paused and so on, you can modify the service status or choose to install or uninstall a particular Exchange service instance. For more information about the Autonomy Records Manager Services task bar menu, see Autonomy Records Manager Services Task Bar Menu. You can use the Exchange Services node to perform the following activities: Create new Exchange rules Create a new Exchange service instance Configure exisiting Exchange service instance properties by using the Modify Exchange Service dialog Schedule an Exchange service instance Run an Exchange service instance manually Configure a Exchange service instance schedule The Exchange Services pane Actions picklist contains the following non-status related options: Run Now The Run Now option initiates the selected Exchange service instance. Refresh Settings The Refresh Settings option updates the Exchange Services pane to show the most recent service information. Autonomy Records Manager Server Administration Utility User Guide 117

118 Chapter 9: RM Services Delete Service The Delete Service option clears the selected Exchange service instance from the Exchange Services pane. Note: The Delete Service option is not available if a service is started. You must stop a started Autonomy Records Managerservice before you can delete it. Properties The Properties option opens the Modify Exchange Service dialog. You can use the Modify Exchange Service dialog view and configure service instance information and settings, schedule the service instance, and view and configure the service instance logging information. For more information about the Modify Exchange Service dialog, see Modify Exchange Service Dialog. Collect Statistics Each Exchange service creates a new report file every day the service is run. The Collect Statistics function analyzes all report files from all Exchange services and presents report summary results. Note: The options that are available in the Exchange Services pane Actions picklist differ depending on the status of the selected Exchange service instance. For more information about the status related options in the Exchange Services pane Actions picklist, for example Install Service and Start Service, see Autonomy Records Manager Services Task Bar Menu. More information: Exchange Services (see page 115) Autonomy Records Manager Services Task Bar Menu (see page 85) Exchange Rules (see page 118) Exchange Service Scheduling (see page 135) Exchange Rules Autonomy Records Manager Exchange rules provide a non-interactive mechanism for collecting communications and declaring them as records to the Autonomy Records Manager system. The Autonomy Records Manager Server Administration utility defines a set of global filing rules that are applied against all enrolled mailboxes and PST containers, and includes generic recipient mailboxes and Exchange Journaling mailboxes. Each Exchange rule is stored in the Autonomy Records Manager database and can be marked as Enabled or Disabled. Exchange rules that are marked as Disabled are ignored by the Exchange services. 118 Autonomy Records Manager Server Administration Utility User Guide

119 Exchange Services Exchange rules are used by two types of Autonomy Records Manager Exchange services: Folder Monitor PST Crawler. Each rule consists of the following: Criterion The Criterion is a combination of rule parts and is used by Autonomy Records Manager Exchange services to determine which messages should be declared as records to the record destination that is assigned to the rule. An implied And operator exists between all rule parts. All rule parts must be satisfied by a message for a message to qualify for filing under this rule. You can specify as many rule parts as required. A rule part consists of the following: Field Condition Value For more information about the rule part components, see Exchange Rule Definition Dialog. Record Destination The Record Destination is the Autonomy Records Manager file location, for example a matter, category, or a folder, where messages are declared as records if they satisfy the rule criterion. The following is a unique type of Exchange rule: Catchall Rule The Catchall Rule is an Exchange rule that does not have any search criterion assigned to it. The Exchange service checks each message against all enabled rules assigned to the service. If a message does not satisfy any rule and an enabled Catchall rule exists, the service declares it to the destination assigned to the Catchall rule, or the Catchall destination. More information: Working with Exchange Services (see page 117) Create a New Exchange Rule (see page 120) Exchange Rule Definition Dialog (see page 122) Autonomy Records Manager Server Administration Utility User Guide 119

120 Chapter 9: RM Services Create a New Exchange Rule Autonomy Records Manager Exchange rules provide a non-interactive mechanism for collecting communications and declaring them as records to the Autonomy Records Manager system. For more information about Exchange rules, see Exchange Rules. You can create a new Exchange rule by using the Exchange Rule Definition dialog. For more information about the Exchange Rule Definition dialog, see Exchange Rule Definition Dialog. To create a new Exchange rule 1. Expand the RM Service node, select the Exchange Services node, and click the Actions picklist. A context menu appears. 2. Select Rules Configuration. The Exchange Configuration dialog appears. 3. Select a database from the RM Database picklist and click New Rule. The Exchange Rule Definition dialog appears. 4. Define each field in the Exchange Rule Definition dialog and click Save. Your new Exchange rule is defined and the Exchange Configuration dialog appears. More information: Exchange Rules (see page 118) Exchange Rule Definition Dialog (see page 122) 120 Autonomy Records Manager Server Administration Utility User Guide

121 Exchange Services Exchange Rules Configuration Dialog You can use the Exchange Rules Configuration dialog work with and create new Exchange rules. For more information about Exchange rules, see Exchange Rules. The Exchange Rules Configuration dialog contains the following options: RM Database Use the RM Database picklist to select a database where you are configuring Exchange rules. New Rule You can use the New Rule button to define a new Exchange rule. Selecting the New Rule button opens the Exchange Rule Definition dialog. For more information about the creating a new Exchange rule, see Create a New Exchange Rule. Edit Rule You can use the Edit Rule button to edit a selected Exchange rule. Selecting the Edit Rule button opens the Exchange Rule Definition dialog. Catchall Delete You can use the Catchall button to define Exchange catchall rule. You can use the Delete button to delete a selected Exchange rule. More information: Exchange Rules (see page 118) Create a New Exchange Rule (see page 120) Exchange Rule Definition Dialog (see page 122) Autonomy Records Manager Server Administration Utility User Guide 121

122 Chapter 9: RM Services Exchange Rule Definition Dialog The Exchange Rule Definition dialog is useful when creating a new exchange rule. You can use the Exchange Rule Definition dialog to create a new rule name, configure the rule criterion, select the record destination and optionally enable the rule. For more information about the creating a new Exchange rule, see Create a New Exchange Rule. You can access the Exchange Rule Definition dialog by opening the Exchange Rules Configuration dialog and clicking New Rule. For more information about the Exchange Rules Configuration dialog, see Exchange Rules Configuration dialog. The Exchange Rule Definition dialog contains the following options: Name Use the Name field to create a meaningful name for the new Exchange rule. Find Location Field To select the record destination click on the Find Location button. The Find Location button opens the standard Autonomy Records Manager search form. This search form provides an interface for finding and selecting a valid record destination. Finding a location and clicking OK returns the selected location in the xml format that gets recorded to the database with the new Exchange rule. The Field picklist identifies exactly what part of the message is examined. 122 Autonomy Records Manager Server Administration Utility User Guide

123 Exchange Services The following Field options are available: Subject From To Cc Bcc The Subject criterion is the Subject Line from the message. The Subject is read from the PR_SUBJECT property of the Outlook message. The From criterion identifies the Author of the message. The From criterion is read from the display name (PR_SENDER_NAME) of the Author and the address (PR_SENDER_ADDRESS) of the Author, as this information stored in the Outlook message. In the case of envelope journaling, the Sender full name and SMTP address from the body of the journal envelope are also evaluated. Note: The value of the PR_SENDER_ADDRESS as stored in the message may be in either SMTP or EXCHANGE format, depending upon the origins of the message. Internal messages are stored with the Author's Exchange address. External messages are stored with the Author's SMTP address. Rule parts must be structured in a way that takes your organization's addressing conventions into account. The To criterion identifies the individuals the message is being sent to. The To criterion is read from the combined display names of all To individuals (PR_DISPLAY_TO). The addresses of To individuals are not evaluated. The Cc criterion identifies the individuals that addressed in the Cc section of the message. The Cc criterion is read from the combined display names of all of the individuals listed in the Cc section of the message (PR_DISPLAY_CC). The addresses of Cc individuals are not evaluated. The Bcc criterion identifies the individuals that are addressed in the Bcc section of the message. The Bcc criterion is read from the combined display names of all of the individuals listed in the Bcc section of the message (PR_DISPLAY_BCC). The addresses of BCC individuals are not evaluated. Note: Bcc individual information is only available under limited circumstances. For regular messages, only the messages that are filed from the Sent Items folder of a mailbox contain this Bcc individual information. For Bcc journal messages, the Bcc individual information is not available. For envelope journal messages, Exchange includes all Bcc recipients in the envelope recipient information only. Autonomy Records Manager Server Administration Utility User Guide 123

124 Chapter 9: RM Services Recipients The Recipients criterion is a combination of the To, Cc and Bcc fields. All three fields can be searched simultaneously. Each Recipients component follows the same behavior as it would separately. The recipient addresses are not evaluated. Recipient Condition The Recipient criterion identifies any known recipient of the message. The Recipient criterion is the most extensive field selection that is available for evaluation. The recipient table that is maintained within an Outlook message is evaluated. The recipient table offers three distinct properties for searching: Display Name (PR_DISPLAY_NAME) Address (PR_ _ADDRESS) SMTP Address (PR_SMTP_ADDRESS) (if an SMTP address is available) Also, when an envelope journal message is evaluated, the Recipient information from the body of the journal envelope is also used. The Recipient information includes the Display Name and the SMTP address of all message recipients. The Condition describes how a value is evaluated against the selected field. The following Conditions exist: Starts Is Value The Starts condition defines that the actual value of at least one element supported for a Field must start with the value specified in the Value string. The Is condition defines that the actual value of the Field element must be an exact match of the value specified in the Value string. Contains The Contains condition defines that actual value the Field element must contain only the string value specified in the Value string. The Value is a string that is used in evaluating the Exchange rule. Several variations on possible Value entries exist. For more information about Value string variations, see Exchange Rule Value Definition. 124 Autonomy Records Manager Server Administration Utility User Guide

125 Exchange Services More information: Exchange Rules (see page 118) Create a New Exchange Rule (see page 120) Exchange Rules Configuration Dialog (see page 121) Exchange Rule Value Definition (see page 125) Exchange Rule Value Definition While creating or modifying an Exchange rule you must define a rule part value in the Value field of the Exchange Rule Definition dialog. The Value is a string that is used in evaluating the Exchange rule. The following variations on possible Value entries exist: Simple Text String A Simple Text String is any string of characters that are used as your Value. Simple Text Strings do not require quotations. All and any characters are interpreted as a part of the string, including spaces and punctuation. A Simple Text String does not support wildcards or ambiguous characters. OR Qualifier By using the OR Qualifier you can enter multiple strings for evaluation within a single Value string. The OR Qualifier syntax is very strict. Each string in an OR Qualifier is separated by a space, two adjacent pipe characters and another space. For example, if you want to specify a value with the string John Doe or the string JDOE@, the Value would be entered as John Doe JDOE@. You can use as many OR qualifiers as is required in defining a string value. Autonomy Records Manager Server Administration Utility User Guide 125

126 Chapter 9: RM Services Specific Sources You must use the Specific Sources value type when specifying a Value for any Exchange rule that uses the Recipient Field criterion. If the Recipient Field criterion is used, you must identify which of the three available data sources should be examined. Note: You can use the Specific Sources value type only for the Recipient Field criterion. The following data sources are available: NAME EXCH SMTP You can use the NAME data source to search for display names from the recipient table in the Outlook message. When processing envelope journal messages, the scope is broadened to include the display names from the envelope journal recipient information. To use the NAME data source you can enter NAME: followed by the display name for which your are searching in the Value field, for example, Name:JohnS. You can use the EXCH data source to search for EXCH type addresses from the recipient table in Microsoft Outlook messages. To use the EXCH data source you can enter EXCH: followed by the address for which your are searching in the Value field, for example, EXCH:JohnS@xyz.com. You can use the SMTP data source to search for SMTP type adresses from the recipient table in Microsoft Outlook messages that. When processing envelope journal messages, the scope is broadened to include the SMTP addresses from the envelope journal recipient information. To use the SMTP data source you can enter SMTP: followed by the address for which your are searching in the Value field, for example, SMTP:JohnS@xyz.com. You can use the OR qualifier to enter multiple data sources for evaluation. For example, if you need to capture messages that are received by a recipient from both, the internal Exchange environment and from external senders, it is necessary to examine both the Exchange and SMTP addresses of the recipient. In this example you can use the Value field to enter EXCH:/CN=john.doe SMTP:john.doe@xyz.com More information: Exchange Rules (see page 118) Create a New Exchange Rule (see page 120) Exchange Rule Definition Dialog (see page 122) 126 Autonomy Records Manager Server Administration Utility User Guide

127 Exchange Services Create a New Exchange Service Instance You can create a new Exchange service instance by using the Create New Exchange Service dialog. When a new Exchange service instance is created it is installed automatically. For more information about the Create New Exchange Service dialog, see Create New Exchange Service Dialog. The Exchange service types available include Folder Monitor, Mailbox Crawler, and PST Crawler. For more information about Exchange service types, see Exchange Services. To create a new Exchange service instance 1. Expand the RM Services node, select the Exchange Services node, and click the Actions picklist. A context menu appears. 2. Select the type of Exchange service that you are creating. The Create New Exchange Service dialog appears. 3. Define each of the fields on the Create New Exchange Service dialog. 4. Click OK. The Exchange service instance that you created is added to the Exchange Services pane. More information: Working with Exchange Services (see page 117) Create New Exchange Service Dialog (see page 127) Modify Exchange Service Dialog (see page 128) Create New Exchange Service Dialog The Create New Exchange Service dialog lets you create a new Exchange service instance. For more information about creating a new Exchange service instance, see Create a New Exchange Service Instance. The interface of the Create New Exchange Service dialog is similar to interface of the Modify Exchange Service dialog. For more information about the structure of the Create New Exchange Service dialog and the differences between these two dialogs, see Modify Exchange Service Dialog. Autonomy Records Manager Server Administration Utility User Guide 127

128 Chapter 9: RM Services More information: Working with Exchange Services (see page 117) Create a New Exchange Service Instance (see page 127) Modify Exchange Service Dialog (see page 128) Advanced Exchange Service Settings (see page 131) Modify Exchange Service Dialog You can use the Create New Exchange Service dialog to create a new Exchange service instance. You can access the Modify Exchange Service dialog from the Exchange Services pane by selecting a started Exchange service instance, clicking the Actions picklist, and selecting Properties. Note: The interface of the Modify Exchange Service dialog is similar to interface of the Create New Exchange Service dialog. The differences between these two dialogs is noted in this topic. This Modify Exchange Service dialog contains the following tabs: General The General tab displays generic service properties that are used in communicating with the Service Manager. The General tab contains the following sections: Startup Type Logon As Service Status User Processes For more information about the options in the General tab, see Autonomy Records Manager Services Common Terminology. Note: The Service Status section and the User Processes section of the General tab does not appear in the Create New Exchange Service dialog. 128 Autonomy Records Manager Server Administration Utility User Guide

129 Exchange Services Settings The Settings tab displays Autonomy Records Manager specific parameters. The Settings tab contains the following fields: Database The Database picklist defines the Autonomy Records Manager database alias. Repository Office The Repository picklist defines the Autonomy Records Manager repository that is used to declare messages. Note: Selecting a repository is optional. If the Repository picklist is left empty a default repository is selected based on the account assigned to the service instance. The Office picklist defines the office that declared messages belong to. Note: Selecting an office is optional. Office information is used only by the Exchange service if the repository is not specified. If the Repository picklist is left empty, a default repository is selected if a repository is assigned to the defined office. If the Office picklist is left empty, a default repository is selected as a message declaration location. File Path The File Path field defines the full path to a directory location where the PST files that are to be processed are located. Note: The File Path field is only available in the PST Crawler Create New Exchange Service dialog. Display Name The Display Name field defines the Exchange service instance display name. Note: The Display Name field is only available in the PST Crawler Create New Exchange Service dialog. Exchange Server The Exchange Server picklist defines the Exchange Server where the new Exchange service instance mailbox is located. Autonomy Records Manager Server Administration Utility User Guide 129

130 Chapter 9: RM Services Mailbox The Mailbox field defines the mailbox alias. If Successful Move to Folder The If Successful Move to Folder field defines the folder inside the mailbox where messages that are successfully declared as records are moved. If this folder does not exist in the mailbox, the Exchange service creates it. Note: Backup is the default value that is displayed when a new service is created. If Failed Move to Folder The If Failed Move to Folder field defines the folder into which messages are moved if the Exchange service fails to declare them. If this folder does not exist in the mailbox, the Exchange service creates it. Note: Errors is the default value that is displayed when a new service is created. Delete You can use the Delete check box to indicate whether messages should be deleted if they are successfully declared as records. Advanced Schedule You can use the Advanced option to access the Advanced Settings dialog. For more information about the Advanced option see Advanced Exchange Service Settings. While modifying or creating a new Exchange service instance you can configure up to two types of service schedules depending on the type of Exchange service you are scheduling, for example Mailbox Crawler or Folder Monitor. The types of schedules available include the Synchronization schedule and the Declaration schedule. For more information about Exchange service scheduling, see Exchange Service Scheduling. 130 Autonomy Records Manager Server Administration Utility User Guide

131 Exchange Services Logging The Logging tab controls the Exchange service logging settings. A log file may be created each time an Exchange service is run. The Logging tab contains the following fields: Log File Location The Log File Location is the directory where the service log files are stored. A default value containg a generic location for example a computer property and the service name is automatically created. For example, a default Log File Location can be C:\Program Files\Autonomy\Autonomy Records Manager\Temp\FsExchange15. Log Level The Log Level picklist contains several logging level options ranging from Error Only, least detailed, to Debug, most detailed. Max Size By configuring the Max Size you can define the maximum amount of megabytes a log file can be. Create Report If the Create Report check box is selected, a report log file is generated each time the particular Exchange service is run. More information: Create a New Exchange Service Instance (see page 127) Create New Exchange Service Dialog (see page 127) Advanced Exchange Service Settings (see page 131) Advanced Exchange Service Settings By clicking the Advanced button on the Settings tab of the Create New Exchange Service dialog or the Modify Exchange Service dialog you can configure additional exchange service settings in the Advanced Configuration dialog that appears. The Advanced Configuration dialog may contain the following fields: Source Folder The Source Folder field defines the folder within the mailbox that is being processed. Note: The Source Folder field is available only in the Folder Monitor Advanced Configuration dialog. Autonomy Records Manager Server Administration Utility User Guide 131

132 Chapter 9: RM Services User Filter You can use the User Filter field to enter an SQL condition to narrow the mailboxes that are processed when the service is run. Note: The User Filter field is available only in the Mailbox Crawler Advanced Configuration dialog. Max Message Size The Max Message Size field defines the maximum message size that the Exchange service will process. Num Worker Thread The Num Worker Thread field defines the number of worker threads running in the Exchange service. Note: The Num Worker Thread field is available only in the Mailbox Crawler Advanced Configuration dialog and the PST Crawler Advanced Configuration dialog. Num Mailbox Thread The Num Mailbox Thread field defines the number of mailbox threads running in the Exchange service. Note: The Num Mailbox Thread field is available only in the Mailbox Crawler Advanced Configuration dialog and the PST Crawler Advanced Configuration dialog. Chunk Size The Chunk Size field defines the number of messages that are retrieved from the mailbox table in one call. Max Hits The Max Hits field defines the maximum number of messages declared in a single execution of the Exchange service. Assume Envelope Journaling The Assume Envelope Journaling check box defines whether or not to apply special processing to extract the original message from the envelope. Exchange Journaling is a mode for the Exchange server that sends a copy of each message received by each mailbox to a type of mailbox called the Journal mailbox. In the case of simple journaling, the exact copy of the message is sent. In Envelope Journaling, however, the Exchange service creates a new message, called an envelope, and attaches the original message as an attachment. The Exchange service also expands all groups listed on the recipients lists, cc and bcc, and lists all recipients individually in the enveloped message. 132 Autonomy Records Manager Server Administration Utility User Guide

133 Exchange Services If the Assume Envelope Journaling check box is selected, the Exchange service extracts the attached original message and declares it as record. If the Assume Envelope Journaling check box is not selected, the message is declared as is. Note: The Assume Envelope Journaling check box is available only in the Folder Monitor Advanced Configuration dialog and the PST Crawler Advanced Configuration dialog. Retain Body Text of Journal Envelope The Retain Body Text of Journal Envelope check box is enabled only if the Assume Envelope Journaling check box is selected. Note: The Retain Body Text of Journal Envelope check box is available only in the Folder Monitor Advanced Configuration dialog and the PST Crawler Advanced Configuration dialog. Validate All Rules If Validate All Rules is selected, the Exchange service will validate each message against all configured rules until a satisfactory rule is found. Selecting Validate All Rules disables the other available selections and disables the Find Location button. Note: Validate All Rules is available only in the Folder Monitor Advanced Configuration dialog and the PST Crawler Advanced Configuration dialog. Ignore Rules Processing and File to Specific Location If Ignore Rules Processing and File to Specific Location is selected, the Exchange service will declare all messages to the same location as the one defined by using the Find Location button. Selecting Ignore Rules Processing and File to Specific Location disables the other available selections and enables the Find Location button. Note: Ignore Rules Processing and File to Specific Location is available only in the Folder Monitor Advanced Configuration dialog and the PST Crawler Advanced Configuration dialog. Validate Only Specific Rules If Validate Only Specific Rules is selected, the Exchange service will validate each message only against selected rules until a satisfactory rule is found. Selecting Validate Only Specific Rules disables the other available selections and disables the Find Location button. Note: Validate Only Specific Rules is available only in the Folder Monitor Advanced Configuration dialog and the PST Crawler Advanced Configuration dialog. Find Location The Find Location button uses the Autonomy Records Manager search form fsforms.dll if exchange rules are ignored. You can use the search dialog to select a destination for declared messages. Autonomy Records Manager Server Administration Utility User Guide 133

134 Chapter 9: RM Services File Loose Documents to Default Folder The File Loose Documents to Default Folder check box controls whether messages are filed loosely to a category or matter, or if the check box is not selected messages are filed to a default folder. To file a message loosely means declaring the message directly to a category or a matter. If the message is not loosely filed, then the message is filed to the folder. Note: The File Loose Documents to Default Folder check box is available only in the Mailbox Crawler Advanced Configuration dialog. Delete Declared Documents After # Days Rules The Delete Declared Documents After # Days field defines the number of days after which declared messages are deleted. Note: The Delete Declared Documents After # Days field is available only in the Mailbox Crawler Advanced Configuration dialog. The Rules section of the Advanced Configuration dialog contains existing Exchange rules and their respective rule criteria information. For more information about Exchange rules, see Exchange Rules. Note: The Rules section is available only in the Folder Monitor Advanced Configuration dialog and the PST Crawler Advanced Configuration dialog. DAG Servers For Exchange Enter a comma-delimited list of all Exchange server names that are members of the same Exchange 2010 Data Availability Group as the Exchange server specified on the Settings Tab. More information: Exchange Rules (see page 118) Create a New Exchange Service Instance (see page 127) Create New Exchange Service Dialog (see page 127) Modify Exchange Service Dialog (see page 128) 134 Autonomy Records Manager Server Administration Utility User Guide

135 Exchange Services Exchange Service Scheduling While creating a new Exchange service instance or modifying an existing Exchange service instance you can configure up to two types of service schedules depending on the type of Exchange service you are scheduling, for example Mailbox Crawler or Folder Monitor. For more information about how to schedule an Exchange service instance, see Schedule an Exchange Service. The types of service schedules available for Exchange services include: Synchronization The Synchronization schedule is used for synchronizing the user's Autonomy Records Manager folders with the Autonomy Records Manager database settings. The Synchronization schedule can be used to create or remove particular Autonomy Records Manager folders if their settings have changed in the database, for example, if the user adds a new folder in to his favorite folders. Note: You can use the Synchronization schedule only on Mailbox Crawler Exchange service type. Declaration The Declaration schedule is used to configure how often this service instance declares messages inside those Autonomy Records Manager folders. You can use the Declaration schedule on each of the Exchange service types. Note: The Declaration schedule is the only schedule that you can use for the Folder Monitor and PST Crawler Exchange service types. More information: Working with Exchange Services (see page 117) Schedule an Exchange Service (see page 136) Run an Exchange Service Manually (see page 137) Autonomy Records Manager Server Administration Utility User Guide 135

136 Chapter 9: RM Services Schedule an Exchange Service You can schedule an existing Exchange service instance to run at specified intervals by using up to two service schedule types depending on the type of Exchange service you are scheduling. You can use the Declaration and the Synchronization schedule for the Mailbox Crawler Exchange service type. Folder Monitor and PST Exchange service types can only be scheduled by using the Declaration schedule. For more information about Exchange service scheduling, see Exchange Service Scheduling. Scheduling an Exchange service instance involves the use of the Modify Exchange Service dialog. For more information about the Modify Exchange Service dialog, see Modify Exchange Service dialog. To schedule an Exchange service 1. Expand the RM Services node, and select the Exchange Services node. The Exchange Services pane appears. 2. Select the desired Exchange service instance and click the Actions picklist. A context menu appears. 3. Select Properties. The Modify Exchange Service dialog appears. 4. Select the Schedule tab. 5. Select a schedule type if you are scheduling a Mailbox Crawler Exchange service type and click Change, otherwise click Change. The Define Schedule dialog appears. 6. Configure a schedule for the selected Exchange service instance and click OK. The Modify Exchange Service dialog appears. 7. Click OK. Your changes are saved. More information: Working with Exchange Services (see page 117) Exchange Service Scheduling (see page 135) Run an Exchange Service Manually (see page 137) 136 Autonomy Records Manager Server Administration Utility User Guide

137 Domino Services Run an Exchange Service Manually After installing and starting an Exchange service you can schedule the particular service instance to run at a certain time or time period, or you can choose to run the service instance manually. For more information about scheduling an Exchange service instance, see Schedule a Exchange Service. To run an Exchange service manually 1. Expand the RM Services node, and select the Exchange Services node. The Exchange Services pane appears. 2. Verify that the Exchange service you are scheduling is started. 3. Select the Exchange service instance that you are scheduling, and click the Actions picklist. A context menu appears. 4. Select Run Now. The selected service instance is initiated. More information: Working with Exchange Services (see page 117) Exchange Service Scheduling (see page 135) Schedule an Exchange Service (see page 136) Domino Services The Autonomy Records Manager Domino service is a Microsoft Windows service that creates Autonomy Records Manager folders inside the user's mail database and declares messages from these folders into Autonomy Records Manager repositories. For more information about the Domino services, see the Lotus Notes Integration Guide. Autonomy Records Manager Server Administration Utility User Guide 137

138 Chapter 9: RM Services Working with Domino Services You can view the existing Domino services in the Domino Services pane that appears by expanding the RM Services node and selecting Domino Services. Working on the Domino services involves the use of the Autonomy Records Manager Services task bar menu and the Domino Services pane Action picklist. Depending on the status of a service, for example, running, stopped, paused and so on, you can modify the service status or choose to install or uninstall a particular Domino service instance. You can use the Domino Services node to perform the following activities: View general information about the Domino Service and configure Domino service administrative properties by using the Lotus Domino Services Properties dialog Configure Domino service instance properties by using the Modify Domino Service dialog Create a new Domino service instance Schedule a Domino service instance Run a Domino service instance manually By selecting the Actions picklist or right-clicking the Domino Service node you can access the following options: Create New Service The Create New Service option lets you access the Create New Domino Service dialog and create a new instance of the Domino Service. When a new Domino service instance is created, it is automatically installed. Properties The Properties option lets you access the Lotus Domino Services Properties dialog. You can use this dialog to view general information about Domino Services and set up Domino Services configuration. By expanding the Domino Service node, you can view the following Domino Service information: Name The Name column contains the Domino service service name information. All service instances have similar service names and display names. Service instance names contain a unique sequential number. The service instance display names also contain this unique sequential number. 138 Autonomy Records Manager Server Administration Utility User Guide

139 Domino Services Type The Type column displays the service instance Service Type. The only valid value in the Type column is "D", which stands for Drag and Drop. RM Database Alias Values in the RM Database Alias column display the service instance database alias. Repository Values in the Repository column display the service instance repository ID. Logon As PID Values in the Logon As column display the service instance User ID. Values in the PID column display the service Process ID. If the process is not running then 0 appears as the PID value. Note: You can view Domino service instance information in an ordered list in the Domino Service Details dialog that appears by double-clicking on the desired service in the Domino Services pane. You can use the Domino Services pane Actions picklist or right-click a Domino service instance to work with service instances in the Domino Service pane. The Domino Services pane Actions picklist contains the following non-status related options: Run Now The Run Now option initiates the selected Domino service instance. Refresh Settings The Refresh Settings option updates the Domino Services pane to show the most recent service information. Autonomy Records Manager Server Administration Utility User Guide 139

140 Chapter 9: RM Services Delete Service The Delete Service option clears the selected Domino service instance from the Domino Services pane. Note: The Delete Service option is not available if a service is started. You must stop a started Autonomy Records Manager service before you can delete it. Properties The Properties option opens the Modify Domino Service dialog. You can use the Modify Domino Service dialog to view and configure Domino service instance log on information, service settings, schedule, and log level settings. Note: The options that are available in the Domino Services pane Actions picklist differ depending on the status of the selected Domino service instance. More information: Autonomy Records Manager Services Task Bar Menu (see page 85) Create a New Domino Service Instance (see page 144) Lotus Domino Service Properties Dialog (see page 140) Schedule a Domino Service (see page 145) Run a Domino Service Manually (see page 146) Lotus Domino Service Properties Dialog You can use the Lotus Domino Services Properties dialog to view general information about the Domino service and configure Domino service administrative properties. You can access the Lotus Domino Services Properties dialog by selecting the Domino Services node, clicking the Actions picklist and selecting Properties. The Lotus Domino Services Properties dialog contains the following tabs: General The General tab of the Lotus Domino Services Properties dialog contains the following information about Autonomy Records Manager Lotus Domino Services: Version Company Name Description 140 Autonomy Records Manager Server Administration Utility User Guide

141 Domino Services Configuration The Configuration tab lets you configure the Domino service administrative properties. The Configuration tab contains the following fields: Notes ID File Location The Notes ID File Location field contains the Notes ID directory. The Autonomy Records Manager Domino services use a Notes ID, for example, admin ID, to log on to the Lotus Notes session and handle the messages and folders inside each user's database. By defining the Notes ID File Location field you can indicate the Notes ID directory. Notes ID Password The Notes ID Password field contains the Notes ID password information. The Notes ID password is encrypted and stored in the registry. Administrator The Administrator field contains the address of the Lotus Notes administrator. The Domino service sends notifications to the Lotus Notes administrator if any service changes occur. Number of Threads The Autonomy Records Manager Domino service handles each user's mailbox in a multi-threaded mode. You can use the Number of Threads field to define the how many threads are used. More information: Working with Domino Services (see page 138) Autonomy Records Manager Server Administration Utility User Guide 141

142 Chapter 9: RM Services Modify Domino Service Dialog You can use the Modify Domino Service dialog edit the properties of a particular Domino service instance. You can access the Modify Domino Service dialog by selecting a started Domino service instance, clicking the Actions picklist, and selecting Properties. Note: The interface of the Modify Domino Service dialog is similar to the interface of the Create New Domino Service dialog. The differences between these two dialogs is noted in this topic. The Modify Domino Service dialog contains the following tabs: General The General tab contains the following sections: Startup Type Logon As Service Status User Processes Note: The Service Status section and the User Processes section of the General tab does not appear in the Create New Domino Service dialog. Settings The Settings tab contains the following fields: Database The Database picklist defines the Autonomy Records Manager database alias. Repository Office The Repository picklist defines the Autonomy Records Manager repository that is used to declare messages. Note: Selecting a repository is optional. If the Repository picklist is left empty a default repository is selected based on the account assigned to the service instance. The Office picklist defines the office that declared messages belong to. 142 Autonomy Records Manager Server Administration Utility User Guide

143 Domino Services Service The Service picklist currently only supports Service for Drag-and-Drop messages. User Filter Schedule The User Filter field is useful for narrowing your search results. The User Filter field is a Where clause that can be used for the f_contents table SQL queries. You can use the Schedule tab to configure service instance schedule information. For more information about Domino service scheduling, see Domino Service Scheduling. Logging You can use the Logging tab to configure logging and report settings. A log file may be created each time a Domino service is run. The Logging tab contains the following fields: Log File Location The Log File Location is the directory where the service log files are stored. Log Level You can use the Log Level picklist to configure service instance log level. For more information about the Log Level see Autonomy Records Manager Services Common Terminology. Max Size By configuring the Max Size you can define the maximum amount of Megabytes a log file can be. Create Report If the Create Report check box is selected, a report is generated each time the particular Domino service is run. A report contains information on the success of an operation after it has been completed, for example, every time an message is successfully declared as a record. View Log You can use the View Log button to select and select from a list of available log files that exist for the selected service instance. Autonomy Records Manager Server Administration Utility User Guide 143

144 Chapter 9: RM Services More information: Autonomy Records Manager Services Common Terminology (see page 83) Domino Services (see page 137) Working with Domino Services (see page 138) Create a New Domino Service Instance (see page 144) The Create New Domino Service Dialog (see page 144) Create a New Domino Service Instance You can create a new Domino service process by using the Create New Domino Service dialog. To create a new Domino service instance 1. Expand the RM Services node, select the Domino Services node, and click the Actions picklist. A context menu appears. 2. Select Create New Service. The Create New Domino Service dialog appears. 3. Define each of the fields in the Create New Domino Service dialog and click OK. Your new Domino service instance is added to the Domino Services pane. More information: Working with Domino Services (see page 138) The Create New Domino Service Dialog (see page 144) The Create New Domino Service Dialog The Create New Domino Service dialog lets you create a new Domino service instance. The interface of the Create New Domino Service dialog is similar to interface of the Modify Domino Service dialog. For more information about the structure of the Create New Domino Service dialog and the differences between these two dialogs, see Modify Domino Service Dialog. More information: Working with Domino Services (see page 138) Create a New Domino Service Instance (see page 144) Modify Domino Service Dialog (see page 142) 144 Autonomy Records Manager Server Administration Utility User Guide

145 Domino Services Schedule a Domino Service You can schedule a Domino service instance to run at specified intervals, for example, every two hours or at preset times such as daily starting at 1:00 am. Scheduling a Domino service instance involves the use of the Modify Domino Service dialog. For more information about the Modify Domino Service dialog, see Modify Domino Service dialog. To schedule a Domino service 1. Expand the RM Services node, and select the Domino Services node. The Domino Services pane appears. 2. Select the desired Domino service instance and click the Actions picklist. A context menu appears. 3. Select Properties. The Modify Domino Service dialog appears. 4. Select the Schedule tab. 5. Click Change. The Define Schedule dialog appears. 6. Configure a schedule for the selected Domino service instance and click OK. The Modify Domino Service dialog appears. 7. Click OK. Your changes are saved. More information: Domino Services (see page 137) Working with Domino Services (see page 138) Modify Domino Service Dialog (see page 142) Autonomy Records Manager Server Administration Utility User Guide 145

146 Chapter 9: RM Services Run a Domino Service Manually After installing and starting a Domino service you can schedule the particular service instance to run at a certain time or time period, or you can choose to run the service instance manually. To run a Domino service manually 1. Navigate to RM Services node, Domino Services. The Domino Services pane appears. 2. Verify that the Domino service you are scheduling is started. 3. Select the Domino service instance that you are scheduling, and click the Actions picklist. A context menu appears. 4. Select Run Now. The selected service instance is initiated. More information: Working with Domino Services (see page 138) Schedule a Domino Service (see page 145) Synchronization Services The Synchronization service is used to replicate changes in security and metadata from Autonomy Records Manager to the document management system where records are stored in place. Note: The Synchronization services that are available may differ depending on your Autonomy Records Manager Server configuration. The Synchronization Services node may include the following Synchronization services: SharePoint DM5 You can view the Autonomy Records Manager Sharepoint Synchronization Service information by expanding the Synchronization Services node and clicking the SharePoint node. You can view the Autonomy Records Manager DM5, edocs, Synchronization Service information by expanding the Synchronization Services node and clicking the DM5 node. 146 Autonomy Records Manager Server Administration Utility User Guide

147 Synchronization Services Documentum You can view the Autonomy Records Manager Documentum Synchronization Service information by expanding the Synchronization Services node and clicking the Documentum node. Working with the Synchronization services involves the use of the Autonomy Records Manager Services task bar menu and the Actions picklist. Depending on the status of the service, for example, running, stopped, paused and so on, you can modify the service status or choose to install or uninstall a particular Synchronization service instance. For more information about the Autonomy Records Manager Services task bar menu, see Autonomy Records Manager Services Task Bar Menu. Each Synchronization Service node contains a list of available databases and related database repositories. By clicking a database in the service list you can view repository and service information in the Defined Repositories information pane that appears. For more information about working with Synchronization service repositories, see Working with Synchronization Service Repositories. The Synchronization process is implemented as a multithreaded.net service. Synchronization schedules are configured and run at the repository level. You can schedule or run the Synchronization service in several different ways. You can schedule or run the Synchronization service in the following ways: Incremental Security You can schedule or run Incremental Security synchronization to synchronize only recently updated security information in the f_contents table of Autonomy Records Manager. Using Incremental Security synchronization synchronizes only the security information that was changed since the previous synchronization. To synchronize all security information, use Full Security synchronization. Incremental Profile Full You can schedule or run Incremental Profile synchronization to synchronize only recently updated profile information in the f_contents table of Autonomy Records Manager. Using Incremental Profile synchronization synchronizes only the profile information that was changed since the previous synchronization. To synchronize all profile information, use Full Profile synchronization. Select Groups to schedule or run a Full synchronization. The Full synchronization process performs synchronization for all documents in the f_contents table of Autonomy Records Manager from a given repository and synchronizes security, profile, or both. Autonomy Records Manager Server Administration Utility User Guide 147

148 Chapter 9: RM Services Batch You can schedule or run Full synchronization on the following: Security You can schedule or run Security synchronization to synchronize all security information in the f_contents table of Autonomy Records Manager. Profile Both You can schedule or run Profile synchronization to synchronize all profile information in the f_contents table of Autonomy Records Manager. You can schedule or run both, Security synchronization and Profile synchronization to synchronize all security information and all profile information in the f_contents table of Autonomy Records Manager. Batch synchronization synchronizes entries from the fs_security_sync table of Autonomy Records Manager from a given repository. Batch synchronization processes entries with object_type = F, C, M, X. Groups Select Groups to schedule or run a Group synchronization. The Group synchronization process is responsible for group membership synchronization and performs a full synchronization of groups. The actual implementation of the Group synchronization depends on the DMS. The SharePoint Synchronization service synchronizes members of NOT-AD (Not Active Directory) groups only. Active Directory groups are always synchronized because there is a requirement to use Autonomy Records Manager Active Directory Import to synchronize group membership. The DM5 Synchronization service synchronizes all groups and additionally creates and synchronizes special groups in DM5 corresponding to Autonomy Records Manager classifications and offices. More information: Working with Synchronization Service Repositories (see page 149) Autonomy Records Manager Services Task Bar Menu (see page 85) 148 Autonomy Records Manager Server Administration Utility User Guide

149 Synchronization Services Working with Synchronization Service Repositories Each Synchronization service type node, for example Sharepoint, DM5, and Documentum, contains a list of available databases and related database repositories. By clicking a database in the service list you can view repository and service information in the Defined Repositories pane that appears. Working with the Synchronization service repositories involves the use of the Autonomy Records Manager Services task bar menu and the Actions picklist. For more information about the Autonomy Records Manager Services task bar menu, see Autonomy Records Manager Services Task Bar Menu. The Defined Repositories pane Actions picklist contains the following options: Run Now You can run a Synchronization service manually by selecting one of the available synchronization options from the Run Now picklist. For more information about the synchronization types available, see Synchronization Services. For more information about running the Synchronization service manually on a particular repository, see Run a Synchronization Service Manually. Schedule You can schedule a Synchronization service time in the Define Schedule dialog that appears by selecting one of the available synchronization options from the Schedule picklist. For more information about the synchronization types available, see Synchronization Services. Properties You can use the Properties option to configure filter and logging information in the Synchronization Service Properties dialog that appears. For more information about the Synchronization Service Properties dialog, see Synchronization Service Properties Dialog. More information: Synchronization Services (see page 146) Synchronization Service Properties Dialog (see page 150) Schedule a Synchronization Service (see page 151) Run a Synchronization Service Manually (see page 152) Autonomy Records Manager Server Administration Utility User Guide 149

150 Chapter 9: RM Services Synchronization Service Properties Dialog You can access the Synchronization Service Properties dialog by expanding the Synchronization Services node, selecting a synchronization service, selecting a database, right-clicking a repository, and selecting Properties. When you are finished editing the Synchronization service properties, click OK to save your changes. The Synchronization Service Properties dialog contains the following tabs: Options The Options tab lets you define a filter and configure several repository synchronization service properties. The Options tab contains the following options: Filter Specifies a SQL condition that gets appended to the f_contents table to determine which items to synchronize. Only used for full synchronization. Enabled Enables the filter. Number of Threads Specifies the number of threads inside the synchronization process. Chunk Size Logging Specifies the number of items synchronized in a single run. If there is a schedule for the synchronization, this value determines the number of items synchronized for the scheduled run. Additional items are synchronized in subsequent scheduled runs. If there is no value set for this option, all eligible items are processed. The Logging tab lets you define the log level for the service and specify notification options. The Logging tab contains the following options: Log Level The Log Level picklist lets you define the Synchronization service log level. 150 Autonomy Records Manager Server Administration Utility User Guide

151 Synchronization Services Notification The notification section of the Logging tab contains notification settings. Configure the Synchronization service notification settings by selecting a notification schedule and defining an Recipient. The Notification section contains the following notification settings: None Every Run Every Day Note: You can select Test to send a test to the defined Recipient. More information: Synchronization Services (see page 146) Working with Synchronization Service Repositories (see page 149) Schedule a Synchronization Service After installing and starting the Synchronization service you want to run you can choose to schedule the service to run at a certain time or time period. You can also choose to run the service manually. For more information about running the Synchronization service manually, see Run a Synchronization Service Manually. Important! The service instance must be started before you can schedule the selected service instance to run. To start the selected service instance, click the selected Synchronization service information pane Actions picklist and select Start Service. To schedule a Synchronization service 1. Navigate to RM Services, Synchronization Services, and select the desired Synchronization Service node. The selected Synchronization pane appears. 2. Verify that the select Synchronization is started. 3. Expand the selected Synchronization service node. A list of available databases appears. 4. Select the desired database. The Defined Repositories information pane appears. Autonomy Records Manager Server Administration Utility User Guide 151

152 Chapter 9: RM Services 5. Select a repository and click the Actions picklist. A context menu appears. 6. Select Schedule, and the desired synchronization schedule type. The Define Schedule dialog appears. 7. Define the desired schedule and click OK. Your changes are saved. More information: Working with Synchronization Service Repositories (see page 149) Run a Synchronization Service Manually (see page 152) Run a Synchronization Service Manually After installing and starting the Synchronization service you want to run, you can choose to run the service manually. To run a synchronization service manually 1. Expand RM Services, Synchronization Services, and the desired Synchronization Service. A list of available databases appears. 2. Select the desired database. The Defined Repositories information pane appears. 3. Select the desired repository, and click the Actions picklist. A context menu appears. 4. Select Run Now. The selected Synchronization service instance is initiated. More information: Working with Synchronization Service Repositories (see page 149) Schedule a Synchronization Service (see page 151) 152 Autonomy Records Manager Server Administration Utility User Guide

153 Chapter 10: Websites This section contains the following topics: About the Websites Node (see page 153) Download Crystal Reports (see page 153) Crystal Reports Actions Menu (see page 154) Install Crystal Reports (see page 154) Uninstall Crystal Reports (see page 155) Export Crystal Reports (see page 155) Import Crystal Reports (see page 156) Website Configuration Error and ASP.NET Version (see page 156) Fix Website Failure to Launch (see page 157) Manage Web Applications in the Server Administration Utility (see page 157) About the Websites Node You can use the Websites node to control the Crystal Reports website. Crystal Reports is a website that is used to generate Crystal reports for Autonomy Records Manager applications. Important! You must download and install Crystal Reports before you can use it in the Autonomy Records Manager Server Administration utility. Download Crystal Reports Before you install Crystal Reports, you need to download the 32-bit Crystal Reports for Visual Studio 2010 Runtime SP4. You can download Crystal Reports from the following location: ist_install_32bit_13_0_4.zip Autonomy Records Manager Server Administration Utility User Guide 153

154 Chapter 10: Websites Crystal Reports Actions Menu By navigating to the Websites node, Crystal Reports, and clicking the Actions picklist you can use the following option: Install You can use the Install option to install Crystal Reports. For more information about installing Crystal Reports, see Install Crystal Reports. After installing Crystal Reports you can select the website node and click Actions to use the following options: Properties You can use the Properties option to configure the Crystal Reports website Virtual Directory information in the Add Virtual Directory dialog that appears. Uninstall Removes the virtual directory created for the Crystal Reports website from IIS. Note: The Properties and Uninstall options are available only after Crystal Reports is installed. Install Crystal Reports You must install Crystal Reports before you can control it in the Autonomy Records Manager Server Administration utility by configuring the website Virtual Directory. To install Crystal Reports 1. Navigate to Websites, Crystal Reports, and click Actions. A context menu appears. 2. Select Install. The Add Virtual Directory dialog appears. 3. Enter Crystal as the name of the website Virtual Directory. 4. Enter C:\Inetpub\Crystal as the folder for the Virtual Directory. 154 Autonomy Records Manager Server Administration Utility User Guide

155 Uninstall Crystal Reports 5. Enter a User ID in the Logon As field or browse for User ID by selecting the ellipsis(...) button. 6. Click Password. The Set Password dialog appears. 7. Enter the password information that is associated with the selected User ID and click OK. A Virtual Directory is created for the Crystal Reports website and the Crystal Reports website is installed. Uninstall Crystal Reports Use the following procedure to remove the Crystal Reports website virtual directory from IIS. This procedure removes the virtual directory, but it does not remove any physical files. To uninstall Crystal Reports 1. Navigate to Websites, Crystal Reports, Crystal, and right-click Crystal. The context menu appears. 2. Click Uninstall. After the virtual directory is removed, a message appears indicating that the virtual directory has been removed successfully. Export Crystal Reports You can export reports in Crystal Reports format using the Server Administration Utility. Use this option to export report definitions that you have in your database. The export process creates the Crystal Reports installation pack, which corresponds to the report definitions in the selected database. After you export the definitions, you can edit and change the report definitions in the report definition text file, and modify the contents of the Custom folder to create a new pack. To export reports in Crystal Reports format 1. Right-click a database in the Registered RM Databases node and select Export Crystal Reports. 2. Specify the file name for the export text file and click Save. When the export is done, a message indicates that the reports have been exported successfully to the specified location. Autonomy Records Manager Server Administration Utility User Guide 155

156 Chapter 10: Websites Import Crystal Reports You can import reports in Crystal Reports format using the Server Administration Utility. Use this option to import report definitions after they have been modified in the Crystal Reports installation pack, which consists of the modified report definition text file and the contents of the Custom folder for report definitions.you can edit and change report definitions in the report definition text file that was exported from a selected database. The report definitions can be imported to the same database or a different database. If an existing report has the same name as the imported report, the imported report definition overwrites the exiting report definition. To import reports in Crystal Reports format 1. Right-click a database in the Registered RM Databases node and select Import Crystal Reports. 2. Specify the location of the text file that contains the report definitions and click Open. When the import is done, a message indicates that the reports have been imported successfully. The reports are imported to the f_reports table. Note: When you install Autonomy Records Manager for the first time, the initial load of the Crystal Reports definitions is done using the DbCreate utility. If you are upgrading an existing implementation of Autonomy Records Manager, the definitions are loaded using the DbUpgrade utility. Website Configuration Error and ASP.NET Version If you encounter a "Cannot connect to the configuration database" error when installing the Crystal Reports website, it may be caused by the version of ASP.NET installed on the Default Web Site. If ASP.NET version 1.1 is installed on the Default Web Site, then the ASP.NET version created on the Crystal Reports website will also be version 1.1. To resolve this problem, manually install ASP.NET version 2.0. For more information about ASP.NET, see the appropriate Microsoft documentation. 156 Autonomy Records Manager Server Administration Utility User Guide

157 Fix Website Failure to Launch Fix Website Failure to Launch If IIS is installed or reinstalled after.net Framework 2.0 is installed, you may encounter an HTTP 404 Not Found error in IIS after installing the Crystal Reports website. The following steps outline how to resolve this problem: 1. Launch IIS Manager and navigate to Web sites, Default Web Site, and browse to the Crystal website. 2. In a Command Prompt window, navigate to the following directory: C:\WINDOWS\Microsoft.NET\Framework\v Run the following command: aspnet_regiis -s W3SVC/1/ROOT/crystalreport crystalreport Specifies your website name for the Crystal Reports website. 4. Restart the server. You should now be able to launch the Crystal Reports website. Manage Web Applications in the Server Administration Utility You can manage virtual directories for the following web applications in the Server Administration utility: Lotus Notes Documentum The following points outline the process for managing web applications in the Server Administration utility. Before you can manage a web application in the Server Administration utility, you must create a virtual directory for the Autonomy Records Manager Web Interface in the Autonomy Records Manager Web Administrator program. After the virtual directory for the Autonomy Records Manager Web Interface is created, you can manage the web application through the options in the Server Administration utility. The web application is available under the Websites node when the integration option is selected during the installation of the Autonomy Records Manager Server. Right-click the web application to manage the options. Specify the virtual directory and application pool options on the Install/Manage Virtual Directory dialog. Autonomy Records Manager Server Administration Utility User Guide 157

158 Chapter 10: Websites Install/Manage Virtual Directory Dialog Use the Add Virtual Directory dialog to manage virtual directories for web applications for Notes and Documentum. The following options are available: Virtual Directory Specifies the virtual directory for the Autonomy Records Manager Web Interface. Use the drop-down list to select a virtual directory that you created for the Autonomy Records Manager Web Interface. This list consists of only virtual directories that have the w3fs.dll file in them and that have the appropriate subfolder for the web application copied from the installation CD. Application Pool Specifies an existing the application pool for the web application. Use the drop-down list to select an application pool. By default it shows the application pool assigned to the Autonomy Records Manager Web interface. When you configure the Autonomy Records Manager Web Interface, you assign an application pool to the Web Interface virtual directory. The application pool has an identity assigned to it. In some cases the web application cannot use the same identity as the Autonomy Records Manager Web Interface. For example, the Autonomy Records Manager Web Interface might be configured to use the Network Service identity, but the web application requires the identity of the Autonomy Records Manager administrator account, typically RMAdmin. If this is the situation, you need to assign a different existing pool or create a new pool. Use this option to assign a separate existing application pool for the web application. Create New Application Pool Specifies that you want to create a new application pool for the web application. When this option is selected, the options for specifying a new application pool are available. New Application Pool Name Specifies the name of the application pool. Logon as Specifies the logon name for the application pool. This specifies the identity of the application pool under which the Autonomy Records Manager virtual directory executes. This identity must be the Autonomy Records Manager service account, typically RMAdmin. 158 Autonomy Records Manager Server Administration Utility User Guide

159 Manage Web Applications in the Server Administration Utility Password OK Displays a dialog for specifying the password for the logon name. Creates the web application from the physical subfolder of the Autonomy Records Manager web virtual directory for the appropriate application, if it does not already exist, and creates the application pool or assigns an existing application pool to the web application. Configure a Virtual Directory for Web Applications Use the Server Administration utility to configure a virtual directory for Notes or Documentum. The folders for these applications are listed under Websites in the Server Administration utility tree as part of the server installation. To configure a virtual directory 1. Expand the Websites node in the Server Administration utility, right-click the appropriate web application and select Install/Manage. The Install/Manage Virtual Directory dialog appears. 2. Select the appropriate virtual directory for the Autonomy Records Manager Web Interface from the drop-down list. Note: If there is no virtual subdirectory for the web application, a message appears indicating that you need to create an application pool. 3. Select an application pool from the drop-down list if the application pool already exists. Skip the rest of this procedure and go to step Select Create New Application Pool if you need to create the application pool. The options for specifying the new application pool become available. 5. Specify the name for the application pool in the New Application Pool Name field. 6. Specify the logon and password for the identity for the application pool. 7. Click OK. This creates the virtual directory for the web application if the virtual directory does not already exist, creates the application pool if necessary, and assigns the application pool to the virtual directory. Autonomy Records Manager Server Administration Utility User Guide 159

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161 Chapter 11: System Analysis This section contains the following topics: Working with the System Analysis (see page 161) Working with the System Analysis You can use the System Analysis node to view information about the Autonomy Records Manager server and about all Autonomy Records Manager application components that are installed on the server. The System Analysis node is useful for troubleshooting purposes. For example, if you report an issue and an Autonomy support representative requires information about the server environment, you can save the collected information as a text file by using the System Analysis node and send it to the representative as attachment. Working with the System Analysis node involves the use of the Actions picklist. You can view the System Analysis Actions picklist by selecting the System Analysis node and clicking Actions. The System Analysis Actions picklist contains the following options: Save As Print The Save As option opens the Save As dialog. You can use the Save As dialog to save the collected system analysis information as text file into a desired directory. The Print option opens the Print dialog. You can use the Print dialog to print the collected system analysis information on the desired printer. Autonomy Records Manager Server Administration Utility User Guide 161

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163 Chapter 12: RMA-to-RMA Transfer This section contains the following topics: About Transferring Records from Autonomy Records Manager (see page 163) Hierarchy and Transfer Considerations (see page 164) How You Configure RMA Transfer (see page 164) How Mappings Work for RMA Transfer (see page 165) Export Structure for XML Files (see page 166) RMA Transfer Configuration Dialog (see page 167) Specify Media Type Alerts for Export Jobs (see page 171) Customize Retention Type Labels (see page 171) RMA Export Dialog (see page 172) Export Records (see page 173) RMA Import Dialog (see page 174) Import Records (see page 175) How You Edit Schema to Configure Mapping (see page 176) About Transferring Records from Autonomy Records Manager The Records Management Application Transfer feature, RMA Transfer, lets you transfer documents of record from Autonomy Records Manager to other records management applications or from one Autonomy Records Manager system to another Autonomy Records Manager system. This can be useful for transferring records to an archival system, such as a government-standard archive. The transferred record information includes document of record metadata and file plan folder information. Autonomy Records Manager Server Administration Utility User Guide 163

164 Chapter 12: RMA-to-RMA Transfer Hierarchy and Transfer Considerations Consider the following points when using the RMA Transfer functionality: This feature is only available for the Autonomy Records Manager corporate hierarchy file plan. The Import functionality only imports documents to NTFS repositories or internal repositories. How You Configure RMA Transfer You need to configure the settings for the RMA Transfer before you can export or import records. The following points outline the configuration process: Use the Server Administration utility to configure settings for transferring records. You must configure general administrative settings before performing exports or imports. The general settings include choosing an xml editor, specifying information about retention status, and configuring generic document and folder mappings. Use the mapping options on the RMA Transfer Configuration dialog to configure the mapping schema for different media types. You must, at a minimum, configure default mappings for the efile media type. This provides a default mapping for all media types that are not mapped. Standard default media type mapping xml files are provided. Use the Export option of the RMA Transfer menu to initiate the export of records. The export job creates a directory structure where record objects and folder information are exported as xml files. Use the Import option of the RMA Transfer menu to initiate the import of records. The import job takes record objects and folder information stored in the exported xml files and imports the records and metadata into Autonomy Records Manager. 164 Autonomy Records Manager Server Administration Utility User Guide

165 How Mappings Work for RMA Transfer How Mappings Work for RMA Transfer The mapping schema for RMA Transfer is an important part of the transfer process. Consider the following points before exporting or importing records: The mappings coordinate between the Autonomy Records Manager fields and the internal structure of the XML fields. For exporting records, the mappings coordinate the Autonomy Records Manager fields from the original records to the attributes and nodes of the exported xml files that contain the records and metadata about the records. For importing records, the mappings coordinate the attributes and nodes of the XML files to import with the Autonomy Records Manager fields in the target database. When Autonomy Records Manager stores data on a system, it creates a subfolder named RMA Transfer\Default Schema. Default schema mappings for standard media types are stored in this folder. This includes default schema mappings for Efile, , and folders, with the minimum schema necessary to do an export or import operation. If you need more complex schemas you can create new ones or edit the default schemas using Notepad or XML Notepad. Before you perform an export or import, you must configure the mappings for your media types. For media types that are not mapped, Autonomy Records Manager uses the schema of the efile.xml file in the default schema folder. The first time you open the RMA Transfer Configuration dialog, none of the media types are mapped. All of the media types in the Mapping list are dimmed, which indicates that there are no current mappings. You can import the default schemas by clicking the Import button and browsing to the following folder: drive:\arm_installation_folder\rmatransfer\default Schemas drive:\arm_installation_folder Indicates the drive and folder where Autonomy Records Manager is installed. You can double-click a media type in the Mappings list to configure the default mapping for that media type. If there is no default mapping in the Default Schemas folder, you can search the RMA Transfer folder under the folder for the selected database to find a default xml file that you can use as a model and edit it for a default media type schema xml file. Autonomy Records Manager Server Administration Utility User Guide 165

166 Chapter 12: RMA-to-RMA Transfer After you edit the schema file, the mappings are stored in the database folder under the RMA Transfer folder: RMA Transfer\database_folder database_folder Indicates the name of the selected database. At a minimum, configure the schema for the efile.xml file. This schema is used for media types that do not have specific mapping for them. You can also import a schema file from a different location or database and use it as a model. In the mapping list you can configure the schema for each available media type, but there is only one option for configuring the schema for the folder type. The Document and Folder groups on the RMA Transfer Configuration dialog provide generic mappings that are common to all media types. When you open an xml file, you need to know which mappings to apply, for example, which node is mapped to the media type. Export Structure for XML Files When an export job runs, it creates a mapping structure that stores the exported xml files as two types of objects in the RMA Transfer folder under the database name in the following folders: Docs Contains an xml file for each document of record object that is exported. This file contains the information for the document of record and associated metadata. These files use the following naming convention: dunique_document_id.xml d Indicates that this file contains document information. unique_document_id Indicates the unique Autonomy Records Manager document identification indicator of the record. 166 Autonomy Records Manager Server Administration Utility User Guide

167 RMA Transfer Configuration Dialog Folders Contains an xml file for each folder object that is exported. The file contains the folder structure information for the records. These files use the following naming convention: funique_folder_id.xml f Indicates that this file contains folder information. unique_folder_id Indicates the unique Autonomy Records Manager folder identification indicator of the folder. RMA Transfer Configuration Dialog Use the RMA Transfer Configuration dialog to specify the general administrative transfer configuration settings, import settings, export settings, metadata information, and other mapping information for the XML files that you are importing or exporting. The following options are available: Import Settings Use the Import settings to specify mapping options for importing records. The following options are available: Folder ID Field Specifies a field in the destination system for recording the original folder name from the source system. Category ID Field Specifies a field in the destination system for recording the original category name from the source system. Delete Original Specifies whether to delete the xml files after the import. If this option is checked, the XML files are deleted after the import. Autonomy Records Manager Server Administration Utility User Guide 167

168 Chapter 12: RMA-to-RMA Transfer File Loose Documents to Default Folder Document Specifies how to manage loose documents. Loose documents are records that are stored in a category but not in a particular folder in that category. Use this option in the following circumstances: Select this option if the original system allows loose documents and the system you are importing to does not allow them. This option lets you use a default folder to store the loose documents. Note: You specify the default folder as part of the import process. Clear this option if both systems allow loose documents and you do not want to import them to the default folder. This lets you store the loose documents in a category but not in a folder under a category. Use the Document options to specify required mapping elements for the xml document files. Different xml schema may have different terms for these elements. The following options are available: Media Node Indicates the name of the node that specifies media node information. Media Attribute Indicates the name of the node that specifies media type information. Folder ID Node Indicates the name of the node that specifies folder ID information. Folder ID Attribute Indicates the name of the node that specifies folder ID attribute information. 168 Autonomy Records Manager Server Administration Utility User Guide

169 RMA Transfer Configuration Dialog Folder Category ID Node Indicates the name of the node that specifies category ID information. Category ID Attribute Indicates the name of the node that specifies category ID attribute information. Use the Folder options to specify required mapping elements for the xml folder files. Different xml schema may have different terms for these elements. The following options are available: Category ID Node Indicates the name of the node that specifies category ID information. Category ID Attribute Indicates the name of the node that specifies category ID attribute information. Folder ID Node Indicates the name of the node that specifies folder ID information. Folder ID Attribute Indicates the name of the node that specifies folder ID attribute information. Export Settings Use the Export settings to specify options for exporting records. The following options are available: Skip Objects On Hold Specifies that records that are on hold are not included in the exported xml file. Media Type Alerts Opens the RMA Media Type Alerts dialog for specifying customized alert messages for different media types included in the export. Autonomy Records Manager Server Administration Utility User Guide 169

170 Chapter 12: RMA-to-RMA Transfer XML Editor Use one of these options to specify the xml editor to use for editing mappings. The following options are available: XML Notepad Specifies the Microsoft XML Notepad editor. This is the recommended option because it is convenient to use. This editor is not distributed with Autonomy Records Manager but it can be downloaded at no cost from Microsoft. Notepad Specifies the Notepad editor. This opens the xml file as a text file. Retention Types Opens the RMA Retention Types dialog for specifying customized labels for retention information. Mapping Use the Mapping option to edit the xml schema files for the different media types. There can be different mappings for each media type. The list of mappings shows all the media types available in the selected database. Double-click a media type to configure the xml file. If the media type is dimmed in the list it indicates that you need to create a default xml schema file for that media type. You can navigate to a default schema location to select a prototype for the media type for editing. The following options are available: Import Lets you import a schema file from a different location or database. Refresh Refreshes the display of the list of media types. This is useful if you have manually added a schema file to the default schema directory. 170 Autonomy Records Manager Server Administration Utility User Guide

171 Specify Media Type Alerts for Export Jobs Specify Media Type Alerts for Export Jobs Use the RMA Media Type Alerts dialog to specify customized text for messages that appear after the export job runs. The customized alert text appears as part of the messages to indicate that the specific media type was included in the export. To specify media type alerts for export jobs 1. Click the Media Type Alerts button in the Export Settings group on the RMA Transfer Configuration dialog. The RMA Media Type Alerts dialog appears with a list of available media types. 2. Double-click a media type to specify a customized message and click OK. The customized message appears next to the selected media type. 3. Click OK. After the export job runs, the customized media type alerts appear if records of that media type are included in the export. Customize Retention Type Labels Use the Retention Types dialog to customize labels for information about different retention states. This lets you change the labels for how retention information is presented in the exported xml files. This can be useful for changing a default Autonomy Records Manager label to a term that is more suitable for your organization. For example, if the default setting is Destruction, you might want to change it to Destroyed. To customize retention type labels 1. Click the Retention Types button on the RMA Transfer Configuration dialog. The Retention Types dialog appears with a list of retention codes, the default title for the retention state in the Title column, and a customized label for the retention state in the Value column 2. Double-click the row of the retention state for the label you want to change, specify a new value, click OK, and click OK again. This specifies a custom label for the selected retention state. Autonomy Records Manager Server Administration Utility User Guide 171

172 Chapter 12: RMA-to-RMA Transfer RMA Export Dialog Use the RMA Export dialog to export objects to xml files. The following options are available: Output Location Specifies the location of the directory structure where you want to export the xml files. Export Use the Export options to specify a set of objects to be exported. The following options are available: Session Specifies that you want to export a session object. Click the ellipsis button to open the Find Session dialog for specifying a retention session to export. You can search for and filter a list of sessions to select a session. This option lets you export documents of record and metadata fields for the selected session. Category Folder Specifies that you want to export a category object. Click the ellipsis button to open the Find Category dialog for specifying a category object to export. You can search for categories to which you have access and filter the list to select a category object. This option lets you select one category to export all the objects in that category. Specifies that you want to export a folder object. Click the ellipsis button to open the Find Folder dialog for specifying a folder object to export. You can search for folders to which you have access and filter the list to select a folder. This option lets you select one folder to export all the objects from that folder. 172 Autonomy Records Manager Server Administration Utility User Guide

173 Export Records Run Other Filter Makes the Filter option available for specifying a custom SQL filter that you can apply to the Autonomy Records Manager database. This lets you limit which documents and folders to export. You can create a filter to export multiple folders and categories. Only available when the Other option is selected. Specifies the custom SQL filter. To use the Other option functionality you have to use full qualified names for f_contents in the filter, for example: f_contents.cont_id = 69 For a folder, the name of the column in f_contents is file_num, for example: f_contents.file_num = 12 Initiates the export job. Export Records Use the Export option of the RMA Transfer feature to create xml files of documents of record for importing into another records management application or another Autonomy Records Manager database. To export records 1. Select Configure from the RMA Transfer menu. The RMA Transfer Configuration dialog appears. 2. Specify the general options you want to use for the configuration settings. For more information about the configuration settings, see RMA Transfer Configuration Dialog. 3. Specify the options for the export settings. 4. Click Save. 5. Select Export from the RMA Transfer menu. The RMA Export dialog appears. 6. Specify an output location for the structure to which the xml files are exported. Use the ellipsis button to search for a location. Autonomy Records Manager Server Administration Utility User Guide 173

174 Chapter 12: RMA-to-RMA Transfer 7. Specify the type of object set you want to export. For more information about the export settings, see RMA Export Dialog. 8. Click Run. The records are exported to xml files in the specified location. The xml files containing individual document record information are exported to the Docs directory under the specified location. The xml files containing folder information are exported to the Folders directory under the specified location. Use these xml files to import the objects into another records management application or another Autonomy Records Manager database. RMA Import Dialog Use the RMA Import dialog to import into a records management application or an Autonomy Records Manager repository the xml files that were exported from Autonomy Records Manager. The following options are available: Input Location Specifies the directory that contains the folders with the exported xml files you want to import. Repository Specifies the Autonomy Records Manager repository where you want to import the records. Note: You can only import records to an Autonomy Records Manager repository that is defined for NTFS. Root Category Opens a find dialog for selecting a root category in the Autonomy Records Manager database under which the entire structure of the records will be imported. Default Folder Type Run Specifies the default folder type for filing loose documents. Use the dropdown list to select from a list of existing file types in the database. Initiates the import job. 174 Autonomy Records Manager Server Administration Utility User Guide

175 Import Records Import Records Use the Import option of the RMA Transfer feature to import records that you have exported from Autonomy Records Manager into Autonomy Records Manager. Note: You can only import records to an Autonomy Records Manager repository that is defined for NTFS. To import records 1. Select Configure from the RMA Transfer menu. The RMA Transfer Configuration dialog appears. 2. Specify the general options you want to use for the configuration settings. For more information about the configuration settings, see RMA Transfer Configuration. 3. Specify the options you want to use for the import settings. 4. Click Save. 5. Select Import from the RMA Transfer menu. The RMA Import dialog appears. 6. Specify the directory location where the xml files reside that you want to import. Use the ellipsis button to search for a location. 7. Specify the Autonomy Records Manager repository where you want to import the records. For more information about the import settings, see RMA Import Dialog. 8. Specify a root category in the repository where you want to store the entire records structure. Click the ellipsis button to select a category. 9. Select a default folder type for storing loose documents. Use the dropdown list to select from a list of existing file types in the database. 10. Click Run. The records are imported from the xml files into the specified Autonomy Records Manager repository. A message appears with statistics about the import. Autonomy Records Manager Server Administration Utility User Guide 175

176 Chapter 12: RMA-to-RMA Transfer How You Edit Schema to Configure Mapping Use the XML Notepad editor to create a new xml file or copy one of the default schema files to another folder and open it for editing. The following points outline methods for editing a schema file: To create a new node, right-click the top node, select Element, Child or right-click any existing node and select Element, Child to create a node inside it. Select Element, Before or Element, After to create a node at the same level. To add a field in the schema to be exported or imported, right-click a node and select Attribute, Child to append a new attribute to the end of the attribute list. Right-click an existing attribute and select Attribute, Before or Attribute, After to create a new attribute in the desired place in the list. You can give any name to your new attribute, but do not use spaces or special characters. Click the new attribute and type the mapping for this attribute in the right pane of the editor. For information about the syntax for specifying attributes, see Syntax for Attribute Mapping. You can have mapping inside the node text instead of in the attribute. 176 Autonomy Records Manager Server Administration Utility User Guide

177 How You Edit Schema to Configure Mapping Syntax for Attribute Mapping You can provide any name to your new attribute, but do not use spaces or special characters. Click the new attribute and type the mapping for this attribute in the right pane of the editor. Use the following syntax for @App Specifies a database field. Specifies a prefix constant. Specifies @Size Specifies a media type name. Specifies a file extension name. Specifies the file size in Specifies the record's category full code. Specifies the pipe symbol as a separator between export and import mapping. If you do not want to import a field, do not use this separator. Example: Map a Database Field Name This example shows the use of syntax to specify a database field and the use of the pipe separator between the export and import mapping to export the value of the publication date field and import it to a field named pub_date: Attribute name: DatePublished Example: Add a Prefix to an Exported Field This example shows the use of syntax and syntax to export the value of the cont_id field and prefix it with the constant ABC_: Attribute name: RecordIdentifier Attribute Autonomy Records Manager Server Administration Utility User Guide 177

178 Chapter 12: RMA-to-RMA Transfer Export or Import the Binary File of a Record You can export or import the binary file of a record. To export or import the binary file of a record 1. Create a node with the following name: ComputerBinaryFile 2. In the node's text enter Note: The binary is always encoded in base 64. It is better to have a whole section for the binary with attributes and the binary node itself, which is how this is done in the default schema node ComputerFile. About Collecting Binaries from SharePoint Records Consider the following points when collecting binaries from SharePoint records: If RMA Transfer is running on the SharePoint server, RMA Transfer will get the binaries using the SharePoint Objects API. If RMA Transfer is not running on the SharePoint server, RMA Transfer will use the ARM Http Handler to connect remotely. Export or Import Supplemental Markings You can export or import supplemental markings. To export or import supplemental markings 1. Create a node named SupplementalMarkingList or any other name. 2. Right-click on this node and select Text, Child. 3. Enter the When exporting, this creates several nodes named SupplementalMarkingList. Each node will contain the name of one of the record's supplemental markings. 178 Autonomy Records Manager Server Administration Utility User Guide

179 How You Edit Schema to Configure Mapping How You Capture Attachment Information You can capture attachment information using the in the text of a node. Example: Capture Attachment Information This example shows the syntax for capturing In the exported xml there will be one node for each attachment containing the cont_id of the attachment. Note: It is preferable to use the section AttachmentReference provided in the default schema .xml. How You Capture Disposition Information You can capture disposition information by adding the following section to the schema: <RecordLifeCycle> <RecordLifeCycle FolderIdentifier="@Nfile_num" RecordCategoryIdentifier="@Nfull_code" xmlns="urn: cordlifecycle"> Date</LastDispostionActionDate> tiondate</finaldispositionactiondate> spostionaction> naldispositionaction> </RecordLifeCycle> </RecordLifeCycle> The LastDispAction and FinalDispAction names are taken from the RMA Retention Types that are configured on the RMA Retention Types dialog during RMA transfer configuration. Autonomy Records Manager Server Administration Utility User Guide 179

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181 Index A application service about 93 application service properties 94 authenticity capability 57 autodeclaration in Outlook folder indicator 64 Autonomy Records Manager concepts 15 B basic concepts 15 Butler services Butler service 105 Butler services, about 101 common properties 101 Courier service 105 General tab properties 104 manage a Butler service 102 schedule 104 button labels Outlook integration 64 C Centera add device 44 COM Setup COM Setup 52 COM Setup custom markings 59 DMS Integrations tab 57 Integrations tab 60 General tab 52 configuration COM Server Setup 52 contacting technical support 13 context index location assign from Indexer Service node 93 assign to repository 49 Courier service defined 105 how notifications work 106 Crystal Reports export 155 import 156 install 154 manage with Websites node 153 uninstall 155 website configuration error 156 website failure to launch 157 custom markings COM Setup 59 customer support, contacting 13 D dialogs Add New Repository dialog 75 Autonomy Records Manager Application Service Properties dialog 94 Create New Domino Service dialog 144 Create New Exchange Service dialog 127 Database Properties dialog 41 Define New Job dialog 80 Edit Repository Management Service dialog 111 Edit Retention Service Properties dialog 100 Exchange Rules Configuration dialog 121 Exchange Rule Definition dialog 122 Indexer Properties dialog 88 Lotus Domino Service Properties dialog 140 Managed Repository Properties dialog 111 Modify Domino Service dialog 142 Modify Exchange Service dialog 128 Repository Assignment dialog 78 RM COM Server Properties dialog 28 Autonomy Records Manager Server Administration Utility User Guide 181