OpenText Media Management Audit Module FAQ

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1 OpenText Media Management Audit Module FAQ Collect valuable metrics, analytics, and information about your OpenText Media Management system Introduction Audit capability is a must-have for next-generation digital asset management. OpenText Media Management is a digital asset management application and framework that coordinates and facilitates multiple creative and production environments. The OpenText Media Management Audit module lets you know how your Media Management system is being used, who is using it, when content is being acted on, and what content is being created, published, unpublished, consumed, accessed, modified, or deleted. Usage statistics, administrative data, patterns, and trends for Media Management are important for managers, technologists, and users to track the history, user activities, and evolution of the entire system and individual assets and tasks. The Media Management Audit module is specifically designed for gathering information and monitoring Media Management events, whether they are related to common Media Management actions or administrative actions. The Media Management Audit module collects statistical information about the usage of digital assets in Media Management and tracks changes in assets, folders, categories, and workflow and audits user activities such as create, modify, delete, access. The information is presented in a customizable user interface called INSIGHTS which is a core part of the OpenText Media Management Audit module. The INSIGHTS web application is a real-time browser console which enables a snapshot view of activities and content changes as well as comprehensive analytics and drill-down reports based on event data collected in OpenText Media Management. E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 1

2 1. What s the business value for the OpenText Media Management Audit module? The Media Management Audit module lets you keep track of what s going on in your Media Management system. You can generate reports to track user activity and what digital assets are being used over time. It gives you a clear picture of how things are evolving over time and lets you make adjustments as needed. 2. Who would be the main users for this system? The main users would likely be managers and administrators generating reports of interest such as most popular downloads which can be printed or shared with others. 3. How is this different than the usage tracking already in OpenText Media Management? Usage tracking in OpenText Media Management is important for versioning control and the Media Management Audit module adds more detail as to whom, how, and when assets were modified. Plus, it monitors user activities to better understand patterns of how the system is being used. 4. What reports are available out-of-the-box? The INSIGHTS console provides the following report types: Search: The complete detail about the events inside OpenText Media Management. Filtering is available by any of the model metadata in addition to the common date filtering and user filtering. Evolution Reports: A time chart that allows comparison of multiple lines and the evolution over a specified time period. For example; comparing the total assets created in the last year (weekly based) with the assets created by a specific department or user(s). Top Reports: Shows the greatest number or ranking of events and assets based on a specified filter. For example; a bar graph showing the most active users or the assets that have been downloaded most often. Distribution Reports: A pie chart that shows each event, asset, or user as a percentage of the entire distribution, based on the specified filters selected. 5. What database is the OpenText Media Management Audit module compatible with? A database server is required to install the Real Time Biz (RTB) database. The following databases are supported: Oracle 8i or higher and Microsoft SQL Server 2000 or higher. See the OpenText Media Management Audit Install and Configuration Guide, available on the OpenText Knowledge Center website. E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 2

3 6. Is the INSIGHTS web interface a dashboard that can be configured for the user? The browser-based dashboard can be customized and each user can customize the reports that are viewed when INSIGHTS is opened. There is a My Reports area where users can store their preferred reports. 7. How can I customize the reports? Reports can be ed to others with your company s logo added. You can create custom reports based on events and actions being tracked and collected by the system. The INSIGHTS console allows you to select different filters to produce the desired reports. Also, report data can be exported to CSV or XLS to manage data and reports externally. 8. Does it require more hardware for a larger footprint? Sometimes. The architecture collects data and stores it in a database. The Media Management Audit module can share the same hardware as Media Management. In larger installations, a separate database server may be required. The Media Management Audit module stores historical information with a configurable retention period. For long retention periods, more database space will be required. 9. How does the deployment scale? It is highly flexible and can scale with the largest implementations of OpenText Media Management. 10. What is the security and authentication for the OpenText Media Management Audit module? Access can be limited to specific users and the Media Management Audit module uses LDAP authentication. 11. Does it impact OpenText Media Management performance? No. It was designed to be independent, using established Media Management extensions. 12. Where does the Real Time Biz technology come from? The Real Time Biz technology is developed by an OpenText partner, VILT. E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 3

4 13. Since it is built by OpenText Partner, VILT, do they install and test it? VILT has trained the OpenText Professional Services team to install the Media Management Audit modules. In addition, VILT will assist with support issues when escalated by the OpenText Customer Support team. 14. Who supports the product, VILT or OpenText? How does support work? OpenText Support is able to handle most issues. If needed, escalations will be made to VILT to assist the OpenText Support team. 15. What versions of OpenText Media Management is it compatible with and is it tested with upcoming releases? The Media Management Audit module is compatible with OpenText Media Management v7.x, and will be tested with future releases. 16. What is the pricing model? Licensing is based on a production instance model for OpenText Media Management only. 17. Can I have multiple OpenText Media Management Audit modules for different products running on the same hardware? Yes. Additional OpenText Media Management Audit modules (for OpenText Web Experience Management, OpenText Portal, and OpenText Collaboration) can be purchased and installed on the same hardware. Multiple Media Management Audit modules can also share the same database and INSIGHTS console. Some installations may require additional hardware. 18. If I have multiple OpenText Media Management Audit modules for different products is the data aggregated so I can search, filter, and generate reports based on all the data from the multiple modules? Yes. Custom reports combining events associated with Media Management and other Media Management Audit modules can be combined and reported. This provides you with comprehensive auditing and reporting capabilities for high-level analysis and pattern recognition. Just keep in mind that different Media Management Audit modules only have in common the user and the time (not events or attributes) so the filters at top level can be done just using those metadata. E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 4

5 19. Can I use the OpenText Media Management Audit module to access my OpenText Media Management repository of digital contents? No. The OpenText Media Management Audit module only reports on the events within the system; the OpenText Media Management application is used to access and view the digital assets in the Media Management repository. 20. Can the OpenText Media Management Audit register administration activity? Yes. Administrator activity is monitored and can be reported. 21. Can the installation of the OpenText Media Management Audit module be reverted? The installation can be removed by following the steps outlined in the OpenText Media Management Audit Install and Configuration Guide, available on the OpenText Knowledge Center website. About OpenText OpenText provides Enterprise Information Management software that enables companies of all sizes and industries to manage, secure, and leverage their unstructured business information, either in their data center or in the cloud. Over 50,000 companies already use OpenText solutions to unleash the power of their information. To learn more about OpenText (NASDAQ: OTEX; TSX: OTC), please visit NORTH AMERICA UNITED STATES GERMANY UNITED KINGDOM AUSTRALIA Copyright Open Text Corporation OpenText is a trademark or registered trademark of Open Text SA and/or Open Text ULC. The list of trademarks is not exhaustive of other trademarks, registered trademarks, product names, company names, brands, and service names mentioned herein are property of Open Text SA or other respective owners. All rights reserved. For more information, visit: (01/2013)00556EN

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