The Electronic Document Management Application (EDM)

The Electronic Document Management Application (EDM) Update sept 2015 Silverpeas - update sept 2015 Page 1

Sommaire 1.1 Overview... 3 1.2 The EDM App.... 4 1.2.1 Multi positioning... 5 1.2.2 Virtual drive «Silverdrive»... 5 1.2.3 Dematerialization... 6 1.2.4 Storage of documents... 7 1.2.5 e-mail archiving... 7 1.2.6 Long term archiving... 8 1.2.7 Collaborative editing... 8 1.2.8 Viewer... 9 1.2.9 Life cycle of documents... 10 1.2.10 INDEXING AND SEARCH... 11 1.2.11 LEARNING... 13 1.2.12 USERS DIRECTORY... 13 1.2.13 ADMINISTRATION... 14 1.2.14 Technical features... 18 Silverpeas EDM Sept. 2015 Page 2

1.1 Overview EDM (Electronic Document Management) of Silverpeas is the flagship application of Silverpeas. Developed in partnership with customers of Silverpeas, it offers very accomplished features, such as indexing and full text search, the taxonomic classification, multi-positioning, multilanguage management (i18n) management of "versioning" files, configurable metadata, publishing by drag and drop, co-writing, generation of download links, managing a bank of files, importing and exporting publications, automatic classification, processing of simple or complex validation, and a plugin "SilverDrive" for capturing scanned documents. EDM App is coupled to the integrated social network, which tracks individual contributions, and manages comments on publications. Just click on the event line on your wall, to open the document Developed in Java EE technology, Silverpeas platform offers great deployment flexibility because it does not require any installation on workstations. The solution is "Open source" (Gnu GPL V3 afero) The "Application service bus" of Silverpeas embeds all the basic mechanisms of a collaborative platform: User Repository, collaborative spaces, rights management, search engine, classification scheme, notification engine, monitoring engine, workflow engine, etc. The Silverpeas bus is a base capable of receiving applications other than EDM, such as: collaborative applications: Blogs, Forum, chat, voting, calendars content management apps knowledge management apps All information uploaded onto the platform can be indexed on a classification plan (taxonomy), to facilitate the organization, publication and search, in addition to the "full text" search engine (Lucene). The platform is administered by users without special IT knowledge: they are able to deploy new applications in their areas, assign rights and add users. The ergonomics of the platform is the subject of particular attention, the GUI (Graphic User Interface) is intuitive and users do not need heavy training. Silverpeas EDM Sept. 2015 Page 3

1.2 The EDM App. This application can be installed in a collaborative space. It can be deployed in one or many collaborative spaces, and one or more times in a single space. Document management can be organized into folders and in sub-folders. The number of levels in the tree is unlimited. Publishers can create new publications or edit existing publications. A publication embarks metadata and files. Any user with write permission may use EDM forms and drop files. When uploading a file, it is analyzed by the indexing engine for future search. The file formats supported by the EDM are all MS Office files, Open Office, PDF, Text, RTF and HTML. Creation and modification of form templates are made by administrators of the platform. Forms are described in XML. A tool available in the administrator interface allows administrators of the platform to generate new forms. EDM App implements a level of validation when creating (or editing) a publication. Thus, when an editor creates a publication, it becomes visible by the readers, once validated by a publisher or a manager. After creating (or editing) a publication, the notification engine automatically sends an alert to people susceptible to validate the publication. The validation may be requested to a group, in this case, it is possible to get validation by one of the people in the group, or all people of the group (collegiate validation). As part of more complex process requiring several levels of validation, or validation conditions, the embedded workflow engine in Silverpeas can be used. Indexing of publications by the search engine takes on all of the metadata (title, description, keywords, form template..) as well as on the content "full text" of attachments. By default, any user granted with contribution rights on an EDM application can create new publications. He cannot change publications for which he was not the author or co-author. Only managers and publishers can change all the publications. However, it is possible to activate an option to set up collaborative editing. In this case, editors can edit all publications, including those of which they are not the authors. The EDM application can be configured so that it manages the lifecycle of files attached to publications. When this is activated, any modification of an attachment is stored. For each release, the writer chooses whether the new version is "public" (visible by readers) or "draft" (visible only to the editors). The increment of the version is automatically done and publishers can access previous versions. An applet allows the creation of publications from a simple drag and drop files or folder. In the case of Office file types, file properties are recovered and used to supply the title and description of publications created. As part of a folder slipped, the tree is reproduced in Silverpeas EDM App. Silverpeas EDM Sept. 2015 Page 4

In addition, the application provides a publishing wizard to guide occasional contributors when creating a publication. 1.2.1 Multi positioning A publication can be visible in several folders of other ED App, in other collaborative workspace. Multi-positioning of a publication Multi positioning in folders are visible in the tab "Locations". For categorizations, all positions are visible on the tab "classification plan". 1.2.2 Virtual drive «Silverdrive» The application "SilverDrive" is inspired from "GoogleDrive ". It allows automatic upload in Silverpeas, of files stored in a local folder. It can be used to capture documents as and when they arrive (for example from a scanner), or facilitating uploading and sharing of documents from workstations. "SilverDrive" associates folders of a workstation (or a scanner) with folders in Silverpeas EDM. It is installed as an autonomous java application plugin on the workstation. Associated folders of the workstation are periodically checked and each time a new file is added, or changed in one of these folders (by "save as" or drag and drop, or from a scanner), it is "uploaded "on the platform in the associated folder. Silverpeas EDM Sept. 2015 Page 5

Plugin SilverDrive : «mapping» of local folders with folders of Silverpeas 1.2.3 Dematerialization In the dematerialization process, scanned documents can be "OCRised" (Optical Characters Recognition) before they will be uploaded in the platform, so as to associate the digital document to its text content, which can then be indexed in "full text" mode, by the search engine of Silverpeas. The OCR module is usually supplied with the provider of the scanner. The import/export engine of Silverpeas can be used, with or without automatic classification, by the Silverpeas App "Classflow". Silverpeas EDM Sept. 2015 Page 6

The import engine is configured through XML descriptors that describe the documents and specify what elements must be included and where they will be uploaded in the platform (app "Classflow"). Mass upload of documents All types of scanners are supported. The system can easily absorb up to 50,000 pages per day 1.2.4 Storage of documents The documents uploaded on the platform are stored in their orginal format. It is possible for administrators to limit the size of uploaded files and to manage limits of storage by workspace. 1.2.5 e-mail archiving Silverpeas offers e-mail archiving App. It runs by sending emails to archive to a generic address, or drag and drop an email from MS Outlook or Thunderbird. - The e-mail is automatically uploaded to the platform as a Silverpeas publication in the selected folder of the EDM App. It is kept in its original format (.msg) as an attachment to the publication, and all its contained files attachments. The message body is incorporated as WYSIWYG text content of a new publication. - The e-mail content is immediately indexed by the search engine. Silverpeas EDM Sept. 2015 Page 7

1.2.6 Long term archiving The platform is interfaced with archiving tools and electronic safe. This can be done in different ways : - Users classify publications to archive on a Taxon "Archive" of the classification scheme. Then the export engine exports these publications (metadata in XML format) and attachments in a folder on the server which can then be used to "Input " a legal archiving system. - Users can flag the publications to archive by filling a specific field in the metadata of the publication. The export engine then processes as previous. 1.2.7 Collaborative editing 1.2.7.1 Concurrent access The File Lifecycle Tracking option in the EDM App can provide a check in / check out process for each published file. When a file is locked, it is still readable but cannot be changed by another editor. When a file is locked, the name of the borrower is mentioned. In the personal workspace of a user, the system prompts to each user on the list of files it has locked. 1.2.7.2 Bank of files In a publication, it is possible to reference files rather than associating. This allows different publications to point to the same file. 1.2.7.3 WYSIWYG Silverpeas WYSYWYG uses FCK Editor. This editor is used: - In the text associated with a publication - In the text description of a folder - In the form fields (designer of forms and workflows) - As editor of the WIKI application Silverpeas Silverpeas EDM Sept. 2015 Page 8

WYSIWYG FCK Editor used in Silverpeas This editor enables you to integrate, text, images and videos. In addition, Silverpeas has developed a dynamic variables management functionality embedded in wysiwyg text (the values can be modified online), and so automatically report updates to all texts that refer to these variables. 1.2.8 Viewer Silverpeas integrates a viewer of files attached to publications. This viewer allows users to read files from any workstation, even if Apps with which they were built, are not installed on the workstation (i.e. Internet café) A click on the icon near an attached file triggers the viewer This viewer works with all file types (PDF, Office, Open Office, etc.). Silverpeas EDM Sept. 2015 Page 9

1.2.8.1 Online editing The direct update of MS Office and Open Office documents is possible directly in the platformthrough an interface "WEBDAV" hidden for the user. Online editing starts the application with which the document was created, and then opens the document in it. When the update ends, the EDM asks the user if he wants to keep his changes. If yes, the new document will replace the old, if not changes are lost. 1.2.8.2 Alerts & subscribing With the notification engine and subscription service, it is possible to subscribe to all or part of an EDM App. There are two types of subscriptions: subscriptions to Taxonomy topics (subjects), and subscriptions to folders. When a user subscribes to a folder, it receives a notification as soon as a publication is created or changed. Subscription to interesting subjects (combination of taxons) is also possible. Once the combination of taxons are defined as an interesting subject by a user, this user will receive notifications, each time a new content will be created or updated in the platform (not only EDM App). An example of an interesting subject: Document type = Environment Report + specific geographical area = China) Most Apps in Silverpeas can also "push" information without previous subscribing. They enable to notify selected users of an application, or all users. The notification engine also allows users to select which channel they wish to receive notifications. By default, notifications are sent to the e-mail channel, other channels are available: SMS, pop-up notification box in Silverpeas. 1.2.9 Life cycle of documents 1.2.9.1 Workflow Default EDM App allows one level of validation (editor-> publisher). The workflow engine allows to build more complex processes. The workflow engine can meet almost all document workflow needs (conditional branches, subprocess trigger, parallel tasks, (Fork), synchronization of tasks (Join), etc. Silverpeas provides a workflow editor that allows non-technical user to build simple processes. 1.2.9.2 Status of documents By default, in Silverpeas EDM App, publication may take 4 statuses: Draft Waiting for validation Validated Silverpeas EDM Sept. 2015 Page 10

Declined As part of using the workflow engine, the statuses may be defined by the user manager of the workflow. The workflow engine will issue warnings if time-out is reached on a stage. It is also possible to trigger the move to a new status. 1.2.9.3 Date/time limit of Visibility The publications have a start date and an end date of visibility. By default, the start date of visibility is the creation date of publication. By default there is no set end date. 1.2.10 INDEXING AND SEARCH 1.2.10.1 Metadata The forms of metadata are configurable by the administrator of the platform via an online tool. Silverpeas provides different types of fields : text, text box, rich text, check boxes, radio buttons, drop-down list, date, user, url, image and file. During the form definition, it is possible to make a field mandatory. It is also possible to enrich the page and return the form via an HTML template (needs HTML knowledge) Silverpeas provides multilingualism within forms. The choice of metadata forms used for publishing in an EDM App can be restricted to one, so that this form can then be used as multi-criterian search form. 1.2.10.2 Classifying & Taxonomy Silverpeas allows to develop a common classification scheme for all contents uploaded in the platform. The classification scheme is common to the whole platform but its use may be restricted depending on workspaces and Apps. The classification tree is usually visible in the navigation bottom of the EDM App, or accessible from the search engine. 1.2.10.3 Indexing The search engine uses the open source Lucene component Apache Jakarta project. The search function is accessible from the home page and permanently present on all pages of the platform. The search engine also incorporates a feature to recall at any time the results of the latest search. The simple search (accessible permanently) allows you to search a character string in all the contents of the platform (metadata and attachments). The advanced search allows you to limit the search to a specific collaborative space, App, author, publication dates, taxons of the classification scheme, or form fields. Silverpeas EDM Sept. 2015 Page 11

Advanced search It is also possible to search on the fields of a form. The list of fields prompted in results is configurable. Search on form fields Finally, you can refine the search by using "facets" (by author and Application). 1.2.10.4 Requests and results Search on a select group of documents is possible via the advanced search interface, and refining criteria, "facets". The search engine allows the use of AND, OR and NOT. Right truncation is handled. Research on a string in quotes is possible. These features are available on search "full text" and on the fields of a search form. The platform saves a query submitted to the search engine. It will then be possible to replay this request later from a simple click. The list of saved queries is accessible from the personal space or advanced search interface. Silverpeas keeps only the last query in memory. Silverpeas EDM Sept. 2015 Page 12

The search results can be exported in a zip file that contains: - A mini website for navigation - Publications with their metadata in XML format - Attached files 1.2.11 LEARNING 1.2.11.1 Ergonomics Using Silverpeas as a reader or contributor requires no training. For managers, half a day to grip it is enough. The interface is very neat and intuitive. At any time, the menu "What do you do? guides the user through the use of the application. Online help and the various assistants are available to help people who have not been trained to use the platform in good conditions. The menu: what do you want to do next helps users 1.2.11.2 Online Help and multilingualism. An online help is available in French and English. The application interface supports multilingualism (default: English, French, German). Furthermore, Silverpeas also manages multilingualism in commands of the application, as well as content. Spaces, applications, filing plan and publications can accommodate different translations of the same publication (i18n standard). 1.2.12 USERS DIRECTORY Silverpeas provides its own user base, but it is also possible to work with LDAP and AD directories. You can only identify these directories or synchronize the platform with all or part of these directories. Several directories and / or Silverpeas bases can coexist. Within the user repository, it is possible to create user groups or retrieve groups from the directory. The standard rights management does not go to the level of a publication. You can assign rights to the level of a space, an application or a folder. Silverpeas EDM Sept. 2015 Page 13

1.2.13 ADMINISTRATION 1.2.13.1 Settings of EDM App. A user with the role manager can set the application of GED. The screenshot below shows all the parameters used by the GED. An overview with the mouse, the blue icon to the left of each explicit parameter usage. Settings of the EDM App Silverpeas EDM Sept. 2015 Page 14

1.2.13.2 Management of users The administration back office allows to connect the Silverpeas directory with external directories or databases. Each directory is considered as a domain of authentication. People from a domain, do not see data of people coming from other domains, even if they use the same workspace. The notion of domain creates a complete isolation between people. But a specific domain, called mixed domain, allows to create groups with users coming from multiple directories so that they can work together on the same data. It is also possible to create "dynamic" groups with criteria based on specific fields of the directory. The back office allows you to delegate the management of a user domain to any user of this domain (Domain Administrator role). 1.2.13.3 Roles and Rights Management Silverpeas EDM App uses 4 roles : - EDM Manager - Contributor (or editor) - Publisher (or validator) - Reader The assignment of rights to users or groups is possible at 3 levels : Level workspace Level EDM app which can also inherit rights from workspace Level Folder which can also inherit rights from app Silverpeas Administration roles : Super Administrator (he has all the rights) Manager of User domains Manager of User Groups Manager of Taxonomy Manager of Workspaces It is also possible to manage dynamic groups (for example, all users who are in the "accounting" function). Silverpeas EDM Sept. 2015 Page 15

Assigning rights in the EDM App 1.2.13.4 Tools for administration of the platform The administration (Back Office) of Silverpeas can be done from any web browser. A simple interface allows administrators to manage user accounts on the platform. This interface also lets you create and manage groups of users, creating new collaborative workspaces and deploying applications and managing the taxonomy. The backoffice of Silverpeas allows a non-technical user to : create new collaborative workspaces, and settle apps in these workspaces (workspace manager role) Change Apps settings (manager role, also available in the front office) Create forms (metadata, online applications) Manage directories, groups, users, rights Manage taxonomy (classification transverse plane), and tesaurus Follow the use of the platform thru traffic statistics Silverpeas EDM Sept. 2015 Page 16

Search engine in backoffice of Silverpeas A statistics module allows to monitor connections on the platform, the history of access to workspaces and applications, and monitor volumes of information published on the platform. Silverpeas EDM Sept. 2015 Page 17

Statistics 1.2.13.5 Data base Access to databases is managed by Silverpeas. When installing the application and implementation of updates, SQL scripts support the construction and updating of the database structure. Backups and restores are managed by the Infrastructure team. 1.2.14 Technical features 1.2.14.1 Browsers The GUI of Silverpeas is a "full web" interface. The solution is compatible with all major web browsers on the market (Internet Explorer, Firefox, Chrome, Safari). The whole platform is accessible through a thin client, no deployment is necessary. OS and browsers compatibility To optimize the ergonomics of the solution, Silverpeas developed two features that require external components to the browser. The drag and drop files requires loading an applet as well as the online update Office and Open Office files. However, if the user (or the security policy of the company) does not wish to use these features, it is possible to disable it. 1.2.14.2 Graphic customization It is very easy to create new "looks & Feel" or to modify the original look. Changing a style sheet and a configuration file, can be used to change the overall look of the application. Silverpeas EDM Sept. 2015 Page 18

Customized Look It is therefore possible to create many looks and let users choose their preference. As for the language used for GUI, it is French, English and German. It is also possible to customize the home page by selecting portlets for the personal workspace. Selecting a specific Look & Feel 1.2.14.3 Creating other Apps The SDK provided by Silverpeas, hides the "inside" of the bus and covers all "aspects" recurring in the development of new applications : rights management, data access, access to other services of the platform (notification, research, etc.). The SDK is forcing developers to respect its architecture "MVC" (Model-View-Control), which ensures uniformity in the development and facilitates maintenance. Silverpeas EDM Sept. 2015 Page 19