imanage WorkSite Server Administrator s guide

imanage WorkSite Server Administrator s guide Version 8.5 June 2009

Copyright Notice Notice 1999-2009 Autonomy Corporation plc and its affiliates. All rights reserved. No part of this publication (hardcopy or electronic form) may be reproduced or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written consent of Autonomy Corporation plc and its affiliates. Information in this manual is furnished under license by Autonomy Corporation plc and its affiliates and may only be used in accordance with the terms of the license agreement. If this software or documentation directs you to copy materials, you must first have permission from the copyright owner of the materials to avoid violating the law which could result in damages or other remedies. Trademarks and Copyrights Interwoven, imanage, ConfirmSite, ContentServices, ControlHub, DataDeploy, DeskSite, FileSite, imanage, imanage Universal Search, imanage WorkSite, LiveSite, MediaBin, MetaCode, MetaTagger, OffSite, OpenDeploy, Primera, Records Manager, imanage Records Manager, Scrittura, TeamPortal, TeamSite, VisualAnnotate, WorkDocs, WorkPortal, WorkRoute, WorkSite, WorkSite Express Search, WorkTeam, the respective taglines, logos and service marks are trademarks of Autonomy Corporation plc and its affiliates, which may be registered in certain jurisdictions. All other trademarks are owned by their respective owners. Some or all of the information contained herein may be protected by patent numbers: US # 6,505,212, GBRI # 1053523, US # 6,480,944, US# 5,845,270, US #5,430,812, US #5,754,704, US #5,347,600, AUS #735365, AU 7830068, GB #GB2333619, US #5,845,067, US #6,675,299, US #5,835,037, AUS #632333, CAN #2,062,965, FRAN / GRBI / SPAI / SWED #480941, GERM #69020564.3, KORS 10-0576487, JAPA #2968582, MX #219522, NZ #516340, SING #109524, SG #89006, SG #89086, SG #74973, SG #85502 US #5,065,447, US #6,609,184, US #6,141,017, US #5,990,950, US #5,821,999, US #5,805,217, US #5,838,832, US #5,867,221, US #5,923,376, US #6,434,273, US #5,867,603, US #4,941,193, US #5,822,721, US #5,923,785, US #5,982,938, US #5,790,131, US #5,721,543, US #5,982,441, US #5,857,036, US #6,697,532, US #6,792, 454, US #6,928,149, US #7,092,969 or other patents pending application for Autonomy Corporation plc and its affiliates. Autonomy Corporation plc Cambridge Business Park Cowley Rd Cambridge CB4 0WZ Tel: +44 (0) 1223 448000 Fax: +44 (0) 1223 448001 Email: autonomy@autonomy.com 6/12/09 Part Number 04-001-07-EN

Contents About This Book 19 Intended Audience.................................................. 19 Notation Conventions............................................... 19 Manual Organization................................................ 20 Additional Product Documentation..................................... 21 Revision History................................................... 21 Documentation Updates........................................... 22 Chapter 1: Introduction 23 Components of the WorkSite Server.................................... 23 WorkSite Library................................................ 24 WorkSite Server Services.......................................... 24 WorkSite Indexer................................................ 24 Client Applications............................................... 25 Administrative Tools or Utilities.................................... 25 Chapter 2: Using the WorkSite Service Manager 27 Overview......................................................... 27 About WorkSite Service Manager...................................... 27 WorkSite Services.................................................. 28 Getting Started with WorkSite Service Manager........................... 28 Understanding the Table View...................................... 29 Using the Toolbar................................................ 30 Finding WorkSite Servers.......................................... 30 Registering and Unregistering Servers.................................. 31 Registering a WorkSite Server...................................... 31 Automatic Login................................................. 32 Unregistering a Server............................................ 32 Starting and Stopping a Service........................................ 33 Configure Startup Properties for the Service.............................. 33 Configuring WorkSite Server Service Properties........................... 34 Configuring WorkSite Server Service Database Properties................... 38 Configure Connections from WorkSite Server to File Servers................ 41 Troubleshooting Startup Errors........................................ 43 Version Information and Comments.................................... 44 WorkSite Server Administrator s guide 3

Contents Chapter 3: Using the Database Administration Tool 45 Overview......................................................... 45 About Database Administration........................................ 45 Starting and Stopping the DBAdmin.................................... 46 DBAdmin Desktop................................................. 46 Tree Frame..................................................... 46 Table Frame.................................................... 47 Searching the Table Frame......................................... 48 Right-click Menus............................................... 48 Toolbar........................................................ 49 Information Tables and Subtables.................................... 49 Registering WorkSite Databases....................................... 51 Automatic Login Feature........................................ 53 Login Failures and the Reconnect button........................... 53 Configuring WorkSite Database Options................................. 53 Viewing the User History....................................... 57 Database Information............................................. 57 Synchronization Options.......................................... 58 Common Functions................................................. 59 Adding Items to an Information Table................................ 60 Editing Items in an Information Table................................ 60 Searching in a Table or List View.................................... 61 Using the Lookup Bar............................................ 62 Setting Max Lookup Entries........................................ 63 Error Messages.................................................... 63 Chapter 4: Administering Users, Groups, and Security 65 Overview......................................................... 65 Managing Users.................................................... 65 Purpose of the User Table.......................................... 66 Adding Users................................................... 67 Adding Virtual Users........................................... 67 Adding Microsoft Windows OS Domain Users....................... 69 Adding Novell Bindery Users.................................... 71 Adding Novell NDS Users...................................... 73 Adding LDAP Directory Users................................... 75 Changing the Default Password..................................... 82 Editing User Information.......................................... 82 Synchronize Users............................................... 83 Managing Groups.................................................. 84 NRTADMIN Group........................................... 85 Adding Virtual Groups............................................ 85 Adding Microsoft Windows Domain Groups........................... 87 Adding a Novell Bindery Group..................................... 88 Adding Novell NDS Groups........................................ 90 Adding LDAP Directory Groups.................................... 92 4 WorkSite Server Administrator s guide

Contents Assigning Users to Groups......................................... 98 Changing Group Membership.................................... 98 Adding Users to a Group........................................ 99 Removing Users from a Group................................... 99 Editing Group Information........................................ 100 Preferred Databases................................................ 100 Prerequisites................................................... 101 Adding a Database to the Databases Information Table.................. 101 Assigning Preferred Databases to Users.............................. 102 Changing Preferred Database Assignments........................... 103 File Server....................................................... 103 Adding File Servers to a Database.................................. 104 Assigning File Servers to Users.................................... 106 Adding Users to a File Server................................... 107 Reassigning Authors to the Default File Server...................... 107 Roles........................................................... 107 Roles and Document Profile Information............................. 108 Examples of Roles.............................................. 109 Creating Roles................................................. 110 Default role................................................. 110 Setting Restrictions for Profile Information........................... 113 Edit/Create Profile and Search Profile Tabs........................ 113 Assigning Roles to Users......................................... 115 Editing Membership for a Single Role............................ 115 Editing Membership for Multiple Roles........................... 117 Security Templates................................................ 118 Creating a Security Template...................................... 118 Assigning Users to an Existing Security Template................... 120 Renaming Users................................................... 121 Prerequisites................................................... 121 Using the Rename Function.................................... 122 Chapter 5: Configuring Server Settings 125 Overview........................................................ 125 Defining Application Formats........................................ 125 Customizing the App Setup List.................................... 126 Adding an Application Setup Entry............................... 126 Editing an Existing Application Record........................... 127 Mapping Multiple Document Types to the Same Application........... 130 Managing Document Types.......................................... 131 Default Document Types......................................... 131 Autodetect Document Types....................................... 132 NonAutodetect Document Types................................... 133 File Type Mapping.............................................. 133 Mapping WorkSite Document Types to File Types..................... 134 Adding Custom Document Types................................... 135 WorkSite Server Administrator s guide 5

Contents Adding a Document Type to a Database........................... 136 Editing Document Types......................................... 138 Managing Document Class and Subclass............................... 139 Document Classes.............................................. 139 Adding a New Document Class.................................. 140 Editing Document Class Information............................. 141 Deleting a Document Class..................................... 142 Document Subclasses............................................ 143 Adding a Subclass............................................ 143 Editing Subclass Settings...................................... 144 Managing PC Locations............................................ 144 Adding a PC Location........................................... 145 Deleting a PC Location.......................................... 145 Importing PC Locations from an ANSI Text File....................... 145 Managing Custom Tables and Subtables................................ 147 Common Usage for Custom Tables................................. 148 Administering Custom3 to Custom12 Tables.......................... 148 Adding Entries to Custom3 to 12 Tables........................... 149 Modifying Entries in Custom3 to Custom12 Tables.................. 150 Deleting Entries in Custom3 to Custom12 Tables.................... 150 Modifying the Custom3 to Custom12 Table Headings................ 150 Importing Custom3 to Custom12 Table Entries..................... 150 Administering Custom1/Custom2 and Custom29/Custom30 Tables........ 151 Introduction to Custom1/Custom2 Tables.......................... 151 Adding and Editing Custom1 and Custom29 Items................... 153 Deleting a Custom1 or Custom29 Item............................ 153 Adding and Editing Custom2 and Custom30 items................... 153 Importing Custom1/Custom2 and Custom29/Custom30 Table Entries.... 155 Using the Subtable Window....................................... 158 Chapter 6: Using the Document Import Tool 159 Overview........................................................ 159 About Document Import............................................ 159 Features and Options............................................ 160 Document Import Process........................................ 160 Starting and Stopping the Document Import Tool......................... 161 Log into a WorkSite Server....................................... 162 Logging Off from a WorkSite Server................................ 163 Creating a New Profile Template...................................... 163 Selecting a Document Type....................................... 165 Autodetect and Nonautodetect Document Types..................... 166 Using Selection Boxes......................................... 167 Dynamic Profile Information...................................... 168 Where to Use Dynamic Profile Field Commands.................... 169 Combining Profile Commands.................................. 169 Filename or Extension Substring Extraction........................ 170 6 WorkSite Server Administrator s guide

Contents Subdirectory and Subdirectory Substring Extraction.................. 171 Default Profile Entry Command................................. 171 Assigning Security.............................................. 172 Additional Custom Fields......................................... 172 Types of Custom Fields........................................ 173 Creating an Exclude and Include List................................ 174 Saving a Template.............................................. 176 Deleting a Template............................................. 176 Loading an Import Template......................................... 176 Importing Documents.............................................. 177 Viewing Log Files................................................. 178 Purging the Log File............................................... 180 Error Messages................................................... 180 Chapter 7: Using the Dialog Editor Tool 181 Overview........................................................ 181 About Dialog Editor............................................... 181 Getting Started.................................................... 182 Logging into a Server............................................ 183 Logging Off a Server............................................ 183 Selecting or Deselecting Database(s)................................ 184 Dialog Editor Desktop.............................................. 184 Dialog Editor Left Pane.......................................... 185 File Toolbar................................................... 185 Align Toolbar.................................................. 186 Elements Toolbar............................................... 186 Captions......................................................... 186 Form Management................................................. 187 Opening a Form................................................ 188 Exporting Forms................................................ 188 Importing Forms................................................ 188 Reloading Forms from the Database................................ 189 Saving a Form................................................. 190 Deleting a Form................................................ 190 Closing a Form................................................. 190 Form Design..................................................... 191 Controls...................................................... 192 Adding Controls to a Form........................................ 192 Adding Controls............................................. 194 Adding a Canvas Control...................................... 195 Adding a Logo Control........................................ 197 Adding the External User Control................................ 197 Required Controls............................................... 198 Control-Specific Dependencies.................................. 199 Aligning Spacing and Resizing Controls............................. 199 Changing Properties on a Form or Control............................ 200 WorkSite Server Administrator s guide 7

Contents Moving and Deleting Controls..................................... 201 Importing and Exporting Controls.................................. 201 Importing Controls........................................... 201 Exporting Controls........................................... 201 Testing and Analyzing a Form Design............................... 202 Setting Tab Order............................................... 202 Chapter 8: Using the Monitor Tool 205 Overview........................................................ 205 About WorkSite Monitor............................................ 205 Starting WorkSite Monitor........................................... 206 Registering and Unregistering WorkSite Servers.......................... 206 The WorkSite Monitor Desktop....................................... 208 Keyboard Shortcuts and Toolbar Buttons............................. 209 Server WorkSpace Window....................................... 210 Icons in the Server WorkSpace Window........................... 211 Information Window............................................ 212 Results WorkSpaces............................................. 213 Statistics Tab................................................ 213 Document Search Results Tab................................... 214 Document History Search Results Tab............................ 215 Active Users Tab............................................. 216 Results Tab Right-click Menu Options............................ 216 Setting Search Results Display Options........................... 217 Using Support Dialogs........................................... 220 Selection Dialog Box (Lookup Tables)............................ 221 Setup Additional Custom Fields Dialog Box........................ 221 Setting Up Custom Fields...................................... 221 Using WorkSite Monitor............................................ 222 Searching for Documents......................................... 222 Searching the Document History................................... 224 Deleting Entries in the Document History Table..................... 226 Redisplaying Search Parameters................................. 226 Printing Reports................................................ 226 Setting Printer Options........................................ 226 Print Preview................................................ 226 Unlocking Documents........................................... 227 Deleting Documents............................................. 227 Relocating Documents between Databases............................ 229 Relocating Documents......................................... 231 Changing Document Security................................... 235 Bulk Profile Edit................................................ 237 Reassigning Documents by Author or Operator........................ 239 Document Archiving............................................ 240 Marking Documents for Archiving............................... 241 Unmarking Documents for Archiving............................. 244 8 WorkSite Server Administrator s guide

Contents Viewing Marked Documents.................................... 246 Archiving................................................... 246 Restoring Archived Documents.................................... 248 Restoring Archived Documents from User Requests................. 249 Restoring Archived Documents from Archive Sets................... 250 Set Priority.................................................... 254 Create a Custom Toolbar......................................... 254 Log Files...................................................... 255 Using the Find Dialog........................................... 255 Chapter 9: Configuring the Rules Engine 257 Overview........................................................ 257 Requirements..................................................... 257 Preparing for the Rules Engine Server Installation........................ 258 Installing Rules Engine............................................. 258 Configuring Rules Engine Service Properties............................ 261 Configuring Rules Engine Database Properties........................ 261 Configuring Rules Engine Service File Server Properties................ 262 Configuring Rules Engine Service Properties......................... 264 Starting the Rules Engine Service..................................... 265 Test SMTP Connectivity......................................... 265 Configuring SMTP Service to Allow Forwarding to Remote Domains......... 267 Associating Events with a Rule....................................... 270 Setting Up an E-mail Host........................................... 271 Chapter 10: WorkSite Cluster Manager Service 273 Overview........................................................ 273 Introduction to Clustering........................................... 273 Using Server Clustering.......................................... 274 Advantages of Clustering......................................... 274 How Does Clustering Work?......................................... 275 Features of Clustering........................................... 275 Automatic Load Balancing..................................... 276 Automatic Client Redirection................................... 277 Setting up a WorkSite Server Cluster.................................. 278 Prerequisites................................................... 278 Phase 1....................................................... 278 Phase 2....................................................... 279 Phase 3....................................................... 279 Phase 4....................................................... 279 Using the Cluster Manager.......................................... 279 UDP Port Requirements for Clustering Transport......................... 280 UDP Reply Port................................................ 280 Installing Cluster Manager Service.................................... 281 Configuring WorkSite Server Service.................................. 283 Service Properties............................................... 283 WorkSite Server Administrator s guide 9

Contents Database Properties............................................. 285 WorkSite Server Cluster Example.................................. 286 Chapter 11: Directory Service Synchronization Service 287 Overview........................................................ 287 How Directory Service Synchronization Service Works................. 288 Requirements.................................................. 288 Installing DSS Service.............................................. 289 Configuring the DSS Service......................................... 291 Setting the DSS Schedule......................................... 291 Creating Connections to DSS Services............................... 292 Specifying External Users and Groups............................ 297 Mapping Directory Service Attributes to WorkSite................... 298 Running the DSS Service........................................... 299 Chapter 12: Symantec Enterprise Vault Integration 301 About Symantec Enterprise Vault..................................... 301 SEV Integration for WorkSite Server.................................. 301 Supported Versions and Packaging.................................... 302 Upgrading the Database Schema...................................... 302 Test the DbUpgrade Utility on a Database Copy....................... 303 Using the DbUpgrade Utility...................................... 304 Installing Vault Admin Console....................................... 304 Installing Microsoft Exchange Server MAPI Client and CDO............... 305 User Account Information........................................... 305 Adding User Account to Windows Registry............................. 305 Integrating Symantec Enterprise Vault with WorkSite Server................ 308 Understanding DMS Log File Information.............................. 313 EMAIL_ATTRS Table and Status Codes............................. 313 Fatal and Non-Fatal SEV Errors.................................... 314 Heartbeat Statistics.............................................. 314 Chapter 13: WorkSite Server with Caching 317 Overview........................................................ 317 About WorkSite Server with Caching.................................. 317 Caching Server Technology.......................................... 318 Cache Fileserver.................................................. 319 Preloading the Cache............................................ 320 Configuring the WorkSite Server for File Caching...................... 321 Purging the Cache Fileserver...................................... 323 Overview of Proxying Capabilities.................................... 323 Setting up Library Connections.................................... 325 Chapter 14: Tools and Utilities 329 Overview........................................................ 329 Migrating Users to a Different Database................................ 329 Prerequisites................................................... 329 10 WorkSite Server Administrator s guide

Contents Working of User s Preferred Database Migration Tool.................. 330 Stage 1: Initialization......................................... 330 Stage 2: Copy............................................... 331 Stage 3: Finalization.......................................... 331 Stage 4: Deletion............................................. 332 Performing a Preferred Database Migration........................... 332 Populating Custom Tables........................................... 333 Prerequisites................................................... 333 The clload Command............................................ 333 Required Format for the ANSI Text File............................. 334 Command Line Parameters........................................ 334 Skipping the Description Field.................................. 337 Loading Multiple Child Table Entries............................. 337 Examples of Valid Command Line Entries......................... 338 Populating User Tables............................................. 338 Prerequisites................................................... 339 The userload command........................................... 339 Required Format for the ANSI Text File............................. 339 Command Line Parameters........................................ 339 Appendix A: Reading the WorkSite Server Log File 343 Overview........................................................ 343 Abbreviations.................................................... 343 Common DMSLog.txt File Entries.................................... 344 Appendix B: Database Schema 349 Overview........................................................ 349 Appendix C: Server Configuration Options 355 Allowing Description Fulltext Search.................................. 356 OCR-TIFF Replacement............................................ 357 UTC Date Storage................................................. 357 Search Results Sorting.............................................. 358 Restrict Data Sizes................................................. 360 Case Insensitive Searches in Oracle Databases........................... 361 Version Editing................................................... 361 Retain Only Latest Version on Worklist................................ 362 Ignore Disabled Groups............................................. 363 Immutable E-mail................................................. 363 WorkList Filtering................................................. 364 Pessimistic Security................................................ 364 One-Way or Two-Way Document Relations............................. 365 E-mail Duplicate Detection.......................................... 366 Enable/Disable User Edit of the Folder E-mail Address Field................ 366 Unicast or Multicast Clustering Transport Options........................ 367 Default Minutes Between Synchronization Passes........................ 367 Kerberos Authentication on Trusted Login.............................. 368 WorkSite Server Administrator s guide 11

Contents Using a Local System Account..................................... 368 Using a Domain User Account..................................... 369 Using a Domain User Account on Windows 2000 Server Domain....... 369 Using a Domain User Account on a Windows Server 2003 Domain...... 370 Enforcing Kerberos Authentication on Trusted Login................... 371 Support for Unknown File Types...................................... 372 Retain Extension for ANSI Types Registry Key..................... 373 Retain Extension for Non-E-mail Types Registry Key................ 374 Server Side Email Filing............................................ 375 Allow Folder Creation in Public Workspaces............................ 375 Index 377 12 WorkSite Server Administrator s guide

Figures Figure 1 Components of the WorkSite Server... 23 Figure 2 WorkSite Service Manager with Registered Servers... 29 Figure 3 WorkSite Servers Search status box... 31 Figure 4 Select Server dialog box... 32 Figure 5 WorkSite Server Startup Dialog... 33 Figure 6 WorkSite Server Properties Dialog... 35 Figure 7 WorkSite Server Database Setup Dialog... 38 Figure 8 Database Properties Dialog... 39 Figure 9 Advanced Properties dialog box... 40 Figure 10 File Server Connections Dialog, Windows tab... 42 Figure 11 File Server Connections Dialog, NetWare Tab... 43 Figure 12 Configuration Error Message... 43 Figure 13 About WorkSite Service Manager Dialog... 44 Figure 14 DBAdmin Main Program Window... 47 Figure 15 Right-click menu for the table frame... 48 Figure 16 Floating toolbar... 49 Figure 17 Register/Unregister Databases Dialog... 52 Figure 18 Set Database Options Dialog... 54 Figure 19 Information window for the Database... 58 Figure 20 Synchronization Options dialog box... 59 Figure 21 Edit Jurisdiction Dialog... 61 Figure 22 Find Dialog... 61 Figure 23 Lookup Bar in DBAdmin... 62 Figure 24 Edit Max Lookup Entries Dialog... 63 Figure 25 Sample error message... 64 Figure 26 User accounts and their function... 66 Figure 27 Add New Users dialog box, Virtual User tab... 68 Figure 28 Add New Users Dialog, Microsoft Windows OS Domain Users Tab... 70 Figure 29 Add New Users dialog box, Novell Bindery Users tab... 72 Figure 30 Add New Users dialog box, Novell NDS Users tab... 74 Figure 31 LDAP Directory Users Tab... 76 Figure 32 LDAP Authentication Dialog... 77 Figure 33 LDAP Attribute Mapping (User) Dialog... 78 Figure 34 Add New Users Dialog, LDAP Directory Users Tab... 79 Figure 35 Too many directory objects warning... 80 Figure 36 LDAP Directory Search Filter... 81 Figure 37 Edit User Information Dialog... 83 Figure 38 Add New Groups Dialog, Virtual Group Tab... 86 WorkSite Server Administrator s guide 13

Figures Figure 39 Add New Groups Dialog, Microsoft Windows OS Domain Groups Tab... 88 Figure 40 Add New Groups Dialog, Novell Bindery Groups Tab... 89 Figure 41 Add New Groups Dialog, Novell NDS Groups Tab... 91 Figure 42 LDAP Directory Groups Tab... 93 Figure 43 LDAP Authentication Dialog... 94 Figure 44 LDAP Attribute Mapping (Group) dialog box... 95 Figure 45 Add New Groups Dialog, LDAP Directory Groups Tab... 96 Figure 46 Too many directory objects warning... 97 Figure 47 LDAP Directory Groups, LDAP Directory Search Filter... 97 Figure 48 Group Management Dialog... 99 Figure 49 Add Databases Dialog... 101 Figure 50 Preferred Database Management Dialog... 102 Figure 51 Add File Servers Wizard, Select File Server Container... 104 Figure 52 Add File Servers Wizard, File Server Name... 105 Figure 53 File Server Assignment dialog box... 106 Figure 54 Role Setup Dialog, Privileges Tab... 111 Figure 55 Role Setup Dialog, Edit/Create Profile Tab... 114 Figure 56 Role Setup dialog box, Membership Assignment tab... 116 Figure 57 Role Management Dialog... 117 Figure 58 Add Security Templates Dialog... 119 Figure 59 Security Template Assignment Dialog... 120 Figure 60 Add App Setup Entry dialog box... 127 Figure 61 Document Type Mapping Management dialog box... 135 Figure 62 Add Type Dialog... 136 Figure 63 Add Class dialog box... 140 Figure 64 The Add New Node dialog box... 145 Figure 65 The Import From File dialog box... 146 Figure 66 Custom1-Custom 2 tables in parent-child relationships... 152 Figure 67 Add New Item in Custom2 Dialog... 154 Figure 68 Edit Custom2 dialog box... 154 Figure 69 Import from File (Custom1 and Custom2) dialog box... 156 Figure 70 Custom2 subtable window... 158 Figure 71 WorkSite Document Import... 161 Figure 72 Connect Servers... 162 Figure 73 Document Import Profile Template dialog box... 164 Figure 74 Select Type dialog box... 167 Figure 75 Setup Additional Custom Fields... 173 Figure 76 Include and Exclude File List dialog box... 175 Figure 77 Import Documents dialog box... 177 Figure 78 Log File, Sample output... 179 Figure 79 Dialog Editor Left Pane... 185 Figure 80 File Toolbar... 186 Figure 81 Align Toolbar... 186 Figure 82 Elements Toolbar... 186 Figure 83 Set Captions dialog box... 187 Figure 84 Dialog Editor Left Pane... 188 Figure 85 Sample Form with all the Controls... 191 Figure 86 Elements toolbar... 192 Figure 87 Database Association dialog box... 194 14 WorkSite Server Administrator s guide

Figures Figure 88 Custom Control Association dialog box... 195 Figure 89 Custom Control Properties dialog box, General tab... 196 Figure 90 Custom Control Properties dialog box, Color tab... 197 Figure 91 External User control, Database Association dialog box... 198 Figure 92 Quick Search dialog box with tab order... 203 Figure 93 Register Servers dialog box... 207 Figure 94 WorkSite Monitor main window... 209 Figure 95 Server WorkSpace Window, Servers tab... 211 Figure 96 Server WorkSpace Window, Database tab... 211 Figure 97 Information Window... 212 Figure 98 Results WorkSpace, Statistics tab... 213 Figure 99 Document Search Results tab... 215 Figure 100Document History Search Results tab... 216 Figure 101Right-click menu in Search Results tab... 217 Figure 102Document Search Display, Fields Shown tab... 218 Figure 103Document Search Display dialog box, Short Profile Display tab... 219 Figure 104Document Search Display dialog box - Search Size tab... 220 Figure 105Document Search dialog box... 223 Figure 106Document History dialog box... 225 Figure 107Delete Documents dialog box... 228 Figure 108Deleting Documents dialog box... 229 Figure 109Relocate Documents dialog box... 232 Figure 110Relocate Documents dialog box... 234 Figure 111Security Assignment dialog box... 236 Figure 112Bulk Edit Document Profiles dialog box... 238 Figure 113Reassign Documents by Operator dialog box... 239 Figure 114Reassigning Documents dialog box... 240 Figure 115Mark Documents for Archiving dialog box... 243 Figure 116Documents Marked for Archiving dialog box... 245 Figure 117Archive Documents dialog box... 247 Figure 118Archiving Documents status box... 248 Figure 119Restore Document Requests dialog box... 249 Figure 120The Document Request List dialog box... 250 Figure 121Restore Archived Documents dialog box... 251 Figure 122Restore Documents in Archive Set dialog box... 252 Figure 123Restore Documents from Archive Set dialog box... 253 Figure 124Find dialog box... 255 Figure 125WorkSite Service Add/Remove... 259 Figure 126Rules Engine Startup Dialog... 260 Figure 127Database Setup dialog box... 261 Figure 128Database Properties Dialog... 262 Figure 129File Server Connections Dialog, NetWare tab... 262 Figure 130File Server Connections Dialog, Microsoft Windows Tab... 263 Figure 131File Server Connections Dialog, Microsoft Windows tab... 263 Figure 132Rules Engine Properties Dialog... 264 Figure 133Command window showing SMTP Connectivity test... 266 Figure 134Computer Management Window, New Domain... 268 Figure 135New SMTP Domain Wizard Dialog... 269 Figure 136New SMTP Domain Wizard Domain Name Dialog... 269 WorkSite Server Administrator s guide 15

Figures Figure 137Computer Management, Properties... 270 Figure 138Clustering Model... 275 Figure 139Cluster Manager working as a load balancer... 276 Figure 140WorkSite Service Add/Remove Program... 282 Figure 141Cluster Manager Startup dialog box... 282 Figure 142WorkSite Server Service Properties dialog box... 284 Figure 143WorkSite Server Database Setup dialog box... 285 Figure 144Database Properties dialog box... 285 Figure 145WorkSite Service Add/Remove... 289 Figure 146Directory Synchronization Service Startup Dialog... 290 Figure 147DS Synchronization Schedule Properties Dialog... 292 Figure 148Directory Service Connections Dialog... 293 Figure 149DS Synchronization Connection Properties Dialog... 294 Figure 150DS Synchronization Root Context Dialog... 296 Figure 151DS Synchronization Attribute Map Dialog... 298 Figure 152WorkSite Service Manager... 300 Figure 153Registry Editor... 306 Figure 154imDmsSvc... 306 Figure 155Reconcile UserId... 307 Figure 156Edit String Dialog... 307 Figure 157WorkSite Service Manager... 308 Figure 158Stop Service... 309 Figure 159Service Properties... 310 Figure 160WorkSite Server Properties Dialog... 311 Figure 161Enable Symantec(tm) Enterprise Vault Integration... 312 Figure 162Start Service... 313 Figure 163WorkSite Server Properties dialog box... 321 Figure 164WorkSite Server Database Properties dialog box... 322 Figure 165Traditional WAN Environment... 324 Figure 166WorkSite Server with Proxying Capabilities... 324 Figure 167WorkSite Server Database Setup dialog box... 326 Figure 168Server Connection Properties dialog box... 326 Figure 169Database Properties Dialog ox... 327 16 WorkSite Server Administrator s guide

Tables Table 1 Notation Conventions... 19 Table 2 Revision History... 21 Table 3 Toolbar buttons and menu options... 30 Table 4 WorkSite Server Properties Dialog Options... 35 Table 5 Information Tables in the tree frame... 49 Table 6 Database icon color... 52 Table 7 Document Tab, Document History Options... 55 Table 8 User tab, Information... 56 Table 9 Document management tasks associated with roles... 108 Table 10 Using Roles to Manage Document Searches... 109 Table 11 Examples of Roles... 109 Table 12 Options on the Privileges Tab... 112 Table 14 Application Setup Properties... 128 Table 15 Default Document Types... 131 Table 16 Document Type Dialog Properties... 136 Table 17 Changes to NRT.INI file... 137 Table 18 Information Fields in the Add and Edit Class dialog boxes... 140 Table 19 Sample PC Location Records... 144 Table 20 Common Uses for Custom Tables... 148 Table 21 Sample Custom Table entries... 149 Table 22 Dynamic Profile Field Commands... 169 Table 23 Dialog boxes that can be customized... 181 Table 24 Types of Forms... 187 Table 25 Valid formats for the Custom fields... 191 Table 26 Restrictions on controls... 192 Table 27 Elements toolbar Icons... 192 Table 28 Required Controls for Each Form Type... 198 Table 29 Align Controls... 199 Table 30 Keyboard Shortcuts and Toolbar Buttons... 209 Table 31 Icons in the Server WorkSpace window... 211 Table 32 Column Headings on the Statistics tab... 213 Table 33 Status Icons... 215 Table 36... 230 Table 37 Options Available for Changing Security Settings... 235 Table 38 Setting the Frequency with which the Statistics window is updated... 254 Table 39 Events to Associate with Rules... 270 Table 40 Abbreviations used in the DMS log file... 315 Table 41 Command Line Parameters... 334 WorkSite Server Administrator s guide 17

Tables Table 42 Mode action on current user values... 340 Table 43 Format Criteria... 341 Table 44 Abbreviations used in the DMSLog.txt file... 343 Table 45 Database Table Functions... 349 Table 46 Comparison of two types of support for unknown file types... 374 18 WorkSite Server Administrator s guide

About This Book The WorkSite Server Administrator s Guide is the reference manual for WorkSite Server and WorkSite Server with Caching. It provides information on WorkSite Services and detailed information about the administrative tools and utilities that come with WorkSite Server. Intended Audience This guide is recommended for the WorkSite Administrators who are experienced in setting up the WorkSite Server and its components. Contact Autonomy technical support to resolve issues that are not addressed in this guide. Notation Conventions This manual uses the following notation conventions: Table 1 Notation Conventions Convention Bold Italic Monospace Definition and Usage Text that appears in a GUI element such as, a menu item, button, or element of a dialog box, and command names are shown in bold. For example: Click Edit File in the Button Bar. Book titles appear in italics. Terms are italicized the first time they are introduced. Important information may be italicized for emphasis. Commands, command-line output, and file names are in monospace type. For example: The iwextattr command-line tool allows you to set and look up extended attributes on a file. WorkSite Server Administrator s guide 19

About This Book Table 1 Notation Conventions Convention Monospaced italic Monospaced italics are used for command-line variables.for example: iwckrole role user This means that you must replace role and user with your values. Monospaced bold Monospaced bold represents information you enter in response to system prompts. The character that appears before a line of user input represents the command prompt, and should not be typed. For example: iwextattr -s project=proj1 //IWSERVER/default/main/dev/ WORKAREA/andre/products/index.html Monospaced bold italic Definition and Usage Monospaced bold italic text is used to indicate a variable in user input. For example: iwextattr -s project=projectname workareavpath means that you must insert the values of projectname and workareavpath when you enter this command. [] Square brackets surrounding a command-line argument mean that the argument is optional. Vertical bars separating command-line arguments mean that only one of the arguments can be used. This guide also uses the following conventions: The term Windows indicates any supported version of the Microsoft Windows operating system, such as Windows 2000. Directory paths use UNIX conventions. These conventions mandate using forward slashes (/ ) in path names. (Windows systems use backward slashes.) The Windows convention is used when referring to a Windows-specific directory. For example: UNIX: docroot/news/front.html Windows: docroot\news\front.html Manual Organization Introduction on page 23 Using the WorkSite Service Manager on page 27 Using the Database Administration Tool on page 45 Using the Document Import Tool on page 159 Using the Dialog Editor Tool on page 181 20 WorkSite Server Administrator s guide

Additional Product Documentation Using the Monitor Tool on page 205 Rules Engine on page 253 WorkSite Cluster Manager Service on page 273 WorkSite Server with Caching on page 317 Directory Service Synchronization Service on page 287 Tools and Utilities on page 329 Reading the WorkSite Server Log File on page 343 Database Schema on page 349 Server Configuration Options on page 355 Additional Product Documentation Refer to the following guides for additional information: DeskSite Installation and User's Guide or FileSite Installation and User's Guide. Provides more information on WorkSite client applications such as DeskSite, or FileSite. WorkSite Installation Guide. Provides detailed, step-by-step instructions for installing the WorkSite Server and its components. WorkSite Design Guide. Provides information on the design principals for the WorkSite Server. WorkSite Resource Kit Administrator s Guide. Provides instructions for using various WorkSite Server utilities that are not documented in this book. Revision History Refer to Table 2 for a list of updates to this guide. Table 2 Revision History Revision Date Comments 1 August 2007 8.2 SP1 Release. WorkSite Server Administrator s guide 21

About This Book Table 2 Revision History Revision Date Comments 2 December 2007 Removed information about 8.2 Indexer. Added a reference to the new schema entry for Symantec Enterprise Vault in Appendix B, Database Schema.. 3 September 2008 8.3 SP1 Release. Added updated information to Directory Service Synchronization Service on page 287. 4 April 2009 8.5 Release Added the following information File dates and system dates in Configuring WorkSite Server Service Properties on page 34. Preventing flat space filing in Configuring WorkSite Server Service Properties on page 34. Server side email filing in Server Side Email Filing on page 375. Allow folder creation in public workspaces in Allow Folder Creation in Public Workspaces on page 375. Search Results Sorting in Search Results Sorting on page 358. Chapter 11 Directory Service Synchronization Service on page 287. Support for unknown file types in Support for Unknown File Types on page 372. Documentation Updates Additions and corrections to this document (when available) can be downloaded in PDF format from the following Web site: https://customers.autonomy.com. 22 WorkSite Server Administrator s guide

Chapter 1 Introduction Components of the WorkSite Server The WorkSite Server is a 3-tiered architecture with components at each tier. The WorkSite Server forms the middle tier between the client and library tiers. Figure 1 Components of the WorkSite Server The components of each tier may be distributed across several machines or may coexist on the same machine. See the WorkSite Design Guide for details on recommended installation. The tier levels can be broadly classified as WorkSite Library, WorkSite services, and client applications. The following sections describe the tiers and their components. WorkSite Server Administrator s guide 23

Chapter 1: Introduction WorkSite Library From an end-user s standpoint, a WorkSite Library is a repository for documents. From an Administrator s standpoint, a WorkSite Library consists of two fundamental components: One or more file servers, where the actual documents are stored. An SQL database, which stores information about the documents. WorkSite Server Services WorkSite Server has several fault-tolerant, multi-threaded services that function as the broker between WorkSite client applications and the WorkSite Library, or data layer WorkSite services include: WorkSite Server this core service connects to the SQL Server, the WorkSite Indexer, and the Document File Server. This service coordinates transactions with these back end systems and returns data to the client. WorkSite Server with Caching (add-on service). Rules Engine processes system events, such as e-mail notification for certain system activities. Cluster Manager an optional service that performs automatic client redirection when a server in the cluster fails. The Cluster Manager Service also performs automatic load balancing across available WorkSite Servers. WorkSite Communications Server an optional service enabling e-mail messages from internal and external sources to be sent directly to WorkSite folders. Directory Service Synchronization an optional service enabling the WorkSite Server to perform repeated one-way synchronizations with hierarchical directory services, including LDAP and NDS. These services interact through an interface known as the WorkSite Service Manager. WorkSite Indexer The WorkSite Indexer is responsible for creating the indexes which allow users to search for WorkSite documents. The WorkSite Indexer also processes all search queries and returns the results to the WorkSite Server. For more information, refer to the WorkSite Indexer Administrator s Guide. 24 WorkSite Server Administrator s guide

Components of the WorkSite Server Client Applications In the WorkSite Server architecture, client applications do not make direct connections to components of the WorkSite Library, or data layer. The WorkSite Server service functions as a virtual firewall between your users and the data. The client applications that are commonly used are DeskSite, FileSite, WorkSite Web and E-mail Management for Lotus Notes. For more information, see the user guide for a particular product. Administrative Tools or Utilities WorkSite Server includes a series of administrative tools that are used to manage, maintain, and administer the WorkSite Server, or DMS. This section contains a short description of each tool. See the appropriate chapters for more information on these tools. WorkSite Service Manager The WorkSite Service Manager is the main interface used configure and manages all services that are part of the WorkSite Server installation. See Chapter 2, Using the WorkSite Service Manager, for an introduction to using the Service Manager. Database Administration The WorkSite Database Administration (DBAdmin) tool is used to modify tables in the WorkSite Database. The DBAdmin tool has a two-tiered application that connects directly to the WorkSite Database. See Chapter 3, Using the Database Administration Tool, for an introduction to using DBAdmin. Document Import The WorkSite Import tool can import large numbers of documents into the WorkSite Database. This tool is most frequently used to migrate documents that were previously stored directly on a shared file server into the WorkSite Server. See Chapter 6, Using the Document Import Tool. Dialog Editor The Dialog Editor tool is used to edit the customizable dialog boxes and field names (captions) in the WorkSite Database. The Dialog Editor tool is three-tiered, so it connects to the WorkSite Server service rather than the database. See Chapter 7, Using the Dialog Editor Tool. Monitor The WorkSite Monitor tool is an administrative utility that is used to monitor activities on the WorkSite Server. WorkSite Monitor is a three-tiered application, so it connects to the WorkSite Server service rather than the database. See Chapter 8, Using the Monitor Tool. WorkSite Server Administrator s guide 25

Chapter 1: Introduction 26 WorkSite Server Administrator s guide

Chapter 2 Using the WorkSite Service Manager Overview This chapter includes information on the following topics: About WorkSite Service Manager WorkSite Services Getting Started with WorkSite Service Manager Registering and Unregistering Servers Starting and Stopping a Service Configuring WorkSite Server Service Properties Configuring WorkSite Server Service Database Properties NOTE The WorkSite Server Installation Guide provides the information required to install the WorkSite Server, and configure the services. About WorkSite Service Manager WorkSite Service Manager is a required application for each service in the WorkSite Server. The WorkSite Service Manager manages all services that are part of the WorkSite Server installation. The WorkSite Service Manager is responsible for: WorkSite Server Administrator s guide 27

Chapter 2: Using the WorkSite Service Manager Registering and Unregistering Servers. The computer on which the WorkSite Server has been installed must be registered in the WorkSite Service Manager before starting any service. Starting and Stopping Individual Services. The WorkSite Service Manager starts and stops individual services and detects when a service terminates. Configuring the Services. The WorkSite Service Manager allows you to configure the properties for each of the services that are installed. Log File. The WorkSite Service Manager generates a log file that records all the actions or events connected to the services. WorkSite Services The WorkSite Service Manager includes the following primary services: WorkSite Server. See Configuring WorkSite Server Service Properties on page 34. Rules Engine. For more information on the Rules Engine Service, see Chapter 9, Configuring the Rules Engine, of the WorkSite Server Administrator s Guide. Directory Service Synchronization. For more information on the Directory Servise Synchronization, see Chapter 11, Directory Service Synchronization Service, of the WorkSite Server Administrator s Guide. You can install the following additional services: WorkSite Server with Caching (add-on service). For more information on the WorkSite Clustering Service, see Chapter 13, WorkSite Server with Caching, of the WorkSite Server Administrator s Guide. Cluster Manager (add-on service). For more information on the WorkSite Clustering Service, see Chapter 10, WorkSite Cluster Manager Service, of the WorkSite Server Administrator s Guide. WorkSite Communications Server (add-on service). See the WorkSite Communications Server for Exchange Administrator s Guide for more information. Getting Started with WorkSite Service Manager If you are using Windows 2008, then you can run WorkSite Service Manager only if you are a part of the Administrator's group on the local machine. 28 WorkSite Server Administrator s guide

Getting Started with WorkSite Service Manager To start the WorkSite Service Manager: 1. Select Start, then point to All Programs. 2. Select Autonomy, then imanage Service Manager. When the WorkSite Service Manager is started for the first time, none of the services will be available until the server has been registered. In this context, server refers to the computer on which WorkSite Server has been installed. See Registering and Unregistering Servers on page 31. Figure 2 WorkSite Service Manager with Registered Servers Understanding the Table View The main window in the WorkSite Service Manager displays information for each registered service. The first column lists the Computer or Server name. The second column lists the type of service that is installed. The third column indicates whether the service is currently running. Each row in the table has a colored bullet at the far left of the table. The bullet is yellow if the service listed in that row is stopped; the bullet is green if the service is running. WorkSite Server Administrator s guide 29

Chapter 2: Using the WorkSite Service Manager Using the Toolbar The toolbar provides easy access to several menu options available in the WorkSite Service Manager. See the following sections for additional information on these options. Table 3 Toolbar buttons and menu options Button Menu option Keyboard Shortcut Function Register Server Ctrl-R Used to create a connection between the WorkSite Service Manager and the services. Find Servers Ctrl-A Used to find WorkSite Servers on the network. Startup Properties Used to setup the startup properties for each service. Service Properties Ctrl-P Used to configure the service properties for each service. Database Setup Ctrl-D Used to connect databases to servers and to configure database properties. File Server Setup Ctrl+F Used to configure connections between WorkSite Servers and Document File Servers. Start Service Ctrl-S Used to start a service that is stopped. Stop Service Ctrl-T Used to stop a service that is running. Service About Used to set the comments field for a service and to show version information. View Log Ctrl+V Used to display the log file for the selected service in the WorkSite Log Viewer. Topics F1 Displays the contents of the WorkSite Server Manager Online Help. About Displays version information for the WorkSite Service Manager. Finding WorkSite Servers The WorkSite Service Manager can automatically search the network for all servers that are running WorkSite services. 30 WorkSite Server Administrator s guide

Registering and Unregistering Servers To find all WorkSite Servers on the network: 1. Click Find icon in the toolbar, select Find Servers from the Service menu, or press Ctrl-A. When you select Find Servers, the WorkSite Servers Search status box is displayed. Figure 3 WorkSite Servers Search status box This status box appears while the WorkSite Service Manager searches the network for WorkSite Server, Cluster Manager, and Rules Engine Servers. 2. To stop the search while this status box is displayed, click Cancel. All servers located by the WorkSite Service Manager are automatically registered with the service manager. See Registering and Unregistering Servers on page 31. Registering and Unregistering Servers One of the first steps in setting up the WorkSite Server is to register the computer or server on which the WorkSite Server is installed. Registering a server with the WorkSite Server Manager enables you to configure and manage its WorkSite services. Registering a WorkSite Server 1. Click the Register Server icon in the toolbar or select Register Server from the Service menu. The keyboard shortcut for Register Server is Ctrl+R. The Select Server dialog box is displayed. WorkSite Server Administrator s guide 31

Chapter 2: Using the WorkSite Service Manager Figure 4 Select Server dialog box 2. In the Server box, enter the name of the computer where the WorkSite Server has been installed. 3. Click OK. If the WorkSite Service Manager connects to the WorkSite Server service successfully, the main table view lists each server. When you restart the WorkSite Service Manager, it automatically logs into any servers that were registered during your previous session. See Automatic Login on page 32. Automatic Login When you register a server with the WorkSite Service Manager, an attempt to log into the server is made automatically each time you launch the WorkSite Service Manager until you unregister the server. Unregistering a Server When the WorkSite Server Manager is started, it automatically tries to log into all of the servers that were registered with it when you last exited from the tool. To prevent the WorkSite Service Manager from automatically logging into a particular server, or to close the WorkSite Service Manager s connection to a server, the Server must be unregistered. 32 WorkSite Server Administrator s guide

Starting and Stopping a Service To unregister a server: 1. Select the server that must be unregistered from the table view. 2. Select Unregister Server from the Service menu. The connections to the services that are displayed in the table view will disappear. Starting and Stopping a Service Each service listed in the main table view can be started or stopped from within the WorkSite Service Manager. Select the service, then click the Start or Stop icons in the toolbar. Configure Startup Properties for the Service 1. Highlight the WorkSite Server Service in the main table view. 2. Click the button in the toolbar or select Startup Properties from the Service pull-down menu. The WorkSite Server Startup opens. Figure 5 WorkSite Server Startup Dialog WorkSite Server Administrator s guide 33

Chapter 2: Using the WorkSite Service Manager 3. Enter the Login ID and Password for the Windows User account under whose context the WorkSite Server Service program will run. This account must be different from the Windows service account Local System and must have Log on as a service privileges. The default value that appears in the Login ID field in the Startup dialog box is that of the current user. 4. Select the Startup Type: If you want the service program to start up automatically on boot, check Automatic. If you want the service program to start up only when launched manually from within the WorkSite Service Manager, then check Manual. 5. Click OK to register your changes. Configuring WorkSite Server Service Properties To configure a WorkSite Server Service: 1. Highlight the WorkSite Server Service name in the table view. 2. Click the service properties button in the toolbar or from the Properties menu, select Service Properties. Change the appropriate the settings as desired in the WorkSite Server Properties dialog, then click OK. Table 4 lists all available options on the WorkSite Server Properties dialog. 34 WorkSite Server Administrator s guide

Configuring WorkSite Server Service Properties Figure 6 WorkSite Server Properties Dialog Table 4 WorkSite Server Properties Dialog Options Field/Feature Cluster/Server Name Cache Fileserver Path E-mail Domain Description The Cluster/Server Name field is used to specify the name of the cluster a WorkSite Server Service program is associated with. If the WorkSite Server Service is not part of a cluster, this field should be left blank. For more information on clustering, see the WorkSite Server Administrator s Guide. If your WorkSite deployment utilizes the WorkSite Server with Caching feature, enter the path to the fileserver that is used to cache files downloaded from remote locations. If you WorkSite deployment utilizes the WorkSite Communications Server, enter the name of the e-mail domain used by the WorkSite Communication Server. This is the domain name of the POP3 server. WorkSite Server Administrator s guide 35

Chapter 2: Using the WorkSite Service Manager Field/Feature Security Configuration Accept Trusted Authentication Enable Impersonation TCP/IP Port Configuration Service Port and File Port Meta-Data Cache Configuration Refresh Frequency Table 4 WorkSite Server Properties Dialog Options Description When the Accept Trusted Authentication feature is enabled, users who are already logged into the Windows domain can connect to WorkSite without providing a second, addtional login ID and password. The user must be a valid user on the database and the user s database login ID must be identical to his or her login ID on the domain. Trusted authentication will not work if the user is not logged into the domain. Users such as virtual users who are not logged into the domain cannot use trusted authentication. The Enable Impersonation feature allows anyone who knows the Enable Impersonation password to logon to the WorkSite system as any user whose login has not been disabled. The administrator uses the Administrative Impersonation password in place of the normal password of the user being impersonated. When enabled a password of at least six characters must be entered in the Password field. The values entered in the Service Port and File Port text-entry fields are dedicated TCP/IP port numbers assigned to the WorkSite Server Service program. The service port is used for service transactions, and the file port is used for transmitting files. Use the default value for the service port (1080) and file port (1081) unless instructed otherwise by Autonomy Technical Support. This value determines with what regularity the WorkSite Server will check that all database tables in memory contain less than the maximum number of rows and unload infrequently used entries from any tables that are larger than the maximum size. Use the default value of 1 unless instructed otherwise by Autonomy Technical Support. 36 WorkSite Server Administrator s guide

Configuring WorkSite Server Service Properties Field/Feature Rows per Cache Table By specifying a value in the Rows per Cache Table field, you can limit the number of entries to cache in memory from each of database tables. If this value is set to 10, for instance, no more than 10,000 entries will be cached from any one table. When a database table contains more total entries than the maximum specified in the Rows per Cache Table field, then the WorkSite Server Service will identify infrequently used entries and remove them from the cache. The following tables are cached in memory for each database to which the WorkSite Server is connected: User Table Document Types Custom1/Custom2 Custom Tables Class/Subclass App Setup Custom29/Custom30 Preload Cache Data When the Preload Cache Data option is selected, the WorkSite Server will preload the database tables into the memory cache at startup. If this option is disabled, the database tables are loaded into the memory cache dynamically or incrementally (as needed). Turning off the Preload Cache Data feature will improve startup time. Share Cache If the WorkSite Server is connected to multiple databases, and those databases all have identical Custom1/Custom2 tables, then you may choose to load those tables into the memory cache on the WorkSite Server only once and allow all of the databases to share that same table in the cache. This feature is particularly beneficial when the WorkSite Server is connected to many WorkSite databases and the Custom1/Custom2 tables on each are very large. For this feature to work, all of the Custom1/Custom2 tables on the databases to which the WorkSite Server is connected must be identical. To turn this feature on, check the Shared Cache checkbox and enter the name of the preferred source database in the From Database field. Enable Symantec Enterprise Vault Integration Table 4 WorkSite Server Properties Dialog Options Description If you have installed Symantec Enterprise Vault (SEV), you can integrate WorkSite with SEV by checking this option. Enter the DNS name or address of the Enterprise Vault Server in the Server Address field. Refer to Chapter 12, Symantec Enterprise Vault Integration for more information. WorkSite Server Administrator s guide 37

Chapter 2: Using the WorkSite Service Manager Table 4 WorkSite Server Properties Dialog Options Field/Feature Document Date Options Description This option determines whether the created and modified dates on a file are set based on information in the file, or by WorkSite. Use System Dates: When a file is imported into WorkSite, the "Created" property is populated with the date and time of when the file was imported to WorkSite. The "Modified" property is updated with the date and time when the file was last modified in WorkSite. This method ignores the original created and modified information of the file. Use System Dates is the default setting. Use File Dates: This option saves both the original file dates (created and modified) as well as the dates and times of when the file was imported or modified in WorkSite. Note. Do not switch these settings back and forth. Configuring WorkSite Server Service Database Properties Configure each WorkSite Server database belonging to this server. 1. From the WorkSite Service Manager tool, select the WorkSite Server service. 2. From the Properties menu, select Database Properties. The WorkSite Server Database Setup dialog opens. Figure 7 WorkSite Server Database Setup Dialog 38 WorkSite Server Administrator s guide

Configuring WorkSite Server Service Database Properties The Database Setup dialog box shows those databases that the WorkSite Server is currently serving. If you have not connected WorkSite Server Service to any databases yet, the list view in this dialog box is blank. 3. Click Add Database, or select an existing database from the list and click Modify. The Database Properties dialog opens. Figure 8 Database Properties Dialog 4. Enter the database name. You can select it from the list of available ODBC sources, by using the browse button. 5. Enter the Logon ID and Password for the entered or selected ODBC. 6. Select the Enable Cache Fileserver option if you are using WorkSite Server with Caching and want to enable Fileserver caching for this database. 7. In the How many connection section, choose one of the following options: As Many Connections as Threads this option configures the WorkSite Server to establish a 1:1 ratio of database connections The default ratio of threads running on the WorkSite Server to database connections is 1:1. You can customize this ratio to optimize performance on the system. When your WorkSite database is local and heavily used, the recommended ratio of threads to connection is 1:1. When the WorkSite Server is connecting to a remote database or to a database that is infrequently used, you may want to reduce the number of SQL database connections to reduce the number of connections that must be maintained over the WAN. You may also want to customize the number of database connections when the WorkSite Server is connecting to an infrequently used database, such as a read-only repository of old documents. When the ratio of threads to connections is not 1:1, the WorkSite Server Administrator s guide 39

Chapter 2: Using the WorkSite Service Manager number of SQL connections available to the WorkSite Server are pooled and shared among the simultaneous threads running on the WorkSite Server. Connection Count Enter the number of SQL database connections that the WorkSite Server service should maintain to this database. 8. In the Designate database as section, select one of the following options: Preferred Database Select this option to designate this database as the source for dialog boxes, captions, and roles. Any database that is identified as a Preferred Database can serve as a source for dialog boxes, captions and roles. Each WorkSite Server must be connected to at least one database that is identified as a preferred database. You can specify alternate preferred databases for individual users using the Database Administration tool. Web Content select this option if the WorkSite Server is to be used as the database for the WorkSite web client. Select the Hidden option if you do not want to display the Web Content database. 9. Click Advanced to set the following options for this library. The Advanced Properties dialog box opens. Figure 9 Advanced Properties dialog box Select Prevent flat space filing to force users to file content inside a workspace. When enabled, WorkSite clients will prevent any content from being filing outside a workspace. In the Grace period to undeclare (hours) field, select one of the following grace period options. No grace period. This option does not provide a grace period to undeclare a declared document. Selecting it denotes that once a document is declared, it cannot be undeclared. This is the default option. 40 WorkSite Server Administrator s guide

Configure Connections from WorkSite Server to File Servers Infinite grace period. This option provides an unlimited period to undeclare a declared document. Selecting it denotes that a normal user can undeclare a declared document irrespective of when the document was declared. Specify grace period (hours): Specify the time period within which a normal user can undeclare a declared document. This time period is calculated from when the document was declared. The value set here updates the Undeclare Record registry setting in the following key on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\Databases\ <Database Name>\ In the Locale ID field, enter the numerical identifier for the language of the WorkSite database. WorkSite supports the storage of information in U.S. English plus one additional language. For WorkSite to support this additional language, you must enter the Locale ID of the second language here. The locale ID value must compliment the database collation setting. Refer to the WorkSite Design Guide for more information and for a complete list of Locale IDs. This list can also be found on the Microsoft web site. The default value is 1033 (U.S. English). Caution: The Locale ID setting must only be set for a new WorkSite database. Do not alter this setting for an existing (deployed) WorkSite database. NOTE For information about configuring the WorkSite Indexer portion of this dialog, refer to the WorkSite Indexer Administration Guide. 10. Click OK to add the database. The database is now added to the list seen in the WorkSite Server Database Setup dialog. 11. Click Close to save the settings. Configure Connections from WorkSite Server to File Servers The File Server Connections dialog is used to enter login information for the accounts which will be used by the WorkSite Server Service to access the document file server(s). By default, the WorkSite Server uses the Windows account that was used to log in to access to the file server. To specify an alternative account to use. WorkSite Server Administrator s guide 41

Chapter 2: Using the WorkSite Service Manager For Windows File Servers To configure connections between WorkSite Server and a Windows file server: 1. In the WorkSite Service Manager, select the WorkSite Server Service. 2. From the Properties menu, select File Server Setup or click the File Server Setup icon. The File Server Connections dialog opens. 3. Click the Microsoft Windows Operating System tab. Figure 10 File Server Connections Dialog, Windows tab 4. Disable the Use Service Logon only option. 5. Enter a valid Windows domain Login ID and Password which has access to the file server. 6. Click OK. 7. Stop and restart the WorkSite Server service. For NetWare File Servers To configure connections between WorkSite Server and a NetWare file server: 1. In the WorkSite Service Manager, select the WorkSite Server Service. 2. From the Properties menu, select File Server Setup or click the File Server Setup icon. The File Server Connections dialog opens. 42 WorkSite Server Administrator s guide

Troubleshooting Startup Errors Figure 11 File Server Connections Dialog, NetWare Tab 3. Select either a Bindery or NDS connection. 4. Enter the LoginID and Password for the Novell NetWare User Account created for the WorkSite Server. 5. If you selected NDS, then you must also enter a Context. 6. Click OK. 7. Stop and restart the WorkSite Server service. Troubleshooting Startup Errors Problem: If you attempt to start a service and receive the error message shown in Figure 12 (possibly followed by other error messages), then the Login ID and Password provided in the service s Startup dialog may be incorrect for this service. Figure 12 Configuration Error Message WorkSite Server Administrator s guide 43

Chapter 2: Using the WorkSite Service Manager Solution: Reconfigure the startup properties for that service in the appropriate Startup dialog, then try to start the service again. NOTE You may receive a positive confirmation message after you configure the startup properties for a service, but still receive this error message if the login and password provided are not correct. Version Information and Comments You can check version information for any service program listed in the main program view by selecting the service name and then selecting Service About from the Properties pulldown menu. Or, you can also click the Service About button in the toolbar. When you select Service About, a dialog will be displayed for the service with a field for entering or editing the comments field that is displayed in the main program view. Figure 13 About WorkSite Service Manager Dialog You can use the About dialog to edit or enter comment information or to view version information for the selected service. 44 WorkSite Server Administrator s guide

Chapter 3 Using the Database Administration Tool Overview This chapter includes information on the following topics: About Database Administration Starting and Stopping the DBAdmin DBAdmin Desktop Registering WorkSite Databases Configuring WorkSite Database Options Common Functions Error Messages About Database Administration The Database Administration (DBAdmin) tool is part of the WorkSite Administrative tools group and is used to perform the following typical database management functions: Defining user login or access privileges Initializing and registering databases with WorkSite Adding or editing document types and applications Editing the list of PC nodes WorkSite Server Administrator s guide 45

Chapter 3: Using the Database Administration Tool Creating new document classifications to identify and differentiate documents in your database Starting and Stopping the DBAdmin Access the DBAdmin tool from the WorkSite Server installation directory. To start the DBAdmin: 1. Select Start and point to All Programs. 2. Select Autonomy, then imanage Database Administration. Register the Database to start using the tool. See Registering WorkSite Databases on page 51. To stop the DBAdmin: 1. Unregister the database from the DBAdmin. 2. From the File menu, select Exit. DBAdmin Desktop The main program window in the DBAdmin tool resembles the layout of Windows Explorer. On the left is a tree frame that displays a list of databases and information tables in hierarchical form. On the right is a table frame, where the contents of each of the information tables are displayed. Tree Frame The tree frame lists only those databases that are currently registered. Multiple databases can be listed in the tree frame at the same time. If a database is not listed in the tree frame, you need to register the database with WorkSite. To display the list of information tables for a database, click the plus sign next to the Database icon. To collapse a branch of the tree frame, click the icon s minus sign. All the icons seen below the database in the tree frame are the information tables available to each database. See Information Tables and Subtables on page 49. 46 WorkSite Server Administrator s guide

DBAdmin Desktop Figure 14 DBAdmin Main Program Window Table Frame The contents of an information table are displayed in the table frame in the right pane of the main program window. To display the contents of an information table in the table frame, click an icon in the tree frame. To edit an entry in the table frame, double-click the item in the table or press Enter. The rows in the table frame are commonly identified as Items, Entries or Records. Use the Tab key to shift focus between the tree frame and the table frame. While the cursor is in the tree frame, you can use the arrow keys to move up and down the tree. WorkSite Server Administrator s guide 47

Chapter 3: Using the Database Administration Tool Searching the Table Frame You can search among the entries currently displayed in the table frame for a specified string. Press Ctrl-F or select Find from the Edit menu to display the Find dialog box. To find the next occurrence of the same search string among the entries in the table frame, press F3 or select Find Next. See Searching in a Table or List View on page 61. Right-click Menus There are two right-click menus available in the main program window. In the tree frame, select and right-click a database to display the Database menu. In the table frame, select and right-click an item to display the Edit and Manage menus. Figure 15 Right-click menu for the table frame NOTE Custom2 and Custom30 are subclasses that are dependent on Custom1 and Custom29 respectively. The subclasses appear only when the appropriate parent class is displayed in the table frame. 48 WorkSite Server Administrator s guide

DBAdmin Desktop Toolbar The toolbar provides quick access to frequently needed functions. The toolbar can be hidden or redisplayed by selecting Toolbar from the View menu. The position and configuration of the toolbar on your desktop is entirely customizable. To move the toolbar to a new location, click the edge of the toolbar and drag it to that location. The shape of the toolbar can be customized by clicking and dragging on the edge of the toolbar to reshape it. Figure 16 Floating toolbar Information Tables and Subtables Each WorkSite database has a series of information tables associated with it. These information tables are created when the database is first initialized using the DBAdmin tool. These information tables contain data relating to: Users, Groups and Roles Document types Document classifications Software applications PC locations Preferred databases File servers Table 5 lists each of the information tables seen in the tree frame and its importance to the database. Detailed information about each information table is provided in the corresponding sections of this chapter. Table 5 Information Tables in the tree frame Information Table Description This information table lists users who have been granted access to the database. Users can be of six types, depending on how they access the database: Novell Bindery users, Novell NDS users, NT users, LDAP users, external users, and virtual users. Virtual users are DOS users or users who access the database over the internet. See Managing Users on page 65. WorkSite Server Administrator s guide 49

Chapter 3: Using the Database Administration Tool Table 5 Information Tables in the tree frame Information Table to Description This information table lists groups of users who have been defined for the purpose of granting them access collectively to documents. When a group is granted access rights to a document, all users who are defined as part of that group are granted the same access privileges. See Managing Groups on page 84. This information table lists generic security profiles that you can assign to users. These profiles grant customizable levels of access to document management functions. Typical roles include database librarian, administrator, user, guest, group supervisor, and project supervisor. See Roles on page 107. This information table lists the document types that enable WorkSite to link up a document with its native application. Document types are normally based on the application used to create the document. A Microsoft Word document and a WordPerfect document may be in the same class of documents, but they would have different document types indicative of the application in which they were created. See Managing Document Types on page 131. This information table lists the document classes defined for a database. Document classes are custom categories used to differentiate documents. Typical classes of documents include legal briefs, original site plans, letters, memos, proposals, or transmittals. Document classes can be further subdivided into subclasses. Document classes and subclasses determine the default security setting for documents. See Managing Document Class and Subclass on page 139. This information table includes information essential to integrate WorkSite DMS with other applications. This table also identifies the principal application for each document type. See Defining Application Formats on page 125. This information table maps PC Node Addresses to descriptive information that will help identify a PC s actual location. This information is useful for locating documents that are in use or checked-out. See Managing PC Locations on page 144. The Custom1 table is a custom category, typically a Client. It is also used to differentiate documents in your database. Each Custom1 category can be subdivided into Custom2 classifications. Custom2 is typically customized as Matter. They are used to identify the specific case (or project) to which all the documents relate. See Managing Custom Tables and Subtables on page 147. The Custom3 to Custom12 tables are lookup tables for the Custom3 to Custom12 profile fields. These profile fields provide you with the opportunity to create new custom categories to identify and differentiate documents in your database. Custom categories may include Department, Account, Region, Country, Language, Organization, Division, Coauthor, and Project. See Managing Custom Tables and Subtables on page 147. The Custom29 table, like the Custom1 table, presents an additional opportunity to differentiate documents in your database. The Custom29 table can also be further subdivided into custom Custom30 classifications. See Managing Custom Tables and Subtables on page 147. 50 WorkSite Server Administrator s guide

Registering WorkSite Databases Table 5 Information Tables in the tree frame Information Table Description This information table is a list of WorkSite databases that can be assigned to users as their preferred database. See Preferred Databases on page 100. The Doc File Servers table is a list of the document file servers associated with this database that can be assigned to users. See File Server on page 103. This information table lists the templates of security settings that operate globally and can be assigned to particular authors. When a new document is created for an author who has been assigned a security template, those security settings will be applied to the document by default. See Security Templates on page 118. NOTE Table 5 lists the default captions for the information tables. You can change the captions using the Dialog Editor administrative tool. Registering WorkSite Databases DBAdmin tool allows the WorkSite administrator to register, and to connect to the database, created using SQL Enterprise Manager. When the database is registered for the first time, it allows the administrator to create WorkSite related tables or schema in it. This section discusses registering and unregistering databases, automatic login, and creating WorkSite tables or schema. (Creating tables or schema is part of the database initialization procedure.) When you run the DBAdmin tool for the first time, you must register the databases before you can access any of the information tables. To register the database: 1. From the Database menu, select Register/Unregister to open the Register/Unregister Databases dialog. WorkSite Server Administrator s guide 51

Chapter 3: Using the Database Administration Tool Figure 17 Register/Unregister Databases Dialog The UnRegistered Database column lists databases that have not been logged into but have already been defined as ODBC data sources. Table 6 contains database icons and their descriptions. Table 6 Database icon color Icon Description Green icons indicate registered databases to which you are currently logged in. Yellow icons indicate unregistered databases. Red icons indicate that the DBAdmin tool attempted to log into the database on startup, but the database did not respond in time and the automatic login feature timed out. 2. Select the database to be registered from the UnRegistered Databases list and click Register. The Logon to Database dialog opens. 3. Enter the Login ID and Password, and click Login. If the database was already initialized as a WorkSite database, the database name is displayed in the Registered Databases column and an icon for the database appears in the tree frame of the main program window. 52 WorkSite Server Administrator s guide

Configuring WorkSite Database Options NOTE If you are registering the database for the first time or if the database has not been initialized as a WorkSite database, you are prompted to create the database. Click OK. Refer to the WorkSite Server Installation Guide for information about the steps to initialize this database. Follow the same procedure to Unregister the database using the DBAdmin tool. Select the database and click << Unregister. Automatic Login Feature If you exit the DBAdmin tool with some databases still registered, the next time you run the tool you are automatically logged into those databases. To prevent the tool from logging you into any database automatically, unregister the database using the Register/Unregister Database dialog box before you exit from the tool. Login Failures and the Reconnect button When you start the DBAdmin tool, you are logged into those databases that were registered when you last exited the program. If the DBAdmin tool fails to log into a database, it is displayed with a red icon in the Registered list view on the Register/Unregister Database dialog box (see Figure 17). To reconnect to a database, select the database with the red icon in the Registered Databases list and click Reconnect. If login is successful the red icon changes to green. The database is displayed in the tree frame of the main program window. The most common reason why the DBAdmin tool may fail to log into a database at startup is that the database did not respond in time and the automatic login feature timed out. Configuring WorkSite Database Options There are a number of global conditions that you can enable or disable for each database using the DBAdmin tool. These global conditions affect activities such as: Document echoing Production of document activity histories WorkSite Server Administrator s guide 53

Chapter 3: Using the Database Administration Tool To set database options: 1. Select the Database in the tree frame and select Database Options from the Database menu. Alternatively, select a Database in the tree frame and right-click, then select Database Options. The Set Database Options dialog box is displayed. Figure 18 Set Database Options Dialog NOTE The conditions you select in the Set Database Options dialog box are activated or deactivated globally in a database. 2. To enable document echoing on the database, select the Enable Document Echoing check box under Database Options. When document echoing is enabled, the WorkSite Client saves a copy of all documents opened by a user on the user s local hard drive. This local echo document can be accessed directly using the WorkSite Portable program when, for instance, network connectivity is unavailable. Refer to Managing Document Class and Subclass on page 139 to enable or disable document echoing for a specific document class. 3. Enter the length of time in days that a user s password should remain valid in the Password Expires After field under Password Options. 54 WorkSite Server Administrator s guide

Configuring WorkSite Database Options NOTE You cannot disable the password expiration field by setting the number of days to zero. Enter a value equal to or greater than 1. 4. Enter number of days that the password has been used in the Start Warning User After box. After this period of time elapses, the system warns users that their password will expire. 5. In the Login Failure Attempts field, enter the number of login attempts that users are allowed before they are locked out of the system. 6. The WorkArea system preferences under WorkArea System Preferences designate the containers that appear in the tree for that database. All options are selected by default. Checked-out Documents My Favorites Matter Worklist My Matters Document Worklist WorkSite Explorer Recent Searches 7. Under the Generate History Record For, Document Tab, select the kinds of activities that must be recorded in the document history record. Table 7 lists these operations. Table 7 Document Tab, Document History Options Check box Name Open Close Print Security New Document New Version Mail Check-in/check-out Profile Change Copy View Synchronize If selected the Document history record shows... Each time a user opened the document Each time a user closed the document Each time a user printed the document Each time the document s security status was changed When the new document was created When each new version of a document was created Each time a user sent the document by e-mail Each time a user checked-in or checked-out the document Each time the document s profile information was changed Each time a user copied the document Each time a user viewed the document Each time a user synchronized an echo copy of the document back to the database WorkSite Server Administrator s guide 55

Chapter 3: Using the Database Administration Tool Table 7 Document Tab, Document History Options Check box Name If selected the Document history record shows... Delete When the document was deleted Archive When the document was archived Restore When the document was restored Release Each time the document was released (unlocked) Export Each time the document was exported out of the database Modify Each time the document was modified Edit Time The time when the document was modified Shred Declared Migrated Undeclared Removed From Folder 8. Under Generate History Record For User, enable the login for User and Impersonation. Select or clear options listed in Table 8. Table 8 User tab, Information Check box Name Successful Login Unsuccessful Login Impersonated Login Impersonated Logoff 9. Click OK. If selected the User history record shows... Each time a user successfully logged in to a database. If you select this option, the WorkSite Server will begin logging all successful login attempts. Each time a user failed to login to a database. Each time a user successfully logged in to a database using the Administrative Impersonation password. This option is only displayed for the WorkSite Server s Preferred Database. Each time a user logged out of a database after using the Administrative Impersonation password to login. This option is only displayed for the WorkSite Server's Preferred Database. 56 WorkSite Server Administrator s guide

Configuring WorkSite Database Options Viewing the User History WorkSite Server supports the ability to maintain an audit trail of User and Impersonation login attempts. When this feature is enabled, the WorkSite Server Service logs successful and failed attempts. It lists login and Impersonation logoff attempts in a database table. The feature is enabled per database by selecting the appropriate options in the database s Set Database Options dialog box. You can use an SQL statement to view the contents of the user history. To view the contents of the User History, execute the following SQL statement: SELECT * FROM MHGROUP.USERHISTORY NOTE In the User History log, the ACTIONSID corresponds to the SID for the action in MHGROUP.USERACTIONS. Database Information To view the database information: 1. Select a database from the tree frame. 2. Select Database Information from the Database menu. The server and path information for the Database is displayed in an Information window. WorkSite Server Administrator s guide 57

Chapter 3: Using the Database Administration Tool Figure 19 Information window for the Database 3. Click OK. Synchronization Options To set the synchronization options for a database: 1. Select a database from the tree frame. 2. Select Synchronization Options from the Database menu. NOTE The user can set a number of options for synchronizing online and offline documents when WorkSite OffSite is installed. See the DeskSite Installation and User's Guide or the FileSite Installation and User's Guide. 3. Set the options for each database on your system. 58 WorkSite Server Administrator s guide

Common Functions Figure 20 Synchronization Options dialog box 4. Under Container Selection, select items you want to exclude from synchronization: Exclude all search folders. This option causes the synchronization operation to ignore all search folders and their contents. Exclude all folder shortcuts. This option causes the synchronization operation to ignore all folder shortcuts and their contents. Exclude subscribed my matters. This option causes the synchronization operation to ignore any subscribed matter lists and their contents. 5. Under Content Filtering, select a filter option: Click OK. Exclude documents accessed greater than KB. This option causes the synchronization operation to ignore any documents that are larger than the size you specify. This option enhances performance, since large documents are not synchronized. Exclude documents which have not been accessed in days. This option causes the synchronization operation to ignore any documents that have not been accessed in the number of days that you specify. This option enhances performance, since older documents are not synchronized. Common Functions The most commonly performed functions in DBAdmin tool are: Adding Items to an Information Table WorkSite Server Administrator s guide 59

Chapter 3: Using the Database Administration Tool Editing Items in an Information Table Searching in a Table or List View Using the Lookup Bar Setting Max Lookup Entries Adding Items to an Information Table One of the first activities you will want to perform is adding items to an information table. Whether you need to give new users access to a database or create new document classes and subclasses, adding items to the information tables is one of the most basic functions of the DBAdmin tool. You can add items in any of the following ways: Select Add from the Manage menu. Right-click in the main program window s table frame to display the right-click menu containing the options that are on the Manage menu. Click the Add icon in the toolbar or use the Insert key. For more specific instructions, see the sections of this manual that describes the actions that can be performed in each information table. Editing Items in an Information Table Another action that you will regularly perform in the DBAdmin tool is editing the information tables. Editing items in the information tables may take the form of: Enabling or disabling a particular user or group to deny or grant them access to the database Changing passwords for users Editing Custom1 and Custom2 tables Editing custom category tables Before you edit an item in a table, you must display the table of information in the table frame. To display an information table in the table frame, click its icon in the tree frame. To edit a field in an information table: 1. Select Modify from the Manage menu or the right-click menu. Click the Modify icon in the toolbar, or press Ctrl-M. 60 WorkSite Server Administrator s guide

Common Functions The Edit <Field> dialog opens, as shown: Figure 21 Edit Jurisdiction Dialog 2. (Optional) Modify the value of the entry by entering text in the Description text box. 3. (Optional) Use the checkbox to enable or disable the entry in the table. For more specific instructions, see the sections of this manual that describe all the actions that can be performed in each information table. Searching in a Table or List View While one of the information tables is displayed in the DBAdmin main window, you can search its entries for a specified search string. To search the displayed entries: 1. Click the Find icon in the toolbar. The Find dialog opens. Figure 22 Find Dialog WorkSite Server Administrator s guide 61

Chapter 3: Using the Database Administration Tool 2. Enter a string in the Search String field. Click the Search String arrow to select from a list of previously used search strings. 3. If you want to search in only one column in the table frame, select the column from the In Column field. (All) is selected by default. 4. Set the following options: Match Whole Word. Use this option to find instances of the search string that appear as whole words. Match Case. Use this option to match the case of your search string exactly. In Figure 22, the Database Administration program would find ALAN and alan because the Match Case check box was not selected. Direction. Use this option to set the direction for searching in the table. Select Backward to search up, or Forward to search downward the list. 5. Click Find Next or press F3. Using the Lookup Bar The Lookup Bar enables you to search for entries that match a particular search string in the complete set of tables stored on the database. Use this feature for tables with a large number of entries. You can search for entries that begin with a specific search string, end with this string, or contain the string. In addition to the lookup options, you can also filter the search results based on whether they are Internal or External items. These options work in conjunction with the User, Group, and Role tables. You can choose whether to view only Internal items or only External items. To view both Internal and External items, do not select either filter. Figure 23 Lookup Bar in DBAdmin To display all entries that match a particular search string: 1. Enter the search string in the text-entry field of the Lookup Bar. 2. Select Beginning with, Contains, or Ending with to set the search parameter. 3. Click Lookup. To display all entries in a database table, clear the search string field and then click Lookup. 62 WorkSite Server Administrator s guide

Error Messages NOTE Do not select a filter when you search in the User, Group, or Roles table. All entries listed in that particular table on the database are displayed (up to the maximum number of entries allowed). Setting Max Lookup Entries You can customize the maximum number of entries (rows) to display in the table frame or in any selection field. To set the display for maximum lookup entries: 1. Select Set Max Lookup Entries from the Edit menu. The Edit Max Lookup Entries dialog box is displayed. Figure 24 Edit Max Lookup Entries Dialog 2. Enter a value in the dialog box and click OK. When the number of entries in a database table exceeds the maximum allowed a status message is displayed at the bottom of the main program window. Error Messages Error messages produced by the DBAdmin tool have the following structure: Every SQL error message begins with an SQL Error number, followed by the error message from the database. These two pieces of information help WorkSite Technical Support to understand the nature of the error and why it was produced. WorkSite Server Administrator s guide 63

Chapter 3: Using the Database Administration Tool The last part of each error message is a message to the user produced by the DBAdmin tool. In the example, the error was produced when a user attempted to delete an entry in the Document Class information table when there were still Subclasses defined for that class. Figure 25 Sample error message Technical Support If you receive an error message, contact Autonomy Technical Support. Document the the error message and the circumstances that produced it. 64 WorkSite Server Administrator s guide

Chapter 4 Administering Users, Groups, and Security Overview This chapter includes information on the following topics: Managing Users on page 65 Managing Groups on page 84 Preferred Databases on page 100 File Server on page 103 Roles on page 107 Security Templates on page 118 Renaming Users on page 121 See the WorkSite Server Installation Guide for an introduction to using DBAdmin. Managing Users Each WorkSite database has its own list of validated users. To gain access to a database, the user must first be added to the list of validated users. A user s access to documents in the database is limited by the security status of documents (such as public or private), and the user s membership in any groups that are defined for the database. A user s role determines the user s access to document management functions. See Creating Roles on page 110. WorkSite Server Administrator s guide 65

Chapter 4: Administering Users, Groups, and Security Users are differentiated into five types, based on the operating system that they use. Microsoft Windows OS Domain Users. Users who access the database through Microsoft Windows. Database user IDs and full names must match those listed on the network for these users. Novell NDS Users. Users who access the database through Novell NDS. Database user IDs and full names must match those listed on the network for these users. LDAP Directory Users. Users who access the database through directory services that use the Lightweight Directory Access Protocol. Database user IDs and full names must match those listed on the directory service for these users. Novell Bindery Users. Users who access the database through Novell Bindery. Database user IDs and full names must match those listed on the network for these users. Virtual Users. Users entered directly into WorkSite and not synchronized or populated from another source. The following actions can be performed in a User Information table using the DBAdmin tool: Add users to a database selectively from lists of users on the network Change a user s operating system type Synchronize database user information with network information (except for LDAP users) Create new Virtual users and groups Enable or disable the login feature for individual users Purpose of the User Table The user table is necessary to give users access to the database. Figure 26 shows how the user table functions in the WorkSite system. Figure 26 User accounts and their function 66 WorkSite Server Administrator s guide

Managing Users User accounts are stored in the database. The WorkSite Server verifies each user s login against accounts stored in the SQL database. It gives users access to those databases on which they are valid users. Users log into the WorkSite Server but their account details are stored in the SQL database. Users only see the databases on which they have accounts. Adding Users To give users access to a database, you must first add them to the user information table for that database. NOTE Before you can add a Novell user, Windows user, or Novell NDS user to a database, the user must be defined as a user on the network. The Add User function in the DBAdmin tool only allows you to add Novell, Windows, or Novell NDS users who are already defined on the network. To add users to a WorkSite database: 1. Start DBAdmin. From the Windows Start menu, point to All Programs, then Autonomy and then select imanage Database Administration. 2. Select the required database in the tree frame of the main program window. 3. Click the Database icon to display the information tables. 4. Select the User information table. 5. Click the Add icon from the toolbar or select Add from the Manage menu. The Add New Users dialog box is displayed (see Figure 27). 6. Click the appropriate tab for the type of user that you want to add, then enter the user s information. Adding Virtual Users 1. Select the required database in the tree frame of the main program window. 2. Click the Database icon and select the User information table. 3. Click the Add icon from the toolbar or select Add from the Manage menu. WorkSite Server Administrator s guide 67

Chapter 4: Administering Users, Groups, and Security The Add New Users dialog box is displayed. 4. Click the Virtual Users tab. Figure 27 Add New Users dialog box, Virtual User tab 5. Under User Information, enter following information. User ID: The user s login ID. Full Name: The user s full name. Location: The user s PC location. Phone: The user s telephone number. Ext: The user s telephone extension. Fax: The user s facsimile number. E-mail: The user s e-mail address. 68 WorkSite Server Administrator s guide

Managing Users External Users. Select this option to designate this user as an external user, such as a customer, part-time contractor, vendor or partner.by default, external users have limited privileges. 6. Enter a password for this user in the Password field and the Confirm Password field. You must enter the same password in both fields. There is no default password for new users. New users cannot be added with a blank password. 7. Select User Must Change Password at Next Logon to force this user to change their passwords the next time they connect to WorkSite. 8. Select Password Never Expires to exempt the user's password from the expiration settings. Use this option for system service accounts that should not expire rather than end-users.to prevent To specify the default number of days before passwords expire, see Configuring WorkSite Database Options on page 53. NOTE Autonomy does not recommend selecting Password Never Expires when adding users. 9. Click Add, then click Close to save the added user(s) and exit. Adding Microsoft Windows OS Domain Users 1. Select the required database in the tree frame of the main program window. 2. Click the Database icon and select the User information table. 3. Click the Add icon from the toolbar or select Add from the Manage menu. The Add New Users dialog box is displayed. 4. Click the Microsoft Windows OS Domain Users tab. WorkSite Server Administrator s guide 69

Chapter 4: Administering Users, Groups, and Security Figure 28 Add New Users Dialog, Microsoft Windows OS Domain Users Tab 5. Select the appropriate domain from the List Users From list. 6. Select the user from the list of Domain Users. 7. Select the External Users option to designate this user as an external user, such as a customer, part-time contractor, vendor or partner. By default, external users have limited privileges. 8. Enter the password in the Password and Confirm Password fields to change the password that is assigned to all new users. NOTE There is no default password for new users. New users cannot be added with a blank password. You must enter a password in the Password and Confirm Password fields. 9. Select User Must Change Password at Next Logon. This option forces users to change their passwords the next time they connect to WorkSite. 70 WorkSite Server Administrator s guide

Managing Users NOTE Autonomy does not recommend selecting Password Never Expires when adding users. 10. Click Add after all the details are entered. 11. Click Close when finished adding users. Adding Novell Bindery Users 1. Select the required database in the tree frame of the main program window. 2. Click the Database icon and select the User information table. 3. Click the Add icon from the toolbar or select Add from the Manage menu. The Add New Users dialog box is displayed. 4. Click the Novell Bindary Users tab. WorkSite Server Administrator s guide 71

Chapter 4: Administering Users, Groups, and Security Figure 29 Add New Users dialog box, Novell Bindery Users tab 5. Select the appropriate server from the List Users From list. NOTE The Novell Bindery Users tab displays users according to the server to which they are bound. If you want to add a user who is listed under a container object, use the Novell NDS Users tab. 6. To search through any list of users, click Find to perform a search. 7. Select the required user from the list of Domain Users. 8. Select the External Users option to designate this user as an external user, such as a customer, part-time contractor, vendor or partner. By default, external users have limited privileges. 9. Enter the password in the Password and Confirm Password fields to change the password assigned to all new users. 72 WorkSite Server Administrator s guide

Managing Users NOTE There is no default password for new users. New users cannot be added with a blank password. You must enter a password in the Password and Confirm Password fields. 10. Select User Must Change Password at Next Logon. This option forces users to change their passwords when they log in. NOTE Autonomy does not recommend selecting Password Never Expires when adding users. 11. Click Add, then click Close to save the added user(s) and exit. Adding Novell NDS Users To add Novell NDS users: 1. Select the required database in the tree frame of the main program window. 2. Click the Database icon and select the User information table. 3. Click the Add icon from the toolbar or select Add from the Manage menu. The Add New Users dialog box is displayed. 4. Click the Novell NDS Users tab. WorkSite Server Administrator s guide 73

Chapter 4: Administering Users, Groups, and Security Figure 30 Add New Users dialog box, Novell NDS Users tab 5. Select the server or container object in which the user is listed in the tree frame. You can navigate between servers and container objects by selecting items in the tree frame. Each time you click an item in the tree frame, the list of users associated with that item are displayed in the table frame. Figure 30 shows the Novell NDS Users tab with users from the NRT_OU container object displayed. Click the.. in the tree frame to navigate up the tree. 6. Select the user from the list. 7. Select the External Users option to designate this user as an external user, such as a customer, part-time contractor, vendor or partner. By default, external users have limited privileges. 8. Enter the password in the Password and Confirm Password fields to change the password assigned to all new users. 74 WorkSite Server Administrator s guide

Managing Users NOTE There is no default password for new users. New users cannot be added with a blank password. You must enter a password in the Password and Confirm Password fields. 9. Select User Must Change Password at Next Logon. This option forces users to change their passwords when they log in. NOTE Autonomy does not recommend selecting Password Never Expires when adding users. 10. Click Add, then click Close to save the added user(s) and exit. Adding LDAP Directory Users The Database Administration tool enables you to import users from an LDAP or Microsoft ADS server. You can import all users contained in specific organizational units of the directory structure. WorkSite Server allows only user information to be imported; container information is not maintained. NOTE If you are adding more than a few LDAP Directory users from a common directory, Autonomy recommends that you use the Directory Service Synchronization Service described in Chapter 11, Directory Service Synchronization Service. This service allows you to automate the import and synchronization of users from ADS or LDAP. Adding LDAP Directory users is a multi-step process that requires you to know details about the LDAP Directory tree. You should be able to access the LDAP Directory server as an administrator, and you will need to know the attributes used to store user information. The following steps describe how to add users from an LDAP Directory. 1. Select the required database in the tree frame of the main program window. 2. Click the Database icon and select the User information table. 3. Click the Add icon from the toolbar or select Add from the Manage menu. The Add New Users dialog box is displayed. 4. Click the LDAP Directory Users tab. WorkSite Server Administrator s guide 75

Chapter 4: Administering Users, Groups, and Security Figure 31 LDAP Directory Users Tab 5. Click Login to LDAP. The LDAP Authentication dialog opens. 76 WorkSite Server Administrator s guide

Managing Users Figure 32 LDAP Authentication Dialog 6. Under Directory Type, select Microsoft Active Directory or LDAP based on the type of directory service your organization uses. 7. Under Credentials, select one of the following options: Use Sync Server Login If you have WorkSite Directory Service Synchronization installed, you can use the configuration information stored for the service to authenticate with the LDAP server. You must have Directory Service Synchronization configured to communicate with the LDAP server to use this option. In the Sync Service Server field, enter the computer name where Directory Service Synchronization is installed. Other Login Use this option to manually authenticate with the LDAP Server. Enter the fully qualified distinguished name of a user with administration privileges in the User ID field and the user s password in the Password field. 8. In the TCP port field, enter the port number that the LDAP server uses to communicate. The default port is 389. 9. In the LDAP Server field, enter the name of the server that is hosting the LDAP service. 10. Click OK. If the information entered is correct, the LDAP Attribute Mapping (User) dialog opens. WorkSite Server Administrator s guide 77

Chapter 4: Administering Users, Groups, and Security Figure 33 LDAP Attribute Mapping (User) Dialog The LDAP Attribute Mapping (User) dialog (as shown in Figure 33) allows you to map the attributes used to store user information in your LDAP directory to corresponding user data fields used by the WorkSite database. Each field has a list of LDAP attributes that are commonly used to contain the data for the corresponding WorkSite field. If none of the options in the list are correct, you may enter the name of an attribute in the field. 11. In the Name field under Organizational Unit, select or enter the LDAP attribute that contains the names of the Organizational Unit (OU) containers on your LDAP Directory tree. NOTE If the LDAP attribute mapped to the Name field for a OU container returns a blank, that container will not be displayed in the Container column of the LDAP Directory Users tab. 12. In the User section, select or enter the LDAP attributes for each of the WorkSite properties shown. Refer to Figure 33 for an example. NOTE If either of the LDAP attributes mapped to the Name or User ID fields for a user returns a blank, that user will not be displayed in the table frame of the LDAP Directory Users tab. 13. After completing the mapping of fields, click Update. The LDAP Directory Users tab is displayed. If there are not too many directory objects (users) to display, all users that exist below the root level of the LDAP Directory are listed in the table frame. 78 WorkSite Server Administrator s guide

Managing Users Figure 34 Add New Users Dialog, LDAP Directory Users Tab 14. Select the server or container object in which the user is listed in the tree frame. You can navigate between servers and container objects by selecting items in the tree frame. Each time you click an item in the tree frame, the list of users associated with that item are displayed in the table frame. Click the.. in the tree frame to navigate up the tree. NOTE To limit the number of users shown, refer to Limiting the Number of Users Displayed on page 80. 15. Select the user(s) to be added. Multiple users can be selected by using a Shift-click to select a continuous group or a Control-click to add individual users to those previously selected. 16. Select the External Users option to designate this user as an external user, such as a customer, part-time contractor, vendor or partner. By default, external users have limited privileges. WorkSite Server Administrator s guide 79

Chapter 4: Administering Users, Groups, and Security 17. Enter the password in the Password and Confirm Password fields to change the password assigned to all new users. 18. Select User Must Change Password at Next Logon. This option forces users to change their passwords when they log in. NOTE Autonomy does not recommend selecting Password Never Expires when adding users. 19. Click Add, then click Close to save the changes and exit. Limiting the Number of Users Displayed 1. After completing the mapping of fields, if there are too many directory objects (users) to display, the following error message is displayed: Figure 35 Too many directory objects warning After you close the warning message, the LDAP Directory Users tab is displayed but the table frame is empty. 2. Click Search Filter to display the LDAP Directory Search Filter dialog. 80 WorkSite Server Administrator s guide

Managing Users Figure 36 LDAP Directory Search Filter 3. Select the attribute to filter on in the LDAP Directory Search Filter dialog box: NOTE Use Filter on Name Attribute. This check box applies search criteria against the contents of the Full Name column in the user table. Use Filter on Account Name Attribute. This check box applies search criteria against the contents of the User ID column in the user table. Both attribute filters can be selected at the same time. When both filters are selected, the search criteria are treated as a logical AND operator. For an object to be displayed, it has to match both criteria. 4. Enter values for the Filter Value field(s). 5. Select the filter type: Exact Match. The search object is returned only when there is an exact match with the value entered in the Filter Value field. Starts With. The search object is returned only when it begins with the value entered in the Filter Value field. 6. Click OK to execute the search filter. The LDAP Directory Users tab is displayed with the results of the search. WorkSite Server Administrator s guide 81

Chapter 4: Administering Users, Groups, and Security Changing the Default Password There is no default password for new users, and new users cannot be added with a blank password. Before you add users, you must set the password assigned to all new users when you add them to the database. For each tab in the Add New Users dialog box, the Password and Confirm Password fields function to set the default password assigned to users being added from the current tab during this session. All subsequent users added from the current tab after you set the default password will be assigned the new password. If you change tabs, you must enter a new default password for users being added in that window. Editing User Information There are two ways you can update information for users who have already been added to the database: Synchronize users with the network. See Synchronize Users on page 83. Edit information in the user information table for individual users. To edit information for an individual database user: 1. Select the required WorkSite database and the user information table. 2. Select the user whose information you want to edit, and then click the Modify button in the toolbar. The Edit User Information dialog box is displayed. 82 WorkSite Server Administrator s guide

Managing Users Figure 37 Edit User Information Dialog 3. Make the required changes, then click OK. Refer to the online help by clicking Help for more information. Synchronize Users In addition to changing user information using the Modify command, you can update user information by synchronizing database user information with the latest network information. The Synchronize command is used to update user information in a WorkSite database with the most recent information available on the network. This option is available for WINDOWS NT, NOVELL 3.X, or NOVELL NDS network users. NOTES LDAP Directory users who require administrative access to the LDAP Directory network cannot be synchronized. Virtual users for whom there is no corresponding network information cannot be synchronized. WorkSite Server Administrator s guide 83

Chapter 4: Administering Users, Groups, and Security When you synchronize a user, the following changes are registered on the database: Novell NDS, NT, and Novell Bindery database users who do not have a matching network user are disabled. Database users whose network login privileges are disabled will also be disabled. Database user full names are changed to match their corresponding network user full names, if necessary. To update information in the database to match a user s network information: 1. Display the list of users for the database in the main program window s table frame. 2. Select the user whose details have to be synchronized. Right-click and select Synchronize from the menu. The user s information on the database is updated with their current network information. Managing Groups The concept of a group in WorkSite is similar to the idea of a group on the network. Groups are lists of multiple users. They are defined as a collection for assigning identical access privileges to certain documents to group members. If a group has access to a document, then the users in the group can access the document. Before granting group access to documents in a database, add the group to the list of registered groups in that database. You can add groups either by creating them from within the DBAdmin tool or by importing the membership lists for groups that already exist on the network. After you add a group to the database, its membership is not changed even if the membership of the group on the network is changed. You can import groups from Novell Bindery, Novell NDS, a Windows domain, or LDAP or Microsoft Active Directory Service networks. Once you add groups to the database, you can fully customize the members using the DBAdmin tool. Three fields of information are associated with each user group on a database: Group ID. A string value up to 254 characters Full Name. A string value up to 254 upper or lower case characters Enable flag. When groups are disabled, they cannot be added to Access Control Lists on documents or containers. 84 WorkSite Server Administrator s guide

Managing Groups NOTE Groups cannot be deleted. They can only be disabled. To add a group to a database: 1. Click the Group icon in the tree frame to display the database s group information table in the table frame. 2. Click Add from the Manage menu, or click the Add icon in the toolbar. The Add New Groups dialog box is displayed (see Figure 38). To add specific groups to the database, see the following sections. NRTADMIN Group The NRTADMIN Group is used to determine who can access the database using the DBAdmin, Document Import, and the Monitor tool. When you log into a database from the DBAdmin tool, the tool verifies if you are a member of the NRTADMIN Group on that database. If you are not a member of that group, the tool checks if you are the administrator on your workstation. If one or the other of these conditions is true, you are allowed to log in. On NDS networks, you may want to create the NRTADMIN Group on the network and add yourself as a member. On NDS networks, if you are not a member of the NRTADMIN Group on the database, but you are a member of the NRTADMIN Group on the network, the DBAdmin tool allows you to log into the database. CAUTION Membership in the NRTADMIN group also gives a user the privilege of being able to delete other users documents from the WorkSite client. This ability can be disabled using the Roles information table. Adding Virtual Groups Virtual groups are created from within the DBAdmin tool. They are distinct from other groups that can be added to the database in that no group membership is initially imported into the database for virtual groups. Any kind of user can be added to a virtual group. WorkSite Server Administrator s guide 85

Chapter 4: Administering Users, Groups, and Security To add a virtual group to a database: 1. Click the Group icon in the tree frame to display the database s group information table in the table frame. 2. From the Manage menu, click Add, or click the Add icon in the toolbar. The Add New Groups dialog opens. 3. Click the Virtual Group tab. Figure 38 Add New Groups Dialog, Virtual Group Tab 4. Enter a name for the group in the Group field. This is the name of the group that users will select to grant or deny access privileges when changing security settings for documents. 5. Enter a more complete name for the group in the Full Name field. 6. Select the External Group option to designate this group as an external group. 7. Click Add to add the group. 8. Click Close to save the changes and exit. 86 WorkSite Server Administrator s guide

Managing Groups NOTE For instructions on how to add a user to a virtual group, see Assigning Users to Groups on page 98. Adding Microsoft Windows Domain Groups Groups from an existing Windows domain can be added to the WorkSite database. This creates an identical group on the database with identical membership. When the group is added to the database, all users in the Windows domain group who are already database users are added to the group. Users in the Windows domain group who are not database users are not added to the database group. After Windows domain group members are imported into the database group, you can further customize group membership to include database users of any type. To add a Microsoft Windows domain group to a database: 1. Click the Group icon in the tree frame to display the database s group information table in the table frame. 2. From the Manage menu, click Add, or click the Add icon in the toolbar. The Add New Groups dialog opens. 3. Click the Microsoft Windows OS Domain Groups tab. WorkSite Server Administrator s guide 87

Chapter 4: Administering Users, Groups, and Security Figure 39 Add New Groups Dialog, Microsoft Windows OS Domain Groups Tab 4. Select the appropriate domain from the List Groups From list. In Figure 39, the groups defined for the AD2003 domain are displayed. 5. Select the External Group option to designate this group as an external group. 6. Select the group(s) in the table, then click Add. 7. Click Close to save the changes and exit. Adding a Novell Bindery Group Groups from an existing Novell Bindery can be added to the WorkSite database. This creates an identical group on the database with identical membership. When the group is added to the database, all users in the Novell Bindery group who are already database users are added to the group. Users in the Novell Bindery group who are not database users are not added to the database group. After Novell Bindery group members are imported into the database group, you can further customize group membership to include database users of any type. 88 WorkSite Server Administrator s guide

Managing Groups To add a Novell Bindery group to a database: 1. Click the Group icon in the tree frame to display the database s group information table in the table frame. 2. From the Manage menu, click Add, or click the Add icon in the toolbar. The Add New Groups dialog opens. 3. Click the Novell Bindery Groups tab. Figure 40 Add New Groups Dialog, Novell Bindery Groups Tab 4. From the List Groups From list, select the server to which the group is bound. When a server is selected, the groups bound to that server are displayed in the Domain Groups frame. In Figure 40, the Domain Groups frame displays the groups bound to SUN server. 5. Select the External Group option to designate this group as an external group. 6. Select the group from the Domain Groups frame, then click Add. 7. Click Close to save the changes and exit. WorkSite Server Administrator s guide 89

Chapter 4: Administering Users, Groups, and Security Adding Novell NDS Groups Groups from an existing Novell NDS can be added to the WorkSite database. This creates an identical group on the database with identical membership. When the group is added to the database, all users in the Novell NDS group who are already database users are added to the group. Users in the Novell NDS group who are not database users are not added to the database group. After Novell NDS group members are imported into the database group, you can further customize group membership to include database users of any type. To add a Novell NDS Group to a database: 1. Click the Group icon in the tree frame to display the database s group information table in the table frame. 2. From the Manage menu, click Add, or click the Add icon in the toolbar. The Add New Groups dialog opens. 3. Click the Novell NDS Groups tab. 90 WorkSite Server Administrator s guide

Managing Groups Figure 41 Add New Groups Dialog, Novell NDS Groups Tab 4. Select the container object or server to which the group is bound from those available in the tree frame. Click an item in the tree frame to display the contents of the new container. The current context displayed in the table frame is noted at the top of the window. It is identified by the words, Current Context. In Figure 41, groups defined for the NRT_OU container object are displayed. 5. Select the External Group option to designate this group as an external group. 6. When the group name that you want to add appears in the table frame, select it and click Add. 7. Click Close to save the changes and exit. WorkSite Server Administrator s guide 91

Chapter 4: Administering Users, Groups, and Security Adding LDAP Directory Groups The Database Administration tool enables you to import groups from an LDAP or Microsoft ADS server. WorkSite Server allows only the name of the group and the member list to be imported. No container information is maintained. NOTE If you are adding more than a few LDAP Directory groups from a common directory, Autonomy recommends that you use the Directory Service Synchronization Service described in Chapter 11, Directory Service Synchronization Service. This service allows you to automate the import and synchronization of groups from ADS or LDAP. Adding LDAP Directory groups is a multi-step process that requires you to know details about the LDAP Directory tree. You should be able to access the LDAP Directory server as an administrator, and you will need to know the attributes used to store user information. The following steps describe how to add groups from an LDAP Directory. 1. Click the Group icon in the tree frame to display the database s group information table in the table frame. 2. From the Manage menu, click Add, or click the Add icon in the toolbar. The Add New Groups dialog opens. 3. Click the LDAP Directory Groups tab. 92 WorkSite Server Administrator s guide

Managing Groups Figure 42 LDAP Directory Groups Tab 4. Click Login to LDAP. The LDAP Authentication dialog opens. WorkSite Server Administrator s guide 93

Chapter 4: Administering Users, Groups, and Security Figure 43 LDAP Authentication Dialog 5. Under Directory Type, select Microsoft Active Directory or Netscape Directory. 6. Under Credentials, select the credentials Use Service Login or Other Login. Current Group Credentials: Use this option if you are currently logged in to the system as an LDAP user with administration privileges. This is the default. Other Login: Use this option if you are not logged in as an LDAP user with administration privileges. Enter the fully qualified name of a user with administration privileges in the User DN field. Enter a password in the Password field. 7. Under TCP Port, select the TCP port that the LDAP server uses to communicate. The value of the default port is 389. If your LDAP server is not using this TCP port, select the Other Login option and enter a value in the TCP Port field. 8. Under LDAP Server, select the server that is hosting the LDAP service. The default server is the LDAP server that authenticated the current user. If you want to connect to a different server or if you are not logged in as an LDAP user, select the Other Login option. Enter the name of the appropriate server in the LDAP Server field. 9. After entering all the necessary information in the fields of the LDAP Authentication dialog box, click OK. If the information entered is correct, the LDAP Attribute Mapping (Group) dialog box is displayed. 94 WorkSite Server Administrator s guide

Managing Groups Figure 44 LDAP Attribute Mapping (Group) dialog box The LDAP Attribute Mapping (Group) dialog box allows you to map the attributes used to store group information in your LADP tree against corresponding group data fields used by the WorkSite Server database. Each field has a list of LDAP attributes that are commonly used to contain the data for the corresponding WorkSite field. If none of the options in the list are correct, you may enter the name of an attribute in the field. 10. Locate the Organizational Unit section. In the Name field, select or enter the LDAP attribute for the OU containers on your LDAP directory tree. NOTE If the LDAP attribute mapped to the Name field for an Organizational Unit container returns a blank, that container will not be displayed in the Container column of the LDAP Directory Groups tab. 11. Locate the User section. In the User ID field, select or enter the LDAP attribute that contains the user IDs for your LDAP directory tree. NOTE If the LDAP attribute mapped to the User ID field for users returns a blank, the corresponding user will not be added to the group member list. 12. Under Group, select or enter the LDAP attributes for each of the WorkSite properties shown. Refer to Figure 44 for an example. NOTE If LDAP attributes mapped to the Name or Group ID fields returns a blank, the associated group will not be displayed on the LDAP Directory Groups tab. WorkSite Server Administrator s guide 95

Chapter 4: Administering Users, Groups, and Security 13. After completing the mapping of fields, click OK. The LDAP Directory Groups tab is displayed. When there are multiple directory objects (or groups), those that exist below the root are listed in the table frame. Figure 45 Add New Groups Dialog, LDAP Directory Groups Tab 14. Select the server or container object in which the user is listed in the tree frame. You can navigate between servers and container objects by selecting items in the tree frame. Each time you click an item in the tree frame, the list of users associated with that item is displayed in the table frame. Click the.. in the tree frame to navigate up the tree. 15. Select the group(s) to be added. Multiple groups can be selected by using a Shift-click to select a continuous set of groups or a Control-click to add individual groups to those previously selected. 16. Select the External Group option to designate this group as an external group. 17. Click Add, then click Close to save the group(s) and exit. Limiting the Number of Groups Displayed Figure 46 illustrates the error message that appears when there are too many directory objects (or groups) to display. Click OK to display the LDAP Directory Groups window. Its table frame will be empty, but you can search filter to modify the display. 96 WorkSite Server Administrator s guide

Managing Groups Figure 46 Too many directory objects warning 1. Click Search Filter to display the LDAP Directory Search Filter dialog box. Figure 47 LDAP Directory Groups, LDAP Directory Search Filter 2. Select the attribute to filter on in the LDAP Directory Search Filter dialog box: NOTE Use Filter on Name Attribute. Applies search criteria against the contents of the Full Name column in the group table. This search filter should not be used against the LDAP Directory Groups table. It will cause nothing to be returned. Use Filter on Account Name Attribute. Applies search criteria against the contents of the Group column in the group table. Both attribute filters can be selected at the same time. When both filters are selected, the search criteria is treated as a logical AND operator. For an object to be returned by the search, it has to match these entries. o 3. Enter values for the Filter Value field(s). 4. Select the filter type: WorkSite Server Administrator s guide 97

Chapter 4: Administering Users, Groups, and Security Exact Match. The search object must exactly match the value entered in the Filter Value field. Starts With. The search object must begin with the value entered in the Filter Value field. 5. Click OK to execute the search filter. The LDAP Directory Groups tab is displayed with the results of the search. Assigning Users to Groups After you have added a group to a database, you can add or remove users using the Group Membership dialog. NOTE Group membership cannot be synchronized with network groups after adding the group to WorkSite Server. If you change membership of a group on the network, you must make identical changes to the group on the database manually to keep group membership in WorkSite and on the network identical. The Directory Service Synchronization service tool allows the WorkSite Server to perform repeated one-way synchronizations with hierarchical directory services, including LDAP and NDS. See Chapter 11, Directory Service Synchronization Service.. Before you can add users to a group, you must add the group to the database. See Managing Groups on page 84. Changing Group Membership To change the membership of a group: 1. While the database or one of its associated tables is selected in the DBAdmin tree frame, from the Manage menu, select Group Membership. The Group Management dialog opens. 98 WorkSite Server Administrator s guide

Managing Groups Figure 48 Group Management Dialog This dialog box consists of three columns of information: Groups. The leftmost column is a list of groups that have already been added to the database. Users. The middle column displays a list of users belonging to the group selected in the leftmost column. Available Users. The rightmost column lists the available users or users who are not included in the group currently selected in the Group column. Adding Users to a Group 1. Select the group name from the Group column. 2. In the Available Users column select the user you want to add to the group, then click Add. The user s name is moved to the Users column. Removing Users from a Group 1. Select the group name from the Group column. 2. From the Users column, select the user you want to remove from the group and click Remove. The user s name is moved to the Available Users column. WorkSite Server Administrator s guide 99

Chapter 4: Administering Users, Groups, and Security NOTE Users can be assigned to multiple groups. Double-click user to move them between the Users and Available Users columns. Editing Group Information Once a database group is defined, the group name cannot be changed, and full name information can only be changed for groups defined as virtual groups. All groups, however, can be enabled or disabled at any time. Disabling a group prevents users from assigning the group access privileges to documents. For information on editing the membership of groups, see Assigning Users to Groups on page 98. To modify selected properties of a group: 1. Click the Group icon in the tree frame to display the database s group information table in the table frame. 2. Right-click the group name, then select Modify. The Edit Group dialog opens. You can edit the full name of a virtual group. However, the Name and Full Name fields are read-only for Windows Domain, Novell, Novell NDS, and LDAP groups. 3. To enable the group, select the Enable check box. To disable the group, clear the check box. Disabling the group will prevent users from granting the group-access privileges to documents in the database. 4. To designate this group as an external group, select the External Group option. 5. Click OK. Preferred Databases Each user in a WorkSite database can be assigned a preferred database. Assigning users (or authors) a preferred database prevents the user the extra step of selecting a library during certain actions, such as: When a user creates a new document, the database selected in the New Document Profile dialog box is automatically set to his or her preferred database by default. If the user enters a different user s name in the Author field in the New Document Profile dialog, the selected 100 WorkSite Server Administrator s guide

Preferred Databases database will automatically switch to the preferred database assigned to the user named in the Author field. When a user first opens the Search dialog, the selected target for the search will be set to his or her preferred database. If the user changes the target database for the search, that setting will remain in effect until he or she changes it or disconnects from WorkSite. Users always have the option of selecting a different database. Prerequisites The following steps must be completed before you begin working with preferred database tables: 1. The user must exist in the User information table. 2. The database must be added to the Databases information table. 3. Identify the user s preferred database. Adding a Database to the Databases Information Table To add a database to the list of preferred databases: 1. Start DBAdmin. From the Windows Start menu, point to All Programs, then Autonomy, and then select imanage Database Administration. 2. Click the Databases icon in the tree frame. 3. Right-click in the table frame and select Add. The Add Databases dialog opens. Figure 49 Add Databases Dialog 4. Enter the database name in the Database Name field. WorkSite Server Administrator s guide 101

Chapter 4: Administering Users, Groups, and Security 5. Enter a description in the Description field. 6. Click OK. To modify information for the added database, select and right-click the database name in the table frame. Select Modify, from the available menu options then edit the information displayed in the Edit Databases dialog box. Assigning Preferred Databases to Users The Preferred Database Management dialog is used to assign a default database for users. To access this dialog: 1. From the Manage menu, select Preferred Database Management. The Preferred Database Management dialog opens. Figure 50 Preferred Database Management Dialog This dialog box has three columns of information: Preferred Database. This column displays the databases that are listed in the Database information table. Users. This column lists the users who have been assigned the database selected in the Preferred Databases column. 102 WorkSite Server Administrator s guide

File Server Available Users. This column lists those users who have not been assigned to a preferred database. To assign a preferred database to a user: 1. Select the database name from the Preferred Databases column. 2. Locate the user s name in the Available Users column. 3. Double-click a name in the Available Users column to move the user into the Users column. Changing Preferred Database Assignments You must remove a user from a preferred database before you can assign a new database. To remove a user from a preferred database: 1. From the Manage menu, select Preferred Database Management. The Preferred Database Management dialog opens. 2. In the Preferred Database Assignment dialog, double-click the user in the Users column. The user is now listed in the Available Users column. 3. Click Close. 4. Follow the instructions in Assigning Preferred Databases to Users on page 102 to assign the user to a different preferred database. NOTE You can determine the database assigned to a user by viewing the Preferred Database column in the User information table. The preferred database assignment for each user is listed in a column of the User table. File Server A WorkSite database can store documents on multiple file servers. When you create a WorkSite database, you must identify at least one machine that will serve as a repository for documents. The document file server that you identify when you create a WorkSite database becomes the Default File Server for that database. WorkSite Server Administrator s guide 103

Chapter 4: Administering Users, Groups, and Security Documents are stored on file servers according to author information. The documents of users (or authors) not assigned to a file server are stored on the default document file server. Adding File Servers to a Database To add file servers to a database: 1. Start DBAdmin. From the Windows Start menu, point to All Programs, then Autonomy, and then select imanage Database Administration. 2. Click the File Server icon in the tree frame of the DBAdmin main program window. 3. Right-click in the table frame and select Add. The Add File Servers dialog opens. Figure 51 Add File Servers Wizard, Select File Server Container 4. Select the operating system type for the file server that you want to add. 5. Click Next. 104 WorkSite Server Administrator s guide

File Server Figure 52 Add File Servers Wizard, File Server Name 6. Enter a Name to identify this file server. Do not enter a name longer than 32 characters, or one that contains single quotes, double quotes or spaces. 7. Under Path Creation Options, select how documents should be organized on the file server. If you select Default, documents will be organized by author name. If you select Path based on Custom1 Entry, documents will be organized by Custom1 information. 8. In the Path field, enter the full path to the root directory in which documents should be stored on this machine, or use the NOTE browse button to select the path. If the operating system is Novell NDS, enter the Container Name in the Server Context field. Enter the machine name and root directory path in the Path field. 9. Click Finish to add the file server to the database. NOTE You cannot delete or modify entries in the File Server information table. WorkSite Server Administrator s guide 105

Chapter 4: Administering Users, Groups, and Security Assigning File Servers to Users When multiple file servers are associated with a database, you can assign users (or authors) to different ones. New documents are saved to the file server associated with their author. The default document file server stores files created by users not assigned to a specific file server. To access the File Server Assignment dialog: 1. Verify that you have added the necessary file servers to the File Server information table. See Adding File Servers to a Database on page 104. 2. Fom the Manage menu, select File Server Management. The File Server Assignment dialog opens. Figure 53 File Server Assignment dialog box The File Server Assignment dialog box consists of three columns: File Servers. This column lists the file servers that appear in the File Server information table. Available Users. This column lists users who are not assigned to a file server. Users. This column lists those users who are currently assigned to the file server selected in the File Servers column. 106 WorkSite Server Administrator s guide

Roles Adding Users to a File Server 1. Select the file server from the File Servers column. 2. Select the user(s) in the Available Users column. 3. Click << Add. Reassigning Authors to the Default File Server 1. In the File Servers column, click the file server for a user. 2. Select the user(s) in the Users column. 3. Click Remove >>. Roles WorkSite Server implements a dynamic security model called Roles. Roles allow administrators to distribute access to document management functions selectively across an organization. Users are each assigned a generic security profile, called a role, which controls the kinds of document management activities that the user can perform. NOTE Roles do not affect a user s access to documents. Access rights are determined by default security settings and access control lists. The kinds of document management activities that users can perform and that are controlled by their security profile or role are Importing documents Editing documents Viewing public documents WorkSite Server Administrator s guide 107

Chapter 4: Administering Users, Groups, and Security Role Table 9 illustrates how roles can be used to control access to document management tasks. System administrators can assign the same security profile to one or more users. Table 9 Document management tasks associated with roles Example User Create New Docs Edit Docs Legal User Typist Granted Granted Legal Power User Accounting Power Temp Corporate Attorney Accounting Secretary Temp in Accounting Archive Docs Read-only Access Create New Users Delete Documents Granted Granted Granted Granted Granted Granted Granted DB Librarian Archivist Granted Granted Granted Granted Office Manager Office Manager Granted Granted Granted Sys Admin Sys Admin Granted Granted Granted Granted Granted Roles and Document Profile Information For each role that you create, you also define two templates of document profile information. One template is applied to all new documents created by users who are assigned that role. The other template controls the profile information that users can use as search criteria when performing WorkSite searches. These two profile templates are powerful yet flexible tools for controlling user s access to documents and their operations on documents, folders, and workspaces. For example, the value of a document profile field can be used to control access to the database. An administrator has created a custom profile field called DEPARTMENT that contains values of LEGAL, ACCOUNTING, BUSINESS, and OTHER. In the roles created for the database, the administrator has created limitations on what users can enter in this field of profile information when creating new documents and performing searches. By controlling this profile field, the administrator has control over user access to documents. Table 10 illustrates how an Office Manager can never create a search that will include the Tax Attorney s documents, and the Tax Attorney can never create a search that will include the 108 WorkSite Server Administrator s guide

Roles User Office Manager s documents. They can share documents by creating public folders or sharing saved searches. Table 10 Using Roles to Manage Document Searches Role New Docs Labeled Tax attorney Legal User Legal Granted Search Access Corporate Attorney Accounting Secretary Office Manager Accountant Legal Power User Accounting User Office Manager Accounting Power User Legal Accounting Business Accounting Legal Accounting Business Other Granted Search Access Granted Search Access Granted Search Access Granted Search Access Granted Search Access Granted Search Access Sys Admin Sys Admin Other Granted Search Access Granted Search Access Granted Search Access Granted Search Access Granted Search Access Examples of Roles You can create various types of roles to assign to users and groups. Table 11 Examples of Roles Role for... Enables ability to... Disables ability to... Temporary Employees Typical Users Supervisors Create new documents Checkout documents Delete documents Search for public documents Create public folders Perform public searches Perform full-text searches Essential WorkSite Server Delete documents activities Release documents Delete and release others documents Note: Supervisors must also be a member of the NRTADMIN group to have this privilege. WorkSite Server Administrator s guide 109

Chapter 4: Administering Users, Groups, and Security Creating Roles Roles consist of two items: Security profile Membership list All users listed in the membership for a role receive the privileges (or limitations) associated with that role. You can edit the membership for a single role from the same dialog used to create the security profile for that role, while the Role Management dialog is available for managing the membership of multiple roles at once. Default role When a WorkSite database is first created, a default role is added to the table of existing roles. Users who are not assigned a specific role in the database are granted the privileges that are assigned to the default role. You cannot edit the membership of the default role. You can, however, change the privileges assigned to the default role. You can assure that a user is assigned the default role by removing the user from the membership of all other roles that are defined. NOTE Roles cannot be deleted, however they can be disabled by removing all members or by clearing all task privileges. Adding a Role to the Database To add a role to the database: 1. Select the Roles icon in the tree frame of the DBAdmin main program window. The available roles are displayed in the table frame. 2. Click the Add icon in the toolbar or select Add from the Manage menu. The Role Setup dialog box is displayed. 110 WorkSite Server Administrator s guide

Roles Figure 54 Role Setup Dialog, Privileges Tab 3. In the Role field, enter a name for the role. 4. In the Description field, enter a description or additional information about this role. 5. Select the External Role option if you want to create a role for external users. 6. Select the privileges you would like to grant users who will be assigned this role. The Privileges tab contains information organized into four broad columns: Content Operations. Permission to work with documents. Folder Operations. Permission to work with folders, tabs, and workspaces. Administrative Operations. Permission to work with system workspaces. Web Operations. Permission to perform operations online. Select or clear the check boxes in the columns to indicate permission to perform activities for the users assigned to that role. See Table 12. WorkSite Server Administrator s guide 111

Chapter 4: Administering Users, Groups, and Security 7. Create a custom document profile and search profile for the role using the Edit/Create Profile tab and the Search Profile tab. To prepopulate or disable fields in the New Document Profile and Document Search dialog boxes, see Edit/Create Profile and Search Profile Tabs on page 113. 8. Click the Membership Assignment tab to assign the new role to users. See Assigning Roles to Users on page 115. 9. Click OK to add the role to the database. Table 12 Options on the Privileges Tab If this check box is selected... Content Operations Import/Create Checkout Documents Unlock Documents Delete Allow Full-Text Searches Read Only Folder Operations Create Public Folder Create Public Searches Administrative Operations The person with this role can Import documents into the database. If this permission is not selected, the user cannot add events, tasks, or discussion topics (WorkSite Web) Check in and check out documents in the database to which the user has access Unlock documents checked-out or in use by the user Permanently remove content from the database to which the user has access Perform full-text searches User has strictly read-only access to documents. User can still create or check in new documents. Create a new public project folder. User can still create Private folders or subfolders with security inherited from the parent folder. Save public searches and mark them as public Use WorkSite Import When checked, user can use the bulk Document Import tool. NRTADMIN group has this permission by default. Use WorkSite Monitor When checked, user can use the WorkSite Monitor to track database transactions. NRTADMIN group has this permission by default. Use WorkSite Administration When checked, users in INTERNAL_ADMIN, INTERNAL_USERADMIN, EXTERNAL_ADMIN, and EXTERNAL_USERADMIN groups in WorkSite Web can manage users, groups and roles. NRTADMIN group has this permission by default. Web Operations (These privileges are specific to users accessing the database through the WorkSite Web product.) 112 WorkSite Server Administrator s guide

Roles Table 12 Options on the Privileges Tab If this check box is selected... Search Via Web Create WorkSpaces Create Public WorkSpaces Create System WorkSpaces Delete WorkSpaces The person with this role can Perform searches Create new workspaces Create shared workspaces Create system workspaces, such as templates and profiles that reside on the Webdb Delete workspaces Setting Restrictions for Profile Information From the Role Setup dialog you can set restrictions for document profile fields. This information appears in the Search, New Profile, and Profile Edit and View dialogs for users assigned to this role. Use the Search Profile tab to set role restrictions for the Search dialog in client applications. Use Edit/Create Profile tab to set restrictions for the New Profile and Profile Edit and View windows in WorkSite. Figure 55 shows the Edit/Create Profile tab on the Role Setup dialog. Edit/Create Profile and Search Profile Tabs The Edit/Create Profile and Search Profile windows display the following information columns: Profile IDs. Identifies the field of document profile information that is being referenced. Default Values. The Default value(s) for the corresponding profile field. Access Rights. Indicates whether the user who is assigned this role can change the default value applied to the corresponding profile field. Access Rights can be read-only ( R ) or read-write ( W ) in the Search Profile tab and the Edit/Create Profile tab. With read-write access, the user can override the default value. To customize the document or document search profile: 1. From the Role Setup dialog, click the Edit/Create Profile tab or the Search Profile tab. WorkSite Server Administrator s guide 113

Chapter 4: Administering Users, Groups, and Security Figure 55 Role Setup Dialog, Edit/Create Profile Tab 2. Select a Profile ID and click Edit. In Figure 55, the Matter profile field is selected, and the Edit Matter dialog is shown. 3. Enter values in the Edit dialog. In the Default Value field, enter a default value for this field of information. This field will be prepopulated with the default value when the user opens the New Document Profile, New Version Profile, or Document Search dialog box. When a default value is assigned to a profile field, the user is assigned read-only access. The user cannot change the value of the profile property. When multiple default values are specified for a profile field, then these are the only valid values available to the user. Set the Access Rights on the profile field. If you want users to be able to change the value of this profile field, select read-write access. If you do not want users to be able to change the value of this profile field, select read-only. 114 WorkSite Server Administrator s guide

Roles NOTE All values entered in the Edit/Create Profile tab are read-only. Values can be set to read-write in the Search Profile tab only. 4. Click OK. The new values are displayed under Profile Access Information on the tab. R in the Access Rights column indicates that users have read-only rights on the field. W indicates users have read-write access. Assigning Roles to Users You can assign roles to users: When you first define the role When you are editing the access privileges associated with a role In the Role Setup dialog Membership Assignment tab, you can add or remove users associated with a specific role. This dialog can be used to edit the membership for only one role at a time. To edit the membership for multiple roles at once, select Role Management from the Manage menu. Editing Membership for a Single Role 1. Select the Roles icon in the tree frame of the DBAdmin main program window. The available roles are displayed in the table frame. 2. Double-click the name of the role whose membership you want to edit. The Role Setup dialog box is displayed. 3. Click the Membership Assignment tab. The list of users who are already assigned to the role is listed in the Users column. The users who are not assigned a role in the database are listed in the Available Users column. WorkSite Server Administrator s guide 115

Chapter 4: Administering Users, Groups, and Security Figure 56 Role Setup dialog box, Membership Assignment tab 4. To assign the role to a user, select the user s name in the Users column and click << Add. 5. To remove a user from the list of users who are assigned this role, select the user s name in the Users column and click Remove>>. NOTE As a shortcut, you can double-click a user s name to move it from one column to the other. You can also move multiple users at once by selecting the users names and clicking the Add or Remove buttons. 6. Click OK. NOTE When the default role is being edited in the Role Setup dialog box, the Membership Assignment tab is not displayed. You cannot explicitly edit the membership for the default role. Users who are not assigned to any other roles receive the privileges assigned to the default role. 116 WorkSite Server Administrator s guide

Roles Editing Membership for Multiple Roles You can edit membership for multiple roles at once from the Role Management dialog box. 1. From the Manage menu, select Role Management. The Role Management dialog opens. Figure 57 Role Management Dialog 2. Highlight the name of the role in the Roles column. 3. To assign the role to a user, select a name in the Available Users, and then click Add. The username displays in the Users column. 4. To remove a user from a role, select a name in the Users column, and click Remove. The username is displayed in the Available Users column. 5. Click OK. NOTES Membership for the default role cannot be edited. Users who are not explicitly assigned to a role inherit the privileges set for the default role. Only external users can be assigned to an External role. They cannot be assigned to other roles that are not external. WorkSite Server Administrator s guide 117

Chapter 4: Administering Users, Groups, and Security Security Templates Security templates operate similarly to the preferred database and file server assignments. The Security Templates information table is a list of predefined security settings that can be assigned to a particular user. The security settings of the template assigned to a user are applied by default to all the documents for which that user is the author. Creating a Security Template To create a security template: 1. Start DBAdmin. From the Windows Start menu, point to All Programs, then Autonomy, and then select imanage Database Administration. 2. Select the Security Templates icon in the tree frame. The available security templates are displayed in the table frame. 3. Right-click in the table frame and select Add. You can also select Add from the Manage menu. The Add Security Templates dialog box is displayed. 118 WorkSite Server Administrator s guide

Security Templates Figure 58 Add Security Templates Dialog 4. Enter the name and description in the Security Template Name and Description fields. 5. Select the level of default security from the Default Security list. The options available are Private, Public or View. 6. Select a level of security from the Security Type list. The options available are Read/Write, Read, Full Access, and No Access. 7. Select the user or group from the Available Users/Groups list. NOTE Use the User Filter button to filter the users based on specifics in the Select User dialog box. 8. Click < Add to add the user or group to that security template. 9. Click OK. WorkSite Server Administrator s guide 119

Chapter 4: Administering Users, Groups, and Security NOTE To remove the user(s) from the security template, select the user(s) from the Security Information column and double-click or click Remove>>. Assigning Users to an Existing Security Template 1. Select the Security Templates icon in the tree frame. The available security templates are displayed in the table frame. 2. Right-click in the table frame. Select Security Template Management from the menu. You can also select Security Template Management from the Manage menu. The Security Template Assignment dialog box is displayed. Figure 59 Security Template Assignment Dialog 3. Select the template from the Security Template column. 4. Select the users from the Available Users column. 5. Click << Add. The users are now assigned to the security template and are listed in the Users column. 120 WorkSite Server Administrator s guide

Renaming Users Renaming Users The rename function in the DBAdmin tool is used to replace one user name with another throughout a database. This function changes all instances of the old user name in all of the database tables to the new user name. Prerequisites The following steps must be completed before renaming the user function: Neither the old user nor the new user may be logged in during the renaming process. No documents for which the old user is listed as the author, operator, or as the user who last edited the document can be checked-out or in use. Use the Monitor tool to release all such documents. The user involved should not work on echo documents while the renaming process is being performed. The old user will not be able log in and then synchronize such documents after the rename operation is completed. Do NOT interrupt the renaming process by shutting down the DBAdmin tool or the workstation on which this process is running. You MUST verify that you have sufficient space in your SQL transaction log to handle the many UPDATES that this function may generate. It is recommended that you perform a complete database dump before using the Rename function to clear the transaction log. The renaming process has the following constraints: The renaming process is an extensive operation that touches over fifteen database tables. Depending on the type of database and the number of documents in your database, it may take a long period of time to complete and may generate many UPDATE transactions on the database. There is no rollback option to reverse the changes made during the renaming operation. There is no abort option to stop the process after it is started. After the process is complete, the old user ID will be deleted. Any documents checked-out by either the new user or old user during the renaming process will not be updated. WorkSite Server Administrator s guide 121

Chapter 4: Administering Users, Groups, and Security These tables are modified during the renaming process: Table 13: Group membership lists Document profiles User and Group Access/Denial Lists Project access control Lists Names of operators who archived documents These are unchanged by the renaming process: Document History information will not be changed Names of operators who restored documents Role memberships Worklist information Project owners Saved Search owners Last Edited By information Security Template assignments Security Template user and group access lists The old user s preferred database and file server assignments will not be copied to the new user automatically. If you want these settings to migrate, you will need to make these assignments manually. If the old user is listed as an author or operator in any Edit/Create or Search profile template for a role, you will need to update these listings manually. Check all of the roles that you have created to verify that the old user is not listed in the Edit/Create or Search profile templates for a role. NOTE Information about the rename operation is recorded in the DBADMIN. LOG file. Using the Rename Function 1. Perform a complete dump of the database. 2. Add the new user name to the database. 3. Use the Monitor tool to make sure no one is logged in as the old or new user. 4. Use the Monitor tool to search for all documents for which the old user is listed as AUTHOR. Release any of these documents that are in use or checked-out. 5. Use the Monitor tool to search for all documents for which the old user is listed as OPERATOR. Release any of these documents that are in use or checked-out. 6. Use the Monitor tool to search for all documents for which the old user is listed as LAST EDITED BY. Release any of these documents that are in use or checked-out. 122 WorkSite Server Administrator s guide

Renaming Users 7. Select the database in the tree frame of the DBAdmin tool. 8. From the Manage menu, select Rename. 9. Enter the old user name and new user name in the dialog. 10. Click Start to begin. 11. Do NOT interrupt the renaming process. CAUTION The renaming process is an extensive operation. Depending on the type of database and number of documents involved, the renaming process may take an extended period of time to complete. WorkSite Server Administrator s guide 123

Chapter 4: Administering Users, Groups, and Security 124 WorkSite Server Administrator s guide

Chapter 5 Configuring Server Settings Overview This chapter includes information on the following topics: Defining Application Formats on page 125 Managing Document Types on page 131 Managing Document Class and Subclass on page 139 Managing PC Locations on page 144 Managing Custom Tables and Subtables on page 147 See the WorkSite Server Installation Guide for an introduction to using DBAdmin. Defining Application Formats Each WorkSite database has a list of applications associated with it that contains information necessary to integrate applications with WorkSite Server. This information includes: Procedure for associating document types and applications Information necessary to launch applications from WorkSite Server Information necessary to open and print documents in integrated applications When a database is initialized as a WorkSite database, an application list is provided that includes information for most major Windows applications. Normally, the default settings for these applications will not need to be altered, but if necessary this information can be edited using the DBAdmin tool. Additional applications not listed in the table can be added. WorkSite Server Administrator s guide 125

Chapter 5: Configuring Server Settings NOTES If you use the default settings for the list of applications for a database, each user should have a DOS path established to the drive and directory of the integrated applications. App Setup is the default caption for the Application information table in the database. This caption can be customized using the Dialog Editor. Customizing the App Setup List You can add, modify or delete records in the list of applications associated with a database. The following sections explain how to edit or add entries to the list of applications. Adding an Application Setup Entry To add an application: 1. Start DBAdmin. From the Windows Start menu, point to All Programs, then Autonomy, and then select imanage Database Administration. 2. Select the App Setup icon in the tree frame. The available applications are displayed in the table frame. 3. Click the Add button from the toolbar, or from the Manage menu, select Add. The Add App Setup Entry dialog opens. 126 WorkSite Server Administrator s guide

Defining Application Formats Figure 60 Add App Setup Entry dialog box 4. Enter information for each of the fields, as defined in Table 14. 5. Click OK. Editing an Existing Application Record To edit an existing application record: 1. Select the App Setup icon in the tree frame. The available applications are displayed in the table frame. 2. Select an application to edit. Click the Modify icon in the toolbar. You can also right-click the application in the table frame, and then select Modify. The Edit App Setup Entry dialog box is displayed. The Add App Setup Entry and Edit App Setup Entry dialog boxes are the same. See Figure 60. 3. Modify the fields displayed in the Edit App Setup Entry dialog box. Table 14 lists the fields and briefly describes them. The Name and Type fields are read-only purposes. WorkSite Server Administrator s guide 127

Chapter 5: Configuring Server Settings NOTE These fields cannot be edited once an application record is added. To modify these fields, you must delete the application record and add a new updated recorded. 4. Click OK. Table 14 Application Setup Properties Field Identifier Name Path Type Primary Application check box Intended Content Enter a descriptive name for the application, so that it will be recognizable to users. Enter the location of the application in this field. You can specify a full pathname. For example, if the application is Microsoft Word and the executable file is WINWORD.EXE, then it would be sufficient to enter WINWORD.EXE in this field. If the application is a non-primary application (see Primary Application check box in this table), the following command line parameters pass document information to applications launched from WorkSite: %DOC_DB. Allows you to pass the database name %DOC_NUM. Allows you to pass the document number %DOC_VER. Allows you to pass the document version -NO_OUTPUT Used when the application being launched does not return output to Autonomy. Example: You want to pass the database name, document number, and version number to an application via the command line. The specified application will not be returning output to WorkSite. A fax application is an example of an application that might consume this document information but not return output. You call the fax application sendfax.exe. Given these parameters, the command line settings for the fax application would be: C:\ \sendfax.exe DB=%DOC_DB NUM=%DOC_NUM VER=%DOC_VER -NO_OUTPUT This field identifies the document type associated with this application. This type indicates the application that is associated with the document. This check box indicates that the application is the primary application for this document type. If there are multiple applications associated with a document type, one application may be identified as the primary one. If there is only one application associated with a document type, this check box should be selected. 128 WorkSite Server Administrator s guide

Defining Application Formats Table 14 Application Setup Properties Field Identifier Integration Mode DDE check box This text-entry field identifies the method for integrating the application with WorkSite: COM Integration. Select this option if this application is integrated with WorkSite using macros supplied with the WorkSite DMS. ODMA Integration. Select this option if the application is integrated using the ODMA method. Non-Integrated. Select this option if the application cannot be integrated using macros or ODMA integration. For information on application integration, see the WorkSite Desktop Client Customization Guide. Select this check box if he application supports dynamic data exchange (DDE). Complete the fields on the Add or Edit Application dialog box. Most major applications support DDE. Complete the following sections only if the DDE check box is selected: DDE Name DDE Topic Open Open Read Only Print Print and Exit App Intended Content Enter the DDE application name in this field. The DDE application name is usually the executable filename for the server application (without the.exe extension). Enter the DDE Topic for this application in this field. The DDE Topic usually identifies a category of data associated with the server application. Enter the DDE Command Line to open a document in this application. The DDE Command Line varies from application to application. Enter the DDE Command Line to open a document for read-only viewing in this application. Again, the DDE command line varies from application to application. (Optional) Enter the DDE command line to print a document in this application. The command line should assume that the application is already running. (Optional) Enter the DDE command line to print a document in this application, when the application is not already running. Deleting an Application Record To delete an application record: 1. Select the App Setup icon in the tree frame. The available applications are displayed in the table frame. 2. Select the application in the table frame that you want to delete and click the Delete icon in the toolbar or select Delete from the Manage Menu. WorkSite Server Administrator s guide 129

Chapter 5: Configuring Server Settings 3. To delete the record, click OK in the Confirm Delete information window. Mapping Multiple Document Types to the Same Application You can create multiple records in the App Setup information table for the same application. These records can list different document types. With this mapping, users can open multiple document types from the same application. For example, you want users to be able to open ANSI text files and Word documents in Microsoft Word. Confirm that both document types are listed in the Document Type information table. Next, add a record to the App Setup information table for Microsoft Word. A copy of the entry for Microsoft Word is made, but the ANSI is the document type. Each entry must be designated as the primary application for that data type. Primary Applications The primary application is the preferred application for opening a document. If only one application is associated with a document type, the Primary Application check box must be selected in the App Setup list in order for WorkSite to open the document. If there are multiple applications mapped to the same document type, you can identify one as primary by selecting the Primary Application check box when you create the entry for that application in the App Setup list. Only one application can be identified as the primary application for a document type. NOTE To use the Open in WorkSite, the document type must have an application designated as the Primary Application in the App Setup list. Non-Primary Applications The Primary application is the preferred application for opening a WorkSite document. Other applications that are mapped to the same document type become non-primary. All non-primary applications are listed under the Application submenu in the WorkSite client. Users can select documents in the document grid, A user can launch a document in a non-primary application by selecting it from the Application submenu. 130 WorkSite Server Administrator s guide

Managing Document Types Managing Document Types Every document in a WorkSite database is identified by a WorkSite document type. The document type is part of the profile information. WorkSite uses this information to associate documents with their native applications. Each document type is mapped to an application in the App Setup information table, and the mapped application is used to open the document. Multiple document types can be mapped to the same application by adding additional entries in the App Setup information table. If a document type is not mapped to an entry in the App Setup information table, then WorkSite Server will not be able to automatically open the document in its native application. For example, when a document is of type WORD2007, WorkSite Server knows that the document should be opened in Microsoft Word 2007, because that document type is mapped to that application in the App Setup information table. Document types can be mapped to multiple applications, but WorkSite Server will only open documents of that type in the primary application for that document type. See Mapping Multiple Document Types to the Same Application on page 130. Default Document Types Table 15 lists the default document types added to a WorkSite database. Table 15 Default Document Types Description Auto Alias DMS Extension App Extension Word Processing Document Types Windows ANSI text Y ANSI %V TXT Microsoft Word Y WORD %V DOC Word 2007 Y WORDX %V DOCX Word 2007 Template Y WORDXT %V DOTX Corel WordPerfect Y WPF %V WPD Spreadsheet Document Types Microsoft Excel Y EXCEL %V XLS Excel 2007 Y EXCELX %V XLSX Lotus 1-2-3 Y LOTUS %V %V QuattroPro for Windows Y QUATTRO %V QPW Presentation Document Types Microsoft PowerPoint Y PPT %V PPT WorkSite Server Administrator s guide 131

Chapter 5: Configuring Server Settings Table 15 Default Document Types Description Auto Alias DMS Extension App Extension PowerPoint 2007 Y PPTX %V PPTX Presentations Slide Show Y PRSHW %V SHW Graphics Document Types Windows Bitmap Y BMP %V BMP Compuserve GIF Y GIF %V GIF PC Paintbrush Y PCX %V PCX Tagged Image File Format (TIFF) Y TIFF %V TIF Windows Metafile Y WMF %V WMF Microsoft Visio 2003 Y VSD %V VSD Joint Photographic Experts Group N JPEG %V JPEG Portable Document Format Adobe Acrobat Reader Y ACROBAT %V PDF Fax Binary Group 3 Fax Y FAX %V %V Browser and Communication HTML N HTML %V HTML URL N URL %V URL XML N XML %V XML MIME Y MIME %V MSG GroupWise Email N GW %V TXT Notes Email N NOTES %V DXL Other Laserform 8 N LFD %V LFD Microsoft Publisher N PUB %V PUB Autodetect Document Types The document types can be autodetect or nonautodetect. The WorkSite Server examines the structure of the document when it is imported to the database. It determines if the document type is autodetect. 132 WorkSite Server Administrator s guide

Managing Document Types The Auto column in the Type information table cannot be changed. This column indicates whether WorkSite Server will automatically recognize a document type. Document types are marked as non-autodetect if DBAdmin tool does not add them during database initialization. Autodetection is accomplished through file type detection technology, which is built into WorkSite Server. WorkSite Server can detect dozens of different file types. When you create a WorkSite database, a set of default WorkSite document types are installed in the Type information table. These document types are mapped to many of the most common file types, such as Microsoft Word, WordPerfect, and PDF. In addition, you can map a document type to one or more file types. The WorkSite Server can then detect the file type. For example, you could create a document type for ASCII, Autocad, or HTML, and map those WorkSite document types to corresponding file types. When a document type is mapped to an file type, WorkSite Server assigns the appropriate value to the document type and opens it in the appropriate application. If WorkSite cannot detect the file type of a document, or when the document s file type is not mapped to a WorkSite document type, then the user must manually select a WorkSite document type. See File Type Mapping on page 133 NonAutodetect Document Types Nonautodetect document types are entries in the Type information table that are not mapped to file types. By default, when WorkSite Server encounters a file extension that is not recognized as a file type, the file extension is discarded and the document is imported with document type ANSI. The document is then automatically opened as a.txt file. The WorkSite Server can be configured to automatically create new types save the extensions of nonautodetect documents and map them to the appropriate applications. Refer to Support for Unknown File Types on page 372 for complete details. File Type Mapping Multiple file types can be mapped to a single WorkSite document type. This configuration can be used when working with multiple documents created in earlier versions of an application. It ensures that the latest version of the application is used when opening documents. Entries in the table of WorkSite Document Types can be mapped to File Types using the Document Type Mapping Management dialog box. This dialog box is available by selecting WorkSite Server Administrator s guide 133

Chapter 5: Configuring Server Settings Document Type Mapping Management from the Manage menu. See Mapping WorkSite Document Types to File Types on page 134. Mapping WorkSite Document Types to File Types Then a user adds a document to a WorkSite database, WorkSite clients use file type detection technology. It determines which WorkSite file type is used to label the document. File type detection consists of scanning the file and reading its structure to determine the document s file type. In most cases, WorkSite clients can detect the document s file type. If the file type is mapped to an entry in the WorkSite Document Type information table, then the WorkSite client labels the document with that WorkSite document type. If the file type is not mapped to an entry, or if the WorkSite client cannot determine the document s file type, then the user must select a proper document type for the document from those available in the Document Type information table. The Document Type Mapping Management dialog allows you to customize WorkSite clients automatic document type detection capabilities. With the Document Type Mapping Management dialog, you can map file types to document types listed in the WorkSite Document Type information table. When a WorkSite Document Type is mapped to one or more file types, it is identified in the Document Type table as an autodetect document type. Entries in the Document Type information table that are not mapped to any file types are identified as non autodetect. Non autodetect document types can only be applied to documents when WorkSite clients are unable to assign a document type to the document automatically. The Document Type Mapping Management dialog consists of three columns. Type. This column lists all document types listed in the Document Type information table. File Type. This column shows the file type that is mapped to the document type selected in the Type column. Available Type. This column shows file types that WorkSite Server can detect automatically, but which have not been mapped to any WorkSite document types. Each file type can only be mapped to one WorkSite document type, although multiple file types can be mapped to any one WorkSite document type. Mapping multiple file types to the same WorkSite document type enables you to include documents created in earlier versions of an application. These versions are included within the scope of a single WorkSite document type. The WorkSite Server uses the WorkSite document type to determine which is application used to open the document. For information about mapping document types, see Defining Application Formats on page 125. 134 WorkSite Server Administrator s guide

Managing Document Types Figure 61 Document Type Mapping Management dialog box To map a file type to a WorkSite Document Type: 1. Select Document Type Mapping Management from the Manage menu. 2. Click the document type in the Type column. Only those document types already added to the Document Type information table are listed in this column. 3. Double-click the file type listed in the Available File Type column. The selected file type will move to the File Type column. To dissociate an file type from a WorkSite document type: 1. Click the document type in the Type column to display the list of those file types currently mapped to that document type. 2. Double-click the file type in the File Type column. The file type is displayed in the Available Type column. Adding Custom Document Types You can add document types to a database information table. You can perform this task for applications that are not yet associated with a document type. WorkSite Server Administrator s guide 135

Chapter 5: Configuring Server Settings Complete the following steps to add custom document types: 1. In DBAdmin, create a document type. See Adding a Document Type to a Database on page 136. 2. In DBAdmin or the Client tools (for local applications), create the application setup information for the added document type. See Adding an Application Setup Entry on page 126. 3. On the client workstations, modify the NRT.INI file and the registry settings. See Modify the NRT.INI file on page 137 and Registry Settings on page 137. Adding a Document Type to a Database To add a document type to a database: 1. Select the Type icon in the tree frame. The available document types are displayed in the table frame. 2. Click the Add icon in the toolbar or select Add from the Manage menu. The Add Type dialog opens. Figure 62 Add Type Dialog 3. Enter the information requested for in the Add Type dialog. Table 16 lists the fields on the Add Type dialog, and their descriptions. Table 16 Document Type Dialog Properties Field Name Description Alias Description Textual description of the document type. The alias by which documents of this type will be identified in WorkSite. It must be eight characters or less with no spaces. 136 WorkSite Server Administrator s guide

Managing Document Types Table 16 Document Type Dialog Properties Field Name DMS Extension App Extension 4. Click OK. Description This field identifies the filename extension that WorkSite uses to store a document of this type on the file server. The default entry in this field is %V. If %V is entered as the DMS Extension, WorkSite uses the document s version number as the file name extension. For example, the document number is 157 and the document version is 2. If %V is the DMS extension for that document type, then WorkSite will store the file as 157.2 on the file server. This field identifies the extension that WorkSite should add to the filename for the document when it is exported, checked-out, e-mailed or downloaded. Autonomy recommends setting the Application Extension for a document type to that recognized by the document's native application. For example, use.doc for a Word document. You can use the same extension for multiple document types, such as.doc for Word 97 and Word 2003. 5. To enable WorkSite Server to detect your new document type automatically, you need to map it to one or more file types. See Mapping WorkSite Document Types to File Types on page 134. Modify the NRT.INI file Add the following lines to the NRT.INI file, located on the client workstations. Table 17 Changes to NRT.INI file Add the Lines... [ALIAS] PRIMARY_TYPE=ALIAS File Extention=ALIAS Example [VISIO] PRIMARY_TYPE=VISIO.vsd=VISIO NOTE ALIAS refers to name entered in the Alias field of the DBAdmin tool s Add Type dialog box. Registry Settings CAUTION Modifying the Registry improperly can cause serious problems with the operating system. Be sure to back up the registry and exercise caution when modifying the registry. Autonomy is not WorkSite Server Administrator s guide 137

Chapter 5: Configuring Server Settings responsible for loss of data due to improper use of the Registry Editor or failure to back up the registry. In the Registry of the client workstations, add the following key: HKey_Classes_Root\VISIO\ODMA32 and set the default value to "MHODMA". Create the following key. Leave the default value blank. HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\ODMA32\ANSIOnNT After this update, users can open the documents in the required format. Integration Options This option is available only for applications that are integrated with WorkSite, for example, Microsoft Office Integration for DeskSite/FileSite. For enabling or disabling integration options, the following line(s) can be set in the NRT.INI file in the [ALIAS] section: LOCAL SAVE=Y/N LOCAL OPEN=Y/N NEWDOC_SAVE_OPTION=Y/N NOTE If LOCAL SAVE=N, users will not be able to save a new document to a disk before profiling it even if NEWDOC_SAVE_OPTION = Y. To disable the application integration, remove the contents under the [ALIAS] section from the NRT.INI file. Editing Document Types You cannot edit document type information for document types that have been associated with an application in the App Setup information table. You cannot modify a document type listed in the Document Type information table when it has an alias listed in the App Setup information table. If you attempt to modify this document type, you will receive an error message. 138 WorkSite Server Administrator s guide

Managing Document Class and Subclass To edit document type information: 1. Select the Type icon in the tree frame. The available applications are displayed in the table frame. 2. Double-click the document type you want to edit. You can also right-click the document type, and select Modify. 3. Change the appropriate fields in the Edit Type dialog(see Table 16). 4. Click OK. Managing Document Class and Subclass Document Classes Document classes are custom-defined categories for identifying and differentiating the documents in your database. The document Class field of profile information is important in WorkSite because it determines several fundamental characteristics of a document. Depending on how a document class is configured in the DBAdmin tool, a document s class determines: The document s default security status Whether or not a copy of the document can be echoed to a user s local hard drive Which custom fields of profile information are required for the document The number of days before the document should be marked for archiving The document classes that you create depend on your company and your database requirements. Examples of document classes could distinguish documents by genre, department, region, and so on. The document class determines a specific class of documents can be echoed. (For information on echoing, refer to the DeskSite Installation and User's Guide or the FileSite Installation and User s Guide.) Since document echoing leaves unsecured backup copies of documents on a user s hard drive, you may want to have classes that are security-based, such as CONFIDENTIAL and UNCONFIDENTIAL, or PRIVATE, PERSONAL, and PUBLIC. These distinctions could also be made at the Subclass level, whereas the Class field of profile information could be used to distinguish documents by genre (memo, letter, and contract), department, region, or other criteria. WorkSite Server Administrator s guide 139

Chapter 5: Configuring Server Settings Adding a New Document Class To add a new document class: 1. Select the Class icon in the tree frame. The available document classes are displayed in the table frame. 2. Click the Add icon from the toolbar or select Add from the Manage menu. The Add Class dialog box is displayed. Figure 63 Add Class dialog box 3. Complete the following fields as shown in Table 18. Table 18 Information Fields in the Add and Edit Class dialog boxes Field Name Description Alias Echo* Significance This field is a textual description or definition for the class or subclass. It is your opportunity to clarify the meaning of the alias. The alias for a class or subclass is what users will enter in the document profile information. It must be 32 characters or less. If this check box is selected, documents in this class can be echoed to a user s local hard copy. Document echoing must be turned on by the user and it must be activated globally. 140 WorkSite Server Administrator s guide

Managing Document Class and Subclass Table 18 Information Fields in the Add and Edit Class dialog boxes Field Name Retain Days* Required Fields* Security* Require Subclass *Fields marked with an asterisk in the previous table contain information that may conflict between a class and its subclass. In such cases, the information listed in these fields for the subclass will apply. For example, if a document is marked with a class for which the default security setting is PRIVATE, and marked with a subclass for which the default security setting is PUBLIC, then the document s default security will be PUBLIC. 4. To require a subclass entry in the document profile, select the Require Subclass check box. Users are required to enter a subclass for the documents. 5. Click OK. Significance This field indicates the number of days WorkSite should wait before marking documents of this class or subclass for archiving. After documents in this class or subclass have not been accessed for the number of days entered here, WorkSite will identify them as expired. This field is an indicator as to which fields in the document s profile information are required for documents in this class. If the check box for a profile field is selected, then users are required to enter information in that field of profile information for documents in this class. Select the required custom fields in Required Fields to ensure that those custom fields are made mandatory while entering the document profile information in the client interface for this class of documents. See Introduction to Custom1/Custom2 Tables on page 151. This field indicates the default security setting for documents of this class or subclass. If this check box is selected, then users must select a subclass if the document is identified with this class. When this field is not selected, entering a subclass in the document profile information is optional. Editing Document Class Information You can edit the settings for a document class that is already created or delete a document class from the list of document classes associated with a database. NOTE When a document in the database is identified with a document class or subclass, the referenced class or subclass cannot be deleted from the database and the alias cannot be changed. WorkSite Server Administrator s guide 141

Chapter 5: Configuring Server Settings To edit document class information: 1. Select the Class icon in the tree frame. The available document classes are displayed in the table frame. 2. Select the document class to edit. 3. Select Modify from the Manage or right-click menu, or click the Modify icon in the toolbar. The Edit Class dialog box is displayed. 4. Modify the fields in the Edit Class dialog. Table 18 list these fields in the Edit Class dialog, and describes them. NOTES In the Required Fields box, select the mandatory custom fields. Users are required to complete these fields when adding or modifying a document profile in the client interface. See Introduction to Custom1/Custom2 Tables on page 151. The Edit Class dialog box is identical to the Add Class dialog box, except that the Alias field is displayed for read-only purposes. 5. Click OK. Deleting a Document Class To delete a document class: 1. Select the Class icon in the tree frame. The available document classes are displayed in the table frame. 2. Select the document class to delete. 3. Select Delete from the Manage or right-click menu, or click the Delete icon in the toolbar. 4. Click OK. NOTE All subclasses listed for a document class must be deleted, before a document class can be deleted. 142 WorkSite Server Administrator s guide

Managing Document Class and Subclass Document Subclasses Document classes may also be broken down into subclasses. Users may be required to enter subclass information in a document profile for particular document classes if the Require Subclass check box is selected in the Add Class dialog box. The security and other parameters specified for a subclass override any settings created for the class if a subclass classification is specified for a document. Adding a Subclass You can define subclasses for a document class at any time. Subclasses are created and displayed in the Subtable window. Before you can add subclasses to a class, you must first display the list of subclasses that are already defined for that class. To display subclasses for a class: 1. Select the Class icon in the tree frame. The available document classes are displayed in the table frame. 2. Select the class in the table frame whose subclasses you want to view or edit. 3. Select the Subclass option from the Manage menu. You can also right-click the document class in the table frame, and select Subclass. To add a subclass to a class: 1. Display the list of subclasses for that class in the Subtable window. 2. Click the Add icon in the toolbar. You can also select Add from the Manage or right-click menus. The Add Subclass dialog box is displayed. 3. The Add Subclass dialog box is identical to the Add Class dialog box, except that there is no Require Subclass check box. See Table 18 for an explanation of each option available in the Add Subclass dialog box. 4. Click OK. NOTE When a document is classified with a class and a subclass, the document s default security and required fields will be those set for the subclass. If the default security for the document s class is set to PRIVATE, and the default security for the subclass is set to PUBLIC, then any documents classified with both the class and subclass will be PUBLIC. WorkSite Server Administrator s guide 143

Chapter 5: Configuring Server Settings Editing Subclass Settings You can change the settings for a subclass at any time by using Modify from the Manage menu or right-click menu. You can also delete a subclass, if there are no documents in the database classified with it. NOTE After a document has been associated with a class or subclass, the referenced field cannot be deleted Managing PC Locations The list of PC Locations that is associated with a WorkSite database is a record of PC node addresses (or NIC numbers) and actual PC locations. The information included in this list is used to identify the location of the PC where a document is in use or checked-out. The two fields of information included in the PC Location list are a Node Address and PC Location information. The Node Address field is sometimes referred to as an NIC number for network interface card number. Node addresses are 12-digit hexadecimal numbers that are assigned to network adapter cards. Each node address is unique. The PC Location field provides useful information for identifying the PC associated with the node address. Table 19 lists examples of PC Location records. Table 19 Sample PC Location Records Node Address Location 105D67E33C92 22nd Floor: PC #138 28D8390BE567 34th Floor: PC #428 ED2938596CB9 25th Floor: PC #56 1987E452BC34 25th Floor: PC #61 From the DBAdmin tool, the WorkSite Administrator can add, modify, or delete custom PC locations. PC locations can also be imported from an ANSI text file. This section describes how to perform these tasks. 144 WorkSite Server Administrator s guide

Managing PC Locations Adding a PC Location 1. Select the PC Location icon in the tree frame. The available PC Locations are displayed in the table frame. 2. Click the Add icon in the toolbar. You can also select Add from the Manage menu. The Add New Node dialog box displays. Figure 64 The Add New Node dialog box 3. Enter the Location and Node Address for the PC. 4. Click OK. Deleting a PC Location 1. Select the PC Location icon in the tree frame. The available PC Locations are displayed in the table frame. Select the required PC Location from the table frame. 2. Press the Delete key, click the Delete icon or select Delete from the Manage or right-click menu. 3. Click OK in the Confirm Delete dialog box. Importing PC Locations from an ANSI Text File 1. Create a text file that consists of a series of records, each of which includes at least two fields of information: the PC Node Address (or NIC Number) and location information for the PC. WorkSite Server Administrator s guide 145

Chapter 5: Configuring Server Settings Each record in the text file may contain more than two fields of information, but a single, consistent character in the text file must separate fields, and each record must end with an end-of-line character. 2. Select the PC Location icon in the tree frame. The available PC Locations are displayed in the table frame. 3. Press Ctrl-L or select Load Data from the Manage menu. The Import From File dialog box is displayed. Figure 65 The Import From File dialog box 4. In the Source File field, enter the full path of the ANSI text file, or use the browse button to select the file from a list. 5. Under Field Information, complete the following fields: Field Delimiter. Enter the character that you used to separate fields in your text file. For example, if each PC Location is separated from the Node Address by a comma in your text file, enter a comma in this field. Node Address. Enter the column number of the Node Address field in the text file. For example, if each record in your text file contains six fields, and the Node Address is the third field in each record, enter 3 in this field. Node Location. Enter the column number of the Node Location field in the text file. For example, if each record in your text file contains ten fields, and the Node Location is in the second field in each record, enter 2 in this field. 146 WorkSite Server Administrator s guide

Managing Custom Tables and Subtables Node Enabled. Enter the column number of the Node Enabled field in the text file. For example, if each record in the text file contains ten fields, and the Node Enabled field is the fifth column in each record, enter 5 in this field. Overwrite Option. If you want to the DBAdmin tool to update the Node Addresses for any locations that it finds in the text file that are already listed in the list of PC Locations, then select the Overwrite Option check box. If the Overwrite Option is not selected, then the DBAdmin tool adds only the PC Locations and their corresponding Node Addresses that it finds in the text file that are not already listed for the database. 6. Click OK to start the load process. A dialog box displays the status of the load process. A log file is created and named LOCATION.LOG. This file is stored in the same directory as the ANSI text file. NOTE The Load Data command does not delete any records in the list of PC Locations, only supplement the list with information from the text file. If the Overwrite Option is selected, only existing records are changed. Managing Custom Tables and Subtables Custom tables are used to define custom categories to identify and differentiate documents in your database. The DBAdmin tool exposes these tables as Custom1, Custom3-12, and Custom29. Additionally, two parent-child relational tables (subtables) are provided. Custom2 is a subtable of Custom1 Custom30 is a subtable of Custom29 These parent-child tables allow you to define custom subcategories that are unique for each item in the parent table. Refer to Administering Custom1/Custom2 and Custom29/Custom30 Tables on page 151 for instructions on using these parent-child tables. Custom13-28 Fields Additional custom fields are provided to store non-validated document profile information. The Custom13-Custom28 tables are not displayed in DBAdmin because WorkSite clients do not compare the information that appears in these custom fields against tables of information. Users can enter any value in these fields, not only those defined by the DBAdmin tool. WorkSite Server Administrator s guide 147

Chapter 5: Configuring Server Settings The Dialog Editor is used to add fields for the Custom13 to Custom28 tables in the WorkSite client dialogs. Common Usage for Custom Tables The following table lists some common uses for the Custom tables. Table 20 Common Uses for Custom Tables Corporate Use Case Litigation Use Case Custom1-2 Client-Matter Client-Matter Custom3 Industry Industry Custom4 Jurisdiction Jurisdiction Custom5 Status Status Custom6 Party Party Custom7 Precedent Status Precedent Status Custom8 Billing Attorney Billing Attorney Custom9 Corp Matter Custom10 Corp Department Custom11 Outside Councel Custom12 Retention Policy Retention Policy Custom29-30 Team-Type of Matter Practice-Type of Matter Administering Custom3 to Custom12 Tables This section describes the following tasks: Adding Entries to Custom3 to 12 Tables Modifying Entries in Custom3 to Custom12 Tables Deleting Entries in Custom3 to Custom12 Tables Modifying the Custom3 to Custom12 Table Headings Importing Custom3 to Custom12 Table Entries The Custom3 to Custom12 tables consist of custom-defined categories that you can use to differentiate and identify the documents in your database. 148 WorkSite Server Administrator s guide

Managing Custom Tables and Subtables Each Custom table is associated with a field of document profile information. For example, in the New Profile dialog each Custom field corresponds to a Custom table in the DBAdmin tool. The browse button is used to select the items populated in the Custom tables. These fields of document profile information are configured as browse fields, which means that the only information users can enter in these fields comes from the associated Custom3 to Custom12 tables. If while creating or editing a class in the DBAdmin tool you have selected the required fields from the Required Fields list then a document that is saved under that class (for example, Letter, Memo or Document) requires that the user enter information in the field before it can be saved. See Editing Document Class Information on page 141. Each Custom table consists of a list of records each of which contains three fields: Alias. Where users enter into a document s profile information Description. The description provides clarification or further information Enable. If the Enable check box is not selected, then the table item it corresponds to does not appear on the document profile in the clients. Table 21 lists examples of document records defined for a custom table. Table 21 Sample Custom Table entries Alias Description Enabled WorkSite RFP for Autonomy, Inc. Y IBM RFP for IBM Y ABC RFP for ABC, Inc. N D&K RFP for Draper and Krammer, Inc. Y You can add new records to the Custom tables, delete or edit existing records, and import tables entries from an ANSI text file. Once a Custom table item is used in a document s profile information in the database, it cannot be deleted. However, custom table items can be disabled with the Enable flag, and their description fields can be modified. Adding Entries to Custom3 to 12 Tables 1. Select the Custom3 to Custom12 icon in the tree frame. The Custom3 table is displayed in the table frame. 2. Click the Add icon or select Add from the Manage or right-click menu, or press Insert on the keyboard. The Add New Item dialog box is displayed. See Figure 67. WorkSite Server Administrator s guide 149

Chapter 5: Configuring Server Settings 3. Enter the alias for the new entry in the Alias field. The alias is what users enter in this field in a document s profile information from the client end. 4. Enter an appropriate description or correlating information for the alias in the Description field. If the alias is an abbreviation or coded name, enter the meaning of the alias in the description field. 5. Click OK. Modifying Entries in Custom3 to Custom12 Tables 1. Select the Custom3 to Custom12 icon in the tree frame. The Custom table s items are displayed in the table frame. 2. Click the Modify icon or select Modify from the Manage or right-click menu. The Edit Custom2 dialog box is displayed. See Figure 68. 3. The Alias field cannot be edited but the Description and Enable fields can be edited. 4. Click OK. Deleting Entries in Custom3 to Custom12 Tables 1. Select the Custom3 icon in the tree frame. (Select from Custom3 to Custom12.) The Custom table s items are displayed in the table frame. 2. Select the Custom item that you want to delete in the table frame. 3. Press the Delete key, click the Delete button or select Delete from the Manage or right-click menu. 4. Click OK in the Confirm Delete dialog box. Modifying the Custom3 to Custom12 Table Headings You can modify the titles or captions of custom tables. By editing the dialog boxes, WorkSite users will see these modifications. Use the Dialog Editor tool to make these customizations. Importing Custom3 to Custom12 Table Entries 1. Create a text file that consists of a series of records, each of which includes at least two fields of information: the Alias, which users enter in document profiles, and a Description field. Each record in the text file may contain more than two fields of information, but a 150 WorkSite Server Administrator s guide

Managing Custom Tables and Subtables single, consistent character in the text file must separate fields, and each record must end with an end-of-line character (\n). 2. From the DBAdmin tool, select the Custom3 icon in the tree frame. (Select from Custom3 to Custom12.) The Custom table s items are displayed in the table frame. 3. Press Ctrl-L or select Load Data from the Manage menu. The Import From File dialog box is displayed. See Figure 65. 4. Complete the instructions in Importing PC Locations from an ANSI Text File on page 145. Begin with Step 3. Administering Custom1/Custom2 and Custom29/Custom30 Tables This section includes the following topics: Introduction to Custom1/Custom2 Tables Adding and Editing Custom1 and Custom29 Items Deleting a Custom1 or Custom29 Item Adding and Editing Custom2 and Custom30 items Importing Custom1/Custom2 and Custom29/Custom30 Table Entries Introduction to Custom1/Custom2 Tables The Custom1 and Custom29 tables are custom tables available for creating categories. With these categories, users can identify and differentiate documents. Each entry in these tables consists of an Alias, Description, and Enable flag fields. NOTE The Custom1/Custom2 and Custom29/Custom30 tables are distinct from the other Custom tables in one important way: each item listed in the Custom1 and Custom29 tables is the parent of a unique set of Custom2 or Custom30 table entries. Figure 66 illustrates the parent-child relationship applied to custom tables. WorkSite Server Administrator s guide 151

Chapter 5: Configuring Server Settings Figure 66 Custom1-Custom 2 tables in parent-child relationships The Custom1/Custom2 tables and the Custom29/Custom30 tables share the parent-child relationship. The Custom1 and Custom29 tables can be configured so that each Custom1 or Custom29 entry has a unique set of Custom2 or Custom30 subentries associated with it. For every value selected in the Custom1 or Custom29 field of the client interface, the Custom2 or Custom30 list is populated with a list of valid values corresponding to Custom1 or Custom29. For example, if Custom1 is Westinghouse, Custom 2 would be a list of existing matters for Westinghouse Every Custom1 table entry (added from DBAdmin) is populated in the corresponding Custom field appearing in the client interface (for example, DeskSite), provided the enable flag was selected while entering the items from DBAdmin. The Custom29 and Custom30 fields in the document profile are optional by default. Custom1 and Custom2 can be required profile fields for particular document classes. See Editing Document Class Information on page 141 to learn how to make Custom1 and Custom2 required fields Custom1 and Custom29 classifications in the Custom1 and Custom29 tables do not necessarily have to have Custom2 or Custom30 classifications associated with them. Some Custom1 entries may have no Custom2 items associated with them, while others have multiple ones. 152 WorkSite Server Administrator s guide

Managing Custom Tables and Subtables Adding and Editing Custom1 and Custom29 Items The procedures for adding or editing Custom1 and Custom29 entries are identical to those for Custom3 to 12 tables. See Adding Entries to Custom3 to 12 Tables on page 149. Like the Class Information table s entries, you will not be able to change the Alias field after it has been entered into document profile information in the database. Custom1 and Custom29 can be disabled by clearing the Enable check box, and the field can be edited. Users cannot enter disabled Custom1 or Custom29 classifications in new document profiles. Deleting a Custom1 or Custom29 Item The procedure for deleting a Custom1 or Custom29 table item is identical to that for deleting an item from any of the Custom tables. See Deleting Entries in Custom3 to Custom12 Tables on page 150. You cannot delete a Custom1 or Custom29 item until all Custom2 or Custom30 items associated with that parent item are deleted. NOTE A Custom1 or Custom29 item that has been used in document profile information in the database cannot be deleted, only disabled by clearing the Enabled check box in the Edit dialog box. Adding and Editing Custom2 and Custom30 items To add a Custom2 or Custom30 item: 1. Select the Custom1 icon in the tree frame. The Custom table s items are displayed in the table frame. 2. Select Custom1 or Custom29. You will add a subtable item to this selection. Next, select Custom2 or Custom30 from the Manage menu. (You can also press Ctrl-S.) The Custom2 subtable window is displayed. See Using the Subtable Window. 3. In the Subtable window, click the Add icon in the toolbar, select Add from the Manage menu, or press Insert. The Add New Item dialog opens. WorkSite Server Administrator s guide 153

Chapter 5: Configuring Server Settings Figure 67 Add New Item in Custom2 Dialog 4. Enter an Alias and Description for the Custom2 or Custom30. The alias can be up to 32 characters long. 5. Click OK. Next, close the Subtable window. To edit a Custom2 or Custom30 item: 1. Select the Custom1 icon in the tree frame. The Custom table s items are displayed in the table frame. 2. Select the Custom1 or Custom29 item to which you want to add a subtable item, then select Custom2 or Custom30 from the Manage menu or press Ctrl-S. The Custom2 subtable window is displayed. See Using the Subtable Window. 3. In the Subtable window, click the Modify icon in the toolbar. Select Modify from the Manage menu. (You can also press the INSERT key.) The Edit Custom2 dialog opens. Figure 68 Edit Custom2 dialog box 4. Edit the Description and Enable fields. The Alias field is read-only. 5. Click OK. Next, close the Subtable window. 154 WorkSite Server Administrator s guide

Managing Custom Tables and Subtables NOTE To delete a Custom2 item, select the item from the Subtable window. Select Delete from the Manage menu. Importing Custom1/Custom2 and Custom29/Custom30 Table Entries Importing a series of items into the Custom2/Custom30 table for the same parent item in the Custom1/Custom29 table can be done in two ways. Import Custom1 and Custom2 classifications together from a text file (parent and child) Import only Custom1 or Custom29 classifications from a text file (parent only) Text File Details The text file should include at least two fields of information for each Custom1 or Custom29 that you are importing: Alias and Description. In addition to those fields, the file may contain the Enabled flag field for each Custom1 or Custom29 item. If you are importing both parent items and child items at the same time, each record in the text file must contain at least four fields: a parent alias, a parent description, a child alias and child description. You can also include a parent and child Enabled fields. The Enabled flag is disabled (N) if its value is set to anything other than y or Y. Each record in the text file may contain more than the required number of fields of information, but a single, consistent character must be used as a delimiter to separate the fields in the text file, for example, a comma, semicolon, or pipe symbol ( ). Each record must end with an end-of-line character. If you are importing multiple Custom2 or Custom30 items for each parent item, then you need to include one record for each Custom2 or Custom30 item that you want to import. You also need to repeat Custom1 or Custom29 information. For example, if you want to import two Custom2 classifications for a Custom1, then you would need a text file that contains records similar to the following: Custom1A,Custom1DescrA,Y,Custom2A,Custom2DescriptionA,Y Custom1A,Custom1DescrA,Y,Custom2B,Custom2DescriptionB,N Importing Custom2 or Custom30 Table Entries 1. From the DBAdmin tool, select the Custom1 icon in the tree frame. WorkSite Server Administrator s guide 155

Chapter 5: Configuring Server Settings The Custom1 table is displayed in the table frame. 2. Select an item from the list. 3. Press Ctrl+S or select Custom2 from the right-click or Manage menu. The Custom2 Subtable window is displayed. 4. Press Ctrl-L or select Load Data from the Manage menu The Import From File dialog box is displayed. See Figure 65. To import the custom table entries, see Step 3 of Importing PC Locations from an ANSI Text File on page 145. Importing Custom1 or Custom29 Table Entries 1. From the DBAdmin tool, select the Custom1 icon in the tree frame. The Custom1 table is displayed in the table frame. 2. Press Ctrl-L or select Load Data from the Manage menu. The Import From File dialog box is displayed. Figure 69 Import from File (Custom1 and Custom2) dialog box 3. Enter the full path of the ANSI text file in the Source File field, or use the browse button to find the file. 156 WorkSite Server Administrator s guide

Managing Custom Tables and Subtables 4. If you are importing only Custom1 and Custom29 information, select the Import Custom1 Only or Import Custom29 Only check box. If you are importing both parent and child classifications simultaneously, then select the Import Custom1 and Custom2 or Import Custom29 and Custom30 check box. 5. In the Field Delimiter field, enter the character that you used to separate fields in your text file. For example, if each Alias is separated from the Description by a # sign in your text file, enter # in the Field Delimiter field. 6. In the Custom1 or Custom29 Alias Field Number field, indicate the number of the field in your text file that contains the Custom1 or Custom29 Alias. For example, if each record in your text file contains six fields, and the Alias is the third field in each record, enter 3 in this field. 7. In the Custom1 or Custom29 Desc Field Number field, indicate the number of the field in your text file that contains the Custom1 or Custom29 Description field. For example, if each entry in your text file contains 11 fields, and the Description is in the second field in each record, enter 2 in this field. 8. In the Custom1 or Custom29 Enabled Field Number, indicate the number of the field in each record that contains the enabled flag value. If you enter zero (0), this field will not be imported and will default to enabled (Y). 9. If you are importing Custom2 or Custom30 fields along with Custom1 or Custom29 fields, enter the same basic information in the Alias Field Number and Desc Field Number fields for Custom2 or Custom30. 10. If you want the DBAdmin tool to update the Descriptions and Alias fields with values from the text file for those that are already listed in the table, then select the Overwrite Option check box. If the Overwrite Option is not selected, then the DBAdmin tool only adds the new Alias and Description field values from the text file. 11. Click OK to start the load process. A dialog box displays the status of the load process. NOTE The Load Data command does not delete any existing parent or child classes. It only supplements the list with information from the text file. Existing records are modified, only if you select the Overwrite Description option. WorkSite Server Administrator s guide 157

Chapter 5: Configuring Server Settings Using the Subtable Window When you select the Custom2, Custom30 or Subclass options while a table item is selected in the Custom1, Class or Custom29 table frames, the subclassifications for that parent classification is displayed in a separate Subtable window. The Subtable window resembles the table frame of the DBAdmin tool s main program window but has fewer menu options and toolbar buttons. The Standard and Look Up toolbars remain the same as those seen in the DBAdmin tool. Figure 70 Custom2 subtable window The Subtable window is fully resizable. Click and drag on the edge of the window to change its size vertically or horizontally. Context Menu If you right-click in the Subtable window s table frame, a menu is displayed. The menu options include: Modify, Add, Delete, Load Data, Refresh, Find and Find Next. Keyboard shortcuts for these commands are the same as those available in the main program window. 158 WorkSite Server Administrator s guide

Chapter 6 Using the Document Import Tool Overview This chapter discusses the following topics: About Document Import Starting and Stopping the Document Import Tool Creating a New Profile Template Loading an Import Template Importing Documents Viewing Log Files Purging the Log File Error Messages About Document Import Document Import is an administrative tool included with WorkSite Server used to import batches of documents WorkSite. Importing documents involves two phases: 1. Creating a document import profile template 2. Importing the documents by using the profile template WorkSite Server Administrator s guide 159

Chapter 6: Using the Document Import Tool Features and Options The Document Import tool includes these features: You can create, save, and reuse document import profile templates. Document import profile templates are used to generate profile information for the imported documents. Documents can be selected for import based on document type or DOS file specifications. All the subdirectories below a starting path can be included in a single import session. The import tool provides the option of deleting the source files. Settings in the document import profile template can be static or dynamic: Static settings will be the same for every document imported. Dynamic settings will change for every document imported based on document meta-data. Settings in the document import profile template are checked before starting the import process. You can instruct the Document Import tool to count the number of documents contained in the source directory that meet s specified criteria before starting the import process. The Import program generates a complete log of all documents imported. It includes document import profile settings, the date and time of importation, error messages, and other information. You can optionally rollback all documents that have been imported. This feature is useful when the log files indicate a mistake in the importation process. Document Import Process The following section describes how to import a set of documents into a WorkSite Database using the Document Import tool. 1. Log into a WorkSite Server. See Log into a WorkSite Server on page 162. 2. Select the destination database. 3. In the Document Import Profile Template dialog box select the source directory. Enter profile details for the documents that you are importing. See Creating a New Profile Template on page 163. 4. Save the document profile values as an import template. See Saving a Template on page 176. 5. Import the documents. See Importing Documents on page 177. 160 WorkSite Server Administrator s guide

Starting and Stopping the Document Import Tool Starting and Stopping the Document Import Tool Documents can be imported using the Document Import tool. NOTE The Document Import tool is located in the default WorkSite Server Installation directory. To start the Document Import: 1. Select Start, point to All Programs. 2. Select Autonomy, then imanage Document Import. The Document Import tool main window opens. Figure 71 WorkSite Document Import WorkSite Server Administrator s guide 161

Chapter 6: Using the Document Import Tool Log into a WorkSite Server 1. In the Document Import main window, click the Import Documents button. The Connect Servers dialog box is displayed. Figure 72 Connect Servers 2. Enter or select the name of a WorkSite Server in the Server Name field. 3. Click Connect.The Login to Server dialog box is displayed. 4. Enter your user name and password. They are assigned when users are added from the DBAdmin tool. NOTE Only users who have been assigned to the Admin role and given permission to access this tool can log into the Document Import tool. See Adding a Role to the Database on page 110. 5. Click Login. If login is successful, the Select Database dialog box is displayed. 6. Select the destination database. 162 WorkSite Server Administrator s guide

Creating a New Profile Template NOTE You can import documents to only one database at a time. 7. Click OK. The Document Import Profile Template dialog box is displayed. See Figure 73 on page 164. Logging Off from a WorkSite Server From the Document Import Profile Template dialog box, click Close on the File menu. See Figure 73 on page 164. The WorkSite Document Import confirmation window is displayed. Click OK to log off from the server. The Document Import main window is displayed. Click the Exit link to close Document Import. You can also use the Import Document button to log into a different server. Creating a New Profile Template This section outlines the process for creating a new document import profile template. The document import profile template is used to create profile records for each of the documents that you import into the WorkSite database. WorkSite Server Administrator s guide 163

Chapter 6: Using the Document Import Tool Figure 73 Document Import Profile Template dialog box To create a new profile template: 1. Complete the following fields in the Document Import Profile Template dialog box: Enter the directory that contains the documents that you want to import in the Source Document Path field, or use the browse button and select a directory from a list. Select the Include Subdirectories check box if you want to include the documents that are contained in all subdirectories within the source document s path. Select the Move Files check box if you want the Document Import tool to delete your original or source files after copying them to the destination file server. 164 WorkSite Server Administrator s guide

Creating a New Profile Template 2. In the Document Attributes section, enter a document type in the Type field. You can also use the browse button to select the document type from a list. See Selecting a Document Type on page 165. 3. Complete the profile information. You can enter static information or dynamic criteria in profile fields. NOTE Static properties are applied to all documents that you import. Dynamic properties vary for each document, based on the imported document s attributes. See Dynamic Profile Information on page 168. You can use selection boxes to enter profile information.position your cursor in the profile field. Press the Enter key or F2 to display a selection box that lists validated entries for the field. You can also use the browse buttons. See Using Selection Boxes on page 167. 4. Click Additional Custom Fields. Enter profile information for fields not displayed in the Document Import Profile Template dialog box. See Additional Custom Fields on page 172. 5. Click Exclude and Include List to create an Exclude or Include List. You need to provide one DOS file specification in the Include List to perform an importation. See Creating an Exclude and Include List on page 174. 6. Save the template. See Saving a Template on page 176. 7. Select Import from the Documents menu to start the import process. See Importing Documents on page 177. Selecting a Document Type Your entry in the Type field of the Document Import Profile Template filters the documents to import. It sets the document type on the imported documents. See Figure 73 on page 164. Your entry in the Type field is the document type. It is applied to all documents that you import into the WorkSite database. This document type is entered in each document s profile record in the database. If you select an autodetect document type, then the Document Import tool scans through all the files contained in the source document path to determine their document type. It imports only those that match this document type. Use the Exclude and Include Lists to exclude documents of this type in the source path. NOTE Autodetect document types have a Y in the Autodetect column of the Select Type dialog box. The document types listed in the Select Type dialog box are populated from the WorkSite Server Administrator s guide 165

Chapter 6: Using the Document Import Tool Information table Type in the DBAdmin tool. See Autodetect Document Types on page 132. If you select a nonautodetect document type, then the Document Import tool will rely exclusively on the Exclude and Include List criteria to determine which documents to add to the database. All documents that you add to the database are identified with the document type that you select. If you select ALL, then the Document Import tool will try to import all documents of types that it can detect automatically. It identifies each with the corresponding document type. Autodetect and Nonautodetect Document Types An Autodetect document type is a document type that the installation process can detect by reading a portion of the document for identifying information. Autodetect document type aliases and descriptions are preset and automatically included in every WorkSite database. Document types of different versions of the same application can be identified. All major Windows and DOS word processing, spreadsheet, and graphic formats are included in WorkSite s autodetect document types. A list of the autodetect document types provided with WorkSite is available by displaying the selection box for document types. You can display the selection box by Press F2 or Enter keys while the cursor is in the type field. You can also use the browse button to select the value from a list. Document types that are autodetect have a Y in the Autodetect column of the Select Type dialog box. 166 WorkSite Server Administrator s guide

Creating a New Profile Template Figure 74 Select Type dialog box Using Selection Boxes You can use selection boxes to enter validated profile information in the fields. They are available on the Document Import Profile Template and the Setup Additional Custom Fields dialog boxes. You can display selection boxes by pressing the F2 or Enter keys while the cursor is in a particular profile field, or use the Profile Template dialog box. NOTE browse buttons displayed in the Document Import Some custom fields do not require entries validation against a table. They have no lookup tables or selection boxes. See Additional Custom Fields on page 172. WorkSite Server Administrator s guide 167

Chapter 6: Using the Document Import Tool Quick Access After you type a letter in a selection box, a list of selections beginning with this letter are displayed. You can scroll to the next entry by typing another letter. NOTE The results obtained using this function depends on the order in which entries in the selection box have been sorted. Sorting You can sort the entries displayed in a selection box by clicking any of the column headings. Clicking again on a column heading sorts the column in reverse order. Searching You can search for all entries not displayed in a selection box. Enter a string in the field called Show All Possible Entries that Match, and click the Lookup button. Entries that match your search string are listed in the selection box. To search for a string among only those entries currently displayed in the selection box, click Find. Dynamic Profile Information You can use the Document Import tool to generate dynamic profile information the documents that you import. You can use dynamic profile field commands to complete this task. The following information can be extracted from the documents and dynamically inserted into profile fields: Original document filenames or substrings Original document extensions or substrings Full path information Path subdirectories or substrings Current date and time Last date modified Current user name Default strings when any of the above commands return a null value Table 22 lists profile field commands and describes them. 168 WorkSite Server Administrator s guide

Creating a New Profile Template Where to Use Dynamic Profile Field Commands Dynamic profile field commands can be used in the following profile fields in the Document Import Profile Template: Name Description Client Custom2 Custom fields NOTE The profile fields that appear in your Document Import Profile Template dialog box may differ from the default names supplied with WorkSite. Table 22 Dynamic Profile Field Commands Command Definition %F Filename without extension %E DOS file extension %P Full path and drive letter without filename %D Current date %T Current time %DT Current date and time %FD Last date modified %U User currently logged in xxxxxxxxx Literal string of characters %FS(offset,length) Filename substring %ES(offset,length) Extension substring %PS(level,offset,length) Path subdirectory or subdirectory substring [xxxxxx] Default entry string if previous command fails Combining Profile Commands You can combine profile entry commands. Below is an example of a profile definition that combines a number of commands to create a description field: %U%F%FD IMPORTANT DOCUMENTS WorkSite Server Administrator s guide 169

Chapter 6: Using the Document Import Tool The Description field becomes the logged in user.it is followed by the original filename of the document, the last date modified, and the literal string, IMPORTANT DOCUMENTS. You can use spaces to separate commands. The following command line is equivalent to the example above: %U %F %FD IMPORTANT DOCUMENTS Filename or Extension Substring Extraction You can insert a portion of a filename or extension dynamically into a profile field. The commands for extracting a substring from a filename or extension are: %FS(offset, length) %ES(offset, length) where length is the length of the substring in characters and offset is the number of the starting character. The leftmost character in the string is 1. For example, to extract the first four letters of a document s filename, you would use the following command: %FS(1, 4) To extract the fourth and fifth characters in a document s filename: %FS(4, 2) If the filename or extension is shorter than the specified offset, the command returns a null value. You can use a length greater than the total number of characters available. The command returns available characters, if there is at least one character available at the offset location. When a command returns null and a Default Profile entry is defined, the Default Profile entry is used. Extracting substrings from filenames and extensions is useful when documents have been stored according to naming conventions that encoded Custom1 (Client) or Custom2 (Matter) information in the filename. For example, client information is encoded in the first five characters of a filename, and Custom2 information is encoded in the last three characters of the filename. 170 WorkSite Server Administrator s guide

Creating a New Profile Template Subdirectory and Subdirectory Substring Extraction You can extract individual subdirectory names and insert them into profile fields using dynamic profile field commands. The command for extracting a subdirectory name from a document s path is: %PS(level, offset, length) where level is the number of subdirectories below the root of the drive letter, with 1 being the first level. Offset and length provide the ability to use portions of subdirectory names. These parameters function identically as in the filename substring and extension substring commands. Offset is the first character of the subdirectory name to use, with 1 representing the first character in the subdirectory name. Length is the length of the substring in characters. The following command can insert the full subdirectory name for each document imported in a profile field: %PS(2, 1, 8) This command inserts the name of the second subdirectory below the root of the drive letter in which a document was stored. By setting offset to 1 and length to 8, the full name of the DOS subdirectory name is imported. If a subdirectory level is specified that does not exist, null is returned. You can specify a Default Profile command that inserts an explicit profile entry when this condition occurs. Default Profile Entry Command The Default Profile command specifies an explicit profile entry that is used if the commands prior to the default command fail and return a null. The Default Profile command must always appear after all other profile entry commands. The syntax of the Default Profile command is an explicit profile entry surrounded by square brackets. Below is an example that uses the Default Profile command: %PS(2, 1, 8)[NOCustom2] If this command appears in the Custom2 field in the Document Import Profile Template, then the subdirectory two levels below the root of the drive letter is inserted in the Custom2 field for each document imported. If that subdirectory did not exist, then NOCustom2 would be entered in the Custom2 profile field for that document. WorkSite Server Administrator s guide 171

Chapter 6: Using the Document Import Tool The Default Profile command is useful when expected storage or naming conventions have not been followed consistently. Assigning Security In the Document Import Profile Template dialog box, click Assign Security. The Security Assignment dialog box is displayed. In the Security Assignment dialog box you can choose to base security settings on document class or subclass by selecting the Use Class/Subclass Security check box. If this option is selected, the security settings for documents imported into your WorkSite database are determined based on the class or subclass used to identify the documents. If a subclass is specified for the document, then the default security setting for the document subclass is used. If no subclass is specified, then the default security setting for the document class is used. You can change the security settings for individual documents after the importation. You can also choose to set default security to PRIVATE, PUBLIC, or VIEW, without regard to class or subclass. Additional Custom Fields To set profile information for fields that are not listed in the Document Import Profile Template screen, click Additional Custom Fields. Enter that information in the Setup Additional Custom Fields dialog box. The fields displayed for your database may be named differently than those shown in Figure 75. 172 WorkSite Server Administrator s guide

Creating a New Profile Template Figure 75 Setup Additional Custom Fields Types of Custom Fields Validated Custom Fields The ten fields listed in the Custom Fields box are additional fields that consist of an alias and description. These fields must contain entries that can be verified against lookup tables in the database. To enter a value for any of these fields, double-click the profile field name. The Set Field Value dialog box allows you to edit the current entry. A list of all validated entries is available for each of these fields by using the browse button that appears in the Set Field Value dialog box. WorkSite Server Administrator s guide 173

Chapter 6: Using the Document Import Tool Custom String Fields These four fields of profile information can contain string values of any kind. Unlike the profile fields in the Custom Fields box, these fields are not validated against tables in the database. For that reason, these fields can contain any kind of alphanumeric text. There are no selection windows available for these fields. Custom Long Fields These four fields of profile information can contain only numeric information. Negative values, scientific notation, and decimal values are not accepted. Custom Date Fields These four fields of profile information contain dates. Any other kind of information is not accepted in these fields. Popup calendars are available to enter dates in the Set Field Value dialog box. If you want to remove a value from one of these fields, check the None checkbox in the Set Field Value dialog box. Custom Boolean Fields These four fields contain values of checked, not checked, or no value. By default they are set to no value (gray with a check mark), meaning they are ignored during the importation process. If these fields are explicitly set to checked or unchecked, then that value is entered in that field in each document s profile record. Custom25 Custom26 Custom27 The Custom25 field is set to unchecked. The Custom26 field is set to checked The Custom27 field contains no value Creating an Exclude and Include List In the Document Import Profile Template dialog box, the Include and Exclude File List dialog box is used to create a list of file specifications that should be included or excluded during the importation. The document types that you are importing determines how the Exclude and Include File Lists option is used. 174 WorkSite Server Administrator s guide

Creating a New Profile Template Figure 76 Include and Exclude File List dialog box If you have specified an autodetect document type in the Type field of the Document Import Profile Template, then you do not necessarily need to exclude other file types that exist in the source document path. The Document Import tool detainees, which files are the selected type. In such a case, you need to provide at least one DOS file specification in the Include list. DOS wildcard characters can be used in your file specifications. The asterisk stands in for any string, and the question mark stands for any single character. Figure 76 shows several examples of DOS file specifications in the Exclude and Include lists. If you specify ALL in the document Type field of the Document Import Profile Template dialog box, then you may need to specify autodetect document types to exclude from the importation in the Exclude Files list. You can list only those autodetect document types that you want to include in the Include Files list. If you select a nonautodetect document type in the Type field of the Document Import Profile Template dialog box, then you must provide Exclude and Include file specifications. They filter out unwanted files for importation. When you select a nonautodetect document type for importation, all files that appear in the source document path are treated as candidates for importation UNLESS they do not meet the Include file specifications, or if they are explicitly excluded by the file specifications on the Exclude list. WorkSite Server Administrator s guide 175

Chapter 6: Using the Document Import Tool Saving a Template 1. Click the Save Template icon. You can also press Ctrl+S, or select Save (or Save As) from the Profile Template menu. 2. Enter a name for the template in the Save Profile Template dialog box. 3. Click OK to save the template, or Cancel to abort. NOTE A message appears indicating whether or not the save was successful. The Document Import tool checks the syntax of all information entered in a profile template before saving it. If any information is incorrect, an error message is displayed. Deleting a Template 1. Click the Delete Template icon. You can also press Ctrl+D, or select Delete from the Profile Template menu. 2. Double-click the name of the template that you want to delete. Or select the template name and then click OK. 3. Click OK in the Confirm Delete message box. Loading an Import Template If you or any other user has saved an Import template during a previous session with the Document Import tool, you can reload that template, modify it, and use it to import documents again. To load an imported template: 1. Click the Load Template icon. You can also press Ctrl+L, or select Load from the Profile Template menu. The Retrieve Template dialog box is displayed. 2. Select the template that you want to load. The Retrieve Template dialog box displays only those templates that were saved on the selected database. 3. Double-click the template name, or select it. Click OK. 176 WorkSite Server Administrator s guide

Importing Documents Importing Documents After you have created an import template, click the Import icon. You can also press Ctrl+I, or select Import from the Documents menu. You must complete all required fields in the Document Import Profile Template dialog box before you can initiate the Import command. If you have completed any required fields improperly, a list of errors displayed in the Profile Error Information dialog box. See Error Messages on page 180. From the Import Documents dialog box, you can: Perform a preliminary count of documents Start importing documents Halt or abort the import process Review the log file during or after importation Rollback all imported documents Figure 77 Import Documents dialog box To obtain a count of documents: Click Get Count to perform a preliminary count of documents eligible for importation. To start the import process: WorkSite Server Administrator s guide 177

Chapter 6: Using the Document Import Tool Click Start. While documents are being imported, you can: View the log file Halt the import process by clicking the Abort button. To view the log file: Click View Log. You can view the log file without interrupting the import process To halt or abort the import process: 1. Click Abort. You will be asked whether or not you want to abort the import. 2. Click Yes to abort, or click No to continue. If you click Yes, you will be asked whether you want to rollback the files that have already been added to the database. If you want to rollback files, click Yes. Those files that were already added will be removed from the WorkSite database. To rollback files: After the import is complete, you can still perform a complete rollback of all files that you added to the database. To rollback files, click Rollback. Viewing Log Files The Document Import tool generates a log file for every importation that you perform. It records important information about the import. Importation log files are stored in the WorkSite root installation directory and are named using the following form: importusername.log where username is the name of the user who performed the importation. Information recorded in the log file includes: Starting date and time of the importation session User who performed the importation Database name Name of the Import Template 178 WorkSite Server Administrator s guide

Viewing Log Files List of importation template settings Source Document Path Document Type List of documents added with their assigned document numbers Default security setting applied to all imported documents Error messages, if any. Ending date and time of the installation session List of documents deleted, if a rollback was performed. Figure 78 Log File, Sample output To view the Log file: 1. Click View Log in the Import Documents dialog box or open the log file in any text editor. You can also click View Log File from the main window of the Document Import (see Figure 71). 2. Select the log file to be viewed from the Select a Log File to View window. WorkSite Server Administrator s guide 179

Chapter 6: Using the Document Import Tool Purging the Log File From the Document Import main window, you can purge unneeded or outdated log files from your hard drive. Purging log files merely deletes the log files from your system. If a user tries to perform an import, and the Document Import tool cannot find a log file for that user, the tool creates a new log file. To purge the log files: 1. From the main window of the Document Import tool, click Purge Log File. 2. Select the log file to be purged from the Select a Log File to Purge window, or delete your log files from the Windows Explorer or DOS command line. Error Messages When you initiate the Import process, the Document Import tool checks the profile to ensure the information is valid. If a required value is missing or if the value you provided cannot be verified against the lookup tables, you are notified with a message in the Profile Error Information dialog box. You cannot start the import process until all static profile fields can pass this verification stage. When you are using dynamic profile field commands, such as Client and Custom2 information, the Document Import tool generates error messages only when it confronts an import problem. The most frequent errors occur when a dynamic profile field command is not a valid entry in the lookup tables in the database. Errors that occur during the import process are recorded in the log file. Use the View Log option to view these error messages. 180 WorkSite Server Administrator s guide

Chapter 7 Using the Dialog Editor Tool Overview This chapter includes the following topics: About Dialog Editor Getting Started Dialog Editor Desktop Captions Form Management Form Design About Dialog Editor The Dialog Editor is a administrative tool used to: Customize the names and purpose of profile information fields Customize the dialog boxes that appear to a user of WorkSite network There are four legacy dialog boxes that are used in versions of the Dialog Editor that are previous to version 8.0. Eight new dialog boxes are used in WorkSite Dialog Editor 8.2. All 12 dialog boxes are customizable. Table 23 lists the dialog boxes and describes them. Table 23 Dialog boxes that can be customized Name of dialog box Search (Legacy) Use this dialog box to... Locate a document in a WorkSite Database (for use in version prior to 8.0) WorkSite Server Administrator s guide 181

Chapter 7: Using the Dialog Editor Tool Table 23 Dialog boxes that can be customized Name of dialog box New Profile (Legacy) New Version (Legacy) Edit Profile (Legacy) Search New Profile New Version Edit Profile Search WorkSpace Quick Search New WorkSpace Edit WorkSpace Use this dialog box to... Create a new document profile (for use in version prior to 8.0) Create a new version of an existing document (for use in version prior to 8.0) Edit a profile entry associated with an existing document (for use in version prior to 8.0) Locate documents in a WorkSite Database (use in version 8.2 or later) Create a new document profile (use in version 8.2 or later) Create a new version of an existing document (use in version 8.2 or later) Edit profile entries associated with an existing document (use in version 8.2 or later) Locate documents within the WorkSpace (use in version 8.2 or later) Appear in the File, Open dialog (use in version 8.2 or later) Display the WorkSite Profile when creating a new workspace (use in version 8.2 or later) Edit a WorkSite workspace profile (use in version 8.2 or later) All WorkSite dialog boxes can be customized by: Using different combinations of profile information fields Using different combinations of options Adding lookup buttons Adding controls to customize user and group access privileges Getting Started Access the Dialog Editor tool from the WorkSite Server installation directory or from the Windows Start menu. 1. Select Start, point to All Programs. 2. Select Autonomy, then imanage Dialog Editor. 182 WorkSite Server Administrator s guide

Getting Started The Dialog Editor main window is displayed. Logging into a Server Log into a WorkSite Server that connects to the database(s) whose dialogs you want to modify. 1. Launch the Dialog Editor. 2. Select Login from the Server menu or press Ctrl+G. The Connect to Server dialog box is displayed. 3. Enter the name of the WorkSite Server in the Server Name field and then click Connect. The Login to Server dialog box appears. 4. Enter your username and password in the UserID and Password fields. Enter the username and password assigned while adding the users from the DBAdmin tool. NOTE Only Users who have been assigned to the Admin Role and given permissions to access this tool from the DBAdmin Role Setup dialog box can log into the DBAdmin tool. See Adding a Role to the Database on page 110. 5. Click Login. If login is successful, the Select Database(s) dialog appears with a list of available databases. 6. Select the database(s) in the list whose dialogs you wish to edit, then click OK. 7. A different tabular pane appears in the Project WorkSpace window for each database to which you are connected. Logging Off a Server To log off a WorkSite Server: 1. Select Logoff from the Server menu. 2. A confirmation window is displayed. Click OK. NOTE Changes made to forms that you did not save are lost when you log off from the WorkSite Server. WorkSite Server Administrator s guide 183

Chapter 7: Using the Dialog Editor Tool Selecting or Deselecting Database(s) You can disconnect from or reconnect to different databases that are available from the same WorkSite Server by using the Select Database(s) and Deselect Database(s) options under the Database menu. To deselect a database: 1. Select Deselect Database(s) from the Database menu. 2. Select the database(s) whose forms you want to unload in the Deselect Database(s) dialog. 3. Click OK. NOTE When you deselect a database, any changes made to the forms on that database that were not saved will be lost. To select a database: 1. Choose Select Database(s) from the Database menu. 2. Select the database(s) whose forms you want to edit. 3. Click OK. NOTE When you select a database, the Dialog Editor loads the latest version of a form saved in the database. Dialog Editor Desktop The Dialog Editor desktop is organized in the following manner: Dialog Editor Left Pane or Project WorkSpace window File Toolbar Elements Toolbar Align Toolbar 184 WorkSite Server Administrator s guide

Dialog Editor Desktop Dialog Editor Left Pane The Dialog Editor displays one tab for each connected database in the left pane. Figure 79 Dialog Editor Left Pane To open a form for editing, select a form from the forms listed under the database in the left pane and double-click the Form icon. To open or close a node in the tree, click the plus or minus sign next to the Form icon in the tree. File Toolbar The File toolbar contains buttons to create, open, or save a form. It also contains a button to display help for the Dialog Editor. WorkSite Server Administrator s guide 185

Chapter 7: Using the Dialog Editor Tool Figure 80 File Toolbar Align Toolbar The Align toolbar contains buttons to position controls on a form precisely. See Aligning Spacing and Resizing Controls on page 199. Figure 81 Align Toolbar Elements Toolbar The Elements toolbar adds controls to a form. See Adding Controls to a Form on page 192. Figure 82 Elements Toolbar Captions Captions are customized labels associated with each Profile field available to a form. The Dialog Editor allows you to customize the names of the profile fields in a WorkSite database through the use of captions. Changes to these names are reflected dynamically in the dialogs seen by the end user. At the bottom of the Set Captions list are eight new captions for WorkSite Server. You can edit these captions to change the container names in the matter-centric DeskSite and FileSite trees. To customize the names of profile fields: 1. In the Project WorkSpace window, select the database from the Database menu. It contains the captions that you will edit 186 WorkSite Server Administrator s guide

Form Management 2. Select Set Captions from the Database menu. The Set Captions dialog box is displayed. Figure 83 Set Captions dialog box 3. Select a profile field, and click Edit. You will modify the name of this field. The Modify Captions dialog box is displayed. 4. Enter a name for the profile field in the Caption field. Click OK. 5. Click OK. The new captions appear on the form when it is reopened. Form Management Forms are the design templates for dialog boxes used in WorkSite. The Dialog Editor is a sophisticated forms editor. By editing forms, you change the way the users access documents in WorkSite, and how they enter and change document profile information. Table 24 lists the forms that you can edit in the Dialog Editor. Table 24 Types of Forms Forms New Profile Edit Profile and View New Version Search Editing Options Add and Remove controls Add Static Text Add Group boxes Resize and align controls WorkSite Server Administrator s guide 187

Chapter 7: Using the Dialog Editor Tool Opening a Form Select the required form in the left pane. Double-click the form icon or select Open from the Form menu. You can also click the Open icon on the File toolbar. Figure 84 Dialog Editor Left Pane Exporting Forms The Export option in the Form menu works like the Save As option in the File menu. Selecting the Export option prompts the user to enter a new name for the form. Use this feature for the following tasks: Duplicating (Cloning) a form to a different database Saving changes made to a form without overwriting the existing version Importing Forms The Import option in the Forms menu loads any saved form file with the appropriate.mhd file extension. 188 WorkSite Server Administrator s guide

Form Management CAUTION Import does not have the same functionality as the Form Open option. See Opening a Form on page 188. The design elements, controls, and features of the imported form overwrite the active form Reloading Forms from the Database You can restore form to its original state by reloading it. The form is the same as when you first opened it, and any modifications to it are removed. Even if you do not save, the changes are reflected when you reopen the form you have modified. To reload an original form, you must exit from the form without saving and disconnect from the database. When you reconnect to the database, the original form is available. To reload a form: 1. Close the form. Click No when prompted to save changes to the form. 2. Close all other forms from that database that are open on your desktop. If you want to keep changes made to any of these forms, click Yes. NOTE If you want to save changes made to a form, but do not want to overwrite the existing version of that form that is currently saved on the database, use the Export option under the Form menu to export the form to a directory. See Exporting Forms. 3. Use the Deselect Database(s) option under the Database menu to unload the forms for the database that contains the form that you want to reload. CAUTION When you deselect the database, unsaved changes to the forms on that database will be lost. 4. Use the Select Database(s) option from the Database menu to reconnect to the database. When you use the Select Database(s) option, the Dialog Editor loads the last version of the form that was saved to the database. 5. Open the form again in the Dialog Editor. The form is restored to the state before it was modified. WorkSite Server Administrator s guide 189

Chapter 7: Using the Dialog Editor Tool Saving a Form To save a modified form: 1. Select the form that you want to save on your desktop. 2. Click the Save icon in the File toolbar. You can also select Save from the Form menu. To save all open forms to the database, select Save All from the File menu. NOTE When the Form Analysis dialog box is displayed, it indicates that required components are missing from the form. Add these components and then select Save to save the form. Deleting a Form The Delete option from the File menu is not available in this release of Dialog Editor. NOTE Forms cannot be added or deleted. Only form profile fields can be added or deleted in the existing forms. Closing a Form 1. Select the required form from the left pane of the Dialog Editor. 2. Select Close from the Form menu. 3. Click Yes to save changes to the database. NOTE Changes made to the form remain in memory and are recalled when you open the form. To get the unmodified form from the database, you need to deselect the database and then select it. See Reloading Forms from the Database on page 189, or Selecting or Deselecting Database(s) on page 184. 190 WorkSite Server Administrator s guide

Form Design Form Design With the Dialog Editor, you can configure dialog boxes to meet your operation s specific needs. Figure 85 displays the nine elements that make up a typical form design. Figure 85 Sample Form with all the Controls Edit Box Control Lookup Button Control List Control Static Text Control Group Box Control Command Button Control Date Field Control Dynamic Text Control Radio Button Control Table 25 lists the valid data formats set for each of the Custom fields. The expected format for data that is associated with each of the fields cannot be changed. Table 25 Valid formats for the Custom fields Field Name Custom1/Custom2 Custom3 to Custom12 Custom29/Custom30 Custom13 to Custom16 Custom17 to Custom20 Custom21 to Custom24 Format for values Alias is limited to 32 characters, Description is limited to 254 characters. The only valid entries are those that match listings in the table Any string of up to 96 characters. Entries by users in these fields are not checked against a table. These custom fields can hold numeric information only These custom fields can hold date information WorkSite Server Administrator s guide 191

Chapter 7: Using the Dialog Editor Tool Table 25 Valid formats for the Custom fields Field Name Custom25 to Custom28 Format for values These custom fields can hold boolean values and consist of check boxes. They can be selected or cleared. Controls Controls are fields in a form that allow users to enter information, select valid values, enable options, or perform a specific command. Adding Controls to a Form This section describes tools on the Elements toolbar and how to include them in your custom form design. Some controls can only be used in particular forms or a limited number of times in a form. Table 26 Restrictions on controls Control Box Name Available in the Form... Not Available in the Form... Security Template control box New Profile New Version Profile Databases control box Search Dialog Date control box All Quick Search Table 27 lists the controls that can be used in WorkSite forms. The number of times a control can be used is determined when you move your cursor over the control icon in the Elements toolbar. A smart pop-up box displays all the available controls. Figure 86 Elements toolbar Table 27 Elements toolbar Icons Icon Control Name Description Static Text Static text appears on a form that does not change. It is most often used as a label for a control. 192 WorkSite Server Administrator s guide

Form Design Table 27 Elements toolbar Icons Icon Control Name Description Dynamic Text Edit box Group box Radio Button Buttons Combo box List Control Date Field Check box Canvas or Logo External User Dynamic text controls are components that can be added to a WorkSite form that has content dynamically determined when it is displayed. Edit boxes are fields on WorkSite forms in which users can enter text. Group boxes are simple graphic effects used to group a set of controls on a form. A radio button allows users to select one option from multiple options. Radio buttons are not suitable for multiple selections There are two button types that you can add to a WorkSite form: Command Buttons: Instruct WorkSite to perform activities, such as close the form, save the search results, display the worklist, display a help topic, and so on. Lookup buttons: Let the user to select entries for a particular profile field from validation tables on the database. Lookup buttons require an associated Edit box for the same profile field. A combo box allows the user to select an option from a set of available options that appear in the drop-down list. List controls display multiple entries in a list. They allow the user to highlight one or more items in the list Date fields track the date of a document or search in WorkSite. A check box control allows a user to enable or disable a particular feature The Boolean profile fields that can be used with the check box control on a WorkSite form include: Custom25-28. Boolean fields Indexable flag. Indicates whether the document should be indexed by the full-text indexer Archive flag. Indicates that the document is ready for archiving The canvas or logo control allows a user to create a rectangle (canvas) within a form or add the WorkSite logo to a form. The external user control is used to add a warning that the document the user is viewing is shared with external users. WorkSite Server Administrator s guide 193

Chapter 7: Using the Dialog Editor Tool Adding Controls The procedure for adding controls to a form is similar for all controls. Also, see Adding a Canvas Control on page 195 and Adding the External User Control on page 197. To add controls to a form: 1. Move the pointer over the required icon in the Elements toolbar without clicking.a smart pop-up displays the type and number of such controls available for adding to the form. NOTE The static text and group box controls display only the name of the control. These controls are added directly to the form without associating a database. 2. Click the icons from the Elements toolbar. 3. Click a place within the form where you want to add the control. The Database Association dialog box is displayed. Figure 87 Database Association dialog box NOTE The Database Association dialog box is not displayed for the static text and group box controls 4. Select the profile field from the Associate Control With list, and click OK. The control is added to the form. For the static text and group box controls: 5. Right-click the control and select Properties from the menu. 6. Enter the text that should appear in the control in the Caption field of the Properties dialog box. NOTE The Date field includes a lookup button that allows users to select a date from a popup calendar. The Date field also includes a checkbox to enable or disable the field. When 194 WorkSite Server Administrator s guide

Form Design adding date fields to the Search dialog, you must add one control to enter a specified date or a date with a modifier such as Begins or After. To search for a date range, you will need to add two controls for the From date and the To date. Adding a Canvas Control The steps to add a canvas, logo, horizontal divider or vertical divider are the same. The following section has outlined the steps to add a canvas. Follow the same steps to add a Logo, Horizontal Divider or Vertical Divider. To add a canvas: 1. Move the pointer over the Canvas or Logo icon without clicking. A smart pop-up displays the controls available: Canvas, Logo, Horizontal Divider, and Vertical Divider. 2. Click the Canvas or Logo icon and drag the pointer over an area of the form to create a rectangle (canvas). The Custom Control Association dialog box is displayed. 3. Select Canvas from the list. Figure 88 Custom Control Association dialog box 4. Move the pointer inside the canvas, right-click, and select Properties. The Custom Control Properties dialog box is displayed. WorkSite Server Administrator s guide 195

Chapter 7: Using the Dialog Editor Tool Figure 89 Custom Control Properties dialog box, General tab 5. To add a caption inside the canvas, enter a title in the Caption field and select Visible. The Alignment options determine the position of the caption: Left, Center, or Right. NOTE If there is more than one database on the server, then captions must be changed consistently in all databases for the changes to become visible in the client interface. 6. Click Visible to create a visible border surrounding the canvas. Use the Width list to select a border width of 1, 2, 3, or 6 points. 7. To add color to a border or canvas, select the Color tab on the Custom Control Properties dialog box. Select where the color should be applied: Border Color or Canvas Color. From the Color Set list, select from a group of Standard Colors or Windows System Colors. 196 WorkSite Server Administrator s guide

Form Design Figure 90 Custom Control Properties dialog box, Color tab 8. To create a custom color for the border or canvas, click Edit Custom Color. 9. Click Apply and OK. Adding a Logo Control 1. Move the pointer over the Canvas or Logo icon without clicking. A smart pop-up displays the controls available: Canvas, Logo, Horizontal Divider, and Vertical Divider. 2. Click the Canvas or Logo icon and drag the pointer over an area of the form to create a rectangle (canvas). 3. Select Logo from the list.the WorkSite Logo appears inside the canvas. NOTE The logo is customizable. Adding the External User Control The External User control is used to add a warning that the document the user is viewing is shared with external users. 1. Click the External User icon and drag the pointer over an area where the External User warning displays. WorkSite Server Administrator s guide 197

Chapter 7: Using the Dialog Editor Tool 2. Select External User Sign (Specialty Control) from the Database Association dialog box. Figure 91 External User control, Database Association dialog box 3. Select Tab Order from the Layout menu on Dialog Editor to display the tabs on the form. NOTE The tab order allows the user to move from one field to another in the dialog box using the Tab key. See Form Design on page 191 for information about using the Tab key. 4. Click the form or press Ctrl+D to exit Tab Order mode. The External User control becomes visible. Required Controls Each of the four form templates require certain controls to appear on the form. You will not be able to save the form if any of the required or necessary controls are missing. Table 28 Required Controls for Each Form Type Control Search New Profile New Version Author Edit Box X X Class Edit Box X X Operator Edit Box X X Type Edit Box X X Database Combo Box X X Security Template Combo X X Box Database List Box X DocNum Label X X Version Label X X An X indicates that the specified control is required for that form. Edit Profile 198 WorkSite Server Administrator s guide

Form Design Table 28 Required Controls for Each Form Type Control Search New Profile New Version Save Search Button X Find Button X Cancel Button X X X X Help Button X X X OK Button X An X indicates that the specified control is required for that form. Edit Profile Control-Specific Dependencies Some controls depend on the presence of other controls on the form to function properly. These control-specific dependencies are listed below: Profile field descriptive labels require an associated Edit Box where the user can enter a description. To set the caption for the label, enter the name of the field in the Set Captions dialog. Lookup Buttons require an associated Edit Box. When the user selects a valid value from the Lookup dialog box, the selection appears in the edit box. NOTE You cannot save a form that is missing a required control or a control-specific dependency to a database. To check whether required controls are missing from a form, select Analyze from the Form menu. To save an incomplete form temporarily, export it to a local directory. Aligning Spacing and Resizing Controls The Dialog Editor includes tools for arranging controls on a form. Table 29 Align Controls Function Icon Keyboard Description Left Align Ctrl+Left arrow Aligns the left edges of selected controls to the left edge of the highlighted one Right Align Ctrl+Right arrow Aligns the right edges of selected controls to the right edge of the highlighted one Align Tops Ctrl+Up arrow Aligns the tops of selected controls to the top edge of the highlighted one WorkSite Server Administrator s guide 199

Chapter 7: Using the Dialog Editor Tool Align Bottoms Centre Controls Vertically Centre Controls Horizontally Center Horizontal Ctrl+Down arrow Aligns the bottoms of selected controls to the bottom of the highlighted one. F9 Aligns the selected control(s) to the horizontal center of the form Center Vertical Shift+F9 Aligns the selected control(s) to the vertical center of the form Space Evenly Alt+Right Arrow Evenly spaces three or more selected horizontal controls Horizontally Space Evenly Vertically Alt+Up Arrow Evenly spaces three or more selected vertical controls Make Same Width Make Same Height Make Same Size Display Grid Table 29 Align Controls Function Icon Keyboard Description Sizes the horizontal dimension of all selected controls to match the highlighted control Sizes the vertical dimension of all selected controls to match the highlighted one Sizes the horizontal and vertical dimension of all selected controls Displays the grid on the dialog box Changing Properties on a Form or Control Both forms and individual controls have various properties, such as captions, field association, and others. NOTE The specific properties that exist and can be modified by the user depends on the specific form or control type. The properties for some controls cannot be edited. To change properties on a form or a control: 1. Right-click in the form or on a control on the form. 2. Select Properties from the popup menu. 3. Change any available properties on the form or the control. 200 WorkSite Server Administrator s guide

Form Design Moving and Deleting Controls To move a form control: 1. Click the form control(s) to select them. 2. Click and drag the control(s) to another part of the form. To delete one or more form controls from a form: 1. Click the form control(s) to select them. 2. Press the Delete key. Importing and Exporting Controls The following section describes the procedures for importing and exporting controls. Importing Controls The Import function copies a set of form controls that were previously exported as a MHD file into the currently active form on your desktop. To import controls: 1. Select Import from the Form menu. 2. Browse to the file that you want to import. Forms are saved with the.mhd extension. 3. Click Open. The controls stored in the MHD file will be copied into the currently active form on your desktop. Any controls already installed on the currently active form will be overwritten. CAUTION Importing controls will overwrite any existing controls on the currently active form and replace them with those saved in the.mhd file. Exporting Controls The Export function allows you to save a set of form controls as an.mhd file on your local or network drive. These form controls can be loaded into another database, replacing the form WorkSite Server Administrator s guide 201

Chapter 7: Using the Dialog Editor Tool controls on the same type of form, or they can be used as a template to create a new form on a database. To export controls: 1. In the Dialog Editor, open the form with the controls that you want to save. Select the form. 2. Select Export from the Form menu. Navigate to the directory where you want to save the file. 3. Enter a file name for the MHD file. 4. Click Save. NOTE All forms saved to disk must have the extension MHD. Testing and Analyzing a Form Design Use these tools to check your form design. Click the Test icon, or select Test from the Layout menu to see how the form will look to the end-user in the WorkSite database. Select Analyze from the Form menu to see if the form is missing any required controls or if any present controls require additional controls that are not there. If your form is fully compliant with all requirements a message confirms the details to you. Setting Tab Order Tab order is the sequence in which focus shifts from control to control as the user hits the Tab key. A WorkSite end-user will most likely use the Tab key to navigate from field to field within a form. It is important for the designer of a form to set the tab order appropriately. To set the tab order on a form: 1. Select and click a form. You will edit its tab order. 2. Select Tab Order from the Layout menu. The red numbers that appear on the form indicate the existing tab order. 202 WorkSite Server Administrator s guide

Form Design Figure 92 Quick Search dialog box with tab order 3. By default, the first control that you click will be assigned the first tab order in the sequence. To begin editing the tab order in the middle of the sequence, hold down the Control key and click the control with which you want to begin. 4. Click the controls in the order that will be most intuitive to the user. The next control that you click is assigned the next position in the tab order sequence. 5. Click the form or press Ctrl+D to exit tab order mode. CAUTION When setting tab order, you must put the lookup that is associated with a particular Edit box immediately after the Edit box in the tab order. This is necessary for the F2 shortcut key to work. The F2 shortcut key allows a user to open the lookup for a profile field on a form when the cursor is in the Edit box for that profile field on the form. WorkSite Server Administrator s guide 203

Chapter 7: Using the Dialog Editor Tool 204 WorkSite Server Administrator s guide

Chapter 8 Using the Monitor Tool Overview This chapter includes the following topics: About WorkSite Monitor Starting WorkSite Monitor Registering and Unregistering WorkSite Servers The WorkSite Monitor Desktop Keyboard Shortcuts and Toolbar Buttons Using WorkSite Monitor on page 222 About WorkSite Monitor The WorkSite Monitor is an administrative tool used to manage WorkSite databases. It allows you to locate, relocate or delete documents, mark documents for archiving, or change document profile information. WorkSite Monitor is particularly useful when an employee leaves the company or transfers to another position. WorkSite Monitor also allows the administrator to perform system-wide searches for documents. As a WorkSite administrator, you have access to all documents in the WorkSite repository, regardless of the security settings. WorkSite Server Administrator s guide 205

Chapter 8: Using the Monitor Tool Starting WorkSite Monitor Access the WorkSite Monitor tool from the default WorkSite Server Installation directory. 1. Select Start, point to All Programs. 2. Select Autonomy, then imanage Monitor. 3. Register the WorkSite Server to access the database. See the next section. Registering and Unregistering WorkSite Servers You need to register the WorkSite Servers on your network with the WorkSite Monitor tool. To register a server, select Register/Unregister from the Server menu. After you register a WorkSite Server, the WorkSite Monitor tool automatically logs you into that server again the next time that you launch it. If you do not want the WorkSite Monitor tool to automatically log you into a WorkSite Server, unregister that WorkSite Server. When you launch the WorkSite Monitor tool, the automatic login feature may time out because the server failed to respond in time. When this happens, a red icon is displayed for the server. Use the Reconnect button to reconnect to the server. To register a WorkSite Server: 1. Select Register/Unregister from the Server menu. The Register Servers dialog box is displayed. 206 WorkSite Server Administrator s guide

Registering and Unregistering WorkSite Servers Figure 93 Register Servers dialog box 2. Enter the name of the WorkSite Server in the Enter Server Name field. 3. Click Register. 4. Enter your user name and password in the Login to Server dialog box. 5. Click Login. 6. When you are finished registering servers, click Close to close the Register Servers dialog box. To unregister a WorkSite Server: 1. Select Register/Unregister from the Server menu to display the Register Servers dialog box. 2. Select the server name. 3. Click Unregister. 4. Click OK. To reconnect to a server when autologin times out: 1. Select Register/Unregister from the Server menu to display the Register Servers dialog box. 2. Select the server that the WorkSite Monitor tool failed to log into automatically at startup. The server will be marked with a red icon. WorkSite Server Administrator s guide 207

Chapter 8: Using the Monitor Tool 3. Click Reconnect. 4. Click OK. The WorkSite Monitor Desktop The WorkSite Monitor has the following frames: Server WorkSpace window. Displays the WorkSite Servers and WorkSite databases to which the WorkSite Monitor tool is connected. Information window. Displays messages to the user about timeouts, reconnects, error messages, and so on. Results workspace. Displays Search Results tab, History Table Search Results tab, Statistics tab, Active Users tab, and Print Preview tab. 208 WorkSite Server Administrator s guide

The WorkSite Monitor Desktop Figure 94 WorkSite Monitor main window There are also two toolbars and a menu bar, which can be detached, resized or hidden, as can the Server WorkSpace and Information windows. The arrangement of the frames on the WorkSite Monitor desktop can also be fully customized. Select the required window from the Window menu to hide or display the window in the WorkSite Monitor main window. Keyboard Shortcuts and Toolbar Buttons The Monitor tool has a File toolbar and an Actions toolbar. Table 30 lists the function and keyboard shortcuts for the toolbar buttons. Table 30 Keyboard Shortcuts and Toolbar Buttons Keyboard Toolbar Function Ctrl+G Register/Unregister WorkSite Server WorkSite Server Administrator s guide 209

Chapter 8: Using the Monitor Tool Table 30 Keyboard Shortcuts and Toolbar Buttons Keyboard Toolbar Function Ctrl+N Release (unlock) highlighted documents Delete Delete current highlighted document or document history entries Ctrl+E Delete documents using search criteria Ctrl+F Find a search string F1 View the online help topic associated with the item you select F2 Display a lookup table of profile entries F3 Find Next instance of the search string F5 Refresh current active window Ctrl+P Print the selected document About (displays program version number) Ctrl+L Ctrl+A Ctrl+O Relocate documents Reassign documents by author Reassign documents by operator Ctrl+S Search for documents Ctrl+H Document history search Ctrl+M Mark/Unmark documents for archiving Ctrl+C Ctrl+R Ctrl+Q Ctrl+U Archive all marked documents Restore archived documents from archive sets Restore documents according to user requests Display all active users on the WorkSite Server Ctrl+D Set search result display options Server WorkSpace Window Figure 95 shows the Server WorkSpace window as it appears when undocked from the WorkSite Monitor desktop. A list of the WorkSite Servers that are currently registered with the WorkSite Monitor tool can be viewed in the Servers tab. 210 WorkSite Server Administrator s guide

The WorkSite Monitor Desktop Figure 95 Server WorkSpace Window, Servers tab The Server WorkSpace window also contains a tab for each of the WorkSite Servers that is registered with the WorkSite Monitor tool. When you click the tab for a WorkSite Server, a list of available databases is displayed. Figure 96 Server WorkSpace Window, Database tab Icons in the Server WorkSpace Window Table 31 lists the icons displayed in the Server WorkSpace window. Table 31 Icons in the Server WorkSpace window Icon Description The Network icon appears in the Servers tab and contains a list of all WorkSite Servers that are registered with the WorkSite Monitor tool. WorkSite Server Administrator s guide 211

Chapter 8: Using the Monitor Tool Table 31 Icons in the Server WorkSpace window Icon Description A WorkSite Server icon appears for each WorkSite Server machine that is registered with the WorkSite Monitor tool. Double-click the icon in the Servers tab to display the tab for that WorkSite Server. An Active Users icon appears beneath each WorkSite Server icon. Double-click this icon to display a list of all users currently logged into the WorkSite Server. A WorkSite Database icon appears beneath a WorkSite Server icon for each WorkSite database to which that WorkSite Server is connected. Each WorkSite Database icon contains a list of Document Searches and Document History Searches. The Document Searches icon contains a list of searches that have been performed on the database during this session with WorkSite Monitor. Double-click a search icon to displays the results of the search. The Search icon represents a document search recently performed on this database. Double-click this icon to redisplay the results of the search. Right-click the icon and select Show Search Parameters to display the parameters used to perform this search. The Document History Searches icon contains a list of searches that have been performed on the document history table during this session with WorkSite Monitor. Double-click a Document History Search icon to display the results of the search. The Document History Search icon represents a search recently performed on the document history table for this database. Double-click this icon to display the results of the search. Right-click the Document History Search icon and select Show Search Parameters to display the search parameters. Information Window The Information Window displays messages about timeouts, reconnects, and errors. Figure 97 Information Window 212 WorkSite Server Administrator s guide

The WorkSite Monitor Desktop Results WorkSpaces The Results WorkSpace displays information in the tabs. The following tabs are displayed when you run the corresponding command or action: Statistics tab Active Users tab Document Search Results tab Document History Results tab Statistics Tab The Statistics tab displays status information for the WorkSite Servers that are registered with WorkSite Monitor. When you select a WorkSite Server, you can view a snapshot of its document management transactions. To change the frequency with which the information in the Statistics tab is updated, set the Set Priority option under the View menu. For example, you can change the settings from High to Low. Table 32 lists the columns in the Statistics tab. Figure 98 Results WorkSpace, Statistics tab Table 32 Column Headings on the Statistics tab Column Heading Servers TX/min Total TX Description Server name The number of transactions performed in the last minute The number of transactions performed since the server was last started # of Sessions The number of users connected to the WorkSite Server WorkSite Server Administrator s guide 213

Chapter 8: Using the Monitor Tool Table 32 Column Headings on the Statistics tab Column Heading TX Pending ConnectedDBs DisconnectedDBs File Download/min Total File Download File Upload/min Total File Upload File TX Pending Description The number of transactions waiting to be performed (Queue Size) The number of databases to which the WorkSite Server is connected The number of databases that are registered to the server, but to which the WorkSite Server is currently unable to connect The number of files downloaded in the last minute The number of files downloaded since the last time the server was started The number of files uploaded in the last minute The total number of files uploaded since the last time the server was started The number of file transactions (uploads or downloads) waiting to be processed (File Transfer Queue Size). Document Search Results Tab The Document Search Results tab display documents that have been found as the result of a document search. At the top of each Search Results tab is a short profile display area where additional profile information is displayed for the document that is selected in the table. 214 WorkSite Server Administrator s guide

The WorkSite Monitor Desktop Figure 99 Document Search Results tab Table 33 Status Icons Icon Indicates Checke- out Archived In Use (Busy) NOTE The Windows Explorer icon for the application is associated with the document type. It is displayed in the status column of the Search Results tab, when a document is not checked-out, busy, or archived. Customize View Select Options under the View menu to customize the profile fields that appear and the order in which they appear in the Search Results tab. See Setting Search Results Display Options on page 217. Document History Search Results Tab The Document History Search Results tab display the results of searches performed on the document history table. WorkSite Server Administrator s guide 215

Chapter 8: Using the Monitor Tool Figure 100 Document History Search Results tab To delete entries in the Document History tab, perform a search. Select the rows that you want to delete, and press the Delete key. Alternatively, you can right-click the selected rows and select Delete. Active Users Tab In the Servers WorkSpace window, click the Active Users icon to display all users who are logged into the WorkSite Server. An Active Users icon appears in each of the tabs for the WorkSite Servers that are registered with the WorkSite Monitor tool. You can also display the list of active users for a WorkSite Server by selecting Active Users from the Server menu or by typing Ctrl+U. When you select Active Users from the Server menu, the active users are displayed in an Active Users tab within the Results workspace window. Results Tab Right-click Menu Options To obtain information about the documents displayed on the Search Results or Document History Search Results tab: Right-click one or more selected documents in the Search Results or Document History Search Results tab. The right-click menu is displayed. 216 WorkSite Server Administrator s guide

The WorkSite Monitor Desktop Figure 101 Right-click menu in Search Results tab Select Document Information to display details of the WorkSite database that contains the document. This information includes the file server on which the document is stored, path information for the document, and the number and version information. Select Document Detail Information to display the current user s name, anticipated return date (if the document was checked-out), and the IP address of the user s PC. Select Delete Current Selected to delete a document in the displayed tab, or select a document, then press the Delete key. See Deleting Documents on page 227. Select Unlock Documents to release a document that is checked-out or in use, and make it available to other users. You can also select the document, and then press Ctrl+N. See Unlocking Documents on page 227. Select Refresh to update the current active tab in the WorkSite Monitor tool with the latest information from the database or WorkSite Server. Choose Select All to select all the rows in the Search Results tab. Sorting Search Result Tables To sort the rows displayed in any Search Results or Document History Search Results tab, click the column heading to sort the table. Click the column heading again to toggle from ascending to descending order. Searching in a Search Results Table To search for a specified search string in any Search Results or Document History Search Results tab, press Ctrl+F. You can also select Find from the Edit menu. The Find dialog box is displayed. See Using the Find Dialog on page 255. Setting Search Results Display Options The WorkSite Monitor tool allows you to customize the parameters that control the display of document search results. You can modify these options: WorkSite Server Administrator s guide 217

Chapter 8: Using the Monitor Tool The profile fields displayed in the Search Results tab The profile fields displayed in the short profile display area at the top of a Search Results tab when you select a row in the document grid The maximum number of documents or table entries to be displayed in a Search Results tab or any of the selection boxes The option to display all versions of a document or only the latest version The option to display custom field aliases or descriptions in Search Results tabs The changes made to these options are applied globally to all databases and servers to which the WorkSite Monitor tool is connected To change or reorder the profile fields: 1. Select Options from the View menu in WorkSite Monitor. 2. Click Fields Shown tab. Figure 102 Document Search Display, Fields Shown tab The profile fields displayed in the Search Results tab are shown in the Search Results list. The fields are listed in order of their appearance from left to right in a Search Results tab. The Profile Fields list contains all other profile fields that can be displayed in a Search Results tab. 3. To add a profile field, double click the profile name as it appears in the list view on the left. 4. To remove a profile field from those currently displayed in Search Results tab, double-click the profile name in the Search Results list. 218 WorkSite Server Administrator s guide

The WorkSite Monitor Desktop 5. To change the order in which profile fields appear in a Search Results tab, click any profile name in the Search Results list and drag it up or down in the list. 6. Click OK. To change the profile fields in the short profile display area: 1. Select a row in the Search Results tab: 2. Select Options from the View menu in WorkSite Monitor. 3. Click the Short Profile Display tab. The profile fields you select will display read-only values for a selected document in the Short Profile Display above the Search Results table. The fields displayed in this dialog box show the profile fields that are currently being displayed in the short profile display area of the Search Results tab. Figure 103 Document Search Display dialog box, Short Profile Display tab 4. Click the arrow next to any field to display a different profile field in that part of the short profile display area. 5. Click OK. To change the maximum number of search results to display: 1. Select Options from the View menu. 2. Click the Search Size tab. WorkSite Server Administrator s guide 219

Chapter 8: Using the Monitor Tool Figure 104 Document Search Display dialog box - Search Size tab 3. To set the maximum number of rows displayed in any Search Results tab or in the selection boxes, enter the number in the Maximum number of documents in Search Window entry field in the Search Size tab. 4. To change the length of time in seconds elapsed before the search times out, enter a number in the Server Time-out In Seconds field. The default is 500 seconds. Increase this number if your searches time out. 5. To display only the latest version of a document in the Search Results, select Latest Version Only. To display all versions that meet the search criteria, select All Versions. 6. To display the Description component of custom fields in any Search Results tab, select the Description field. 7. To display custom field aliases, select the Alias field. 8. To save your changes, click OK. To exit without saving your changes, click Cancel. Using Support Dialogs In the WorkSite Monitor tool, you can access the Selection dialog box and the Setup Additional Custom Fields dialog box in variety of ways. 220 WorkSite Server Administrator s guide

The WorkSite Monitor Desktop Selection Dialog Box (Lookup Tables) Selection dialog boxes are used to select profile field entries from lists of validated entries in the database tables. Selection dialog boxes are displayed when you use the browse button next to a profile field in one of the other WorkSite Monitor tool dialog box or when you press F2 while the cursor is in a profile field. A Selection dialog box is available for any profile field that has lookup data associated with it. These fields include the following: Table 34: Author Subclass Operator Custom 1 through 12 Type Custom 29 Class Custom 30 Wildcard Characters The percent (%) character is a wildcard character available when performing a search using the WorkSite Monitor tool. It functions as a multi-character wildcard character. Entering BAR% in the Author field, for instance, will match all entries that begin with BAR, such as BARBARA, BARB, BART, and BARTH. Setup Additional Custom Fields Dialog Box The Setup Additional Custom Fields dialog box can be accessed from the Document Search, Document History, Delete Documents (by selection), Relocate Document, and Bulk Edit Document Profiles dialog boxes. The Setup Additional Custom Fields dialog box is used to specify selection criteria based on the Custom fields not shown in all of the previously mentioned dialogs. In addition, it is used to specify substitution information for the Relocate Document and Bulk Edit Document Profiles dialog boxes. See Additional Custom Fields on page 172. Setting Up Custom Fields To setup custom fields in the Setup Additional Custom Fields dialog box: 1. Click Additional Fields in the parent dialog box. 2. Double-click the profile field for which you want to specify criteria. WorkSite Server Administrator s guide 221

Chapter 8: Using the Monitor Tool 3. Enter criteria in the corresponding Edit dialog box that is displayed. Lookup tables are available for custom fields 3 to 12. Use the browse button when entering criteria for these fields to select validated entries from a lookup table. 4. Click Update. 5. Click Close. Using WorkSite Monitor The following sections describe how to use the WorkSite Monitor: Searching for Documents on page 222 Searching the Document History on page 224 Printing Reports on page 226 Unlocking Documents on page 227 Deleting Documents on page 227 Relocating Documents between Databases on page 229 Bulk Profile Edit on page 237 Reassigning Documents by Author or Operator on page 239 Document Archiving on page 240 Restoring Archived Documents on page 248 Set Priority on page 254 Create a Custom Toolbar on page 254 Using the Find Dialog on page 255 Searching for Documents The WorkSite Monitor tool allows you to search for documents based on: Profile information Creation date and edit date Document status, for example, checked-out or busy (in use) 222 WorkSite Server Administrator s guide

Using WorkSite Monitor The WorkSite Monitor tool allows you to search for documents based on any field of profile information, including fields that do not appear on the Search Dialog box in the WorkSite Client. To search for documents: 1. Select a database and click the Document Searches icon in the Server WorkSpace window. 2. Press Ctrl+S or select Search from the Document menu. Alternatively, you can right-click the database icon or Document Searches icon and select Document Search. The Document Search dialog box is displayed. Figure 105 Document Search dialog box 3. Enter search criteria in the Document Search dialog box. Use the browse button to select validated entries from database lookup tables. 4. Click Additional Fields to enter criteria for custom fields not displayed in the Document Search dialog box. See Setup Additional Custom Fields Dialog Box on page 221. WorkSite Server Administrator s guide 223

Chapter 8: Using the Monitor Tool 5. To search for documents that are busy or checked-out, select the appropriate checkbox. 6. To name the search query for later use, enter a name in the Query Name field. If no name is entered in this field, the WorkSite Monitor tool assigns a default name to the search. 7. Click Search to display matches to your search. The search results are displayed on the Search Results tab. See Document Search Results Tab on page 214 Searching the Document History You can generate a document history report using the WorkSite Monitor tool. You can search the document history for specified criteria. The WorkSite Monitor tool allows you to use search criteria based on document actions that have been performed by users. Use the Document History Search dialog box to set search criteria. To generate a document history report: 1. In the Server WorkSpace window, select the database containing the document history you want to search. Alternatively, you can select the Document History Searches icon for the database. 2. Select History Search from the Document menu or press Ctrl+H. Alternatively, you can right-click the Database icon, then select Document History. 224 WorkSite Server Administrator s guide

Using WorkSite Monitor Figure 106 Document History dialog box 3. Select the activities that you would like to search in the document history table. To search only for instances of such activities that were performed by particular users, enter those user names in the User field. Use the database users. browse button to select from a table of validated 4. Enter document profile criteria to narrow the scope of the search to include activities only performed on specified documents. To enter criteria for custom fields not displayed in the Document History dialog box, click Additional Fields. See Setup Additional Custom Fields Dialog Box on page 221. 5. Select a date or a date range to display activities performed during a specified period. 6. Click Search. The search results are displayed in a separate Document History Search Results tab. See Document History Search Results Tab on page 215. WorkSite Server Administrator s guide 225

Chapter 8: Using the Monitor Tool Deleting Entries in the Document History Table To delete entries in the document history table: 1. Perform a search of the document history table specifying the selection criteria used to delete entries. The search results are displayed. 2. Select the entries that you want to delete, and click Delete key. Alternatively, you can right-click the selected entries and select Delete. Redisplaying Search Parameters To redisplay the parameters used to display a specific search results, right-click the icon for the search in the Server WorkSpace window. Select Show Search Parameters. You can perform this task for document searches and document history searches. Printing Reports From the WorkSite Monitor tool, you can print document history reports, search results, lists of active users, and tables of server statistics. To print reports or lists: 1. On the tab that you want to print, select Print from the File menu. You can also press Ctrl+P. The Print dialog box is displayed. 2. Enter the details and click OK. Setting Printer Options To set printer options, select Print Setup from the File menu. A standard Windows Print Setup dialog box is displayed. Print Preview The WorkSite Monitor tool includes a preview option for the Document History Reports, Server Statistics, and Search Result tabs. To preview a printout, select Print Preview from the File menu on the window that you want to print. A Print Preview window appears. From the Print Preview window, you can: Scan through the pages of your printout using the Next Page and Prev Page buttons. 226 WorkSite Server Administrator s guide

Using WorkSite Monitor Toggle between single page and two page display using the One Page and Two Page buttons. Increase or decrease the display scale using the Zoom In and Zoom Out buttons. Close the Print Preview window by clicking Close. Print the previewed window by clicking Print. Unlocking Documents From the WorkSite Monitor tool, you can unlock documents that are currently marked as checked-out or busy in the database. Releasing a document unlocks the document in the database and allows other users to open, edit, or check out the document. If a user release or unlocks a document in use by another user, it must be checked into the database under a different version. For example, a second user may have checked-out or have been editing the document. The release function is intended for unlocking documents that have been erroneously marked as in use or checked-out as a result of a network failure. This function is identical to the unlock option available in the WorkSite Network Client. To release a document in the database: 1. Select the documents that you want to release in a search results window. 2. Select Unlock Documents from the right-click menu, or press Ctrl+N. A confirm request message box appears. 3. Click OK. NOTE The WorkSite Administrator must enable the option to release or delete documents in the database based on user roles. Deleting Documents You can delete documents from within the WorkSite Monitor tool: Select the documents to be deleted from the tab in the Search Results window. From the Document menu, select Delete and then Current Selected. WorkSite Server Administrator s guide 227

Chapter 8: Using the Monitor Tool You can specify document profile information to search for and select documents for deletion in a database. The keyboard shortcut for deleting the selected document in the Search Results window is the Delete key. To delete documents by search criteria: 1. From the Document menu select Delete and then By Selection. The Delete Document dialog box is displayed. Figure 107 Delete Documents dialog box 2. Enter the search criteria in the Delete Documents dialog box. 3. (Optional) Click Additional Fields to enter criteria for additional profile fields not shown in the dialog box. The Setup Additional Custom Fields dialog box is displayed. See Setup Additional Custom Fields Dialog Box on page 221. 4. Click Start to count the number of documents selected for deletion. The Deleting Documents dialog box is displayed. 5. Click Start to initiate the document deletion process. The Deleting Documents dialog box displays statistics on the progress of document deletion process. 228 WorkSite Server Administrator s guide

Using WorkSite Monitor Figure 108 Deleting Documents dialog box 6. To abort the deletion, click Abort. If you click Abort, a message box asks you to confirm your selection. Click OK in the message box. To continue with the deletion process, click Cancel. When the deletion process is finished, a message box is displayed informing you of the success of the deletion process. 7. Click OK. Relocating Documents between Databases You can use the WorkSite Monitor tool to relocate documents from one WorkSite database to another. Databases can be located on different WorkSite Servers or on the same server. Documents cannot be relocated while they are checked-out, locked or archived. Documents can either be relocated or only copied from one database to another. Document Selection Criteria Documents can be selected for migration based on any combination of profile fields. The following profile fields are available for direct access in the Source section of the Relocate Documents dialog box: Table 35: Number Type Custom 1 WorkSite Server Administrator s guide 229

Chapter 8: Using the Monitor Tool Table 35: Version Class Custom 2 Description Subclass Custom 29 Author Edit Date Custom 30 Operator Create Date Last User to Edit Document You can access the remaining profile fields by clicking on the Additional Fields button. It is located in the Source section of the Relocate Documents dialog box. the Setup Additional Custom Fields dialog box is displayed. See Setup Additional Custom Fields Dialog Box on page 221. Profile Field Substitutions Entries in profile fields on the source database must be valid entries in the lookup tables on the destination database, or substitutions must be provided. If a document is being migrated, and its profile record contains an entry in a profile field that is validated against the lookup tables on the database, then the table on the destination database must contain that entry or a valid substitute that is listed in that table on the destination database must be provided. If the table on the destination database does not contain that entry, and no valid substitution is provided for that profile field, then the document will not be migrated. This is the most common cause of migration failure. Profile field substitutions make it possible to reclassify or reassign documents to different authors or operators while they are being relocated between databases. When a substitution is entered in a profile field, the substituted value is entered in that profile field for all documents being migrated. For instance, if a substitute author is specified, all documents relocated during the migration will be reassigned to that author, regardless of who the original author was or whether the Author field used to select documents for migration was valid. Substitutions can be provided for any profile field. The following profile fields are available for direct access in the Destination section of the Relocate Documents dialog box: Table 36 Description Author Operator Class Subclass Custom1 Custom2 Custom29 Custom30 230 WorkSite Server Administrator s guide

Using WorkSite Monitor The remaining profile fields are accessed by clicking on the Additional Fields button in the Destination section of the Relocate Documents dialog box. The Setup Additional Custom Fields dialog box is displayed. See Setup Additional Custom Fields Dialog Box on page 221. Document Security While migrating documents, you have the option of migrating existing security settings with the documents or assigning new settings to all of the documents being relocated. If you choose to assign a new security setting to all migrated documents, the security setting can assign default security dynamically based on the document s class or subclass. You can also select a uniform default security setting to be applied to all of the migrated documents. When assigning a new security setting to all of the documents, you can also create a user and group access control list that will be applied to all of the documents during the migration. If you choose to migrate existing security settings with the documents, documents will be migrated even if there are users or groups listed in the ACL lists who are not valid users or groups on the destination database. If the WorkSite Monitor tool encounters any users or groups listed in the ACL lists who are not valid users or groups on the destination database, those users or groups will be removed from the access control lists before inserting the documents in the destination database. The access control lists on the source database will remain unchanged if documents are only being copied (not relocated) between databases. Relocating Documents To relocate documents: 1. Select Relocate from the Documents menu or press Ctrl+L. The Relocate Documents dialog box is displayed. 2. Select the Source Database and Destination Database on the Relocate Documents dialog box. These databases can be located on the same or different WorkSite Servers. WorkSite Server Administrator s guide 231

Chapter 8: Using the Monitor Tool Figure 109 Relocate Documents dialog box 3. If you want to delete the documents after they are successfully relocated, select the Move Documents check box. Documents that were not relocated successfully during the migration will not be deleted in the source database. 4. Enter selection criteria in the profile fields of the Relocate Documents dialog box. These values are used to search the source database and select documents for migration. 5. Use the browse button to select search criteria from tables of validated entries. Only one entry per profile field can be specified as search criteria. NOTE When multiple entries in a single profile field are necessary, multiple migrations should be performed. 232 WorkSite Server Administrator s guide

Using WorkSite Monitor 6. If your selection criterion requires additional profile fields that are not shown in the Source section of the Relocate Documents dialog box, click the Additional Fields button in the Source section of the Relocate Documents dialog box. The Setup Additional Custom Fields dialog box is displayed. See Setup Additional Custom Fields Dialog Box on page 221. 7. Enter profile field substitutions in the fields listed in the dialog box. All fields shown except the Description field must be valid entries in the lookup tables on the destination database. NOTE If any entry exists in a profile field among the documents being migrated that is not a valid entry in the lookup tables on the destination database and a substitute valid entry is not provided and then that document will not be relocated. 8. If you require substitutions of additional profile fields that are not shown in the Destination section of the Relocate Documents dialog box, click the Additional Fields button in the Destination section of the Relocate Documents dialog box. The Setup Additional Custom Fields dialog box is displayed. See Setup Additional Custom Fields Dialog Box on page 221. 9. If you want to migrate document security settings with the documents, make sure the Use Existing Security check box is selected. To create uniform access control lists for the documents or assign new default security setting(s), clear the check box and click Change Security. 10. To retain the same document and version numbers during the relocate or copy operation, select the Use Same Number and Version as the Source check box. NOTE If you select Use Same Number and Version as the Source and a document already exists in the target database with the same number and version as one of the documents selected for relocation and then the relocate operation will fail for that document. 11. Click Start to obtain a count of the documents selected for migration. If the documents are all in order, then the document count is displayed. If any documents are busy or checked-out, a Monitor Question is displayed. Click OK to continue with the relocation; however, the checked-out documents will not be relocated. Click Cancel to change the status of these documents and proceed with the relocation. WorkSite Server Administrator s guide 233

Chapter 8: Using the Monitor Tool 12. Click OK to continue, or Cancel to return to the Relocate Documents dialog box. The Relocate Documents dialog box is displayed. Figure 110 Relocate Documents dialog box 13. Click Start to begin the migration. 14. While documents are being migrated, you can click View Log to view the migration log file. Documents will continue to be migrated while the log file is being viewed. 15. To abort the migration process, click Abort. When you click Abort, the WorkSite Monitor tool asks you if you want to abort the migration process. Click OK to abort, or Cancel to continue the migration. 16. If you abort the migration process, the WorkSite Monitor tool asks you if you want to rollback documents relocated during the migration process. Click OK to rollback documents that were already relocated, or Cancel to leave the migration partially completed. 234 WorkSite Server Administrator s guide

Using WorkSite Monitor If the Move Documents option was selected (as opposed to merely copying documents from one database to the other and leaving the source documents intact), those documents that were relocated will be deleted from the source database when you click Cancel in this message box. 17. When the migration process is complete, an information message box is displayed. Click OK. 18. Before you exit the Relocate Documents dialog box, you have the option of viewing the log file or rolling back all documents relocated during the migration. Click View Log to view the log file for the migration. Click Rollback to delete all relocated documents from the destination database. Documents in the source database that failed to migrate or that were rolled back will remain unchanged in the source database. 19. Click Close to exit the Relocate Documents dialog box. If the Move Documents option was originally selected and you did not use the Rollback option and then the documents in the source database will be deleted when you click Close. Documents in the source database remain unchanged if the Move Documents option was not selected or if you use the Rollback function. Changing Document Security While you are relocating documents between databases, you have the option of retaining existing security settings or reassigning new security settings to documents. If you choose to retain existing security settings, any users or groups listed in the access control lists who are not valid users or groups on the destination database will be removed from the access control lists for the copy of the document stored on the destination database. To retain existing security settings, make sure that the Use Existing Security check box is selected in the Relocate Documents dialog box. When you are assigning new security settings to documents during relocation, you can choose to assign new default security settings to each of the documents based on the documents class/ subclass classifications. You can also assign the same default security setting to all of the documents being relocated. Table 37 lists the options available for changing security settings. Table 37 Options Available for Changing Security Settings Use existing default security settings and existing access control lists Assign default security according to document class or subclass. Assign the same access control lists to all documents Assign the same default security and access control lists to all documents WorkSite Server Administrator s guide 235

Chapter 8: Using the Monitor Tool To assign new security settings while relocating documents between databases: 1. On the Relocate Documents dialog box, clear the Use Existing Security check box. 2. Click Change Security. The Security Assignment dialog box is displayed. The Available Groups/ Users column lists the valid users and groups on the destination database. The Security Assignment column lists the users and groups who will be assigned explicit privileges. Figure 111 Security Assignment dialog box 3. To assign access privileges to specific users and groups, select those users and groups in the Available Groups/ Users column and click Add. 4. To remove users or groups from the access control list, select those users or groups and then click Remove. Click OK in the message box to confirm the change. 5. To change the level of access assigned to users or groups listed in the access control list, highlight those users or groups, select the desired level of access from the Security Type list, and click Change. Click OK in the message box to confirm the change. 236 WorkSite Server Administrator s guide

Using WorkSite Monitor 6. Select a default security setting to apply to all of the documents in the Default Security list, or select the Use Class/Subclass Security check box to assign default security to each of the documents based on its class or subclass. If the Use Class/Subclass Security check box is selected and the subclass field in the document s profile contains a value, the document s default security setting is selected from the document s subclass. When there is no subclass assigned for a document, then the document s default security is taken from the document class. 7. Click OK to close the Security Assignment dialog box and return to the Relocate Documents dialog box. Bulk Profile Edit The Bulk Profile Edit function provides a method to make bulk edits to document profiles. This function is the same as the Relocate Documents function, except that the source and destination servers and databases are the same. Figure 112 illustrates the Bulk Edit Document Profiles dialog box. WorkSite Server Administrator s guide 237

Chapter 8: Using the Monitor Tool Figure 112 Bulk Edit Document Profiles dialog box Because the source and destination are the same in the Bulk Edit Document Profiles dialog box, the only problems that can occur when substituting values in the validated profile fields is if an invalid value is typed directly into the text field for a validated profile field. In this case the bulk profile edit will fail. This dialog box functions the same way as the Relocate Documents dialog box. See Relocating Documents between Databases on page 229. 238 WorkSite Server Administrator s guide

Using WorkSite Monitor Reassigning Documents by Author or Operator With the WorkSite Monitor tool, you can reassign documents to a different author or different operator. The reassign command, reassigns all documents in that database that are attributed to that author or operator to the new author or operator. 1. Select Reassign from the Documents menu. 2. Select either By Author or By Operator. The Reassign Document by Author or Operator dialog box is displayed. If you select By Author, the WorkSite Monitor tool replaces a particular user name with another designated user name every time it appears in the Author field in a document s profile record. If you select By Operator, the WorkSite Monitor tool replaces every instance of a particular user s name in the Operator field with a different, replacement user name. Figure 113 Reassign Documents by Operator dialog box 3. Select a server from the Server Name list. 4. Select a database from the Database Name list. 5. Use the browse button next to the From field to select the user name that will be replaced each time it appears in the Author or Operator field. 6. Use the browse button next to the To field to select the replacement user name that should be inserted in the Author or Operator field. This username replaces the existing name in the author or operator field. 7. Click Start to search for documents to reassign. 8. If documents are found, a message box is displayed indicating the number of documents selected for reassignment. Click OK.The Reassigning Documents dialog box is displayed. WorkSite Server Administrator s guide 239

Chapter 8: Using the Monitor Tool 9. Click Start to begin the reassignment process. Figure 114 Reassigning Documents dialog box NOTE The reassignment process does not provide a rollback option. After documents are reassigned, you will not be able to undo changes automatically. You can reassign the documents again to restore them. 10. While documents are being reassigned, you can stop the reassignment process by clicking Abort. If you click Abort, the WorkSite Monitor tool asks you whether you want to stop or proceed with the reassignment. Click OK to stop the reassignment process. Click Cancel to continue with the reassignment process. 11. When the reassignment process is finished, click Close to return to the Reassign Documents to Author or Operator dialog box. Click Cancel to close this dialog box. Document Archiving Documents can be archived and restored from within the WorkSite Monitor tool. When documents are archived, the WorkSite Monitor tool copies the selected documents to an archive location and marks the documents as archived in the database. Archived documents are stored collectively in archive sets. Document profile information for the archived documents is not deleted from the database. The actual documents themselves are deleted from the file server to free up storage space. 240 WorkSite Server Administrator s guide

Using WorkSite Monitor Archive Devices Documents can be archived to any device on the network with a UNC path. The archive device can be an actual disk drive, a removable hard-disk drive, a tape drive, an optical disk drive, or any other archival storage device. The device can be permanent or removable. If the device is a mapped drive, the drive should be mapped on the WorkSite Server. Document Restoration Documents can be restored selectively or collectively from within the WorkSite Monitor tool. Users can also restore archived documents automatically using the WorkSite Network client only if the WorkSite Server can access the archive set that contains the documents. If users request an archived documents that is contained in an archive set that cannot be accessed by the WorkSite Server, then the restore request is recorded in the database. It is up to the administrator or database librarian to restore archived documents that have been requested by users. Archiving Process The archiving process is done in two steps. Marking documents for archiving Archiving the marked documents Marking Documents for Archiving Documents are selected and marked for archiving based on any of the following criteria: Specified document profile information Date the document was last edited Document classified as expired. See Expired Documents on page 242. Documents that meet the specified search criteria are flagged for archiving in the database. They are flagged for archiving remain flagged until they are archived, or until they are specifically unmarked using the WorkSite Monitor tool. You can unmark documents for archiving in the WorkSite Monitor tool by viewing the list of all documents currently marked for archiving and selecting individual documents to unmark from the list. Documents marked for archiving remain fully available to users until archived. If multiple searches are performed to select and mark documents for archiving, these searches act cumulatively to add marked documents to the list. WorkSite Server Administrator s guide 241

Chapter 8: Using the Monitor Tool Expired Documents Each document class and subclass has a specified period of days called a retention period. During third time, the document remains in the database, even if it has not been edited or accessed. A document expire, when it has not been accessed for a period of days greater than the retention period specified for its class or subclass. If the document is classified with a subclass, then the retention period specified for that document s subclass is used to determine whether or not the document is expired. If there is no subclass specified for a document, then the retention period specified for that document s class is used. Expired documents are not automatically marked for archiving. You must search for expired documents in the database and mark them for archiving. To search for documents to mark for archiving: 1. Select a database in the Server WorkSpace window 2. Press Ctrl+M, or select Archive and then Mark from the Documents menu. The Mark Documents for Archiving dialog box is displayed. 242 WorkSite Server Administrator s guide

Using WorkSite Monitor Figure 115 Mark Documents for Archiving dialog box 3. In the profile fields, enter the criteria used to select documents for archiving. Use the browse button to choose criteria from the database lookup tables. 4. Click Additional Fields to enter criteria in additional profile fields not displayed in the dialog box. The Setup Additional Custom Fields dialog box is displayed. See Setup Additional Custom Fields Dialog Box on page 221. 5. Select the Expired Documents check box to search for and mark documents that have expired. See Expired Documents on page 242. 6. Click Mark to search for all documents that meet the specified search criteria and mark those documents for archiving. A message box indicates the number of documents that meet the search criteria. The search results includes documents that meet this criteria and are already marked. 7. Click OK in the message box to mark the selected documents for archiving; click Cancel to cancel the request. WorkSite Server Administrator s guide 243

Chapter 8: Using the Monitor Tool From the Mark Documents for Archiving dialog box, you can also unmark documents that meet specified search criteria or view the list of all documents currently marked for archiving and selectively unmark documents in the list. Unmarking Documents for Archiving You can select documents that you want to unmark from a list of currently marked documents. You can also search for and unmark all documents that meet a specified criteria. To unmark documents based on search criteria: 1. Select a database in the Server WorkSpace window. 2. Press Ctrl+M, or select Archive and then Mark from the Documents menu. The Mark Documents for Archiving dialog box is displayed. See Figure 115. 3. In the profile fields, enter criteria that should be used to select documents for unmarking. Use the browse button to choose criteria from the database lookup tables. 4. Click Additional Fields to enter criteria in additional profile fields not shown in the dialog box. The Setup Additional Custom Fields dialog box is displayed. See Setup Additional Custom Fields Dialog Box on page 221. 5. Click Unmark to unmark documents that meet the selection criteria. The message box displays the number of marked documents that meet the selection criteria. 6. Click OK to unmark the selected documents, or click Cancel. After all selected documents are unmarked in the database, a message box appears reporting on the success of the unmark operation. 7. Click OK to close the message box. To select documents for unmarking: 1. Select the database in the Server WorkSpace window. 2. Press Ctrl+C or Ctrl+M to display the Archive Documents or the Mark Documents for Archiving dialog box. Alternatively, you can select Archive from the Documents menu, and then either Archive or Mark. 3. Click View. A list marked documents is displayed in the Documents Marked for Archiving dialog box. 244 WorkSite Server Administrator s guide

Using WorkSite Monitor Figure 116 Documents Marked for Archiving dialog box 4. To unmark a document for archiving, clear the check box that appears next to the document number in the table. To remark a document, click on the empty box icon. Alternatively, you can mark and unmark documents by selecting a document and then clicking the spacebar. Double-click a row in the table to toggle the marked or unmarked status of that document. NOTE You must click the Save & Refresh or Save & Close button to change the status of documents on the Documents Marked for Archiving dialog box. If you click Cancel, the changes that you made are not saved to the database, including those made by the Undo command. 5. Click Save & Refresh to save your changes and refresh the display to show only those documents that remain marked for archiving. 6. Click Undo to restore the display to its original state. The changes made through multiple Save & Refresh commands are canceled by clicking Undo. WorkSite Server Administrator s guide 245

Chapter 8: Using the Monitor Tool NOTE Changes that have been saved to the database are undone on your display only, until you click Save & Refresh or Save & Close buttons. 7. Click Save & Close to save the current marked or unmarked status of documents and close the dialog box. 8. Click Cancel to close the dialog box without saving the current status of documents. Changes you made since the last time you saved the current status of documents are not preserved when you click Cancel. Viewing Marked Documents To view marked documents: 1. Select the database in the Server WorkSpace window. 2. Press Ctrl+C or Ctrl+M to display the Archive Documents or the Mark Documents for Archiving dialog box. Alternatively, you can select Archive from the Documents menu, and then either Archive or Mark. 3. Click View. A list of all documents currently marked for archiving is displayed in the Documents Marked for Archiving dialog box. This dialog box can be used to selectively mark or unmark documents for archiving. Archiving After you have marked documents, you can archive them by selecting Archive, and then Archive from the Documents menu. To archive all marked documents: 1. Select the database in the Server WorkSpace window. 2. Press Ctrl+C, or select Archive and then Archive from the Documents menu. The Archive Documents dialog box is displayed. 3. Use the browse button next to the Operator field to identify the user who is creating the archive set. 246 WorkSite Server Administrator s guide

Using WorkSite Monitor Figure 117 Archive Documents dialog box 4. Locate the Date field. To select a new date, click the arrow and select a date from a calendar. The current date is selected by default. 5. For Path field, use the browse button next to select a storage location for the archive set. Documents can be archived to any device on the network with a UNC path. See Archive Devices on page 241. 6. Enter a description of the archive in the Comments field. To enter a carriage return in the Comments field, press Ctrl+Enter. To insert a horizontal tab in the Comments field, press Ctrl+Tab. 7. Click View to view a list of the documents marked for archiving or to remove individual documents from the list of those selected for archiving. (See Unmarking Documents for Archiving on page 244.) 8. Click Start. The number of documents currently selected for archiving is displayed. 9. Click Yes. The Archiving Documents dialog box is displayed. WorkSite Server Administrator s guide 247

Chapter 8: Using the Monitor Tool Figure 118 Archiving Documents status box 10. Click Start to begin the archiving process. The status of the archiving process is displayed in the Archiving Documents dialog box. 11. If necessary, click Abort to stop the archiving process. You have the following options: NOTE If you click Abort button, a message box appears asking you if you want to discontinue the archiving process. Click OK to abort the process or Cancel to continue archiving. If you abort the archiving process, you can still continue archiving documents, as long as you do not close the Archiving Documents dialog box. Click Start to continue archiving the remaining documents marked for archiving in the database. The documents will continue to be added to the same archive set. In the Archiving Documents dialog box, a message displays indicating when the archiving process is finished. 12. Click Close. Restoring Archived Documents The WorkSite Monitor tool can be used to restore archived documents. When you restore archived documents, the documents are copied from the archive location to the file server. They are marked as available in the database. Individual archived documents or archive sets can be restored by user request. Users can restore documents themselves from the WorkSite Network client, if the archive set that contains the 248 WorkSite Server Administrator s guide

Using WorkSite Monitor document is available to the WorkSite Server. If the archive set is unavailable, a user request is generated and can be viewed with the Monitor tool. Restoring Archived Documents from User Requests To restore archived documents from user requests: 1. Select the database name in the Server WorkSpace window. 2. Press Ctrl+Q to display the Restore Document Requests dialog box. The Restore Document Requests dialog box displays a list of documents that have been requested for restoration. You can also display this dialog box by selecting Archive from the Documents menu, then Restore, and then User Requests. Figure 119 Restore Document Requests dialog box. 3. Click Find to search the list for a specified search string. 4. To view a list of users who have requested restoration of a document in the Restore Document Requests dialog box, select that document, and click Requested By. 5. To delete one or more restore requests from the list, select those requests, then click Delete. To confirm the delete, click OK. 6. To restore selected documents in the list, select those documents, then click Restore. A message will be displayed after the documents are restored successfully. WorkSite Server Administrator s guide 249

Chapter 8: Using the Monitor Tool NOTE Confirm that the archive set used to restore documents is available to the WorkSite Server. User requests are generated only when the WorkSite Server was unable to locate the archive set that contained the document when the user requested it. Otherwise, the document would have been restored automatically. If you attempt to restore documents from an archive set that is not available to the WorkSite Server, you will receive an error message. 7. When finished restoring documents from user requests, click Close. Figure 120 The Document Request List dialog box Restoring Archived Documents from Archive Sets You can restore individual documents or entire archive sets. 1. Select the database from which you want to restore documents in the Server WorkSpace window. 2. Press Ctrl+R to display the Restore Archived Documents dialog box. The Restore Archived Documents dialog box displays a list of all archive sets that have been created. 250 WorkSite Server Administrator s guide

Using WorkSite Monitor Figure 121 Restore Archived Documents dialog box NOTE The Restore Archived Documents dialog box can also be displayed by selecting Archive from the Documents menu, then Restore, and then From Archive Set from the menus that appear. 3. Click Find to search the list for a specified search string. 4. To view a list of documents contained in an archive set before restoring, highlight the archive set, then click View. When finished viewing, click Close to return to the Restore Archived Documents dialog box. 5. To restore an entire archive set, select the archive set in the Restore Archived Documents dialog box, and click Restore. A message box displays the number of documents contained in the archive set that have not been restored. 6. Click OK to continue the restoration procedure. The Restore Documents in Archive Set dialog box is displayed. WorkSite Server Administrator s guide 251

Chapter 8: Using the Monitor Tool Figure 122 Restore Documents in Archive Set dialog box 7. In the Restore Documents in Archive Set dialog box, click Start to begin restoring documents. 8. If necessary, click Abort to interrupt the restoration process. You have the following options: A message box will be displayed asking you if you want to abort the process. To abort, click OK. To continue restoring documents, click Cancel. After you abort the restore process, you can still choose to continue restoring documents in the archive set. Click Start again in the Restore Documents in Archive Set dialog box. 9. In the Restore Documents in Archive Set dialog box, click Close when the WorkSite Monitor tool is finished. 10. If you want to delete the archive set, now that you have restored all of the documents contained in it, select the archive set and then click Delete. Click OK in the message box that is displayed. 11. If you are finished restoring documents from archive sets, click Close. To restore individual documents from an archive set: 1. Select the database from which you want to restore documents in the Server WorkSpace window. 2. Press Ctrl+R to display the Restore Archived Documents dialog box. The Restore Archived Documents dialog box displays a list of all archive sets that have been created. You can also select Archive from the Documents menu, then Restore, and then From Archive Set from the menus that appear. 3. Click Find to search the list for a specified search string. 252 WorkSite Server Administrator s guide

Using WorkSite Monitor 4. Select the archive set that contains the document(s) that you want to restore, then click View. The Restore Documents from Archive Set dialog box is displayed. Figure 123 Restore Documents from Archive Set dialog box The Restore Documents from Archive Set dialog box displays the documents included in the archive set. They are listed by document and version number. This window also indicates whether the document has already been restored by displaying Y in the Restored column. 5. If the list of documents is very long, click Find to search through the list for a specified search string. 6. Select the document(s) that you want to restore, then click Restore. 7. If the document(s) are restored successfully, then the status of the documents in the Restored column will change from N to Y. 8. If you are finished restoring documents from this archive set, click Close. 9. If all documents from that archive set have been restored, you can delete the archive set by selecting it in the Restore Archived Documents dialog box, then clicking Delete. WorkSite Server Administrator s guide 253

Chapter 8: Using the Monitor Tool 10. When you are finished restoring documents from archive sets, click Close. Set Priority The Set Priority option in the WorkSite Monitor tool sets the frequency with which the WorkSite Monitor tool sends queries. These queries are sent to each of the WorkSite Servers registered to update the information displayed in the Statistics tab. The options available are Paused, Low, Normal, and High. The frequency with which the Statistics tab is updated depends on the frequency with which queries are sent and the speed with which the WorkSite Servers are able to respond to these queries. To change the frequency of queries sent to the WorkSite Servers: 1. Click the Statistics tab or select Statistics from the Window menu. 2. Select Set Priority from the View menu and then select one of the options: High, Normal, Low, or Paused. Alternatively, right-click the Statistics tab to display the menu. Table 38 Setting the Frequency with which the Statistics window is updated Priority Paused Low Normal High Frequency with which queries are sent to the WorkSite Server(s) No queries sent Once a minute Once every 10-15 seconds Once a second Create a Custom Toolbar You can create custom tool or menu bars in the WorkSite Monitor tool. 1. Select Customize from the View menu. 2. Click the Toolbars tab. 3. Click New and enter a name for the new toolbar in the New Toolbar dialog box. A new toolbar appears in the WorkSite Monitor main window. 4. Click the Commands tab in the Customize dialog box to display the Commands tabular window. 5. Drag and drop menu options or toolbar buttons into your new toolbar. 6. Click OK to close the Customize dialog box. 254 WorkSite Server Administrator s guide

Using WorkSite Monitor Log Files The WorkSite Monitor tool has log file called Monitor.Log. It is stored in the installation path for WorkSite. When relocating documents between databases, detailed information about the migration is stored in an additional log file named Relocate + the User ID of the user who performed the migration plus the extension,.log. This file is stored in the installation path for WorkSite. It includes information the following information: Source and destination database names Criteria used to select documents for migration Numbers and version information for documents that failed to migrate Additional error information For example, a user named Gail performs a relocate documents procedure. A log file called Relocategail.Log is created. Using the Find Dialog When a Find button appears in any of the dialog boxes that are available in WorkSite Monitor, you can search through the list of displayed items for a specified search string using the Find dialog box. 1. Click Find in any of the WorkSite Monitor tool s dialog boxes or click Find from the Edit menu. The Find dialog box is displayed. Figure 124 Find dialog box WorkSite Server Administrator s guide 255

Chapter 8: Using the Monitor Tool To use the Find dialog box: 1. Enter the string for which you would like to search in the list in the Search String field. 2. Select the column in which you would like to search from the In Column list. 3. If you select the Match Whole Word check box, the WorkSite Monitor tool does not find matches to your search string that are parts of other words. 4. If you select the Match Case check box, the WorkSite Monitor tool performs a case-sensitive search. By default, the WorkSite Monitor tool ignores case when searching for a string. 5. Use the Forward and Backward radio buttons to select the direction for the search from the current cursor position. 6. Click Find Next, after entering the information. 256 WorkSite Server Administrator s guide

Chapter 9 Configuring the Rules Engine Overview With the Rules Engine, you can set up conditions where an event in the document management system triggers an e-mail notification. Notification rules can be configured for both documents and folders. The WorkSite Server logs events, such as those for document history. The Rules Engine uses a table in the database to specify the events and documents or folders that have rules associated with them. The Rules Engine scans the event log and compares the events with the Rules Engine table. If the Rules Engine finds a match for an event in a document or folder with a rule in the table, the Rules Engine starts a process to follow the rule. Requirements The Rules Engine Service must have administrative privileges on the machine where it is installed and must have permission to log on as a service. The Rules Engine uses SMTP to send e-mail notifications. Windows Messaging uses the currently configured e-mail client, such as Outlook, Lotus Notes, or Groupwise. The Rules Engine startup ID and the system login ID must be the same. The e-mail user ID can be different. The e-mail notifications are sent under the auspices of the e-mail account of the user who created the rule. For example, a user creates a rule on a folder (from WorkSite Web client 4.0) that says: Send an e-mail to everybody on the page when anyone uploads a document to this folder. When any user uploads a document to the folder, the Rules Engine sends an e-mail to everyone on the page as the user that created the rule. WorkSite Server Administrator s guide 257

Chapter 9: Configuring the Rules Engine The user's e-mail address comes from the user table in the WorkSite Server. If the user s e-mail address is blank, then when that user creates the rule on the folder, the Sent From e-mail address for the rule will be set to the default e-mail address specified in Administrative options (Options.xml). Preparing for the Rules Engine Server Installation the process for preparing and installing a dedicated Rules Engine Server is similar to the setup of the WorkSite Server. The steps required are outlined here: 1. Log into the Rules Engine Server using the Windows user account that will be used by Rules Engine Service. 2. Install the SQL Client on the Rules Engine Server. 3. Configure TCP/IP using SQL Client Network Utility. 4. Create an ODBC System DSN for the SQL Database. 5. Test connectivity. 6. Install WorkSite Server. Refer to Chapter 1 of the WorkSite Server Installation Guide for detailed instructions. Installing Rules Engine The Rules Engine is an optional service which is included with the WorkSite Server. After completing the WorkSite Server installation, the WorkSite Service Add/Remove dialog is displayed, as shown in Figure 125: 258 WorkSite Server Administrator s guide

Installing Rules Engine Figure 125 WorkSite Service Add/Remove 1. Select the Rules Engine service in the left column and click Add to move it to the Installed column. The Rules Engine Startup dialog opens, as shown in Figure 126. WorkSite Server Administrator s guide 259

Chapter 9: Configuring the Rules Engine Figure 126 Rules Engine Startup Dialog 2. In the Logon section, enter a Username (Logon ID) and Password for the Windows User Account that will be used to run this service. 3. In the Startup Type section, select one of the following options to determine how the service will be started: Automatic the service starts automatically on system boot/reboot. Manual the service must be started manually using the WorkSite Service Manager tool. 4. Click OK. A dialog opens with an informational message: Granted Service logon privilege to account. 5. Click OK to return to the WorkSite Service Add/Remove dialog. 6. Click Exit. NOTE WorkSite services can be uninstalled or reinstalled later by running the imsvrins.exe program located by default at C:\Program Files\Autonomy\WorkSite\Server\. 260 WorkSite Server Administrator s guide

Configuring Rules Engine Service Properties Configuring Rules Engine Service Properties You must set up the Rules Engine service properties before using the service. There are four areas that you need to set up for Rules Engine. Configuring Rules Engine Database Properties Configuring Rules Engine Service File Server Properties Configuring Rules Engine Service Properties Configuring Rules Engine Database Properties You can connect each Rules Engine Server to multiple WorkSite Databases. If multiple services are running on the same machine, the different WorkSite service programs can connect to different sets of databases. To select the databases to which the WorkSite Server should connect: 1. Start the WorkSite Service Manager: From the Windows Start menu, select All Programs, then Autonomy, then click imanage Service Manager. 2. Select the Rules Engine Service from the list of available services. 3. From the Properties menu, select Databases Setup. Figure 127 Database Setup dialog box 4. Click Add to define a database connection for the Rules Engine Service. WorkSite Server Administrator s guide 261

Chapter 9: Configuring the Rules Engine Figure 128 Database Properties Dialog 5. Enter or select the desired database plus Logon ID and Password. Click OK. Configuring Rules Engine Service File Server Properties The WorkSite Server must be able to connect to the file servers on which the actual documents in the database are stored. To configure connections between the Rules Engine service and the document file servers: 1. In the WorkSite Service Manager window, select the Rules Engine Service. 2. From the Properties menu, select File Server Setup. The File Server Connections dialog opens. Figure 129 File Server Connections Dialog, NetWare tab 3. Click the Microsoft Windows Operating System tab. 262 WorkSite Server Administrator s guide

Configuring Rules Engine Service Properties Figure 130 File Server Connections Dialog, Microsoft Windows Tab By default, the Rules Engine Service uses the Windows account used to log in, to try to gain access to the file server. In this dialog box, you can specify an alternative account to use, in case the Rules Engine Service is unable to log into the file server using its service logon account. Whether or not an alternative account is specified, Rules Engine Service always uses the Service Logon account first, to try to gain access to any Windows file server. Figure 131 File Server Connections Dialog, Microsoft Windows tab 4. If any of your File Servers are Novell Bindery or Novell NDS, click the NetWare tab and enter the Novell NetWare login account and password to be used by the Rules Engine Service to log into all file servers that are Novell NetWare. You created this account when you set up the File Server in File Server Setup on page 28. You can only specify one account per Rules Engine Service (that is, per machine). WorkSite Server Administrator s guide 263

Chapter 9: Configuring the Rules Engine To specify Novell NetWare login criteria: 1. Click the NetWare tab in the File Server Connections dialog box. 2. Select either a Bindery or NDS connection. 3. Enter the LoginID and Password for the Novell NetWare User Account created for the WorkSite Server. 4. If you selected NDS, then you must also enter a Context. 5. Click OK to close the dialog box. NOTE You may specify connection criteria for both Windows 2000 and Novell NetWare File Servers for the same Rules Engine Service. Each Rules Engine Service is capable of connecting to both Windows 2000 and Novell NetWare File Servers. Configuring Rules Engine Service Properties You can determine how often you want the Rules Engine to check for events associated with rules and specify the SMTP server that will issue the email notifications. To set up Rules Engine Service Properties: 1. In the WorkSite Service Manager window, select the Rules Engine Service. 2. From the Properties menu, select Service Properties. The Rules Engine Properties dialog opens. Figure 132 Rules Engine Properties Dialog 3. Enter the interval (in minutes) for Rules Engine scanning in the Process new events every Minutes field. 264 WorkSite Server Administrator s guide

Starting the Rules Engine Service 4. Enter the name or IP address of the SMTP server that will be used to send the email notifications in the SMTP Server field. 5. Click OK. Starting the Rules Engine Service 1. In the WorkSite Service Manager window, select the Rules Engine Service. 2. From the Service menu, select Start Service. If any problem occur while starting the Rules Engine Service, check all of the settings created for Rules Engine Service in this chapter and check the Rules Engine Service Log File for clarifying information. Test SMTP Connectivity This procedure can be used from any Windows Server to verify connectivity with a remote SMTP service. 1. Go to the command line and type: TELNET [SMTPSERVERNAME] [SMTP PORT] Where SMTPSERVERNAME is the name of the server or IP address running SMTP service and SMTP port is the port being used for SMTP service. By default, the SMTP port is 25. Example: c:\> TELNET WIN2K_TESTBOX 25 2. Type HELO and press enter. (Your typing may not be echoed back to you and may not appear in the window.) 3. Type MAIL FROM: and type an e-mail address of the following format and press enter. Mail from e-mail address format: anybody@<smtpservername> Example: anybody@win2k_testbox You can use ANY e-mail account name for this purpose, whether or not such an account really exists. 4. Type RCPT TO: <destinatione-mailaddress> and press enter. Where destinatione-mailaddress is an address in a valid domain for that SMTP service. This must be a valid e-mail account to which you have access, for testing purposes. WorkSite Server Administrator s guide 265

Chapter 9: Configuring the Rules Engine (SMTP Services must be configured to allow mail forwarding to remote domains. Be sure that the e-mail address that you specify is within a domain to which the SMTP service is allowed to forward messages. For instructions on configuring SMTP domains, see below.) 5. Type DATA then press enter. 6. Type This is a test. and press enter. 7. Type. and hit enter (that is, a single period only, on its own line). You should see a message indicating that the test e-mail message has been queued for delivery. Figure 133 Command window showing SMTP Connectivity test 8. Verify that the message has arrived in the destination e-mail account. 9. Type QUIT and press enter to exit the application. NOTE Source: This information was obtained from Microsoft's book, Running Microsoft Internet Information Server 4.0, published by Microsoft Press, 1998. Pages 691-705. See Also: Microsoft Windows 2000 and IIS 5.0 Administrator's Pocket Consultant, Microsoft Press, 2001, pages 215-249. 266 WorkSite Server Administrator s guide

Configuring SMTP Service to Allow Forwarding to Remote Domains Configuring SMTP Service to Allow Forwarding to Remote Domains The SMTP Service must be configured to allow forwarding to remote domains (any *.com, *.net, or *.edu address, etc.). Otherwise, the SMTP Service will not forward messages to the designated addressee. Refer to Microsoft's documentation on configuring SMTP Service for information on how to configure SMTP to forward e-mails to remote domains. To add a remote domain for SMTP service: 1. Right-click My Computer and select Manage to open the Computer Managmeent Console. 2. Navigate to Default SMTP Virtual Server, as shown in Figure 134. NOTE If this option is not available, you must add it using the Windows Components section of the Add or Remove Programs Control Panel. Refer to the Microsoft Management Console online help for detailed instructions. WorkSite Server Administrator s guide 267

Chapter 9: Configuring the Rules Engine Figure 134 Computer Management Window, New Domain 3. Right click on Domains and point to New, then select Domain. 268 WorkSite Server Administrator s guide

Configuring SMTP Service to Allow Forwarding to Remote Domains Figure 135 New SMTP Domain Wizard Dialog 4. Select Remote and click Next. Figure 136 New SMTP Domain Wizard Domain Name Dialog 5. Enter your domain name in the Name field and click Finish. 6. Double-click Domains to view the domain you created. WorkSite Server Administrator s guide 269

Chapter 9: Configuring the Rules Engine 7. Right-click the domain you just created and choose Properties, as shown. Figure 137 Computer Management, Properties The Properties dialog opens. 8. Check Allow incoming mail to be relayed to this domain check box. 9. Click OK. Associating Events with a Rule Table 39 lists events that you can use to trigger e-mail notification. Table 39 Events to Associate with Rules Event Update Profile Content Type Document 270 WorkSite Server Administrator s guide

Setting Up an E-mail Host Table 39 Events to Associate with Rules Event CheckIn--Create New Version CheckIn--Create New Document CheckIn--Replace (Modify) Document Import Document Copy Document Synchronize/Replace--Replace (Modify) Document Synchronize/Replace--Create New Version Restore Archived Document Request Restore Create Folder Delete Folder Insert Document into Folder Delete Document from Folder Redistribute Document User Defined Event Content Type Document Document Document Document Document Document Document Document Document Folder Folder Document Document Document Document or Folder Setting Up an E-mail Host In order for Rules Engine to send e-mail notifications, you must set up an e-mail account for it. To setup an e-mail account: 1. Create a user on the domain or Novell Network server. The Rules Engine uses this user alias to send e-mail notifications. 2. On the e-mail server, use the e-mail administration program to create a recipient (user) mailbox. The user mailbox name must correspond to the domain account you set up on the domain server. 3. Install your e-mail client (such as Microsoft Outlook, or Lotus Notes) on the Rules Engine server. Install Windows Messaging if your e-mail client does not automatically do so. WorkSite Server Administrator s guide 271

Chapter 9: Configuring the Rules Engine 4. On the Rules Engine server, set up the e-mail client to communicate with the e-mail server by entering the server name and the user mailbox name you created for use by the Rules Engine. 272 WorkSite Server Administrator s guide

Chapter 10 WorkSite Cluster Manager Service Overview This chapter includes the following topics: Introduction to Clustering How Does Clustering Work? Setting up a WorkSite Server Cluster Using the Cluster Manager UDP Port Requirements for Clustering Transport Installing Cluster Manager Service Configuring WorkSite Server Service Introduction to Clustering A cluster is a group of servers that act like a single system to provide higher availability, load balancing, and parallel processing. The WorkSite Clustering Server is a service that enables multiple WorkSite Servers to act collectively as a cluster. When WorkSite Servers begin to act as a cluster, client applications benefit from automatic load balancing across services, and in the event of a server failure, automatic redirection to other servers in the cluster. WorkSite Server Administrator s guide 273

Chapter 10: WorkSite Cluster Manager Service Using Server Clustering This section describes clustering and its advantages. The WorkSite Server with clustering is a solution designed to balance load on the servers, improve performance and network utilization when users need to access document repositories across the WAN. For example, clustering is essential in an distributed environment where there are multiple physical locations that are geographically separated. Consider a law firm with employees who need to access documents from repositories that are located in geographically distributed locations. If a request is sent from San Francisco, for a document located in San Diego in a non-clustered environment retrieving the document over the WAN is slow. In a server failure, retrieval is further slowed. In a clustered environment, based on a distributed model, every WorkSite Server has access to the libraries or databases on the network. The WorkSite Server in San Francisco connects to the databases in San Diego, Seattle, and Los Angeles. Similarly, the WorkSite Servers in the other locations can connect to distributed servers and databases. Clustering results in a fully meshed configuration. The Cluster Server is configured for the WorkSite Servers that are part of a cluster. It receives requests, and determines the load of each WorkSite Server. The Cluster Server passes on requests to the WorkSite Server with the least loading. This WorkSite Server then queries the required database. Since the WorkSite Servers are connected to all the databases, this procedure ensures that the document is retrieved from the database using the server which is least loaded. This feature of clustering is called Automatic Load Balancing. It helps to improve performance over the WAN, and addresses the need for high scalability, which is the ability to add resources and computers to improve performance. Another feature of clustering is fault tolerance. It helps to ensure the availability of data. For example, a server in a cluster stops working. The cluster manager automatically shifts the workload of the failed server to another one in the cluster. Advantages of Clustering A clustered environment has the following advantages: Automatic Load Balancing and Client Redirection Fault Tolerance Improved Performance over the WAN 274 WorkSite Server Administrator s guide

How Does Clustering Work? How Does Clustering Work? For example, a law firm has several offices across the globe. A distributed model is implemented in this environment. Clustering may be required for a set of servers located in New York, Chicago, and Beijing. A large number of travelling lawyers access these servers and their repositories. A lawyer may request for a document residing in one of the repositories. Figure 138 Clustering Model The WorkSite cluster is an entity defined in the DNS. It points to the IP addresses of all the servers in the cluster. The DNS returns information relating to the current load on each server and the list of IP addresses to the requesting client. Based on this information, the client tool connects to, and requests the WorkSite Server that is less loaded. The WorkSite Server queries the required database, and returns the results to the requesting client. Features of Clustering The basic features of server clustering on a network are: Automatic load balancing across available WorkSite Servers Automatic client redirection in the event of a server failure WorkSite Server Administrator s guide 275

Chapter 10: WorkSite Cluster Manager Service Automatic Load Balancing Automatic Load Balancing is available to client applications that connect to a cluster. A client application receives information about the available servers, and their current loads. The client application chooses the server in the cluster that has the lowest load. Figure 139 Cluster Manager working as a load balancer When clustering is implemented, the client uses the following process to make a server connection: 1. The client queries the DNS for the cluster name. 2. The DNS returns a list of IP addresses. One for each of the WorkSite DMS servers that are listed under the cluster. 3. The client then sends a UDP multicast to each of these servers using the IP addresses. 4. The servers reply with their IP address, port, and current load (or connection count) information. 5. The client (specifically the imanage.dll) reviews the server loads. It determines which server has the lowest connection count, and connects to that server with the supplied IP address and port. There are two types of connections: 276 WorkSite Server Administrator s guide

How Does Clustering Work? Brokered. In a brokered connection, the client asks the Cluster Manager for the connection information using UDP. It determines the WorkSite DMS that it use to establish connection, based on the current load details. Direct. In a direct connection, the client uses TCP/IP to make a connection with the first server that responds. By default, the desktop clients use a "discovery" mechanism. This mechanism includes both UDP and TCP communication to determine whether a connection needs to be made to a WorkSite DMS Server or a WorkSite DMS Cluster. The desktop clients can be configured to make a direct TCP connection to a particular server, or to use a brokered connection from the registry. To configure the connection mode on the desktop clients: 1. Locate the following hive of the registry: HKLM\Software\Interwoven\WorkSite\Server Common\ 2. Configure a DWord called Connection Mode and set the value. The values indicate the following: 0 = Discover: Attempts to discover whether a cluster manager is available to broker a connection. Failing that, it attempts a direct TCP/IP connection to the specified address. This is the default setting. 1 = Directed: Establishes a direct TCP/IP connection to the specified WorkSite DMS only. 2 = Brokered: Establishes a brokered connection through a Cluster Manager only. When a client application becomes inactive, it performs an implicit logout from the server. It only reconnects when the user performs an action that requires a server connection. The client application reconnects to the server in the cluster that is reporting the lowest load. These disconnections and reconnections are transparent to the user. Automatic Client Redirection A shutdown can be graceful or unexpected. The client and cluster connectivity, or response depends on the type of shutdown. Graceful Shutdown. The cluster member sends a UDP notification to the Cluster Manager and clients of intended shutdown. When a WorkSite DMS is stopped through the WorkSite Service Manager, it sends a notification to its peers and its clients. Each client disconnects from the cluster member. On subsequent transactions, the clients silently connect to an active server within the same cluster. During a computer or network failure, the remaining WorkSite DMS Servers notify the clients of the unavailable server after 30 seconds. The clients reconnect with the active servers. During this 30 seconds, the clients of the unavailable server may notice transaction failures. WorkSite Server Administrator s guide 277

Chapter 10: WorkSite Cluster Manager Service When the Windows firewall is used on the client side, there is a known issue with this feature. A random UDP port is used, instead of UDP port 2637. Microsoft Exchange has a similar issue. Unexpected Shutdown. In the event of a server failure, client applications that are connected to a cluster automatically disconnect from a server that has become unavailable. When a clustered WorkSite Server is shutdown, it notifies its peers in the cluster that it is becoming unavailable. The other WorkSite Servers in the cluster then notify all client applications that the server has become unavailable. This notification does not happen immediately. Affected client applications will disconnect from that server and connect to another server in the cluster in the background. WorkSite Servers in a cluster periodically inform each other of their existence, their current client loads, and other information. If a WorkSite Server does not report to its peers in 30 seconds, the other servers assume that it is no longer available. They inform all client applications to connect to another server in the cluster. Setting up a WorkSite Server Cluster This section describes the set up phases for a WorkSite Server Cluster. Prerequisites Identify the WorkSite Servers that should be part of the cluster and ensure that each of these Servers are connected to the same databases. From the control panel, create an ODBC or System DSN for each database. The WorkSite Server connects to one of these entities. Phase 1 Assign static IP addresses to the identified WorkSite Servers. Select a Name for the Cluster and create an entity with that name in the DNS. This entity should point to the IP addresses of the WorkSite Servers that are members of the cluster. 278 WorkSite Server Administrator s guide

Using the Cluster Manager Phase 2 Install Clustering Manager for each WorkSite Servers in the cluster. Configure the startup properties for the Clustering Manager, using the WorkSite Service Manager. See Installing Cluster Manager Service on page 281. Phase 3 Use the Service Manager to configure the service properties for each WorkSite Server in the cluster. The service properties must include the cluster name as defined in the DNS. Also, configure the Database Properties to include all the databases to which the WorkSite Server must be connected. See Configuring WorkSite Server Service on page 283. For each WorkSite Servers in the cluster, start the DBAdmin and register all the databases to which they connect. Phase 4 Stop and start all the services from each of the WorkSite Servers in the cluster. The client should log in to the cluster name to access the servers and databases that are part of the cluster. Using the Cluster Manager The WorkSite Cluster Manager maintains a small database in memory. This database contains information about WorkSite services and clusters that are available on the network, their current loads, and other related information. It makes this information available to client applications, trying to connect to a server in a cluster. This database is maintained as follows: 1. A UDP "heartbeat" (UDP port 2637) is used by the cluster servers to share load information and server availability. Approximately every 10 seconds, cluster members report individual load information to the Cluster Manager. This action indicates that they are still running. 2. Cluster members report each time a client connects or disconnects. WorkSite Server Administrator s guide 279

Chapter 10: WorkSite Cluster Manager Service 3. Approximately every 60 seconds, the cluster members generate a full report for the Cluster Manager. Cluster members normally send updated load information every 60 seconds or on request. The load info in the Cluster Database is updated immediately upon receipt of this information. Services update their internal load statistics every time through the loop (every 15 seconds). The WorkSite Cluster Manager service functions as a directory service that manages information about services running on the network and the clusters to which they belong. When the WorkSite Cluster Manager service is not running, the clustering capabilities of the WorkSite Servers are not available to client applications. WorkSite client applications that support the ability to connect to a cluster are: DeskSite 6.0 and later MailSite 3.0 and later; FileSite 8.1 and later WorkSite 4.0 and later Earlier versions of WorkSite client applications can still connect directly to a WorkSite Server that is part of a cluster, but those client applications do not have the advantage of automatic client redirection in the event of a server failure or shutdown. UDP Port Requirements for Clustering Transport The UDP Port 2637 must be open on any firewalls situated between the WorkSite Servers in the cluster. When a client sends a request to a WorkSite DMS or Cluster Server, the communication goes to all IP addresses at UDP port 2637. You can utilize either unicast or multicast communications between the client and the WorkSite DMS or Cluster. The UDP Port requirements are the same for unicast or multicast communications. See Unicast or Multicast Clustering Transport Options on page 367. UDP Reply Port WorkSite Clustering Server supports the ability to configure the UDP reply port, which is used to respond to login requests from a compatible client application. When this configuration is set, 280 WorkSite Server Administrator s guide

Installing Cluster Manager Service the Clustering Server sends replies to client applications that are attempting to log into the cluster on a specified port. If this configuration option is not set the clustering server replies to client applications on any available port. This configuration option must be set on client machines that are attempting to log into the WorkSite Clustering Server. Client applications that support this configuration option are: DeskSite 8.0 or later MailSite 8.0 or later WorkSite Web 8.0 or later 1. Configure the UDP reply port. In the following key in the registry on client workstations: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\8.0\Common\ 2. Create the following STRING value: NAME: "Reply Port" VALUE: [Number of the port to respond on] Installing Cluster Manager Service Before you start the installation process, confirm that WorkSite Server is installed on your server. To install the WorkSite Clustering Service: 1. From the WorkSite Service Manager installed on your machine, make sure that the WorkSite Server services is stopped. 2. Run the Setup.exe program on the WorkSite Clustering Service CD. Follow the on-screen instructions. After the install program completes installing WorkSite Clustering Service, the WorkSite Service Installer is launched. WorkSite Server Administrator s guide 281

Chapter 10: WorkSite Cluster Manager Service Figure 140 WorkSite Service Add/Remove Program 3. Select Cluster Manager from the Available column. 4. Click Add>> to add the Cluster Manager to the list of installed services. The Cluster Manager Startup dialog box is displayed. Figure 141 Cluster Manager Startup dialog box 282 WorkSite Server Administrator s guide

Configuring WorkSite Server Service 5. Enter the Login ID and Password for the WorkSite Server administrative domain account. This account must have service privileges. The default value that appears in the Login ID field in the Startup dialog is that of the current user. 6. Select the Startup Type If you want the Cluster Manager service program to startup automatically on boot, select Automatic. Autonomy recommends that this option be selected. If you want the service program to start up only when launched manually from within the WorkSite Service Manager, then select Manual. 7. Click OK to register your changes. A status box indicates that the account entered in the Service Startup dialog box was granted login privileges to the service. Configuring WorkSite Server Service You must configure the Database Properties and Service Properties for the WorkSite Server Service. Service Properties Configure each WorkSite Server service belonging to the cluster. 1. From the WorkSite Service Manager tool, select the WorkSite Server service then select Service Properties from the Properties menu. The WorkSite Server Service Properties dialog box is displayed. 2. Enter the cluster name in the Cluster Name field. WorkSite Server Administrator s guide 283

Chapter 10: WorkSite Cluster Manager Service Figure 142 WorkSite Server Service Properties dialog box NOTE If you have not registered all the servers in one instance of the WorkSite Service Manager, you have to configure each of your WorkSite Servers. 3. To log into a server within the cluster from a client application, specify the cluster name (for example, CLDMS) instead of a literal server name or IP Address. 284 WorkSite Server Administrator s guide

Configuring WorkSite Server Service Database Properties Configure each WorkSite Server service belonging to this cluster. 1. From the WorkSite Service Manager tool, select the WorkSite Server service then select Database Properties from the Properties menu. The WorkSite Server Database Setup dialog box is displayed. 2. Enter the cluster name in the Cluster Name field. Figure 143 WorkSite Server Database Setup dialog box 3. Click Add Database. The Database Properties dialog box is displayed. Figure 144 Database Properties dialog box WorkSite Server Administrator s guide 285

Chapter 10: WorkSite Cluster Manager Service 4. Enter the database name. You can select it from the list of available ODBC sources, by using the browse button. 5. Enter the Logon ID and Password for the entered or selected ODBC. 6. Click OK to add the database. The database is now added to the list seen in the WorkSite Server Database Setup dialog box. 7. Click Close to save the settings. WorkSite Server Cluster Example In this example, there are three WorkSite Servers running on your network (NYDMS1, NYDMS2, and NYDMS3) that you want to configure as a cluster. They service the same databases (DB1, DB2, DB3). 1. Install the WorkSite Cluster Manager service on each of the WorkSite servers that should be part of the cluster (for example, NYDMS1, NYDMS2, and NYDMS3). 2. Select a name for your WorkSite Server Cluster. This example uses NYDMS. 3. Define an entity on your Domain Name Service (DNS) named NYDMS that points to the IP Addresses for the machines that you want to be part of your cluster. This example uses the IP Addresses of NYDMS1, NYDMS2, and NYDMS3. 4. From the WorkSite Service Manager tool, configure the Service Properties and the Database properties for each WorkSite Server service in the cluster. For this example, configure the WorkSite Server service on NYDMS1, NYDMS2, and NYDMS3. Include the Cluster name NYDMS in the Service Properties and add the databases from the available ODBCs in Database Properties. NOTE All the WorkSite Servers in the cluster must be connected to the same set of databases. You must create an ODBC connection for every database that is connected to the WorkSite Servers in the cluster. Create the connection for each WorkSite Server. 5. Register the databases in DBAdmin tool. 6. After changing the cluster name, stop and restart each WorkSite Server service. 286 WorkSite Server Administrator s guide

Chapter 11 Directory Service Synchronization Service Overview This chapter includes information on the following topics: How Directory Service Synchronization Service Works Installing DSS Service Configuring the DSS Service Mapping Directory Service Attributes to WorkSite Running the DSS Service The Directory Service Synchronization (DSS) service enables the WorkSite Server to perform repeated one-way synchronizations with hierarchical directory services, including Microsoft Active Directory or other LDAP server. The service can perform continuous or scheduled imports of users and groups that are added to directories on remote domains. Using the Directory Service Synchronization service saves administrators time by automatically updating user information on WorkSite when changes are made on the directory service. The Directory Service Synchronization service is configured using the WorkSite Service Manager. The service currently supports synchronization with the following directory services: Microsoft Active Directory (ADS) Sun ONE Directory Services Novell NDS Windows NT WorkSite Server Administrator s guide 287

Chapter 11: Directory Service Synchronization Service How Directory Service Synchronization Service Works The DSS service runs as a separate service on the WorkSite Server. You can synchronize the directory of an entire organization, or you can designate a specific organizational unit as the root container, for example, a city or department, and import all users under that container to a WorkSite library. The synchronization process has two parts. The first process compares all the users and groups on the directory service with those on the WorkSite library. New users are added to the WorkSite library and profile information is updated for existing users, if necessary. The second process determines whether each user and group on the WorkSite library exists on the directory service. Users that have been removed from the directory on the remote domain are disabled in WorkSite. Synchronization is one-way only. If user or group accounts are added or modified on the WorkSite database, the changes are not recorded on the external Directory Service. The key to performing synchronization is having a unique identifier for each user and group imported from the directory service. The K1SyncID is stored on both the WorkSite library and the external directory service, enabling exact matching on directory objects even when those objects are modified. (For example, an employee changes department or name.) The value of the K1SynchID of a user or group cannot be modified. If it is changed on the directory service, the synchronization process logs an error, and the user and group accounts are not updated on the WorkSite library. The DSS service can be set to run continuously or on a schedule. In either case, the basic program flow consists of a basic interval repeated continuously or as time remains in the scheduled period. If the WorkSite Server is connected to more than one directory service, only one connection is serviced during an interval. During the next interval, the next connection is serviced, and so on. NOTE WorkSite Server does not support nested groups. When nested groups are imported from Active Directory, the members of the nested group are added to the parent group. Requirements The DSS service requires administrative privileges on the machine where it is installed and permission to log on as a service. 288 WorkSite Server Administrator s guide

Installing DSS Service Installing DSS Service The DSS Service is an optional service which is included with the WorkSite Server. After completing the WorkSite Server installation, the WorkSite Service Add/Remove dialog opens, as shown in Figure 145: Figure 145 WorkSite Service Add/Remove 1. Select the Directory Synchronization Service in the left column and click Add to move it to the Installed column. The Directory Synchronization Service Startup dialog opens, as shown in Figure 146. WorkSite Server Administrator s guide 289

Chapter 11: Directory Service Synchronization Service Figure 146 Directory Synchronization Service Startup Dialog 2. In the Logon section, enter a Username (Logon ID) and Password for the Windows User Account that will be used to run this service. 3. In the Startup Type section, select one of the following options to determine how the service will be started: Automatic the service starts automatically on system boot/reboot. Manual the service must be started manually using the WorkSite Service Manager tool. 4. Click OK. A dialog opens with an informational message: Granted Service logon privilege to account. 5. Click OK to return to the WorkSite Service Add/Remove dialog. 6. Click Exit. NOTE WorkSite services can be uninstalled or reinstalled later by running the imsvrins.exe program located by default at C:\Program Files\Autonomy\WorkSite\Server\. 290 WorkSite Server Administrator s guide

Configuring the DSS Service Configuring the DSS Service Before starting the DSS Service, you must perform the following configuration steps: Set the synchronization schedule Create connections to the directory service server Map the Directory Service attributes to WorkSite user/group properties Setting the DSS Schedule Establishing a schedule for the DSS Service determines when the service will update the user and group information in WorkSite. To set the DS synchronization schedule: 1. Start WorkSite Service Manager. 2. From the Windows Start menu, click All Programs, then Autonomy, then click imanage Service Manager. 3. Select the Directory Synchronization Service from the list of available services. 4. From the Properties menu, select Service Properties. The DS Synchronization Schedule Properties dialog opens. WorkSite Server Administrator s guide 291

Chapter 11: Directory Service Synchronization Service Figure 147 DS Synchronization Schedule Properties Dialog 5. Select Schedule or Continuous. 6. Click OK. If you select Schedule, the DSS service runs only during the periods you specify. Select the time of day (in 2-hour intervals) and the days of the week when you want the synchronization to occur. If you select Continuous, the service continuously compares and updates the WorkSite libraries with user and group information from the external directory service. The default interval is 10 minutes. Creating Connections to DSS Services From the WorkSite Service Manager, you can establish connections to one or more DSS services on remote servers/domains. 292 WorkSite Server Administrator s guide

Configuring the DSS Service To create a connection to a directory service: 1. In WorkSite Service Manager, select the Directory Synchronization Service from the list of available services. 2. From the Properties menu, select Databases Setup to open the Directory Service Connections dialog. Figure 148 Directory Service Connections Dialog This following options are available: Add. Define a new connection to a directory service. Copy. Create a copy of an existing connection. Edit. Modify the properties of an existing connection. Delete. Delete a connection. Clear. Delete all connections. 3. Click Add to open the DS Synchronization Connection Properties dialog. WorkSite Server Administrator s guide 293

Chapter 11: Directory Service Synchronization Service Figure 149 DS Synchronization Connection Properties Dialog 4. Enter a name for the connection. This name appears in the Directory Service Connections dialog (see Figure 148). 5. Under Directory Service, enter the following information: Server Type Select the type of directory service to which you are connecting. TCP/IP Port Enter the TCP/IP port number of the server/domain hosting the directory service. Context (for Novell NDS only) Enter the location of an object in the Directory tree. NDS objects are identified by their relative location in the Directory tree. Server Enter the name of the server hosting the directory service. Service Logon and Other (Specify) Select Service Logon to log on as the service account for the DSS service. Select Other to enter the User Name and Password. 294 WorkSite Server Administrator s guide

Configuring the DSS Service User ID Enter the FQDN, UPN, or Domain\User ID of a user with access to the directory service using one of the following forms: Fully Qualified Distinguished Name, for example:cn=tim Jones, OU=AMER, OU=Domain Users, DC=Autonomy, DC=COM User Principal Name (UPN) format or e-mail address, for example: tjones@autonomy.com. Domain\UserID, for example: autonomy\tjones. Note: Administrative-level access is required for Sun ONE and Novell NDS in order to update those directories with the K1SyncId value. Read-only access is sufficient for ADS. Be sure that the ADS user has sufficient access to read from the nodes they choose. Note: For Windows NT, the user account must have, on the machine where the DS Synchronization Service is running, Act as part of the operating system and Log on locally as part of the machine s Local Security Policy. These permissions are granted automatically when you click Test Login, if they have not already been granted. Password Enter the password of the administrative user you entered in the User ID field. 6. Under Attribute Maps, select a map from the Defined Maps list or create a map. To create an attribute map, click Add. See Mapping Directory Service Attributes to WorkSite on page 298. 7. Click Test Login. A confirmation message is returned if the login is successful. 8. In the Root Container DN field, define the directory container that should be imported. All groups and users within (and below) this container will be imported. If you are connecting to an LDAP type service (for example, ADS), the Root Container DN field is populated automatically after successfully connecting to the directory service, showing the top-level container. Click Browse to specify an alternate container (see Figure 150). WorkSite Server Administrator s guide 295

Chapter 11: Directory Service Synchronization Service Figure 150 DS Synchronization Root Context Dialog 9. If any of the users or groups should be designated as external users in WorkSite, you can specify the specific objects (OUs, groups, users) in the External DNs portion of this dialog. Refer to Specifying External Users and Groups for step-by-step instructions. 10. Under WorkSite Server, enter the following information: Server Name The name of the WorkSite Server. Database The name of the WorkSite library to which the users/groups will be imported. Each WorkSite library must have a synchronization connection configured separately. This enables you to import only those users and groups which need access to that library. Service Logon and Other (Specify) Select Service Logon to log in as the service account for the DSS service. Select Other to enter the User Name and Password. User Name Enter the username of a user who has administrative privileges on the WorkSite Server (part of the NRTADMIN group). Password Enter the password for this administrative user. TCP/IP Port Select Default or specify a port by entering a port number in the text box. 296 WorkSite Server Administrator s guide

Configuring the DSS Service 11. Under User Defaults, enter the following information: Password Enter a default password to be assigned to users when imported to WorkSite from the directory service. Confirm Password Confirm the default password. Select User Must Change Password at Next Logon or Password Never Expires as needed. 12. Click OK. The connection appears in the Directory Service Connections dialog (see Figure 148). Specifying External Users and Groups User and groups defined in WorkSite as external are automatically assigned to the DEFAULT_EXTERNAL role. These users have limited privileges. DSS enables you to specify specific groups or OUs as external when synchronized with a directory service. This functionality is only available when importing directory information from Microsoft Active Directory. For other directory service types, you must mark the users or groups as external after they have been imported to WorkSite. Take extra care when selecting OUs or groups to be imported as external users. Depending on how the OU or group is organized, it may contain groups or users from other containers in the directory. To specify a directory service container as external: 1. In the DS Synchronization Connection Properties dialog (see Figure 149), enter the distinguished name of the domain, organization, group, etc. that is to be defined as external. All users defined within (and below) this container will be marked as external users in WorkSite. a. You can use the Browse button below the Root Container DN field in order to navigate to the appropriate container, then select the distinguished name string at the bottom of the dialog in the Selected DN field. Click CTRL+C to copy the string. b. Click OK to close the context dialog, then double-click the first line in the External DNs box. Now you can paste the distinguished name string that you copied in step a. Tips for using the External DNs field: You can only enter one DN per line. You must double-click the line in order to enter, modify, or delete the DN string. WorkSite Server Administrator s guide 297

Chapter 11: Directory Service Synchronization Service If a user or group should no longer be marked external in the library, you must deselect the external option individually for each user or group using DBAdmin. DSS will not update this setting, even if you modify the DS Synchronization Connection Properties. Mapping Directory Service Attributes to WorkSite Importing users and groups from a directory service requires that the properties containing user or group information in the directory service be mapped to comparable user or group profile properties in WorkSite. Additionally, the K1SyncID property must exist on both the directory service and the WorkSite database. WorkSite provides default maps for Microsoft ADS and Sun ONE directory services. To map Directory Service attributes to WorkSite: 1. Click Add under Attribute Map on the DS Synchronization Connection Properties dialog (see Figure 149). The DS Synchronization Attribute Map dialog opens, as shown. Figure 151 DS Synchronization Attribute Map Dialog 2. Enter a name for the attribute map in the Map Name field, for example, Novell. 3. To select a predefined map for Microsoft ADS or Sun ONE directory services, click the ADS Defaults or Sun ONE Defaults button. This action populates the form with default values. 4. To create a new attribute map, select a field from the list to serve as the K1SyncID. 298 WorkSite Server Administrator s guide

Running the DSS Service 5. Under Group, select Directory Service group attributes from the lists that correspond to the following WorkSite fields: Group ID Name Members 6. Under Organizational Unit, select a Directory Service attribute from the list that corresponds to the WorkSite Name field. 7. Under User, select Directory Service user attributes from the lists that correspond to the following WorkSite fields: User ID Name Location Telephone Fax E-mail 8. Click OK. The new map appears in the list of Defined Maps on the DS Synchronization Connection Properties dialog (see Figure 149). Running the DSS Service To launch the synchronization process, the DSS service must be enabled in the WorkSite Service Manager. NOTE Whenever you change any DSS service settings, you must stop and restart the service in the WorkSite Service Manager. 1. Open the WorkSite Service Manager. WorkSite Server Administrator s guide 299

Chapter 11: Directory Service Synchronization Service Figure 152 WorkSite Service Manager 2. Select DSS service. 3. Click the Start icon from the toolbar. 300 WorkSite Server Administrator s guide

Chapter 12 Symantec Enterprise Vault Integration About Symantec Enterprise Vault Symantec Enterprise Vault (SEV) from Symantec Corporation and is one of the most widely used email archiving solutions. Using intelligent classification and archiving solutions, Enterprise Vault is able to improve a company's ability to protect corporate information. It also helps reduce storage requirements for emails and other data and provides added security. Enterprise Vault integrates with Microsoft Exchange 2000 Server, Exchange Server 5.5, and Exchange Server 2003 and 2007 environments. After SEV is integrated with Outlook, vaulted emails are replaced by stubs; a stub includes the message header and the first few kilobytes of text from the email. When you open the stub, Outlook automatically connects to SEV and downloads the entire email. For information on installing and configuring SEV, refer to the user documentation provided with the product or contact Symantec Corporation, http://www.symantec.com. SEV Integration for WorkSite Server SEV integration for WorkSite Server is currently available for Microsoft Exchange only. When e-mail stubs from Outlook are imported to WorkSite, they are placed on the WorkSite file-server, just like any other files that are imported. A back-end process continuously scans for newly imported emails. All new emails are analyzed and when SEV stubs are detected, the back-end process retrieves the fully realized e-mail from SEV and replaces the email stub on the file-server with the fully realized e-mail. WorkSite Server Administrator s guide 301

Chapter 12: Symantec Enterprise Vault Integration The SEV integration will restore e-mail stubs that have been imported into WorkSite to fully realized emails as long as the e-mail content still exists within SEV. The integration will adhere to the business rules of the existing e-mail management and the records management functionality in WorkSite. If e-mails are declared as records on import, WorkSite will only allow reconciliation of the e-mail with SEV and will deny any attempt to modify the record. Also, if an e-mail stub in Worksite that has not been restored to a fully realized e-mail is accessed, WorkSite will rely on the SEV client to display the email to the user. When emails are imported from Outlook into WorkSite, the following rules apply. If an email is imported into WorkSite from Outlook using a move command, the reference to that email is removed from that inbox. If the email is imported into WorkSite from Outlook using a copy command, the reference to that email remains within that inbox and is continued to be served by SEV. NOTE None of these actions impact the actual content in SEV. Content in SEV is still referable using the SEV shortcut until the content is removed from SEV by its configured records management rules. Supported Versions and Packaging This integration supports. WorkSite 8.3 using database schema version 8.3 and later. SEV 6.0, 7.0 and 2007. NOTE The Microsoft Exchange version is dependant on the version of SEV and WorkSite. Upgrading the Database Schema You must upgrade the database schema to version 8.3 or later before integrating SEV with WorkSite 8.3. Upgrade the database schema after upgrading the WorkSite Server software. For information, see WorkSite Server and WorkSite Server with Caching Release Notes 8.3. 302 WorkSite Server Administrator s guide

Upgrading the Database Schema WorkSite Server 8.3 includes a database upgrading utility (DbUpgrade.exe). It is a command line utility that upgrades your database schema. You can find this utility in the WorkSite Server installation directory. When you run the upgrade utility, it adds a column to your database. For more information, see EMAIL_ATTRS Table and Status Codes on page 313. To verify if the schema upgrade proceeds correctly, test the DbUpgrade utility on a backup copy of your SQL database in a development environment. After completing a successful upgrade in a development environment, you can upgrade your production environment. NOTE The DbUpgrade utility may fail if it encounters constraint violations in the database. Contact Autonomy Technical Support for additional information. Test the DbUpgrade Utility on a Database Copy Before you upgrade the database on your production environment, you should test the upgrade on a copy of your database. Use these instructions to complete this test. 1. Stop all WorkSite services that are connected to the database(s) that you want to upgrade. 2. Back up your SQL databases and verify that the backup files are restorable. NOTE Autonomy is not responsible for loss of data caused by the failure to backup your databases. 3. Create a new test SQL database. Restore the backup of your production database to this database. Run the upgrade against this test copy of your production database, before running it in your production environment. 4. Install WorkSite Server 8.3 on the test server machine. (The installation directory contains the executable for the DbUpgrade utility.) For more information, see the WorkSite Server and WorkSite Server with Caching Release Notes 8.3. 5. Run DbUpgrade.exe against the restored test copy of your database. See Using the DbUpgrade Utility on page 304. Complete one of the following tasks based on the outcome of the upgrade test. Errors Reported: Review the DbUpgrade.log file located in WorkSite Server installation directory, and resolve the errors as necessary. Contact Autonomy Technical Support for assistance with errors that you are unable to resolve. No Errors Reported: Proceed with the upgrade. Run DbUpgrade utility against the production database. WorkSite Server Administrator s guide 303

Chapter 12: Symantec Enterprise Vault Integration NOTE Do not run DbUpgrade utility against your production database until you verify that there are no errors when you run it against the test database. Using the DbUpgrade Utility Use the following instructions to run the database upgrade utility, and upgrade the databases that connect to the WorkSite Server 8.3. 1. Locate the installation directory for the WorkSite Server. (This directory contains the executable (dbupgrade.exe) for the utility. 2. Start the command prompt in this directory. 3. To run the DbUpgrade utility, use the following format to enter the ODBC Data Source Name (DSN), SQL login account, and password as parameters on the command line: > DBUPGRADE.EXE -DSN [data_source_name] -USR [username] -PSWD [password] For example, you would enter the following information if the ODBC Data Source Name for your SQL Database is NEWYORK, the SQL login account is SA, and the Password is Barney27: > DBUPGRADE.EXE -DSN NEWYORK -USR SA -PSWD Barney27 4. Confirm that the command prompt displayed a message indicating that the upgrade was successful. You can also view the DbUpgrade.log file to confirm the upgrade. This file is located in the same directory as the DbUpgrade utility. Contact Autonomy Technical Support if you find errors in this log file that you have been unable to resolve. Installing Vault Admin Console The Vault Admin Console (VAC) must be installed on each WorkSite Server node that integrates with SEV. The Vault Admin Console is a standard part of the Symantec Enterprise Vault server installation package and will provide all of the components necessary for the WorkSite Server to access the Symantec Enterprise Vault server to reconcile e-mail stubs. The version of the Vault Admin Console installed on the WorkSite Server should match the version of the production Symantec Enterprise Vault server. For example, Vault Admin Console 6 should not be used on the WorkSite Server at sites running Symantec Enterprise Vault 7. 304 WorkSite Server Administrator s guide

Installing Microsoft Exchange Server MAPI Client and CDO For more information about the Vault Admin Console, contact Symantec Corporation. Installing Microsoft Exchange Server MAPI Client and CDO The WorkSite Server with SEV Integration requires the Microsoft Exchange Server MAPI Client and Collaboration Data Objects (CDO) in order to connect to Exchange and examine e-mail contents to determine if the e-mail is an SEV stub. Download and install the MAPI Client and CDO installer, ExchangeMapiCdo.EXE, from the Microsoft website, http://www.microsoft.com. User Account Information SEV authentication and authorization is accomplished using trusted login. Therefore, the Windows account used to run the WorkSite Server must be a local administrator and an Active Directory domain account that has administrator access to SEV. The WorkSite Server also needs a WorkSite account in order to perform DMS transactions like replacing the email and logging audit entries. This DMS user account should be a member of the NRTADMIN group and the user id should be added to the Windows Registry. For more information, see Adding User Account to Windows Registry on page 305 NOTE If user account does not have administrator access to SEV, the SEV API will return Internal Failure error messages when the DMS attempts to download email messages from the Vault. Adding User Account to Windows Registry Use the instructions in the following section to add the WorkSite NT user account information to the registry. WorkSite Server Administrator s guide 305

Chapter 12: Symantec Enterprise Vault Integration CAUTION Modifying the registry improperly can cause serious problems with the operating system. Be sure to make a backup of the registry and exercise caution when modifying the registry. Autonomy is not responsible for loss of data due to improper use of the Registry Editor or failure to backup the registry. 1. Go to Start > Run and enter Regedit, or type regedit at the C: prompt. The Registry Editor appears. Figure 153 Registry Editor 2. Locate the hive, imdmssvc, in the following path: HKEY_LOCAL_MACHINE\ SOFTWARE\Interwoven\WorkSite\imDmsSvc. Click imdmssvc. The right pane shows the String Values associated with imdmssvc. See Figure 154. Figure 154 imdmssvc 3. In the right pane, scroll down to locate the String Value, Reconcile UserId. 306 WorkSite Server Administrator s guide

Adding User Account to Windows Registry Figure 155 Reconcile UserId 4. Double-click the Reconcile UserId String Value. The Edit String dialog box appears. Figure 156 Edit String Dialog 5. Enter the WorkSite NT user account information in the Value data text box. 6. Click OK. The WorkSite NT user account gets updated in the registry. WorkSite Server Administrator s guide 307

Chapter 12: Symantec Enterprise Vault Integration Integrating Symantec Enterprise Vault with WorkSite Server To enable SEV integration with Worksite. 1. From the Windows Start menu, point to All Programs, then Autonomy, then click imanage Service Manager. The WorkSite Service Manager opens. See Figure 157. Figure 157 WorkSite Service Manager 2. If the WorkSite Server Service is running, select the Service and click the Stop button in the toolbar. Alternatively, you can click Stop Service from the Service drop-down menu or type Ctrl-T. See Figure 158. 308 WorkSite Server Administrator s guide

Integrating Symantec Enterprise Vault with WorkSite Server Figure 158 Stop Service 3. Once the WorkSite Server Service has stopped, click the Service Properties button in the toolbar. Alternatively, you can select Service Properties from the Properties drop-down menu or type Ctrl-P. See Figure 159. WorkSite Server Administrator s guide 309

Chapter 12: Symantec Enterprise Vault Integration Figure 159 Service Properties The WorkSite Server Properties dialog box appears. See Figure 160. 310 WorkSite Server Administrator s guide

Integrating Symantec Enterprise Vault with WorkSite Server Figure 160 WorkSite Server Properties Dialog 4. Select the Enable Symantec(tm) Enterprise Vault Integration check box to enable SEV. See Figure 161. WorkSite Server Administrator s guide 311

Chapter 12: Symantec Enterprise Vault Integration Figure 161 Enable Symantec(tm) Enterprise Vault Integration 5. Insert the DNS name or address of the SEV Server in the Server Address text box. 6. Click OK. 7. Restart the WorkSite Server Service by clicking the Start button in the toolbar. Alternatively, you can click Start Service from the Service drop-down menu or type Ctrl-S. See Figure 162. 312 WorkSite Server Administrator s guide

Understanding DMS Log File Information Figure 162 Start Service Understanding DMS Log File Information Status codes and errors related to SEV integration with WorkSite can be found in the DMS log file. They are explained in detail in the following section. EMAIL_ATTRS Table and Status Codes All emails that are scanned and processed by WorkSite NT are recorded in the EMAIL_ATTRS table with a status code. This table can be found in the DMS log file. Any email without a record or with a P status in the EMAIL_ATTRS table is a candidate for the next scan. The status codes are as follows. E indicates that the email has been reconciled, in either of the following two ways. WorkSite Server Administrator s guide 313

Chapter 12: Symantec Enterprise Vault Integration It was sourced from SEV and the stub was replaced with the fully realized email. It was sourced from Exchange and no changes were made. P indicates that the reconciliation encountered an error while processing the email and increased its retry count. When the retry count equals the maximum value in the DMS registry key, ReconciliationRetry (found in the Windows registry), it will no longer be selected as a candidate email. X indicates that the email has failed reconciliation the maximum number of times and will no longer be a candidate for reconciliation. For more information, see the explanation for status code S. S indicates that the email, sourced from SEV, has failed reconciliation the maximum number of times and will no longer be a candidate for reconciliation but will remain an SEV stub message file. U indicates that the WorkSite Server cannot determine whether the origin of the e-mail was from Exchange or from Enterprise Vault. This can happen because of corrupted or non-existent file or because the origin is from other e-mail servers, like Lotus Notes. Fatal and Non-Fatal SEV Errors Fatal SEV errors occur when SEV is offline, does not respond or denies permission to download a file. In these cases, the Email Reconciliation subsystem goes into a sleep state, giving the system administrator a chance to correct the issue. Non-fatal errors are those in which a requested item cannot be found in the Vault but the Vault is still operational and online. In this case, reconciliation proceeds as normal. NOTE Email Reconciliation subsystem is the background process running in the WorkSite Server that manages the connection to SEV and resolves SEV shortcuts. Heartbeat Statistics The Email Reconciliation subsystem will write a status message to the DMS log file just before going into a sleep state: QPT=0 QPS=0 QPE=0 QFR=0 QFX=0, TPT=0 TPS=0 TPE=0 TFR=0 TFX=0 314 WorkSite Server Administrator s guide

Understanding DMS Log File Information The Quantum records (QPT, QPS, QPE, QFR, QFX) are the delta for the last cycle and the Total records (TPT, TPS, TPE, TFR, TFX) are the total since the Email Reconciliation subsystem was started. Table 40 shows the records with their expansion. Table 40 Abbreviations used in the DMS log file Abbreviation QPT QPS QPE QFR QFX TPT TPS TPE TFR TFX Expansion Quantum Processed Total Quantum Processed sourced from SEV (reconciled successfully, marked E ) Quantum Processed sourced from Exchange (marked E ) Quantum Failed, in Retry phase Quantum Failed, marked as X (or S if sourced from SEV) Total Processed Total Total Processed sourced from SEV (reconciled successfully, marked E ) Total Processed sourced from Exchange (marked E ) Total Failed, in Retry phase Total Failed, marked as X (or S if sourced from SEV) WorkSite Server Administrator s guide 315

Chapter 12: Symantec Enterprise Vault Integration 316 WorkSite Server Administrator s guide

Chapter 13 WorkSite Server with Caching Overview This chapter includes information on the following topics: About WorkSite Server with Caching Caching Server Technology Cache Fileserver Overview of Proxying Capabilities About WorkSite Server with Caching WorkSite Server with Caching is an optional feature of WorkSite Server. This chapter contains instructions for how to configure the WorkSite Server with Caching. File caching is useful in multi-office systems where documents are frequently accessed over a WAN. The File Servers used for caching should have the same specifications as the network file servers. The WorkSite Server with Caching is a key enabling technology that allows firms to seamlessly transition from the traditional office centric approach of organizing and consuming content, to a global approach where content is more readily accessible and organized around a firm s business needs. While there are several benefits of caching from both the business and IT perspective, this section addresses following topics for the WorkSite administrators: Developing a deeper understanding of our caching server technologies. Understanding the infrastructure requirements for a successful caching server deployment. Surfacing the issues and dependencies involved when planning a successful caching server rollout. Understanding the new proxying capabilities WorkSite Server Administrator s guide 317

Chapter 13: WorkSite Server with Caching Caching Server Technology The WorkSite Server with Caching is a specialized WorkSite Server application that has the ability to maintain and serve documents from a local cache. (This is a folder configured as the cache server.) The caching server does not maintain or store any document meta-data or full-text indexing information. Users connect to the local caching server with any client application and work just as they would if connected to a regular (non-caching) WorkSite Server. For example, a user sends a request to open a document. The caching server first checks its local cache to see if an up-to-date copy of the file exists. If so, the file is served to the client application from the cache. This process is faster than retrieving it across the WAN. The SQL database is also updated to mark the document as checked-out. If the document does not exist in the local cache, or if the local cached copy is older than the central copy of the document, the caching server will automatically download the latest copy from the central location and refresh the cache. A similar sequence of events takes place when checking in the document. The caching server accepts the document from the client application and copies it to the local cache. The client application is then released, and the user can completed related tasks. The caching server copies the document to the central location. It updates the SQL information to mark it as checked-in, updates history, and so on. The overall time for the check-in is shortened, because the document is uploaded to the cache when the user closes it. The user does not have to wait for the document to be uploaded to the central location. This operation is handled asynchronously by the caching server. The issues discussed in this section apply to file caching only. The caching server does not cache any information about the document stored in the SQL database, such as profile information. For example, client-matter meta-data, security rights and so on. Caching only applies when transferring files, but not when performing document searches, profile updates and so on. NOTE This type of caching differs from the meta-data caching and shared cache capabilities that are also part of the WorkSite Server. In addition, WorkSite proxy capabilities enhance performance for the caching server. This proxy capability reduces the number of SQL transactions from the caching server to the remote SQL Database. 318 WorkSite Server Administrator s guide

Cache Fileserver Cache Fileserver A caching server is essentially a regular WorkSite DMS server with additional configuration options that allow it to perform caching functions. When deployed as a cache server, it acts as an appliance in the remote office. The caching server can be configured to cache content from multiple centralized databases. It maintains SQL ODBC connections to each database, and it connects to the central file server. Each database maintains a list of all caching servers currently connected and all documents currently maintained in each server s cache. NOTE The cache fileserver should have the same specifications as your system fileserver: SCSI, RAID configured drive capable of handling the amount of content for the number of documents to be placed into the cache plus 20%. When a user makes a document request, such as, a checkout, the caching server queries the appropriate database to see if: 1. The document currently exists in the local cache. 2. The document in the cache is up-to-date. If both conditions are true, then the caching server returns the local copy from the cache folder and marks the document as checked-out. If either condition is false, the caching server connects directly to the central file server, checks out the document, and streams it to the client machine while retaining a copy of the document in the cache. The database is also updated to reflect that the cache contains an up-to-date copy. When the document is checked in, the caching server accepts the document from the client application. It releases the client so that the user can continue working. (This happens very quickly, regardless of document size.) The caching server then checks the document back in, which physically updates the document on the central server and updates the SQL database accordingly. The caching server maintains a queue of all the documents to be uploaded. It wakes up at one-minute intervals, and uploads all the documents in the queue to the central file server. (It does not upload a document to the centralized file server immediately after receiving it from the client.) If the upload time extends the one-minute boundary, the cache server does not go to sleep but continuously uploads documents until the queue is empty. Configuring the caching server consists of three steps: Determine which repositories to be cached Specify the local path or folder on the WorkSite Caching Server where cached documents are stored WorkSite Server Administrator s guide 319

Chapter 13: WorkSite Server with Caching For WorkSite Server with caching 8.0 SP1 (With proxying capabilities) and above, specify the WorkSite Server at the central location where the transactions will be proxied. Example A firm that has regional data centers in New York and Chicago. It is common for attorneys in New York to work on documents for matters based in Chicago, and vice versa. The New York DMS server needs to see the Chicago databases in order to access that content. Consequently, it might make sense to configure the New York DMS server to cache the Chicago content locally. (This minimizes the delays due to uploads or downloads of files across the slower WAN.) The New York DMS acts as a local DMS for local New York content, and as a caching server for remote content in Chicago. (The New York DMS does not cache the files of the New York database, since these files are readily accessible on the fast LAN.) The Chicago site can be configured the same way, providing both locations with quick, seamless access to content regardless of its physical location. Additional considerations includes the number and location of smaller offices around the regional data centers, the quality of network connections, the work patterns of users, average document size, and others. Preloading the Cache An attorney based in Chicago travels to New York to work on a case. Many of the documents that the attorney has been working on reside in the Chicago repository. The New York cache could be pre-loaded with all the documents for that particular matter prior to the attorney s arrival. The attorney can begin working on documents without having to wait for each document to be streamed to the current machine from the file server in Chicago via the caching server in New York. A process could be setup to refresh the cache on a regular basis, ensuring that any documents needed by the attorney are always up-to-date in the cache. When the attorney leaves New York, the cache could then be purged to remove those documents, and free up space on the caching file store. Pre-populating the cache is also performed when a remote office is rolling out for the first time. The caching server API can be used to pre-populate the documents that these users frequently access so this content is readily available. NOTE See IManCacheableContent in the COM Object for WorkSite Developer's Reference Guide. 320 WorkSite Server Administrator s guide

Cache Fileserver Configuring the WorkSite Server for File Caching You must configure your WorkSite Server to use the file caching option. Perform this procedure on the WorkSite Server at each site. To configure your WorkSite DMS server: 1. Open the WorkSite Server Service Manager. Highlight the WorkSite Server service. Select Service Properties from the Properties menu. The WorkSite Server Properties dialog box opens. Figure 163 WorkSite Server Properties dialog box 2. Enter the path to the Cache Fileserver in the Cache Fileserver Path text box. You can use the browse button to navigate to the Cache Fileserver and select it. At Site 1, the centralized site where the databases reside, the Cache Fileserver for Database 1 will be a path to the Cache Fileserver at Site 2. At Site 2, the Cache Fileserver for Database 2 will be a path to the Cache Fileserver at Site 1. See the examples in Cache Fileserver on page 319. WorkSite Server Administrator s guide 321

Chapter 13: WorkSite Server with Caching NOTE A server that does not belong to a cluster must have a unique fileserver cache. All servers belonging to a specific cluster must have an identical fileserver cache. 3. To complete the other fields in the WorkSite Service Properties dialog box, see the WorkSite Server Implementation Guide. These fields are all related to Meta-Data caching and not to File caching. 4. Click OK to save your settings. 5. Set up your databases to enable caching files. Select Databases Setup from the Properties menu. Select the name of the library you want to enable and click Modify. The WorkSite Server Database Properties dialog box is displayed. Figure 164 WorkSite Server Database Properties dialog box 6. Select the Enable Cache Fileserver check box. 7. Click OK to save your settings and close the dialog box. 8. Click Close. NOTE Enable caching only for databases with remote fileservers, that is, fileservers that are located across the WAN from the WorkSite Server. 322 WorkSite Server Administrator s guide

Overview of Proxying Capabilities Purging the Cache Fileserver You can purge the Cache Fileserver of files that have not been accessed since a specified date and time, so that the cache does not become overloaded. You should do this on a regular basis. The Cache Purge tool also deletes documents from the cache which have been previously deleted from the remote library. The Cache Purge tool is a command line executable program performed on the WorkSite Server. To perform a cache purge: 1. On the Cache Fileserver, choose Run from the Start menu, and type cmd to open the command window. 2. Enter the cache purge information using the following syntax: C:\> imcachepurge.exe [-info] -dsn <DSN> -usr <username> -pswd <password> -dtm <MM/DD/YYYY 24HH:MM:SS> For example: C:\> imcachepurge.exe -dsn Colorado -usr sa -pswd mhdocs -dtm "06/18/2003 18:59:00" 3. Type Enter. The utility removes documents in the cache file server for the library you named that are older than the date you selected. 4. Repeat for each library (Data Source Name) connected to that Cache Fileserver. Overview of Proxying Capabilities When a client initiates a request in a traditional WAN environment, the transaction requests are handed over the WAN, and sent to the centralized or remote SQL database. The centralized or remote SQL database extracts the requested documents from the File Server, and returns request over WAN to the WorkSite Server with Caching. This is a time consuming task since each transaction normally consists of sub components to move to and fro over the WAN network. A client request can result in multiple transactions across the WAN, which slows down performance in a traditional WAN system. Figure 166 illustrates the traditional way of handling requests. WorkSite Server Administrator s guide 323

Chapter 13: WorkSite Server with Caching Figure 165 Traditional WAN Environment Currently, WorkSite Server with Caching works to enhance performance over a WAN in a distributed environment. It utilizes "proxy" architecture to minimize SQL transactions over the WAN. When a client initiates a request, the transaction requests are sent directly from a local WorkSite Server to the remote WorkSite Server. The remote WorkSite Server "proxies" the requests to the SQL database locally and returns the response to the requesting WorkSite Server. Figure 166 WorkSite Server with Proxying Capabilities The proxying capabilities minimize the number of SQL roundtrips over the WAN. The WorkSite Advanced Server allows a client request to a remote library to go from the local DMS to the 324 WorkSite Server Administrator s guide

Overview of Proxying Capabilities remote DMS. The remote DMS handles the multiple server transactions locally, and responds to the client request in a much shorter time. Rather than relying on the caching server to communicate directly with the centralized SQL server, a partial server-to-server proxy mechanism is implemented for transactions that generated several roundtrips over the WAN. For transactions that require several roundtrips over the WAN, the caching server can make a single call to the central WorkSite Server. The central WorkSite Server performs all the individual SQL transactions locally on the LAN in the central data center, where latency is not an issue. It then reports the status of the completed transaction to the caching server. Only one atomic transaction takes place between the caching server and the data center. NOTES This capability is referred to as a partial proxy mechanism since only proxied core transactions result in several round trips over the WAN. The caching server maintains an ODBC connection to the SQL server for transactions such as authentication, to the file server for file upload or download, and so on. It is not possible to turn on file caching for a database, but to turn off the proxying capabilities. With WorkSite Server with Caching 8.0 sp1 and above, the proxy capabilities are an integral part of the caching functionality and cannot be disabled. WorkSite Server with Caching refers to the proxying capability as well. Proxying is an integral part of the caching technology. Setting up Library Connections When you are configuring the WorkSite Advanced Server in the WorkSite Service Manager, you must set up communication to the proxy server and to each database. To configure library connection properties: 1. On the WorkSite Server in the remote location, open the WorkSite Service Manager, and select Databases Setup on the Properties menu. See Figure 166. WorkSite Server Administrator s guide 325

Chapter 13: WorkSite Server with Caching Figure 167 WorkSite Server Database Setup dialog box 2. Click Add Server to open the Server Connection Properties dialog box. You can add a server connection across the WAN. Figure 168 Server Connection Properties dialog box 3. Enter the name of the Proxy server in the Cluster/Server Name field. 4. Enter the Logon ID and Password for a WorkSite user, who is a member of the NRTADMIN Group for the enterprise server. This ID and password must have system administrator-level access to the enterprise server. 5. Enter TCP/IP Port Configuration information. The values entered in the Service Port and File Port fields are dedicated TCP/IP port numbers assigned to the WorkSite Server service tool. The service port is used for service transactions, and the file port is used for transmitting files. Autonomy recommends that you use the default value for the service port (1080) and file port (1081), unless otherwise instructed by WorkSite Technical Support. 326 WorkSite Server Administrator s guide

Overview of Proxying Capabilities 6. If you want to maintain a 1:1 ratio of threads to connections for this database, select the As many connections as threads check box. Otherwise, clear this check box and enter a custom number of connections that should be maintained between the WorkSite Server and database. See the WorkSite Server Installation Guide. 7. Click OK to save your entries and return to the WorkSite Server Database Setup dialog box. 8. Click Add Database to open the Database Properties dialog. Figure 169 Database Properties Dialog ox 9. Enter the name of the database in the Database Logon Setup field. 10. Enter the SQL Logon ID and Password for the database. This ID and password must have system administrator-level access to the database, such as the SA account. 11. Select the Enable Cache Fileserver check box. 12. If you want to maintain a 1:1 ratio of threads to connections for this database, select the As many connections as threads check box. Otherwise, clear the check box and enter a custom number of connections that should be maintained between the WorkSite Server and database. 13. Select the Preferred Database option to designate this database as the source for dialog boxes, captions, and roles. Any database that is identified as a Preferred Database can serve as a source for dialog boxes, captions and roles. Each WorkSite Server must be connected to at least one database that is identified as a preferred database. You can specify alternate preferred databases for individual users using the Database Administration tool. 14. If this database functions as a web content database for use with the WorkSite Web client, select the Web Content check box. WorkSite Server Administrator s guide 327

Chapter 13: WorkSite Server with Caching 15. If you want the Web Content database to be hidden from end-users, select the Hidden check box. 16. If you want to enable full-text searching on this database, select the Enable Full- Text Searching check box. 17. Enter values for the full-text search setup for this database: Specify the name or IP address of the full-text search server or cluster in the Cluster / Server Name field. To specify a TCP/IP service port for the full-text search server, select Specify Service Port and enter the service port in the field. The default is 1082. 18. Click OK to save your entries and return to the WorkSite Server Database Setup dialog box. 19. Click Close to return to the WorkSite Server Service Manager window. 328 WorkSite Server Administrator s guide

Chapter 14 Tools and Utilities Overview This chapter includes information on the following tools or utilities: Migrating Users to a Different Database Populating Custom Tables Populating User Tables Migrating Users to a Different Database Users in a WorkSite System are assigned a default database where the user s personal settings, subscriptions and favorites are stored. This database is the user s preferred database. It may be necessary to assign a user to a different database. For example, the user might move to a different department or a different office within the organization. In this case, the user s personal settings, subscriptions and favorites should move to the new default database. You can use the WorkSite User s Preferred Database Migration Tool to make this modification. Prerequisites The WorkSite User s Preferred Database Migration Tool requires the following prerequisites: Every WorkSite Database must contain information about the intended destination database in the MGHGROUP.LIBRARIES table. Each WorkSite Server must have a common administrator account for every WorkSite Server and WorkSite Database across the entire system. WorkSite Server Administrator s guide 329

Chapter 14: Tools and Utilities Working of User s Preferred Database Migration Tool The WorkSite User s Preferred Database Migration Tool is a command line program. You can use the Migration Tool to enter the following information: Server Administrative user ID and password to log in to the server Source database Destination database Target user ID name in both the source and destination database Option the name and path of a log file When the information is entered on the command line and executed, the Migration Tool performs a four-stage algorithm: Stage 1: Initialization Stage 2: Copy Stage 3: Finalization Stage 4: Deletion Stage 1: Initialization 1. Using the administrative userid and password, the Migration Tool logs into the first server in the server list, and checks the connection to the source and the destination database. If any connection fails, the Migration Tool closes. 2. The Migration Tool checks to see if the targeted user is in the source database, and if that the source database is the current preferred database for this user. If not, no further action is performed for this targeted user and the Migration Tool closes. 3. Next the Migration Tool checks to see if the target user exists in the destination database. If not, no further action is performed for this targeted user and the Migration Tool closes. 4. The Migration Tool checks to see if the destination database contains any of the following information for the targeted user: Any user's preference settings Any subscription hierarchy Any favorite hierarchy If any of this information is found, it is the result of a previous unsuccessful migration. This data is removed from the destination database before initiation of the Copy Stage. If any error occurs, the Migration Tool closes. 330 WorkSite Server Administrator s guide

Migrating Users to a Different Database Stage 2: Copy In this stage the target user s preference settings, subscription hierarchy, and favorite hierarchy are copied to the destination database. User's preference settings In the WorkSite Web Client product, users can choose whether or not to display the following items: Checkout list Worklist Recent pages Preferences Subscriptions Favorites Explorer Search histories The Migration Tool copies the visibility flag settings for these items from the source database to the destination database. If any unrecoverable error occurs, the Migration Tool closes. Subscription Hierarchy The Migration Tool copies the entire subscription hierarchy recursively to the destination database. If any unrecoverable error occurs, the Migration Tool closes. Favorites Hierarchy The Migration Tool copies the entire subscription hierarchy recursively to the destination database. If any unrecoverable error occurs, the Migration Tool closes. Stage 3: Finalization In this stage, all the target user's preferred database settings in every database across the system are updated so that they point to the new destination database. Also, any existing references in other users' subscription hierarchies that point to the target user's old subscription hierarchy in the old database are updated so that they reference the new hierarchy in the destination database. If any unrecoverable error occurs, the Migration Tool closes. WorkSite Server Administrator s guide 331

Chapter 14: Tools and Utilities Stage 4: Deletion When the migration succeeds, all of the user preferred database settings in all the databases have been updated, and all existing subscription shortcuts that point to the old subscription hierarchy has been redirected. At this point the Migration Tool deletes the old information in the source database. Performing a Preferred Database Migration Table 2.1: Use the following procedure to move a user s settings, subscriptions, and favorites from one preferred database to another. 1. Verify that every WorkSite database in the system contains information about the intended destination database in the MGHGROUP.LIBRARIES table. 2. Verify that each WorkSite Server has a common administrator account for every WorkSite Server and every WorkSite Database across the entire system. 3. Choose Run from the Start menu and type cmd. Then click OK. A command window opens. 4. Enter the following parameters. Parameter -svr -usr -pwd -sdb -ddb -tuser -logfile Description A list of server names, separated by one or more spaces. The common login to every server. The common password for -usr. The source WorkSite 8.2 database name. This parameter is case-sensitive. The destination WorkSite 8.2 database name. This parameter is case-sensitive. The target user login name in both the source database and the destination database. The log file with the full path. If not specified, the log file name is PDMTool.log, and it is located in the working directory. You can enter the parameters in any sequence. For example, both of the following entries should be valid for migrating user UU from database SS to database DD using the default administrator login in both databases. C:\ > PDMTool.exe -svr workdemo -usr adminuserid -pwd adminpassword -sdb SS -ddb- DD -tuser UU or 332 WorkSite Server Administrator s guide

Populating Custom Tables C:\> PDMTool.exe -svr workdemo -sdb SS -ddb DD -tuser UU -usr adminuserid -pwd adminpassword 5. Press Enter after you have listed all the parameters. Populating Custom Tables The Custom Table Loading Utility, clload.exe, is a command line executable that can be used to populate or load entries into the custom tables of a WorkSite database from any ANSI text file. This executable can be run from the command line or from a standard Windows batch file. The actual loading process performed by the custom table loading utility is identical to that performed from within the Database Administration program, but it can be executed automatically from within a batch file. The parameters used to configure the loading process are explained below, along with the specifications for the text files used in the loading process. The custom table loading utility can only load entries into the Custom1/Custom2 tables (custom 1 and 2), custom tables 3-12, and the Custom29/Custom30 tables (custom 29 and 30). Prerequisites Database created using WorkSite Network version 4.0 The clload.exe can only be run from a batch file or from the command line. The clload Command The general form of the clload command is listed below. The parameters listed in <brackets> are always required. The parameters listed in [brackets] have default values assigned to them and only need to be specified when performing certain types of loads. Each of these parameters is explained fully with examples in the pages that follow. The parameters may appear on the command line in any order. clload </db:database userid password> </file:filename> </table:name> [/parentalias:parentalias] [/overwrite:flag] [/childflag:flag] [/format:[delimiter][column1][column2][column3][column4]] WorkSite Server Administrator s guide 333

Chapter 14: Tools and Utilities Required Format for the ANSI Text File The Custom Table Loading Utility can insert entries taken only from an ANSI text file into the custom tables on a WorkSite database. The text file should be formatted to contain a series of records (or rows), each of which contains at least a custom alias, a custom description, and an enabled/disabled value. Fields (or columns) in each record must be delimited by a single, consistent character, such as a comma, pipe symbol, exclamation point, or asterisk. When importing parent and child table entries simultaneously, each record in the text file must contain, minimally, a parent alias, parent description, parent enabled/disabled value, child alias, child description, and child enabled or disabled value. Each row (or record) in the text file must end with an end of line character. Each record in the text file may contain additional fields which will be skipped in the course of loading in the table entries. Valid enabled or disabled values are Y or N and empty string. Empty string is treated as a Y. Command Line Parameters Table 41 lists line parameters classified as Required or Optional. Table 41 Command Line Parameters Required Command Line Parameters /db:databasename loginid password /file:filename /table:tablename Optional Command Line Parameters /parentalias:parentalias /overwrite:y or N /childflag:y or N /format: delimiter field1 field2 field3 field4 field5 field6 Required Parameters /db:databasename loginid password The /db parameter is required and must provide the ODBC data source name (databasename), the user ID which will be used to log into the database, and the password. If the password is null, use two double quotes to indicate a null password: Examples: clload /db:atlanta sa clload /db:worksite sa password 334 WorkSite Server Administrator s guide

Populating Custom Tables /file:filename The /file parameter indicates the path and name of the ANSI text file that contains the entries that will be loaded in the specified custom table. Examples: clload /file:c:\temp\clients.txt clload /file:d:\public\accounts.txt clload /file:e:\acc\public\accounts\css.txt /table:tablename The /table parameter specifies which table the entries will be loaded into. The only valid table names that may be entered for this parameter are listed below. The table name is case-sensitive: all table names must be entered in all caps, as shown. When importing entries into a parent table and its child table simultaneously, enter the table name for the parent table in the /table parameter (i.e., enter either CUSTOM1 or CUSTOM29.) When importing entries into the Client, Matter, Practice or Subpractice tables, use the table names, CUSTOM1, CUSTOM2, CUSTOM29, or CUSTOM30 respectively. /table:custom1(client table) /table:custom2(matter table) /table:custom3 /table:custom4 /table:custom5 /table:custom6 /table:custom7 /table:custom8 /table:custom9 /table:custom10 /table:custom11 /table:custom12 /table:custom29(practice table) /table:custom30(subpractice table) Optional Parameters /parentalias:parentalias The /parentalias parameter is only used when the table name specified is CUSTOM2 or CUSTOM30. (i.e., when you are importing Matter or Subpractice entries.) When you are importing entries into either of these child tables, you must specify the parent alias to which the imported entries should belong. This parent alias must already exist as a valid entry in the corresponding parent table on the database. This parameter is ignored when the table name specified in the /table parameter is anything other than CUSTOM2 or CUSTOM30. WorkSite Server Administrator s guide 335

Chapter 14: Tools and Utilities Examples: /parentalias:0012359 (Result: All child entries imported in this load will be added to the child table associated with this parent alias.) /overwrite:y or N The /overwrite parameter specifies whether to overwrite existing description information if the alias already exists. Normally, the clload.exe program will not overwrite existing description information in the database. (By default, this parameter is set to N.) If an alias appears in the text file, and the /overwrite parameter is not set to N, then the entry in the database is not changed. If the /overwrite parameter is set to Y when an alias appears in the text file that already exists in the database, the clload program will replace the existing description field for that alias in the database with the one specified in the text file. If the /overwrite parameter is set to Y while description information is being skipped, then no substitutions will be made in the description field. /childflag:y or N The /childflag parameter specified whether to load only parent table entries or both parent and child table entries simultaneously. To load both together, specify Y. To load only parent table entries, specify N. The /childflag parameter is set to Y by default. This parameter only applies when the table name selected in the /table parameter is set to CUSTOM1 or CUSTOM29. /format: delimiter field1 field2 field3 field4 field5 field6 The /format parameter is used to identify the character used to delimit fields in the text file. Double quotes must be placed around the delimiter character when the character used as a delimiter is a pipe symbol, less than or greater than characters, an asterisk, or any other symbol that may be parsed incorrectly on the command line. (A pipe symbol, for instance, indicates that you want to pipe the results of the first command to a particular input device.). The criteria that follows the /format parameter is: delimiter character used to delimit fields in the text file. The default delimiter is a comma. field1: number of field (or column) that contains the parent alias. This number defaults to 1. field2:number of field (or column) that contains the parent description. This number defaults to 2. field3:number of field (or column) that indicates whether this item should be enabled (Y) or disabled (N). This number defaults to 3. field4:number of field (or column) that contains the child alias. The value of this field defaults to 4. 336 WorkSite Server Administrator s guide

Populating Custom Tables field5:number of field (or column) that contains the child description. The value of this field defaults to 5. field6:number of field (or column) that indicates whether this item should be enabled (Y) or disabled (N). This number defaults to 6. When you are importing entries in any custom table other than CUSTOM1 and CUSTOM29 (the Client and Practice tables), any values entered for fields 4, 5 and 6 are ignored, and the values for fields 1, 2, and 3 only are used to extract the custom alias and description from each row or record in the text file. Example: /format:" " 3 4 2 1 5 6 (Result: Given this formatting parameter, this load will parse the file using the pipe symbol as the character designated to delimit fields in the text file, and it will read in the third and fourth fields as the alias and description for each custom table entry. If the second field in that row in the text file contains an "N" or "n", the item will be disabled. If it contains a "Y" or "y" or empty string, the item will be enabled. If parent-child tables are being loaded simultaneously, then the first and fifth fields in each record will also be used to create a child table entry that will be associated with that parent table entry. The child table entry will be enabled or disabled based on the value in field six.) Skipping the Description Field You can choose to load only aliases into any custom table by specifying a field number of negative one ( 1) as the field number from which to take the description field. When 1 appears as the field number for the description field in the /format parameter statement, then description fields will be loaded in. Example: /format: 3-1 1 5 Result: No descriptions will be loaded in for any custom table entries or parent table entries loaded in. This feature may be used when loading in parent-child tables simultaneously. Either parent or child descriptions or both may be skipped. Loading Multiple Child Table Entries While loading parent and child tables simultaneously, multiple child table entries can be loaded in and associated with the same parent table entry by repeating the same parent alias and description in multiple rows in the text file. For example, consider the results of loading in the following text file using the following command line: WorkSite Server Administrator s guide 337

Chapter 14: Tools and Utilities Example command line: clload /db:chicago sa /table:custom1 /childflag:y /file:c:\temp\climat.txt /overwrite:n /format:, 1 2 3 4 Example text file excerpt: PA00012,PETERS ACCOUNT,SS00001,DAYTON OFFICE PA00012,PETERS ACCOUNT,SS00002,WRIGLEY OFFICE PA00012,PETERS ACCOUNT,SS00003,STAMFORD OFFICE If the above command line is used to load in data from a text file that contains the excerpt above, then three entries will be added to the Matter table for the single Client table entry, PA00012. Examples of Valid Command Line Entries clload /db:ntdb sa "" /table:custom1 /file:c:\temp\climat.txt /overwrite:y / childflag:n /format:"," 1 2 3 4 The above command line statement specifies that client entries should be loaded into the database NTDB using the userid SA with a null password from the file, CLIMAT.TXT, located in the C:/TEMP directory. The text file will be parsed using a comma and only parent table entries will be loaded in. The alias will come from the first field in each row (or record) in the text file, the description will come from the second field in each row (or record) in the text file. clload /db:ntdb sa "" /table:custom2 /parentalias:000002 /file:c:\temp\ climat.txt The above command line statement specifies that matter entries should be loaded into the database NTDB using the userid SA with a null password from the file, CLIMAT.TXT, located in the C:/TEMP directory. The matter entries will all be added to the entry in the client table with the alias, 000002. clload /db:ntdb sa "" /table:custom3 /file:c:\temp\climat.txt /overwrite:y / client:n /format:"," 1 2 The above command will load entries into the custom3 table from the text file CLIMAT.TXT and overwrite the descriptions of existing entries. Populating User Tables The User Table Loading Utility, userload.exe, is a command line executable that can be used to populate or load entries into the user tables of a WorkSite database from any ANSI text file. This executable can be run from the command line or from a standard Windows batch file. The actual loading process performed by the user table loading utility is identical to that performed from within the DBAdmin tool, but it can be executed automatically from within a batch file. The parameters used to configure the loading process are explained below, along with the 338 WorkSite Server Administrator s guide

Populating User Tables specifications for the text files used in the loading process. This utility can only load entries into the user table. Prerequisites Database created using WorkSite 7.0 or later. The userload.exe may only be run from a batch file or from the command line. The userload command The general form of the userload command is listed below. The parameters listed in <brackets> are always required. The parameters listed in [brackets] have default values assigned to them and only need to be specified when performing certain types of loads. Each of these parameters is explained fully with examples in the pages that follow. The parameters may appear on the command line in any order. </db:database loginid password> </file:filename> [/format:[delimiter][column1][column2][column3] [column4][column5][column6][column7][column8][column9][column10][column11][c olumn12]] Required Format for the ANSI Text File The User Table Loading Utility can insert entries taken only from an ANSI text file into the user table on a WorkSite database. The text file should be formatted to contain a series of records (or rows). Fields (or columns) in each record must be delimited by a single, consistent character, such as a comma, pipe symbol, exclamation point, or asterisk. Each row (or record) in the text file must end with an end of line character. Each record in the text file may contain additional fields which will be skipped in the course of loading in the table entries. Command Line Parameters /db:databasename loginid password The /db parameter is required and must provide the ODBC data source name (database name), the user ID which will be used to log into the database, and the password. If the password is WorkSite Server Administrator s guide 339

Chapter 14: Tools and Utilities null, use two double quotes to indicate a null password: "". Autonomy does not recommend using a null password. Examples: userload /db:atlanta sa "" userload /db:worksite sa password [/MustChangePwd: [Y N]] The /MustChangePwd parameter is optional. If used, Y indicates that the user must change the password at the next login; N indicates that the user is not required to change the password. The default is Y. /mode: insert overwrite sync The /mode parameter defines how the Userload Utility treats current user values. The action of various modes is defined in the following table. Table 42 Mode action on current user values Mode insert overwrite sync Description Inserts new users. Overwrites values, including Password and MustChangePwd. Synchronizes values; acts like overwrite, except Password and MustChangePwd are not updated. /file:filename The /file parameter indicates the path and name of the ANSI text file that contains the entries that will be loaded in the specified custom table. Examples: userload /file:c:\temp\user.txt userload /file:d:\public\user.txt /format:"delimiter" field1 field2 field3 field4 The /format parameter is used to identify the character used to delimit fields in the text file. Double quotes must be placed around the delimiter character when the character used as a delimiter is a pipe symbol, less than or greater than character, an asterisk, or any other symbol that may be parsed incorrectly on the command line. A pipe symbol on the command line, for 340 WorkSite Server Administrator s guide

Populating User Tables instance, normally indicates that you want to pipe the results of the first command to a particular input device. The criteria that follows the /format parameter is described in the following table. Table 43 Format Criteria Criteria delimiter Column1: Column2: Column3: Column4: Column5: Column6: Column7: Column8: Column9: Column10: Column11: Column12: Description character used to delimit fields in the text file. The default delimiter is the pipe symbol. Column number for UserID field. Column number for Password field; if Password field is empty, MHDOCS is used as the default password. Column number for Full Name field. Column number for Location field. Column number for Phone field. Column number for Extension field. Column number for Fax field. Column number for E-mail field. Column number for OS type field. Column number for Container field. Column number for File Server field. Column number for Primary Library field. Examples of valid command line entries: UserLoad /db:ntdb sa "" /MustChangePwd:Y /file:c:\temp\userdata.txt / mode:insert /format:"," 1 2 3 4 5 6 7 8 9 10 0 0 The above command line statement specifies that entries should be loaded into the database NTDB using the userid SA with a password of mhdocs from the file, UserData.txt, located on the C drive in the TEMP directory. The text file will be parsed using a comma. There is no default FILE SERVER or PRIMARY LIBRARY in the data file. UserLoad /db:ntdb sa "" /MustChangePwd:N /file:c:\temp\userdata.txt / mode:overwrite /format:"," 1 0 0 0 0 0 0 0 0 0 2 3 The above command line is for a case where only the UserID, default FILE SERVER and PRIMARY LIBRARY are present in the data file. The password will default to mhdocs. WorkSite Server Administrator s guide 341

Chapter 14: Tools and Utilities 342 WorkSite Server Administrator s guide

Appendix A Reading the WorkSite Server Log File Overview This appendix includes information on the following topics: Abbreviations Common DMSLog.txt File Entries Information to help you understand the log file generated by the WorkSite Server service is provided in this section. The log file generated by the WorkSite Server service is named DMSLog.txt and should be located in the installation path for WorkSite Network. Abbreviations During normal operation, the log file grows by two lines of text every minute. Table 44 lists the abbreviations used in these entries during normal operation to report on the status of WorkSite Server service. Table 44 Abbreviations used in the DMSLog.txt file Abbreviation QD TD QU TU Meaning Files download in last minute Files downloaded since startup Files uploaded in last minute Files downloaded since startup WorkSite Server Administrator s guide 343

Appendix A: Reading the WorkSite Server Log File Table 44 Abbreviations used in the DMSLog.txt file Abbreviation QS XQ US XT Meaning Queue size: number of transactions waiting to be processed Number of transactions completed in last minute Number of users attached to the WorkSite Server Total number of transactions completed since server was started. NOTE There are two values for QS recorded in each entry in the log file during normal operation. The FileXfer QS is the number of file uploads or downloads waiting to be performed. The RpcManager QS is the number of SQL database transactions waiting to be performed. You can use either of these entries to evaluate the efficiency of your WorkSite Server. Common DMSLog.txt File Entries This section describes common entries in the DMSLog.txt file and their significance. Example 1: Normal operation Concerns: None Sun 03/01 17:39:33.875LogMsg: 76:Info [0230] ***************** STARTUP ****************** Sun 03/01 17:39:36.234DsRpcManager: 150:Info [0230] Connected to database madrid Sun 03/01 17:39:38.203DsRpcManager: 150:Info [0230] Connected to database madrid Sun 03/01 17:41:00.375FileXfer: 508:Info [0320] QD=0 TD=0 QU=0 TU=0 RL=0 XL=0 QS=0 Sun 03/01 17:41:00.703RpcManager: 592:Info [0224] XQ=14, XT=33, US=1, QS=0, Mon 03/02 20:19:41.968DataCache: 705:Debug [0288] Cache stats for database madrid Mon 03/02 20:19:42.031DataCache: 707:Debug [0288] C01: loads 1, adds 0, hits 26, miss 0 Mon 03/02 20:19:42.109DataCache: 712:Debug [0288] C02: loads 1, adds 0, hits 26, miss 0 MMon 03/02 20:19:43.515LogMsg: 83:Info [0288] *************** SHUTDOWN**************** Example 2: User's transaction was aborted, possibly because of call timeout or the user aborted the request. Concerns: None, unless repeating continually. Mon 03/02 15:49:55.015Executer: 100:Info [0244] Transaction aborted by user 344 WorkSite Server Administrator s guide

Common DMSLog.txt File Entries Mon 03/02 15:49:55.078Executer: 587:Error [0247] getnextnum - Fetch command failed; SQL State: 00000, SQL Error: Mon 03/02 15:49:55.140Executer: 591:Error [0247] SQL Command: SELECT ID_VALUE FROM MHGROUP.ID_TABLE (TABLOCKX) Mon 03/02 15:49:55.281Common: 212:Warn [0247] Transaction rollback: getnextnum Example 3: User s pending request(s) were aborted, possibly due to timeout or because user exited the application Concerns: None, unless repeating continually. Mon 03/02 20:29:48.515 DsRpcManager: 68:Info [0330] Aborting work for user ZIA at 10.5.3.117 Example 4: User's session was terminated after a long period of inactivity. Concerns: None. Tue 03/03 15:17:01.031 RpcManager: 639:Info [0161] Session from 10.5.3.114:31493 will be closed after 3700 seconds of inactivity Example 5: The SQL transaction log is full and needs to be emptied. Concerns: This is a serious problem with database and requires immediate action. Wed 03/04 17:32:50.937Executer: 587:Error [0168] execstatement - Unable to execute SQL Command; SQL State: 37000, SQL Error: [Microsoft][ODBC SQL Server Driver][SQL Server]Can't allocate space for object 'Syslogs' in database 'paris' because the 'logsegment' segment is full. If you ran out of space in Syslogs, dump the transaction log. Otherwise, use ALTER DATABASE or sp_extend Wed 03/04 17:32:50.984Executer: 587:Error [0315] execstatement - Unable to execute SQL Command; SQL State: 37000, SQL Error: [Microsoft][ODBC SQL Server Driver][SQL Server]Can't allocate space for object 'Syslogs' in database 'paris' because the 'logsegment' segment is full. If you ran out of space in Syslogs, dump the transaction log. Otherwise, use ALTER DATABASE or sp_extend Wed 03/04 17:32:51.031Executer: 587:Error [0352] execstatement - Unable to execute SQL Command; SQL State: 37000, SQL Error: [Microsoft][ODBC SQL Server Driver][SQL Server]Can't allocate space for object 'Syslogs' in database 'paris' because the 'logsegment' segment is full. If you ran out of space in Syslogs, dump the transaction log. Otherwise, use ALTER DATABASE or sp_extend Wed 03/04 17:32:51.156Executer: 591:Error [0168] SQL Command: SELECT PRJNUM FROM MHGROUP.PRJNUMDB (TABLOCKX) Wed 03/04 17:32:51.234Executer: 591:Error [0315] SQL Command: SELECT PRJNUM FROM MHGROUP.PRJNUMDB (TABLOCKX) Wed 03/04 17:32:51.296Executer: 591:Error [0352] SQL Command: SELECT PRJNUM FROM MHGROUP.PRJNUMDB (TABLOCKX) Wed 03/04 17:32:51.421 Common: 212:Warn [0168] Transaction rollback: insertproject Wed 03/04 17:32:51.531 Common: 212:Warn [0315] Transaction rollback: insertproject Wed 03/04 17:32:51.671 Common: 212:Warn [0352] Transaction rollback: insertproject Example 6: Database server terminated the transaction due to a transaction deadlock WorkSite Server Administrator s guide 345

Appendix A: Reading the WorkSite Server Log File Concerns: Part of the normal operation; the server is capable of internally recovering from such conditions without the user noticing anything Wed 03/04 20:02:15.718Executer: 587:Error [0638] execstatement - Unable to execute SQL Command; SQL State: 40001, SQL Error: [Microsoft][ODBC SQL Server Driver][SQL Server]Your server command (process id 30) was deadlocked with another process and has been chosen as deadlock victim. Re-run your command Wed 03/04 20:02:16.062Executer: 591:Error [0638] SQL Command: UPDATE MHGROUP.DOCMASTER SET DOCINUSE = 'N', LOGNODEADDR = '', INUSEBY = '' WHERE (DOCNUM = 987) AND (VERSION = 1) Wed 03/04 20:02:16.156Common: 212:Warn [0638] Transaction rollback: copydocument Wed 03/04 20:02:16.390DocMgr:4387:Info [0638] Retrying transaction: retry# 1 Example 7: An uploaded file was not used in a transaction and cleaned up by the server Concerns: Usually none. This can happen for example when a user tries to import a document with invalid profile. The transaction is rejected by the server and the uploaded file is eventually removed Wed 03/04 20:05:46.937FileXfer: 781:Warn [0380] Removing uploaded file cookie 889063191 for 205.205.205.205. Not used for >10 minutes after upload. Wed 03/04 20:05:47.015 FileXfer: 781:Warn [0380] Removing uploaded file cookie 889063199 for 205.205.205.205. Not used for >10 minutes after upload. Example 8: User aborted the transaction during a file upload Concerns: Usually none. Thu 03/05 18:18:45.828FileXfer: 717:Warn [0366] File Receive - Did not receive entire file - 0 bytes of 42506716 Example 9: The database schema is either older or newer than the server. Concerns: Possibly serious. Upgrade or conversion may be required. Database will not be usable. Wed 03/11 17:25:52.890DsRpcManager: 159:Info [0166] Connected to database madrid Wed 03/11 17:25:53.078DsRpcManager: 220:Error [0166] Database schema for database madrid is not compatible with this DMS. Example 10: The connection to the database has become invalid possibly because of a database shutdown or restart. Concerns: Possibly serious. The WorkSite Server Service is capable of reconnecting to a restarted database server. Wed 03/11 18:36:59.437Executer: 587:Error [0554] execstatement - Unable to execute SQL Command; SQL State: 08S01, SQL Error: [Microsoft][ODBC SQL Server Driver][dbnmpntw]Invalid connection. Wed 03/11 18:36:59.500Executer: 591:Error [0554] SQL Command: SELECT PRJNUM FROM MHGROUP.PRJNUMDB Example 11: The connection to the database has become invalid possibly because of a database shutdown. 346 WorkSite Server Administrator s guide

Common DMSLog.txt File Entries Concerns: Serious. Restart the database server. Wed 03/11 18:33:27.812Connect:1212:Error [0220] sqlserver_connect SQL Error: [Microsoft][ODBC SQL Server Driver][dbnmpntw]Specified SQL server not found. Wed 03/11 18:33:27.875Manager: 102:Info [0220] Reconnect attempt to database paris failed Example 12: The WorkSite Server Service has reconnected to the database. One entry appears in the log file for each thread. Concerns:None (Be happy). Wed 03/11 18:35:23.890Manager: 98:Info [0554] Reconnected to database paris Example 13: The connection to the database has become invalid possibly because of a database shutdown. Concerns: Serious. Restart the database server. Wed 03/11 18:35:25.125Manager: 69:Error [0220] Could not locate connection handle for paris WorkSite Server Administrator s guide 347

Appendix A: Reading the WorkSite Server Log File 348 WorkSite Server Administrator s guide

Appendix B Database Schema Overview This chapter lists the database tables and their functions. This list is subject to change in future releases. For related information, see the COM Object for WorkSite Database Administration Developer's Guide. Table 45 Database Table Functions Table Name APPS ARCHIVETBL ARCHIVENUMDB ARSET_INFO CACHE_UPDATE CAPTIONS CHECKOUT CUSTOM1 CUSTOM10 CUSTOM11 CUSTOM12 CUSTOM2 CUSTOM29 CUSTOM3 Function This table maintains a record of applications, app paths, app alias and info needed to run apps Keeps a record of where archives have been placed Contains the ID number that will be given to the next archive This table maintains the relation of archived documents to their archive_id Keeps track of when cached files were updated on the server Records the captions used on the Search, New Profile, New Version, and Edit Profile dialogs Tracks the location, checkout date, and other information pertaining to checkedout documents Lookup values for the Custom1 field Lookup values for the Custom 10 field Lookup values for the Custom 11 field Lookup values for the Custom 12 field Lookup values for the Custom 2 field Lookup values for the Custom 29 field Lookup values for the Custom 3 field WorkSite Server Administrator s guide 349

Appendix B: Database Schema Table 45 Database Table Functions Table Name CUSTOM30 CUSTOM31 CUSTOM4 CUSTOM5 CUSTOM6 CUSTOM7 CUSTOM8 CUSTOM9 DEINDEX_DOCS DOC_ACCESS DOC_DENIAL DOC_INDEX DOC_KEYWORDS DOC_NVPS DOCARTIFACT DOCCACHE DOCCLASSES DOCHISTORY DOCMASTER DOCNUMDB DOCSERVERS DOCSUBCLASSES DOCTYPES DOCUSERS DSECURITY EMAIL_ATTRS FORM_CONTROLS FORM_TEMPLATE Function Lookup values for the Custom 30 field Lookup values for the Custom 31 field Lookup values for the Custom 4 field Lookup values for the Custom 5 field Lookup values for the Custom 6 field Lookup values for the Custom 7 field Lookup values for the Custom 8 field Lookup values for the Custom 9 field List of documents to be removed from index collections Permissions to documents Document access restrictions Location of documents within index collections A list of words in documents that help to classify the documents. Not currently used in version 8.2. Name-value pairs for document This table is used to reference documents that have been moved from one database to another through the WorkSpace Migrator Table of information for document caching Table of Lookup values for the Document Class field History of all the documents Document names and their profile information The next number that the server will assign a new document List of file servers Lookup values for the Subclass field Lookup values for the Document Type List of users Specifications for default security settings The status of reconciled or failed e-mails for Symantec Enteprise Vault Control layout for current dialog objects, such as buttons, fields, or labels Default Layout for the dialogs, such as dialog size, or background color 350 WorkSite Server Administrator s guide

Overview Table 45 Database Table Functions Table Name Function FORM_TYPES Relation of Form ID and Description FORMS Actual Layout for the dialogs, such as dialog size, or background color GROUPMEMS Group membership - Group Num. Cross listed with User numbers GROUPS Group information GRP_SCTY_ACC_TEM Security templates assigned to groups P ID_TABLE Next system ID number INDEX_COLLECTION List of Index Collections KEYWORDS List of Keywords. Not currently used in version 8.2. LIBRARIES List of databases MHINFO Not used MHPERMS List of database option bit masks MHPROFILES List of profile templates NODELOC List of PC locations PALETTE Palette used to populate database dialogs with buttons, fields, or other items PRJNUMDB Next folder number PROJ_ACCESS Folder access PROJ_DENIAL List of users and groups denied folder access PROJARTIFACT Lists artifact information for migrated projects needed to locate project table entries from the database PROJECT_ITEMS Folder items cross-referenced with folder IDs PROJECT_NVPS Name-value pairs for folders PROJECTS Folders QUICK_RETRIEVE User work lists RE_RECIPIENT Rules Engine - List of recipients of notification of events that trigger rules execution RE_RULE_EVENT Rules Engine - List of events that can be used to define rules REEVENTDEF Rules Engine - Definitions of different events, such as - new version, edit profile, and other actions that trigger rule execution WorkSite Server Administrator s guide 351

Appendix B: Database Schema Table 45 Database Table Functions Table Name REEVENTLOG RELATED_DOCS RERULEHANDLERS RERULES RERULESNUMDB RESTORETBL Rules Engine - Log listing different events, such as new version, edit profile, and other actions that trigger rule execution Related documents Rules Engine - List of processes used to execute rules Rules Engine - List of rules Rules Engine - Next rule number Documents that have been requested to be restored from archive Name-value pairs for roles Profile settings for each role List of Roles Saved Search Ids and the users they belong to ROLE_NVPS ROLE_PROFILES ROLES SEARCH_PROFILES SEARCH_PROFILE_DA Data placed in the fields of a saved searched TA SECURITY_TEMPLATE List of Security Templates SID_TABLE List of SIDs SRCH_PROF_ACCESS List of users and groups with access to Saved Searches SRCH_PROF_DENIAL List of users and groups denied access to Saved Searches STOPWORDS Words that are not searched for SYNC_ITEMS Lists the containers synchronized by each user in an offline/online transition (for example, My Matters and Matter Worklist) SYNC_LOCATIONS SYNC_PREFERENCES SYSTEM_MANAGEME NT SYSTEM_PREFERENC ES Function Lists the last synchronization time for each (user, workstation) pair Lists the synchronization preferences for each user Information about password expiration, warning, and number of logon attempts Information about system characteristics that are set on the server SYSTEM_SYNC_PREFS Lists default value at the database level for optional saved search to filter out documents TEMPLATE_CONTROL Default template of the controls used on the various dialogs S TYPEMAP Document type mapping USER_PREFERENCES Lists work area preferences for the user 352 WorkSite Server Administrator s guide

Overview Table 45 Database Table Functions Table Name USER_SYNC_PREFS USERACTIONS USERHISTORY USERNUMDB USERROLES USR_SCTY_ACC_TEM P USR_SCTY_TEMP_ASS C VERINFO WEB_PAGE_ACCESS Function Store an optional saved search to filter out documents List of actions that users can perform History of actions performed by users Next user ID number or Group ID number Users and the Role they have been assigned The user rights defined by each security template Lists which security templates are assigned to which users Version information infolink - List of access rights for web pages WorkSite Server Administrator s guide 353

Appendix B: Database Schema 354 WorkSite Server Administrator s guide

Appendix C Server Configuration Options This appendix contains information about how to customize your system using options available in WorkSite Server. Some additional options are explained in the chapters where you are likely to be performing customizations specific to a particular utility or operation. This section includes the following configuration options: Allowing Description Fulltext Search OCR-TIFF Replacement UTC Date Storage Search Results Sorting Restrict Data Sizes Case Insensitive Searches in Oracle Databases Version Editing Retain Only Latest Version on Worklist Ignore Disabled Groups Immutable E-mail WorkList Filtering Pessimistic Security One-Way or Two-Way Document Relations E-mail Duplicate Detection Enable/Disable User Edit of the Folder E-mail Address Field Unicast or Multicast Clustering Transport Options Default Minutes Between Synchronization Passes Kerberos Authentication on Trusted Login Support for Unknown File Types WorkSite Server Administrator s guide 355

Appendix C: Server Configuration Options Server Side Email Filing Allow Folder Creation in Public Workspaces Allowing Description Fulltext Search This configuration setting allows for the handling of a combined description and full-text search. The setting allows users to choose whether or not the description criteria is passed to the Verity index collection. NOTE This setting is only for use with the Verity-based WorkSite Indexer 8.2. It is ignored when WorkSite Server is configured to connect to Indexer 8.3. In the following location in the registry: HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven\WorkSite\imDmsSvc Modify the String value: Name: Allow Description Fulltext Search Values: Y (default) The description search criteria is passed to the Index Search service. Both the description and full-text criteria are used to query the Verity full-text index collection. This configuration can help avoid the Verity bucket issue by performing a zoned search on the description, however it can result in poor search performance if leading wildcards are used in the description field. N The description search criteria is not passed to the Index Search service. Only the full-text criteria is sent to the Index Search service. The full-text results are returned to the WorkSite Server which then queries the WorkSite database for the description criteria. In this configuration users may receive an error message indicating the search is too broad if the full-text criteria hits the Verity bucket, regardless of the description criteria provided. 356 WorkSite Server Administrator s guide

OCR-TIFF Replacement OCR-TIFF Replacement The WorkSite Server supports the ability to substitute OCR documents with their corresponding related TIFF documents when returning the results of a full-text search. The feature can be enabled on a per database basis using the following registry setting. In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\ imdmssvc\databases\[odbc DSN]\ Set the following string value: Name: "Perform OCR Replacement" Value: "Y" UTC Date Storage For proper handling of client applications in different time zones, the WorkSite Server is now capable of storing all date values in UTC format. For new installations, it is recommended to enable this feature. For upgraded databases, this feature should be turned off (disabled). By default, the installation program will enable this feature. To enable the storage of date values in UTC format: On every WorkSite Server: In the following key in the registry: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Set the following string value: Name: "UTC In Use" Value: "Y" To disable, set value to "N". On the machine running the WorkSite Rules Engine service: In the following key in the registry: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imRulesEngine\ Set the following string value: Name: "UTC In Use." Value: "Y" WorkSite Server Administrator s guide 357

Appendix C: Server Configuration Options To disable, set value to "N". On the machine running the WorkSite Clustering Service: In the following key in the registry: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imFmaSvc\ Set the following string value: Name: "UTC In Use." Value: "Y" To disable, set value to "N". Search Results Sorting Search in conducted in different ways in WorkSite. Search results are sorted based on the type of search that was conducted. The different types of searches can be described as follows: 1. Full Text Search. The WorkSite Indexer returns a list of search results sorted in order of relevancy, which the WorkSite Server retrieves and displays to the WorkSite clients. Full-text searches in the all the clients (DeskSite, FileSite, Express Search, and Miner) involve indexer relevancy search. Further levels of sorting can be achieved through the client interface. Sorting in the client involves sorting on the search results provided by the WorkSite Server and WorkSite Indexer. DeskSite and FileSite. The Look For field in the Search dialog box of DeskSite and FileSite indicate the use of Full-text search. You can sort results within the document grid. For more information on sorting in DeskSite, see DeskSite Installation and User's Guide. Express Search and WorkSite Miner. You must enter the word that you are searching for in the search field. The search results displayed are sorted based on the order of relevancy determined by the Indexer. WorkSite Miner offers the user the ability to sort by relevance or by a particular column displayed in the grid. 2. Email Properties (to / from). If you are searching based on the Custom 13 (To), Custom 14 (From) ),Custom15 (Cc), or Custom16 (Bcc), the Indexer returns a list of search results sorted in order of relevancy, which the WorkSite Server retrieves and displays to the WorkSite clients. Further levels of sorting can be achieved through the client interface. Sorting in the client involves sorting on the search results provided by the WorkSite Server and Indexer. DeskSite and FileSite. A search performed using only an Email field in the Search Dialog in DeskSite or FileSite is an exception to the Indexer search. 358 WorkSite Server Administrator s guide

Search Results Sorting Express Search and WorkSite Miner. A search from WorkSite Miner or Express Search always performs a full-text search. In WorkSite Miner the only exception is when you search using the keywords Show-checkout and Show-Worklist. Further sorting is possible in the client using the grid columns. WorkSite Miner sorts on the displayed search results, not on the entire set of results. If you have set a limit on the number of search results to be viewed only that many search results will appear in the grid. You can retrieve and view all the search results when you click See all Results. This results in a new search request from the server. The Indexer returns a complete list of all the search results sorted in order of relevancy. This new search result can be further sorted using the client. 3. Description Searches (including the subject of e-mails). The Indexer returns a list of search results sorted in order of relevancy, which the WorkSite Server retrieves and displays to the WorkSite clients. Description search is similar to full-text searches where search results are also sorted based on relevancy by the WorkSite Indexer relevancy as description / subject searches are full text searches. Further levels of sorting can be achieved through the client interface. Sorting in the client involves sorting on the search results provided by the WorkSite Server and Indexer. NOTE Sorting on the WorkSite client (Desksite, FileSite, Express Search, and WorkSite Miner) operates only on the local result set provided by the server. For example, if the Server returned 500 results out of 1000, the client will sort on the 500, and will not request new results from the Server unless a new search is performed. 4. Metadata only. WorkSite Server supports the ability to deliver document search results sorted by edit date and sorted metadata selection values. This feature is only supported for Microsoft SQL Server databases. The feature may be enabled or disabled on a per table basis. To enable or configure this feature: In the registry on every WorkSite Server machine: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\Databases\ [ODBC Data Source Name]\ Set the following DWORD value: Name: "Sort Order Mask" Value: [see below] The value to specify for "Sort Order Mask" depends on which tables you want to have sorted by the server. To determine what value to specify as the DWORD value, add together the values below for all tables for which you want to enable sorting. This is the value to specify in the registry setting. WorkSite Server Administrator s guide 359

Appendix C: Server Configuration Options NOTE These values are in hexadecimal format. SORT_APPS 0x00000001 SORT_DOCMASTER 0x00000002 SORT_CUSTOM1 0x00000004 SORT_CUSTOM2 0x00000008 SORT_CUSTOM3 0x00000010 SORT_CUSTOM4 0x00000020 SORT_CUSTOM5 0x00000040 SORT_CUSTOM6 0x00000080 SORT_CUSTOM7 0x00000100 SORT_CUSTOM8 0x00000200 SORT_CUSTOM9 0x00000400 SORT_CUSTOM10 0x00000800 SORT_CUSTOM11 0x00001000 SORT_CUSTOM12 0x00002000 SORT_CUSTOM29 0x00004000 SORT_CUSTOM30 0x00008000 SORT_CUSTOM31 0x00010000 SORT_DOCCLASSES 0x00020000 SORT_DOCSUBCLASSES 0x00040000 SORT_DOCTYPES 0x00080000 SORT_DOCUSERS 0x00100000 SORT_GROUPS 0x00200000 SORT_ROLES 0x00400000 SORT_TYPEMAP 0x00800000 For example, to enable server-side sorting of APPS and DOCMASTER values, you would specify a value of 3 (1 +2). To enable server-side sorting for all tables, specify the value: 0x00FFFFFF. To disable all server-side sorting, specify 0 (zero). 5. Any combination of 1, 2, or 3 with 4. The server sorts by relevancy in the WorkSite Indexer (same as full text). Restrict Data Sizes The Database Administration program can be configured so that it will restrict alias sizes in the database to 16 characters. This feature is turned off by default when you install WorkSite Server 7.x or later. To restrict alias sizes to 16 characters, Create the following registry key on the machine running the Database Administration program: 360 WorkSite Server Administrator s guide

Case Insensitive Searches in Oracle Databases In the following hive in the registry: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\DbAdmin\ Create the following DWORD value: Name: Compatible Data Sizes Value: 1 Set this value to 1 (one) to restrict alias sizes to 16 characters. If you want to remove this restriction, set this value to 0 (zero). If this key does not exist, then the Database Administration program restricts alias sizes to 16 characters. Case Insensitive Searches in Oracle Databases Since Oracle databases are case sensitive, searches in Custom13-16 are case sensitive on Oracle databases. You can configure WorkSite Server to perform case-insensitive searches in the nonvalidated Custom 13-16 fields if you are running an Oracle database. To enable case insensitive searches on an Oracle database you must: First, run the following SQL Script on your database. CONNECT MHGROUPMHDOCS@ORCL; DROP INDEX MHGROUP.IX_DCMSTR_DOCNAME; CREATE INDEX IX_DCMSTR_UPDOCNAME ON MHGROUP.DOCMASTER (UPPER(DOCNAME)); CREATE INDEX IX_DCMSTR_UPALIAS ON MHGROUP.DOCMASTER (UPPER(ALIAS)); CREATE INDEX IX_DCMSTR_UPC13ALIAS ON MHGROUP.DOCMASTER (UPPER(C13ALIAS)); CREATE INDEX IX_DCMSTR_UPC14ALIAS ON MHGROUP.DOCMASTER (UPPER(C14ALIAS)); CREATE INDEX IX_DCMSTR_UPC15ALIAS ON MHGROUP.DOCMASTER (UPPER(C15ALIAS)); CREATE INDEX IX_DCMSTR_UPC16ALIAS ON MHGROUP.DOCMASTER (UPPER(C16ALIAS)); Next, in the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Create or set the following STRING value: Name: "Case Insensitive Oracle" Value: "Y" Version Editing WorkSite Server 8.2 supports the ability to make older versions of documents read-only. When this option is enabled, users will be able to edit or modify the latest versions of documents, but WorkSite Server Administrator s guide 361

Appendix C: Server Configuration Options all previous versions will be read-only, including the profile and security. (Administrative users are not subject to this restriction.) This feature may be enabled on a per database basis. NOTES When the Version Editing feature is enabled, users who are working with an older WorkSite client may receive error messages if they attempt to modify an older version of a WorkSite document. Only the latest WorkSite client products are aware of the Version Editing feature and capable of adapting to it. The following WorkSite client products are aware of the Version Editing feature: WorkSite DeskSite 6.5 or later, WorkSite FileSite 4.0 or later, and WorkSite Web 4.3 or later. This feature should not be confused with the "Auto-Versioning" feature, which is available in the WorkSite client products. The Version Editing feature described here is independent of the client "Auto-Versioning" feature. Refer to the WorkSite Desktop Client Customization Guide for more information about the "Auto-Versioning" feature. To enable this feature: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\Databases\ [ODBC Data Source Name]\ Create or set the following DWORD value: Name: "Version Editing" Value: 1 To disable this feature, set the value to 0 (zero). Retain Only Latest Version on Worklist WorkSite Server 8.2 supports the ability to retain only the latest version of a document on the worklist, rather than all versions. This feature can be enabled on a per database basis. To enable this feature: In the following key in the registry on the WorkSite server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvs\Databases\ [ODBC Data Source Name]\ Create or set the following DWORD value: Name: "Worklist" Value: 1 362 WorkSite Server Administrator s guide

Ignore Disabled Groups To disable this feature, set the value to 0 (zero). Ignore Disabled Groups WorkSite Server 8.2 can be configured to disregard groups that are disabled that may appear in an item's security access control list when attempting to resolve access rights for that object. For instance, if a user has access to a private document by virtue of membership in a group, that user would normally continue to have access to the document, even after the group is disabled, until the group is removed from the document's access control list. This configuration option causes the WorkSite Server to ignore disabled groups when determining the current user's access rights to a particular document or collaboration object. This feature can be enabled on a per database basis. To ignore disable groups when determining access rights: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\Databases\ [ODBC Data Source Name]\ Create or set the following STRING value: Name: "Include Disabled Groups" Value: "N" Immutable E-mail By default, e-mail messages saved to WorkSite can be checked-out and edited in the same way as any other document. To prevent e-mail messages from being modified, you can configure e-mail to be read-only and declared as a record (that is, immutably read-only) by default by adding two registry key (one that defines what constitutes an e-mail by type and another that enables read only e-mail filing). To define e-mail messages by type: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE/Software/Interwoven/WorkSite/imDmsSvc/ Set the following STRING values: Name: Email Types Default Value: MIME,GW,NOTES WorkSite Server Administrator s guide 363

Appendix C: Server Configuration Options NOTE This registry key also defines what types are searched when searching for only e-mail in the search dialog. To declare e-mail messages as records: Set the following STRING values: Name: Import Emails As Declared Default Value: N (By default this option is not enabled.) NOTE The E-mail type is determined by the EMAIL TYPES registry key. WorkList Filtering By default, e-mail messages saved to WorkSite are added to users' worklists like any other document. However, WorkSite Server 8.2 supports the ability to select whether e-mail messages saved to WorkSite should be added to users' worklists. To prevent e-mail messages from appearing on users' worklists: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc Set the following STRING value: Name: "Add E-mails to Worklist" Value: "N" NOTE The E-mail type is determined by the EMAIL TYPES registry key. Pessimistic Security By default, the WorkSite Server resolves conflicts between access grants when determining a user's effective access to any secured content using an optimistic security model. This means 364 WorkSite Server Administrator s guide

One-Way or Two-Way Document Relations that if a user, Todd, is a member of a group, Managers, and a document is shared to Managers with ReadWrite access, and the document is also explicitly shared to Todd with Read-Only access, then Todd will get ReadWrite access. When optimistic security logic is used, the greatest of the several conflicting access grants is used. Conflicts between access grants can be conflicts between user and group assignments or between multiple group assignments, where the user is a member of multiple groups granted access to the secured content. WorkSite Server 8.2 can be configured to resolve conflicts between access grants using pessimistic security, rather than optimistic security. When the WorkSite Server is configured to use a pessimistic security model to resolve conflicts between access grants, the lowest of the several conflicting access grants that apply to the user is used. In the above example, if pessimistic security were enabled, Todd would get Read-Only access to the secured content. To configure optimistic or pessimistic security: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc Set the following DWORD value: Name: "Security Model" Value: "0" for Optimistic Security (Default) "1" for Pessimistic Security One-Way or Two-Way Document Relations WorkSite 8.2 client applications can be configured to treat document relations as one-way or two-way by configuring the following setting on the WorkSite Server. NOTE This setting determines how document relations are created, not how existing document relations are handled. To configure one-way or two-way document relations: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc Set the following DWORD value: Name: "Document Relation" Value: "0" for one-way document relations "1" for two-way document relations (Default) WorkSite Server Administrator s guide 365

Appendix C: Server Configuration Options E-mail Duplicate Detection The WorkSite Communication Server and FileSite search for existing duplicate e-mail messages before importing a new e-mail message. By default, the scope of the search is restricted to the selected target folder or workspace. If an e-mail message is saved at the library level, then no search is performed. This behavior can be changed, so that a search is performed across the entire target library to detect duplicate e-mail messages before saving them to WorkSite. This option is configured on the WorkSite Server machine, not on the WorkSite Communication Server. To configure the WorkSite Communication Server and FileSite to search the entire target library, rather than just within the target folder or workspace, for duplicate e-mail messages: In the following key in the registry on the WorkSite Server machine (not on the WorkSite Communication Server): HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Set the following DWORD value: Name: "Duplicate Detection Type" Value: "0" - Search within target folder or workspace (Default) "1" - Search across entire target library Enable/Disable User Edit of the Folder E-mail Address Field By default, users with full access to a WorkSite document folder can edit the folder's E-mail Address. The following configuration option, however, can be used to restrict access to folder e-mail addresses to NRTADMIN users. The e-mail address is viewable but not editable. To configure this option: In the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Set the following DWORD value: Name: "DisableEditingOfFolderE-mailField" Value: 0 = Users with full access to folder can set/edit e-mail address 1 = Only NRTADMIN users can set/edit folder e-mail addresses 366 WorkSite Server Administrator s guide

Unicast or Multicast Clustering Transport Options Unicast or Multicast Clustering Transport Options When a client sends a request to a DMS Server or Cluster, the communication goes to all IP addresses at the UDP port specified, 2637. You can utilize either unicast or multicast communications between the client and the DMS Server or Cluster. The default option is multicast. To designate unicast or multicast communications on the WorkSite DMS Server or Cluster: In the following keys in the registry on the WorkSite Server or on each server in the WorkSite Server Cluster: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imFmaSvc Set the following DWORD value: Name: "Clustering Transport" Value: 0 = multicast 1 = unicast NOTE If you are not using the default, you must also set these options on each client machine. See the WorkSite Desktop Client Customization Guide for details. Default Minutes Between Synchronization Passes The default number of minutes between synchronization passes is 60 minutes. This option allows you to change the number of minutes between passes. To change the number of minutes between synchronization passes: In the following key in the registry: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDsSyncSvc Create the following DWORD value: WorkSite Server Administrator s guide 367

Appendix C: Server Configuration Options Name: "Cycle Minutes" Value: Number of minutes you want to elapse between synchronization passes Kerberos Authentication on Trusted Login This section describes how to configure the WorkSite Server to support trusted login with Kerberos authentication. The configuration steps for Kerberos authentication are determined by the account used to start the WorkSite services: Local system account Domain user account (Windows Server 2003 or Windows 2000 Server) Version Requirements Kerberos authentication on trusted login is supported for the following software versions and configurations: Windows Active Directory-based Kerberos server implementations (Other configurations are not supported, such as Netware, Unix, and Windows NTLM.) FileSite, DeskSite, OffSite, and any custom application based on WorkSite SDK must be version 8.2 SP1. WorkSite Web must be version 8.2 SP1 Patch 1. Using a Local System Account Running the WorkSite Server under a local system account does not have configuration dependencies for trusted login with Kerberos authentication. The computer account must be trusted to act as a delegate. (This setting is the default setting for computer system accounts.) NOTE When the local system account is used to start the WorkSite Server service, the File Server Setup Properties must be configured with a user account that can access the document file share. 1. In the WorkSite Service Manager, select the WorkSite Server service. Open the Startup Properties dialog. 2. Select Local system account. 3. Start the WorkSite Server service. Confirm that the DmsLog.txt file does not contain any errors, such as DsServerRegisterSpn failed; error = 0x54b. 368 WorkSite Server Administrator s guide

Kerberos Authentication on Trusted Login Using a Domain User Account The type of Windows Active Directory domain used by your system determines the steps required to configure Kerberos authentication. This section includes instructions for the following domains: Using a Domain User Account on Windows 2000 Server Domain on page 369 Using a Domain User Account on a Windows Server 2003 Domain on page 370 Using a Domain User Account on Windows 2000 Server Domain Perform these steps using a Domain Administrator account. You will need the Windows Resource Kit and Support Tools to complete these steps. 1. Add the WorkSite Service Account to the Local Administrators Group on the WorkSite Server. 2. Add the WorkSite Service Account to the Act as a part of Operating System security policy on the WorkSite Server through the Local Security Policy snap-in. 3. From the Active Directory Console, select the WorkSite Service Account, and open the Properties dialog. 4. On the Account tab, confirm that the Account is sensitive and cannot be delegated checkbox is NOT selected. If it is selected, clear the check box, and click OK. 5. From the Active Directory Console, select the WorkSite Service Account, and open the Properties dialog. 6. On the Account tab, select the Account is trusted for delegation check box, and click OK. Complete Steps 7 and 8 to automatically create the SPNs. Otherwise, proceed to Step 9 to create the SPNs manually. 7. From the Active Directory Console, select the WorkSite Service Account, and open the Properties dialog. 8. On the Security tab, add the Worksite Service Account. Confirm that the Write Public Information checkbox is selected. If it is empty, select the check box, and click OK. NOTE The previous step may require the use of ADSI Edit available in the Windows Resource Kit and Support Tools. 9. Create the required SPNs by running the following commands against a Local Domain Controller: setspn.exe -a imdmssvc/worksiteservername WorkSiteServiceAccount WorkSite Server Administrator s guide 369

Appendix C: Server Configuration Options setspn.exe -a imdmssvc/worksiteserverfqdn WorkSiteServiceAccount where imdmssvc is the WorkSite Server service name (Service Type/Service Class). WorkSiteServiceAccount is the account used to start the WorkSite Server service. WorkSiteServerName is the WorkSite Server name. WorkSiteServerFQDN is the WorkSite Server fully qualified domain name. Example: setspn.exe -a imdmssvc/iwovdms Interwoven\wsadmin setspn.exe -a imdmssvc/iwovdms.interwoven.com Interwoven\wsadmin 10. Start the WorkSite Server service. Confirm that the DmsLog.txt file does not contain any errors, such as DsServerRegisterSpn failed; error = 0x54b. Using a Domain User Account on a Windows Server 2003 Domain Perform these steps using a Domain Administrator account. You will need the Windows Resource Kit and Support Tools to complete these steps. 1. Add the WorkSite Service Account to the Local Administrators Group on the WorkSite Server. 2. Add the WorkSite Service Account to the Act as a part of Operating System security policy on the WorkSite Server through the Local Security Policy snap-in. 3. From the Active Directory Console, select the WorkSite Service Account, and open the Properties dialog. 4. On the Account tab, confirm that the Account is sensitive and cannot be delegated checkbox is NOT selected. If it is selected, clear the check box, and click OK. Complete Steps 5 and 6 to automatically create the SPNs. Otherwise, proceed to Step 7 to create the SPNs manually. 5. From the Active Directory Console, select the WorkSite Service Account and open the Properties dialog. 6. On the Security tab, add the WorkSite Service Account. Confirm that the Write Public Information checkbox is selected. If it is empty, select the check box, and click OK. NOTE The previous step may require the use of ADSI Edit available in the Windows Resource Kit and Support Tools. 7. Create the required SPNs by running the following commands against a Local Domain Controller: setspn.exe -a imdmssvc/worksiteservername WorkSiteServiceAccount 370 WorkSite Server Administrator s guide

Kerberos Authentication on Trusted Login setspn.exe -a imdmssvc/worksiteserverfqdn WorkSiteServiceAccount where imdmssvc is the WorkSite Server service name (Service Type/Service Class). WorkSiteServiceAccount is the account used to start the WorkSite Server service. WorkSiteServerName is the WorkSite Server name. WorkSiteServerFQDN is the WorkSite Server fully qualified domain name. Example: setspn.exe -a imdmssvc/iwovdms Interwoven\wsadmin setspn.exe -a imdmssvc/iwovdms.interwoven.com Interwoven\wsadmin 8. From the Active Directory Console, select the Worksite Service Account, and open the Properties dialog. 9. On the Delegation tab, select the options Trust this user for delegation to specified services only, and Use Kerberos only. NOTE In Microsoft Windows 2003, the Delegation tab is visible only when the Microsoft Windows Domain is at Windows 2003 level. 10. Complete the following steps to add the WorkSite Server Service: a. On the Delegation tab, click the Add button. The Add Services dialog box appears. The available services list is initially empty. The following steps describe how to add services. b. On the Add Services dialog box, click the User or Computers button to add services. c. On Active Directory Object Picker box, type the name of the WorkSite Service Account. Click the Check Names button, and then click OK. d. On the Add Services dialog box, select the WorkSite Server Service for the appropriate WorkSite Server(s), and click OK. 11. Start the WorkSite Server service. Confirm that the DmsLog.txt file does not contain any errors, such as DsServerRegisterSpn failed; error = 0x54b. Enforcing Kerberos Authentication on Trusted Login By default, the Enforce Kerberos Authentication registry key on the WorkSite Server is disabled. This setting allows older clients to connect to the upgraded server, and to use trusted login without Kerberos authentication. It also permits a phased deployment, since older clients configured for trusted login can continue to connect to the server until all client updates are deployed. The Enforce Kerberos Authentication registry key should only be enabled after all clients that connect to the WorkSite Server have been updated to version 8.2 SP1. With registry WorkSite Server Administrator s guide 371

Appendix C: Server Configuration Options key enabled, clients prior to 8.2 SP1 are unable to connect to the WorkSite Server using trusted login. These older clients can connect to the server using explicit login. NOTE Configuration of a client-side registry key is required when the WorkSite Server uses Kerberos authentication. On the 8.2 SP1 clients, the registry key called Authentication Method must be set to Kerberos. When this key is set to the alternative mode called Classic, the 8.2 SP1 clients will be prevented from connecting to a WorkSite Server configured only for Kerberos authentication. See the WorkSite Desktop Client Customization Guide, or the DeskSite, FileSite, and OffSite Release Notes 8.2 Service Pack 1 for information about the Authentication Method registry key. In the following location on the WorkSite Server machine: [HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven\WorkSite\imDmsSvc] Set the following DWORD value (hexadecimal): Name: "Enforce Kerberos Authentication" Value: 0x01 - Enforces the use of Kerberos authentication 0x00 - Enables Trusted Login for older clients (default) NOTE On the WorkSite Server Properties dialog, you must also select Accept Trusted Authentication. Support for Unknown File Types In some firms, documents of a well known file type (for example, Excel) are given a unique extension (for example,.xyz) which is mapped to a custom application. Previously, WorkSite would identify the document on import as an Excel file type and drop the unique file extension.xyz. Then during export or checkout, the document would be associated with the Excel application instead of the custom application, and it would be opened in Excel. You can now configure WorkSite Server to store file extensions of all documents as an additional property on the document. This ensures that the original file extensions of documents are retained in the WorkSite system. When opening, checking out, exporting, or synchronizing the document, the stored file extension is retrieved and used to associate the document with the correct application. File extensions are NOT stored in the case of E-mail types, which are determined by an existing registry key called E-mail Types (String). 372 WorkSite Server Administrator s guide

Support for Unknown File Types To enable support for unknown file types, you must store information in the following keys in the registry on the server machine. CAUTION Autonomy is not responsible for loss of data due to improper use of the Registry Editor or failure to backup the registry. Retain Extension for ANSI Types Registry Key When this option is enabled through the registry, the application extension is preserved for all unknown file types that WorkSite detects as ANSI. These documents are saved as ANSI document type. The original extension is preserved and can be mapped to the appropriate application. This allows users to open the documents in the proper application. From a client perspective, requests for the document extension return the original document's extension if a document is of type ANSI and the extension is non-empty. For example, when WorkSite encounters an ANSI file with the extension.xyz, it will create a new document type for any unknown files and assign a doc type alias based on the file extension and a unique identifier (for example XYZ4001). As a best practice, you should populate the document type and application setup tables (using DBAdmin) manually for any custom applications in your organization. This enables you to specify the properties for each document type that best suits your organization s needs, as opposed to having WorkSite automatically assign an alias and other properties. This option can be used without adding unacceptable overhead if the number of documents with unknown file types is relatively small. Enabling Retain Extension for ANSI Types is recommended for firms in the legal vertical and other firms that do not use a large number of file types that are not recognized by WorkSite. In the following location in the registry on the server: [HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven\WorkSite\imDmsSvc] Set the following DWORD value (hexadecimal): Name: Retain extension for ANSI types Value:0x01 Enables retention in the database of extensions of ANSI types 0x00 Disables retention in the database of extensions of ANSI types (default) WorkSite Server Administrator s guide 373

Appendix C: Server Configuration Options Retain Extension for Non-E-mail Types Registry Key NOTE This key is only effective if the Retain extension for ANSI types key is set. This option applies to all non-e-mail document types. When this option is enabled, the application extension is preserved for all unknown file types that are not e-mail. When a user imports a file with an extension which WorkSite Server does not have listed in its document type table, a new document type is created for this file type. During Open, Export, or Checkout of this document, the original extension is preserved. For example, importing an Excel file named filename.xyz will set the type to Excel and the file extension to xyz, and the file will open in the custom application. When this setting is enabled, WorkSite will automatically create a new document type for any unknown files and assign a doc type alias based on the file extension and a unique identifier (for example XYZ4001). As a best practice, you should populate the document type and application setup tables (using DBAdmin) manually for any custom applications in your organization. This enables you to specify the properties for each document type that best suits your organization s needs, as opposed to having WorkSite automatically assign the alias and other properties. In the following location in the registry on the server: [HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven\WorkSite\imDmsSvc] Set the following DWORD value (hexadecimal): Name:"Retain extension for non-e-mail types" Value:0x01 Enables retention in the database of all non-e-mail extensions 0x00 Disables retention in the database of all non-e-mail extensions (default) The following table describes whether extensions will be retained when the registry keys are enabled or disabled. Please note that the E-mail Types registry key is always required. WorkSite will save extensions only for non-e-mail document types. Table 46 Comparison of two types of support for unknown file types Retain ANSI Key Retain Non-E-mail Key Retain Extension ANSI Types Off Off No No Off Off No No On On Yes Yes On Off Yes No Other (non-e-mail) Types 374 WorkSite Server Administrator s guide

Server Side Email Filing As indicated by the highlighted row, when both registry keys are enabled the extension will be saved for all non-e-mail document types. Server Side Email Filing This key indicates whether server-side filing functionality is enabled. This key must be set on the WorkSite Server. It is set to False by default. This key must be set to true to indicate to clients that server-side filing functionality is available, in the following key in the registry: Server side setting-in the following key in the registry on the WorkSite Server: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Set the following string value: Name: "Server Side Email Filing" Value: "Y" There is also a client-side key that allows for a given user to opt-out of server-side filing, when it is enabled. For more information on this key, see chapter 4 of the E-mail Management for Outlook Installation and User s Guide. Allow Folder Creation in Public Workspaces This registry setting impacts workspace security in relation to folder manipulation in workspaces. The Allow folder creation in public workspaces registry key allows users to create folders in public Workspaces. Normally this can only be done by users with full access to the workspace (through ACL, ownership, or through being supervisor). In the following location in the registry on the server: HKLM\Software\Interwoven\WorkSite\imDmsSvc\Databases\[DatabaseName] Create the following string value: Name: "Allow folder creation in public workspaces" Value: "Y" This registry key allows the user to create folders directly under public Workspaces, only if : There isn t any non-security related feature preventing a user from creating a folder under a workspace, AND WorkSite Server Administrator s guide 375

Appendix C: Server Configuration Options There are no limiting ACLs for the user granting him less that read / write access, AND The workspace has public default security. 376 WorkSite Server Administrator s guide

Index A Active Users 216 Adding Database Users 67 Adding LDAP Users 75 App Setup 125 Application Integration App Setup table 125 Archived Documents Restoring 248 Archiving Documents 240 Autodetect document types 166 C Class 139 Client/Matter 151 clload.exe 333 Cluster Manager 279 How it works 279 Cluster Manager Startup dialog 282 Command Line Loading Utility 333 Configuring the WorkSite Server with Caching 321, 332 Custom classes 147 Custom Fields 173 Custom Table Loading Utility 333 Custom3 through Custom12 tables 148 D Database Administration Program 45 Adding Users 67 App Setup 125 Client/Matter tables 151 Creating user groups 85 Database Options 53 Document class 139 Error messages 63 Find 61 Groups 84 Lookup Bar 62 PC Locations 144 Practice/subpractice tables 151 Registering Databases 51 Roles 110 Searching in the database tables 62 Setting Max Lookup Entries 63 Subclass 139 Synchronizing user information 83 Toolbar Activitating/Deactivating 49 Understanding Information Tables 49 User Table 65 Database groups 84 Database Migration Tool Preferred 329 Database Users Adding 67 Synchronizing 83 Default role 110 Deleting Documents 227 Displaying Active Users 216 Document Archiving 240 Document Class 139 Document File Servers 103 Adding 103 Document Security Changing while migrating 235 Document Types Default 131 Documents WorkSite Server Administrator s guide 377

Index Archiving 240 Deleting 227 Expired 242 Marking for archiving 242 Moving Between Databases 229 Reassigning by author/operator 239 Releasing (Unlocking) 227 Restoring (from archive) 248 Searching for 222 Dynamic profile information 168 E errata 22 Error messages in the Database Administration Program 63 Exclude and Include Lists 174 Expired Documents 242 Extensions Specifying in profile fields 170 F Filenames Specifying in profile fields 170 Find Searching in Database Administration Program 61 G Groups 84 Adding to database 85 I Import Profile Template Creating 163 Loading 176 Include and Exclude Lists 174 L LDAP Search Filter 80 LDAP Users Adding 75 Log Files WorkSite Server Service 343 Lookup Bar 62 Lookup Entries, Maximum 63 M Marking Documents for Archiving 242 Maximum Lookup Entries 63 Migrating Documents Between Databases 229 Migration Tool Database 329 Moving Documents Between Databases 229 N NIC numbers 144 NRTADMIN Group 85 O Output window 212 P PC Locations 144 Practice/Subpractice 151 Preferred Database Migration Performing 332 Preferred Database Migration Tool How it works 330 Preferred Databases 100 Primary Applications 130 Profile field commands 168 Profiles Combining commands 169 Default command 171 Filenames and extensions 170 Subdirectories 171 R Reassigning documents 378 WorkSite Server Administrator s guide

By author/operator 239 Registering Databases Database Administration Program 51 Releasing (Unlocking) Documents 227 Relocating Documents Between Databases 229 Rename Function 121 Restoring archived documents 248 Roles 110 Default role 110 Membership 115 Rules Engine Server Setup 258 S Search Results in Monitor program 214 Searching for busy or checked out documents 222 Searching for Documents in Monitor program 222 Searching in the database tables 62 Server Workspace window 210 Set Max Lookup Entries 63 Subclass 139 Subclassifications 147 Viewing tables of 158 Subdirectories Specifying in profile fields 171 Synchronizing Database users 83 U Understanding Information Tables 49 Unlocking (Releasing) Documents 227 User Table Database users 65 User Table Loading Utility 338 V Viewing the User History 57 W Wildcard characters in Monitor program 221 WorkSite Advanced Server configuring 325 WorkSite Dialog Editor 181 WorkSite Monitor Desktop 208 WorkSite Server Displaying active users 216 WorkSite Server Service Configuring Connections to File Servers 41 WorkSite Service Manager Finding Servers 31 Unregistering Servers 32 T Table Loading Utility 333 Toolbar Activitating/Deactivating Database Administration Program 49 Database Administration Program 49 Trusted Logon 36 WorkSite Server Administrator s guide 379

Index 380 WorkSite Server Administrator s guide