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Novell GROUPWISE 7 - LIBRARIES AND DOCUMENTS Manual

Libraries and documents
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Libraries and Documents
V I I
Chapter 21, "Document Management Services Overview," on page 293
Chapter 22, "Creating and Managing Libraries," on page 299
Chapter 23, "Creating and Managing Documents," on page 335
Chapter 24, "Integrations," on page 363
VII
Libraries and Documents
291

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Summary of Contents for Novell GROUPWISE 7 - LIBRARIES AND DOCUMENTS

  • Page 1 Libraries and Documents V I I Chapter 21, “Document Management Services Overview,” on page 293 Chapter 22, “Creating and Managing Libraries,” on page 299 Chapter 23, “Creating and Managing Documents,” on page 335 Chapter 24, “Integrations,” on page 363 Libraries and Documents...
  • Page 2 292 GroupWise 7 Administration Guide...

  • Page 3: Document Management Services Overview

    Library Post Office GroupWise GroupWise GroupWise Client Client Client Integrated Integrated Integrated Application Application Application User User User ® ® In ConsoleOne , a library can be viewed where it resides in the Novell eDirectory tree. Document Management Services Overview...
  • Page 4 ConsoleOne View Showing its Location in the eDirectory Tree Figure 21-2 A library can also be viewed in relationship to the post office that owns it. ConsoleOne View Showing the Library in Relationship to Its Post Office Figure 21-3 In the GroupWise Windows client, users can view a list of all the libraries to which they have access by clicking Tools >...

  • Page 5: Document Storage Areas

    NOTE: This feature is not available in the Cross-Platform client. Physically, a library consists of a set of directories and databases stored in the gwdms subdirectory of the post office, as illustrated in “Post Office Directory” in GroupWise 7 Troubleshooting 3: Message Flow and Directory Structure.

  • Page 6: Document Types

    GroupWise Client New Document Dialog Box Figure 21-5 NOTE: In the Cross-Platform client, you cannot create new documents in GroupWise. In ConsoleOne, the default document properties for a library are defined like this: ConsoleOne Document Properties Maintenance Window Figure 21-6 The default document properties are often adequate, but for some libraries, additional customized document properties can be very useful.
  • Page 7 Lookup Dialog Box Figure 21-7 A number of default document types are provided, as shown above. If needed, you can set up additional document types. For example, you could set up Pleading for the legal department, Spreadsheet for accounting, Correspondence for administration, RFP for marketing, White Paper for R&D, and so on.
  • Page 8 Each document type property has a maximum number of versions (up to 50,000 per document). Most types have a default of 99 versions. A maximum of 0 (zero) versions means that documents of that type cannot have versions. Document Life Document life is the number of days that must pass between the time when a document is last accessed and when it is ready for archival or deletion.

  • Page 9: Creating And Managing Libraries

    Creating and Managing Libraries ® When you first set up a new GroupWise system, a basic library is automatically created for the first post office. A basic library is adequate when: Document management is not a primary activity of your GroupWise users. The library will store documents created and used by members of the post office that owns the library, or, if you do not need one basic library per post office, by all users within a domain.
  • Page 10 This section provides the information you need in order to set up a new basic library. Section 22.7.1, “Basic Library Worksheet,” on page 331 lists all the information you need as you set up a basic library. You should print the worksheet and fill it out as you complete the tasks listed below: Section 22.1.1, “Selecting the Post Office That the Library Will Belong To,”...

  • Page 11: Deciding Where To Store Documents

    At sign @ Extended ASCII characters that are graphical or typographical symbols; accented characters in the extended range can be used Braces { } Parentheses ( ) Colon : Period . By default, the library name that users see in the GroupWise client is the same as the Library object name.

  • Page 12: Setting Up A Basic Library

    To create a new library: 1 Make sure the POA is running for the post office that will own the new basic library. ® 2 In ConsoleOne, browse to and right-click the Novell eDirectory container where you want to create the library (worksheet item 1), then click New >...

  • Page 13: Planning Full-Service Libraries

    4 Click Define Additional Properties, then click OK to create the Library object and display the library Identification page. 5 Fill in the Description field (worksheet item 6 If necessary, edit the Display Name field (worksheet item 7 Click OK to save the library information. 8 Test the new library.
  • Page 14 This section covers everything you should consider when you set up full-service libraries. The “Full- Service Library Worksheet” on page 332 lists all the information you need as you set up a full- service library. You should print a copy of the worksheet for each library you plan to create. Fill out the worksheet for each library as you complete the tasks listed below.
  • Page 15 Centralized Libraries Centralized libraries are located in a post office that is dedicated to libraries (no users). Centralized libraries are serviced by the POA in the dedicated DMS post office, as shown in the following illustration: Centralized Libraries Figure 22-1 Accounting Library Post Office Manufacturing Library...
  • Page 16 Centralized Libraries Table 22-1 Advantages Disadvantages Administration can be consolidated, allowing You must create and maintain a post office one administrator to specialize in document that is dedicated to libraries only (no users). management. This configuration guarantees that all Backup can be easier with hardware document searching and accessing is back dedicated to one DMS post office, such as and forth between users’...
  • Page 17 Decentralized Libraries Table 22-2 Advantages Disadvantages Network traffic is minimized because most Libraries and their documents are scattered document accessing are in users’ local post over different servers, adding to your offices. administrative workload (such as doing backups). You do not need to maintain an extra DMS post office dedicated to libraries only.

  • Page 18: Selecting The Post Offices To Own Libraries

    default, DMS searches are performed only on the user’s default library. To search other libraries (“global” search), users can select other libraries using the Look In list in the Find dialog box. If you limit users’ access to libraries (perhaps by department), their global searches would also be faster. Another reason for creating specialized libraries could be for different library configuration needs.
  • Page 19 Do not use any of the following characters in the library’s name: ASCII characters 0-13 Comma , Asterisk * Double quote " At sign @ Extended ASCII characters that are graphical or typographical symbols; accented characters in the extended range can be used Braces { } Parentheses ( ) Colon :...
  • Page 20 If you have chosen a centralized library configuration, your document storage areas are all serviced by the POA of the DMS post office. Therefore, you can calculate the disk space requirements for your GroupWise system as a whole. If you have chosen a decentralized configuration, document storage areas are located throughout your GroupWise system.

  • Page 21: Setting Document Version Options

    Example: \\nw65\gwdocs\docs \\winxp\c$\docs NOTE: On Linux, ConsoleOne interprets a UNC path so that the first item in the UNC path is the Linux server hostname, followed by a Linux path to the document storage area. You might want to set up a document storage area on the same server where the POA runs so as not to increase network traffic.

  • Page 22: Figuring Maximum Archive Directory Size

    FULL-SERVICE LIBRARY WORKSHEET Under Item 8: Start Version Number, select 0 or 1. 22.3.7 Figuring Maximum Archive Directory Size Documents created with GroupWise DMS can be archived, depending on their Document Type properties. A document’s type determines its disposition, such as archiving or deleting. For more information, see “Customizing the Default Document Type Property”...

  • Page 23: Restricting Initial Public Library Rights

    user who normally has access to the library can be a librarian. You can also have multiple librarians for each library. When you first create a new library, you might want to simply designate yourself as the librarian and assign other users later. For more detailed information, see Section 22.6.4, “Adding and Training Librarians,”...
  • Page 24 Public Right Description Reset In-Use Flag The In-Use flag protects against data loss by preventing multiple users from concurrently opening the same document. The purpose of the Reset In-Use Flag right is to allow a user or librarian to reset a document’s status when the document is in use by someone else or when it is erroneously flagged as in use.

  • Page 25: Setting Up A Full-Service Library

    NOTE: This item does not apply if all of your users use the Cross-Platform client, where integrations are not available. ADDITIONAL LIBRARIES WORKSHEET Under Item 14: Set Up Integrations, mark whether or not you need to manually set up integrated applications for your DMS users.
  • Page 26 4 Click Define Additional Properties, then click OK to create the new Library object and display the library Identification page. 5 Fill in the fields (worksheet items 7 through 10). 6 Click GroupWise > Rights to display the Rights page. 316 GroupWise 7 Administration Guide...

  • Page 27: What's Next

    7 In the Public Rights box, deselect any rights you want to remove from all library users (worksheet item 11). 8 If you want to set up one or more librarians, click Add, browse to and select one or more users or distribution lists (worksheet item 12), then click OK.

  • Page 28: Viewing A New Library In Your Groupwise System

    22.5 Viewing a New Library in Your GroupWise System After you create a new library, you can see it in ConsoleOne and GroupWise client users can see it in the GroupWise client. Section 22.5.1, “Seeing the New Library in ConsoleOne,” on page 318 Section 22.5.2, “Seeing the New Library in the GroupWise Windows Client,”...

  • Page 29: Seeing The New Library In The Groupwise Windows Client

    22.5.2 Seeing the New Library in the GroupWise Windows Client GroupWise Windows client users can see that a new library has been created. They can set it as their default library if desired. In the GroupWise client: 1 Click Tools > Options > Documents. The Library Configuration tab should include the new library.

  • Page 30: Editing Library Properties

    Section 22.6.5, “Maintaining Library Databases,” on page 330 Section 22.6.6, “Moving a Library,” on page 330 Section 22.6.7, “Deleting a Library,” on page 330 22.6.1 Editing Library Properties After creating a library, you can change some library properties. Other library properties cannot be changed.

  • Page 31: Managing Document Storage Areas

    All document storage areas associated with the library are listed, no matter where they are located. On this page, you can add, move, and delete document storage areas. See Section 22.6.2, “Managing Document Storage Areas,” on page 321. 4 Click GroupWise > Rights to display the library Rights page. Public library rights granted to all users are selected in the Public Rights box.
  • Page 32 2 Click GroupWise > Storage Areas to display the Storage Areas page. Existing document storage areas are listed. 3 Click Add to create a new document storage area. 4 Provide a description for the document storage area. 5 Specify the UNC path to the directory where you want to create the document storage area. If the directory does not exist, it will be created as the document storage area is set up.
  • Page 33 Moving a Document Storage Area You might choose to move a document storage area if it is close to exceeding the available disk space at its current location and you do not want to create an additional document storage area. 1 Stop the POA that services the library.

  • Page 34: Managing Library Access

    3 Select a document storage area, then click Delete. 4 Click OK to close the Storage Areas page If the above steps are not successful in deleting a document storage area, perhaps because one or more documents were in use during the deletion process, you can use the Analyze/Fix Library action of Mailbox/Library Maintenance, with the Remove Deleted Storage Areas and Move Documents First options selected, to finish cleaning up the deleted document storage area.
  • Page 35 Public Right Description Designate Official Allows any version of a document to be designated as the official version. The Version official version, which is not necessarily the most recently edited version, is the one located in searches. The official version is usually determined by the creator or author of the document. However, the official version can be designated by the last user to edit the document (if the user has this right).

  • Page 36: Adding And Training Librarians

    In the first example, only one user is granted the Reset In-Use Flag right. In the second example, only members of the Engineers group are granted any rights to the Development Library. 7 Click OK to save the updated library rights information. 22.6.4 Adding and Training Librarians When you first create a library, you might for convenience assign yourself as the initial librarian.
  • Page 37 Understanding the Role of the Librarian Keep in mind the following when assigning librarians: “Librarian Identity” on page 327 “Librarian Functions” on page 327 “Librarian Rights” on page 328 Librarian Identity Any GroupWise user with access to a library can be a librarian for the library. You can have multiple librarians for a single library.
  • Page 38 Librarian Rights In addition to the six public rights, libraries also have a Manage right. When you grant the Manage right to a GroupWise user, you designate that user as a librarian. The Manage right gives the librarian full access to the properties of every document in the library. However, the Manage right does not grant the librarian direct access to the content of any document.
  • Page 39 Property Field Notification? Custom Fields File Extension Official Version Current Version If you remove the Manage right from a user, you must manually deselect any rights that the user gained from being made a librarian that the user did not previously have. Setting Up a Librarian GroupWise Account (Optional) The Manage right is always in effect for those users who have been assigned as librarians.

  • Page 40: Maintaining Library Databases

    4 In the Individual or Distribution List Rights box, select the librarian users, select Manage (Librarian), then click OK to save the library rights changes. 22.6.5 Maintaining Library Databases The Mailbox/Library Maintenance feature of ConsoleOne offers database maintenance features to keep your library and document databases in good condition.
  • Page 41 3 Select the library to delete, then click Delete. All document storages areas and documents are deleted along with the library. 4 Click OK to close the Libraries page and complete the deletion of the library. 22.7 Library Worksheets Section 22.7.1, “Basic Library Worksheet,” on page 331 Section 22.7.2, “Full-Service Library Worksheet,”...

  • Page 42: Full-Service Library Worksheet

    Item Explanation 4) Store Documents at Mark No unless you are absolutely certain you will never need to move the the Post Office? documents stored at the post office For more information, see Section 22.1.4, “Deciding Where to Store Documents,” on page 301.
  • Page 43 Item Explanation 3) Post Office: Specify the post office that the library will belong to. A library cannot later be assigned to a different library. If you will using a centralized library configuration and you have not yet created the DMS post office, follow the instructions in Chapter 11, “Creating a New Post Office,”...
  • Page 44 Item Explanation 10) Display Name: Specify the library name you want users to see in the GroupWise client, if it is different from the Library object name. For more information, see Section 22.3.4, “Choosing Library Names,” on page 308. 11) Restrict Public Library Rights: Cross out any public library rights you do not want all users to have.

  • Page 45: Creating And Managing Documents

    Creating and Managing Documents ® GroupWise Document Management Services (DMS) lets Windows client users create documents with integrated applications, save them, then easily locate a specific document later without knowing the application, a specific document name, or the document’s physical location. Windows client users can create, share, locate, edit, view, and check out documents that are created under the management of GroupWise DMS.

  • Page 46: Importing Existing Documents Into The Groupwise Dms System

    3 In the New Document dialog box, type a brief description of the document. 4 To set document properties, click Properties. 5 Set the document properties as needed, then click OK. The selected program starts so you can create a new document. For more detailed information about creating documents in the GroupWise client, see “Creating Documents”...

  • Page 47: Managing Groups Of Documents

    2 Click Add Individual Documents, browse to and select the documents to add, then click OK. Click Add Entire Directory, browse to and select a directory containing documents to import, then click OK. For additional instructions about creating documents in the GroupWise client, see “Importing Documents into a GroupWise Library”...

  • Page 48: Organizing Documents

    2 Select the operation to perform on the group of documents: Change properties Move Delete Change sharing Copy 3 Select the method for identifying the group of documents to perform the operation on: Use Find/Advanced Find to select documents Use Find by Example to select documents Use currently selected documents Use documents listed in a file.
  • Page 49 “Adding Custom Document Properties” on page 343 “Planning Custom Lookup Tables for Custom Document Properties” on page 344 “Adding Custom Lookup Tables” on page 346 Customizing the Default Document Type Property The Document Type property is the only default document property that you can modify. For a review of document types, see Section 21.3.2, “Document Types,”...
  • Page 50 The lookup table defines the list of choices offered to users when they select a document type, no matter which library in the post office they are creating the document in. 4 To add a new document type, click Edit > Add. In the Value field, type the new document type, click Add, then click Close.
  • Page 51 Document Property Field Values Field Required? Yes: The user must supply a value for the document property. No: The user can leave the document property field blank. Hidden? Yes: The document property field is not displayed in the GroupWise client interface.
  • Page 52 Custom Document Properties Worksheet For instructions on how to use this worksheet, see “Planning Custom Document Properties” on page 340. Custom Document Custom Document Custom Document Item Property Property Property 1) Post Office: 2) Libraries: 3) Property Label: 4) Description: 5) Read-Only? 6) Required? 7) Hidden?
  • Page 53 Custom Document Custom Document Custom Document Item Property Property Property 14) Parent: Adding Custom Document Properties After you have determined what new document properties will meet the needs of your DMS system, as described in “Planning Custom Document Properties” on page 340, and if necessary you have created lookup tables for your new document properties, as described in “Planning Custom Lookup...
  • Page 54 Fields vary according to data type. 5 Fill in the fields (worksheet items 3 through 14). 6 Click OK to create the new custom document property. In the Document Properties Maintenance window, the new document property is listed in alphabetical order. In the GroupWise client, custom document properties are listed after default document properties, in the order in which they are added to the library.
  • Page 55 Lookup Table Values Table 23-2 Look Up Table Field Field Values Lookup Table Name: The lookup table name identifies the lookup table when you are assigning it to a property field. If the lookup table pertains to only one document property, you can name the lookup table the same as the document property.
  • Page 56 Custom Custom Custom Item Lookup Table Lookup Table Lookup Table 1) Post Office: 2) Property Label: 3) Lookup Table Name: 4) Description: 5) Related Table: 6) Data Type: Binary Date Number String 7) Maximum Length: 8) Case: Mixed Upper Lower 9) Minimum Value: 10) Maximum Value: 11) Lookup Table Entries:...

  • Page 57: Defining Related Document Properties

    3 Select Lookup Tables, then click Edit > Add to display the Lookup Table Definition dialog box. Fields vary depending on data type. 4 Fill in the fields (worksheet items 3 through 10). 5 Click OK to create the new lookup table. 6 Select the new lookup table, then click Edit >...
  • Page 58 Component document property would be the child property. If the Development ® ® ® Library belonged to Novell , products would include GroupWise, NetWare , ZENworks , and so on. When users selected GroupWise as the product, listed components could include the GroupWise client, the agents, GroupWise system administration, and so on.
  • Page 59 Use copies of the “Related Document Properties Worksheet” on page 349 to plan the related document properties you want to use. One copy of the worksheet accommodates one pair of related properties. Continuing with the Development Library example, a filled-in worksheet might look like this: Sample Document Properties Worksheet Table 23-4...
  • Page 60 Item Setting Item Setting Entry: Entries: Entry: Entries: Entry: Entries: Creating Related Lookup Tables If you are supplying the choices for both related fields, you need both a parent lookup table and a child lookup table. If you are going to have users type information into the child property field, then you only need to create the parent lookup table.

  • Page 61: Indexing Documents

    3 Select a Parent value. 4 In the Value field, type one of the child lookup table entries for the selected parent value (worksheet item 6), then click Add. 5 Repeat Step 4 for each entry listed under worksheet item 6 Repeat Step 3 through...

  • Page 62: Understanding Dms Indexing

    23.3.1 Understanding DMS Indexing Before determining if you will need dedicated indexing, you should have a basic understanding of how indexing works in GroupWise. “Index Storage” on page 352 “Index Content” on page 352 “Indexing Performed by the POA” on page 352 “Indexing Cycle”...
  • Page 63 In a post office with heavy DMS usage, one or more additional POAs can be dedicated to indexing the documents. In a large system that has a DMS post office housing all libraries in the GroupWise system, indexing can be done by the DMS post office’s POAs. A library can have more than one POA dedicated to indexing its documents.
  • Page 64 In all configuration examples, the post office can contain multiple libraries, although the Single Server with One POA configuration is best suited to only one library. In the other configuration examples, one or more POAs can be set up for indexing documents for all libraries in the post office. “Single Server with One POA”...
  • Page 65 Single Server with Multiple POAs It is possible to run more than one POA for the same post office on the same server. Single Machine with Multiple POAs Figure 23-2 Post Office Library Message User Library Document Database Database Database Database Production Network Segment...
  • Page 66 Dedicated Indexing Machine Figure 23-3 Post Office Library POA 2 Message User Library Document Database Database Database Database POA 1 Production Network Segment GroupWise Client GroupWise Client GroupWise Client GroupWise Client Workstation Workstation Workstation Workstation Advantages Disadvantages A dedicated server for quicker DMS indexing. Network traffic can increase significantly This is useful for organizations that are during periods of intense indexing.
  • Page 67 Post Office on One Machine and the Dedicated Indexing POA on Another Machine Figure 23-4 Post Office Library Isolated Network POA 2 Segment Message User Library Document Database Database Database Database POA 1 Production Network Segment GroupWise Client GroupWise Client GroupWise Client GroupWise Client Workstation...

  • Page 68: Determining Your Indexing Needs

    Dedicated DMS Post Office Figure 23-5 User Post Office Post Office Library Library User Message Library Document Database Database Database Database POA 1 POA 2 Production Network Segment GroupWise Client GroupWise Client GroupWise Client GroupWise Client Workstation Workstation Workstation Workstation Advantages and Disadvantages of a Dedicated DMS Post Office Table 23-7 Advantages...
  • Page 69 Dedicated Indexer Single Server Dedicated Indexer Dedicated DMS Consideration Server on an Isolated with One POA Server Post Office Network Segment What is the expected Light Light or Moderate Moderate or Heavy Heavy indexing volume (per hour)? Is hardware available for a dedicated indexer server? Could bandwidth...
  • Page 70 Library Library Library 7) Indexer Configuration: Single server with one POA Dedicated indexer server Dedicated indexer server on an insolated network segment Dedicated DMS post office 23.3.3 Implementing Indexing For libraries where a single POA running on the post office server can provide adequate indexing support for the post office’s libraries, follow the instructions in Section 38.3.1, “Regulating Indexing,”...
  • Page 71 “Restoring Archived Documents” on page 361 Moving Archived Documents to Backup When documents are archived, they are placed in automatically created archive directories. Each library has a set of archive directories. For example, gwdms (GroupWise Document Management Services) is one of the post office’s directories. The library directories exist under it, named lib0001-ff.

  • Page 72: Handling Orphaned Documents

    6 If you have the ability to recover individual files from your backup medium, also note the BLOB filename listed in the Current Filename field. 7 Determine where you backed up the archive set, then copy either the archive set or the individual BLOB file to the archive directory specified in the Current Location field that you noted earlier.

  • Page 73: Setting Up Integrations During Windows Client Installation

    Integrations ® Document-producing applications can be integrated with GroupWise Document Management Services (DMS) to allow GroupWise management control over files produced by the integrated applications. Integrations provide code specifically designed to allow function calls, such as Open or Save, to be redirected to the GroupWise Windows client. This allows GroupWise dialog boxes to be displayed instead of the application’s normal dialog boxes for the integrated functions.

  • Page 74: Setting Up Integrations Using The Gwappint.inf File

    Software Integrations Wizard Figure 24-1 This dialog box lists the applications that can be integrated with GroupWise that are currently installed on users’ workstations. Therefore, it is important to make sure that the applications to integrate are installed before the GroupWise client is installed. However, it does not matter whether GroupWise and the applications are installed to run from the network or from the users’...

  • Page 75: Understanding The Three Levels Of Integration

    GroupWise DMS. Point-to-Point Integration ® This integration involves applications that are not 32-bit ODMA-compliant. Novell has written macros for various applications, such as Microsoft Word, which allow them to be integrated with GroupWise.
  • Page 76 AppKey= line [ODMA Application Extensions] section [Integration State] section [Non-Integrated Defaults] section WaitInterval= line ShowMessage= line [executable_name] Sections The gwappint.inf file contains one [executable_name] section for each integrated application. It supplies the name of the executable for the program being integrated. Integration= Line Each [executable_name] section must have an Integration= line, where digits identify the type of integration employed for the executable:...
  • Page 77 Integration Examples Table 24-1 Versi Application Executable Comments Corel prwin.exe If it is already installed on the workstation, GroupWise installation Presentations changes the Integrations= line to 0 and the application is available for selection as a non-integrated application. For ODMA integration, change the DualExe= line to system\prwin70.exe and the Integrations= line to 2.

  • Page 78: Editing The Gwappint.inf File

    24.2.3 Editing the gwappint.inf File The gwappint.inf file is a text file that can be modified using any text editor (Notepad, for example). By editing the gwappint.inf file, you can add integrations for applications for which Novell has not provided integrations.

  • Page 79: Controlling Integrations In The Groupwise Windows Client

    24.3 Controlling Integrations in the GroupWise Windows Client For the convenience of GroupWise Windows client users, some settings in the gwappint.inf file can be modified from the client. In the GroupWise client: 1 Click Tools > Options > Documents > Integrations. The Integrations tab of the Documents Setup dialog box lets users turn integrations on and off for the listed registered applications.
  • Page 80 The Executable tab enables users to set the DualExe= line in the gwappint.inf file. 4 Click OK twice to save the updated integration information. If users check the contents of the gwappint.inf file in the Windows system32 subdirectory, they see their integration configuration changes reflected there. 370 GroupWise 7 Administration Guide...

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