Summary of Contents for Novell GROUPWISE 8 - LIBRARIES AND DOCUMENTS
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Libraries and Documents V I I Chapter 21, “Document Management Services Overview,” on page 307 Chapter 22, “Creating and Managing Libraries,” on page 313 Chapter 23, “Creating and Managing Documents,” on page 351 Chapter 24, “Integrations,” on page 379 Libraries and Documents...
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...
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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 >...
NOTE: This feature is not available in the Linux/Mac 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 8 Troubleshooting 3: Message Flow and Directory Structure.
GroupWise Client New Document Dialog Box Figure 21-5 NOTE: In the Linux/Mac 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.
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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.
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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.
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.
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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 346 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,”...
At sign @ Extended ASCII characters that are graphical or typographical symbols; accented characters in the extended range can be used Backslash \ Parentheses ( ) Braces { } Period . Colon : By default, the library name that users see in the GroupWise client is the same as the Library object name.
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 >...
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.
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This section covers everything you should consider when you set up full-service libraries. The “Full- Service Library Worksheet” on page 347 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.
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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...
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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’...
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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.
Restricting library access can also improve users’ search time. When users install the GroupWise client on their workstations, they are either automatically assigned a default library (if there is one on their post office), or they are asked to select one from the libraries they have access to. By default, DMS searches are performed only on the user’s default library.
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After you have specified the library’s name and created the Library object, the name cannot be changed. Do not use any of the following characters in the library’s name: ASCII characters 0-31 Comma , Asterisk * Double quote " At sign @ Extended ASCII characters that are graphical or typographical symbols;...
Disk Space Requirements You need to know the disk space requirements for your libraries in order to choose appropriate locations for document storage areas. 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.
Syntax: \\NetWare_server\volume\storage_directory \\Windows_server\sharename\storage_directory 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.
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”...
22.3.8 Designating Initial Librarians A librarian has full rights to the properties of every document in the library, and can therefore perform management tasks on all library documents. You can assign yourself as a librarian. You can also delegate these tasks by assigning responsible users in each library as librarians. Any GroupWise user who normally has access to the library can be a librarian.
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.
NOTE: This item does not apply if all of your users use the Linux/Mac 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.
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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. 330 GroupWise 8 Administration Guide...
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.
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 332 Section 22.5.2, “Seeing the New Library in the GroupWise Windows Client,”...
4 In the drop-down list of objects, select Libraries. 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 >...
Section 22.6.4, “Adding and Training Librarians,” on page 341 Section 22.6.5, “Maintaining Library Databases,” on page 345 Section 22.6.6, “Moving a Library,” on page 345 Section 22.6.7, “Deleting a Library,” on page 346 22.6.1 Editing Library Properties After creating a library, you can change some library properties. Other library properties cannot be changed.
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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 336. 4 Click GroupWise > Rights to display the library Rights page. Public library rights granted to all users are selected in the Public Rights box.
22.6.2 Managing Document Storage Areas For a review, see Section 21.2, “Document Storage Areas,” on page 309 Section 22.1.4, “Deciding Where to Store Documents,” on page 315. Typically, the initial document storage area for a library is set up when the library is created. Thereafter, you can create additional document storage areas as the library grows.
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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. As an alternative, you can specify an AppleTalk zone to store documents on an Apple* computer, or you can specify a Linux path to store documents on a Linux server.
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Existing document storage areas are listed. 6 Select a document storage area, then click Edit. 7 Provide the new location for the document storage area, then click OK twice to save the new document storage information. 8 Restart the POA. Deleting a Document Storage Area When you delete a document storage area, any documents in the document storage area are moved to other valid document storage areas for the library.
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.
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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).
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.
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Understanding the Role of the Librarian Keep in mind the following when assigning librarians: “Librarian Identity” on page 342 “Librarian Functions” on page 342 “Librarian Rights” on page 343 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.
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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.
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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.
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.
22.6.7 Deleting a Library You should not delete a library until you make sure that all documents still in the library are no longer needed. 1 In ConsoleOne, browse to and right-click the Post Office object that owns the library to delete, then click Properties.
Item Explanation 2) Library Name: Specify a name for the new library. Choose the name carefully. After the library is created, it cannot be renamed. For more information, see Section 22.1.3, “Choosing the Library Name,” on page 314. 3) Post Office: Indicate which post office the library will belong to.
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Item Explanation 2) Library Name: Specify a name for the new library. Choose the name carefully. After the library is created, it cannot be renamed. For more information, see Section 22.3.4, “Choosing Library Names,” on page 322. 3) Post Office: Specify the post office that the library will belong to.
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Item Explanation 9) Maximum Archive Size: Specify the maximum number of bytes to allow per archive directory. Use a size that conforms with your backup strategy and backup medium requirements. For more information, see Section 22.3.7, “Figuring Maximum Archive Directory Size,” on page 326.
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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.
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”...
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”...
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. For additional instructions about creating documents in the GroupWise client, see “Managing Groups of...
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“Planning Custom Lookup Tables for Custom Document Properties” on page 360 “Adding Custom Lookup Tables” on page 362 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,”...
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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.
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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.
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Custom Document Properties Worksheet For instructions on how to use this worksheet, see “Planning Custom Document Properties” on page 356. 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?
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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 356, and if necessary you have created lookup tables for your new document properties, as described in “Planning Custom Lookup Tables for Custom Document Properties”...
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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.
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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.
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Item Custom Lookup Table Custom Lookup Table Custom 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:...
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 >...
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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.
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Use copies of the “Related Document Properties Worksheet” on page 365 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...
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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.
Setting Up Related Document Properties After you have created related lookup tables, you are ready to set up the related document properties that use them. A few document property fields are required settings in the context of related properties: Read-Only must be set to No. Hidden must be set to No.
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In a system with multiple libraries, each library has its own set of QuickFinder index files. Depending on how many libraries belong to a post office, and how many post offices with libraries are in your GroupWise system, there can be many sets of QuickFinder index files. Index Content Indexing can include a document’s full text (depending on its document type), and always includes the document’s property sheet information (subject, author, version descriptions, and so on).
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You can specify the QuickFinder Interval setting in one-hour increments. For example, a setting of 1 would allow users to find documents created as recently as an hour ago. Whether you should use a dedicated indexer at this frequency would depend on the volume (per hour) of documents that get queued for indexing.
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Single Machine with One POA Figure 23-1 Post Office Library Message User Library Document Database Database Database Database GroupWise Client GroupWise Client GroupWise Client GroupWise Client Workstation Workstation Workstation Workstation Advantages Disadvantages Default configuration; no additional All operations are performed on one server, which setup is required.
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Single Machine with Multiple POAs Figure 23-2 Post Office Library Message User Library Document Database Database Database Database Production Network Segment GroupWise Client GroupWise Client GroupWise Client GroupWise Client Workstation Workstation Workstation Workstation Advantages and Disadvantages of a Single Server with Multiple POAs Table 23-5 Advantages Disadvantages...
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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.
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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...
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...
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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...
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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,”...
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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, (GroupWise Document Management gwdms Services) is one of the post office’s directories. The library directories exist under it, named Under each library directory is an archive directory, under which are the sequentially- lib0001-ff.
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. 8 You can now notify the user that the requested document is available. 9 When you are sure the user has opened the document (causing it to be unarchived), you should delete any files remaining in that archive directory because you have already backed them up.
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.
Files\Novell\GroupWise It is a text file that can be viewed and modified in a text editor such as Notepad. However, a regular Windows user does not have sufficient rights to edit the file in its default location.
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.
24.2.2 Understanding the gwappint.inf File file is located in the subdirectory. It gwappint.inf c:\Program Files\Novell\GroupWise includes the following sections and lines: [executable_name] sections Integration= line DualExe= line AppName= line AppKey= line [ODMA Application Extensions] section [Integration State] section [Non-Integrated Defaults] section...
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Integration Examples Table 24-1 Application Executable Version Comments Corel prwin.exe If it is already installed on the workstation, GroupWise Presentations installation changes the line to and the Integrations= application is available for selection as a non-integrated application. For ODMA integration, change the DualExe= line to system\prwin70.exe...
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[ODMA Application Extensions] Section section lists the file extensions GroupWise associates with [ODMA Application Extensions] particular document-producing applications. Examples include: Applications and Their Extensions Table 24-2 Application File Extension Corel WordPerfect .wpd Microsoft Excel .xls Microsoft PowerPoint .ppt Microsoft Word .doc [Integration State] Section section records whether the user has turned integrations on or off for...
(Notepad, for gwappint.inf example). By editing the file, you can add integrations for applications for which gwappint.inf Novell has not provided integrations. It is located in the c:\Program Files\Novell\GroupWise subdirectory. 24.3 Controlling Integrations in the GroupWise Windows Client...
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The Non-Integrated tab enables users to set values for the ShowMessage= WaitInterval= lines in the file. gwappint.inf 3 Click Executable. The Executable tab enables users to set the DualExe= line in the file. gwappint.inf 4 Click OK twice to save the updated integration information. If users check the contents of the file in the Windows system32 subdirectory, they gwappint.inf...
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