1. MODULE 1
Enterprise Content Management

2. MODULE OBJECTIVES
 Describe an enterprise content management
system
Enterprise Content Management
 Explain how the Content Server repository stores
and manages content
 List the types of content and formats that can be
managed by the repository
 Explain versions and renditions
 Describe how users navigate the Webtop
interface
1-2

3. E  ECM Basics
n • Content Server Repository
ENTERPRISE CONTENT • Working with the Repository
e MANAGEMENT (ECM)
r
p  The Documentum ECM platform helps
Images X-rays
ri Manuals
s manage unstructured content Contracts Instant Messages
Enterprise Content Management
e  Over 80% of enterprise content &
Email Forms
C is unstructured Attachments Unstructured
o  Problems associated with
n Structured
unstructured content: Rows and
Checks
Columns
e  Ineffectively classified
n  Difficult to find
PDFs
 Not secure
M Rich Media
Documents
a
 Difficult to verify Paper
Claims
n authenticity Web Pages
Audio & Video
a  Unregulated XML Invoices Records 1-3
g
e

4. D
o
c
u THEDocumentum ECM platform:
The ECM SOLUTION
m Adds intelligence to content for fast searches
e
n Manages content lifecycles according to
user-defined business rules
Enterprise Content Management
u Controls publishing of content through
m multiple channels and formats
E Controls access to documents based on
C security levels
M Enforces regulatory requirements
×
Supports collaboration
Integrates with authoring tools and enterprise applications
1-4

5. THE BIG PICTURE
Create / CaptureManage Deliver / Archive
 Security and Audit Trails
Office Applications
(MS Word) Email CD-Rom Fax
 Library Services
 Versioning
Enterprise Content Management
 Lifecycles and Workflows Publications Websites Wireless
XML Applications
 Renditions and Transformations
Enterprise
Applications
CAD Applications (ERP, CRM, etc.)
Scanned Images
Documentum ECM
Platform Archival / Storage
Computer-Generated
Documents (Reports) 1-5

6. B
e
n BENEFITS OF ECM: STORAGE &
e RETRIEVAL
i
 Advantages to managing documents in an ECM
s
o system
versus aFile System
file system:
Enterprise Content Management
Documentum ECM Platform
E  Can't be certain that a  Always access most up to
C document is the latest version date version of a document
M  Limited permission settings  Restrict who can read, edit,
×
for individual documents or delete a document
 Search for documents based  Search for documents based
on a limited set of properties on descriptive information
 Different formats maintained  Seamlessly maintain different
as separate files formats of same document
 Workflow and routing not  Route documents for review
available and approval 1-6

7. B
e
n BENEFITS OF ECM: CONTENT
e DISTRIBUTION
i
 Advantages to distributing documents managed
s
o by an ECM
system versus files stored on a file system ECM Platform
Enterprise Content Management
File System E-mail Documentum
E  Reference documents via file  Reference documents via
C system paths that: dynamic URLs that:
M  don't necessarily reference  always retrieve correct
×
the latest version version of a document
 are invalid if the document  always retrieve the
is moved document even if it
 Sending a document as an changes location
attachment exacerbates  restrict access to the
version and security issues document based on
 increased disk space usage permission settings 1-7

8. EXAMPLE SCENARIO: DRIVER'S
LICENSE
Background
Check (search)
5Years Later…
Enterprise Content Management
Application (E-Form)
Timer (Agent)
Completeness
Digital Picture Check Workflow
Renewal
Notice
Digital Thumbprint
Issued License
Proof of
Insurance (scan) 1-8

9. COMPREHENSIVE CONTENT
MANAGEMENT
Customer Newsletter
Process Portal
Production SOPs
Enterprise Content Management
Documentum ECM Platform
Projects
Templates
Content Processes Brand Management
R&D Compliance System
Context Decisions,
Outcomes
Technical Publishing
Financial Disclosure
1-9
Online Catalog

10. D ECM Basics
o  Content Server Repository
c • Working with the Repository
u THE DOCUMENTUM REPOSITORY
m
e  Documentum’s repository:
n
 Stores content on a file storage system
Enterprise Content Management
u  Stores properties in a Relational Database
m
Management
System (RDBMS)
R
e
 Oracle, SQL Server, DB2, Sybase
p  Supports multiple operating systems Repository
o  UNIX, Linux, Windows
si TERMINOLOGY NOTE: The terms repository and
Docbase are often used interchangeably
o
r
y 1-10
File Storage System Database
×
D

11. C
o
n
THE CONTENT SERVER
e
n  The Content Server is a service that
S manages the repository Content Server
Enterprise Content Management
e  The repository can only be
r accessed via the Content
v Server
e  Supports client-server and
r web-based applications
× Repository
BUSINESS BENEFIT: The Content Server enforces
configurable security policies and business rules,
providing secure and controlled access to content
1-11
File Storage System Database

12. o
b
e REPOSITORY OBJECTS
c
 Content is stored in the repository
×
P as an object
Enterprise Content Management
Repository
r
o
p
e
rt
 An object is made up of two elements:
 Properties
e - Stored in the database File Storage System Database
s  Content file (optional)
× - Stored on the file system
C owner name
o creation date
object name
n 1-12
Content File Properties
e

13. P
r
o
p WHAT ARE PROPERTIES?
TERMINOLOGY NOTE: The terms metadata,
e properties, and attributes are used
rt interchangeably throughout this course
 Properties are used to describe
all objects in the repository
e
 Useful for searching and
Enterprise Content Management
s
organizing information
×
m  Property values can be assigned inContent File of
a variety
e ways:
 Automatically by the Content Server
a  Automatically by a client application Properties
d  Manually by a user
owner name: John
a  Programmatically through customization creation date: 05-21-2005
BUSINESS BENEFIT: Properties allow content
object name: Assembly Process
a to be organized and retrieved efficiently
format: msw8
× and effectively subject: Manufacturing
a keywords: mfg, tool, assembly 1-13
t
ri

14. C
o
n
WHAT IS CONTENT?
e
n  Any type of electronic data can be managed
× by the repository:
Enterprise Content Management
 Document
 Web page
 XML document
 Report
 Executable
 Engineering drawing
 Scanned image
 Audio or video file
 Thumbnail file
1-14
 Corporate record

15. F
o
r
m FILE FORMATS
a
 Content files in the repository can be of any
s AVI
× format DOC
PPT
Enterprise Content Management
 Content files can be created with
any application
 When a document is accessed,
JPG
the appropriate viewing or OCR
editing application is
automatically launched
on the client computer
DWG MP3
1-15

16. V
e
r
si VERSIONS
o
n  When a document is modified it is stored in
s the repository as a new version
× 1.0
 Each version has a unique version
Enterprise Content Management
C
U number
R  By default, users automatically
R access the most recent, or CURRENT, 1.1
E version
N  Always only one CURRENT
T version of a document
×
 Can revert to previous versions
2.0 CURRENT
when needed
BUSINESS BENEFIT: The availability of previous
versions of a document provides a record of
changes, including who made the changes 1-16

17. R
e
n
d RENDITIONS
t
 A content file can also be associated with one or
o more renditions
n
 A rendition is a read-only representation of the
Enterprise Content Management
s Native Format Renditions
content
×
that differs from the original in some way
 Different format, language, resolution, etc.
PDF HTML Foreign
DOC Translation
BUSINESS BENEFIT: To view a document, users do not need to
have access to the same expensive or complicated native
1-17
application that was used to create the original content

18. S
e
c
u SECURITY
ri
 Access to objects in the repository is controlled by
y
× object permissions
Enterprise Content Management
 A flexible permissions structure that allows the
granting of specific access levels to specific users
 Permissions can be assigned automatically or
manually
based on business requirements
Users/Groups Permissions
World BROWSE
Owner DELETE
Stanley WRITE
Sales READ
Marketing VERSION
1-18

19. C
i CLIENT APPLICATIONS ECM Basics
Content Server Repository
e  Working with the Repository
n  Users interact with the
repository through client
A applications
p  Documentum clients
p  Application integrations Documentum Webtop
i  Custom client applications
c
a
i Documentum TaskSpace
o
n
s Repository Content Server
× MS Word Integration
BUSINESS BENEFIT: Users are able to access the
repository using client applications that are best
suited for their job and comfort level Content Services for SAP
Enterprise Content Management 1-19

20. W
e
b
T DOCUMENTUM WEBTOP
o
p  Documentum WebTop is a web-based interface that
×
D provides access to the EMC Documentum
repository and content management services
Enterprise Content Management
e
s  No client software installation required
k  Runs in a standard web browser
o
p
×
1-20

21. N
a
v
WEBTOP FEATURES
g
 Nearly all of Webtop's features can be accessed
a
i through the:
Enterprise Content Management
 Navigation tree
o
 Menus
n
r  Items in the hierarchical navigation tree are
e referred to as "nodes"
Global
e Search
 Clicking a node displays its contents in the large Menus
× work
n area on the right side of the screen
Navigation
o Tree
d Work Area
e 1-21
s
×

22. C
a
b
CABINETS AND FOLDERS
n
e  Content in the repository is displayed using a
s cabinet/folder hierarchy
Enterprise Content Management
×  Actual location of content on the server is
F transparent to users
o Each usercabinet
Shared is assigned a home cabinet or folder

Sales
d
 SharedSales
for cabinets and folders also exist in the
e repository
documents
Gina
r
s Home cabinet for Meetings
× user Gina Project Meetings
Company Meetings
1-22
Proposals

23. D
o
u
b WEBTOP ACTIONS
 Actions on individual objects can also be
e
performed by
- right-clicking the object and
Enterprise Content Management
c selecting the desired action
i from a pop-up menu
c  The same actions are
k available in the Webtop
menus
n
g
 Double-clicking a document
× opens it for viewing
ri
Double-clicking a folder
g displays its contents 1-23
h
-

24. WEBTOP MESSAGES
 Most user actions in Webtop are confirmed by a
success
or failure message
Enterprise Content Management
 Appears in lower right of Webtop interface
 Clicking a message displays the Message Viewer
that
lists all messages for the current session
1-24

25. K
e
y
b KEYBOARD SHORTCUTS
o  Certain Webtop actions can be performed using
a New Document Shift-N
keyboard shortcuts Select all objects on Ctrl-A
r Check out O a page
Enterprise Content Management
d Edit E Select next item right arrow
down arrow
S Check in I
Select previous left arrow
h View V item up arrow
o Search Shift-S Go to next field or Tab
rt button
Import Shift-I
c Help Shift-H
Export Shift-E
u Log out Shift-O
Delete Delete
s  For a full list of hotkey shortcuts, please refer to the
× Webtop
1-25
User Guide

26. A
p
p DOCUMENTUM APPLICATION
 Users can take advantage of Documentum
i CONNECTORS for MS Office
application connectors
c
a products
i  Available for Word, PowerPoint, Excel,
o and Outlook
Enterprise Content Management
n  Must be installed at each client
C  Provides Documentum content
o management functionality from
n within Office applications
n
 Browse
e
c  Search
 Properties
o  Check-in/out
r  Subscriptions
s
 Start Workflow
× 1-26
D
o

27. M
y
D
o OFFLINE CLIENT
c  My Documentum Offline is a Webtop client application
u
that allows you work with documents while not
m
connected
Enterprise Content Management
e to the server
n  Provides local offline storage of selected repository files
 Integrates with Windows Explorer, Microsoft Office, and
u Microsoft Outlook
m  When reconnected to the
server, My Documentum
O Offline automatically
f manages synchronization
fl of local copies of content
with the repository 1-27
n
e

28. ECM Basics
Content Server Repository
Working with the Repository
TEST YOUR KNOWLEDGE
1. The repository is made up of what two
primary components?
Enterprise Content Management
2. Property values can be assigned to an object by:
A) a client application
B) a user
C) the Content Server
D) all of the above
3. True/False: A document can have only one
rendition.
1-28

29. Estimated time: 10 min
EXERCISE
 Before you begin, your instructor will provide you
with information about your system
Enterprise Content Management
 Server and repository name
 Login information
 Location of student files
 During the exercise, you will:
 Connect to the repository
 Launch Webtop
 Explore the Webtop interface
1-29