Professional Documents
Culture Documents
Administration Guide
Version 5.1
Hummingbird DM™ Administration Guide
Hummingbird Ltd.
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such programs or data.
Contents
iii
Libraries Tab 15
The Default Library 17
Full-Text Index for Library Users 17
The SQL-Connection Cache Size 19
If a Library Isn’t Listed on the Libraries Tab 20
SearchServer Indexes Tab 21
Adding an Index 22
Deleting an Index 25
Modifying the Properties of an Index 26
Index Defaults 33
Reindexing Documents 33
Manually Compressing an Index 34
Document Previews Tab 34
Internal User Tab 38
Identifying a Hummingbird DM User ID for the Indexer and
Document Preview Generator 39
Indexing Tab 40
FOLB Settings Tab 41
Defining a Cluster of DM Servers 43
Selecting FOLB Settings 45
NetWare Servers Tab 47
Results Tab 49
Maximum Size of Results Sets 50
Amount of Virtual Memory for Caching Results 50
Setting a Time-Out Interval 50
Setting the Cleanup Frequency 50
Limiting the List of Recently Edited Documents 50
Caches Tab 51
Selecting an HCS Server 53
iv
The Indexing Process 56
What Is Indexed? 57
The Search Process 57
System Requirements for Indexing 58
The Indexer Server 58
Hardware and Software 59
The Internal User for Indexing Activities 60
Creating an Index and Putting It into Production 61
Identifying the Index Location 62
Creating a New Index 62
Starting an Index 73
Select Indexes for Searching 73
Multiple Indexes for a Single Library 74
Monitoring and Managing an Index 75
Index States 75
Compressing an Index 75
Reindexing an Index 76
Administering an Index from a Different DM Server 77
Pausing the Indexer for System Backups 77
Backing Up an Index 77
Restoring an Index from a Backup 77
Monitoring Indexer Activities 78
Deleting an Index 78
Using Wildcards in Searches 78
Using Stopwords to Speed Searching 79
Configuration Options for Full-Text Indexing 80
DM Server Manager 80
Troubleshooting Index Problems 81
Viewing the Index Log File 81
Disabled Search-Term Highlighting 82
Users Unable to Search 82
Problems with Shared Indexes 82
v
FulCreate Is Not a Writable Directory 82
No Such File or Directory 82
Unable to Save Index 83
Document File Formats Recognized by the Indexer 83
vi
Setting Up Failover Only 121
Selecting Options for Failover and Load Balancing 122
Polling Options 123
vii
Setting Group Access for Users 168
Managing Groups 170
Listing Current Groups 170
Adding or Maintaining Group Listings 171
Setting Group Features 173
Setting Group Permissions 176
Adding Group Access to Utilities 179
Configuring Group Version Control 181
Adding Members to Groups 184
Setting Default Forms for Groups 185
Group Master Form 187
Group Paper Form 189
Group Primary Form 190
Group Profile Search Form 191
Group Quick Retrieve Form 192
Group Applications Forms 193
Form Default Values 194
Setting Up Group Aliases 195
Attache for Groups 196
Setting Group Preferences 198
User Synchronization 200
Group Synchronization 202
viii
Working with File Types 225
Modifying or Adding File Types 226
Document Types 227
Document Type Maintenance 229
Custom Tables 232
Custom Table Maintenance 232
ix
Distributing the Automatic Deployment Package 273
Known Issues 274
Hummingbird DM Service is not Added to Microsoft Outlook 274
Troubleshooting 275
“Logon failure” 275
“Access is denied” 275
“Non-Install Program Error” 275
Other Critical Errors 275
Creating Deployment Packages 277
Deployment Package Overview 277
Adding Custom Components 278
Creating a Deployment Package 281
Assigning Deployment Packages to a Group 288
Installing a Deployment Package 289
Upgrade information 289
Installing a Deployment Package 290
Installing Individual Components 292
Uninstalling a Deployment Package 295
Uninstalling Individual Components 297
x
Check-in/Check-out 318
Directory Monitoring 318
Interceptor 319
The Interceptor Module 320
Launching Interceptor 320
Configuring New Applications for Interceptor 321
Enabling Applications Within Interceptor 325
Disabling Integration with Interceptor 327
Editing the Interceptor Launch Method Settings 327
Exporting Interceptor Settings 330
Importing a Registry File 331
Restricting Users from Accessing Interceptor Settings and Native Dialog
Boxes 332
Hummingbird DM Macros for Microsoft Word and
Corel WordPerfect 333
The WordPerfect Footer Macro 333
Mail Client Requirements 335
E-mail Integration Options 335
Configuring Integration for Microsoft Outlook 336
xi
Apply to All Libraries 359
E-mail Integration - General Tab 360
E-mail Integration - Header Fields 362
E-mail Integration - Dialogs Tab 363
E-mail Integration - Profile on Send Tab 365
Logging Options 366
Add-ons Configuration 367
Custom Tabs Configuration 368
Exporting the Registry File 369
Importing a Registry File 369
xii
Appendix D Security Regeneration
About Security Regeneration 396
Performing Security Regeneration 396
Chapter 14 Index
xiii
P r e f a c e
xv
Part 1 Administering the DM Server
Chapter Description
Chapter Description
xvi
8 Validation Tables Using the Web Admin Tool to
manage tables for applications,
document types, and custom
features.
Chapter Description
Appendix Description
xvii
B Performance Monitor Settings Interpreting the counters for the
two DM Server objects in the
Windows NT Performance
Monitor to gauge DM Server
system performance.
xviii
P A R T
DM Server Administration
1
In This Section
1
C h a p t e r
1
Setting DM Server Properties
In This Chapter
This chapter explains how to use the DM Server Manager to set server
properties.
Server State • Start and stop the DM Server service (page 7).
FOLB Settings • Set up failover and load balancing for multiple-server clusters
(page 40).
4 CHAPTER 1
NetWare Servers • Set up DM Server to work with NetWare document servers and
indexing servers (page 47).
HCS Server • Select a Hummingbird Core Services (HCS™) server from which
DM Server will obtain user logon credentials for users accessing
the DM Webtop via the Hummingbird Portal (page 53).
6 CHAPTER 1
Server State Tab: Stopping and Starting the DM Server
Service
To run Server Manager, you must be logged in as an administrator on
the DM Server machine.
The Server State tab on the Server Manager window indicates whether
the DM Server service is started or stopped.
The DM Server service is set up to start automatically when Windows
2000/NT Server comes up. When you change certain Server Manager
options, you are prompted to restart the service so changes can take
effect. You can restart the service immediately in response to the
prompt or, if you want to restart later, you can stop and start the service
manually on the Server State tab.
NOTE Errors can occur on user workstations if the DM Server service is restarted
too quickly, even when failover is enabled. To avoid these errors, wait
approximately 10 seconds between stopping the service and restarting it.
Log Settings
NOTE The logging feature is intended primarily for troubleshooting.
You have the option of collecting the following information in a log file:
• Calls to DM Server. This information includes the user ID from
which the call originated and the user’s current library.
• SQL statements sent to the SQL server.
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• Other internal information that can help Hummingbird support
personnel troubleshoot problems with a DM Server.
Secured information, such as passwords and document contents, are
not collected in the log.
To modify the logging options:
1 Click the Preferences tab.
2 In the Logging Level field, click the down arrow to display the
following options, and click the one you want:
Log SQL & Calls Logs SQL statements and calls to the
DM Server.The information includes
the user’s ID and current library.
Log Network Logs network connections and
protocols.
3 In the Log File field, specify the path name for the DM Server log
file. The default location is C:\Program Files\Hummingbird\DM
Server\Default.log. You can enter a different path name or you can
specify a template using one or more of the following log-name
variables:
%Y year
%M month
%D day
%H hour
These variables can be used to specify folder names as well as file
names. If you use log-name variables for folder names, the folders
must exist prior to specifying them; DM Server does not create
them. The log file extension can be .LOG, .TXT, or any other text-
type extension.
Examples
The following template will create a new log file every day and
change the directory every month and year.
C:\DMLogs\%Y\%M\%D.LOG
For example, on June 30, 2003, at 12 A.M., a new log file will be
created named:
C:\DMLogs\2003\06\30.LOG
The log file created at 12 A.M. (midnight) for the next day will be
placed in the July folder and named:
C:\DMLogs\2003\07\01.LOG
The following template creates a new log file every hour:
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C:\DMLogs\%Y-%M\%D-%H.log
On June 30, 2003, at 3 P.M., a new log file will be created named:
C:\DMLogs\2003\06\30-15.LOG
Note that hours are counted on the 24-hour clock.
The following template also creates a new log file every hour, but
the year, month, and day are part of the file name, and all logs are
placed in the same \DMLogs folder:
C:\DMLogs\%Y-%M-%D-%H.LOG
At 11 A.M. on August 15, 2003, a log file will be created under the
name:
C:\DMLogs\2003-08-15-11.LOG
Note the use of the dash as a separator character between variable
names. Separator characters are not required, but they can help
make your file names more readable.
For less frequent logging of events, use a larger time increment.
For example, to have a new log file created every month, the
template name could be:
C:\DMLogs\%Y-%M.LOG
With this template name, a new log file will be created on the first
of every month at 12 A.M. (midnight). For example, the log file for
March, 2004, would be created at 12 A.M. (midnight) on March 1
under the name:
C:\DMLogs\2004-03.LOG
4 In the Log File Maximum Size field, specify the maximum
allowable size (in megabytes) of the log.
5 Click Apply to have the new logging preferences take effect.
Restarting the DM Server service is not necessary after changing a log
setting.
Location of the The PCDOCS.INI file contains information about each library in your
PCDOCS.INI File system. The file is created in the DM Server \Program folder (by
Location of Forms The Hummingbird DM client forms are installed by default in the
Used by folder \Program Files\Hummingbird\DM Server\DOCSObjects. These
Hummingbird DM forms are used to define aliases for SQL columns for use when
Hummingbird DM client application users communicate with DM
Client Applications Server.
The forms can reside in any folder that is accessible to Hummingbird
DM client application users. If you move the forms from the default
folder, you must specify their new location:
12 CHAPTER 1
1 Click the Preferences tab.
2 Click the lookup button in the Forms Location field, find the
folder where the forms are now stored, and click to select the
directory.
http://<server>:< port>/portal/hcleip
where <server> and <port> are the server name and port, respectively,
of the Hummingbird Portal server.
Network Logon Server Manager has two settings pertaining to network logons:
Settings • Network Alias Required. This option requires users to log on to
Hummingbird DM with a network user name/password that is
aliased to their user ID in the library. When this option is selected,
non-network users cannot log on to DM Server using an Attache
password. See “Non-Network Users” on page 100 for more
information.
If you change either option, click Apply. Then click OK. Restarting the
DM Server service is not necessary after changing the network logon
settings.
14 CHAPTER 1
Compression of The document-compression feature can help reduce the network
Retrieved bandwidth required by DM Server to retrieve documents for users.
Documents Documents are sent in a compressed format, minimizing network
traffic. However, compressing documents does increase processing on
the DM Server.
If your principal performance bottleneck is in bandwidth utilization,
we recommend you turn on the Use Compression option. Then
monitor CPU use on the DM Server to verify that the additional
processing is not significantly affecting server performance.
By default, the Use Compression option is turned on. This option is
toggled on the Preferences tab:
Libraries Tab
On the Libraries tab, you can select all libraries to be accessed through
the DM Server. On this tab, you can also:
• Select a library to serve as the default library for users.
• Select the index or indexes that users connected to the DM Server
will use for searching.
• The tree structure displayed in the Libraries pane shows the logon
libraries available to the DM Server. (If you don’t see the library
you want, refer to page 20.)
16 CHAPTER 1
to client users. If you do not want users to access a particular
remote library, clear the check box next to the remote library
name.
• A symbol denotes the server’s default library. The default
library is the library that Hummingbird DM client users initially
log on to.
The Default Library The default library is the library to which users connect if they do not
specify a library when they log on to a Hummingbird DM client. If the
client allows users to select from a list of libraries when they log on, the
default library is the first library in the list.
NOTE The default library is different from the current library. The current library is
the library that the user is currently accessing.
4 In the Library field, click the down arrow and select the library
you want.
5 Select the option Server’s Default Library.
Full-Text Index for Once you have created an index for a library, you can give users access
Library Users to the index by selecting it in Server Manager on each DM Server that
handles user requests.
1 Click the Libraries tab. Then click Properties to display the Library
Properties dialog box.
3 The Full-Text Search Indexes box displays any indexes that are
currently selected. To add an index, click Add. The Select a Full-
Text Index dialog box appears with all of the library’s indexes
displayed. Highlight the index you want to add and click OK.
18 CHAPTER 1
4 If you have multiple indexes in the Full-Text Search Indexes list,
select the way these indexes will be employed:
— To make all indexes available in a round-robin fashion, select
the option Use All Indexes in Sequence. The first user request
goes to the first index in the list, the second request to the
second index, and so on.
— To use a single index with the others serving as backups, select
the option Use Next Index in List Only When Current Index
Fails. The first index in the list is used for all search requests
unless it is unavailable. Then searching is taken up by the next
index in the list.
To change the order of an index in the list, highlight the index and
click the Up or Down key . The Remove key deletes an index from
the list.
5 Click OK to return to the Libraries tab. Then click Apply and OK.
It is not necessary to restart the DM Server after making a change to the
Full-Text Search Indexes. This allows the Hummingbird DM
administrator to dynamically redirect user searches to a different index
without interrupting the DM Server or user activities.
The SQL- The connection cache specifies the number of open SQL connections
Connection Cache to the library. When a Hummingbird DM client user processes a
Size transaction, DM Server uses one of its open SQL connections instead
of creating a new connection, which improves system performance.
(Examples of SQL transactions are: creating a Document Profile,
performing a search, and saving an edited document.)
If all open connections are being used, DM Server opens a new
connection to process the next transaction and closes it when the
transaction is finished.
To achieve the optimum value for the SQL connection cache, you have
to strike a balance between minimizing the resources used by idle SQL
connections and maximizing the frequency with which users are able to
use an open connection.
To change the SQL connection cache size for a library:
1 On the Libraries tab, click Properties to display the Library
Properties dialog box.
If a Library Isn’t The library names displayed are retrieved from the PCDOCS.INI file
Listed on the specified on Server Manager’s Preferences tab. If a library name does
Libraries Tab not appear in the list, you are probably not pointing DM Server to the
correct copy of the PCDOCS.INI file, or you may need to copy a
[Library] section for the missing library into the PCDOCS.INI file
specified on the Preferences tab. Use any text editor to add the [Library]
section. The section should contain the following settings:
[Library <name>]
Vendor=<SQL vendor code>
Database=<SQL database name>
Owner=<name of SQL server login account>
Address=<connection protocol information>
Location=<name of server where database is
installed>
Username=<username for SQL login>
Password=<encrypted password>
where:
Vendor is a number representing one of the following SQL vendors:
20 CHAPTER 1
Database is the name given to the Hummingbird DM database when
it is created using the SQL engine.
Owner is the SQL Server logon account assigned as owner of the
database. For all vendors other than Oracle, the owner is DOCSADM.
With Oracle databases, multiple libraries may be created on a single
instance so long as each library has a different owner.
Address is a string containing the DLL that defines the network
protocol to be used and the protocol address information.
Location is the name of the server where the database resides.
The SearchServer Indexes tab also indicates the status of each index, its
size, and the size of the DYX file. This information is retrieved when
you start Server Manager. To refresh the information after starting
Server Manager, click the Refresh button.
Adding an Index An index can be created from any DM Server, provided that the server
has access to the library that is to be indexed.
To create an index:
22 CHAPTER 1
2 Click Add Index.The Add Index dialog box appears.
3 In the left pane, select the library you want to create the index for.
A check appears in the box next to the library name, and the Add
button is enabled.
4 Click Add. The index is added to the right pane with the name
<library name>_Index.
24 CHAPTER 1
Deleting an Index This process deletes all files that make up the selected index. It also
deletes the ODBC data source associated with the index from the
Indexer server.
To delete an index:
1 On the Indexer server, go to the SearchServer Indexes tab.
2 Select the index you want to delete and click Delete Index.
3 Click Apply to permanently delete the index.
If the index is shared, we recommend you delete the ODBC data source
associated with the index on every DM Server. This is not required, but
you will be unable to reuse that data source name on a server until it is
deleted. To delete the data source name:
1 For Windows 2000, select Start>Settings>Control
Panel>Administrative Tools>Data Sources (ODBC).
For Windows NT, click Start>Settings>Control Panel>ODBC
Data Sources.
2 Click the System DSN tab.
3 Highlight the data source name and click Remove and OK.
26 CHAPTER 1
KM™. Then select the appropriate Network Protocol and Port so
that users accessing the local server can locate the index. The port
cannot be used by other indexes on the server or by other software
using the network. For Named Pipes, the port is the name of the
pipe (for example, ftnet). For TCP/IP, the port is the TCP port
number (for example, 3048). The TCP\IP port number cannot be
in use on the local system. (To determine the port numbers in use,
run NETSTAT at a command-line prompt.) Normally, anything
higher than 5000 is a usable port number.
Once a port number has been assigned to an index, it cannot be
used again until you run \SSK\BIN\FTSVCADM.EXE to remove
unused port numbers. (Do not remove port number 16547; it is
used by DM Server.) After removing the ports, restart the DM
Server service. At this point, you can then add a new index with
the previously used port number.
The Remote option is automatically selected if you create a shared
index on one server and are viewing the properties of that index
on another server.
NOTE A single library cannot have more than one shared index on an Indexer
server.
Server Name: When you are creating an index, this field displays
the name of the local server. When you are viewing the properties
of an existing index, the field displays the name of the server where
the index is located.
Click Apply to have any changes you made take effect.
28 CHAPTER 1
To schedule a regular weekly compression of the index, enter a day
and time in the fields provided. To compress the index every day,
select the option Daily and enter a time. The Indexer will
automatically be stopped while the index is undergoing
compression, so no new documents will be indexed. But users will
be able to search against the index during that time.
See page 34 for instructions on manually compressing an index.
Schedule Backup: This option lets you schedule a time when the
Indexer pauses for system backups or regularly scheduled
maintenance. While the Indexer is paused, documents are not
indexed, but users may continue searching against indexes. You
can schedule the pause on a daily basis (Daily) or on a specific day
of the week. In the At field, select the time when you want the
Indexer to pause. Note that if the Indexer is indexing a batch of
documents or compressing the index, it will complete these
operations before pausing for the backup. So we recommend you
schedule the pause approximately 30 minutes prior to the backup,
to give the Indexer time to finish.
In the Backup Duration field, select the number of hours—
between 1 and 24—to pause the Indexer. It is important to allow
sufficient time for backups to finish. We recommend you monitor
the time required for backups and adjust the Backup Duration
value as necessary so the Indexer does not resume processing while
the backup is still running.
If you don't want to pause the Indexer during backups, select
Never in the Schedule Backup field.
Click Apply to have any changes you made take effect.
30 CHAPTER 1
To disable index logging or to locate it elsewhere, go to the
SearchServer Indexes tab, select the index, and click Properties. On
the Index Properties dialog box, click the Log File tab. On this tab,
you can also open the log file for editing by clicking Open with
Notepad. And you can obtain the latest indexing information by
clicking Refresh.
Character Set: Select the SQL character set used by your database.
Stop Words Header: Stopwords are words that are not indexed.
For most languages, the appropriate option here is Default. If you
have installed the Japanese or Korean version of Hummingbird
DM, select the stopword header for your language.
32 CHAPTER 1
Selecting this option increases the size of index files and slows the
indexing process, so if you are not using Hummingbird KM or
don't want to perform results-list clustering, clear the check box.
Set Session Options: This feature is not intended for normal use.
Do not use it unless instructed to do so by Hummingbird technical
support staff.
Index Defaults The Defaults button on the SearchServer Indexes tab lets you establish
the default values that appear when you create a new index. To change
the defaults, click Default, modify the options in the Index Properties
dialog box, and click OK. The new defaults will apply to any indexes
created after the defaults are changed.
Reindexing The reindexing process builds the index—either by indexing the entire
Documents repository or reindexing documents that were indexed between a
specified date and today. Reindexing must be performed on the server
where the index is located.
To reindex an index:
The Indexer will reindex all documents that were indexed between
the From date and today, inclusive. This includes new documents
3 Click Re-Index. When the index is ready for use, you will see
“Initialized” in the Status field.
4 To make the index available to users, start the index by following
the instructions on page 40. Then select the index by following the
instructions on page 17.
For more information on reindexing, see “Reindexing an Index” on
page 76.
Manually If you see that the DYX file is growing beyond a few hundred
Compressing an megabytes, and the regular compression is not scheduled to occur
Index soon, you should manually compress the index:
1 On the Indexer server, start Server Manager and go to the
SearchServer Indexes tab.
2 Select the index you want to compress and click Update and
Compress Index.
The Indexer is automatically stopped while the index is undergoing
compression, so documents will not be indexed. User searching can
continue during a compression.
See “Compressing an Index” on page 75 for more information on
compressing indexes.
34 CHAPTER 1
helps users quickly determine if a document is the one they want. To
enable previewing, the DM administrator:
• Starts preview generation for the library. This is done on DM
Server's Document Preview tab in Server Manager.
• Allows users to see previews by turning on the Allow Preview
option on DM Web Server's DM Admin tab under Library
Parameters>System Parameters>Default. See the Allow Preview
option on page 141 for more information.)
The Document Previews tab lists all libraries known to DM Server,
their current preview status (started or stopped), and their startup type
(disabled, manual, or automatic). The startup type is controlled on the
Preview Generator Properties dialog box; click Properties to see it.
To start preview generation for a library, highlight the library name and
click Start. Click Stop to halt previewing for documents in that library.
Note that if the library’s Startup Type on the Preview Generator
Properties dialog box is Disabled, you will not be able to start preview
36 CHAPTER 1
Startup Type:
Manual: Preview generation for a library must be started
manually by the Hummingbird DM administrator by clicking
Start on the Document Previews tab.
Automatic: Preview generation for a library started
automatically when the DM Server service starts.
Disabled: Preview generation for the library is disabled. The
document previews remain on the document server; however,
when you select another Startup Type and preview generation
begins, all previews are regenerated, including those already
on the document server. This is necessary because the preview
generator does not determine if a document has been updated
since the previous preview was generated. Regeneration of
previews is a time- and resource-consuming process, so the
preview generator should not be disabled unless you are
advised to do so by Hummingbird Technical Support. If you
do not want previews generated, stop the preview generator.
The preview-generator log contains a record of preview-generator
activities, including:
• Times when the preview generator was started and stopped.
• A list of the documents for which previews are being generated by
document number.
• Any errors that occurred during preview generation.
To see the log-file properties for a selected library, click Properties and
then click the Log File tab.
The log file is located in the folder:
C:\Hummingbird\DM Indexes\<library name>\preview.log
On the Log File tab, you can also open the log file for editing by clicking
Open with Notepad. And you can obtain the latest information by
clicking Refresh.
Click Apply to have any changes you made take effect.
See Chapter 5 for more information on document previews.
38 CHAPTER 1
Identifying a To index a document, the DM Indexer/SearchServer opens the
Hummingbird DM document and reads its contents. To do this, SearchServer must log on
User ID for the to DM Server with a Hummingbird DM user ID that has universal read
access: the rights to read all documents in the library. (See “The
Indexer and Internal User for Indexing Activities” on page 60 for more information
Document Preview on setting up the Indexer user account.)
Generator
The Document Preview Generator creates one-page previews of all
documents and keeps them up to date. To access documents for the
preview-generation process, the Generator also needs a user ID with
universal read access.
NOTE Because they are so numerous, the activities of the internal user are not
collected in the Activity Log. For this reason, the internal user account
should be dedicated for use solely by the DM Indexer and Document
Preview Generator.
Indexing Tab
The Indexing tab lets you start and stop indexes that have been
initialized and are ready for indexing.
The Indexer need not be running for users to perform content searches.
It must be running for documents to be indexed.
40 CHAPTER 1
To start or stop the Indexer, you must be running Server Manager from
the Indexer server. Select the index you want and click Start or Stop.
42 CHAPTER 1
Defining a Cluster 1 On a server in the cluster, run Server Manager and click the FOLB
of DM Servers Settings tab. The name of the current DM Server appears in the
Known Servers list.
2 In the Enter New Server field, type the name of another server and
click Add. Its name will appear in the Known Servers list.
To remove a server from the cluster, select the server and click
Delete. The Clear All button removes all server names from the
list.
4 When the Known Servers list is correct, click Apply to record the
new server list. The server names are ordered alphabetically.
44 CHAPTER 1
from its own Known Server list, which would make the server
unknown to itself ; no Hummingbird DM client would then be
able to attach to the server. Propagate Now should be avoided if
you intend to continue using the DM Server. You should instead
make your changes to each server in the cluster and then select
Propagate Manually.
2 Select either Fail Over and Load Balancing or Fail Over Only:
If you want both capabilities, select the option Fail Over and Load
Balancing. Then select the Load Balance Method:
46 CHAPTER 1
4 If you selected an active polling parameter (Poll Failed Servers or
Poll All Servers), enter a value in the Polling Interval field. Values
are in seconds. The default is 10.
You must restart the DM Web Server to have changes to these options
take effect.
48 CHAPTER 1
Results Tab
When a user executes a search, retrieves a list of recently edited
documents, or performs some other operation where a list of
documents is compiled, DM Server creates a results set.
• The time interval between the user’s last access of a results set and
the point at which the DM Server can delete the set.
• How often the DM Server checks for results sets that have timed
out.
Amount of Virtual The value in the Maximum Total Size field specifies the total amount of
Memory for memory that can be used for caching. This takes into account the
Caching Results maximum size for each set of search results. The default value is
2,000,000 KB.
Use caution when modifying this value: it can affect the number of
search results users receive.
Setting a Time-Out When a user executes a search, DM Server caches the results for the user
Interval to request on a row-by-row basis. If the user does not request any more
results within the time period specified by the time-out interval, DM
assumes that the results set is no longer needed and deletes the cached
entries, thus freeing up resources.
In the Time-out field, specify the time (in minutes) between the user’s
last access of a results set and the point at which DM Server can delete
it. You should specify an interval that allows users plenty of time to
obtain the information they need, but not so long as to drain system
resources. The default value is 15 minutes.
Setting the The value in the Cleanup Frequency field specifies how often (in
Cleanup Frequency minutes) DM Server checks for timed-out results sets and deletes them.
The default value is 15 minutes.
Use caution when modifying this value. Setting it too low may cause
DM Server to waste CPU time checking for timed-out results sets. If the
setting is too high, abandoned results sets can consume resources.
Limiting the List of The value in the Recent Edit Limit field specifies the maximum number
Recently Edited of documents that can be displayed in the list of recently edited
Documents documents (RED) shown to users. The maximum is 253.
Decreasing the value in this field may improve the performance of RED
searches.
See the appendix on sizing in the Hummingbird DM Suite Installation
Guide for information on calculating appropriate values for your
organization.
50 CHAPTER 1
Caches Tab
On the Caches tab, you can refresh all internal caches while DM Server
service is running.
To see the settings for a cache, click the down arrow in the Caches field
and select a cache.
The Settings field allows you to set the refresh interval for the selected
cache. Click the down arrow to see the available settings:
• Manual Refresh Only (Use the Refresh or Refresh All button to
reset.)
• Weekly
52 CHAPTER 1
this cache when you have made a change to the database schema
and want the change to be reflected in the index. Refreshing the
index closes all ODBC connections, which can be useful when you
want to stop the Indexer server, although in general it is preferable
to stop the DM Server, if possible.
• User Information for Library: This cache contains the contents
of the PEOPLE table and related information such as user default
values in profile forms.
Because a single transaction may affect more than one cache, you
should use the Refresh All button.
The Clear Counters button resets the hit rate on the caches. Although
observing the hit rate may be useful in gauging library access through
DM Server, clearing the counters is not required.
Server Name: Enter the name of the HCS server. The default name is
localhost.
Server Port: Enter the number of the port through which the logon
credentials will be sent. Port number expected by the HCS
Authentication Client provided with DM Server is 8765.
Click Apply to save this information in Server Manager.
Whenever the DM Server service is stopped and restarted, the HCS
server on the same machine is automatically restarted as well. If the
HCS service resides on a machine other than DM Server and the HCS
service is stopped and restarted, the DM Server service will
automatically be stopped and restarted after HCS token authentication
has taken place. Changes to the HCS server configuration can be made
from Server Manager or from Portal Administration Tools Security
Management. The server where the changes were made must be
restarted to have the changes take effect.
54 CHAPTER 1
C h a p t e r
2
Using the Hummingbird DM
Indexer
In This Chapter
The Indexing When a user saves a new document or saves edits to an existing
Process document, a table in the library is updated to reflect that the document
needs indexing. During normal indexing operations, the DM Indexer
obtains this information from the library and passes it, through the
ODBC interface, to SearchServer. SearchServer is the indexing/
searching engine integrated with Hummingbird DM.
SearchServer accesses the document, via one of several text readers that
translates the document into a format that SearchServer can interpret.
SearchServer scans the document, extracting information about words
in the document. The extracted information is stored first in a
temporary file called <index name>.DYX. User searches are performed
against both the index and the DYX file, which allows users to search
against the latest index data available. Periodically the data in the DYX
file must be merged into the index itself. The DM Indexer can be set up
to perform this for you automatically.
56 CHAPTER 2
What Is Indexed? Documents are indexed when the option Enable Content Searching is
selected on the Document Profile. Text fields on the profile, such as
Document Name and Description, are indexed as well.
NOTE All text columns from the PROFILE table that are visible to users (such as
Document Name, and Abstract) are indexed by default. To index other
columns or customized columns, use DM Designer (see the option for this in
the column’s Properties).
NOTE Documents that are not indexed can be located using the other search
features on Hummingbird DM client search forms, such as searching by
author name. See Using Hummingbird DM Webtop or Using Hummingbird
DM Extensions for information on the different methods of searching for
documents.
The Search Process When a user initiates a content search against the documents in the
library, the request is forwarded by DM Server to SearchServer.
Scanning the index for documents that match the search criteria,
SearchServer returns a list of documents—a hit list—to the user.
From the hit list, users can view the documents meeting the criteria.
The search terms are highlighted in the document display. Documents
can be displayed in Hummingbird Viewer™, HTML, or the document’s
native (for example, Microsoft Word) format. Documents on the hit
list can also be launched in their native application.
The Indexer Server Because the indexing process—particularly the initial indexing of all
existing documents in a library—consumes significant resources, we
strongly recommend that it be run on a dedicated DM Server (an
Indexer server). In this configuration, the index(es) is created on the
Indexer server and shared with the DM Server that is handling the
general stream of user requests.
NOTE A single library cannot have more than one shared index on an Indexer
server.
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A dedicated Indexer server is a must where indexing activity is high. But
if the recommended configuration is not ideal for your organization,
here are some alternatives with their respective pros and cons.
• If having a dedicated Indexer server on a permanent basis is not
feasible, we recommend you temporarily dedicate a DM Server to
the initialization of the index. The server should be taken out of
production until initialization of the index is complete. The
disadvantage here is that initialization cannot be counted on to be
a one-time operation. Indexes occasionally must be reinitialized
and reindexed, sometimes from scratch, and this would mean
removing the server from production again.
• If you have a cluster of DM Servers and handling user searches has
a high priority, you can set up an index for each library on each
server in the cluster. The indexes are not shared; each DM Server
runs its own Indexer for its own index.
The advantages here are two-fold: (1) if a server goes down, users
are still able to search against a current index, and (2) provided
that the indexes are not being changed frequently, network traffic
is minimal because there is no accessing of a separate Indexer
server.
The disadvantages include: (1) hardware (processor and storage)
requirements increase, (2) indexing a new or edited document
causes duplicate activity on each server and increased network
traffic, and (3) there may be brief periods (a few seconds) when
the indexes are not in sync, which may cause problems with load
balancing.
The index(es) and their associated files must be stored on the DM
Server where the DM Indexer is running, whether it is a dedicated
Indexer server or a DM Server that also handles user requests.
Hardware and The hardware and software requirements for machines running the
Software DM Indexer are shown in the table on the next page.
The disk space required includes not only the index files themselves,
but also temporary space needed during processing. The size of an
index depends primarily on the size of the repository, but it can also be
affected by the indexing options you select when setting up the index.
For example, the method of wildcard optimization can have an effect
The Internal User The DM Indexer and SearchServer access documents in the repository,
for Indexing so they must have read-only access (at a minimum) to all document
Activities files. To handle these indexing activities, you will need to create a
dedicated user account in the DM library. The account should not be
used for end-user activities.
We recommend that this internal user be created as a Hummingbird
DM library Attache account with an Attache password and no network
alias. This user need not be created at the NOS level nor be a member
of any NOS-level groups.
60 CHAPTER 2
However, if your organization requires all users to log on to DM Server
with a network account aliased to their Hummingbird DM user ID, an
Attache account that has no network alias cannot serve as the internal
user. (Note that the Network Alias Required option on Server
Manager’s Preferences tab controls whether non-network users can log
on to DM Server.) In this case, you will need to create the internal user
at the NOS level and add this account to the network DOCS_USERS
and DOCS_SUPERVISORS groups. This internal user account can be
used across multiple domains. If the account has multiple network
aliases:
• Each alias must have the same password.
• On Server Manager’s Preferences tab, the option Default Password
must be selected.
The recommended configuration is to have only one Windows NT
network alias; this will not prevent the Indexer from accessing
documents located on other networks.
Regardless of whether the internal user is an Attache account or a
network alias, its primary group in the library should be
DOCS_SUPERVISORS with the universal file access of Read (at a
minimum).
Once the internal user has been created, it must be identified to DM
Server. There are two ways to do this:
• Via the Indexer Configuration Wizard, which can be run from the
Start menu.
• On the Indexer server, via Server Manager on the Internal User tab.
See “Internal User Tab” on page 38 for instructions.
Identifying the Before you can create an index, you need to identify where the index
Index Location files will be located. The default location for the index is
C:\Hummingbird\DM Indexes. This location is not mandatory,
however; you can locate the index on any local drive on the Indexing
server.
If you have multiple indexes, and you want to be able to back them up
separately, we recommend you create a separate directory for each
index.
Creating a New A new index can be created using Server Manager or the Indexer
Index Configuration Wizard. This section explains how to create indexes
using Server Manager. For instructions using the wizard, see the
chapter on creating an index in the Hummingbird DM Suite Installation
Guide. Regardless of the method you choose, the end result is the same.
NOTE Prior to creating a new index, you must create an internal user account and
provide the SearchServer user name and password to DM Server. See “The
Internal User for Indexing Activities” on page 60 for instructions.
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To create an index:
1 On the Indexer server, start Server Manager and select the
SearchServer Indexes tab.
3 In the left pane, select the library you want to create the index for.
A check mark appears in the box next to the library name, and the
Add button is enabled.
NOTE If your library does not appear in the Add Indexes Libraries list, it is not a
selected logon library for your DM Server, which is required for indexing.
Libraries that appear at the top tree level on the Libraries tab in Server
Manager or the Select Libraries dialog in DM Server Configuration Wizard
are valid for logon and have a Library section in the PCDOCS.INI specified
for use by the DM Server.
64 CHAPTER 2
4 Click Add. The index is added to the right pane with the name
<library name> Index.
5 Select the index and click Properties to define the properties of the
index.
Select Shared if the Indexer server is the local machine and users
will be accessing the index via other DM Servers or Hummingbird
KM. Then select the appropriate Network Protocol and Port so
that users accessing the local server can locate the index. The port
66 CHAPTER 2
cannot be used by other indexes on the server or by other software
using the network. For Named Pipes, the port is the name of the
pipe (for example, ftnet). For TCP/IP, the port is the TCP port
number (for example, 3048). The TCP\IP port number cannot be
in use on the local system. (To determine the port numbers in use,
run NETSTAT at a command-line prompt.) Normally, anything
higher than 5000 is a usable port number.
NOTE Once a port number has been assigned to an index, it cannot be used again
until you run \SSK\BIN\FTSVCADM.EXE to remove unused port numbers.
(Do not remove port number 16547; it is used by DM Server.) After removing
the ports, restart the DM Server service. At this point, you can then add a
new index with the previously used port number.
NOTE A single library cannot have more than one shared index on an Indexer
server.
68 CHAPTER 2
automatically be stopped while the index is undergoing
compression, so no new documents will be indexed. But users will
be able to search against the index during that time.
For most organizations, a weekly compression of the DYX file will
be sufficient. If you notice that indexing and searching are slowing
down, consider compressing the file daily rather than weekly.
See page 75 for more about compressing indexes. See page 75 for
instructions on manually compressing an index.
Schedule Backup: This option lets you schedule a time when the
Indexer pauses for system backups or regularly scheduled
maintenance. While the Indexer is paused, documents are not
indexed, but users may continue searching against indexes. You
can schedule the pause on a daily basis (Daily) or on a specific day
of the week. In the At field, select the time when you want the
Indexer to pause. Note that if the Indexer is indexing a batch of
documents or compressing the index, it will complete these
operations before pausing for the backup. So we recommend you
schedule the pause approximately 30 minutes prior to the backup,
to give the Indexer time to finish.
In the Backup Duration field, select the number of hours—
between 1 and 24—to pause the Indexer. It is important to allow
sufficient time for backups to finish. We recommend you monitor
the time required for backups and adjust the Backup Duration
value as necessary so the Indexer does not resume processing while
the backup is still running.
If you don't want to pause the Indexer during backups, select
Never in the Schedule Backup field.
• Times when the index paused for a backup and when it resumed
indexing after the backup.
70 CHAPTER 2
Log Enabled: By default, logging of index activities is turned on.
To turn off logging, clear this check box.
Log File: By default, the log file is located in the folder
C:\Hummingbird\DM Indexes\<library name>\<index system
ID>\<index name>.xlg. To locate it elsewhere, enter the path
name here.
Open with Notepad: Allows you to open the log file for editing.
Refresh: Allows you to refresh the log file to obtain the latest
indexing information.
Click Apply to have any changes you made take effect.
72 CHAPTER 2
Starting an Index To start an Index:
1 Go to the Indexing tab.
2 Highlight the new index and click Start. The Indexer begins
indexing documents.
3 Check the index properties log file and verify the Indexer is
running.
Select Indexes for The DM Server(s) that handle user requests are given access to an index via Server
Searching Manager's Libraries tab:
NOTE If you have remote libraries, each remote library combination in the Library
list must have at least one index selected.
Multiple Indexes If you have multiple indexes for a library, you can select up to 10 indexes
for a Single Library for user access.
When employing multiple indexes, you have two options:
• Using all the indexes in a round-robin fashion to improve search
performance. In this mode, the first search request goes to the first
index in the list, the second request to the second index, and so on,
until the end of the index list is reached, and the first server accepts
another request.
• Using a single index as the primary index and the others as
backups in case the first index is not available. In this mode, when
the primary index fails, search requests go to the next index in the
list until the primary index returns to service.
An index might become unavailable because:
— The Indexer server is down.
— Connectivity problems between the DM Server and the
Indexer server prevent communications.
— The service called DOCSFusion SS Server on the Indexer
server is stopped.
— The index files have been deleted from the Indexer server.
For instructions on selecting one or more indexes for library users, see
“Full-Text Index for Library Users” on page 17.
74 CHAPTER 2
Monitoring and Managing an Index
Index States An index will be in one of four possible states:
Initialized—An entry for the index has been created in the library,
but documents have not been indexed yet, so the index is not
available for searching.
Started—The index is available for searching and for indexing of
new and revised documents.
Stopped—The index is available for searching, but it is not
available for indexing of new and revised documents.
Paused—The index is available for searching, but it is not available
for indexing of new and revised documents because the DM
Indexer is paused for system maintenance. When the DM Indexer
resumes operation, the index will be available for indexing.
Reindexing an The reindexing process builds the index—either by indexing the entire
Index Hummingbird DM repository or reindexing documents that were
indexed between a specified date and today. You need to reindex the
index when you want to:
• Rebuild an index. Rebuilding may be necessary if the index is
damaged in some way. Or it may be required when a new release
of Hummingbird DM upgrades the SearchServer software. (If this
is the case, the release notes accompanying Hummingbird DM will
advise you to rebuild the index.)
• Bring an index up to date after restoring a backup of the index.
If you are reindexing because you believe the index has been lost or
damaged, you should restore the index from a previous day’s backup
and reindex only from the backup date. See “Restoring an Index from
a Backup” on page 77 for instructions.
To reindex an index:
The Indexer will reindex all documents that were indexed between
the From date and today, inclusive. This includes new documents
plus existing documents that were indexed during the specified
time period.
3 Click Re-Index. When the index is ready for use, you will see
“Initialized” in the Status field.
76 CHAPTER 2
Administering an An index can be set up and, to some degree, administered from Server
Index from a Manager running on a DM Server other than the server where the index
Different DM is located. To perform the following operations, you must be running
Server Manager on the server where indexing is performed:
Server
• Starting and stopping the Indexer.
• Reindexing an index.
• Compressing an index.
Pausing the The Indexer should be paused before a system backup is started and
Indexer for System remain paused during the course of the backup. Once the backup is
Backups finished, the Indexer can be restarted. While the Indexer is paused,
users can perform searches, but no indexing of new and edited
documents is performed.
The Indexer can be set up to automatically pause at an appointed time
when backups are scheduled. Note that if the Indexer is indexing a
batch of documents or compressing the index, it will complete these
operations before pausing for the backup. So we recommend you
schedule the pause approximately 30 minutes prior to the backup, to
give the Indexer time to finish. See page 29 for instructions.
Monitoring When the Indexer is running, you can monitor its activities by checking
Indexer Activities the index properties log file in Server Manager. In addition, you may
want to check four counters for the Hummingbird DM Server in the
Windows NT or 2000 Performance Monitor:
• Full Text Deleted Documents/Sec: When a document is deleted
from the repository, the Indexer deletes its entries from the index.
This counter indicates how many sets of entries are being deleted
per second.
• Full Text Indexed Documents/Sec: Indicates how many
documents are being indexed per second. After you start the
Indexer in Server Manager, check this counter to verify the Indexer
is running.
• Full Text Indexing Failures/Sec: Indicates how many documents
per second the Indexer was unable to index. Failures can occur
when a document’s format is unknown and the Indexer is unable
to read it or when the Indexer cannot open a document for some
reason. If you notice a larger number of failures than usual, the
problem may be due to network problems, corrupted documents,
or the failure of a DM Server in the cluster.
• Indexer Thread Count: For each index to be indexed, DM Server
creates an Indexer thread. This counter indicates how many
threads are running.
78 CHAPTER 2
• the asterisk (*) represents any number of characters (including no
character).
Wildcard use can have a significant negative impact on search
performance, particularly in the following cases:
• If the search term contains both leading and trailing wildcard
characters (for example, ?abc*).
• If the search term contains a leading wildcard character.
To improve performance, SearchServer provides three wildcard
optimization methods:
MINIMIZE_SEARCH_TIME: This method maximizes search
performance at the expense of indexing time and index size.
MINIMIZE_INDEX_OVERHEAD: This method minimizes
indexing time and index size. The search performance is nearly as
good as with the MINIMIZE_SEARCH_TIME method, except for
search terms containing both leading and trailing wildcard
characters.
NONE: No wildcard optimization is set. Performance against
search terms containing both leading and trailing wildcard
characters is substantially reduced.
Wildcard optimization is defined in Server Manager. See page 31 for
instructions on setting this option.
DM Server Two settings on Server Manager’s Results tab affect full-text search
Manager results returned to users.
Note that the values shown above are the default values. These values
can be increased, depending on the total physical memory available on
the server, but they should not be reduced below the default values.
80 CHAPTER 2
DM Webtop
In DM Admin, the setting called Use Standard Search Routines is
turned off by default to allow for optimized searches across the Web.
This may result in smaller search-result lists for DM Webtop users than
for users of DM extensions. If you turn on User Standard Search
Routines, you will turn off optimization and thus increase the number
of search results for DM Webtop users; however, the return of search
results may take longer. (The setting is in DM Admin>DM Webtop
Maintenance>DM Webtop Parameters.)
Users Unable to If the index has been reindexed and started, verify that the index is
Search selected in Server Manager on the DM Server that users are accessing.
See “Full-Text Index for Library Users” on page 17 for instructions.
Check the size of the DYX file (noted on the SearchServer Indexes tab
in Server Manager). If it is larger than a few hundred megabytes,
manually compress the index. If this happens frequently, or you notice
that searching and indexing are getting progressively slower, consider
setting up the Indexer to compress the index on a daily basis.
Problems with This can be indicated by a message stating that a network operation has
Shared Indexes failed. If the DM Server(s) is sharing an index located on an Indexer
server, verify that the network protocol and port defined on the Index
Properties dialog box are correct and that the port is unique on the
Indexer server.
Because the DM Servers that handle user requests act as clients to
SearchServer, the DOCSFusion SS Server service must be running on
the Indexer server. This should happen automatically, but if you have
connection problems, verify that the service is started:
1 On Windows 2000 Indexer servers, click
Start>Settings>Administrative Tools>Services.
On Windows NT Indexer servers, click Start>Control
Panel>Services.
2 Start the DOCSFusion SS Server service, if necessary.
FulCreate Is Not a If you get this message, verify that you have the proper access rights set
Writable Directory up for the index location. See page 62 for instructions.
No Such File or This message appears when the index location you have specified has
Directory not been set up. See page 62 for instructions.
82 CHAPTER 2
Unable to Save This message appears when you try to create a second shared index for
Index a library. A single library cannot have more than one shared index on
an Indexer server.
84 CHAPTER 2
Novell Perfect Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2.0
Novell/Corel WordPerfect for Windows . . . . . . . . . . . . . Versions through 10
Professional Write Plus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.0
Q&A Write for Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3.0
StarOffice Write for Windows and UNIX . . . . . . . . . . . . . . . . . . . Version 5.2
WordStar for Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.0
Word Processors—Macintosh
MacWrite II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.1
Microsoft Word for Mac . . . . . . . . . . . . . . . . . . . Versions 3.0 – 4.0, 98, 2001
Microsoft Works for Mac . . . . . . . . . . . . . . . . . . . . . . . .Versions through 2.0
Novell WordPerfect . . . . . . . . . . . . . . . . . . . . . . . .Versions 1.02 through 3.0
Database Formats
Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 2.0
dBASE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 5.0
DataEase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 4.x
dBXL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.3
Enable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 3.0, 4.0 and 4.5
First Choice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 3.0
FoxBase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2.1
Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3.0
Microsoft Works for Windows. . . . . . . . . . . . . . . . . . . . Versions through 4.0
Microsoft Works (DOS) . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 2.0
Microsoft Works (Mac) . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 2.0
Paradox (DOS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 4.0
Paradox (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 1.0
Personal R:BASE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.0
R:BASE 5000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 3.1
R:BASE System V . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.0
Reflex . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2.0
Q & A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 2.0
SmartWare II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.02
Spreadsheet Formats
Enable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 3.0, 4.0 and 4.5
First Choice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 3.0
Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3.0
Presentation Formats
Corel/Novell Presentations . . . . . . . . . . . . . . . . . . . . . . Versions through 10
Harvard Graphics for DOS . . . . . . . . . . . . . . . . . . . . . . . . Versions 2.x & 3.x
Harvard Graphics for Windows . . . . . . . . . . . . . . . . . . . . . Windows versions
Freelance for Windows . . . . . . . . . . . . . . . Versions through Millennium 9.6
Freelance for OS/2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2.0
Microsoft PowerPoint for Windows . . . . . . . . . . . Versions 3.0 through 2002
Microsoft PowerPoint for Mac . . . . . . . . . . . . . . . Versions 4.0 through 2001
StarOffice Impress for Windows and UNIX . . . . . . . . . . . . . . . . . Version 5.2
Graphic Formats
Adobe Photoshop (PSD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 4.0
Adobe Illustrator. . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 7.0, 9.0
Adobe FrameMaker graphics (FMV) . . . . . . . . . . . .Vector/raster through 5.0
Adobe Acrobat (PDF) . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 5.0
86 CHAPTER 2
Ami Draw (SDW) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Ami Draw
AutoCAD Interchange format (DXF) . . . . . . . . . . . . . . . . . . Versions 12 - 14
AutoCAD Native Drawing format (DWG) . . . . . . . . . . . . . . Versions 12 - 14
AutoShade Rendering (RND). . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2.0
Binary Group 3 Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . All versions
Bitmap (BMP, RLE, ICO, CUR, OS/2 DIB & WARP)
CALS Raster (GP4) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Type I and Type II
Corel Clipart format (CMX). . . . . . . . . . . . . . . . . . . . . . .Versions 5 through 6
Corel Draw (CDR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 6.0 - 8.0
Corel Draw (CDR with TIFF header) . . . . . . . . . . . . . . . . . Versions 2.0 - 9.0
Computer Graphics Metafile (CGM). . . . . . . . . . . ANSI, CALS NIST ver. 3.0
Encapsulated PostScript (EPS) . . . . . . . . . . . . . . . . . . . . TIFF header only
GEM Paint (IMG)
Graphics Environment Mgr (GEM). . . . . . . . . . . . . . . . . . . . Bitmap & vector
Graphics Interchange Format (GIF)
Hewlett Packard Graphics Language (HPGL) . . . . . . . . . . . . . . . .Version 2
IBM Graphics Data Format (GDF) . . . . . . . . . . . . . . . . . . . . . . . . Version 1.0
IBM Picture Interchange Format (PIF) . . . . . . . . . . . . . . . . . . . . . Version 1.0
Initial Graphics Exchange Spec (IGES) . . . . . . . . . . . . . . . . . . . Version 5.1
JFIF (JPEG not in TIFF format) . . . . . . . . . . . . . . . . . . . . . . . . . . All versions
JPEG (including EXIF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Kodak Flash Pix (FPX)
Kodak Photo CD (PCD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.0
Lotus PIC
Lotus Snapshot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . All versions
Macintosh PICT1 & PICT2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bitmap only
MacPaint (PNTG)
Micrografx Draw (DRW) . . . . . . . . . . . . . . . . . . . . . . . . Versions through 4.0
Micrografx Designer (DRW) . . . . . . . . . . . . . . . . . . . . . .Versions through 3.1
Micrografx Designer (DSF) . . . . . . . . . . . . . . . . . . .Windows 95, version 6.0
Novell PerfectWorks (Draw). . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2.0
OS/2 PM Metafile (MET) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3.0
Paint Shop Pro (PSP) . . . . . . . . . . . . . . . . . . . . . . . . . Versions 5.0 and 5.01
Paint Shop Pro 6 (PSP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Win32 Only
PC Paintbrush (PCX and DCX)
Portable Bitmap (PBM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . All versions
Portable Graymap (PGM) . . . . . . . . . . . . . . . . . . . . . . . . No specific version
Compressed Formats
GZIP
LZA Self Extracting Compress
LZH Compress
Microsoft Binder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 7.0-97
MIME Text Mail
¦ UUEncode
UNIX Compress
UNIX TAR
ZIP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . PKWARE versions through 2.04g
Other Formats
Executable (EXE, DLL)
Executable for Windows NT
Microsoft Outlook Message (MSG) . . . . . . . . . . . . . . . . . . . . . . . . . Text only
Microsoft Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 98 Text only
vCard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2.1
88 CHAPTER 2
C h a p t e r
3
Document Access and Security
In This Chapter
90 CHAPTER 3
A user’s effective rights are a combination of his or her individual rights
on the document’s ACL and the rights of his or her primary group.
Most group permissions do not overlap with the ACL rights, but in the
case of those that do, both the ACL and the group setting must be true
in order for the operation to be allowed. For example, if an ACL gives a
user rights to delete a document, but that user’s primary group is not
allowed to delete documents, he or she will not be allowed to delete the
document.
ACL Security The Hummingbird DM library maintains an ACL for every secured
document, folder, Quick Search, database import set, and document
import set. (In the interest of brevity, we will refer to all such objects as
documents.) The ACL designates the users and groups who are current
trustees of the document and the rights they are granted. A user cannot
access a document unless he or she is a current trustee and has the
appropriate rights.
It is not required that any document be secured. When an author
creates or edits a Document Profile, he or she has the option of either
leaving the document unsecured or restricting access to it. No ACL is
created for unsecured documents; they are fully accessible to all
members of the library whose primary group permissions permit
access.
To secure a document, the author begins by selecting Secure Document
on the Document Profile and then clicking Edit.
This brings up the Security page where the author can select groups and
users (trustees) who will have access to the document and can designate
their access rights.
For a description of each access right, see the topic “Access Rights
Templates and Options” in the DM Webtop Help system.
Only users and groups who are specifically granted rights can access the
document or its profile. There is one exception to this, however.
Hummingbird DM automatically gives users whose primary group is
DOCS_SUPERVISORS full access to all documents in the library. This
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is true even when DOCS_SUPERVISORS is not specifically added as a
trustee of a secured document on the document’s ACL.
Primary Group A user’s group permissions are those set for his or her primary group.
Permissions Group permissions are specified in Library Maintenance by the
Hummingbird DM administrator and apply to access to all documents,
regardless of the ACL settings on a specific document.
Group security settings are controlled on the Features and Permissions
tabs in Library Maintenance>Group Maintenance.
94 CHAPTER 3
DM Admin>Users and Groups>Groups>Permissions:
96 CHAPTER 3
accounts and their passwords are commonly known, a database cannot
be properly secured until the password is changed. For instructions on
changing passwords, refer to your SQL vendor’s documentation.
Profile-Level Security
NOTE We do not recommend the use of Standalone document servers for sites
implementing failover and load balancing, because the drive letter may
indicate a different drive to each server in the cluster.
NOS-Level Security If you cannot secure your document servers by restricting access to the
DM service account—for example, if you are still supporting DOCS
Open users on the same document server—documents can be secured,
not only within the library, but at the NOS level as well. NOS-level
security means that when a document is secured in Hummingbird DM,
the rights assigned to the document apply regardless of whether the
document is accessed from a Hummingbird DM client or outside
Hummingbird DM via an operating system mechanism such as
98 CHAPTER 3
Windows Explorer. NOS-level security is available on document servers
running under:
• Windows NT Server 4.0 and Windows 2000 Server NTFS volumes
running either the NT Security Service or the Document Sentry
Agent (DSA).
• Novell NetWare 5.x or 6.x.
Only users and groups with associated network aliases in the library
have rights to secure documents at the NOS level. Library users can be
created from existing network IDs during library generation or via
Library Maintenance>Synchronize.
Group membership in the library must be consistent with group
membership at the NOS level. If groups of the same name do not have
the same members, Hummingbird DM reports an error when users
attempt to assign document access to the group.
— On networked drives, you can protect your documents from
access by non-Hummingbird DM users by revoking all rights
to the folder where documents are located and reapplying
rights only to the groups DOCS_USERS and
DOCS_SUPERVISORS.
See “Setting Up Document Servers with NOS-Level Security” on page
101 for more information.
Setting Up Security
To implement Hummingbird DM security, you need to perform the
following activities:
• Add every client user to the DOCS_USERS group account in the
library. See “Setting Up Users” on page 99 for more information.
• Set up NOS-level security (if applicable) on the servers or shares
where documents are stored. See “Setting Up Document Servers
with NOS-Level Security” on page 101 for more information.
Non-Network Users
Non-network users have no network aliases associated with their
DOCS_USERS account. Since they have no rights on the network, their
key to accessing documents on network document servers is an Attache
password. To log on to DM Server, all users must provide a user name
and password. For non-network users, the password must be the
Attache password for their DOCS_USERS account. The Attache
password is specified on the People dialog box in Library Maintenance
(DM Admin>Users and Groups>People.)
Non-network users are validated in the library only; they are not
authenticated against a network. However, this does not prevent non-
network users from accessing documents on the network. On the
contrary, they can access all documents to which they have rights on the
Document Profile. The access is handled through the Hummingbird
DM Server service account.
Network Users
Network users have at least one network account aliased to their
DOCS_USERS account. When network users log on, DM Server
verifies that they are valid users of the library and then authenticates
them against the network resource.
It is permissible for network users to have an Attache password in
addition to one or more network passwords. Any valid password can be
used at logon. When a network user logs on with an Attache password,
the user is validated on the library only. Later, when that user requests
access to a document server—to view, read, write, or set trustees, for
example—DM Server will ask for a network password in order to
authenticate him or her against the requested document server.
NOTE The description of what happens during logon is somewhat abbreviated here
to give you a general overview of the differences between network and non-
network users. For a detailed explanation of the logon process for the
various clients and networks, see “Logging On and Accessing Document
Servers” on page 107.
100 CHAPTER 3
Setting Up Generic Document Servers with Security
Hummingbird DM supports the following operating systems as
Generic document servers, without security at the network operating
system (NOS) level. Access rights assigned to documents apply when
the document is accessed from a Hummingbird DM client. Create a
secure Generic document server by restricting all access permissions to
the DM Server service account exclusively.
• Standalone: A FAT drive, such as D:, that does not have a share
name.
102 CHAPTER 3
• The Document Sentry Agent (DSA). This service prevents all
users from accessing documents outside Hummingbird DM. The
sole access is through Hummingbird DM clients, where the access
rights set up by the document’s author apply. See the
Hummingbird DM Suite Installation Guide for instructions on
using DSA.
If your organization has multiple Windows NT or Windows 2000
document servers, you can run the DSA on some servers and the NTSS
on others. If your server has multiple shares, the shares can use different
services.
Both security services are provided on the Hummingbird DM CD. For
instructions on installing the NTSS or DSA and setting up a document
server, see the Hummingbird DM Suite Installation Guide.
NOTE If you are using a Novell client that supports multiple trees and you have
more than one tree set up under Preferred Trees on the DM Server, users
will receive the following message when attempting to access a NetWare
document server:
You can not be authenticated on the Netware server...Fusion error -
2147220927
The reason for this is that Hummingbird DM does not support multiple trees.
To avoid this error message, remove all trees except your primary logon tree
under Preferred Trees in your NetWare Client setup.
NOTE The account used for NetWare access must be aliased to the Hummingbird
DM service account in Library Maintenance Synchronization or People.
The DM Servers must have the NetWare client installed and must log on to
your NetWare resources.
104 CHAPTER 3
Then enter the password again in the Confirm Password field
before clicking OK.
4 Verify that users have rights to the document server. See “Granting
Rights to Users,” below, for more information.
Granting Rights to Users
For NetWare document servers, verify that effective rights have been
given to the folder where documents are stored. Effective rights are the
rights that have been granted according to the trustee hierarchy. A
user’s effective rights are determined by the following:
• The user’s rights on all parent folders of the current subfolder.
• The rights the user has been granted to a particular file.
Setting Up Client If you are a NetWare-only organization, and your client users do not
Users in a have individual Windows NT/Windows 2000 logons, the Client for
NetWare-Only Microsoft Networks must be installed on the users’ workstations. This
is not required for users who are accessing Hummingbird DM solely via
Environment their Web browsers; it is required for those using application
integration and any of the DM extensions.
To verify that this software is installed on all client workstations:
1 On each workstation, open the Control Panel and double-click the
Network icon.
106 CHAPTER 3
2 Select the Configuration tab and add the Client for Microsoft
Networking. You can keep the Primary Network Logon set for the
Novell NetWare Client, so that users will not be prompted to log
on to a Windows 2000/NT domain, but only onto NetWare.
3 Reboot the workstation.
NOTES Users have three chances to execute a valid logon. If the user name or
password is incorrect, after three logon attempts, the user will not be allowed
to try again. An event noting the logon failure will be posted in the Event
Viewer. Using this information, third-party integrators can modify the client
application to notify an administrator of a potential security violation.
Users accessing Hummingbird DM can be set up to logon automatically. See
“What Users See When They Log On” on page 110 for more information.
Library Authentication
Under library authentication, DM Server uses its own network
credentials—rather than the user’s—to access files on network
document servers:
Windows NT and Windows 2000 document servers: The DM
Server service account
Unix document servers: The DM Server service account.
NetWare document servers: The NetWare account set up in
Server Manager
When users log on, DM Server first attempts to authenticate them on
the library. For library authentication, the user must supply a valid
DOCS_USERS ID with an Attache password. If the DOCS_USERS ID
is valid, but the password is not an Attache password, DM Server then
attempts to authenticate the user on the network.
If a network user supplies an Attache password at logon, he or she will
undergo library authentication only, rather than network
authentication. (This scenario is described in more detail in
“Authentication of Network Users Supplying an Attache Password” on
page 109.)
Library authentication may be less secure than network authentication
because users’ Attache passwords are stored unencrypted in the library.
If library authentication is unsuitable for your organization, you can
disable it in Server Manager and thus require all users to log on with a
valid network user name and password aliased to their user name in the
DM library. To disable library authentication, select the option
Network Alias Required on the Preferences tab in Server Manager. See
“Network Logon Settings” on page 13 for instructions.
Network Authentication
Network authentication occurs when the user supplies valid network
credentials at logon—at a minimum, a network user name and
password. If the password supplied is not an Attache password, DM
Server assumes the user name and password are network logon
108 CHAPTER 3
credentials. It compares the logon credentials against each of the user’s
network aliases in the library. When it finds a valid entry, DM Server
passes the logon credentials to the network for authentication. Only
one network authentication is performed—for the first match DM
Server finds—even if the user has multiple network aliases matching
the user name/password.
• Ensure that the user’s Attache password is different from any of his
or her network passwords, and require users to log on using their
network password.
• Ensure that the user's Attache password matches any of his or her
network passwords. Configure DM Server to use the password
supplied at logon when a user requests access to an
unauthenticated document server. To do this, select the option
Default Password in Server Manager. See “Network Logon
Settings” on page 13 for instructions.
Use of the In addition to the required user name and password, Hummingbird
Network Name in DM client users have the option of supplying a network name when
Logons they log on. Entry of a network name is not necessary unless the user
has the same user name and password on two or more networks.
NOTE Users cannot specify a network name when the Hummingbird DM user ID
and the NOS user name are different.
If the user supplies a network name, DM Server passes his or her logon
credentials to the requested network for authentication of the user.
If the user does not supply a network name, DM Server proceeds with
the logon process described above.
The user must enter a valid user ID and password to log on, and he
must also select the library. Entry of a network name is optional. If the
user checks “Log into default library only,” only the selected library will
be set for full-text searching. The entry of user logon credentials can be
automated:
110 CHAPTER 3
• Supply credentials one time; no logon requests for subsequent
logons. The first time a user logs on, he is presented with the logon
request and must enter his credentials, but he can opt to have those
credentials stored in the registry for future logons. If he selects this
option (Auto logon), he will not see the logon request on
subsequent logons; DM Server will obtain the credentials from the
registry.
Allow Auto Logon. This option can be set library-wide (in System
Parameters>Features) or at the group level (Group
Maintenance>Defaults), with the group level prevailing when the
settings differ.
If Allow Auto Logon is set to No, users must supply logon credentials
every time they log on. The Auto Logon check box on the logon request
is disabled so the user does not have the ability to store his credentials
in the registry for future use.
112 CHAPTER 3
NetWare Document Servers
For both network and non-network users, DM Server uses its own
NetWare accounts to access the document server. NetWare accounts
are set up using Server Manager. (See “NetWare Servers Tab” on page
47 for instructions.)
4
Failover and Load Balancing
on Multiple DM Servers
In This Chapter
NOTE For the purposes of this discussion on FOLB, the term “Hummingbird DM
client” refers to the DM Webtop Server and end-users of integrated
applications and DM extensions. Requests from DM Webtop users are
handled by the DM Webtop Server and do not go directly to the DM Server
cluster.
116 CHAPTER 4
All FOLB administration is performed on the DM Server side through
Server Manager. For example, when a change is made to the server
list—such as the addition of a new DM Server—Hummingbird DM
clients dynamically obtain the updated list and start using the new
server.
118 CHAPTER 4
To define a server list:
1 On a server in the cluster, run Server Manager and click the FOLB
Settings tab. The name of the server appears in the Known Servers
list.
2 In the Enter New Server field, type the name of another server in
the cluster and click Add. Its name will appear in the Known
Servers list.
To remove a server from the list, select the server and click Delete.
The Clear All button removes all server names from the list.
5 Server Manager asks if you want to propagate the new server list
now or later. Click Now to propagate the server list to all servers in
the cluster.
See “FOLB Settings Tab” on page 41 for more details on propagating
the server list.
During propagation of the server list, DM Server displays the status of
the propagation for each server, indicating whether the time stamp on
each machine’s server list matches the time stamp on the first server’s
server list. The time stamp is applied when you initiate the propagation.
When the server list is changed, the new list is propagated to both the
removed and the new servers. It is propagated to the removed servers so
that Hummingbird DM clients connected to them can obtain the new
server list. If a server is about to be temporarily shut down for
maintenance reasons, this eliminates the need for Hummingbird DM
clients to repeatedly check whether the machine is available.
Once the new server list is propagated, the clients automatically obtain
the new server list upon startup and begin using any new servers in the
list. The IIS Admin Service must be stopped and restarted on DM Web
Servers to have the new server list take effect.
1 Verify that the machine is running and that the DM Server service
is started on all machines.
120 CHAPTER 4
3 Click Propagate Now. DM Server creates a new server list and
attempts to propagate it throughout the cluster.
If during a propagation a machine indicates its server list is newer than
the one being propagated, the machine’s time and date settings are
probably not synchronized with the server where the propagation is
being done. If this happens:
1 Verify that all machines in the cluster are running and that the DM
Server service is started on all of them.
2 On the machine with the newer list, run Server Manager and
create a server list as you did on the first server.
3 Click Propagate Now as described above. DM Server creates a new
server list and propagates it to the other servers.
NOTE The Propagating New Server List dialog box also has a Propagate Manually
button, which closes the dialog box without propagating the server list. If you
choose this option, you can either return to the dialog box later and select
Propagate Now or you can manually enter the server list on each member of
the cluster. However, we do not recommend manually entering the names
because of the possibility of typographical errors.
122 CHAPTER 4
The DM administrator sets the polling interval for the CPU
Utilization method. More frequent intervals will require more
network overhead, but will also provide a more up-to-date
idea of each server's CPU usage.
When Hummingbird DM clients first log in, they access the
first DM Server in the server list to obtain their server-list
update. From then on, users access servers based on polling
results of CPU utilization.
To select the load balancing method, go to the FOLB Settings tab in
Server Manager. See “Selecting FOLB Settings” on page 45 for
instructions.
Polling Options
If a server in the cluster goes down for any reason, and a client sends a
request to that server, the transaction will time out. The user will
experience a delay and, after the transaction times out, the user will
have to resubmit the request. The likelihood of such delays in
processing can be reduced by having clients poll the DM Servers to
verify which members of the cluster are online and ready to accept
requests. Then requests can be sent only to the servers that are up and
running.
The DM administrator controls the interval at which polling occurs.
(This interval setting also applies to polling performed under the CPU-
utilization method of load balancing.) The default is every 10 seconds,
but we recommend you experiment to determine the appropriate
polling interval for your system.
There are three polling options:
Poll Failed Servers—If a client sends a transaction to an offline
DM Server, the DM Server is effectively suspended from the
client’s server list until it comes back up. The client will poll the
DM Server at the designated intervals to determine if it has
returned to service, but until that time, no transactions will be
sent. Polling ceases once all offline servers are online again.
Poll All Servers—At the designated intervals, clients poll all DM
Servers in the cluster to confirm they are online. Offline servers are
effectively suspended from each client’s server list until they come
124 CHAPTER 4
C h a p t e r
5
Generating Previews of Stored
Documents
In This Chapter
Word Processing The preview displays the first 6000 characters of the document.
Formats However, if the document uses paragraph styles from which a table of
contents can be generated and is in one of the following formats:
Microsoft Word 2000, 97, 6.0, or 95
WordPerfect 8.0, 7.0 or 6.0
then the preview displays the first segment of the document from the
beginning through the first body paragraph that lies under the first
paragraph using the style “Heading 1” (Microsoft Word) or “Header 1”
(WordPerfect). If this portion of the document exceeds 6000
characters, the preview is truncated to the 6000-character limit.
If the document has no table of contents or is not in one of the
Microsoft Word or WordPerfect formats listed above, the preview
displays the first 6000 characters of the document.
Presentation and The first slide or chart is displayed in a reduced format (300- to 400-
Chart Formats pixels wide). Examples of this type of format are PowerPoint and the
chart format of Microsoft Excel.
126 CHAPTER 5
Spreadsheet The preview displays the first 6000 characters of the document.
Formats
Pixel-Type The first image is displayed in a reduced format (450-pixels wide).
Graphics Formats
In This Section
129
C h a p t e r
6
Library Parameter Settings
In This Chapter
132 CHAPTER 6
Utilities: Displays the Utilities page. This page sets the default
access permission to the Hummingbird DM utilities. See
“Allowing Access to Hummingbird DM Utilities” on page 143.
Versions: Displays the Versions page. The Versions page shows the
current version handling parameters. See “Specifying Version
Control Options” on page 146.
Attache: Displays the Attache page. This page sets the values for
Shadowing and Simultaneous Edits. See “Setting Attache
Options” on page 149.
Preferences: Displays the Preferences page. This page sets the
control parameters. See “Setting System Preferences” on page 152.
Below the links to the other System Parameters pages, there are two
buttons:
Save: Save changed data to the database and reload the current
page.
Restore: Reloads current page and restores data from the
database.
Setting Default Permissions
The following fields allow you to change certain system parameters:
• Document Path Template: Allows you to define the document
storage directory structure. This field is required. The maximum
length is 100 characters. The default value of this field is:
%LIBRARY_NAME\%AUTHOR.USER_ID
where %LIBRARY_NAME is the directory named for the library,
and %AUTHOR.USER_ID is a variable representing the short
name of the author of the document.
Documents must be filed using a hierarchy based on one or more
Document Profile fields. Any profile fields can be included as path
variables. A variable is specified with a leading “%” and the SQL
path of a field. If you are not sure about the SQL path syntax, use
DM Designer to check a particular field's SQL path. The following
are examples of path template variables:
— %AUTHOR.USER_ID
— %DOCUMENTTYPE.TYPE_ID
— %APPLICATION.APPLICATION
134 CHAPTER 6
• Log File Location: Hummingbird DM allows you to choose where
the log files will be stored. You may want to redirect log files to each
user's hard drive or to a separate server/volume. This field is
required. The maximum length is 128 characters.
• Primary Document Server: This is the server on which all
documents will be stored by default. Use the Table Lookup for a
listing of valid entries. This field is required.
• Target Server Column: Choose from the Table Lookup listing of
valid entries. The value you enter in this column will determine
how documents are distributed among the document servers. In
People Maintenance, each Author can then be assigned a "target"
document server. If you select Author, each document created
would be stored on the specified target document server based on
the value in the Profile field. In Document Type Maintenance,
each different defined Type can be stored on a particular server.
This feature is useful for load balancing purposes. The maximum
length is 18 characters.
• Default Deployment Package: You can use the Table Lookup
button (“...”) for a listing of valid entries. Maximum length is 16
characters.
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the Allow Auto Logon settings on the DM Webtop Parameters,
Library Parameters Defaults, and Groups Features pages. Refer to
Allow Auto Logon on the Library Parameters Defaults and Groups
Features pages for more information.
Note: To disable single sign-on the DM Adminstrator must remove "Allow Auto
Logon" from the group or whole library OR add "Accept User-Supplied
Identification" to make it Auto Logon. Remember that there will be one logon
like the last successful logon before the new rules take effect on the next
subsequent logon.
• Capture Keystrokes, Typing and Elapsed Time: Some
applications support tracking of keystrokes, typing time, and total
elapsed time. Clear it if you do not want keystrokes and time to be
tracked within these applications.
• Use Enhanced ACL Settings: ACL stands for Access Control List.
It controls whether you can set the new Hummingbird DM access
rights: DOCS Open does not recognize and therefore cannot
respect the new access rights. If you used them in an mixed
environment during a migration, they would not apply to the
DOCS Open users on your network.
• Implied Century Rule Date: The date that the implied century
rule, the rule that converts a two-digit year to a four-digit year
based on the two-digit number, is set to. May be a number in the
range 0 - 99.
If a user enters a two-digit year date less than the number entered
here, the year is converted to the 21st century. If a user enters a
two-digit year date equal to or greater than the number entered
here, the year is converted to the 20th century. For instance, if the
Implied Century Rule Date is set to 30, then when a user enters 1/
1/29, the date is converted to 1/1/2029. Likewise, if a user enters 1/
1/31, the date is converted to 1/1/1931.
Save: Save changed data to the database and return to the System
Parameters page.
Restore: Reload the page and restore data from the database.
The following fields allow you to set certain system default values:
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• Allow Copy of In-Use Documents: Select this option to allow
users to retrieve a copy of a document if the document is in use
when they try to retrieve it.
• Allow Check-in of Others' Docs: Select this option to allow
another user to check in a document that was checked out by
another user. Members of the group DOCS_SUPERVISORS can
always check in documents regardless of the setting of this field.
• Create/Edit Template Documents: Clear this option to prevent
users from overwriting DM Webtop Template documents.
Template documents are usually standard forms or boilerplates
used by users to create finished documents.
• Allow Users to Delete Documents: Select this option to allow
users to delete all traces of a document (the profile, content,
versions, attachments, history, and full-text references) from the
system. Users will then have access to the Delete Document option.
• Allow Users to Delete Content: Select this option to allow users to
delete only the content of a document (document text, versions,
attachments, and full-text references) leaving the profile and the
history records in tact. Users will then have access to the Delete
Content option.
• Allow Users to Queue for Deletion: Select this option to allow
users to queue documents for deletion using the menu option
Queue for Deletion on the Document menu. The Queue for
Deletion menu option sets the Document Type to Deleted and the
retention days to 0.
• Profile Level Security: Select this option to prevent users from
viewing or searching the profiles of secured documents. If cleared,
users will see all documents in a search results list regardless of the
security. All Library security will still be enforced. Users will only
be able to view profiles and documents if they have the appropriate
rights.
• Allow Save to Remote Library: Select this option allowing users to
save documents to Remote Libraries.
• Allow Auto Logon: Select this option allowing users to store their
DM Webtop logon credentials to make the logon process quicker.
Note: To disable single sign-on the DM Adminstrator must remove "Allow Auto
Note: If you allow users to access all components and you provide custom
components, you will need to notify users who are not using a deployment
package which custom components they need to install.
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• Use Front-End Profiling: Front-end profiling allows users to fill
out profiles prior to creating their documents rather than at the
first save.
• Allow notifications: Select this option to give users who access
DM Webtop through the Hummingbird Portal the ability to
receive wireless notification messages for certain events. Event
Notification allows events (such as a specific document being
checked out or a specific folder being updated) to trigger a
customizable notification message sent via wireless technology
such as a cell phone or a PDA (personal digital assistant).
• Allow modify user settings: If you set this option to Yes, your
users will be able to modify settings in their My Options pages.
• Allow Preview: Allow users to preview documents. You must also
have preview generation started for the library on the Document
Previews tab in Server Manager for previews to be available.
• Inform when update available: Select this option to alert your
users when they need to update their downloaded components.
• Enable Workspaces: Select this option to enable Workspaces for
your users.
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• Can Create Related Item: Select this option to allow users to create
relations between objects.
• Can Show Related Item: Select this option for users to show
existing relations between objects.
• Can Remove Related Item: Select this option to allow your users
to remove relationships between objects.
Allowing Access to Click the Utilities link to display the Utilities page:
Hummingbird DM
Utilities
The Utilities page sets the default access to the various Hummingbird
DM utilities. This page allows editing options for system level settings.
These settings can be overridden at the group level using the Group
Utilities tab. The following buttons are available:
Save: Saves data in the database and returns to the System
Parameters page.
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• Run Designer Utility: Select this option to allow users to run DM
Designer, enabling modification of the profile forms and altering
the database tables and columns.
• Run Storage Management Utility: Select this option to allow users
to run Storage Management, a utility that provides a means of
archiving, deleting, and moving documents.
• Run Cost Recovery Module: Select this option to allow users to
run Cost Recovery, a utility that allows the creation of cost reports.
• Rights Inheritance Scheme: This determines the security scheme
for folders and quick searches. File Security is determined by the
NOS.
— Limited Inheritance. If a user is granted specific rights to a
folder or a quick search and is also a member of a group
granted rights to the folder or quick search, the individual's
rights take effect and the group's rights are ignored.
— Full Inheritance. If a user is granted specific rights to a folder
or quick search and is also a member of a group granted
rights to the folder or quick search, the user has the sum of all
rights associated with that user and with the groups.
The Versions page shows the current version handling parameters. This
page allows editing options for system settings. These settings can be
overridden at the group level using the Group Versions tab (see
“Configuring Group Version Control” on page 181). The three buttons
below the tabs are:
Save: Save changed data to the database and return to the System
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving any
of your changes.
The following fields allow you to set certain system version control
features:
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• Edit Previous Versions: Selecting this option allows users to edit
older versions of documents. Clearing it forces users to save the
edited older version as a new document, a new version, or a sub-
version. This preserves the historical record of changes since only
sub-versions can be made from the older versions. The major
versions may not be modified once the next major version is saved.
• Make New Version from Any Version: Selecting this option allows
users to save changes to a previous version as a new major version.
For example, if the last major version of a document is 5, the user
could retrieve version 2 and save it as the new major version 6. The
original version 2 would remain. This is especially helpful if the
original version 2 had sub-versions, and the user wanted to create
a new edit trail.
• Visit Author Requesting Edit: When a new document version is
created, the Author Requesting the Edits is displayed. The value is
taken from the Author profile field. Select this option if you want
to allow users to edit this field.
• Visit Entered By: When a new document version is created, the
user who made the edits is also displayed. The value is taken from
the user's logon ID. Select this option to allow users to edit this
field.
• Always Display Version Selection List: When a user opens a
multiple-version document from within an application, a Version
Selection list is always displayed. Select this option to have the
Version Selection list display even if only one version of the
document exists.
• Multiple Published Versions: Select this option to allow using
multiple published versions.
If you set this option and a user selects multiple versions to publish
and a document or documents are already published, the
following message is displayed: “Do you want to set the Last
Recently Edited version of the selected document (or documents)
as published and set the currently published versions, if any, as
read-only?” Click Yes to publish the Last Recently Edited Version.
The previously published version is then set as read-only. Click
Cancel to cancel the publish operation. If a user chooses to publish
a single currently published document, the following message is
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Setting Attache Click the Attache link to display the Attache page:
Options
The Attache page sets the values for the Attache parameters. This page
allows editing options for system level settings; these can be overridden
at the group level using the Group Attache tab. The three buttons below
the tabs are:
Save: Save changed data to the database and return to the System
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving
your changes.
The following fields allow you to set certain system features:
• Shadow Files to Local Drive: Select this option to have DM
Webtop save each document to the local drive as well as the
document server. If the shadowed file is edited, the time stamp of
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with the first variable directory in the Shadow Path Template and
deletes all files and directories from that level down. Creating
directories in the shadow directory structure is not recommended
for this reason.
• Minimum Age For Delete (Days): This field is disabled if the Force
Cleanup of Shadowed Documents option is cleared. Enter the
minimum number of days you want documents to remain on the
local drive without being edited before being deleted. May be a
number in the range 0 - 99999.
• Minimum Local Disk Space (MB): Enter the minimum allowed
disk space on the local drive before shadowed documents are
purged. If the Force Cleanup of Shadowed Documents option is
selected, the purge will be run automatically. If it is cleared, the
user will be notified with a message that they should purge
shadowed documents. May be a number in the range 0 - 99999.
The default value is 5 MB.
The Preferences page allows you to set the date and time formats, page's
layout and default viewer. These settings can be overridden at the
Group level using the Group Preferences page.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the System
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving
your changes.
The following fields allow you to set certain system features:
• Date Format: Select one of the following formats : M/D/Y, D/M/Y,
D.M.Y, Y/M/D, or Y-M-D.
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• Time Format: Select either: H:M or H:M:S.
• Default Items per Page: The field specifies the maximum number
of items displayed on any single search results page (the range is 1
- 10000).
• Default Maximum Pages: The field specifies the maximum
number of search results pages returned for any one search
operation (the range is 1 - 10000).
• Default Viewer: Specifies the default viewer for viewing
documents on the web.
The Document Servers page allows you to view, add, and edit
Document Servers. At the top of the list, you have these options:
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Editing Document If you click an existing Document Server listing or the Edit or Copy
Server Settings buttons, the Document Server Maintenance page appears:
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Working with Remote Libraries
Click the Remote Libraries tab to display the Remote Libraries page:
The Remote Libraries page allows you to view, add, and edit remote
libraries. At the top of the list, you have these options:
Filter: Select the field to search for remote libraries.
By: Type a text fragment you wish to search for. If this box is
empty, all the remote libraries will be displayed in the list.
Search: Begin searching for remote libraries which satisfy the
criteria.
Add: Open the Remote Library Maintenance page to add a new
remote library.
Editing Remote Click an existing Remote Library link or the Edit or Copy button to
Library Settings display the Remote Library Maintenance page:
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The three buttons below the tabs are:
Save: Save changed data to the database and return to the Remote
Libraries page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Remote Libraries page without saving your
changes.
The following fields allow you to set remote library features:
• Library Name: Specify a library name (the name must not contain
spaces). The maximum length is 20 characters.
• Description: Type a short, informative description for the library.
The maximum length is 80 characters.
• Disabled: Select this option to disable this library.
• Search by Default: Select this option if you want users to search
this library by default. If you clear this option, authorized users can
select this library for searching.
• Shadow this Library: Select this option to indicate that
documents stored on this library will be shadowed. This option
overrides the shadowing setting in the System Parameters Attache
page.
• Server User Name: Specify the network user name on this
database server. Choose from DOCSADM, DOCSUSER, or your
user-defined common logon name. This option is not available for
the Primary Library. The maximum length is 30 characters.
• Server Password: Enter the password for the Server User Name.
This option is not available for the Primary Library. When Server
Passwords are changed here, they are automatically synchronized
to all remote libraries. For example, if you change the password for
DOCSUSER in the Primary library, the new password will be
automatically written to all libraries remote to the Primary. The
maximum length is 100 characters.
• Database Vendor: Select the database engine being used.
• Server Location: This field provides the method by which
Hummingbird DM connects with the Remote Library. The
maximum length is 128 characters.
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The Terminology page allows you to rename words in the DM Webtop
to terms you use in your organization. At the top of the list, you have
these options:
Filter: Select the field to search for terms. You can select either
Term Name or Replacement Value.
By: Type a text fragment you wish to search for. If this box is
empty, all the terms will be displayed in the term list.
Search: Begin searching for terms which satisfy the criteria.
Add: Open the Term Maintenance page to add a new term.
The list shows the current settings for each of the replaceable terms.
Click a term or the Edit icon to modify the setting in the Term
Maintenance page. You can also click the Copy icon to use it to create a
new term.
Using the Term Click an existing term link or click the Edit or Copy icon to display the
Maintenance Page Term Maintenance page:
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C h a p t e r
7
User and Group Settings
In This Chapter
The User and Group settings pages allow you to add, modify and
remove individual users and groups.
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• Full Name: This column displays full names of the users.
• Office: This column displays offices where users are working.
• Edit: Opens the People Maintenance page for editing an existing
user.
• Copy: Opens the People Maintenance page for adding a new user.
All fields are filled from an existing user.
This page allows you to set certain user values. There are two sub-tabs
available:
Network Aliases: Allows you to add aliases for this user. Refer to
“Configuring Network Aliases” on page 167.
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• Fax Phone: Type the user's fax telephone number.
• Extension: Type the user's telephone extension.
• Target Document Server: If you entered Author or Typist in the
Target Server Column field in the System Parameters page, enter
the name of the server where you want this user's documents to be
stored. If left blank, documents for this user will be saved to the
Primary Document Server location specified on the System
Parameters page.
The Group Access page shows the current groups this person belongs
to. This page allows adding and removing the user to and from groups.
The three buttons below the tabs are:
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Save: Save changed data to the database and return to the People
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the People Maintenance page without saving
your changes.
Below the buttons, you have two list boxes:
• Member of: The list box showing the current groups this user
belongs to. Use the Select All or Clear selection buttons below this
box to highlight all or none of the current entries.
• Non-Member of: Other groups to which this person can be added.
Use the Select All or Clear selection buttons below this box to
highlight all or none of the current entries.
• << : Adds groups to the Member of list. To add this person to a
group, highlight groups in the Non-Member of list and click this
button. When clicked, the group is added to the Member of list.
Use the Ctrl key to select multiple entries.
• >> : Removes this person from the group selected in the Member of
list. To remove this person from a group, highlight the entries in
the Member of list and click this button. When clicked, the user is
removed from the selected group or groups. Use the Ctrl key to
select multiple entries.
When you finish changing this user's group memberships, click Save to
complete the process.
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• Group Name: This column displays full names of the groups.
• Edit: Open the Group Maintenance page for editing an existing
group.
• Copy: Open the Group Maintenance page to add a new group. All
fields for the new group are filled from the selected existing group.
This page allows you to set up the parameters for a group. Below the
tabs are links to the following pages:
Features: This page allows you to set the basic settings for this
group. This page is discussed in “Setting Group Features” on page
173.
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• Universal Access: If users in this group will require access to all
documents in a particular library (including secured documents),
select the access level for this group (None, Read, Write). If you
add or remove a Universal Access group to or from an existing
library, you must run the Security Regeneration utility to ensure
that the setting for this group is applied to or removed from all
documents. This feature also works for documents stored on a
DSA server.
• Disabled: Disable this group.
and the user changed the profile Author, the document would be
moved to the new Author name directory.
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insures that users cannot change settings in Interceptor or turn off
Interceptor integration.
• Use Front-End Profiling: Front-end profiling allows users to fill
out profiles prior to creating their documents rather than at the
first save.
• Manage DM Extensions: Makes the Application Integration tools
available to users. When set to No, the users will see the
deployment package assigned to them, DM Viewer, and Smart
Checkin/Checkout only. When set to Yes, users will see all
Deployment packages and all options on the components page. If
a specific Deployment Package has been assigned to their group,
that package will be highlighted.
Note: If you allow users to access all components and you provide custom
components, you will need to notify users who are not using a deployment
package which custom components they need to install.
• Allow Notifications: Select this option to give users the ability to
receive notification e-mail for certain events.
• Allow Preview: Allow users to preview documents. You must also
have preview generation started for the library on the Document
Previews tab in Server Manager for previews to be available.
• Inform when update available: Select this option to alert your
users when they need to update their downloaded components.
• Enable Workspaces: Select this option to make Workspaces
available to your users.
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
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The following fields allow you to set certain group permissions. If you
select Default, the System setting for that feature will apply to this
group:
• Allow modify user settings: Determines if a user is allowed to
change their DM Webtop settings via the user Options page.
• Can Create/Remove Public Folders: Select this option to allow
users to create and remove public folders.
• Can Create Related Item: Select this option to allow users to create
relations between documents.
• Can Show Related Item: Select this option for users to show
relations.
• Can Remove Related Item: Select this option so that users can
remove relationships between documents.
• Allow Document Checkout: Indicate Yes to allow group members
to check out documents.
• Allow Copy of In-Use Documents: Allow users to retrieve a copy
of a document if the document is in use or checked out when they
try to retrieve it.
• Allow Checkin of Others' Docs: Allow a user to check in a
document that was checked out by a different user. DM
administrators can always check in documents regardless of the
setting of this field.
• Create/Edit Template Documents: Allow users to set up or edit
DM Template documents. Template documents are usually
standard forms or boilerplates used by users to create finished
documents.
• Allow Users to Delete Documents: Permit users to delete
documents from the system.
• Allow Users to Delete Content: Let users delete the contents of a
document; the profile and document history records are left in the
library.
• Allow Users to Queue for Deletion: Sets the document type to
deleted.
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Adding Group Access to Utilities
Click the Utilities link on the Group Maintenance page to display the
Group Utilities page:
The Utilities page sets the group access to the various DM utilities. This
page allows editing options which override the system level settings (set
in the System Parameters Utilities tab). The following buttons are
available:
Save: Saves data in the database and returns to the Group
Maintenance page.
Restore: Reloads the page and restores data from the database.
Cancel: Returns to the Group Maintenance page without saving
your changes.
The following fields allow you to set the group permission for each
utility. If you leave the setting at Default, the system-level setting will
apply to this group.
• Manage Users and Groups: Select this option to allow users to set
up or modify users and groups in the Users and Groups portions
of the DM Admin pages. (Group members must also have the Run
DM Admin permission granted.)
• Run Designer Utility: Select this option to allow users to run the
DM Designer utility, enabling modification of the profile forms
and altering the database tables and columns.
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• Run Storage Management Utility: Select this option to allow users
to run Storage Management, a utility that provides a means of
archiving, deleting, and moving documents.
• Run Cost Recovery Module: Select this option to allow users to
run Cost Recovery, a utility that provides a means of creating cost
reports.
• Manage Doc Import Information: This determines if members
of this group can create and edit Document Import sets.
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
The following fields allow you to set certain group features. If you leave
the setting at Default, the system-level setting will apply to this group.
• Make New Version from Any Version: Selecting this option allows
users to save changes to a previous version as a new major version.
For example, if the last major version of a document is 5, the user
could retrieve version 2 and save it as the new major version 6. The
original version 2 would remain. This is especially helpful if the
original version 2 had sub-versions, and the user wanted to create
a new edit trail.
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• Allow Publish Versions: Select this option to allow publishing
versions of documents.
• Allow Unpublish of Version: Select this option to prohibit
publishing versions of documents.
• Allow Make Read-Only: Select this option to allow making read-
only documents.
• Allow Remove of Read-Only: Select this option to allow removing
read-only documents.
• Allow Make Version Read-Only: Select this option to allow
making read-only document versions.
• Allow Remove of Version Read-Only: Select this option to allow
removing read-only document versions.
• Maximum Versions: This is the default number of versions
allowed for each document. May be a number in the range 1 - 99.
This field is required. This option is also set at the system level, in
the System Versions page (see “Specifying Version Control
Options” on page 146), to a number other than the default.
Additionally, each individual Document Type also has a maximum
versions value (in “Document Type Maintenance” on page 229).
The user will be limited to the smallest number of maximum
versions set in these three places.
• Maximum Sub-versions: In this box enter the maximum
allowable number of sub-versions. May be a number in the range
0 - 26. This field is required. Each individual Document Type may
have its own maximum number of sub-versions. The value entered
for each Document Type will override this value as well as the
value set at the Group level unless it is a higher number. The lower
number takes precedence.
The Group Members page shows the current members of this group.
This page allows adding and removing group members. The three
buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
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• Current Members: The list box showing the existing group
members. Use the Select All or Clear selection buttons below this
box to highlight all or none of the current entries.
• Non-Members: The other users who can be added to this group.
Use the Select All or Clear selection buttons below this box to
highlight all or none of the current entries.
Use the following two controls to move users from one list to the other:
• << : Adds users to the Library Groups pane. To add users, highlight
entries in the Non-Members pane and click this button. When
clicked the user is added to the Current Members pane. Use the
Ctrl key to select multiple entries.
• >> : Removes users from the Current Members pane. To remove a
user, highlight the entries in the Current Members pane and click
this button. When clicked the user is removed from the Current
Members pane. Use the Ctrl key to select multiple entries.
When you finish moving users between the Current Members and
Non-Members panes, click Save to complete the process.
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Group Master Form The Group Forms page is the default page displayed when you click the
Forms link from the Group Maintenance page:
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Group Paper Form Click the Paper sub-tab from the Group Forms page to display the
Group Paper Form page:
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Group Profile Click the Profile Search sub-tab from the Group Forms page to display
Search Form the Group Profile Search Form page:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Select the primary Profile Search form that members of this group will
use. Click Preview to view the form.
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Group Applications Click the Applications sub-tab from the Group Forms page to display
Forms the Group Applications Form page:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
This can be set for each application. If you choose not to select any
forms for a particular application, the Primary form will be used. Select
the application from the pull-down list to associate Profile Entry forms
and mark as many forms in the Form Name column as you want. Note
that both Profile Entry and Profile Search forms are listed: you should
only mark Profile Entry forms.
Form Default Click the link on the Group Master Form to display the Form Default
Values Values page:
Use the fields on this page to set the field defaults for users in this group.
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Save: Save changed data to the database and return to the
previous page.
Restore: Reload the page and restore data from the database.
This page allows editing options which override the settings on the
System Parameters Attache tab (see “Setting Attache Options” on page
149). The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
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Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
The following fields allow you to set certain group features. If you leave
the setting at Default, the system-level setting will apply to this group.
• Shadow Edited Files to Local Drive: Select this option to have
Hummingbird DM save each document to the local drive as well
as the document server. If the shadowed file is edited, the time
stamp of both the network and shadowed files are synchronized to
the document server's clock upon closing the document. When
opening a document, DM Webtop retrieves the document from
the local drive only when the time stamps are identical, indicating
that the person retrieving the document was the last one to edit it.
Since shadowed documents are often retrieved from the local
drive, network traffic is reduced. If the local time stamp is newer,
a box appears alerting the user to select either the network or local
copy. If the network copy is newer, the network copy is retrieved.
• Shadow Secured Documents: This option is disabled if the
Shadow Files to Local Drive option is cleared. Select this option to
have Hummingbird DM shadow your secured documents to a
local drive.
Note: If you do select this option, Hummingbird DM cannot limit access to
documents shadowed to the local drive.
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from the Group Maintenance page to display the Group Preferences
page:
User Synchronization
The User Synchronization page allows you to add users to your
Hummingbird DM library based on the organizational, or “container”
units defined in the network operating system. If multiple network
operating systems are used, for example, NetWare and Microsoft
Network, a network alias for each operating system can be created for
each user. However, a user can have only one network alias per network
resource.
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Note: Always synchronize Users before synchronizing Groups.
This list displays one level only. The list has the special “[..]”
option that returns to the previous level. All previous levels are
displayed under the list as static text.
• Library Users: The list of existing users and their aliases for the
selected domain. The list has two levels:
— Network Alias: You can assign only one user for the same
network type.
Use the following controls to move aliases from one list to the other:
• >> : Adds aliases to the Library Users pane. To add aliases, select a
user in the Network Resources pane and in the Library Users pane
and then click this button. You have the ability to assign only one
alias of the same network type for the selected user. You can assign
several aliases of different network types for the selected user.
When you click the button the system uses the network user name
as an alias for the selected user and refreshes the current page.
Group Synchronization
The Group Synchronization page allows you to add groups to your
Hummingbird DM library based on the organizational, or “container”
units defined in the network operating system.
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Note: Always synchronize Users before synchronizing Groups.
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C h a p t e r
8
Validation Tables
In This Chapter
By: Type a text fragment you wish to search for. If this box is
empty, all applications will be displayed in the list.
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The list shows the current applications matching the filter criteria.
Click an entry or the Edit icon to view the current application settings.
or to modify the settings in the Application Maintenance page.
• Application ID: This column contains links for editing existing
applications. Click the entry to modify it.
• Description: The name of the application.
• Edit: Open the Application Maintenance page to view or modify
the existing application entry.
• Copy: Add a new application. All fields are filled from the current
entry.
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File Types: Lists all file types that you can import into the selected
application. The link is displayed only for existing applications.
See “Working with File Types” on page 225 for more information.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the
Applications page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Applications page without saving your
changes.
The following fields allow you to set certain application features:
• Application ID: Type an application ID to identify the application
throughout DM, including the Document Profile dialog box.
Integrated applications must use the supplied Application ID. For
non-integrated applications, try to use an abbreviation or obvious
representation of the application. For example, the Notepad could
have the Application ID NOTEPAD. This field is required.
Maximum length is 16 characters.
• Description: Type a description for the application. It is a good
idea to include the version number of the application in the
description. This field is required. Maximum length is 60
characters.
• Disabled: Select this option to prevent users from creating
documents using this application. Users will still be able to use this
application as criteria in a Profile search.
• Print Application: This field refers to the ID of a utility that can
print a document and return without requiring operator
intervention. This allows users to print documents from the
profile. The field can also refer to an application that loads the
same application, but runs a macro to print the document and
return automatically. Use the Table Lookup button for a list of
valid entries. The Print Application must be defined separately in
Application Maintenance before it can be used. This field can be
left blank. Maximum length is 16 characters.
• Viewer Application: This option refers to the ID of a utility that
only views documents for this application. Use the Table Lookup
button to see a list of valid entries. The Viewer Application must
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Application Description MIMEtype Extension
GROUPWISE GroupWise
PRESENTATIONS Presentations
RM DOCSRM
Application - DO
NOT DELETE
• Default Extension: Type the default extension for files stored with
this application. Some applications require certain file extensions.
Others can accept any extension you choose. The extension is the
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Selecting Launch Methods
Click the Launch Methods link on the Application Maintenance page
to display the Launch Methods page:
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Setting Up Launch Click the Add button to display the Launch Method Maintenance page:
Methods
The DDE Settings button opens the DDE Settings page (see
“Configuring DDE Settings” on page 219). Dynamic Data Exchange
(DDE) is a Windows feature that allows two programs to share data or
send commands directly to each other.
The buttons below the tabs are:
Save: Save changed data to the database and return to the Launch
Methods page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Launch Methods page without saving your
changes.
The following fields allow you to set certain application features:
• Application: Specify an application ID.
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— %FULLPATH. Passes the full path of a file to the application.
— %OUTPUT [vtype [[,label] , fileformatstring]]. Denotes the
type and name of the output file to be generated by the
application being launched. This variable is used now for
CompareRite and DocuComp, which accepts an output file
on the command line.
vtype - The version type of the output file. Values are:
V - Major Version
S - Sub-Version
A - Attachment
If A is used, both a label and fileformatstring must be given.
label - Optional. Version label of the attachment when vtype
is A.
fileformatstring - Optional. The way that the path name and/
or file name of the output should be specified on the
command line. This is constructed exactly as the argument
for %FF described above.
— %EXTLABEL[appname]. Replaced by the default extension
for the application in the brackets.
— %ATFILE[:::]. The information within the brackets is written
to a temporary file and the entire %ATFILE entry will then be
replaced with the temporary file name preceded by an @
symbol. You can have more than one %ATFILE in a
command line parameter entry, but be sure that they do not
overlap or that one is not imbedded in the other. The
temporary file(s) created will be deleted when the application
is closed. The parameter is useful to be stored in a data file.
• Default Directory: Set the default directory for this application.
The maximum length is 250 characters.
• Integration: Select one of the available integration methods: No
Integration, Full Integration, Directory Monitoring, Full
Integration with Quick Save, or ODMA Compliant.
— No Integration. When this option is selected, there is no use of
the DM Toolkit and Directory Monitoring is not enabled. Use
— Full Integration with Quick Save: This option can be used with
any integrated word processing application. Choosing this
option will cause Hummingbird DM to save the document on
screen more quickly when a File/Save is issued. This occurs
because the Document History is updated and shadow copies
are saved only when a File/Close is issued.
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• Include Subdirectories: Available only for the Directory
Monitoring integration. Select this check box to use sub-
directories. By default, this check box is cleared.
• Filename Mask: This button is enabled only for the Directory
Monitoring integration. Opens the Filename Masks page which
provides all filename masks for directory monitoring.
The DDE Settings page allows editing the DDE settings for a launch
method. Dynamic Data Exchange (DDE) is a feature of Windows that
allows two programs to share data or send commands directly to each
other. Integrated applications have pre-installed DDE settings, and you
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DM, enter information in the filename mask List to determine what
type of files to monitor and not to monitor. If you leave the Filename
Mask field blank, documents will not be displayed in a user’s Monitor
List.
Note: This page does not have sorting, filtering, or paging features.
The following fields are available:
• Add: Open the Filename Mask Maintenance page for adding a new
filename mask.
• Close: Close the Filename Mask page and returns to the Launch
Method Maintenance page.
• Edit: Open the Filename Mask Maintenance page for editing the
existing filename mask.
• Delete: Delete an existing file mask.
• File Mask: This column contains the links for editing filename
masks.
Setting Up File The Filename Mask Maintenance page is only accessible for Directory
Name Masks Monitoring applications.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the
Filename Masks page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Filename Masks page without saving your
changes.
The following fields allow you to set the filename mask:
• Filename Mask: Enter the filename that you want to be
monitored. You can use the wildcard characters "*" and "?". For
instance, if you want to monitor all of the files created in
WordPerfect, type *.WP in the Filename Mask field. This field is
required. The maximum length is 14 characters.
• Include/Exclude: If you want the Monitor to add documents with
the specified file names entered in the Filename Mask field to the
Monitor List, select Include. If you want the Monitor to ignore
documents with the specified Filename Mask, select Exclude.
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Click the Compatible Apps link on the Application Maintenance page
to display the Compatible Apps page:
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Working with File Types
The File Types page displays all the file types that the user may want to
import into the selected application. Click the File Types link on the
Application Maintenance page to display the File Types page:
Note: This page does not have sorting, filtering, or paging features.
Add: Opens the File Type Maintenance for adding a new file type.
Close: Closes the File Type page and returns to the Application
Maintenance page.
The following fields show the current file type settings:
• File Extension: This column displays the links for editing a file
type.
• Description: This column displays a descriptive text for each file
type.
Modifying or Use the File Type Maintenance page to add or edit file types.
Adding File Types
Save: Saves data into the database and returns to the File Types
page.
Cancel: Returns to the File Types page without saving your
changes.
The following fields allow you to set the file type value:
• File Extension: Enter the three-character extension of the file type
that you would like associated with the application. This field is
required. The maximum length is five characters.
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• Description: Enter a description of the application. For instance,
if you are entering DOC in the File Extension field, enter Word XP
in the Description field. This field is required. The maximum
length is 250 characters.
Document Types
The Document Types page allows you to view, add, and edit Document
Types. The Document Types list validates any entry entered in the
Document Type Profile field. Each Document Type has a default value
for three associated fields: Full Text, Storage Type, and Retention Days.
The Document Type also helps determine if the document will allow
multiple versions.
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• Retention: Specifies the number of days before the document can
be archived or deleted, calculated from the last edit date. For
documents designated as Keep, Retention is disabled.
• Edit: Opens the Document Type Maintenance page to allow
editing an existing document type.
• Copy: Opens the Document Type Maintenance page for adding a
new document type. All fields are filled from an existing document
type.
Document Type The Document Types list validates any entry entered in the Document
Maintenance Type Profile field and helps determine if the document will allow
multiple versions.
Custom Tables
This help topic covers all the Custom Tables you may set up. As such,
the fields that appear on the Custom Tables will follow this general
pattern.
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C h a p t e r
9
Indexes and Profiles
In This Chapter
The Index and Profiles pages of the DM Admin tool allow you to define
and modify Attachments to Index, Keyword, and Custom Profile
Defaults.
Attachments to Index
The Attachments to Index function is designed for applications
integrated through a third party. By default, the Full-Text Indexer
indexes the last major version of a document. Since documents
integrated through a third party can have attachments, you can choose
to index the attachment in place of the last major version. To have the
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By: Type a text fragment you wish to search for. If this box is
empty, all attachments will be displayed in the list.
Search: Begin searching for attachments which satisfy the criteria.
Add: Open the Attachments to Index Maintenance page to add a
new attachment extension.
The list shows the current attachments matching the filter criteria.
Click an entry or the Edit icon to modify the settings.
• Extension: The filename extension for currently defined
attachments. The column contains links for editing attachment
definitions.
• Description: Text describing the entry.
• Edit: Click to modify this entry.
• Delete: Click to remove this entry.
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• Description: Text describing this kind of attachment. The
maximum length is 40 characters.
Keywords
Using Keywords is a simple way to obtain faster and more accurate
search results. Since text fields on Document Profiles can be full-text
indexed, adding keywords to your searches allows users to enter more
specific criteria when searching. All keywords must be entered into this
validation table if they are to be used in profile searching.
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Using the Keyword Click an existing Keyword entry or the Add button to display the
Maintenance Page Keyword Maintenance page:
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The list shows the current profiles matching the filter criteria. Click an
entry or the Edit icon to modify the settings.
The items of the Custom Profile Defaults page have the following
meaning:
• Name: The name of the custom profile default. Click the name to
edit this custom profile default.
• Description: Contains the description for this custom profile
default.
• ACL Defaults: The Access Control List settings for this custom
profile default. If you do not select the Secure Document option
for this entry, the ACL Defaults field will be blank.
• Edit: Open the Custom Profile Default Maintenance page to view
or edit an existing custom profile default.
• Copy: Open the Custom Profile Default Maintenance page to add
a new custom profile default.
Custom Profile The Custom Profile Default Maintenance page allows you to add and
Default edit custom profile default values. The page uses existing DM Webtop
Maintenance
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• Profile Form: This applet displays the default profile form. Fill in
appropriate defaults for this form. If you specify an invalid value,
the lookup applet will display the list of valid entries for that field;
specify a valid entry and you can save this set of defaults. If you
select the Secure Document option, the Edit button becomes
active (click Edit to set the specific document security options you
want in the Security Applet).
10
DM Webtop User Interface
In This Chapter
246 CHAPTER 10
fail-over and load-balancing features are used, the cluster of
servers associated with that server will be available to the client
application. This field is required.
• Enable Fail-Over and Load Balancing: If this option is selected,
the DM API configuration is performed using the command-line
utility provided by Hummingbird. This check box is cleared by
default.
Hummingbird DM Parameters
The DM Webtop Parameters page allows you to set various values for
Timeout, Guest Logon, Language, Logon, and Install Options.
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• Timeout Logon Info: The number of days that cached logon
information will be retained before it is purged. May be a number
in the range 0 - 10000. This field is required.
• Timeout Session: The number of minutes of inactivity permitted
for a session. May be a number in the range 0 - 1440. When this
number is reached, the session is terminated and the user must
logon again. This field is required.
Guest Logon
• Guest Name: The default name for a guest user.
• Guest Password: The default password for a guest user.
• Guest Network Name: The network name to be used for a guest
user.
Language
• Query Language: This setting allows you to specify the language to
be used by DM Server when doing content searching. It is not a
required setting because DM Server can automatically detect the
language being used, and we recommend that it is not set by
default. However, in some situations where you have documents
or users of different languages, you can specify the Query
Language to be used:
— Danish: 0x06
— Dutch: 0x013
— English (UK): 0x089
— English (US): 0x049
— Finnish: 0x0b
— French: 0x0c
— German: 0x07
— Greek: 0x08
— Italian: 0x10
— Japanese: 0x11
— Korean: 0x12
— Portuguese: 0x0816
— Spanish: 0x0a
— Swedish: 0x1d
Logon
• Default Network Name: If this field is set to a value, the Network
field on the logon page will be filled with that value.
• Allow Auto Logon: If this option is selected, after a user logs on,
that user can access DM Webtop based on the logon information
stored in a cookie for future accesses. The user must select this
option on the My Options page to take advantage of it. This option
also works with the Allow Auto Logon settings on the Library
Parameters Defaults and Groups Features pages: if both of these
settings are selected and the Accept User-Supplied Identification
option (on the System Parameters Features page) is not selected,
users who have application integration installed can logon to DM
Webtop without having to provide their user names and
passwords.
Note: To disable single sign-on the DM Adminstrator must remove "Allow Auto
Logon" from the group or whole library OR add "Accept User-Supplied
Identification" to make it Auto Logon. Remember that there will be one logon
like the last successful logon before the new rules take effect on the next
subsequent logon.
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Install Options
• Optional Components install path: The location of optional
components for users to install.
• Allow user to modify optional components install path: Select
this option to allow users to specify a different path than the
default.
Webtop Tree
• Tree Refresh time: This setting sets the expiration time on the Tree
cache. When the cache expires, the Tree refreshes its data from the
server.
• Tree Rendering Mode: The DM Webtop tree has been modified so
that its nodes can either be drawn in chunks or all at once. The
advantage of drawing in chunks is that the tree will be redrawn
faster.
— Automatic: To use this mode you must specify a threshold
number in the Incremental threshold field. The tree will
automatically switch to incremental mode if the number of
nodes is greater than the threshold number you set.
— Incremental: The threshold number should be set to 0. This
means that the tree will always be in incremental mode.
— Full: Threshold number set to 2147483647 (2^31-1) This
means the tree will always be in full mode.
• Incremental threshold: This field is only required if the Tree
Rendering Mode field is set to “Automatic”. Use this field to
determine how many nodes to handle without switching to
Incremental mode.
User Format
This setting controls the display format of the User list in the Security
dialog box. The available setting are:
• ID only
• Full Name only
• ID plus Full Name
• Full Name plus ID
Custom Parameters
The Custom Parameters page allows you to create, modify, and delete
custom parameters. The Custom Parameters page lists all existing
custom parameters defined in the system.
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Note: This page does not provide sorting, filtering, or paging features.
The items of the Custom Parameters page have the following meaning:
• Add: Open the Custom Parameter Definition page to add a new
parameter.
• Name: Click the name of the parameter to modify its value.
• Value: The current value of the custom parameter.
• Edit: Click to view or edit the existing parameter value.
• Delete: Click to remove the current parameter.
Save: Save changed data to the Registry and return to the Custom
Parameters page.
Restore: Reload the page and restore data from the Registry.
Cancel: Return to the Custom Parameters page.
The following fields allow you to set certain system features:
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P A R T
Application Integration
3
In This Section
This section contains three chapters that will assist adminstrators with
the following:
255
256
C h a p t e r
11
Deployment Packages
In This Chapter
258 CHAPTER 11
With the exception of deployment packages that only contain DM
Viewer and/or Smart Checkin/Checkout, all deployment packages
include the Hummingbird DM API software. The DM API is a required
component for communications between Hummingbird DM clients
and servers. In addition to the default DM API component,
administrators can select the Hummingbird DM API Internet Mode
component, which allows users to switch between Internet and intranet
use of the Hummingbird DM system. Refer to An Overview of
Hummingbird DM Suite for more information.
There are a variety of ways that you can distribute deployment packages
to your users.
Location of the The automatic deployment utility is not installed by default when you
Automatic install Hummingbird DM 5.1. The automatic deployment utility is
Deployment Utility provided on the Hummingbird DM 5.1 CD in the \TOOLS\DM
EXTENSIONS\AUTODEPLOYMENT directory.
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If your target workstations have fewer components than your source
workstation, the delivery of the automatic deployment package will still
be successful. However, if the target workstations have more
components than the source workstation, then the package will not
deploy as intended for applications not configured on the source
workstation. For example, if your target workstations have Microsoft
Project installed, but your source workstation does not, the Project
integration file will not be delivered by the automatic deployment
package. If your site has more than one standard configuration, then
multiple response files should be created.
It is also recommended that the source workstation not have any
Hummingbird DM 5.1 client components installed; however, all
integrated applications (for example, Microsoft Office) should be
installed.
Create an Before you can create an automatic deployment package, you must
Automatic create a deployment package using the Hummingbird DM Web
Deployment Administration Tools. Detailed instructions on creating a deployment
package are documented in “Creating a Deployment Package” on page
Package 281.
Tip: If you are going to use the automatic deployment package to upgrade an
existing installation, see “Upgrading Existing Hummingbird DM Installations
Using Automatic Deployment Packages” on page 271 for more information.
262 CHAPTER 11
actual registry file. Spaces within the file names will produce errors during the
installation of the deployment package. Refer to “Adding Custom
Components” on page 278 for more information.
Note: If you intend to use multiple response files, you must configure multiple
deployment packages as well.
Prepare After a deployment package is created, you can proceed with preparing
Installation Files the necessary files for the creation of your automatic deployment
package. Instructions are as follows:
— AppIntegration
— CustomComponents (Will exist if custom components are
defined)
— Deployment
Note: If you have previously created deployment packages, this step will also
copy the deployment package INI files you have created; the INI file will be
used during the creation of the automatic deployment package when you
specify the INI file as shown on page 267. If you create additional deployment
packages at a later date, you will need to copy those new INI files to the
C:\AUTODEPLOYMENT\DEPLOYMENT directory.
— DM API
— DMExtAPI
— FulView
— Imaging (If Imaging is installed on the DM Web Server)
— RMAppIntegration (If Hummingbird DM is installed on the
DM Web Server)
The steps in this section are required only if the automatic deployment
package is being delivered to workstations where the logged in user
does not have rights to administer the local machine. If the logged in
user has local administrator rights (that is, membership in the local
machine Administrators group), then the steps in this section can be
omitted and you can proceed to the next section.
1 Navigate to the C:\AUTODEPLOYMENT directory. Insure that the
following files do not have the read-only attribute:
— runas_adm.exe
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— _oci_reg.exe
The -f1 flag in this case indicates that the response file will be
created in the C:\AutoDeployment directory. The directory and
filename specified with the -f1 switch can be changed to suit
individual needs. If you create multiple response files for a variety
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of different deployment packages, you should name the response
files accordingly.
3 The following dialog box will appear requesting you enter the
deployment package INI filename.
This file name should correspond with the INI file copied in the
Prepare Installation Files section on page 263.
Note: The C:\AUTODEPLOYEMENT\DEPLOYMENT directory can contain
multiple deployment package INI files. It is important that you correctly enter
the filename in this step so that the correct deployment package is installed for
the end-user.
Important: If the INI file was created on a Hummingbird DM Web Server
different from the server that will be used for the automatic deployment, you
must edit the Hummingbird DM Web Server path statement in the INI file.
4 Enter the INI filename and click Next to continue. This file must
exist in the C:\AUTODEPLOYMENT\DEPLOYMENT directory. The
following dialog box will appear requesting you choose the
installation directory. It will default to the current directory.
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Note: This prompt will not appear if, during the creation of the Deployment
Package, the check box “Should the user be able to override the default target
location?” is not selected, indicating you do not allow users to change the
target installation path for the deployment package.
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Upgrading Existing Hummingbird DM Installations
Using Automatic Deployment Packages
Automatic deployment packages can be used to silently upgrade a
Hummingbird DM 5.0 workstation to version 5.1. Upgrades from
earlier version of Hummingbird DM products are not supported at this
time.
szPath=C:\AUTODEPLOYMENT
This variable will exist only if, when creating the deployment
package, the check box labeled “Should the user be able to
override the default source location?” is selected.
szPath= \\DMServer\AUTODEPLOYMENT
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DM 5.1 client components have been installed and are
functioning correctly.
A workaround for this issue is available on our web site at the following
location:
ftp://ftptlh.hummingbird.com/Patches/HummingbirdDM/
PWDSINST.ZIP
pwdsinst.exe /i
The PWDSINST.EXE utility can also be called from the same batch or
command file used to initiate automatic deployment.
pwdsinst.exe /u
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Troubleshooting
Listed below are error messages that may occur when running
RUNSETUP.EXE:
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Creating Deployment Packages
Deployment To create a deployment package you must be a member of the
Package Overview DOCS_SUPERVISORS group.
1 If you will be creating custom registry files with the Client
Deployment Utility or with Interceptor, install application
integration and other components onto your machine first. Refer
to “Installing Individual Components” on page 292.
2 Once the components are installed on your machine, you can
proceed with customization of application integration
components and create the necessary registry files, and customize
the Hummingbird DM macros (for use with Microsoft Word,
Excel, and Project, and Corel WordPerfect).
For information on integrating applications through Interceptor
and creating registry files, refer to “Interceptor” on page 319.
3 For information on using the Client Deployment Utility to
customize e-mail integration or other options, refer to “The
Hummingbird DM Client Deployment Utility” on page
342.Upload the custom components to the network. Refer to
“Adding Custom Components” on page 278.
4 Create deployment packages and assign them to a Group. Set the
necessary Group permissions relating to deployment packages,
such as Manage DM and Inform when update is available. Refer
to “Creating a Deployment Package” on page 281.
5 Inform your users which deployment packages have been
assigned to them.
3 Select Add.
Select the component from the Custom Components list. The options
are as follows:
— Word Active Customized Hummingbird DM macro for use
with Microsoft Word Active integration.
— Word Passive Customized Hummingbird DM macro for use
with Microsoft Word Passive integration.
— Excel Active Customized Hummingbird DM macro for use
with Microsoft Excel Active integration.
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— Excel Passive Customized Hummingbird DM macro for use
with Microsoft Excel Passive integration.
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Creating a 1 Log on to Hummingbird DM. Select the DM Admin tab.
Deployment
2 Select the DM Webtop Maintenance tab.
Package
3 The Deployment Packages tab will be active. Select Add.
5 Set the default source location for the installation files. By default,
this location is the Hummingbird DM Web Server, http://
servername/CyberDOCS/Plugins, where servername is the
name of your DM Web Server machine. If you need to change this
location, select Alternate Location and enter the correct path.
Note: To create the alternate location for DM Extension installations, simply
navigate to your DM Web Server server's program directory (example:
c:\program files\hummingbird\cyberdocs) and copy the entire Plugins directory
to another location. You must have the Plugins directory as a subdirectory at
the alternate location. The contents of the Plugins directory must not be at the
alternate location root level; they must be in a Plugins directory.
• In either case, copy the contents of the Plugins directory after you have
uploaded your custom components and created your deployment
packages.
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— Component files that place the Hummingbird DM system
into Windows Explorer and/or Microsoft Outlook.
From the Web Admin Tools interface, it will always show and
can be included in a deployment package so that non-
Supervisors can install it. For more information, refer to
“Hummingbird DM Client Deployment Utility” on page 341.
Note: For desktop applications you can only select one type of integration at a
time. If you want to disable native ODMA integration for a specific application,
select Check-in and Check-out only. Users will be able to check documents in
and out of the library, but they will only be able to add documents, created in
the disabled application, to the library using the Hummingbird DM document
import feature.
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— Basic Applications Bitmap, Metafile, HTML, Paintbrush,
PDF, ZIP, RTF, EXE, DLL, Text, etc.
— Adobe Products Adobe Illustrator, Photoshop, etc.
Note: In order to view Adobe Acrobat files, you must have Adobe Acrobat or
Acrobat Reader installed.
— Corel Suite Products WordPerfect (Mac version not
included), CorelDraw, Corel Clipart, Corel Filter, Novell/
Corel Presentations, Quattro Pro, etc.
— Lotus Products Lotus 123, Ami Draw, Ami Pro / Ami,
Freelance, Manuscript, Lotus PIC, Lotus Snapshot, Lotus
WordPro, etc.
— Macintosh Platform Macintosh-specific modules, such as,
Mac WordPerfect, Mac Works formats, Mac PICT, MacPaint,
MacWrite, etc.
— Microsoft Products Microsoft Office (Access, Binder, Excel,
Outlook, PowerPoint, and Word), and Visio, Multiplan,
Works, etc.
— Premier Features AutoCAD, CALS Raster, FrameMaker, etc.
— Graphics Format All the following graphic formats.
o Popular Formats CCITT G3 Fax, GIF, JPEG, Targa, TIFF,
etc.
o Kodak Formats Kodak Flash Pix, Kodak Photo CD, etc.
o X-Window and Sun Sun Raster, X-Window bitmap/
dump/pixmap, etc.
o Other Graphics Formats CGM, GEM, Havard Graphics,
HPGL, IBM Graphics/ PIF, IGES, Microfix Drawing,
Micrografx Designer, Portable Graphics, Paintshop Pro,
etc.
— Others
o Compression Utilities LZH, Unix compress / tar, GZIP,
etc.
o Database Products Description DataEase, DBase,
Paradox, RBase, Reflex, etc.
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more information, refer to the Hummingbird DM Installation
Guide.
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Installing a Deployment Package
For information on selecting components for installation, refer to
“Installing Individual Components” on page 292.
Important: Prior to installing a deployment package, you should make sure all
Attaché documents have been returned to docked mode.
Upgrade If this is the first time you are installing a deployment package, the
information installation program will search your computer for previous versions of
Hummingbird DM software. If files are found, a message window
appears, informing you that previous versions of Hummingbird DM
programs and application integration will be removed prior to new
Hummingbird DM application integration being installed. Even if you
are not upgrading all your Hummingbird DM products at this time,
Hummingbird DM product files from previous versions will also be
removed in this step.
The removal of DOCS Open application integration uses an ini file
containing a list of integration files per application. You can modify a
copy of the ini file to include your customized macro or integration
file names. Those files will then be removed during the DM Extensions
install. A copy of DUI_AppIntFileNameList.ini is on the
Hummingbird DM 5.1 Suite CD-ROM in the …Tools\DM
Extensions\DUI folder.
After your modifications are made, place the ini file in the …Program
Files\Hummingbird\Cyberdocs\Plugins directory. This updated
file will override the installation program's copy during deployment
package installation.
Important: It is not recommended that you remove any portion of the
DUI_AppIntFileNameList.ini file. Removal of a section or filename will cause an
incomplete removal of previous integration. You should only add your
customized files' filenames to the existing sections.
Note: If this is your first time accessing the My Options page, the system will
attempt to download InstallShield files necessary for component installation.
Accept the download. If you want to always accept files from InstallShield
Corporation, click the check box at the bottom of the dialog box.
Note: If you want to always accept files from Hummingbird, click the check box
at the bottom of the dialog box.
If you want to accept files separately, leave the check box alone.
5 If this is the first time you are installing a deployment package, the
installation program will search your computer for previous
versions of Hummingbird DM software. If files are found, a
message window appears, informing you that previous versions of
Hummingbird DM programs and application integration will be
removed prior to new Hummingbird DM application integration
being installed. Select OK to proceed.
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If you do not accept the removal of the files, the install process will
be terminated.
Important: Even if you are not upgrading all your Hummingbird DM products
at this time, Hummingbird DM product files from previous versions will also be
removed in this step.
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4 Select the Components button. A Components listing will be
shown on the screen.
In addition, only one integration type is allowed per application. You should
take the time to expand the component listing and review the components and
their options.
If you want to accept files separately, leave the check box alone.
Important: Even if you are not upgrading all your Hummingbird products at
this time, Hummingbird product files from previous versions will also be
removed in this step.
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Uninstalling a Deployment Package
Use the Control Panel Add/Remove dialog box to remove deployment
packages and components.
To remove individual components, refer to “Uninstalling Individual
Components” on page 297.
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7 Reboot your system if requested to do so.
3 Clear the check box next to the component you want to uninstall.
If you receive the Authenticity Verified dialog box, select the check
box labeled “Always trust software published by Hummingbird.”
Click Next.
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9 When the uninstall procedure is complete, a dialog box will
appear. Click Finish.
10 Reboot your system if requested to do so.
12
Configuring Application
Integration for Hummingbird DM
In This Chapter
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Applications that are integrated using Passive Integration should not be further
integrated using Interceptor or Active Integration.
• ODMA Integration Use this integration for ODMA compliant
applications not already shown in the DM Library Applications
table.
For more information on setting up launch methods, refer to “Selecting
Launch Methods” on page 213.
Table 12.1 lists the applications predefined in the library that appear in
the Components listing for deployment packages. The integration
options available for use with Hummingbird DM are also shown. For
more information, refer to “Creating a Deployment Package” on page
281.
Component Notes
CiteRite for Windows Refer to Using Hummingbird DM for more
information on using CiteRite.
DeltaView Refer to the DeltaView documentation for
information on using the DeltaView product
with Hummingbird DM.
Full Authority for Refer to Using Hummingbird DM for more
Windows information on using Full Authority.
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Applications Using DDE Settings
When you regenerated your library for use with Hummingbird DM
Suite 5.1, launch methods for supported applications were added to the
Hummingbird DM 5.1 database. The Hummingbird DM 5.1 launch
methods are enabled by default, as shown in the example below. To see
this feature, log on to Hummingbird DM, select DM Admin >
Validation Tables > Applications and select the desired application.
DDE Settings for Table 12.3 Acrobat 4.0x and 5.0 Launch Method Settings
Adobe Acrobat
Integration Type ODMA Compliant
Command [FileOpen(“%1”)]
Command [FilePrintSilentEx("%1")
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DDE Settings for Table 12.4 Microsoft Excel 2000 and XP Launch Method Settings for Active
Microsoft and Passive Integration
Applications
Integration Type ODMA Compliant
Note: If your users will be importing Excel documents into Word, you need to
set the applications as being compatible to one another.
Table 12.5 Microsoft Word 2000 and XP Launch Method Settings for Active
Integration and Passive Integration
Note: To have Word open with a blank document, remove the /ND from
Command [DDE.DDEOpen(“%1”)]
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Table 12.7 Microsoft PowerPoint DDE Print Settings
Command Print
Table 12.8 Microsoft Project 2000 and XP Launch Method Settings for Active
and Passive Integration
Command Print
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Application Prior to using Corel Suite applications with Hummingbird DM,
Integration for contact Corel to obtain the latest service packs. Active integration will
Corel Applications not work unless these Corel service packs are installed.
[HKEY_CLASSES_ROOT\QPW\ODMA32]
Presentations:
[HKEY_CLASSES_ROOT\PRESENTATIONS]
[HKEY_CLASSES_ROOT\PRESENTATIONS\ODMA32]
Command FileOpen("%1")Print()CloseNoSave(1)
Command FileOpen("%1")Print()CloseNoSave(1)
(not running) ExitWordPerfect()
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Table 12.11 Quattro Pro 9 and 10 Launch Method Settings - Open
Command [open("%1")]
Command [print("%1")]
Command ShellPrintTo("%1")
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DDE Settings for Table 12.13 Lotus 1-2-3 Launch Method Settings - Open
Lotus Applications
Integration Type Full Integration
Note: If you have Lotus 1-2-3 97 integrated with DOCS Open, after
Hummingbird DM is installed you will need to reset your toolbars so that the
"PC DOCS" toolbar reference is removed. Simply launch Lotus 1-2-3, right-
click on the toolbar, then clear "PC DOCS".
Lotus 1-2-3 97 and Millennium DDE Settings - Open, None
Lotus 1-2-3 97 and Millennium DDE Settings - Print
Command Print
Command Print
Command [QuickOpen("%1")]
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DDE Settings for Table 12.16 DOCS Imaging
Other Applications
Integration Type Full Integration
Command OPEN("%1")
Command PRINT("%1")
Check-in/Check- This disables native ODMA integration for applications. Users can
out obtain documents by checking them in and out of the library.
Documents created with an application using Check-in/Check-out
integration can be added to the library using the document import
feature.
Directory When you are setting up Application Integration for your site, there
Monitoring may be some unintegrated applications you want to use with
Hummingbird DM. Directory monitoring is an option for
unintegrated applications only. When you use Directory Monitoring,
you will be prompted to profile the document when it is saved to a
monitored directory.
Directory Monitoring is set up in Library Maintenance, Application
Settings. Select Directory Monitoring as the integration type. The
following options are available for Directory Monitoring.
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• Monitor Directory: This option is available only if you choose to
use Directory Monitoring. Enter the path where you want the File
Monitor to look for new documents.
• Filename Mask: Use this option to enter the file name masks you
want the File Monitor to either look for or exclude. If you leave this
field blank, the Monitor will list no documents.
• Include Subdirectories: Select this check box if you want the File
Monitor to also check the subdirectories of the Monitor Directory.
For more information on setting up application integration with
directory monitoring, refer to the Hummingbird DM Administration
Guide.
Interceptor Interceptor is the module that monitors when Open and SaveAs dialog
boxes are called for specific applications integrated with Hummingbird
DM. It is represented by the system tray icon that is displayed when the
user starts Hummingbird DM. Applications that are not currently
integrated can be added to Interceptor manually.
Interceptor can be installed as part of a deployment package or selected
as a component from the My Options page in Hummingbird DM
Webtop. Prior to integrating an application with Interceptor, a launch
method must be created in Library Maintenance. For more
information on setting up launch methods, refer to “Selecting Launch
Methods” on page 213.
The next section in this manual will give you detailed instructions on
setting up applications using Interceptor.
Launching 1 Select Start > Program > Hummingbird > DM Extensions >
Interceptor Interceptor. If you are not logged on to Hummingbird DM, the
Logon dialog box appears.
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It contains a list of launch methods that are stored in Application
Maintenance. The launch methods for the library you are logged
on to are displayed by default.You can switch to a remote library
by clicking the down arrow of the Library combo box.
Note: Only applications that use Full Integration are listed.
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5 Click the Application Dialogs tab to display the Dialogs window.
This window will be empty until you add commands to be
integrated with Interceptor.
Dialog Type: Select the dialog type that most closely matches the
nature of the dialog box you are integrating.
— Open Select this type if you want the Search Results dialog
box presented and the selected document opened.
— Import Select this type if you want the Search Results dialog
box presented and the selected document opened into the
current document. Some applications may not support
Import and Export.
— Export Select this type if you want the Document Profile
form displayed so the user can profile and save the exported
document. Some applications may not support Import and
Export. When this type is selected, the original document
remains open. This is useful for Microsoft Outlook and for
graphics programs where you want to use the “Save Copy As”
command.
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Not full caption: Select this check box if you want to use the same
settings for several dialog boxes with equal functionality and
similar headings. In the Dialog Caption field, type the common
part of the headings and select Not full caption.
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Disabling If you want to disable integration for an application that you have
Integration with integrated with Interceptor, complete the following steps.
Interceptor 1 Launch Hummingbird DM Interceptor as described in
“Launching Interceptor” on page 320.
2 Select the application that you want to disable from the Launch
Methods tab of the Hummingbird DM Interceptor dialog box.
Editing the Interceptor allows you to edit the path to an application that
Interceptor Launch Interceptor will monitor. When you edit the launch method settings
Method Settings from Interceptor, your edits do not apply to Application Maintenance
in the DM Administration Tools. You are only editing the path that
Interceptor will monitor. This allows more flexibility in the location of
your users’ integrated applications.
Reminder: You need launch methods configured in both Application
Maintenance and Interceptor.
If you have users who have Excel installed on their D:\ drive, you would
have multiple launch methods set up. In Interceptor, you only need to
enable one of those launch methods. Specify only the file name of the
executable in the Program Path field and select the Only File Name
option on the Open dialog box.
This allows Interceptor to monitor the application independent from
where it is launched, as long as the executable is in the user's search
path.
To edit the launch method that Interceptor will monitor:
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Interceptor Settings
The Interceptor Settings tab of the Hummingbird DM Interceptor
dialog box contains three general settings that affect how Interceptor
behaves when errors occur.
After making these changes, you can export your settings to a registry
file for your users. For more information, refer to “Exporting
Interceptor Settings” on page 330.
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file. Selecting this option creates a registry file named
InterceptorSettings.reg, by default.
Importing a Inform your users of the location of the registry file to be imported.
Registry File Instruct your users to double-click the registry file(s). The following
dialog box appears, confirming that the registry settings were installed
on their workstation.
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Hummingbird DM Macros for Microsoft Word and Corel
WordPerfect
When you install Hummingbird DM application integration for
Microsoft Word and Corel WordPerfect, two sets of macros are
included. Both macros allow the user to add Hummingbird DM
information to the footer of a document.When the macro is installed in
Microsoft Word, additional features are added, including the ability to
use Hummingbird DM documents for mail merge. Instructions for
using the features offered in these macros are found in Hummingbird
DM Help.
You can customize these macros for your organization and include
them as a custom component to a deployment package. See the
previous chapter for more information on creating deployment
packages.
There are separate macro files for Word 2000 and Word XP.
The WordPerfect The WordPerfect Footer macro is added to the WordPerfect document
Footer Macro template automatically when you install WordPerfect application
integration. The macro will be accessible to your users through the
Tools>Macro menu. When applied to a document, the footer will show
the Document Name, Document number, and Author ID.
If you want to include additional information in the footer, open the
macro file in WordPerfect and scroll down to the second page of the
macro. The section shown below will be found on page two.
// Please, uncomment lines to insert additional information
into the footer
//AuthorName := GetProfileInfo(Profile; "AUTHOR_FULL_NAME")
//TypistID := GetProfileInfo(Profile; "TYPIST_ID")
//DocTypeID := GetProfileInfo(Profile; "TYPE_ID")
//DocTypeDsc := GetProfileInfo(Profile; "DOCTYPE_FULLTEXT")
//CreationDate := GetProfileInfo(Profile; "CREATION_DATE")
//LastEditDate := GetProfileInfo(Profile; "LASTEDITDATE")
//Abstract := GetProfileInfo(Profile; "ABSTRACT")
//Description := GetProfileInfo(Profile; "DESCRIPTION")
Remove the comment marks (//) from those items you want to have
shown in the footer, and save the file. Proceed with step 1, below.
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Mail Client Requirements
The e-mail clients supported for Hummingbird DM integration are:
• Microsoft Outlook 2000 and XP
• GroupWise 5.5 and 6.0
• Lotus Notes 4.6 and 5.0x
You can use the Hummingbird DM Client Deployment Utility to
further customize Hummingbird DM E-mail Integration for Microsoft
Outlook. See “E-mail Integration Settings” on page 359. To use the
Client Deployment Utility you must be a Supervisors Group member
and have local administrator rights on your computer.
Important: If you use Outlook XP, you will not see the Insert from
Hummingbird DM toolbar button. To resolve this issue, go to
Tools>Options>Mail Format and clear the Use MS Word to edit e-mail
messages check box. By not using Word as your e-mail editor, you will be able
to use the Insert from Hummingbird DM toolbar button and Passive Integration
for Microsoft Word.
For all versions of Microsoft Outlook, Internet Mail mode should not be installed
as it interferes with the installation of the Hummingbird DM Outlook Extension.
3 Highlight the PROFILE table from the Tables column and click
New Column. The Edit Column Description dialog box appears.
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4 Specify the following information for the columns below. After
entering information in the Column Name, Type, Length, and
Object Type fields, click OK to add that column to the column
list. Then click New Column and enter the settings for the next
column.
Column Name and Description Type Length Object
Type
MAIL_ID String 80 Edit
This is the message’s unique
identifier and is used to detect
a message saved to the
library.
PARENTMAIL_ID String 60 Edit
This is the unique identifier of
a parent mail message in an e-
mail thread.
5 After all columns have been added, click Close to close the Select
Field to Edit dialog box.
Next, add the columns to the Profile form.
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2 Select your Profile Form or Group Profile Defaults form from the
Available Forms dialog box and click OK. The form will open in
edit mode.
3 From the SQL Columns window, select each of the newly added
columns and drag and drop them into the Profile form design,
placing the fields where you want them on the form.
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C h a p t e r
13
Hummingbird DM Client
Deployment Utility
In This Chapter
Note: In previous versions, this utility was known as the Administration Tool.
Note: To use the Client Deployment Utility, you must be a member of the
DOCS_Supervisors group in Library Maintenance>Groups. For Windows NT
and Windows 2000, the account used to log on to the workstation must be a
member of the local Administrators group. Even if the account is a Domain
Administrator, it must be a part of the Administrators group.
• MMC 1.1 shipped with Microsoft SQL Server 7.0 and Microsoft
Systems Management Server 2.0.
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Starting the Client The Client Deployment Utility is accessed through the Hummingbird
Deployment Utility DM Program Group. The utility must be installed though a component
or deployment package installation. Refer to Chapter 11.
Note: To use the Client Deployment Utility, you must be a member of the
DOCS_Supervisors group in Library Maintenance>Groups. For Windows NT
and Windows 2000, the account used to log on to the workstation must be a
member of the local Administrators group. Even if the account is a Domain
Administrator, it must be a part of the Administrators group.
5 Continue expanding the tree until you can view all the options
available to you.
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Document Management Configuration
There are three tabs of information in Document Management
Configuration:
• General
• Performance
• Logon Option
The General Tab Basic document management settings are found on the General tab.
1 The Download folder displays the folder that Hummingbird DM
uses to manage in-process copies of documents. Specify an exact
path or use an environment variable such as %Temp% to specify
the download directory. The lookup button can be used to browse
for the desired directory.
2 The settings for Quick Searches and Folders allow you to use the
same column listing for all folders and all quick searches. Check
the desired boxes.
Note: If the Quick Search returns more items than the list box is configured for,
the results set will be truncated.
The Performance Use the Performance tab to enter Cache and Chunk Factor, Shadow
Tab Document, Logon, and Quick Save settings. These settings help
optimize data caching in Hummingbird DM.
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Cache Settings
1 The Cache folder is the location where cache data will be stored
on a user’s workstation. Use the lookup button to browse for a
different file location.
2 To cache lookups and users and groups, select the check boxes
shown. Caching users and groups will cache the list used in the
Access Control list.
3 The Cache on logon setting allows you to set the following cache
settings:
— No caching on logon
— Balanced caching
— Maximum caching
— Custom caching
— Applications
— Compatible applications
— Document types
— Form definitions
— Forms
— Launch methods
— Lookup definitions
— Terminology
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6 Individual lookup settings can be changed from the Cache
Lookups dialog box. From the Cache Settings window, scroll
down until you can see the Lookups setting. Select the setting.
7 Click the Lookup button to view the Cache Lookups dialog box.
Click to select or clear the lookup options.
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The chart shown below gives examples of how the Shadow Document
settings work to control document shadowing.
The Caching dialog box shows a progress bar and will show the details
of the caching process if the Details check box is selected.
1 To hide the progress bar during the caching process, click the
Hide button.
2 To view Details, click the Details check box. To hide details, clear
the check box.
3 The Details area of the Caching dialog box tracks the history of
the current caching process, listing the cache being processed, the
library and status of that caching process.
4 If the user does not wish to see the cache progress form the next
time they log on to Hummingbird DM, The setting can be
controlled using the “Show cache progress form” checkbox on the
“General” tab of the “Defaults” form in DM Extensions.
These settings also affect the Profile Security form. Refer to the
Hummingbird DM user documentation for additional information.
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Chunk Factor Settings
The Chunk Factor setting on the Performance tab in the Client
Deployment Utility refers to the number of rows that are sent in a
group (or chunk) from the DM Server machine to the client. It prevents
rows from having to be sent back to the client one at a time.
If you are experiencing performance issues, you may want to increase
the value to retrieve more data or decrease this value to increase
responsiveness.
Logon Settings
The “Online logon wait timeout” field specifies the number of seconds
Hummingbird DM waits while connecting to the DM Server machine.
If the specified time has elapsed and Hummingbird DM is unable to
connect to the DM Server machine, Hummingbird DM will display the
Offline Logon dialog box. Using the spinner box control, you can
change the timeout value. The default setting is 7 and can range from
2-15.
The Intelligent timeout check box enables or disables "Intelligent"
setting up of Online logon wait timeout values. Intelligent timeout
works by measuring the time it takes Hummingbird DM to log on to
the DM Server machine. This setting is off by default.If this
measurement is one increment less than the timeout value set in the
Online logon timeout field, a successful Logon is recorded in the
registry. Once the number of successful Logons reaches the defined
value (stored in registry, 7 by default), Hummingbird DM decreases the
wait timeout value by 1 and resets the number of successful log on
attempts to 0.
Conversely, if Hummingbird DM is not successful in logging on to the
DM Server machine in the specified wait time, the number of successful
log on attempts stored in the registry is reset to 0 and the Online Logon
timeout field is increased by one.
Quick Save
The Quick Save setting allows your users to forego uploading
Hummingbird DM documents every time they save their work.
Instead, the document will be saved locally and uploaded to the
document server when the application or document is closed. This
setting is off by default.
3 Select Console>Save.
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4 The next time your users attempt to log on to the system, the
dialog box will look similar to this:
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no spaces, as in Word.Document.6. Like the CLSID, the ProgID
identifies a class, but with less precision.
1 Select the event handler whose load order you want to modify.
2 Click the up or down arrows to the right of the event handler
name to change the load order.
3 To disable an event handler, clear the check box next to the name.
The Attaché event handler cannot be disabled. If you disable the
PDSearch event handler, you will not be able to use the Email Tree
and Email Search features associated with enhanced e-mail
integration.
2 To change a scheme’s load order, click the scheme name, then use
the up and down arrow buttons to the left of the screen.
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E-mail Integration Settings
E-mail Integration can be configured in this section of the Client
Deployment Utility. Prior to configuring e-mail integration for
Microsoft Outlook using the Client Deployment Utility, read “Mail
Client Requirements” on page 335. E-mail integration must be installed
on the same machine as the Client Deployment Utility so that you can
access the E-mail Integration settings.
There are four tabs on the E-mail Integration dialog box:
• General
• Header Fields
• Dialogs
• Profile on Send
Apply to All For all E-mail Integration settings, if you want to apply the settings to
Libraries all libraries, select the Apply to All Libraries button. You will be asked
to confirm this selection.
3 Select the E-mail Group from the drop-down list. This entry
contains the E-mail User Group Name from Hummingbird DM.
This helps to maintain Security and is optional.
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Note: The group you choose will be added to the Current Trustees list for
Document Access if you select the Grant Access to Email Users Group for
the Apply Security combo box of the Save Email to Hummingbird DM dialog
box.
Select a SQL Column name from the drop-down list attached to each
header field name. For example, if you want to use the Subject field as
a source for the ABSTRACT column, select the ABSTRACT column
from the drop-down list.
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E-mail Integration The Dialogs tab allows you to configure Save Options, Attachment
- Dialogs Tab Options, and Insert Options for e-mail integration.
• The Save message body check box indicates whether or not the
Save main message field of the Save to Hummingbird DM dialog
box is selected by default.
• The Save attachments check box indicates whether or not the Save
attachments field of the Save to Hummingbird DM dialog box is
selected by default.
• The Delete e-mail after save check box indicates whether or not the
Delete original document after save field of the Save to
Hummingbird DM dialog box is selected by default.
• The Save e-mail threads check box indicates whether or not the
Save e-mail threads check box is not selected by default in the Save
to Hummingbird DM dialog box. This feature works in
conjunction with the Email Search and Email Tree features.
• The Skip profiling forms while saving message(s) check box will
suppress the Save to Hummingbird DM and Document Profile
dialog boxes when saving an e-mail message. However, if there is
missing information that requires user input, the dialog boxes will
• The Send drop-down list indicates the default value shown in the
Insert Type column of the Insert from Hummingbird DM
window. The choices are:
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— Reference A reference to the document will be inserted into
the mail message. The recipient must have access to the
correct document library in order to access the document.
E-mail Integration This feature allows you to profile outgoing Microsoft Outlook e-mail
- Profile on Send messages and attachments.
Tab 1 Select the Profile on Send tab.
1 In the Module field, select the item whose activity you want to
log.
2 Select the Log check box. The log file name field will be filled
automatically.
3 Select the directory to which the file should be saved. Click the
Browse button to browse for another folder.
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Add-ons Configuration
An add-on is a Hummingbird DM user interface extension. Using this
section of the Client Deployment Utility you can enable or disable add-
on products or change their load order.
• Profile
• Viewer
• Related
• Where Used
• DM WorkFlow Profile
• Versions
• Contents
• Description
To rename a custom tab, click the tab name and enter a new name.
To enable a custom tab, select the check box next to the tab name. To
disable a custom tab, click the check box to clear it.
Note: You must use the Hummingbird DM Application Program Interface (API)
Toolkit to create or modify custom tabs.
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Exporting the Registry File
After you have set the Hummingbird DM Client Deployment options
that you wanted to modify, you can export these settings to a registry
file and distribute this master registry file to desktop users.
1 Return to the Client Deployment Utility Welcome screen by
selecting the Hummingbird DM Client Deployment Utility level
in the tree.
2 Click Export.
3 Select a file location for the registry file and name the file. Click
Save.
Tip: You can upload this registry file as a Custom Component. Include this
component in a deployment package and it will be automatically applied to the
client workstation when the deployment package is installed.
371
A p p e n d i x
A
HTML Rendering File Formats
In This Appendix
This appendix lists the supported file types for HTML rendering.
374 APPENDIX A
Microsoft Rich Text Format (RTF) All versions
376 APPENDIX A
Spreadsheet Formats
Enable Versions 3.0, 4.0, and 4.5
378 APPENDIX A
Standard Graphic Formats
* Not available on Linux platforms
CDR (if TIFF image is embedded in it) Corel Draw versions 2.0
through 9.0
PNTG MacPaint
Targa Truevision
380 APPENDIX A
High-End Graphic Formats
* Not available on Linux platforms
* PS - Postscript Level 2
382 APPENDIX A
A p p e n d i x
B
Performance Monitor Settings
In This Appendix
Active Interfaces Indicates how many clients are interfacing with the DM Server.
Content received bytes/ Shows the number of bytes being streamed to the server by clients that
Sec are uploading documents. The counter reflects file I/O operations only;
it does not apply to full-text searches.
Content sent bytes/Sec Shows the number of bytes being streamed to clients by the DM
Server when downloading documents. The counter reflects file I/O
operations only; it does not apply to full-text searches.
Full-Text Deleted Displays the current rate of documents being deleted from the full-text
Documents/Sec index.
Full-Text Indexed Displays the current rate that documents are being full-text indexed.
Documents/Sec
Results set sent by bytes/ When a client user executes a search, retrieves a list of recently edited
Sec documents, or performs some other operation where a list of
documents is compiled, DM Server creates a results set (sometimes
called a rowset).
Rowset Cache Size This counter is an indicator of how many searches are currently taking
place. It is the sum of all results sets sent from the DM Server to
clients.
384 APPENDIX B
SQL Object % Usage Reflects the overall usage percent of the SQL Connection Cache.
Each Hummingbird DM library has a SQL connection cache setting
that specifies the number of open SQL connections to the database.
This counter indicates how many connections in the cache are being
used. If the Performance Monitor shows your system is running at
levels near 100%, you need to increase the SQL connections for your
library. We recommend you increase the connections in increments of
five until the SQL response time improves to an acceptable level.
On the Results tab in Server Manager, you can specify the maximum
amount of virtual memory that can be used for caching of results sets
(Maximum Total Size). The cache holds the results of all searches
performed by DM Server. The Rowset Cache Size counter in the
Performance Monitor indicates how much of this cache is being
consumed.
See “The SQL-Connection Cache Size” on page 19 for instructions on
changing the cache size.
SQL Connection Cache Size Shows the number of SQL connections to the library that are specified
in DM Server Manager.
SQL Object % Usage Represents the number of SQL connections currently being used,
divided by the number of connections specified by the SQL Connection
Cache Size option in DM Server Manager.
SQL Objects used Indicates the number of SQL objects currently in use.
386 APPENDIX B
6 Continue selecting counters in this manner until all desired
counters are added to Performance Monitor.
C
Other Server Admin Tools
In This Appendix
This appendix describes two server tools that are not documented
elsewhere:
• Activity Log Purge (page 390)
• Add an External Library (page 392)
NOTE The purpose of this utility is to delete records from a database. This type of
activity imposes the inherent risk of data being lost. It is the responsibility of
the Hummingbird DM administrator to ensure that this utility is used as
intended. Though the utility attempts to prevent improper use through timely
prompts, it cannot guarantee proper use.
Keep last [0] Days of Activity: The utility saves records created in
the date range of today’s date minus the number of days you
390 APPENDIX C
specify here. To save this information for future executions of the
utility, select Save Range.
All Types: Select this option to select all activity types in the Select
Types list.
All Libraries: Select this option to select all libraries in the
Libraries list.
Save Range: Select this option to save the number specified in the
Keep last [0] Days of Activity field for future executions of the
utility.
Archive to File: To archive the deleted activity-log records in a text
file, specify a path and file name here. Click the table lookup
button (...) to see your folder structure.
The activity-log archive file contains columns of comma-delimited
activity-log table records. Each column is separated by a percent
sign (%)-delimited library name. Because multiple libraries can be
processed during a single purge session, the archive file can
contain archived records from multiple libraries. Do not modify
the activity-log archive file, because you may need it to restore the
purged records.
Libraries: Select the libraries to be purged. To purge all libraries,
select the option All Libraries. The total number of files that were
deleted are displayed after the utility runs.
Select Types: This pane lists the activity types tracked by the
activity log. Select the activity types you want to purge. To purge
all types, select the option All Types.
3 Click Start to initiate the purge utility.
To stop the purge utility before it finishes, click Cancel.
392 APPENDIX C
the Hummingbird DM Suite Installation Guide for library
generation instructions.
When you have completed the SQL vendor-specific information,
the Add Library utility creates the new library and copies the
appropriate data. When library generation is finished, click OK.
D
Security Regeneration
In This Appendix
396 APPENDIX D
click OK. Because the utility generates heavy document-server
activity, we recommend that you run it when demands on the
document server are low. Click OK.
ASP
A Active Server Pages. A Microsoft product
and file type for building applications for
ACL Internet Information Server.
access-control list. A component of the
Document Profile that specifies who can
Attaché
access the document (trustees) and the
operations they can perform. (ACL security A feature that lets users work with
is sometimes called “discretionary documents while disconnected from their
security.”) network.
GLOSSARY 399
C content search
See full-text search.
Check-in/Check-out
A feature that keeps track of documents Cost Recovery tool
users have copied from the system or locked A Server Admin Tool to extract information
on the system, noting when the documents from the library for the purposes of client
will be returned. billing.
current library
Check-in/Check-out integration
The library that the user is currently
An application-integration method that accessing. When users create a document, it
disables native ODMA integration for is added to their current library.
applications. Users can obtain documents by
checking them in and out of the library. customization
Documents created with an application Modifying the look and function of DM
using Check in/Check out integration can be Webtop, through either DM Admin or by
added to the library using the document writing custom code.
import feature.
D
Client Deployment Utility
A Hummingbird DM tool for configuring Database Import tool
various document management functions A Server Admin Tool to enter data from an
and distributing registry settings to users. electronic file into a Hummingbird DM
library’s tables.
common SQL logon account
A SQL username/password created during DCOM
library generation that is used by DM Server Distributed Component Object Model. A
to access the library to carry out user Microsoft protocol that handles connections
transactions. See also DOCSADM account. between clients and remote servers. When a
Hummingbird DM client user logs on,
compatible application DCOM performs an authentication
procedure to verify that the user has rights to
A third-party software application that DM Server.
processes files produced by another
application. DDE
Dynamic Data Exchange. This is a Windows
components feature that allows two programs, such as
Documents (word processing files, Hummingbird DM and an integrated
spreadsheets, images, etc.) or sub-folders application, to share data or send commands
that are assigned to a folder. directly to each other.
400
default library DM Extensions API
The library users connect to if they do not A Hummingbird DM software component
specify a library when they log on to that handles connections between
Hummingbird DM. Hummingbird DM clients and servers.
GLOSSARY 401
DM Viewer DOCSFusion
The document viewer for the DM Webtop. Hummingbird’s multi-tier document
Allows users to view any document type management system released prior to
found in a library, even if the associated development of Hummingbird DM.
application (for example: Microsoft Word
or WordPerfect) is not installed on the user’s DOCS Open
workstation. Hummingbird’s two-tier document
management system released prior to
DM Web Server development of Hummingbird DM.
A web-based component that runs the DM
Webtop and is used for administration of DOCS_SUPERVISORS group
the library, customization of the DM The Hummingbird DM library group
Webtop, and creation of deployment account whose members have
packages for users. administrative privileges.
402
document preview e-mail integration
A short HTML file containing the initial text The ability to integrate popular e-mail
or data of a stored document. applications with Hummingbird DM to
allow e-mail messages and attachments to be
document retention date saved to a library.
The date when a physical document is to be
removed from the document server. Easy Search
A DM Webtop feature that allows you to
document server quickly search for a phrase or set of words in
An area designated for storage of documents a document's content or Document Name.
in a Hummingbird DM repository.
event notification
document shadowing A feature that allows users accessing DM
A feature that saves a copy of a document on Webtop through the Hummingbird Portal
the user's workstation to prevent down time to define an event that will result in a
in the event the server is unavailable. wireless message being sent to the user. This
applies to e-mail notifications as well.
document type
explicit syntax
A Hummingbird DM library parameter that
defines storage instructions and other A literal interpretation of words entered into
characteristics of a document. a full-text search. Words are enclosed in
double quotation marks to designate explicit
syntax for the search.
DSA
Document Sentry Agent. A Windows 2000/
NT service that prevents access to F
documents outside of Hummingbird DM.
The sole access is through Hummingbird failover
DM clients, where the access rights set up by A Hummingbird DM feature that switches
the document’s author apply. Hummingbird DM client users from one
DM Server to another server if the initial
E server fails for any reason. See also FOLB and
load balancing.
e-Clip plug-in
A feature that allows users to access file part
predefined items such as specified folder A Hummingbird RM term designating a
content, public folders, workspaces, and subdivision of a file that contains one or
custom searches. more documents
GLOSSARY 403
file plan H
A Hummingbird RM term designating a
controlled set of terms that allows users to HCS
index and retrieve files, documents, and Hummingbird Core Services. A
records. Hummingbird component on the HCS
server(s) that is required for Hummingbird
FOLB Collaboration.
failover and load balancing. A feature that
allows a cluster of Hummingbird DM servers hit list
that share processing of user transactions.
The list of documents displayed after the
See also failover and load balancing.
user performs a search. Also known as
search-results.
folder
A container that holds documents and/or HTML forms
subfolders in an ordered fashion. Each
An HTML version of certain pages of the
folder and subfolder has an associated
DM Webtop user interface.
Document Profile.
404
Hummingbird Collaboration Server Hummingbird RM™
A Hummingbird Collaboration component Hummingbird’s records management
installed on the same server as system that manages and categorizes an
Hummingbird Core Services. organization’s electronic and physical
records.
Hummingbird Core Services (HCS)
server Hummingbird RM client component
In the Hummingbird DM context, an HCA
server authenticates a user’s logon A Hummingbird RM component on the
credentials when the user accesses DM DM Web Server that contains the RM
Webtop from Hummingbird Portal Extension for inclusion in deployment
packages.
Hummingbird DM Extensions
Interfaces to the Hummingbird DM client Hummingbird Portal™
through Microsoft Explorer and Outlook. Hummingbird’s intranet enterprise
information system.
Hummingbird Imaging™
A Hummingbird DM Companion Solution Hummingbird Web Publishing™
that allows users to access, control, and share
A Hummingbird DM Companion Solution
faxed and paper images as they do
that converts standard business content into
electronically generated documents.
Web sites without altering the source
documents.
Hummingbird KM™
An integrated suite of Hummingbird
software that lets users conduct single, I
unified searches across multiple information
sources, including indexes of Hummingbird Iconized on Desktop
DM libraries. A feature that places an icon for both Quick
Searches and Folders in the Folders and
Hummingbird Messaging Quick Searches application window,
A feature of Hummingbird Portal that lets allowing easy access to the feature.
users receive wireless short message service
(SMS) messages on their cell phone or a Import
notification through e-mail whenever a
specific event occurs. A feature that allows users to bring
individual documents into Hummingbird
DM.
Hummingbird DM WorkFlow™
A Hummingbird DM Companion Solution
that supports electronic routing of Indexer
documents across an organization. See DM Indexer.
GLOSSARY 405
Indexer server edit, and save documents to a Hummingbird
A dedicated Hummingbird DM server where DM library from within an application.
the indexing process is run and indexes are
stored. J
internet mode L
A communications channel through the DM
HTTP Service that allows users to access DM launch method
Webtop when out of the office or outside the The commands and associated parameters
firewall. by which integrated applications are started
through Hummingbird DM
intranet mode
library
A communications channel through DCOM
Hummingbird DM tables and columns in a
that enables intra-office communications
SQL database holding detailed information
between users and DM Webtop.
about each document, users and groups who
have access to documents, new or recently
index. edited documents that need full-text
See full-text index. indexing, archival data, and information
pertaining to management of documents
integrated application and the Hummingbird DM system itself.
An application in which Hummingbird DM
intercepts the File>New, File>Open, library, Hummingbird DM library
File>Retrieve, File>Save, and File>Save As Tables and columns in a SQL database that
operations and replaces them with either a define how documents are categorized and
Document Profile dialog box or Quick organized. The library also contains a record
Retrieve window. This allows users to create, (Document Profile) for each document and
406
a record for each Hummingbird DM user. user calls is distributed relatively evenly. See
See also: current library, default library, logon also FOLB and failover.
library, primary library, target library.
logon library
library generation The library to which a user is currently
An operation that populates the SQL logged on. Also used as the location to store
database with standard information for all workspace information and to define
Hummingbird DM libraries and can copy whether users may save documents to a
network users and groups into the library. remote library.
GLOSSARY 407
native commands (such as File>Save) are P
intercepted and the Hummingbird DM
commands are used. In passive integration, paper document
all of the menu commands are native, except A document that is not stored in electronic
the options on the Hummingbird DM format but is profiled by Hummingbird
menu. DM. Examples are charts, maps, blueprints,
and highly secure documents.
network alias
passive integration
A network user name/password that is An Application Integration method that
mapped, or “aliased,” to the user’s ID in a gives users the option to profile documents
Hummingbird DM library. in Hummingbird DM or to save documents
to their native application.
NOS
PCDOCS.INI file
Network operating system.
A file created when the first library in a
repository is generated. This file contains
NTSS information about each library in the
NT Security Service. A Windows 2000/NT Hummingbird DM repository.
service that allows Hummingbird DM to
secure documents on Windows 2000/NT performer
document servers. A Hummingbird DM WorkFlow term
indicating a user who receives a task as part
of a route created and sent by the originator.
O
phrase and proximity
ODMA Two types of complex full-text searches that
allow the user to search for phrases and
Open Document Management API.
words within a certain proximity of one
another.
ODMA Integration
An application-integration method for postprofiling
ODMA-compliant applications. See back-end profiling.
preprofiling
originator See front-end profiling.
A Hummingbird DM WorkFlow term
indicating the user who creates a route, primary library
defines a set of tasks, and sends it to one or The library affected when a Server Admin
more performers. Tool is run.
408
primary group Q
Hummingbird DM users can be members of
multiple groups in the Hummingbird DM QBE
library. The group selected as a user’s query by example. A search where the user
primary group defines the features, utilities provides known information about a
(tools), and profiles a user can access. document. Hummingbird DM locates
documents matching the search criteria.
profile form, profile entry form
A standard entry form for creating and Quick Retrieve
maintaining a Document Profile, which Feature that contains in one window all the
identifies and represents a document ways to search for documents. From a Quick
managed by Hummingbird DM. Retrieve window, a user can search by
document name, document number,
Profile on Send Recently Edited Documents list, Quick
Search list, templates list, or checked-out
A feature that allows users to profile
documents list. If the document cannot be
outgoing Outlook e-mail messages
located by these methods, the user can then
immediately upon being sent. This feature is
perform a profile search without leaving the
controlled by the Client Deployment Utility.
Quick Retrieve window.
Profile search
Quick Search
A document search where users find
A feature that allows users to save search
documents by matching any field on the
criteria for frequently performed searches.
Document Profile.
GLOSSARY 409
remote library route
A library that users can access when they are A Hummingbird DM WorkFlow term that
logged in to another library. designates the path of a workflow process.
rendition S
A document created by linking documents
contained in a folder and its subfolders. search form
A standard entry form for defining a full-text
repository, Hummingbird DM repository search. Also, QBE (query by example) search
An umbrella term that refers to the data form.
components of a Hummingbird DM system:
search library
• A SQL database containing the The library or libraries available to users for
Hummingbird DM library. searches.
• A file store containing one or more
document servers. search results
A list of all documents meeting search
• A full-text index of the stored criteria defined by the user in a specific
documents. search. Also referred to as a hit list.
410
Server Manager version of a document is saved as a sub-
See DM Server Manager. version.
shadowed document T
A document saved to a user’s workstation as
well as to the network. table lookup (drop-down) list
A predefined list of eligible entries for fields
Smart Check-in/Check-out on the Document Profile and Document
A browser-based plug-in that lets DM Profile search forms, set up by the
Webtop select a default location as the Hummingbird DM administrator. A table
starting point for all file transfers while still lookup drop-down list on a field is indicated
retaining the ability to change locations on a by an ellipsis button icon.
file-by-file basis.
target library
stage
The library governing a user’s rights and
A Hummingbird DM WorkFlow term privileges in the library being accessed.
indicating a specific part of a route. Stages
may be sequential or parallel.
task
status A Hummingbird DM WorkFlow term that
The current condition of a document (for indicates a specific action defined by the
example, Available or Checked-out). originator that is required of the performer.
stopwords template
Common words that are not full-text A standard document or form created by a
indexed, such as "and," "the," "from," and supervisor or administrator. Generally,
"but". users cannot create or edit templates; they
can only retrieve copies.
Storage Management tool
A Server Admin Tool to archive, move, transaction monitoring
delete, and restore documents from a A feature applicable to Windows document
document server. servers that ensures that documents
uploaded from the Hummingbird DM client
subfolder to DM Server are not saved to the document
A folder contained within another folder. server until the entire contents of the
document are successfully transmitted.
sub-version
A version of a document that is trustee
hierarchically associated with an existing A user or group that has been granted access
version. For example, an edit of an existing to a secured document.
GLOSSARY 411
U Web Publishing Scheduler
A component of Hummingbird Web
user synchronization Publishing that lets users automate the
A Hummingbird DM feature that allows the publishing of projects.
Hummingbird DM administrator to add
users to a Hummingbird DM library based Web Publishing Server Components
on the organizational, or "container" units Hummingbird Web Publishing software on a
defined in the network operating system. server machine that can communicate with
Also applies to Hummingbird DM the Hummingbird DM server. The server
WorkFlow, where library users need to be components include the Web Publishing
synched with the Hummingbird DM Scheduler and Web Publishing Engine.
WorkFlow library.
Hummingbird DM Extension for
Windows Explorer
V Access to the Hummingbird DM client
through the tree structure in Windows
validation tables
Explorer.
SQL tables in the Hummingbird DM library
containing data accessed through a lookup workspace
button on a form. A container holding references to
Hummingbird DM items such as
version documents, folders, and Quick Searches, as
An edition of a document attached to the well as URLs.
same profile. Versions allow the user to keep
track of all edits made to a document.
viewer
See DM Viewer.
W
Web Publishing Administration Tool
The client component of Hummingbird
Web Publishing that allows users to create
projects and manually translate Web
publications on the workstation.
412
Index
INDEX 413
Lotus Notes 360 help available 232
Microsoft Outlook 360
Profile on Send tab 365 D
Event handlers configuration 357 DDE settings
Exporting registry files 369 Adobe Acrobat 306
Forms configuration 356 applications using 305–310
Integration schemes configuration 358 configuring 219
Logging Options 366 DOCS Imaging 317
clustering servers for fail-over and load Lotus 1-2-3 315
balancing 41 Lotus WordPro 315
Compatible Apps Microsoft Excel 307
defining 222 Microsoft PowerPoint 308
Corel Suite Microsoft Project
custom components 279 Microsoft Visio 310
disabling ODMA integration 311 Microsoft Word 307
Presentations Presentations 314
DDE settings integration 314 Quattro Pro 313
disabling ODMA integration 311 WordPerfect 312
Quattro Pro Deployment package
DDE settings 313 assigning to a group 288
disabling ODMA integration 311 Automatic Deployment Utility 260
WordPerfect available components 282–287
DDE settings 311 creating 281
footer macro 333 custom components 278
Custom Parameter Definition definition 258
description 254 distributing 259
Custom Parameters installation overview 289
defining 254 installing
description 252 from alternate location 281
Custom Profile Default Maintenance from CD 281
overview 241 optional components
Custom Profile Defaults installing 292
overview 240 uninstalling 297
Custom Table Maintenance overview 277
overview 232 uninstalling 295
Custom Tables Directory Monitoring, definition 302
414
Disabling Interceptor integration 327 registry files 369
DM API configuration 246
DM clients F
security 109 fail-over and load balancing
security in NetWare-only environment 106 about 41
DM Server propagating the server list 120
performance monitor settings 383 propagation failures 120
starting and stopping the server 7 setting up a server list 43, 118
DM Webtop system requirements 117
Custom Parameters 252 with Indexer server 58
defining Custom Parameters 254 file type
DM API configuration 246 defining 226
HCS server support 112 listing 225
DOCS Imaging DDE settings 317 Filename Mask
setting up 221
Document Sentry Agent 103
using 220
document server
form default values 194
defining 155
forms for client applications, location 12
listing 153
document servers
G
access 112
Groups
NetWare 47, 103
adding new groups 171
purging the activity log 390
aliases 195
security 98, 101, 107
Attache settings 196
document type
default forms 185
defining 229
features 173
listing 227
Group Applications Form 193
DSA. See Document Sentry Agent
Group Master Form 187
Group Paper Form 189
E
Group Preferences 198
E-mail integration Group Primary Form 190
Client Deployment Utility settings 359 Group Profile Search Form 191
supported clients 335 Group Quick Retrieve Form 192
upgrading 336 listing 170
Exporting parameters 171
Interceptor settings 330 groups
INDEX 415
members 184 index properties 26
permissions 176 Indexer server 58
synchronization 202 Indexer user 60
utility access 179 monitoring index activities 78
versions 181 overview 56
GroupWise e-mail integration 335, 360 pausing an index for system backups 77
reindexing an index 33, 76
H SearchServer password 39
HCS server support 112 starting the Indexer 73
HTML rendering file formats 373 stopwords 79
system requirements 58
I troubleshooting problems 81
wildcards 78
Importing
Interceptor
Interceptor settings 331
adding new applications to 321
registry files 369
configuring new applications 321
index settings 17
definition 302
Indexes and Profiles
deny access to settings 332
adding keywords 239
disabling integration 327
Attachment to Index 233
editing launch method settings 327
Custom Profile Defaults 240
exporting settings 330
defining Attachment to Index 236
integrating applications 319
keywords 237
launching 320
maintaining Custom Profile Defaults 241
settings tab 329
indexing
index selection 17 K
log files 70, 78, 81
keywords
starting and stopping an index 40
adding 239
indexing with DM Indexer
listing 237
administering an index from a different
server 77
backing up and restoring an index 77
L
compressing an index 28, 34, 75 launch methods
creating an index 22, 61 selecting 213
deleting an index 25 setting up 215
index location 62, 66, 74 libraries
index log files 78, 81 default 17
416
inability to find 20 M
purging the activity log 390 Microsoft applications
security 96 as custom components 278
library generation, creating a new library from DDE settings 307–310
an existing library 392
Excel DDE settings 307
Library Parameters Outlook
changing terminology 162 e-mail integration 335
editing document server settings 155 upgrading e-mail integration 336
listing document servers 153 PowerPoint DDE settings 308
listing remote libraries 157 Project DDE settings 309
setting up a remote library 158 Visio DDE settings 310
System Attache settings 149 Word
system default values 138 DDE settings 307
system defaults 133 footer macros 333
INDEX 417
people library authentication 107
listing 164 NetWare document servers 103
performance monitor settings 383 network authentication 108
Plug-ins, configuring 344 network operating system level 98
Presentations, See Corel Suite NT Security Service 102
preview generation 125 reapplying trustees after recovery from
backup 396
Profile on Send 365
setting up 99
Project, See Microsoft applications
setting up client software 106
purging the Activity Log 390
users 99
Windows NT/2000 NTFS volumes 102
Q
Security Regeneration utility 396
Quattro Pro, See Corel Suite security, users in NetWare-only
Quick Save 353 environment 106
server clusters, defining 118
R Server Manager
Registry client application forms 12
exporting files to users 369 creating and managing indexes 21
exporting Interceptor settings 330 default library 17
importing Interceptor settings 331 fail-over and load balancing 41
importing new file 369 index settings 17
remote libraries 16 internal caches 51
listing 157 libraries 15
setting up 158 location of PCDOCS.INI file 11
results set settings 49 log settings 8
Run As Admin encryption 264 NetWare document servers 47
network logon preferences 13
S results set settings 49
SearchServer. See indexing with DM Indexer SearchServer password 39
security SQL connection cache size 19
about 90 starting and stopping 6
DM clients 109 starting and stopping the DM Indexer 40
document 89 starting and stopping the DM Server 7
Document Sentry Agent (DSA) 103 Shadow documents settings 350
document server access 112 SQL connection cache size, changing 19
library 96 SQL logins and passwords 96
418
stopwords form default values 194
DM Indexer 79 Group aliases 195
synchronization Group Applications Form 193
group 202 Group Attache settings 196
groups 202 Group Features 173
user 200 Group Master Form 187
System Parameters group members 184
Attache 149 Group Paper Form 189
system parameters group permissions 176
attache options, setting 149 Group Preferences 198
default values 138 Group Primary Form 190
defaults 133 Group Profile Search Form 191
features 136 Group Quick Retrieve Form 192
preferences 152 group synchronization 202
system permissions 142 group utility access 179
utilities 143 group version settings 181
versions 146 listing current groups 170
listing current users 164
T people 164
terminology user network aliases 167
changing 162 user synchronization 200
listing current 160 users, security setup 99
transaction monitoring 14 utilities
Activity Log Purge 390
U ADDLIB 392
users group access 179
adding new 165 Security Regeneration 396
adding to groups 184 system parameters 143
group membership 168
network aliases 167 V
synchronization 200 Validation Tables
Users and Groups Custom Ttables 232
adding new groups 171 DDE settings
adding new users 165 configuring 219
adding users to groups 168 defining applications 208
default Group forms 185 defining compatible applications 222
INDEX 419
document type 227, 229
file type 225
file type, modifying 226
Filename Mask 220
Filename Mask, setting up 221
maintaining Custom Tables 232
selecting launch methods 213
setting up applications 206
setting up launch methods 215
versions
group settings 181
system settings 146
W
Webtop Parameters 247
wildcards in content searches 78
Windows NT NTSF volumes, security 102
WordPerfect, See Corel Suite
420