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Hummingbird DM™

Administration Guide

Version 5.1
Hummingbird DM™ Administration Guide

Hummingbird DM Version 5.1

Copyright © 1998-2003 Hummingbird Ltd. All rights reserved.

Electronic Publication Date: March 2003

Hummingbird Ltd.
1 Sparks Avenue, Toronto, Ontario, Canada M2H 2W1
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Fax: 1 416 496 2207
E-mail: support@hummingbird.com or getinfo@hummingbird.com
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For more information, visit www.hummingbird.com

RESTRICTED RIGHTS. Unpublished rights reserved under the copyright laws of the United States
and any other appropriate countries. The SOFTWARE is provided with restricted rights. Use,
duplications, or disclosure by the U.S. Government is subject to restriction as set forth in
subparagraph (c) of The Rights in Technical Data and Computer Software clause at DFARS 252.227-
7013, and subparagraph (c)(1) of the Commercial Computer Software-Restricted Rights clause at 48
CFR 52.227-19, as applicable, similar clauses in the FAR and NASA FAR Supplement, any successor
or similar regulation.

Information in this document is subject to change without notice and does not represent a
commitment on the part of Hummingbird Ltd. Not all copyrights pertain to all products.

Hummingbird DM™ and Hummingbird RM™ are trademarks of Hummingbird Ltd. All other
names used herein are trademarks of their respective owners.

DISCLAIMER. Hummingbird Ltd. software and documentation have been tested and reviewed.
Nevertheless, Hummingbird Ltd. makes no warranty or representation, either express or implied,
with respect to the software and documentation included. In no event will Hummingbird Ltd. be
liable for direct, indirect, special, incidental, or consequential damages resulting from any defect in
the software or documentation included with these products. In particular, Hummingbird Ltd. shall
have no liability for any programs or data used with these products, including the cost of recovering
such programs or data.
Contents

Before You Begin...

Chapter 1 Setting DM Server Properties


About the DM Server Manager 4
Server State 4
Preferences 4
Libraries 4
SearchServer Indexes 4
Document Previews 4
Internal User 4
Indexing 4
FOLB Settings 4
NetWare Servers 5
Results 5
Caches 5
HCS Server 5
Starting Server Manager 6
Server State Tab: Stopping and Starting the DM Server Service 7
Preferences Tab 8
Log Settings 8
Location of the PCDOCS.INI File 11
Location of Forms Used by Hummingbird DM Client
Applications 12
Hummingbird Messaging Support 13
Network Logon Settings 13
Transaction Monitoring 14
Compression of Retrieved Documents 15

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

Chapter 2 Using the Hummingbird DM Indexer


About Full-Text Indexing 56
Content Searches by Users 56

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

Chapter 3 Document Access and Security


An Overview of Hummingbird DM Security 90
ACL Security 91
Primary Group Permissions 93
SQL Database Security 96
The Common Logon Account 96
SQL Administrator Accounts 96
Document Server Security 98
No NOS-Level Security 98
NOS-Level Security 98
Setting Up Security 99
Setting Up Users 99
Setting Up Generic Document Servers with Security 101
Setting Up Document Servers with NOS-Level Security 101
Setting Up the Client Software 106
Setting Up Client Users in a NetWare-Only Environment 106
Logging On and Accessing Document Servers 107
Information Required for Logons 107
Use of the Network Name in Logons 109
What Users See When They Log On 110
Hummingbird Authentication Service Support 112
Accessing a Document Server 112

Chapter 4 Failover and Load Balancing on Multiple DM Servers


About Failover and Load Balancing 116
System Requirements for Failover and Load Balancing 117
Setting Up a Server List 118
If the Propagation Fails 120

vi
Setting Up Failover Only 121
Selecting Options for Failover and Load Balancing 122
Polling Options 123

Chapter 5 Generating Previews of Stored Documents


About Document Previews 126
How Previews Are Displayed 126
Word Processing Formats 126
Presentation and Chart Formats 126
Spreadsheet Formats 127
Pixel-Type Graphics Formats 127
How Previews Are Generated 127

Chapter 6 Library Parameter Settings


Setting System Parameters 132
Setting System Features 136
Setting System Default Values 138
Setting System Permissions 142
Allowing Access to Hummingbird DM Utilities 143
Specifying Version Control Options 146
Setting Attache Options 149
Setting System Preferences 152
Working with Document Servers 153
Editing Document Server Settings 155
Working with Remote Libraries 157
Editing Remote Library Settings 158
Changing System Terminology 160
Using the Term Maintenance Page 161

Chapter 7 User and Group Settings


Managing Users 164
Listing Current Users 164
Adding or Maintaining User Listings 165
Configuring Network Aliases 167

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

Chapter 8 Validation Tables


Setting Up Applications 206
Maintaining Applications 208
Selecting Launch Methods 213
Setting Up Launch Methods 215
Configuring DDE Settings 219
Using Filename Masks 220
Setting Up File Name Masks 221
Setting Compatible Applications 222

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

Chapter 9 Indexes and Profiles


Attachments to Index 233
Using the Attachment to Index Maintenance Page 236
Keywords 237
Using the Keyword Maintenance Page 239
Custom Profile Defaults 240
Custom Profile Default Maintenance 241

Chapter 10 DM Webtop User Interface


DM API Configuration 246
Hummingbird DM Parameters 247
Custom Parameters 252
Custom Parameter Definition 254

Chapter 11 Deployment Packages


Deployment Packages 258
Distributing Deployment Packages 259
How to Use the Automatic Deployment Utility 260
Location of the Automatic Deployment Utility 260
About Automatic Deployment Packages 260
Create an Automatic Deployment Package 261
Prepare Installation Files 263
Run As Admin Encryption (Windows 2000 and XP Only) 264
Create a Response File 266
Upgrading Existing Hummingbird DM Installations Using Automatic
Deployment Packages 271
Testing the Automatic Deployment Package 272

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

Chapter 12 Configuring Application Integration for Hummingbird DM


Integration Methods 302
Applications Using DDE Settings 305
DDE Settings for Adobe Acrobat 306
DDE Settings for Microsoft Applications 307
Microsoft Visio DDE Settings 310
Application Integration for Corel Applications 311
DDE Settings for Lotus Applications 315
DDE Settings for Other Applications 317
Setting Up Application Integration 318
Active Integration 318
Passive Integration 318

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

Chapter 13 Hummingbird DM Client Deployment Utility


The Hummingbird DM Client Deployment Utility 342
Starting the Client Deployment Utility 343
The Plug-ins Configuration Screen 344
Document Management Configuration 345
The General Tab 345
The Performance Tab 346
The Logon Option Tab 354
Forms Configuration 356
Event Handlers Configuration 357
Integration Schemes Configuration 358
E-mail Integration Settings 359

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

Appendix A HTML Rendering File Formats


Word Processing Formats 374
Spreadsheet Formats 377
Database Formats 378
Standard Graphic Formats 379
High-End Graphic Formats 381
Presentation Formats 382

Appendix B Performance Monitor Settings


Counters for Hummingbird DM Server 384
Counters for Hummingbird DM Server Libraries 385
Adding Counters in Performance Monitor 386
Windows 2000 Server/Advanced Server Instructions 386
Windows NT Server Instructions 387

Appendix C Other Server Admin Tools


Activity Log Purge 390
Add an External Library 392

xii
Appendix D Security Regeneration
About Security Regeneration 396
Performing Security Regeneration 396

Chapter 14 Index

xiii
P r e f a c e

Before You Begin...

This guide explains how to manage your Hummingbird DM


environment.

The guide provides information for three categories of Hummingbird


DM administrators:

New Administrators: Those who are new to Hummingbird’s


document management products. These administrators have never
used DOCSFusion® or DOCS Open®, and are essentially “starting
from scratch.”

Existing DOCSFusion Administrators: Those who have a current


installation of DOCSFusion and are moving to Hummingbird DM
5.1.

DOCS Open Administrators: Those who are currently running


DOCS Open and want to implement Hummingbird DM to run
concurrently with and eventually replace DOCS Open.

The information in this guide is presented in the following chapters and


appendices. A check mark under your administrator category indicates
chapters of particular interest to you.

xv
Part 1 Administering the DM Server

Chapter Description

1 Setting DM Server Properties Using the DM Server Manager to


set various DM Server
properties.

2 Using the DM Indexer Using the DM Indexer and


SearchServer for full-text
indexing and searching of
documents.

3 Document Access and How Hummingbird DM security


Security secures documents and libraries,
and how to set up security.

4 Failover and Load Balancing Setting up failover and load


on Multiple DM Servers balancing among a cluster of DM
Servers.

5 Generating Previews of Setting up the document-preview


Stored Documents generator to provide user-
accessible previews of
documents in the repository.

Part 2 Administering the DM Web Server

Chapter Description

6 Library Parameter Settings Using the Web Admin Tool to set


up and maintain the library.

7 User and Group Settings Using the Web Admin Tool to


apply settings for library users
and groups.

xvi
8 Validation Tables Using the Web Admin Tool to
manage tables for applications,
document types, and custom
features.

9 Indexes and Profiles Setting up index stopwords,


custom profile defaults, and other
library parameters.

10 DM Webtop User Interface Configuring the Hummingbird


DM interface seen in user
browsers.

Part 3 Deployment and Application Integration

Chapter Description

11 Deployment Packages Creating deployment packages


for installation on user
workstations.

12 Configuring Application Configuring and using


Integration for Hummingbird applications with Hummingbird
DM DM.

13 Hummingbird DM Client Using the Client Configuration


Deployment Utility Utility to manage Hummingbird
DM features.

Part 4 Appendices and Index

Appendix Description

A HTML Rendering File The supported file types for


Formats HTML rendering on the DM
Webtop.

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.

C Other DM Server Admin Tools Using the utilities Activity Log


Purge and Adding an External
Library.

D Security Regeneration Using the Security Regeneration


utility.

xviii
P A R T

DM Server Administration
1
In This Section

Chapters 1 through 5 address administration of the DM Server:


• Setting DM Server properties.
• Full-text indexing of documents in the repository
• Setting up security for your Hummingbird DM repository
• Combining multiple DM servers for failover and load balancing of
client transactions.
• Setting up the document-preview generator.

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.

SETTING DM SERVER PROPERTIES 3


About the DM Server Manager
The DM Server Manager lets you set the following DM Server
properties:

Server State • Start and stop the DM Server service (page 7).

Preferences • Set up the logging feature (page 8).


• Specify the location of the PCDOCS.INI file (page 11).
• Specify the location of the client-application forms (page 12).
• Identify the URL for Hummingbird Portal Messaging Service
(page 13).
• Modify network logon settings (page 13).
• Turn off/on transaction monitoring (page 14).
• Turn on/off the document-compression option (page 15).

Libraries • Select the libraries to be used with DM Server(page 15).


• Change the default library that users log on to (page 17).
• For each library, select the index to be used for full-text searching
by users (page 17).
• Set the SQL-connection cache size for a library (page 19).

SearchServer • Set up the DM Indexer for full-text indexing with SearchServer


Indexes (page 21).

Document • Set up document previewing on individual libraries. (page 34).


Previews
Internal User • Identify the user name and password used by the DM Indexer and
the Document Preview Generator to access documents for
indexing and previewing (page 38).

Indexing • Start and stop indexing of document libraries (page 40).

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).

Results • Modify results-set settings (page 49).

Caches • Manage the internal caches (page 51).

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).

SETTING DM SERVER PROPERTIES 5


Starting Server Manager
To start Server Manager, click Start>ProgramsHummingbird>
Hummingbird DM Server 5.1>DM Server Manager. The DM Server
Manager window appears.

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.

SETTING DM SERVER PROPERTIES 7


Preferences Tab
On the Preferences tab, you can set properties governing DM Server.

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.

8 CHAPTER 1
• 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:

No Logging The logging feature is off.

Log All The logging feature is on. Calls to DM


Server, internal information, and SQL
transactions are logged. The
information includes the user’s ID and
current library. Note that because this
option logs so much data, selecting it
can significantly affect DM Server’s
performance.
Log Calls The logging feature is on, but only calls
to the DM Server are logged. The
information includes the user’s ID and
current library.
Log SQL Logs SQL statements.

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.

SETTING DM SERVER PROPERTIES 9


Log User Logins Logs when users log on to the DM
Server.
Log SearchServer Logs certain full-text indexing activities
Indexing by the DM Indexer. This information
can be used for diagnostic purposes by
Hummingbird Technical Support.

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:

10 CHAPTER 1
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

SETTING DM SERVER PROPERTIES 11


default, C:\Program Files\Hummingbird\DM Server\Program) when
you generate a library.
If you are running DOCS Open or DOCSFusion, your existing
PCDOCS.INI file may be located in a different folder, which you are
asked to specify when you install the DM Server software. During
installation, the file will be copied from the location you specify to the
DM Server \Program folder.
If you decide to move the PCDOCS.INI file to another location, or you
want to use a different copy of the file, you must specify the new
location to Server Manager.
To specify the PCDOCS.INI file location:

1 Click the Preferences tab.

2 Click the button in the field PCDOCS.INI Location, find the


PCDOCS.INI file, and click to select it.

3 Click Apply. Then click OK.

4 Restart the DM Server service.


Depending on the contents of the PCDOCS.INI file, you may want to:
• Change the default library, which is the library users connect to if
they do not specify a library when they log on to the
Hummingbird DM application.
• Change the libraries that are available to Hummingbird DM
Server.

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.

3 Click Apply. Then click OK.

4 Restart the DM Server service.

Hummingbird Hummingbird Messaging is a feature of Hummingbird Portal that lets


Messaging Support users receive wireless short message service (SMS) messages on their
cell phone or a notification via e-mail whenever a specific event occurs.
Users must subscribe to an event to be notified. DM Webtop users can
subscribe to document- or folder-related events such as document
check-in, check-out, edit, view, and access, and project updates. Other
events can be triggered externally by add-on products such as
Hummingbird DM WorkFlow.

To add support for Hummingbird Messaging, Hummingbird Portal


must be integrated with DM Webtop, and the Hummingbird Portal
URL must be identified on Server Manager’s Preferences tab:

The URL should be in the following format:

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.

SETTING DM SERVER PROPERTIES 13


• Default Password. This option tells DM Server to use the password
supplied during logon when the user requests access to a
document server where his or her logon credentials have not been
authenticated.
If this option is selected, it prevents DM Server from using one of
the grace logon attempts in organizations where users are allowed
only a few failed logon attempts before being locked out.
By default, these options are turned off. They are toggled on the
Preferences tab.

If you change either option, click Apply. Then click OK. Restarting the
DM Server service is not necessary after changing the network logon
settings.

Transaction The Commit Transaction Monitoring feature applies to Windows NT/


Monitoring 2000 document servers only. It ensures that documents uploaded from
the Hummingbird DM clients to DM Server are not saved to the
document server until the entire contents of the document have been
transmitted successfully.
If Commit Transaction Monitoring is turned off, documents are
divided into multiple streams of data and sent to DM Server one by
one. If the transmission is canceled before it completes, only a portion
of the document will be stored on the document server.
By default, Commit Transaction Monitoring is turned on. This option
is toggled on the Preferences tab:

Restart the DM Server service after changing this option.


If your organization has both Windows NT/2000 and NetWare
document servers, selecting this option provides transaction
monitoring only on the Windows document servers.

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.

SETTING DM SERVER PROPERTIES 15


• Set the SQL-connection cache size for each library.

• 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.)

• If a library name is selected (a check mark is in the check box


beside it), the library is available for users of Hummingbird DM
clients to log on to. To select a logon library for the DM Server,
click the check box next to the library name. Multiple libraries can
be selected.

• Remote libraries associated with a logon library can be displayed


by clicking . When a logon library is selected, all of its remote
libraries are automatically selected as well, making them available

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.

To change the default library:


1 Click the Libraries tab.
2 Verify that the check box next to the library you want is selected.
3 Click Properties to display the Library Properties dialog box.

4 In the Library field, click the down arrow and select the library
you want.
5 Select the option Server’s Default Library.

6 Click OK to return to the Libraries tab. The symbol should


appear next to the library you selected as the default. Click Apply
and OK.
7 Restart the DM Server service to have the new default library take
effect.

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.

SETTING DM SERVER PROPERTIES 17


Indexes are created by SearchServer. If you have multiple indexes for a
library, you can select up to 10 indexes for user access.

The selected indexes can be employed in a round-robin fashion to


provide high-performance searching or you can use one index for
searching and the others as backups in case the first index is not
available. See “Multiple Indexes for a Single Library” on page 74 for
details on how the multiple-index feature works.

To select one or more indexes for a library:

1 Click the Libraries tab. Then click Properties to display the Library
Properties dialog box.

2 In the Library field, select the library name.

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.

SETTING DM SERVER PROPERTIES 19


2 In the Library field, select the library whose cache size you want to
change.

3 In the SQL Connection Cache Size field, type the number of


connections to keep open. The maximum supported value is 20.
Click OK.

4 On the Libraries tab, click Apply and OK.

5 Restart the DM Server service to have the change take effect.

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:

3 Microsoft SQL Server


5 Oracle 9i or 8i
6 Sybase System 12 or Adaptive Server

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.

Username is the SQL account DM Server uses to access the database.


This is the name you specified on the Login Scheme dialog box during
library generation.
Password is an encrypted version of the password for the SQL logon
account.

SearchServer Indexes Tab


On the SearchServer Indexes tab, you can create and manage full-text
indexes. Full-text indexes allow users to perform searches for

SETTING DM SERVER PROPERTIES 21


documents against the entire contents of documents and text fields on
Document Profiles.

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:

1 Start Server Manager and select the SearchServer Indexes tab.

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.

SETTING DM SERVER PROPERTIES 23


5 Select the index and click Properties to define the properties of the
index. See “Modifying the Properties of an Index” on page 26 for
instructions.
6 When the properties are set up, click OK to return to the Add
Index dialog box. Click OK to return to the SearchServer Indexes
tab; then click Apply or OK to create the index.

The new index is initialized and ready to begin indexing documents.


Note that the initialization process sets up the index files and creates all
the index tables. It does not index existing documents in the library. To
index existing documents, you must first start the index (see “Starting
an Index” on page 73).

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.

SETTING DM SERVER PROPERTIES 25


Modifying the 1 On the SearchServer Indexes tab, select the index and click
Properties of an Properties. The Index Properties dialog box appears with the
Index Location & Sharing tab selected.

Index Name: The name of the current index is displayed here.


Data Source Name: By default, DM Server assigns an index a data
source name in the format <library name>_<number>.
Path-Default: If you are creating an index, select Default to store
the index in the default location, which is C:\Hummingbird\DM
Indexes. To store the index in a different location, enter the Path.
Remote-Shared: The option you select here depends on whether
you are running Server Manager from the Indexer server or from a
DM Server that handles requests from Hummingbird DM client
users.
Select Shared if the Indexer server is the local machine and users
will be accessing the index via other DM Servers or Hummingbird

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.

SETTING DM SERVER PROPERTIES 27


2 Click the Index Properties tab.

Language: Select the language of your documents and profiles. If


your documents are in a language other than the choices listed
here or you are not sure what to choose, select Other.

Advanced: This button invokes the Advanced Index Properties


dialog box. When you select a language, most of the advanced
properties are modified to the defaults for the language. See
“Advanced Index Properties” on page 31 for a description of the
options on this dialog box.

Compress Index: When a new document is created or a document


is changed, SearchServer indexes the new data in a temporary file
called <index name>.DYX. User searches are performed against
both the index and the DYX file until the DYX file is merged into
the index. The Compress Index option performs the merge
operation.

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.

SETTING DM SERVER PROPERTIES 29


3 Click Log File.

The index log contains a record of indexing activities, including:

— Times when the index was started and stopped.

— Times when the index paused for a backup and when it


resumed indexing after the backup.

— Times when the index was compressed.

— A list of the document numbers being indexed.

— Any errors that occurred during indexing.

By default, logging of index activities is turned on and the file is


located in the folder:

C:\Hummingbird\DM Indexes\<library name>\<index system


ID>\<index name>.xlg.

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.

Click Apply to have any changes you made take effect.

Advanced Index Properties


The Advanced Index Properties dialog box lets you set SearchServer
parameters for the index. When you select a language on the Index
Properties dialog box, most of the advanced properties are modified to
the defaults for the language.

Language: Select the language of your documents and profiles. If


your documents are in a language other than the choices listed
here or you are not sure what to choose, select Other. This field
designates a language that will be used by the linguistic engine,
which enables stem searches on words. In English, for example, a
stem search on “work” will find documents containing “worked”
and “working” as well as “work.”

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.

SETTING DM SERVER PROPERTIES 31


Wild Card Optimization: A wildcard is a character in a search
term that represents one or more characters that are not specified.
SearchServer supports two wildcard characters:

? question mark represents a single character

* asterisk represents any number of characters (including no


character)

Three wildcard optimization methods are available. Select the


method most appropriate for your system:

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.

See “Using Wildcards in Searches” on page 78 for more about


wildcards.

Enable Word Proximity: Proximity searches allow users to search


for words within a certain proximity of each other. Turning on the
ability to do proximity searches between words can affect indexing
performance and increase the size of the index.

Generate Term Vectors: Selecting this option generates term


vectors for each indexed document, which allows Hummingbird
KM™ to perform results-list clustering on the index. A term vector
is a list of significant words and noun phrases in a document.
When a user performs a search, Hummingbird KM analyzes the
term vectors for each returned document, identifies the common
terms, and returns a results list with the documents grouped by
theme. When this option is selected, a document abstract will be
generated and displayed in Hummingbird KM WebFIND.

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.

The following languages are supported: English, French, German,


and Italian. See your Hummingbird KM documentation for more
information.

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:

1 On the SearchServer Indexes tab, select the index you want to


reindex.

2 In the Maintenance box, select one of the following reindexing


options:

Everything to reindex the entire document library (except those


documents for which Enable Content Searching is not selected on
the Document Profile).

From and a date to reindex from the specified date.

The Indexer will reindex all documents that were indexed between
the From date and today, inclusive. This includes new documents

SETTING DM SERVER PROPERTIES 33


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.
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.

Document Previews Tab


Hummingbird DM gives users the option of displaying short HTML
previews of documents. This feature saves document-retrieval time and

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

SETTING DM SERVER PROPERTIES 35


generation until you change the startup type. By default, Startup Type
is set to Manual, which means that preview generation must be started
manually by the DM administrator.
To regenerate previews for a selected library, you have two options:
Everything: Regenerate all documents in the library.
From: Regenerate previews only on documents for which
previews were generated between the From date and today,
inclusive. This includes new documents plus existing documents.
To modify the preview-generation properties for a selected library, click
Properties.

Code page: Make a selection here based on language of the


library’s documents.
Generate Netscape-Compatible HTML: Certain graphic formats
are not shown properly in the Netscape browser. Selecting this
option generates previews without graphics.

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

SETTING DM SERVER PROPERTIES 37


You can select another location if you prefer.

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.

Internal User Tab


On the Internal User tab, you can identify the Hummingbird DM
library user ID used by the DM Indexer and the Document Preview
Generator.

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.

Any Hummingbird DM user ID with these rights can be designated as


the internal user. Once this account has been established, it must be
identified to Server Manager on the Indexer server:

1 Start Server Manager and click the Internal User tab.

2 Enter the user name and password of the internal Hummingbird


DM user account. You cannot enter a domain name because DM
Server gives you the ability to use the account over multiple
domains. If you do this, however, the password must be the same
in every domain.

SETTING DM SERVER PROPERTIES 39


3 Click Apply and Close.

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.

FOLB Settings Tab


If your organization employs multiple DM Servers, you can connect
them in a cluster to implement failover and load balancing (FOLB) of
requests from Hummingbird DM client users. A cluster is a group of
DM Servers on the same network serving the same set of libraries.
• The failover feature automatically switches Hummingbird DM
client users from one DM Server to another in the cluster if the
initial server fails for any reason. You have the option of

SETTING DM SERVER PROPERTIES 41


implementing the failover capability alone or integrating it with
the load-balancing capability. The failover feature provides a high
degree of fault tolerance to the cluster of DM Servers. Typically,
only the last user request will need to be resubmitted in the event
of a server failure.
• The load-balancing component distributes users’ requests among
the servers in the cluster so that the load of user calls is distributed
relatively evenly. You can choose from two load-balancing
methods: round robin and CPU utilization. Under the round-
robin method, client-user requests are assigned in rotation among
the servers in the cluster. Under the CPU utilization method, each
client polls the servers to find one that has less than 75 percent
utilization and sends its request to that machine.
The following paragraphs walk you through the steps required to define
a server cluster and select the FOLB settings. But before setting up
failover and load balancing, we recommend you familiarize yourself
with how these features work. Chapter 4 describes what happens in an
FOLB environment, the system requirements for FOLB, and the
implications of the various FOLB settings.

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.

3 Repeat step 2 for all servers in the cluster.

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.

SETTING DM SERVER PROPERTIES 43


5 Server Manager asks if you want to propagate the new server list
now or later.
If you click Now, the server list is propagated to all servers in the
cluster. The server list of each server will bear a time stamp that
reflects when you initiated the propagation. During the
propagation, messages are displayed indicating the time stamp of
the server list at each server. The time stamps should all be the
same. If they are not, see “If the Propagation Fails” on page 120 for
instructions.
If you click Propagate Later, you can return to the FOLB Settings
tab at a later time and click Propagate Current Server List to bring
up the Propagating New Server List dialog box. This dialog box has
two options:
Propagate Now—Updates the time stamp of the new server list
and sends it to each server in the cluster. Choose this option when
you are:
— Adding a new server to the cluster.
— Removing a server from the cluster for reconfiguring or
disposal.
— Renaming a server in the cluster.
Propagate Manually—Closes the dialog box and applies your
changes only on the server you are making the changes from; no
other servers in the cluster are updated. You can return to this
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. Choose this option when you
are:
— Removing a server from the cluster when you intend to
continue using the server as a DM Server, such as a dedicated
DM Indexer Server.
— Disabling FOLB but continuing using the server as a DM
Server.
If you were to use Propagate Now instead of Propagate Manually
in either of these situations, the DM Server would be removed

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.

6 When the propagation is finished, click OK and exit Server


Manager.

Selecting FOLB To select the FOLB features used by DM Web Servers:


Settings 1 On the FOLB Settings tab, click Set Client Parameters. The FOLB
Client Parameters dialog box appears.

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:

Round Robin—This method is the default for load balancing.


Under the round robin method, user requests are assigned in
rotation among the servers in the cluster. The server list is ordered

SETTING DM SERVER PROPERTIES 45


alphabetically, so the first request from a user goes to Server A, the
second request from that user goes to Server B, and so on.

CPU Utilization—Under this method, each Hummingbird DM


client polls the DM Servers to find one with less than 75 percent
CPU utilization and sends the request to that machine. If, during
the polling process, the client detects an offline DM Server, the
server will be suspended from the server list until it comes back
online. While the server is down, requests automatically failover to
the next server in the list.

If you want the failover capability but do not want to implement


load balancing, select the Fail Over Only option. With Fail Over
Only, you must designate a primary server to receive all user
transactions. If the primary server fails, transactions are sent to the
next online server in the server list. When the primary server
comes back up, it will resume all processing of user transactions.

3 Select one of the three FOLB Polling Parameters:

Poll Failed Servers—If a user sends a transaction to an offline


server, the server is effectively suspended from the DM Web
Server’s server list until it comes back up. The DM Web Server 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, the DM Web Server


polls all servers in the cluster to confirm they are online. Offline
servers are effectively suspended from each DM Web Server’s
server list until they come back up. This polling option has the
advantage of suspending an offline server from the DM Web
Server’s server list before it sends a request, preventing delays in
the processing of transactions. However, it tends to increase
network traffic.

Do Not Poll Servers—DM Web Servers do not poll DM Servers. If


a server is unable to process a transaction, it is removed from a
DM Web Server’s server list. When it comes back online, it is not
returned to the server list, as it would be if polling were turned on.
To restore the server to the DM Web Server’s server list, the DM
Web Server must be restarted.

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.

5 Click OK to return to the FOLB Settings tab.

You must restart the DM Web Server to have changes to these options
take effect.

NetWare Servers Tab


Use the NetWare Servers tab to set up the DM Server to access
documents on NetWare document servers.

SETTING DM SERVER PROPERTIES 47


The DM Server reads the NetWare server names from the libraries
selected on the Libraries tab and displays them in the Server Name list.
DM Server determines whether each server is NetWare 5.x or 6.x. For
these servers, specify the following:
• NDS Tree Name. This field should contain only the tree name, not
a backslash or any other character.
• NDS Context. This field should display only the container
associated with the Hummingbird DM service account and all
parent containers to that container. Do not include the tree name.
• User name (for Hummingbird DM network access). This field
should display only the user name of the Hummingbird DM
service account. Do not include container or tree names.
• Password
• Confirm Password
For example, you might specify the following:
NDS Tree Name Andromeda_tree
NDS Context DM.techs.support
User name DMAdmin
Password *******
Click Apply to have the server-access information take effect. Server
Manager does not verify that server names are valid. This is done by
DM Server when a document server is accessed.
If you change the name or password of the account that DM Server
uses for NetWare access, you must restart the DM Server service to have
the change 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 following results set settings are specified in Server Manager:

• The maximum size of an individual results set.

• The total amount of virtual memory for caching results.

• 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.

• The number of documents displayed in users’ recently edited


documents lists.

SETTING DM SERVER PROPERTIES 49


Maximum Size of It is important to keep a single search execution from consuming too
Results Sets much memory. In the Maximum Size field, specify the size in kilobytes.
The default value is 1000 KB. Click Apply and OK to apply the change.

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

SETTING DM SERVER PROPERTIES 51


• Daily
• Twice-Daily
• Hourly
You can check the statistics or settings, or update the caches, for any of
the following:
• DB Schema Information: Update the cache when new columns or
tables are added to a database. Changes made in DM Designer are
not reflected until the cache is refreshed.
• DOCSObject ClassIDs: This is an internal DM Server cache to
support plug-in server objects. It does not require refreshing.
• Group Information for Library: This cache contains the contents
of the GROUP table and related information such as user default
values in profile forms.
• Hummingbird DM Network Aliases: This cache holds network
IDs for all supported networks, such as Windows NT and
NetWare. (Users specify the NetWare user information on Server
Manager’s NetWare Servers tab.) Rather than creating a network
alias for the Hummingbird DM service account for each library,
DM Server stores the network IDs for each supported network and
uses them to access the document servers on different networks.
The Fusion Network Aliases cache should be refreshed whenever
the NetWare Servers information is changed or when Windows
NT users are changed or disabled at the NOS level.
• Library Information: Update the cache when you modify group
or user information. Also update the cache when you change any
library maintenance parameters.
• Object Schema Information: Update this cache when you change
forms, such as property names and their SQL definitions on a
form. If you change a form in DM Designer, be aware that the form
will not be changed in DM Server until the cache is refreshed.
• SearchServer Index Information: This cache holds information
about a full-text index, including the DSN name and lists of the
column names (schema) and physical index names (for
multicomponent indexes). It also holds a pool of ODBC
connections to the index, which are used for searching. Refresh

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.

Selecting an HCS Server


DM Server can communicate with a Hummingbird Core Services
(HCS) server to support the use of DM Webtop through
Hummingbird Portal. Through the HCS server, users can provide a
single set of logon credentials to access DM Webtop via their
organization’s Hummingbird Portal. When a user logs on to
Hummingbird Portal, the HCS server authenticates the user's Windows
2000/NT network credentials and sends this information to DM
Webtop for use when the user logs on to DM Server.
DM Server communicates with the HCS server via its internal HCS
Authentication Client, which is installed with the DM Server software.
The HCS server can be installed and configured on the same machine
as DM Server or on a different server on the network. The HCS Server

SETTING DM SERVER PROPERTIES 53


tab lets you identify the server authenticating a user’s logon credentials
when the user accesses DM Webtop from Hummingbird Portal.

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

This chapter explains how to set up and manage the Hummingbird DM


Indexer for full-text indexing of document libraries. Full-text indexing
helps users quickly locate documents by searching the document
contents for specified search terms.

NOTE Information on performing full-text searches, including a list of search


operators, can be found in the online manuals Using Hummingbird DM
Webtop and Using Hummingbird DM Extensions.

USING THE HUMMINGBIRD DM INDEXER 55


About Full-Text Indexing
Content Searches When users initiate a search for a document, they have the option of
by Users performing a content search of the document and Document Profile.
Content searches, also known as full-text searches, allow users to search
the entire contents of documents and profiles stored in the DM
repository. Users can search on a word or a phrase. They can also apply
more complex search criteria, such as Boolean expressions, which
narrow the search to specific documents meeting those criteria.
Before a document’s contents can be searched, the document and its
profile must undergo a process called indexing. During this process, the
DM Indexer reads the document and profile, extracting information
about words in the document. This information is placed into an index.
When the user performs a content search, the index is scanned for
terms meeting the user’s search criteria. Upon completion of the scan,
a hit list is returned showing the documents matching the user’s query.
It is the Hummingbird DM administrator’s job to initialize the index
for each library and to monitor the indexing process to ensure smooth
and efficient operation.

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.

The indexing process also maintains several system tables associated


with the index.

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).

The last version of a document or a designated attachment (but not


both) is indexed. Previous versions and sub-versions are not indexed.
The Attachments to Index feature in Library Maintenance lets you
indicate which document-attachment types (for example, TXT) will be
indexed. If a document has an attachment (or attachments) and the
attachment’s label is in the Attachments to Index list, the attachment is
indexed instead of the document itself. (The Attachment to Index list
is maintained in Library Maintenance.)
In Library Maintenance, the Hummingbird DM administrator can set
documents to be indexed based on Document Type. Users of
Hummingbird DM clients can override this setting when they edit the
Document Profile by selecting or clearing the option Enable Content
Searching.

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.

USING THE HUMMINGBIRD DM INDEXER 57


System Requirements for Indexing
This section describes how your supporting system must be set up to
create an index and run the DM Indexer.

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.

If you have a cluster of DM Servers for failover and load-balancing


purposes, the Indexer server should not be a member of the cluster. The
cluster servers can be set up to access the index(es) on the Indexer
server.
The Indexer server should be configured to connect to all network
resources—that is, all document servers and libraries—for the libraries
they are indexing. The Indexer should not be in a different domain than
either the library or document servers. In segmented networks, the
indexer should be in the same segment as the library and document
servers.
To ensure adequate and consistent throughput, the Indexer server
should be on the same switch or hub as the library and document
servers. Physical requirements for connectivity hardware are dependent
on factors such as number of users, average size of the documents to be
indexed, and network architecture.
If anti-virus software is installed on the Indexer server, all index files
must be excluded from the scan.
The number of Indexer servers needed to support indexing depends on
the number and complexity of your documents. Assuming sufficient
processing resources, a single Indexer server may be adequate to handle
all indexing, even if your organization has multiple libraries and
maintains multiple indexes for each library.

58 CHAPTER 2
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

USING THE HUMMINGBIRD DM INDEXER 59


on index size. (See “Using Wildcards in Searches” on page 78 for more
information.)
Memory requirements can vary widely. They are affected by the size of
the repository as well as the complexity of the documents. A rule of
thumb is 1 MB of memory for every 1,000 documents.
For optimum performance, ensure that the Indexer does not have to
compete with other processes on the same machine. We recommend
you clear the Indexer server of other software, especially unneeded
drivers and other processes that require processor time or input/output
bandwidth.
We also recommend that the Indexer server be equipped with an
uninterruptible power supply (UPS) to prevent corruption of indexes
in the event of a power failure.

Operating Windows 2000 Advanced Server


System Windows 2000 Server
Windows NT Server 4.0

Memory 512 MB Or 1 MB per 1,000 documents,


whichever is greater.

Processor Dual Pentium 600


or greater

Disk Space Minimum: 30 to 40 MB of disk space for every


50 MB of documents

Recommended: Disk space equivalent to the


amount occupied by the document
library.

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.

NOTE Documents that use application-specific security cannot be accessed by the


Indexer. For example, if a password is applied to a Microsoft Word
document, the document cannot be indexed.

Creating an Index and Putting It into Production


The following instructions explain how to create an index and make it
available to users for searching. We assume that the index is maintained

USING THE HUMMINGBIRD DM INDEXER 61


by a dedicated Indexer server and will be accessed by users via a cluster
of DM Servers that handle user requests.

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.

62 CHAPTER 2
To create an index:
1 On the Indexer server, start Server Manager and select the
SearchServer Indexes tab.

USING THE HUMMINGBIRD DM INDEXER 63


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 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.

USING THE HUMMINGBIRD DM INDEXER 65


a Location & Sharing tab:

Index Name: If you want to change the default index name,


modify the name in this field.

Data Source Name: By default, DM Server assigns an index a data


source name in the format <library name>_<number>.

Path—Default: Select Default to store the index in the default


location, which is C:\Hummingbird\DM Indexes. To store the
index in a different location, enter the Path. See “Identifying the
Index Location” on page 62 for index-location requirements.

Remote—Shared: The option you select here depends on whether


you are running Server Manager from the Indexer server or from a
DM Server that handles requests from client applications.

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.

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.

USING THE HUMMINGBIRD DM INDEXER 67


b Index Properties tab:

Language: Select the language of your documents and profiles. If


your documents are in a language other than the choices listed
here or you are not sure what to choose, select Other.
Advanced: This button invokes the Advanced Index Properties
dialog box. When you select a language, most of the advanced
properties are modified to the defaults for the language. A
description of the advanced index properties begins on page 31.
Compress Index: When a new document is created or a document
is changed, SearchServer indexes the new data in a temporary file
called <index name>.DYX. User searches are performed against
both the index and the DYX file until the DYX file is merged into
the index. The Compress Index option performs the merge
operation.
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

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.

USING THE HUMMINGBIRD DM INDEXER 69


c Log File tab:

The index log contains a record of indexing activities, including:

• Times when the index was started and stopped.

• Times when the index paused for a backup and when it resumed
indexing after the backup.

• Times when the index was compressed.

• A list of the documents being indexed by document number.

• Any errors that occurred during indexing.

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.

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.

USING THE HUMMINGBIRD DM INDEXER 71


When the properties are set up, click OK to return to the Add Index
dialog box. Click OK to return to the SearchServer tab; then click Apply
or OK to create the index.

The new index is initialized and ready to begin indexing documents.


Note that the initialization process sets up the index files and creates all
the index tables. It does not index documents. When the index is
started, it will begin indexing documents.

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:

USING THE HUMMINGBIRD DM INDEXER 73


1 On the Libraries tab, click to put a check mark next to the library
you want users to be able to search. Then highlight the library
name and click Properties.
2 On the Library Properties dialog box, click Add.
3 On the Select a Full-Text Index dialog box, highlight the index to
be used for searching and click OK.
4 Repeat steps 1 through 3 for any additional libraries.
5 On the Libraries tab, click Apply.

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.

Compressing an When a new document is created or a document is changed,


Index SearchServer indexes the new data in a temporary file called <index
name>.DYX. User searches are performed against both the index and
the DYX file until the DYX file is merged into the index. The Compress
Index option in Server Manager merges the index with the DYX file.
The index should be compressed before the DYX file exceeds a few
hundred megabytes—preferably well before the file grows that large.
Typically, the DYX file is twice as large as the size of all new or edited
documents, so the DYX file can grow quickly in organizations where
numerous documents are edited on a daily basis. The size of each
index’s DYX file is displayed in Server Manager on the SearchServer
Indexes tab.
The index compression can be scheduled to occur automatically on a
weekly or daily basis, and we encourage you to set a schedule for this
important maintenance task. Compression can also be done manually
whenever it appears that the DYX file is growing so large that it is
affecting indexing and searching performance.
To schedule a regular compression of the index, follow the instructions
on page 28. The Indexer will automatically be stopped while the index
is undergoing compression, so documents will not be indexed. User
searching can continue during a compression.

USING THE HUMMINGBIRD DM INDEXER 75


We recommend that you monitor the size of the DYX file, particularly
when creating a new index. If the file grows so large that it affects
performance, follow the instructions on page 34 to manually compress
the index. If you find yourself doing frequent manual compressions, set
up the automatic compression to occur daily rather than weekly.

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:

1 On the SearchServer tab, select the index you want to reindex.

2 In the Maintenance box, select one of the following reindexing


options:

Everything to reindex the entire repository (except those


documents for which Enable Content Searching is not selected on
the Document Profile).

From and a date to reindex from the specified date.

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.

Backing Up an To back up an index:


Index 1 Stop the Indexer.
2 Back up all files in the index folder.
3 Restart the indexer when the backup is finished.

Restoring an Index To restore an index from a backup:


from a Backup 1 Stop the DM Server service by going to the Server State tab in
Server Manager and clicking Stop.
2 If the index is on a dedicated Indexer, stop the DOCSFusion SS
Server service by going to Control Panel>Services and stopping
the service.
3 Restore the backup to the index directory.
4 When the restoration is finished, restart the DOCSFusion SS
Server service.

USING THE HUMMINGBIRD DM INDEXER 77


5 Restart the Indexer by going to Server Manager’s Indexing tab and
clicking Start.
6 Reindex the index from the date of the backup. See “Reindexing an
Index” on page 76 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.

Deleting an Index See “Deleting an Index” on page 25 for instructions.

Using Wildcards in Searches


A wildcard is a character in a search term that represents one or more
characters that are not specified. SearchServer supports two wildcard
characters:
• the question mark (?) represents a single character.

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.

Using Stopwords to Speed Searching


A stopword is a word ignored by the DM Indexer. When users perform
content searches against stopwords, or phrases containing stopwords,
the Indexer does not search against those words. However, it does
search against the other words in the search phrase and returns a hit list
of the matches against the non-stopwords.
Designating stopwords can speed up searches, because it reduces the
number of entries in the index. Words such as and, the, and of are
typical stopwords.
Hummingbird DM provides a standard stopword list for each
supported language. To add words to the list, edit the file. The stopword

USING THE HUMMINGBIRD DM INDEXER 79


lists are located in \Program Files\Hummingbird\DM
Server\SSK\Fultext. Look for the file <language>.STP, where
<language> is your language. We recommend you call Hummingbird
Technical Support before changing a stopword list.

Changing the stopword list automatically invokes reindexing of the


repository. This means that all documents are reindexed under the new
stopword list, a process that could take some time. Before changing the
stopword list, you should determine whether the modifications are
worth the time and resources required to reindex the repository.

Configuration Options for Full-Text Indexing

DM Server Two settings on Server Manager’s Results tab affect full-text search
Manager results returned to users.

• Maximum size (KB) controls the maximum size, in memory, of


results sets. The idea here is to prevent a single search execution
from consuming too much server memory.

• Maximum total size (KB) specifies the total amount of memory


that can be used for caching. This takes into account the maximum
size for each set of search results. The setting can affect the number
of search results users receive.

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.

In situations where multiple DM Servers are employed, with one a


dedicated indexer server, the server that is designated as the "primary"
is the server where changes to results set settings should be made. If
your organization uses FOLB, the changes should be made to both the
"primary" and "secondary" DM Servers in the cluster.

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.)

DM Extensions and Integrated Applications


The Quick Search List setting in the Implementation Tool controls the
maximum number of items in search-result lists for users of the DM
Extensions and integrated applications. If users want to receive more
than the default number of search results, this setting can be increased,
but keep in mind that the number of search results can also be
constrained by the maximum results-set size specified on Server
Manager’s Results tab. The number should not be reduced below the
default value.

Troubleshooting Index Problems


Viewing the Index The index log file contains an entry for each action performed by the
Log File Indexer against an index. It lists the document numbers of the
documents that have been indexed, any errors that occurred, and times
when the Indexer was started and stopped.
Each index has its own log file—<index name>.XLG—stored in the
same folder as the index files.
The log file can be accessed when the Indexer is running or stopped. To
view the log file, run Server Manager and select the SearchServer
Indexes tab. Select the index, click Properties, and select the Log File
tab.
For problems when setting up an index, you should also check the
Windows NT/2000 event log.
For problems when compressing an index, check the compression
log—<index name>.LOG—stored in the same folder as index files. To
view this log, open it in any text editor.

USING THE HUMMINGBIRD DM INDEXER 81


Disabled Search- If an indexed document is modified and the index is not updated
Term Highlighting (because the Indexer is not running), the document is displayed
without search-term highlighting (Viewer or HTML rendition).
Depending on the client application, the user may receive a warning
that highlighting is disabled. Advise your users that this condition will
disappear once the Indexer is restarted.

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.

Document File Formats Recognized by the Indexer


The DM Indexer uses technology from the viewer application Outside
In by Stellent to identify file formats. Outside In recognizes more than
200 file formats, which are listed below.
If Outside In fails to recognize a file format, the document is indexed as
a text file, but only if it passes the following text-file test:
• The first 4-KB portion of the file is scanned for one or more NULL
characters (hex 00).
• If this portion of the file contains NULL characters, it is not a text
file and it is not indexed.
The recognized file formats listed below apply to Outside In 7.5.

Word Processing Formats—Generic Text


ANSI Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 & 8 bit
ASCII Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 & 8 bit
HTML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 3.0
IBM FFT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . All versions
IBM Revisable Form Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . All versions
Microsoft Rich Text Format (RTF) . . . . . . . . . . . . . . . . . . . . . . . . All versions
Text Mail (MIME)
Unicode Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . All versions
WML . . . . . . . . . . . . . . . . . . . . . . . . Compatible with WML specification 5.2

Word Processing Formats—DOS Word Processors


DEC WPS Plus (DX) . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 4.0
DEC WPS Plus (WPL) . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 4.1
DisplayWrite 2 & 3 (TXT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . All versions
DisplayWrite 4 & 5 . . . . . . . . . . . . . . . . . . . . . Versions through Release 2.0
Enable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 3.0, 4.0 and 4.5
First Choice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 3.0
Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3.0

USING THE HUMMINGBIRD DM INDEXER 83


IBM Writing Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.01
Lotus Manuscript . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2.0
MASS11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 8.0
Microsoft Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 6.0
Microsoft Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2.0
MultiMate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 4.0
Navy DIF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . All versions
Nota Bene . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3.0
Novell WordPerfect . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 6.1
Office Writer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 4.0 - 6.0
PC-File Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 5.0
PC-File+ Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3.0
PFS:Write . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions A, B and C
Professional Write . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2.1
Q&A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2.0
Samna Word . . . . . . . . . . . . . . . . . . . . . .Versions through Samna Word IV+
SmartWare II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.02
Sprint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 1.0
Total Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.2
Volkswriter 3 & 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 1.0
Wang PC (IWP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2.6
WordMARC . . . . . . . . . . . . . . . . . . . . . . . . Versions through Composer Plus
WordStar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 7.0
WordStar 2000. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3.0
XyWrite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through III Plus

Word Processing Formats—Windows


Adobe FrameMaker (MIF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 6.0
JustSystems Ichitaro . . . . . . . . . . . . . . . . . . . . Versions 5.0, 6.0, 8.0 and 9.0
JustWrite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3.0
Legacy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 1.1
Lotus AMI/AMI Professional . . . . . . . . . . . . . . . . . . . . . Versions through 3.1
Lotus Word Pro . . . . . . . . . . . . . Versions 96 through Millennium Edition 9.6
Microsoft Windows Write . . . . . . . . . . . . . . . . . . . . . . . Versions through 3.0
Microsoft Word for Windows . . . . . . . . . . . . . . . . . . . Versions through 2002
Microsoft WordPad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . All versions
Microsoft Works for Windows . . . . . . . . . . . . . . . . . . . Versions through 4.0

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

USING THE HUMMINGBIRD DM INDEXER 85


Lotus 1-2-3 (DOS & Windows) . . . . . . . . . . . . . . . . . . . Versions through 5.0
Lotus 1-2-3 (OS/2 including charts) . . . . . . . . . . . . . . . Versions through 2.0
Lotus 1-2-3 Charts (DOS & Windows) . . . . . . . . . . . . . Versions through 5.0
Lotus 1-2-3 for SmartSuite. . . . . . . . . . . . . . . . . Versions 97 - Millennium 9.6
Lotus Symphony . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 1.0,1.1 and 2.0
Microsoft Excel Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 2.x - 7.0
Microsoft Excel Macintosh . . . . . . . . . . . . . . . . Versions 3.0 – 4.0, 98, 2001
Microsoft Excel Windows . . . . . . . . . . . . . . . . . . Versions 2.2 through 2002
Microsoft Multiplan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 4.0
Microsoft Works for Windows . . . . . . . . . . . . . . . . . . . . Versions through 4.0
Microsoft Works (DOS) . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2.0
Microsoft Works (Mac) . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2.0
Mosaic Twin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2.5
Novell Perfect Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2.0
PFS:Professional Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.0
Quattro Pro for DOS . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 5.0
Quattro Pro for Windows . . . . . . . . . . . . . . . . . . . . . . . Versions through 10
SmartWare II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.02
StarOffice Calc for Windows and UNIX . . . . . . . . . . . . . . . . . . . . Version 5.2
SuperCalc 5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 4.0
VP Planner 3D . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1.0

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

USING THE HUMMINGBIRD DM INDEXER 87


Portable Network Graphics (PNG) . . . . . . . . . . . . . . . . . . . . . . . Version 1.0
Portable Pixmap (PPM) . . . . . . . . . . . . . . . . . . . . . . . . . No specific version
Postscript (PS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Level II
Progressive JPEG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . No specific version
Sun Raster (SRS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . No specific version
TIFF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 6
TIFF CCITT Group 3 & 4 . . . . . . . . . . . . . . . . . . . . . . . . Versions through 6
Truevision TGA (TARGA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2
Visio (preview) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 4
Visio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 5, 2000 and 2002
WBMP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . No specific version
Windows Enhanced Metafile (EMF) . . . . . . . . . . . . . . . . No specific version
Windows Metafile (WMF) . . . . . . . . . . . . . . . . . . . . . . . . No specific version
WordPerfect Graphics (WPG & WPG2) . . . . . . . . . . . . Versions through 2.0
X-Windows Bitmap (XBM) . . . . . . . . . . . . . . . . . . . . . . . . . . . x10 compatible
X-Windows Dump (XDM) . . . . . . . . . . . . . . . . . . . . . . . . . . . x10 compatible
X-Windows Pixmap (XPM) . . . . . . . . . . . . . . . . . . . . . . . . . . x10 compatible

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

This chapter describes how users access documents in the


Hummingbird DM repository and how Hummingbird DM protects
documents from unauthorized access.
It also explains how to implement Hummingbird DM security at your
site.

DOCUMENT ACCESS AND SECURITY 89


An Overview of Hummingbird DM Security
All Hummingbird DM client-user requests for documents, folders, and
searches are handled by the DM Server service. When DM Server
receives a user request, it accesses the Hummingbird DM library and
verifies that the user’s logon credentials (user name and password) are
those of a valid library member. Then DM Server determines if the
requested operation can be carried out.
The DM Server accesses the library using the common SQL logon
account specified during library generation. Access to documents in
document servers is handled by the DM Server service account.
In general, user requests fall into three categories:
Searching for documents. If the user is a library member, his search
request will then be performed against documents in that library.
Operations on documents such as storage and retrieval. After verifying
that the user is a library member, DM Server checks the library’s
security information to verify that the user has rights to perform
the requested operation on the document. If such rights exist, DM
Server accesses the document server and performs the requested
operation.
The logon credentials can also be passed to the network operating
system to verify that the user has rights to network resources.
Access to Document Profiles. After verifying that the user is a library
member, DM Server checks the library’s security information to
verify that the user has rights to view or edit the profile and then
performs the operation.
To determine a user’s rights, the DM Server service checks these settings
in the library:
• The document’s or folder’s access-control list (ACL), which is part
of the Document Profile specifying who can access the document
and the operations they can perform. (ACL security is sometimes
called “discretionary security.”)
• The permissions granted to the user’s primary group in the library.
(Security applied to members of a group is sometimes called “role-
based security” or “exclusionary security.”)

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.

DOCUMENT ACCESS AND SECURITY 91


For each user or group designated a Current Trustee, the author can
allow or deny the access rights listed on the right side of the Security
page. Note that the permission type “Control Access” refers to the
ability to change access rights to the document or its profile.

The Deny setting can be applied to rights for a group or for an


individual user. This setting is useful when the author wants to prevent
a single user from exercising a right granted to that user’s group (a
situation sometimes called “exceptional security”). If a right is denied
to a group, the Deny setting overrides any Allow setting for an
individual user in the group. So it is not possible to deny a right to a
group and then allow the same right to a user in the group.

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

92 CHAPTER 3
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.

DOCUMENT ACCESS AND SECURITY 93


DM Admin>Users and Groups>Groups>Features:

94 CHAPTER 3
DM Admin>Users and Groups>Groups>Permissions:

DOCUMENT ACCESS AND SECURITY 95


SQL Database Security
The Common When client users log on to DM Server, they are also initiating access to
Logon Account the library—the SQL database structures containing the Document
Profiles, user information, and other data. During library generation,
you are asked to choose the user name and password of the SQL
account that DM Server will use to access the library. To prevent
unauthorized access to the library from outside Hummingbird DM,
this account name and password should not be made public.
The SQL account can be the default user name—DOCSUSER—or any
other user name and password. We do not recommend the use of the
DOCSADM account for this purpose for the reason explained below.
The logon user name and password are stored in the PCDOCS.INI file,
with the password encrypted for security reasons.

SQL Administrator The DOCSADM Account


Accounts DOCSADM is a SQL logon account that is the owner of all database
objects and has administrative privileges to the database. The account
can be created by you prior to library generation, or you can let Library
Generator create it for you. You must provide the DOCSADM
password to access DM Designer, the Activity Log Purge utility, and the
Add an External Library utility.
Oracle databases can have owner names other than DOCSADM. The
same guidelines apply to these owner accounts.
If you designate DOCSADM as the common logon account, any user
with privileges to run DM Designer can use this tool to make changes
to the database without first entering the DOCSADM password.
Because this may not be advisable in your organization, we recommend
you use a common logon account other than DOCSADM.

The Default Administrator Account


Every database engine has an administrator account that serves as the
“superuser” logon account. The administrator account can alter
database objects and shut down the database. You must provide the SA
password to access Login Control in Library Maintenance.
The administrator accounts and default passwords for the database
engines supported by Hummingbird DM are listed below. Since these

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.

Database Administrator Accounts

Database Type Logon Name Default Password

Microsoft SQL Server sa null value

Sybase sa null value

Oracle system manager

Database-Level Access Control

As we explained earlier, Hummingbird DM maintains an access-


control list (ACL) for every secured object in the library. The list
designates the users and groups who are current trustees of the item
and the rights they are granted. A user cannot access an object unless he
or she is a current trustee and has the appropriate rights.

Profile-Level Security

To further secure documents from unauthorized access, you can


implement profile-level security, either for specific groups or library-
wide. When this option is turned on, a document does not even appear
in a search-results list unless the user has rights to it. By default, profile-
level security is turned on library-wide.

Turning profile-level security off allows all library users or members of


specific groups to see all document titles returned by a search,
regardless of access rights. Actual access to documents is not altered by
this option; the security settings remain in force.

The Profile Level Security option is set library-wide in Library


Maintenance>System Parameters>Defaults. To set it for a specific
group, go to Library Maintenance>Group Maintenance>Features. As
with all Library Maintenance settings where there are both System and
Group settings, the Group setting prevails unless it is set to Default, in
which case the System setting prevails.

DOCUMENT ACCESS AND SECURITY 97


Document Server Security
The network location where documents are stored is called a document
server. A document server can be a computer dedicated to the
document-storage purpose, or it can be a share or drive on a machine
used for multiple purposes. It’s not unusual for organizations to have
multiple document servers.
Hummingbird DM supports several different operating systems for
document servers, including Novell NetWare, Unix, and Windows
2000/NT Server. There are some differences in how Hummingbird DM
accesses documents on the different operating systems, but these
differences are not noticeable to users. (See “Accessing a Document
Server” on page 112 for more about document access on different
operating systems.)

No NOS-Level Hummingbird DM supports the following operating systems as


Security 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.
• Windows 2000/ NT NTFS or FAT file share.
• Unix systems using NFS Maestro™ for connectivity.
• Standalone: A FAT drive, such as D:, that does not have a share
name.

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.

Setting Up Users By default, all Hummingbird DM users are members of the


Hummingbird DM library group account DOCS_USERS.
To Hummingbird DM, every user is either:

DOCUMENT ACCESS AND SECURITY 99


• a non-network user
or
• a network user

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.

• Windows 2000/ NT NTFS or FAT file share.

• Unix systems using NFS Maestro™ for connectivity.

• Standalone: A FAT drive, such as D:, that does not have a share
name.

To secure Generic document server shares, give only the DM Server


service account Full Control rights to each document storage location.
Permissions should be applied at the last static directory in the
document path template.

Setting Up Document Servers with NOS-Level Security


Hummingbird DM supports the following operating systems as
document servers with full network operating system (NOS)-level
security. NOS-level security means that the access rights assigned to
documents by Hummingbird DM client users are always in effect,
regardless of whether the document is accessed from a Hummingbird
DM client or outside Hummingbird DM via an operating system
mechanism such as Windows Explorer. NOS-level security is available
on document servers running under:

• Windows NT 4.0 Server and Windows 2000 with NTFS running


either the NT Security Service or the Document Sentry Agent
(DSA).

• NetWare 5.x and 6.x

DOCUMENT ACCESS AND SECURITY 101


To tell Hummingbird DM that you want security at the NOS level, go
to Library Paramenters>System Parameters>Features and select the
option Secure Documents at Network Level.

To implement NOS-level security on your document servers, see


“Windows NT NTFS Volumes” or “NetWare Document Servers”
below.

Windows NT/2000 NTFS Volumes


To implement NOS-level security on Windows 2000/NT NTFS
volumes, you will need to install one of the following security services
on each 2000/NT document server:

• The NT Security Service (NTSS). This service allows


Hummingbird DM to secure documents on Windows NT and
Windows 2000 document servers. Through Library Maintenance,
you associate a Hummingbird DM group—such as
DOCS_USERS—with one or more Windows NT or Windows
2000 groups by adding the Windows group’s network alias to the
Hummingbird DM group in the library. The universal access
defined for the Hummingbird DM group applies to all documents
on the server. When an author secures a document using a
Hummingbird DM group ID, the access rights he or she assigns to
the Hummingbird DM group also apply at the NOS level. See the
Hummingbird DM Suite Installation Guide for instructions on
using NTSS.

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.

NetWare Document Servers


Setting Up a Document Server
To set up a NetWare document server for Hummingbird DM:
1 On the NetWare document server, create an account with
administrator privileges. DM Server uses this account to access
documents on the server. If your library has multiple NetWare
document servers, you must have a common user name/password
for all NetWare 5.x and 6.x servers.
2 If you have multiple NetWare 5.x or 6.x document servers, they
must all reside in the same NDS tree. On the DM Server, specify
the tree name:
a Right-click Network Neighborhood.
b Click Properties>Services>Novell NetWare Client for
Windows NT>Properties.

DOCUMENT ACCESS AND SECURITY 103


c In the Preferred Tree field, enter the name of the NDS tree.

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.

3 Configure DM Server to work with the NetWare document


server(s):
a In Server Manager, choose the NetWare Servers tab and select
a document server in the Server Name field. (The available
server names are derived from the libraries selected on the
Server Manager Libraries tab.)
b Specify the following:
NDS Tree
NDS Context
User Name
Password

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.

DOCUMENT ACCESS AND SECURITY 105


• The NetWare flags on the file, which apply to each user, regardless
of his or her trusteeship.
In other words, if a user or group has been granted full rights in the root
directory of a volume, the user or group has full rights to all files in all
subfolders of that volume. To deny rights at some lower level on the
volume, the rights must be specifically revoked at that level. The rights
must be revoked from the same trustee that was granted the rights. For
example, if rights were granted to the group EVERYONE at the root
level, rights must be revoked from the group EVERYONE at some lower
level to secure that subfolder.
DM Server must have access to the Unicode tables located in the
PUBLIC\NLS directory on the document server.

Setting Up the Client Software


Before users can log on to Hummingbird DM, they must pass through
DCOM (Distributed Component Object Model) security. DCOM is a
Microsoft protocol that handles connections between clients and
remote servers. When a user logs on, DCOM performs an
authentication procedure to verify that the user has sufficient rights to
the DM Server.
The Hummingbird DM software includes preset DCOM
configurations that handle most user logons seamlessly. There is one
exception: NetWare-only environments supporting users who do not
have Windows NT/Windows 2000 logons and are accessing
Hummingbird DM via the DM extensions or integrated applications.

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.

Logging On and Accessing Document Servers


Information When users log on to Hummingbird DM, they are required to enter at
Required for least:
Logons • a user name, which is the DOCS_USERS ID in the library.
• a password
The user can optionally enter a network name. See “Use of the Network
Name in Logons” on page 109 for an explanation of why the user would
want to do this.

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.

From the user name and password, DM Server determines whether:


• the user has a valid DOCS_USERS account in the library. (The
library must be selected on the Libraries tab in Server Manager. See
“Libraries Tab” on page 15 for instructions.)
• the user is a network user or a non-network user.
Then DM Server authenticates the user. There are two types of
authentication:
• library authentication, which is the only method of authentication
possible for non-network users.
• network authentication.

DOCUMENT ACCESS AND SECURITY 107


The authentication type depends on the password supplied by the user.

NOTE Null passwords are not accepted by DM Server.

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.

There is no established order for which network alias is validated first.


If a user has multiple network aliases with the same password, he or she
will be authenticated only on the first network where the logon
credentials match. To be sure users are authenticated on a particular
network, their network passwords should be unique.

Authentication of Network Users Supplying an Attache Password


To access documents on document servers, a network user must be
authenticated against the target network, for example, Windows NT/
2000, NetWare, or NDS. Non-network users can access documents via
the network credentials of the DM Server service account.

Because library authentication always occurs first, network users who


have an Attache password that matches their network password(s) will
be authenticated as Attache users—that is, they will undergo library
authentication only. When they attempt to access a network document
server, DM Server will ask them to log on again. Select one of the
following to avoid additional logon messages:

• 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.

DOCUMENT ACCESS AND SECURITY 109


The network name can be:
• a Windows NT or Windows 2000 domain name
• a NetWare 5.x or 6.x context
The network name is optional for Windows NT/Windows 2000 and
NetWare 5.x and 6.x users.

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.

What Users See Users logging on to the Hummingbird DM client, including DM


When They Log On Webtop, DM Extensions, and integrated applications, are presented
with a logon request (The format of the request may be different from
what you see here.):

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.

• No logon request appears; credentials obtained from network


logon. If the user is already logged on to the network, he will not
see a logon request. Instead, DM Server will obtain his logon
credentials from his network logon. (This logon method is
available only to users logging on through DM Extensions. It is not
available to users on Windows 98 workstations.)

The logon methods are configurable with two options in Library


Maintenance:

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.

DOCUMENT ACCESS AND SECURITY 111


If Allow Auto Logon is set to Yes, you must also check Allow Auto Login
in DM Admin>DM Webtop Maintenance>DM Webtop
Parameters>Logon. This applies to both DM Webtop and DM
Extensions. When Allow Auto Logon is enabled in the library and in
DM Webtop Maintenance, DM Webtop users will be able to choose or
disable this feature from My Options>Display Options>Automatic Log
on. The Auto Logon checkbox is enabled on the DM Extensions logon
screen. To disable Auto Logon in DM Extensions, open
Options>Defaults>General and uncheck the Auto Logon box.
In addition, DM Extensions and application integration support
obtaining credentials from the network logon. This depends on setting
the Accept User-Supplied Identification option.
Accept User-Supplied Identification. This option is set at the library level
(in System Parameters>Features).
If set to no, the user will not see the logon request and DM Server
obtains the logon credentials from his network logon.
If this option is set to yes, the logon request appears with the Auto
Logon checkbox enabled, giving users the ability to have their
credentials stored in the registry for future use.

Hummingbird Hummingbird DM includes support for Hummingbird Core Services


Authentication (HCS). This permits users to provide a single set of logon credentials to
Service Support access the DM Webtop via their organization’s Hummingbird Portal.

Accessing a When a user requests access to a document server, DM Server checks


Document Server the security information in the library to verify that the user has rights
to perform the requested operation on the document. If the user has the
appropriate rights, DM Server then accesses the document server as
described in the following paragraphs.

Windows NT/Windows 2000 Document Servers with NT Security Service


or DSA
For Windows NT/Windows 2000 network users and non-network
users, DM Server uses its own service account to access the document
server. The document server’s NT/2000 security log and the DSA Audit
Trail will show access by DM Server, not the user who requested the
document.

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.)

Generic and Standalone Document Servers


For both network and non-network users, DM Server uses its service
account to access the document server for the user. Security is based
on the access defined in the document’s profile in the library.

DOCUMENT ACCESS AND SECURITY 113


114 CHAPTER 3
C h a p t e r

4
Failover and Load Balancing
on Multiple DM Servers

In This Chapter

This chapter explains the failover and load-balancing (FOLB) features


of Hummingbird DM.

FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 115


About Failover and Load Balancing
If your organization employs multiple DM Servers, you can connect
them in a cluster to implement failover and load balancing (FOLB) of
requests from Hummingbird DM client users. A cluster is a group of
DM Servers on the same network serving the same set of libraries.

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.

Failover. The failover feature automatically switches Hummingbird DM


client users from one DM Server to another in the cluster if the initial
server fails for any reason. You have the option of implementing the
failover capability alone or integrating it with the load-balancing
capability. The failover feature provides a high degree of fault tolerance
to the cluster of DM Servers. Typically, only the last user request will
need to be resubmitted in the event of a server failure.
Load Balancing. The load-balancing feature distributes users’ requests
among the servers in the cluster so that the load of user calls is
distributed relatively evenly. You can choose from two load-balancing
methods: round robin and CPU utilization.
• Under the round-robin method, user requests are assigned in
rotation among the servers in the cluster.
• Under the CPU utilization method, each Hummingbird DM
client polls the DM Servers to find one with less than 75 percent
CPU utilization and sends the request to that machine.
FOLB gives you the ability to scale Hummingbird DM deployment as
your user load increases, with minimal administrative effort and
minimum interaction on the Hummingbird DM client side. The only
interaction necessary is when you have changed the FOLB settings and
want them to take effect on the clients:
• The IIS Admin Service on the DM Web Server must be stopped
and restarted or the DM Web Server must be rebooted.
• Workstations using application integration or DM extensions
must be rebooted.

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.

System Requirements for Failover and Load Balancing


To implement failover and load balancing, your system must meet the
following requirements:
• All DM Servers in the cluster must be comparable machines. The
hardware need not be identical, but the machines should have
similar processors with similar speeds, and they should be running
the same software. This is a general requirement for optimization
of load balancing, but it is more crucial if you are using the round-
robin method of load balancing.

NOTE An exception to this requirement exists for systems using Hummingbird DM


WorkFlow. As only one copy of the Hummingbird DM WorkFlow Server can
be installed into a Hummingbird DM system, only one server in the cluster
can carry the DM WorkFlow Server.

• All servers should be capable of communicating with each other at


the same rate. For this reason, we do not recommend deploying a
cluster across a wide-area network. For example, an organization
might define a cluster of five servers, each in a different city. If two
of the servers are connected by a relatively slow link,
communications among all servers will be degraded.
• All servers must be using the same version of the PCDOCS.INI file.
Copy the PCDOCS.INI file that you want to use to each DM Server
machine.
• The date and time setting of each server must be roughly the same.
That is, they should be within a few minutes of each other, at a
minimum.
• On the Libraries tab of Server Manager, the same libraries must be
selected for each server in the cluster.
• A server cannot be a member of more than one cluster.

FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 117


• DM Servers that are dedicated as Indexing servers should not be
made members of a cluster. To verify this, run the DM API
Configuration Wizard on each Indexing server and verify that the
option Fail-over and Load-balancing Enabled is not selected.
• For optimum performance, all servers in the cluster should be
dedicated to Hummingbird DM. This is particularly important if
you are using the round-robin method of load balancing. Under
the round-robin method, performance will be negatively affected
if one server in the cluster is used for other major processes. For
example, a server in the cluster should not also be the SQL server.

Setting Up a Server List


A server list identifies the members of a cluster used for failover and
load balancing. The creation and maintenance of a server list is
performed via Server Manager on any server in the cluster.
The server list is defined and propagated to the cluster via the FOLB
Settings tab of Server Manager. This procedure should preferably be
done when all servers in the cluster—including servers being removed
and those being added—are running with the DM Server service
started.
By default, the primary DM Server is added to the list when you install
DM Server, and each additional server in the cluster must be manually
added.

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.

3 Repeat step 2 for all servers in the cluster.

To remove a server from the list, select the server and click Delete.
The Clear All button removes all server names from the list.

FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 119


4 When the Known Servers list is correct, click Apply to record the
new server list. The server names are ordered alphabetically.

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.

If the Propagation Fails


If propagation of the server list fails, one or more servers in the cluster
may not be updated with the new server list. Inconsistent propagation
of server lists will cause users to experience delays in the processing of
requests while the system times out on offline servers.
If a machine fails to receive the new server list:

1 Verify that the machine is running and that the DM Server service
is started on all machines.

2 From any server in the cluster, run Server Manager, go to the


FOLB Settings tab, and click Propagate Current Server List to
bring up the Propagating New Server List dialog box.

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.

When Hummingbird DM client users log on to DM Server, they access


the first server in the cluster’s server list to obtain their server-list
updates. Server lists are ordered alphabetically, so the server at the top
of the list will be accessed, even if propagation was performed at
another server.

Setting Up Failover Only


The failover capability can be implemented without using load
balancing. This is done via the Fail Over Only option in Server Manager
(see “Selecting FOLB Settings” on page 45 for instructions).
With Fail Over Only, you must designate a primary server to process all
end-user transactions. If the primary server fails, user requests are sent
to the next online server in the server list until the primary server comes
back online. Then it will resume handling of client transactions.
With the Fail Over Only option, we recommend you select one of the
active polling parameters—either Poll All Servers or Poll Dead Servers.

FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 121


Either option will prevent users from experiencing a delay when
requests are sent to an offline server. If you select Do Not Poll Servers,
Hummingbird DM clients are unable to detect that the primary server
is down prior to forwarding user requests. The requests will time out,
causing users to experience first a delay and then failure of the request.
Subsequent requests will be sent to the next server in the list, regardless
of whether it is online. Selecting an active polling parameter also
ensures that processing will be returned to the primary server once it
comes back up after a failure. Under the Do Not Poll Servers option,
when the primary server comes back online, requests will not be sent to
it until the DM Server service is restarted. See page 123 for more
information on the FOLB polling options.

Selecting Options for Failover and Load Balancing


This section explains what happens when failover and load balancing
are deployed together. For a description of the failover-only capability,
see page 121.
There are two methods for implementing load balancing: round robin
and CPU utilization. Under the round-robin method, end-user
requests are assigned in rotation among the servers in the server list.
Under the CPU utilization method, the Hummingbird DM client polls
the servers to find one with low utilization and sends the request to that
machine.
Round Robin—This load-balancing method distributes end-
users’ requests among the servers in the server list so that the
load of user calls is distributed relatively evenly. User requests
are assigned in rotation among the servers on a per-operation
basis. The server list is ordered alphabetically, so the first
request from a user goes to Server A, the second request from
the same user goes to Server B, and so on. This method is the
default for load balancing.
CPU Utilization—Under this method, the client polls the
online servers in the cluster until it finds a server whose CPU
utilitzation is lower than 75 percent and then sends the request
to that machine. If, during the polling process, the client
detects an offline server, the server will be suspended from the
server list until it comes back online.

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

FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 123


back up. This polling option has the advantage of suspending an
offline server from the client’s server list before it sends a request,
preventing delays in the processing of transactions. It tends to
increase network traffic, but you can minimize this effect by
temporarily removing offline servers from the server list.
Do Not Poll Servers—Clients will not poll DM Servers. If a server
is unable to process a transaction, it is removed from a client’s
server list. When it comes back online, it is not returned to the
server list, as it would be if polling were turned on. To restore the
server to the client’s server list, the client must be rebooted.
For instructions on setting up the failover and load-balancing features
using Server Manager, see page 41.

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C h a p t e r

5
Generating Previews of Stored
Documents

In This Chapter

This chapter gives an overview of the document-preview feature and


explains what the Hummingbird DM administrator needs to do to set
it up.

GENERATING PREVIEWS OF STORED DOCUMENTS 125


About Document Previews
Hummingbird DM gives users the option of displaying short previews
of documents. This feature saves document-retrieval time and helps
users quickly determine if a document is the one they want.
Previews are generated for documents whose formats are supported by
the viewer application Outside In by Stellent. (See “Document File
Formats Recognized by the Indexer” on page 83 for a list of these
formats.) Previews are not generated for Adobe Acrobat documents
(PDFs) or for formats not supported by Outside In.
If a document has multiple versions, only one preview is generated.
This will be a preview of the last published version, if one exists;
otherwise the last version is previewed.

How Previews Are Displayed


Document previews are displayed in HTML format. The content of a
preview depends upon the native format of the document itself.

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

How Previews Are Generated


To enable previewing, the Hummingbird DM administrator must:
• Start preview generation for the library. This is done on DM
Server’s Document Preview tab in Server Manager. See
“Document Previews Tab” on page 34 for instructions. By default,
preview generation is set to manual, which means that preview
generation must be started manually by the DM administrator.
• Allow 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.
Previews are stored on the document server as an attachment to the
original document. The label of all previews is PR1. When a document
is updated, its preview is also updated.
A dedicated DM Server is not needed to support the preview-
generation process.

GENERATING PREVIEWS OF STORED DOCUMENTS 127


P A R T

Library and DM Web Server


2
Administration

In This Section

Chapters 6 through 10 address administration of the DM library and of


the DM Web Server:
• Library parameter settings.
• User and group settings.
• Validation tables.
• Indexes and profiles.
• DM Webtop user interface.
Except for the DM Webtop user interface, the features and settings
described in Part 2 can also be managed in Library Maintenance, one
of the DM Server Admin Tools.

129
C h a p t e r

6
Library Parameter Settings

In This Chapter

The Library Parameter pages of the DM Admin tool allow you to


control many different areas, including:
• System Parameters
• Document Servers
• Remote Libraries
• Terminology

LIBRARY PARAMETER SETTINGS 131


Setting System Parameters
When you click the DM Admin tab on the DM Webtop toolbar, the
Library Parameters > System Parameters page appears:

The System Parameters page includes links to the following pages:

Features: Displays the Features page. The page contains the


options for a library. See “Setting System Features” on page 136.

Defaults: Displays the Defaults page. This page contains the


options for the system level. See “Setting System Default Values”
on page 138.

Permissions: Displays the Permissions page. This page sets


permissions for the library. See “Setting System Permissions” on
page 142.

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

LIBRARY PARAMETER SETTINGS 133


— %TYPIST.USER_ID

— %APPLICATION.APPLICATION

The variable %LIBRARY_NAME is a special variable representing


the library in which the document resides. File names, consisting
of the document number and version specification, are
automatically added when documents are saved.
Note: Keep in mind that a subdirectory can be created for each unique value
found in the Profile Library. The more subdirectories created, the slower your
file server can become. We suggest using %AUTHOR.USER_ID because
documents are easily located, and a moderate number of subdirectories are
created.

• Shadow Path Template: Hummingbird DM offers the option of


editing documents locally and only updating the network copy
when the file is saved. Editing the local, or “shadowed,” copy of a
document increases editing performance and decreases network
traffic. The Shadow Path Template determines where documents
shadowed to the local drive should be stored. The default value for
this field is:
%LIBRARY_NAME\%AUTHOR.USER_ID

where %LIBRARY_NAME is a variable representing the library of


the shadowed document and %AUTHOR.USER_ID is a variable
representing the short name of the document's author. This field
is required. For example, if the Document Path Template is:
\SHADOW\OPERATIONS\%AUTHOR.USER_ID

where the Library is named OPERATIONS, your Shadow Path


Template could be:
\OPERATIONS\%MATTER.MATTER_ID

This stores all Operations documents by Matter on the users' hard


drives. This setup would be most beneficial to users that work
primarily on their own files - they would possibly be the only
Author - but used several Matters. In the event that the network
server was down, the user could look for their files among
directories broken down by Matter, rather than in one large
Author directory holding all their files. The maximum length is
100 characters.

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.

LIBRARY PARAMETER SETTINGS 135


Setting System Click the Features link to display the Features page:
Features

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 features:
• Secure Documents at Network Level: Select this option to have
documents secured at the NOS level. Clear it to have documents
secured only at the database level.
• Accept User-Supplied Identification: If selected, users will be
prompted to enter user names and passwords for the Win Admin
Utilities. In addition, this feature can be used in conjunction with

136 CHAPTER 6
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.

LIBRARY PARAMETER SETTINGS 137


Setting System Click the Defaults link to display the Defaults page.:
Default Values

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 default values:

• Allow Document Checkout: Select this option to allow users to


check out documents for work away from the office. If a user has
checked out a document, it may not be used by another user until
it is checked in.

138 CHAPTER 6
• 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

LIBRARY PARAMETER SETTINGS 139


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.

• 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 Users to Delete Versions: Select this option to allow users to


delete one or more versions of a document.

• Pre-connect Search Libraries: Select this option to have DM


Webtop automatically connect to Search Libraries during startup.
In NetWare for example, this will speed the searching for
individuals but if overused can slow the system as a whole.

• Move Docs When Profile Changes: Select this option to have DM


Webtop move documents to the new Document Path Template
when users edit profiles. For example, if your Document Path
Template were %LIBRARY_NAME/%AUTHOR.USER_ID and a
user changed the profile Author, the document would be moved to
the new Author name directory.

• Allow Mass Update to Profiles: Select this option to allow users to


make changes to a selected group of profiles. This would allow
users to make changes on a more global level in the event, for
example, that someone leaves the organization and you want to
rename the author of that person's documents.

• Disable Native Open/Save: Select this option to ensure that users


cannot save a document outside DM Webtop. Disable Native Save
also insures that users cannot change settings in Interceptor or
turn off Interceptor integration.

140 CHAPTER 6
• 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.

LIBRARY PARAMETER SETTINGS 141


Setting System Click the Permissions link to display the Permissions page:
Permissions

The Permissions page contains permissions for system level settings


(which can be overridden on the Group level using the Group
Permissions 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:
• Can Create Folders: Select this option so users can create folders.
• Can Create/Remove Public Folders: Select this option to allow
users to create and remove public folders.

142 CHAPTER 6
• 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.

LIBRARY PARAMETER SETTINGS 143


Restore: Reloads the page and restores data from the database.
Cancel: Returns to the System Parameters page without saving
your changes.
The following fields allow you to set the default permission for each
utility listed:
• Run Database Import Utility: Select this option to allow users to
run the Database Import utility, performing mass imports to
Hummingbird DM databases.
• Run Document Import: Select this option to allow users access to
Document Import, a utility that enables the mass import of
documents into Hummingbird DM.
• Run DM Admin: Select this option to allow users to have access to
the DM Admin pages. Allow users to run Library Maintenance or
the DM Admin tool from DM Webtop, giving access to view all
setup options. You must set this option to Yes for users to be able
to access the Manage Library Parameters, Manage Users and
Groups, Manage Validation Tables, Manage Index and Profile
Parameters, and Manage DM Webtop options.
• Manage Library Parameters: Select this option to give users access
to the System Parameters in the DM Admin pages. (They must also
be given the Run DM Admin permission above.)
• Manage Users and Groups: Select this option to allow users to set
up or modify users and groups in the People and Group
Maintenance in the DM Admin pages. (They must also be given
the Run DM Admin permission above.)
• Manage Validation Tables: Select this option to allow users to edit
Validation Tables (such as the Document Types, Applications, etc.)
in the DM Admin pages. (They must also be given the Run DM
Admin permission above.)
• Manage Index and Profile Parameters: Select this option to allow
users to access the Index and Profile Parameters in the DM Admin
pages. (They must also be given the Run DM Admin permission
above.)
• Manage DM Webtop: Select this option to allow users to have
access to the DM Webtop Maintenance page in DM Admin. (They
must also be given the Run DM Admin permission above.)

144 CHAPTER 6
• 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.

LIBRARY PARAMETER SETTINGS 145


Specifying Version Click the Versions link to display the Versions page:
Control Options

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:

146 CHAPTER 6
• 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

LIBRARY PARAMETER SETTINGS 147


displayed: “Version n of document # <document number,
"Document Name"> is currently set as published. Do you want to
set version x as published, and mark version n as read-only?” Click
Yes to publish the selected version. The previously published
version is then set as read-only. Click Cancel to cancel the publish
operation."

• 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 can also be set at the group level,
in the Group Versions page (see “Configuring Group Version
Control” on page 181), to a number other than the default.
Additionally, each individual Document Type also has a set
number of maximum versions allowed (set 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 (set in
“Document Type Maintenance” on page 229). 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.

• Allow Publish Versions: Select this option to allow publishing


versions of a document.

• Allow Unpublish of Version: Select this option to remove


published versions of a document.

• Allow Make Read-Only: Select this option to allow making


documents read-only.

• Allow Remove of Read-Only: Select this option to allow making


read-only documents editable.

• Allow Make Version Read-Only: Select this option to allow


making document versions read-only.

• Allow Remove of Version Read-Only: Select this option to allow


making read-only document versions editable.

148 CHAPTER 6
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

LIBRARY PARAMETER SETTINGS 149


both the network and shadowed files are synchronized to the
document server's clock upon closing the document. When
opening a document, DM Webtop will retrieve 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 DM Webtop shadow your secured documents to a local drive.
Note: If you do select this option, DM Webtop cannot limit access to
documents shadowed to the local drive.

• Allow Edit of Shadowed Documents: If set to Yes, users will be


allowed to edit copies of documents that are unlocked on the
network. This makes it possible for two copies of the same
document to be edited and then checked back in. In this event, the
following scenario will occur:
If two users edit copies of the same document, the first user to
check in the document will be successful. When the second user
tries to check in the document, they have the choice of either
overwriting the document (if the next option is selected), creating
a new version of the document (if "Make New Version from any
Version" is set in the System Parameters > Versions tab and Group
> Versions tab), or creating a new document.
• Allow Overwrite of Simultaneous Edits: If set, users in the
situation described above will be able to check in their edited
copies, thereby overwriting the previously edited version.
Cleanup Options
• Force Cleanup of Shadowed Documents: Select this option to
have Hummingbird DM automatically purge shadowed
documents from the local drive. Documents that are older than
the Minimum Age For Delete option are deleted each time you
start DM Webtop. For shadowed documents, which do not have
corresponding profiles in the Unplugged Library, Webtop starts

150 CHAPTER 6
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.

LIBRARY PARAMETER SETTINGS 151


Setting System Click the Preferences link to display the Preferences page:
Preferences

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.

152 CHAPTER 6
• 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.

Working with Document Servers


Click the Document Servers tab to display the Document Servers page:

The Document Servers page allows you to view, add, and edit
Document Servers. At the top of the list, you have these options:

LIBRARY PARAMETER SETTINGS 153


Filter: Select the field to search for document servers.
By: Type a text fragment you wish to search for. If this box is
empty, all the document servers will be displayed in the list.
Search: Begin searching for document servers which satisfy the
criteria.
Add: Open the Document Server Maintenance page to add a new
document server.
The list shows the current document servers matching the filter criteria.
Click an entry or the Edit icon to modify the settings in the Document
Server Maintenance page.
• Physical Location: This column contains links for editing
document servers.
• Edit: Open the Document Server Maintenance page to view or
modify the existing document server entry.
• Copy: Add a new document server. All fields are filled from the
current document server entry.

154 CHAPTER 6
Editing Document If you click an existing Document Server listing or the Edit or Copy
Server Settings buttons, the Document Server Maintenance page appears:

The three buttons below the tabs are:


Save: Save changed data to the database and return to the
Document Servers page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Document Servers page without saving
your changes.
The following fields allow you to set certain document server features:
• Physical Location: Specify the physical location of the document
server. Maximum length is 64 characters.
• Operating System: Allows you to select the operating system
installed on the document server. This may be one of:
— Standalone

LIBRARY PARAMETER SETTINGS 155


— Generic
— NetWare NDS
— NT Server with NTFS
— DSA on NT Server
If you selected Generic for the document server operating system,
be aware of the following limitation: Although profile-level
security works, file-level security does not. This means that your
documents will be secured when accessing them through
Hummingbird DM, but a determined user could gain access to the
documents by opening them directly from the file system (outside
Hummingbird DM).
• Media Type: Select one of the available media types - Online,
Optical, or Jukebox. For the DSA on NT Server operating system
this option is not available.
• Read Only: Select this option if you wish to use the document
server in read-only mode. By default this option is cleared.
• Disable Document Server: Select this option if you wish to disable
the document server. By default, this option is cleared.
• Free Space Threshold (MB): This field specifies the minimum
amount of disk space allowed during an archive, delete, or move
process. For example, if you enter a value of 10, Hummingbird DM
will stop archiving, deleting, or moving documents if less than 10
MB are available. May be empty or a number in the range 0-
9999999.

156 CHAPTER 6
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.

LIBRARY PARAMETER SETTINGS 157


The items on the Remote Libraries page have the following meaning:
• Library Name: This column contains links for editing remote
libraries. Click one of the entries to display the Remote Library
Maintenance page for that remote library.
• Description: This column contains brief descriptions of each of
the listed remote libraries.
• Edit: Click to open the Remote Library Maintenance page to edit
the existing remote library.
• Copy: Click to open the Remote Library Maintenance page with
the fields pre-filled from the current remote library entry.

Editing Remote Click an existing Remote Library link or the Edit or Copy button to
Library Settings display the Remote Library Maintenance page:

158 CHAPTER 6
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.

LIBRARY PARAMETER SETTINGS 159


• Database Name: Specify the database name. This option is not
available for Oracle. The maximum length is 18 characters.
• Library Group: This option allows you to set groups of libraries
for searching. If you want to group libraries, type a name in this
field. Use the same name in this field for other Remote Libraries to
include the other libraries in this group. The maximum length is
10 characters.
• Owner: This option is used to support multiple Hummingbird
DM libraries on a single Oracle instance. When adding an Oracle
library as a remote library, you must enter the Owner name that
you entered when you ran the Library Generator tool against the
Oracle library. The maximum length is 80 characters.

Changing System Terminology


Click the Terminology tab to display the Terminology page:

160 CHAPTER 6
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:

LIBRARY PARAMETER SETTINGS 161


The three buttons below the tabs are:
Save: Save changed data to the database and return to the
Terminology page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Terminology page without saving your
changes.
The following fields allow you to set term values:
• Term Name: Type the term name (for new terms: existing terms
are not editable). The maximum length is 29 characters.
• Replacement Value: Specify a replacement value for the term. The
maximum length is 29 characters.

162 CHAPTER 6
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.

USER AND GROUP SETTINGS 163


Managing Users
Click the Users and Groups tab to display the People page, showing you
the currently defined users:

Listing Current Users


At the top of the list, you have these options:
Filter: Select the field to search for users.
By: Type a text fragment you wish to search for. If this box is
empty, all users will be displayed in the list.
Search: Begin searching for users which satisfy the criteria.
Add: Open the People Maintenance page to add a new user.
The list shows the current users matching the filter criteria.
• Short Name: This column contains links for editing users.

164 CHAPTER 7
• 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.

Adding or Maintaining User Listings


Click an existing user entry to display the People Maintenance page for
that person (or click the Edit button):

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.

USER AND GROUP SETTINGS 165


Group Access: The current groups this person belongs to. Refer to
“Setting Group Access for Users” on page 168.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the People
page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the People page without saving any of your
changes.
The following fields allow you to modify the settings for this person:
• Short Name: Enter the user name the user will enter when filling
out Document Profiles. This is usually a shortened form of the
Network Alias.
• Attache Password: The password for this user. The value in this
field is masked as you type it.
• Primary Group: Each user is assigned to at least one group, known
as DOCS_USERS. They can also be members of other groups for
document security. Only one group, the Primary Group, affects
what features, utilities, and profiles the user has access to in
Hummingbird DM. Use the Table Lookup button to view a list of
groups. Select a group name to have that value added to the
Primary Group field for this user, then click OK to close the
window and return to the People Maintenance page.
• Full Name: Type the person's full name in the field. If the Short
Name is the user's first name, you could type users' last names
followed by their first names, to make searching by full name in a
Table Lookup easier.
• Allow Logon: Deselect this option to prevent the user from
logging on to DM Webtop.
• User Location: Type the user's office location. This field can
contain a city reference, a department reference, or even the floor
number where the user is located. This field, along with the user's
logon ID, full name, phone number, extension, and fax number is
displayed whenever you attempt to retrieve a document that is
being edited or is checked out by another user.
• Phone: Type the user's telephone number.

166 CHAPTER 7
• 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.

Configuring Network Aliases


Click the Network Aliases link on the People Maintenance page to
display the Network Aliases page:

The Network Aliases page allows you to add network aliases to


Hummingbird DM Library users. Expand the Listed Network entry by

USER AND GROUP SETTINGS 167


selecting an entry in the Network list and clicking Load Network.
Highlight the Network Resource for which you want to create an alias
and click the >> button to move that entry to the Library Users list.
To remove an alias, select the defined alias in the Library Users list and
click the << button. You will be prompted to confirm that you want to
remove this alias. Click OK.
When you have finished working with Aliases, click Close to return to
the People Maintenance page for this group.

Setting Group Access for Users


Click the Group Access link on the People Maintenance page to display
the Group Access 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:

168 CHAPTER 7
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.

USER AND GROUP SETTINGS 169


Managing Groups
If you click the Groups tab, the default page is the list of current groups.:

Listing Current Groups


At the top of the list, you have these options:
Filter: Select the field to search for groups.
By: Type a text fragment you wish to search for. If this box is
empty, all groups will be displayed in the list.
Search: Begin searching for groups which satisfy the criteria.
Add: Open the Group Maintenance page to add a new group.
The list shows the current groups matching the filter criteria.
• Group ID: This column contains links for editing groups.

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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.

Adding or Maintaining Group Listings


The Group Maintenance page appears when you click the name of an
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.

USER AND GROUP SETTINGS 171


Permissions: Use the settings on this page to set the permissions
for members of this group. This page is discussed in “Setting
Group Permissions” on page 176.
Utilities: This page provides group members with access to
certain utilities. This page is discussed in “Adding Group Access to
Utilities” on page 179.
Versions: The settings on this page provide group members with
version rights. This page is discussed in “Configuring Group
Version Control” on page 181.
Members: Add or remove members from this group. This page is
discussed in “Adding Members to Groups” on page 184.
Forms: Assign DM Webtop forms and default field values for the
members of the current group. This page is discussed in “Setting
Default Forms for Groups” on page 185.
Aliases: Add network aliases to this group. This page is discussed
in “Setting Up Group Aliases” on page 195.
Attache: Set the values for the various Attache features. This page
is discussed in “Attache for Groups” on page 196.
Preferences: Set date and time formats and the page defaults.
This page is discussed in “Setting Group Preferences” on page
198.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the Groups
page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Groups page without saving your changes.
The following fields allow you to set certain group features:
• Group ID: The group ID describes its members and cannot
contain spaces. Examples are DOCS_USERS,
DOCS_SUPERVISORS, ADMIN, TEMP, SECURITY, etc. This
field is required. Maximum length is 16 characters.
• Group Name: Enter a formal name for the group. This field can
contain spaces.
• Deployment Package: The Deployment Package to distribute to
members of this group.

172 CHAPTER 7
• 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.

Setting Group Features


Click the Features link on the Group Maintenance page to display the
Group Features page:

The three buttons below the tabs are:

USER AND GROUP SETTINGS 173


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:
• Profile Level Security: Prevent users from viewing or searching
the profiles of secured documents. If you do not select this option,
users can see all documents in a search results list regardless of the
security. All Library security is enforced: users will only be able to
view profiles and documents if they have the appropriate rights.

• Pre-Connect Search Libraries: Have Hummingbird DM


automatically connect to Search Libraries during startup.

• Move Documents When Profile Changes: Have Hummingbird


DM move documents to the new Document Path Template when
users edit Profiles. For example, if your Document Path Template
is
%LIBRARY_NAME\%AUTHOR.USER_ID

and the user changed the profile Author, the document would be
moved to the new Author name directory.

• Allow Auto Logon: Allows users to store their logon settings in a


cookie to make the logon process quicker. This setting works with
the same setting on the Library Parameters Defaults page and DM
Webtop Parameters page: 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.

• Disable Native Open/Save: Select to ensure that users cannot save


a document outside Hummingbird DM. Disable Native Save also

174 CHAPTER 7
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.

USER AND GROUP SETTINGS 175


Setting Group Permissions
Click the Permissions link on the Group Maintenance page to display
the Group Permissions page:

The Group Permissions page contains permissions for group level


settings (which override the System level settings in the System
Parameters Permissions tab).

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.

Cancel: Return to the Group Maintenance page without saving


your changes.

176 CHAPTER 7
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.

USER AND GROUP SETTINGS 177


• Allow Save to Remote Library: Allow users to save documents to
Remote Libraries. If this group has only one library, indicate No to
avoid the users from having to select the library each time they
create a document.
Note: If your site has only one library, the Library Selection dialog box will not
appear.
• Remove Items from Profile New Docs: Allows users to remove
items from the Profile New Documents list, leaving them
unprofiled and stored with their DOS pathname.
• Allow Users to Delete Versions: Select this option to allow your
users to remove specific versions of a document from the system.
• Allow Mass Update to Profiles: Allows users to make changes to
more than one profile at a time.
• Can Create Folders: Select this option so that group members can
create folders.
• Can Create New Documents: This allows users to add new
documents to the system.
• Can See Unsecured Objects: Select this option to allow users to see
documents that do not have specific security settings.

178 CHAPTER 7
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.

USER AND GROUP SETTINGS 179


• Run Database Import Utility: Select this option to allow users to
run the Database Import Utility, thereby performing mass imports
to DM databases.

• Run Document Import: Select this option to allow users to run


Document Import, a utility that enables the mass import of
documents into DM.

• Run DM Admin: Select this option to allow users to have access to


the DM Admin pages. Allow users to run Library Maintenance or
the DM Admin tool from DM Webtop, giving access to view all
setup options. You must set this option to Yes for users to be able
to access the Manage Library Parameters, Manage Users and
Groups, Manage Validation Tables, Manage Index and Profile
Parameters, and Manage DM Webtop options.

• Manage Library Parameters: Select this option to give users access


to the System Parameters portion of the DM Admin pages. (Group
members must also have the Run DM Admin permission granted.)

• 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.)

• Manage Index and Profile Parameters: Select this option to allow


users to access the Index and Profile Parameters in the DM Admin
pages. (Group members must also have the Run DM Admin
permission granted.)

• Manage DM Webtop: Select this option to allow users to manage


DM Webtop. (Group members must also have the Run DM Admin
permission granted.)

• Manage Validation Tables: Select this option to allow users to edit


Validation Tables (such as the Document Types, Applications, etc.)
in the Library Maintenance utility. (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.

180 CHAPTER 7
• 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.

Configuring Group Version Control


Click the Versions link on the Group Maintenance page to display the
Group Versions page:

The Group Versions page shows the current version handling


parameters for this group. This page allows editing options which

USER AND GROUP SETTINGS 181


override the system settings (from the System Parameters Versions tab).
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.
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.

• 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.

182 CHAPTER 7
• 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.

USER AND GROUP SETTINGS 183


Adding Members to Groups
Click the Members link on the Group Maintenance page to display the
Group Members page:

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.

Cancel: Return to the Group Maintenance page without saving


your changes.

The available users are shown in the two lists:

184 CHAPTER 7
• 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.

Setting Default Forms for Groups


Click the Forms link on the Group Maintenance page to display the
Group Forms page.
This page allows you to set up the form defaults for a group.
Hummingbird DM allows you to define multiple Profile Entry and
Search Forms for your users. Using DM Designer, you can create a
variety of forms to be used by different groups and with different
applications. If you choose to use only one Profile Entry and one Search
Form, you will use Forms Selection to enter the names of your forms.
The tabs are links to the following pages:
• “Group Master Form” on page 187
• “Group Paper Form” on page 189
• “Group Primary Form” on page 190
• “Group Profile Search Form” on page 191
• “Group Quick Retrieve Form” on page 192

USER AND GROUP SETTINGS 185


• “Group Applications Forms” on page 193
The button below the tabs is:
Cancel: Return to the Groups page without saving any changes.
If you choose to use multiple forms, you can define which Profile Entry,
Profile Search, and Quick Retrieve forms the members of this group
have access to and to define form default values. You must define for the
members of this group a primary Profile Entry form, a paper form for
paper documents, and default field values for the group's Profile Entry
forms. Other Profile Entry forms can be set up by application. You must
also define Profile Search forms to correspond to each of your Profile
Entry forms.
When multiple forms are available to a user, the user is prompted with
a list of form options from which to choose. If none are defined for that
application, or if the user does not have access to the form being called,
the user's primary group default profile form, also specified in this
section, is used.

186 CHAPTER 7
Group Master Form The Group Forms page is the default page displayed when you click the
Forms link from the Group Maintenance page:

The button below the tabs is:


Cancel: Return to the previous page without saving your changes.
This is the “master” Profile Entry form, and only the GROUP_DEF
form is available. If all of your Profile Entry forms do not share the same
fields, you must load this form in DM Designer and add to it every field
you include in any Profile Entry form. When groups are using different
profile forms with different foreign key fields, it is important that no
foreign keys are left NULL when they are not used on one of the forms.
For example, suppose you have two groups, Legal and Accounting. The
Legal forms use Case/File and Accounting uses Section/Group. In this
situation, each group would leave a NULL value in the database if not
added to the GROUP_DEF form in DM Designer. To correct this
situation, using DM Designer, you would have to add Case, File,
Section, and Group to the GROUP_DEF Master form.

USER AND GROUP SETTINGS 187


Click the GROUP_DEF form to enter default values for Profile Entry
form fields for the active group. When you click the Defaults button, a
blank version of the GROUP_DEF form is displayed. Enter the default
Profile Entry field values for this group. All required fields in a Parent-
Child relationship such as Case and File must have default values
entered. Using the above example (assuming there is a parent-child
relationship), for the Accounting group, you must enter a value for
Case and File. For the Legal group, you must enter a value for Section
and Group. You will not be able to assign security defaults to the master
form. Security defaults can be added to the Primary and Application-
specific profile forms and to the personal profile defaults in DM
Webtop.
Note: If you set up Profile Entry forms by application, you will be able to enter
default field values for those forms. The values entered in the application
Profile Entry forms will override the values entered in GROUP_DEF. Users will
be able to edit any of these values when filling out Profile Entry forms, but they
will not be allowed to leave any of the fields blank. The user's entries will
override both the Application form default values and the GROUP_DEF values.
If the user does not enter a value, the Group default will be used.

188 CHAPTER 7
Group Paper Form Click the Paper sub-tab from the Group Forms page to display the
Group Paper Form page:

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.
Cancel: Return to the Group Maintenance page without saving
your changes.
Select the Profile Entry form or forms you want to use for profiling
paper documents. If you enter nothing, the Primary form for the
current group will be used. Click Preview to view the form. Click Edit
to specify default values for the form fields.

USER AND GROUP SETTINGS 189


Group Primary Click the Primary sub-tab from the Group Forms page to display the
Form Group Primary Form page:

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.
Cancel: Return to the Group Maintenance page without saving
your changes.
Select the primary Profile Entry form that members of this group will
use when they save documents. If any of your applications have no
Profile Entry forms defined, this form is used. Click Preview to view the
form. Click Edit to enter default values for the form fields.

190 CHAPTER 7
Group Profile Click the Profile Search sub-tab from the Group Forms page to display
Search Form the Group Profile Search Form page:

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.

Cancel: Return to the Group Maintenance page without saving


your changes.

Profile Search forms are not defined by application, since the


application desired would not be known until the user provided that
information.

Select the primary Profile Search form that members of this group will
use. Click Preview to view the form.

USER AND GROUP SETTINGS 191


Group Quick Click the Quick Retrieve sub-tab from the Group Forms page to display
Retrieve Form the Group Quick Retrieve Form page:

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.
Cancel: Return to the Group Maintenance page without saving
your changes.
Choose a Quick Retrieve form for this group. You can highlight a form
and click Preview to view the form. You can make only one choice for a
particular group.

192 CHAPTER 7
Group Applications Click the Applications sub-tab from the Group Forms page to display
Forms the Group Applications Form page:

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.
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.

USER AND GROUP SETTINGS 193


For each form selected, you can click Preview to view the form and click
Defaults to enter default field values for that form. The default values
entered here will override the GROUP_DEF defaults. Users will be able
to override these defaults with their own personal profile defaults
defined in DM Webtop, or they can change them “on the fly”. Users will
not be able to leave any fields blank, however. If they leave a field blank,
the default entered here will be used.

When users create documents using an application with multiple


Profile Entry forms available, they will be prompted to select which
form they want to use.

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.

The buttons below the tabs are:

194 CHAPTER 7
Save: Save changed data to the database and return to the
previous page.

Restore: Reload the page and restore data from the database.

Cancel: Return to the previous page without saving your changes.

Setting Up Group Aliases


The Group Aliases page allows you to add network aliases for this
Hummingbird DM group. Click the Aliases link on the Group
Maintenance page to display the Group Aliases page:

Expand the Listed Network entry by selecting an entry in the Network


list and clicking Load Network. Highlight the Network Resource for
which you want to create an alias and click the >> button to move that
entry to the Library Groups list.

USER AND GROUP SETTINGS 195


To remove an alias, select the defined alias in the Library Groups list
and click the << button. You will be prompted to confirm that you want
to remove this alias. Click OK.
When you have finished working with Aliases, click Close to return to
the Group Maintenance page for this group.

Attache for Groups


The Group Attache page shows the current Attache settings for this
group. Click the Attache link on the Group Maintenance page to
display the Group Attache page:

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.

196 CHAPTER 7
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.

• Allow Edit of Shadowed Documents: If set to Yes, users will be


allowed to edit copies of documents that are unlocked on the
network. This makes it possible for two copies of the same
document to be edited and then checked back in. In this event, the
following scenario will occur:
If two users edit copies of the same document, the first user to
check in the document will be able to successfully do so. When the
second user tries to check in the document, they can either
overwrite the document (if the next option is selected), create a
new version of the document (if Make New Version from any
Version is set in the System Parameters > Versions tab and Group
> Versions tab), or create a new document.
• Allow Overwrite of Simultaneous Edits: If set, users in the
situation described in the topic Allow Edit of Shadowed

USER AND GROUP SETTINGS 197


Documents will be able to check in their edited copies, thereby
overwriting the previously edited version.
Cleanup Options
• Force Cleanup of Shadowed Documents: Select this option to
have Hummingbird DM automatically purge shadowed
documents from the local drive. Documents that are older than
the Minimum Age For Delete option are deleted each time you
start DM Webtop. For shadowed documents, which do not have
corresponding profiles in the Unplugged Library, Webtop starts
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.

Setting Group Preferences


The Group Preferences page allows you to set the date and time
formats, page's layout and default viewer. Click the Preferences link

198 CHAPTER 7
from the Group Maintenance page to display the Group Preferences
page:

These settings will override the equivalent System Preference settings


(see “Setting System Preferences” on page 152).
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.
Cancel: Return to the Group Maintenance page without saving
your changes.
The following fields allow you to set certain group 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.
• Time Format: Select either: H:M or H:M:S.

USER AND GROUP SETTINGS 199


• 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.

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.

200 CHAPTER 7
Note: Always synchronize Users before synchronizing Groups.

The two buttons on the toolbar are:


• Auto Alias: Finds matching users and automatically creates aliases
for each match to the highlighted network resources. This link is
active only if you expand one of the network resources.
• Import User: Imports selected users to the Library and loads the
User Maintenance page for entering data to provide the next step
for synchronizing users. For further information refer to People
Maintenance. This link is active only if you expand one of the
network resources.
The two lists are:
• Network: The list box (multiple selection) with network
resources. The list has three types:
— Network Type: The type of network.

USER AND GROUP SETTINGS 201


— Container: Display all containers (domains) for the network.
You can open only one container for the current level.

— Users: The list of users for container.

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:

— Users: Name of the user.

— 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.

• << : Removes aliases from Library Users pane. To remove an alias,


highlight the entry (you must select a user in the second level) in
the Library Users pane and click this button to remove the selected
alias from the selected user and refresh the current page.

• Load Network: Expands the selected network containers and users


for the selected container in the Network pane. The system
refreshes data and loads network resources for a new container.

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.

202 CHAPTER 7
Note: Always synchronize Users before synchronizing Groups.

The two buttons on the toolbar are:


• Auto Alias: Finds matching groups and automatically creates
aliases for each match to the highlighted network resources. This
link is active only if you expand one of the network resources.
• Import Group: Imports selected groups to the Library and loads
the Group Maintenance page for entering data to provide the next
step for synchronizing groups. This link is active only if you
expand one of the network resources.
The two lists are:
• Network: The list box (multiple selection) with network
resources. The list has three types:
— Network Type: Type of the network.

USER AND GROUP SETTINGS 203


— Container: Display all domains for the network. You can open
only one container for the current level.
— Groups: The list of groups.
This list displays one level only. The list has the special “[..]”
option that returns to the previous level.
• Library Groups: The list box with existing groups and their aliases
for the selected domain. The list has two levels:
— Groups: The name of a group.
— Network Aliases: The user may assign only one group for the
same network type.
Use the following controls to move aliases from one list to the other:
• >> : Adds aliases to the Library Groups pane. To add aliases, select
a group in the Network pane and in the Library Groups pane and
click this button. When clicked assigns selected network group
name as an alias for the selected group and refreshes the current
page.
• << : Removes aliases from the Library Groups pane. To remove an
alias, select a group in second level in the Library Groups pane and
click this button. You can assign several aliases of the same or
different network types for the selected group. When clicked
removes the selected alias from the selected group and refreshes
the current page.
• Load Network: Loads network containers and groups for selected
container in the Network pane (you must select a container). The
system refreshes data and loads network resources for a new
container.

204 CHAPTER 7
C h a p t e r

8
Validation Tables

In This Chapter

The Validation Tables pages of the DM Admin tool allow you to


configure applications, document types, and custom tables.

VALIDATION TABLES 205


Setting Up Applications
The Applications page allows you to view, add, and edit applications.
Click the Validation Tables tab of the DM Admin pages to display the
Applications tab:

At the top of the list, you have these options:

Filter: Select the field to search for applications.

By: Type a text fragment you wish to search for. If this box is
empty, all applications will be displayed in the list.

Search: Begin searching for applications which satisfy the criteria.

Add: Open the Application Maintenance page to add a new


application.

206 CHAPTER 8
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.

VALIDATION TABLES 207


Maintaining Applications
The Application Maintenance page allows you to set up the parameters
for an application. Click an existing Application entry or the Add
button to display the Application Maintenance page:

Below the tabs are links to the following pages:

Launch Methods: Provides different ways to launch the same


application from DM Webtop. The link is displayed only for
existing applications. See “Selecting Launch Methods” on page
213 for more information.
Compatible Apps: Compatible applications are typically software
utilities that process files produced by some other application.
The link is displayed only for existing applications. See “Setting
Compatible Applications” on page 222 for more information.

208 CHAPTER 8
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

VALIDATION TABLES 209


be defined separately in Application Maintenance before it can be
used. DM supplies a viewer that easily handles many different file
formats. This field can be left blank. Maximum length is 16
characters.
• Filing Scheme: There are three methods by which documents are
named in DM.
— Standard : The first seven digits are the document number,
and the extension designates the document version and sub-
version number.
— Enhanced: The first five characters of the filename represent
the document number, the next three represent the document
version and sub-version number, and the file extension
designates the application. Enhanced Filing Scheme allows no
vowels in any of the filenames, to prevent words from being
randomly formed. Some applications, such as Word and
Excel, require the Enhanced Filing Scheme for proper
integration with Hummingbird DM. Also, if you plan to use
the Hummingbird DM mail features, you must set your
applications to Enhanced Filing Scheme.
— Unix-Compatible: This third method is similar to the
Enhanced Filing Scheme. The difference is that some systems
do not allow special characters (non-alphanumerics such as #
- !) in their DOS filenames. This filing scheme names files
with alphanumerics only. Unix-Compatible Filing Scheme
allows no vowels in any of the file names, to prevent words
from randomly being formed.
• MIME Type: MIME (Multi-Purpose Internet Mail Extension)
allows you to set the MIME type mapping for the associated
Application ID. Upon a file download request, the Hummingbird
DM Web server uses this setting to inform the browser what the
expected file type is and the appropriate application to launch on
the client machine. Note that the MIME Type must be set for the
DM Webtop to properly display documents. Maximum length is
100 characters. Here are the default supported MIME types:

Application Description MIMEtype Extension

ACROBAT Adobe Acrobat application/pdf pdf

210 CHAPTER 8
Application Description MIMEtype Extension

BINDER DOCS Binder text/plain bnd

CITERITE CiteRite for application/citerite cit


Windows

COMPRITE Compare Rite application/comprite red

DELTAVIEW DeltaView application/dcwin duc

DOCSIMAGE DOCS Imaging image/tiff tif

GROUPWISE GroupWise

FAWIN Full Authority for application/fawin toa


Windows

L123-97 Lotus 123-97 application/lotus wk4

LOTUS WORD Lotus Word Pro application/lotus wk4


PRO

MS EXCEL Microsoft Excel application/vnd.ms-excel xls

MS OUTLOOK Microsoft Outlook

MS POWERPOINT Microsoft application/vnd.ms- ppt


PowerPoint powerpoint

MS PROJECT Microsoft Project application/vnd.ms- mpp


project

MS WORD Microsoft Word application/msword doc

PRESENTATIONS Presentations

QPW Quattro Pro application/quattro wb2

RM DOCSRM
Application - DO
NOT DELETE

RM VIEW RM Report Viewer

WORDPERFECT WordPerfect application/wordpfct wpd

• 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

VALIDATION TABLES 211


portion of a DOS file name that follows a period. This field is used
only if you are using the Enhanced or Unix-Compatible Filing
Scheme. Maximum length is 25 characters.
• Shows on Desktop: Select whether this should appear for the user
in DM Webtop.
• Valid on Profile: Should this appear as the application on a profile.
• Supervisor Application: Select this option to allow the
application to open documents created in any other application
(using the application's own conversion filters), without making
the applications compatible through DM. This feature is intended
for applications that do not create their own documents, but use
other applications' documents. If an application is set to act as a
Supervisor Application, when filling out the Document Profile,
the Application ID is not automatically pre-filled. The user must
select the correct application from the Application table lookup.

212 CHAPTER 8
Selecting Launch Methods
Click the Launch Methods link on the Application Maintenance page
to display the Launch Methods page:

At the top of the list, you have these options:

Filter: Select the field to search for launch methods.


By: Type a text fragment you wish to search for. If this box is
empty, all launch methods will be displayed in the list.
Search: Begin searching for launch methods which satisfy the
criteria.
Add: Open the Launch Method Maintenance page to add a new
launch method.
The list shows the entries matching the filter criteria.

VALIDATION TABLES 213


• Enabled: Open the Launch Method Settings page. The link is
displayed only for existing launch methods.
• Description: This column displays a descriptive text for each
launch method.
• Edit: Opens the Launch Method Maintenance page for editing an
existing launch method.
• Copy: Opens the Launch Method Maintenance page for adding a
new launch method. All fields are filled from an existing launch
method.
• Delete: Removes an existing launch method.
Note: Users who are upgrading from DOCS Open or DOCSFusion will see
their old launch methods in DM Admin, and might even be able to use them,
but the Enabled flag will be automatically set only for launch methods that are
newly installed by Hummingbird DM.

214 CHAPTER 8
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.

VALIDATION TABLES 215


• Description: Type a description of the current application
(required). The maximum length is 80 characters.
• Location: Specify the path to the application (required). The
maximum length is 250 characters.
• Command line parameters: Any switches or text sent to the
application upon execution. The command line parameters are
defined by each application vendor in the application
documentation. The maximum length is 250 characters.
A number of standardized Hummingbird DM system variables are
available for this field. They are distinguished by a leading percent
symbol (%) and are listed below.
— %FF[file_format_string]. Fileformatstring is built out of
characters that represent parts of a full path name for a file.
This makes it possible to use parts of the path name of the
selected document in the command line string. Its
components are:
d - drive or server/volume
p - path excluding drive and filename
f - filename only (no extension)
e - extension
l - version or attachment label
These replacement variables can be used in lieu of the %FF
variable to denote the corresponding piece of the full path
name. The full path would correspond to:
d:pl.e

— %PROMPT[prompttext]. Prompttext is any string that will be


used as the prompt of the input field, which accepts
documents for the command line. This variable always gets
replaced by the file name of the document selected in a
window that appears when %PROMPT appears.
— %VALUE[profilecolumnname]. This variable would be
replaced by the value in any column of the PROFILE table
row for the selected document.

216 CHAPTER 8
— %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

VALIDATION TABLES 217


this option for applications that do not create documents but
run in conjunction with other applications, such as grammar
checkers, redlining programs, or mail packages.

— Full Integration. Use this option for integrated applications


such as Excel, Lotus 1-2-3, and Quattro Pro. If Shadowing is
implemented, when a File/Save is issued, a copy of the
document is saved to the shadow drive, then to the network.

— Uses Directory Monitoring. Use this option for unintegrated


applications only. When you use Directory Monitoring,
Hummingbird DM tracks documents matching the filename
mask created in an unintegrated application session and
compiles a list of these documents. This list, called the Profile
New Documents List, is displayed when the application is
exited, prompting the user to profile the documents. The list
can also be accessed from the Document menu if the user
wants to profile the documents at a later time.

System Parameters and Group Maintenance have two options


concerning the Profile New Documents Listing. The first
option allows users to remove items from the Profile New
Documents list, leaving them unprofiled and stored with their
DOS pathname. The second causes the list to automatically
appear each time DM Explorer is loaded.

— 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.

— ODMA Compliant: This option is used with applications


integrated through ODMA, such as WordPerfect 8.0 and
Quattro Pro 8.0.

• Enabled: Select this check box if you want to this application to be


enabled.

• Monitor Directory: Defines the monitor directory. This option is


available only for Directory Monitoring integration. The
maximum length is 254 characters.

218 CHAPTER 8
• 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.

Configuring DDE Settings


Click the DDE Settings button on the Launch Methods Maintenance
page to display the DDE Settings page:

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

VALIDATION TABLES 219


only need to alter this information if you are creating a new launch
method for one of these applications.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the Launch
Method Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Launch Method Maintenance page.
The following fields allow you to set DDE features:
Open settings
• Application Name: Specify the application name to open. The
maximum length is 128 characters.
• Topic Name: Type a topic name. The maximum length is 128
characters.
• Command: Specify the command line. The maximum length is
200 characters.
• Command (not running): In this box enter the non-running
command line for opening. The maximum length is 200
characters.
Print settings
• Application Name: Specify an application name for printing. The
maximum length is 128 characters.
• Topic Name: Type a topic name for printing. The maximum
length is 128 characters.
• Command: Specify the command line for printing. The
maximum length is 200 characters.
• Command (not running): In this box enter the non-running
command line for printing. The maximum length is 200
characters.

Using Filename Masks


A filename mask is a filter that selectively includes or excludes certain
filenames. When you set up Directory Monitoring with Hummingbird

220 CHAPTER 8
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.

VALIDATION TABLES 221


• Application ID: Use the Table Lookup button ("... ") to see the
listing of valid applications. The maximum length is 16 characters.

Setting Compatible Applications


The Compatible Applications page sets applications that process files
produced by some other application. For example, you might run a
Read-line or grammar checking application against a word processing
document. To do so, you must setup the word processor and the
grammar checker as compatible.
To allow files to be converted from one application format to another,
they must be set up as compatible. For example, if you want to import
a WordPerfect document into Microsoft Word, the latter must be
configured as a compatible application of WordPerfect.

222 CHAPTER 8
Click the Compatible Apps link on the Application Maintenance page
to display the Compatible Apps page:

The three buttons below the tabs are:


Save: Save changed data to the database and return to the
Application Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Application Maintenance page without
saving any of your changes.
The two lists are:
• Compatible Apps: Contains the list of compatible applications.
Multiple selections are allowed.
• Non-Compatible Apps: Contains the list of non-compatible
applications. Multiple selections are allowed (use Ctrl-click to
select multiple items).

VALIDATION TABLES 223


Use the following controls to move applications from one list to the
other:
• >> : Remove the selected application from the Compatible Apps
list.
• << : Add the selected application to the Compatible Apps list.

• Select All: Selects all items in the Compatible Apps or Non-


Compatible Apps lists.
• Clear Selection: Clears selection for all selected items in the
Compatible Apps or Non-Compatible Apps lists.

224 CHAPTER 8
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.

VALIDATION TABLES 225


• Edit: Opens the File Type Maintenance page for editing an existing
file type.
• Delete: Removes the selected existing 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.

226 CHAPTER 8
• 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.

At the top of the list, you have these options:


Filter: Select the field to search for Document Types.

VALIDATION TABLES 227


By: Type a text fragment you wish to search for. If this box is
empty, all the Document Types will be displayed in the list.
Search: Begin searching for Document Types which satisfy the
criteria.
Add: Open the Document Type Maintenance page to add a new
Document Type.
The items of the Document Types page have the following meaning:

• Type: This column displays links for editing document types.

• Description: This column displays explanatory text for each


document type.

• Maximum Versions: Enter the maximum number of versions (up


to 99) you want to allow for documents created with this
Document Type. Enter 1 to disallow multiple versions. The
maximum number of versions allowed is also determined in the
System Parameters Versions page and in the Group Versions page.
The lowest of the three settings will take precedence.

• Storage Type: The option for this Document Type.

— Archive. Documents of this type are important, but can be


removed from the system to offline storage after a period of
non-use.

— Delete. For letters, memos, or other documents of perishable


content.

— Keep.For litigation, contracts, or other permanent material.


Documents of this type will remain on the system indefinitely.

— Optical. Important but can be removed from the system after


a period of non-use, and stored on optical disk or other near-
line storage.

• Full Text: Whether documents of this type are full-text searchable.


Full Text indexing is useful for documents that require search and
retrieval based on the text of the entire document. If you leave the
Full Text option available to your users on the Document Profile,
they can override this default setting.

228 CHAPTER 8
• 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.

The three buttons below the tabs are:


Save: Save changed data to the database and return to the
Document Types page.

VALIDATION TABLES 229


Restore: Reload the page and restore data from the database.
Cancel: Return to the Document Types page without saving
your changes.
The following fields allow you to set certain system features:
• Type ID: Document Type identifier for use on the Document
Profile. This field is required. Maximum length is 10 characters.
• Description: Type a brief description of this document type.
Maximum length is 30 characters.
• Full Text Index: Select this option to indicate future Full Text
indexing of this Document Type. Leave blank to indicate that
documents of this type will not be indexed. Full Text indexing is
useful for documents requiring search and retrieval based on the
text of the entire document. If you leave the Full Text check box
available to your users on the Document Profile, they can
override this default setting.
• Disabled: Select this option to prevent this document type from
being used.
• Default Storage Type: Select the option for this Document Type.
— Archive. For documents that are important, but can be
removed from the system to offline storage after a period of
inactivity.
— Delete. For letters, memos, or other documents of perishable
content.
— Keep. For litigation, contracts, or other permanent material.
Documents of this type remain on the system indefinitely.
— Optical. Documents that are important but can be removed
from the system after a period of inactivity, and stored on
optical disk or other near-line storage.
• Retention Days: If you chose Archive, Delete, or Optical for your
default Storage Type, type a minimum Retention Days value.
Retention Days specifies the number of days before the
document can be archived or deleted and is calculated from the
last edit date. For documents designated as Keep, Retention Days
will be disabled (range: 1 - 9999). This option is not available for
the “Keep” storage type.
• Versions To Keep: The number of versions to keep online for
documents created with this Document Type. Storage
Management has the capability of archiving or deleting all
versions other than the number you specify here (range: 0 -
9999).
• Maximum Versions: The maximum number of versions (up to
99) you want to allow for documents created with this Document
Type. Enter 1 if you do not want to allow multiple versions. The
maximum number of versions allowed is also determined in the
System Parameters Versions and Group Versions pages. The
lower of the three settings takes precedence. This field is
required.
• Maximum Sub-Versions: The maximum number of sub-
versions (up to 26) to allow for documents created with this
Document Type. Enter 0 if you do not want to allow multiple
sub-versions. The maximum number of sub-versions allowed is
also determined in the System Parameters Versions and Group
Versions pages. The lower of the three settings takes precedence.
This field is required.
• Keep Criteria: By Last Edit: keep the versions online based on the
date they were last edited. By Versions: keep the versions online
based on their sequential version number.
• Second Retention Storage Type: This option is available only if
you select Optical as your Default Storage Type. If you plan to use
near-line (optical) storage, you may want to save your
documents in a different fashion after another period of time.
Choose from Archive, Delete, and Keep.
• Second Retention Days: Set a second level of retention days. For
example, if you want to move a document to optical disk (near-
line storage) after 30 days and to tape (offline) after 90 days, enter
30 in the Retention Days field, 90 in the Second Retention Days
field.
• Target Document Server: This option is available only if you set
the value in the Target Server Column in the System Parameters

VALIDATION TABLES 231


page to “Document Type”. The name automatically defaults to
the current file server. Maximum length is 64 characters. You can
use the Table Lookup button ("...") for a list of valid document
servers.

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.

At the top of the list, you have these options:

Filter: Select the field to search.


By: Type a text fragment you wish to search for. If this box is
empty, all entries will be displayed in the list.
Search: Begin searching for entries which satisfy the criteria.
Add: Open the Custom Table Maintenance page to add a entry.
The list shows the current entries matching the filter criteria.

• Edit: Opens the special Custom Table Maintenance page for


viewing and editing information about an existing entry.

• Copy: Opens the special Custom Table Maintenance page for


adding a new entry. All fields are filled from an existing entry.

Custom Table This page allows you to maintain Custom Tables.


Maintenance
The three buttons below the tabs are:

Save: Save changed data to the database and return to the


Custom Tables page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Custom Tables page without saving your
changes.
Note: The Custom Table tabs will not be shown unless there is a
maintenance form created in DM Designer for the custom table.

232 CHAPTER 8
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

INDEXES AND PROFILES 233


Indexer index the attachment rather than the last major version, add
the attachment extension in the Attachments to Index Maintenance
page.
For example, assume you have an integrated application that saves an
attachment with every version of a document. This attachment, having
a .TXT extension, would not be indexed by default. If your Attachments
to Index listing contained the .TXT extension, the major version of the
document would be ignored and the .TXT file would be the file indexed
for this document.
The Attachment to Index page allows you to view, add, edit, and delete
Attachments to Index. The Attachments to Index page displays the list
of existing attachments.

At the top of the list, you have these options:


Filter: Select the field to search for attachments.

234 CHAPTER 9
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.

INDEXES AND PROFILES 235


Using the Click an existing entry or the Add button to display the Attachment To
Attachment to Index Maintenance page:
Index
Maintenance Page

The three buttons below the tabs are:


Save: Save changed data to the database and return to the
Attachments to Index page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Attachments to Index page without saving
your changes.
The following fields allow you to define the attachment type:
• Attachment to Index: The file extension used for this kind of
attachment. This field is required. The maximum length is 10
characters.

236 CHAPTER 9
• 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.

At the top of the list, you have these options:


Filter: Select the field to search for keywords.
By: Type a text fragment you wish to search for. If this field is
empty, all keywords will be displayed in the list.

INDEXES AND PROFILES 237


Search: Begin searching for keywords which satisfy the criteria.
Add: Open the Keyword Maintenance page to add a new
keyword.
The list shows the current keywords matching the filter criteria. If no
criteria are entered, all current keywords are listed.
• Keyword: This column displays links for editing or viewing
existing keywords.
• Description: Contains the descriptive text for the keyword.
• Edit: Opens the Keyword Maintenance page for viewing and
editing an existing keyword.
• Copy: Opens the Keyword Maintenance page for adding a new
keyword. All fields are filled from an existing keyword.

238 CHAPTER 9
Using the Keyword Click an existing Keyword entry or the Add button to display the
Maintenance Page Keyword Maintenance page:

The three buttons below the tabs are:

Save: Save changed data to the database and return to the


Keywords page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Keywords page without saving.

The following fields allow you to define a keyword:

• Keyword: Contains a keyword. This field is required. The


maximum length is 30 characters.

• Description: Contains the descriptive text describing a keyword.


The maximum length is 254 characters.

INDEXES AND PROFILES 239


Custom Profile Defaults
Custom profile defaults can be set for any profile criteria. They can be
based upon specific key values, such as Client/Matter or Document
Type, or based upon a specific purpose, such as billable clients or
payroll documents. To have access to the custom profile defaults that
you create, the Profile Defaults button must be added to the Document
Profile using DM Designer.

Filter: Select the field to search.


By: Type a text fragment you wish to search for. If this box is
empty, all profiles will be displayed in the list.
Search: Begin searching for profiles which satisfy the criteria.
Add: Open the Custom Profile Default Maintenance page to add a
new custom profile default.

240 CHAPTER 9
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

INDEXES AND PROFILES 241


applet for displaying the form. The page displays the primary profile
form assigned to the primary group of the current user.

The three buttons below the tabs are:


Save: Save changed data to the database and return to the Custom
Profile Defaults page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Custom Profile Defaults page without
saving your changes.
The following fields allow you to set the name and description for this
custom profile default:
• Name: Contains the name of this custom default profile. This field
is required. The maximum length is 80 characters.
• Description: Contains the description for this custom profile
default. The maximum length is 254 characters.

242 CHAPTER 9
• 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).

INDEXES AND PROFILES 243


C h a p t e r

10
DM Webtop User Interface

In This Chapter

The DM Webtop Maintenance pages of the DM Admin tool allow you


to set the DM API configuration parameters, the DM Webtop
parameters and the Custom Parameter definitions. For information on
Deployment Packages, refer to the following chapter.

DM WEBTOP USER INTERFACE 245


DM API Configuration
The DM API Configuration page allows you to choose the target DM
server and set the Fail-Over and Load Balancing option for
Hummingbird DM on the DM Web Server side.

The two buttons below the tabs are:


Save: Save changed data to the database. If the Enable Fail-Over
and Load Balancing option is selected, the DM API configuration
is performed using the command-line utility provided by
Hummingbird.
Restore: Reload the page and restore data from the database.
The following fields allow you to set certain system features:
• Hummingbird DM Server Name: The name of the DM server
machine that the client application will initially log on to. If the

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.

The two buttons below the tabs are:


Save: Save changed data to the database.

DM WEBTOP U SER INTERFACE 247


Restore: Reload the page and restore data from the database.
The following fields allow you to set certain DM Webtop features:
• Hummingbird DM Web Server: Sets the server in use and
becomes part of various internal paths for determining installation
details. This field is required.
• Hummingbird DM Server Name: Path setting for some
application integration and related functions. This field is
required.
• Number of Characters to TRIM document/folder name: In the
navigation list (breadcrumbs), the length of the folder or
document name is constrained by this setting. (The entire folder/
document name is displayed in the tool tip.)
• Size of Groups in Security Dialog: In the Security page, if the user
expands the Group folder, the number of users that show in each
group is constrained by this setting. If there are more users in the
group than this setting, subgroups are created.
• Maximum tabs on Quick Reference page: Change this value to
restrict the number of tabs allowed on your users' Quick Reference
pages. The default value is 8.
• Enable Application Integration Prompt on Logon: Select this
option to provide your users with an enable Application Extension
in DM Webtop option on the logon page.
• Enable Drag'n Drop: Set this option to allow your users to take
advantage of the drag and drop capabilities in the DM Webtop.
• Use Common Search Form: Allows you to set the type of search
form displayed when searching across multiple libraries of
different industry types: if you select this option, the search form
will not display any industry-specific fields. The default is to
display any industry-specific fields.
• Enable Pre-logon Prompt: Select this option to prompt your users
before logging on to verify that they have permission to logon.
Timeout
• Timeout Script: The maximum time (in minutes) a web script is
allowed to take. May be a number in the range 0 - 240. This field is
required.

248 CHAPTER 10
• 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

DM WEBTOP U SER INTERFACE 249


— Norwegian: 0x014

— Portuguese: 0x0816

— Portuguese (Brazil): 0x0416

— Spanish: 0x0a

— Swedish: 0x1d

• Default Character set: Sets the default character set to use in DM


Webtop pages. The character set symbol adds a meta HTML tag
specifying the character set to be used for all DM Webtop display
pages.

• HTML-Rendering Character set: This symbol is used to support


national characters in HTML-rendering. For example, set the
value to 0x13A40000 to view using Japanese characters (the default
value is blank).

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 the User to enter a network name: If this option is not


selected, the Network field will not appear on the logon page.

• 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.

250 CHAPTER 10
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

DM WEBTOP U SER INTERFACE 251


Group Format
This setting controls the display format of the Group 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.

252 CHAPTER 10
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.

DM WEBTOP U SER INTERFACE 253


Custom Parameter Click an existing entry or the Add button to display the Custom
Definition Parameter Definition page:

The three buttons below the tabs are:

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:

• Name: Specify the parameter name. This field is required. The


maximum length is 16 characters. The field is disabled for an
existing parameter.

• Value: Contains the parameter value.

254 CHAPTER 10
P A R T

Application Integration
3
In This Section

This section contains three chapters that will assist adminstrators with
the following:

• Creating and installing deployment packages, installing individual


application integration components and removing deployment
packages and components.

• Understanding application integration with Hummingbird DM.

• Using the Client Deployment Utility to manage aspects of


Hummingbird DM.

255
256
C h a p t e r

11
Deployment Packages

In This Chapter

This chapter describes how to create and distribute deployment


packages, automatic deployment packages, and custom components.

DEPLOYMENT PACKAGES 257


Deployment Packages
A deployment package is a list of instructions configured by the
Hummingbird DM administrator who installs Hummingbird DM
components on user workstations. These packages can be fully
customized, so you can create specialized packages for your various
Hummingbird DM user groups.

A deployment package can contain:

• Components that enable integration of Hummingbird DM with


desktop applications. For selected applications, it can include
enabling of Front-end Profiling and Cost Recovery features.

Front-end profiling allows users to fill out profiles prior to


creating their documents rather than at the first save. It is a useful
feature if your organization tracks edit time and keystrokes:
because Hummingbird DM does not monitor these factors until a
document has been profiled, front-end profiling gives you more
accurate results.

By enabling the Cost Recovery option in a deployment package,


activity information for time and billing purposes will be tracked.
For more information, refer to An Overview of Hummingbird DM
Suite.

• Client components of complementary applications such as


Hummingbird Imaging, Hummingbird DM WorkFlow, DM
Extension for AutoCAD, and Hummingbird Collaboration.

• Client components for Hummingbird RM.

• Support for integration with e-mail applications.

• DM Extensions for Windows Explorer and Microsoft Outlook.

• Registry files created with Interceptor or the Client Deployment


Utility

• Customized macro files.

• Other custom components.

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.

Distributing Once a deployment package is created and assigned to a user group, it


Deployment can be installed automatically or manually by individual users in the
assigned group. Deployment packages work by downloading software
Packages components and custom components from the Hummingbird DM
Web server to a user’s machine. These components are then installed
automatically.

There are a variety of ways that you can distribute deployment packages
to your users.

• Users can be given the option of installing the complete


deployment package or selecting individual components and
installing only those components. See page 290.

Important: If the Manage DM Extensions option is set to No in Web


Admin>System Parameters, end users will only be able to install the
deployment package assigned to their group. If Manage DM Extensions is set
to Yes, users will have access to all deployment packages and all components.

• You can distribute the deployment package via a CD-ROM. Refer


to the note on page 281.

• You can create an installation script that can be run:

— During network log on

— As a link to a batch file within an e-mail address. For example,


a batch file called DeployInstall.bat which contains the
command line information as shown in “Distributing the
Automatic Deployment Package” on page 273.

— Via an SMS package if your network is equipped with


Microsoft® System Management Server (SMS)

DEPLOYMENT PACKAGES 259


For more information on this topic, refer to “How to Use the
Automatic Deployment Utility” on page 260.

How to Use the Automatic Deployment Utility


The Automatic Deployment function allows network administrators to
deploy software to a remote desktop without requiring end user
intervention.

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.

About Automatic Deployment Packages


An automatic deployment package consists of the following items:
• The RUNSETUP.EXE utility
• A collection of files assembled from various sources into one
location
• An INI file corresponding to the deployment package to be
installed
• A response file
Response files are created to provide automated answers to
questions asked during an installation of various Hummingbird
DM 5.1 client components.
Creating a package consists of gathering the necessary files and using
the RUNSETUP.EXE utility to create one or more response files.
We recommend you build automatic deployment packages using
source workstations that are configured the same as the target
workstations in your environment. This will ensure that the automatic
deployment package will remove all legacy components and that the
new Hummingbird DM 5.1 client components are installed in the
correct locations.

260 CHAPTER 11
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.

When you create a deployment package, an INI file is created on the


DM Web Server in the \PROGRAM FILES\HUMMINGBIRD\
CYBERDOCS\PLUGINS\DEPLOYMENT folder. The INI file assumes the
name of the deployment package with the library name as the prefix,
for example, DM51_OFFICE 2000 USERS.INI. This INI file contains
information about the components that will be installed on each client
workstation.
When creating a deployment package for use with the automatic
deployment utility, there are two settings in DM Webtop
Maintenance>Deployment Packages>[Edit Target Package] you
should consider before creating your automatic deployment package.
The first setting for consideration is “Should the user be able to
override the default source location?.” This setting has no effect on a
deployment package that is distributed by the automatic deployment
utility, because during automatic deployment the user is not provided

DEPLOYMENT PACKAGES 261


an option to change this value during a “silent installation”. However, if
the deployment package is installed from the DM Webtop>My
Options>Optional Components window, this setting determines
whether users are prompted to choose a source location for the
installation. Using this setting, when a deployment package is
distributed by the automatic deployment utility:
• If this check box is selected, a variable labeled “szPath” is
included in the response file, specifying the location from which
the installation will be performed. Under some circumstances, it
may be useful to call the automatic deployment utility from one
location (as described later in this document), but retain the
installation source files in another location.
• If this check box is not selected, the variable “szPath” is not
included in the response file. Therefore, all installation source files
must be present in the folder structure from which the automatic
deployment utility is called.
The second setting for consideration is “Should the user be able to
override the default target location?.” This setting has no effect on a
Deployment Package that is distributed by the Automatic Deployment
Utility, because during automatic deployment the user is not provided
an option to change this value during a silent installation. However, if
the deployment package is installed from the DM Webtop>My
Options>Optional Components window, this setting determines
whether users are prompted to choose a target location for the
installation. Using this setting, when a deployment package is
distributed by the automatic deployment utility:
• If this check box is selected, a variable labeled “szDir” is included
in the response file, specifying the location on the workstation
where the installation will be performed.
• If this check box is not selected, the variable “szDir” is not
included in the response file. As a result, the components included
in the deployment package are installed on the workstation in the
default location C:\PROGRAM FILES\HUMMINGBIRD.
IMPORTANT: When you create a deployment package, you have the option to
include Custom Components; this often includes references for a registry
merge file that can be used to add additional settings to the target workstation.
When you define a custom component, you should not use spaces in the File
Name field on the Custom Configuration window, or in the filename for the

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:

1 Navigate to the \PROGRAM FILES\HUMMINGBIRD\


CYBERDOCS\PLUGINS directory on the DM Web Server. Copy all
the folders in the directory to an Automatic Deployment Package
storage directory you create on the source workstation, for
example, C:\AUTODEPLOYMENT. This document will refer to this
storage directory by this name from here on out.

The folders names are shown below.


Important: Do not copy the individual files in the PLUGINS directory, just the
folders.

— 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)

DEPLOYMENT PACKAGES 263


— Rocket (If DM Extension for AutoCAD is installed on the DM
Web Server)
— RoutingAppIntegration (If Hummingbird DM WorkFlow is
installed on the DM Web Server)
— SCICO (Smart Checkin/Checkout)
— ShellExtensions
Important: The automatic deployment package should not be built on the DM
Server or the DM Web Server; you should use a source workstation that is
configured the same as the target workstations in your environment.

2 Copy the COMPONENTSLIST.INI file from the \PROGRAM


FILES\HUMMINGBIRD\CYBERDOCS\PLUGINS to the
C:\AUTODEPLOYMENT directory.

3 From the Hummingbird DM 5.1 CD, copy the contents of the


Tools\DM Extensions\AutoDeployment to the
C:\AUTODEPLOYMENT directory

Run As Admin Because the installation of Hummingbird DM Extensions requires that


Encryption the installer be an administrator on the local workstation,
(Windows 2000 Hummingbird has included in the automatic deployment utility a
Runas Admin Encryption program (RUNAS_ADM.EXE). The Runas
and XP Only) Admin Encryption program gives limited users full-access during
installation of an automatic deployment package. The Runas Admin
Encryption program is an interactive program that allows
administrators to encrypt a domain/machine name, domain admin ID,
and admin password into the program executables using Microsoft
Crypto API. The Runas Admin Encryption program simulates the
runas command.

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

264 CHAPTER 11
— _oci_reg.exe

To remove the read-only attribute, select the file, right-click, and


select Properties. Clear the “Read Only” check box, and then click
OK to exit the Properties window.
2 From the C:\AUTODEPLOYMENT directory, double-click the
RUNAS_ADM.EXE file and the following runas Admin Encryption
dialog box will appear:

— 128-bit Strong Encryption is available on Windows 2000 and


Windows XP. This encryption is available on Windows XP by
default, but to attain this level on Windows 2000 requires the
installation of SP2 or later. Otherwise, this radio button will
be disabled, and only 40-bit encryption will be available.
Likewise, to be able to decrypt the information, the same
requirements apply to the client machines. This is another
reason why it is important that the source workstation be
configured the same as target workstations.
— 40-bit Base Encryption is available on any 32-bit Windows
platforms, such as Windows 95, Windows 98, Windows ME,
Windows NT, Windows 2000, and Windows XP.
3 Enter the domain name or machine name, Admin ID, Admin
password, and then click Set.
Note: Ensure that the encrypted credentials have local administrator rights on
all machines that will receive the package; otherwise, the installation will fail.

4 Click Close to exit the utility.

DEPLOYMENT PACKAGES 265


5 Delete the RUNAS_ADM.EXE file from the workstation so that it
cannot be accessed by unauthorized users. This also precludes the
accidental copying of this file to a server share in a later step. If
needed, a fresh copy of the file can be obtained from the
Hummingbird DM 5.1 CD.

Create a Response The RUNSETUP.EXE file is a Hummingbird utility used to build a


File collection of the responses provided during the specified client install.
There are various flags associated with the SETUP.EXE utility (which is
the InstallShield product) that runs in conjunction with
RUNSETUP.EXE. For the purposes of this document, only the following
will be discussed.

Available Switches Description of Use


-r Create a response file
Typical usage of this is: runsetup.exe
“setup.exe -r”. This creates a response file
while installing the products on the workstation.
Unless otherwise specified with the -f1
switch, the response file is named SETUP.ISS
and is created in the C:\WINNT directory.
-s Run a silent installation.
-f1 Specify the response file location.
-f2 Specify the log file location.

To create a response file:


1 On the source workstation, start a command prompt by going to
the Start menu and selecting Programs>Accessories>Command
Prompt. Change the directory to C:\AUTODEPLOYMENT.
Note: Depending on your operating system, the location of the command
prompt command may differ.

2 Type the following command:


runsetup.exe “setup.exe -r -f1C:\AutoDeployment\setup.iss”

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

266 CHAPTER 11
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.

DEPLOYMENT PACKAGES 267


— If you want users to access the install from a location on the
network you can leave the default value, and then edit the
response file after a network location has been established.
— 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 source location?” is not selected,
indicating you do not allow users to change the installation
location of the deployment package.
5 Confirm the installation directory and click Next. The following
dialog box will appear requesting you confirm the installation
location:

268 CHAPTER 11
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.

6 Confirm the installation location and click Next. The following


dialog box will appear requesting you enter the DM Server name.
This information will be provided to the workstation’s client API
installation.

DEPLOYMENT PACKAGES 269


Note: An additional dialog box may appear requesting you confirm the DM
Web Server type. If so, make the appropriate selection, and click Next to
continue. Installation of DM Extensions and application integration requires
that any legacy DOCS Open or DOCSFusion components be removed. If you
see a dialog box similar to the following, click “Yes” to continue.

7 The InstallShield Wizard will run and a number of Setup status


dialog boxes will appear. When the InstallShield process has
completed, click Finish, and then confirm that a response file
(SETUP.ISS) has been created in the designated directory on the
source workstation. The Command Prompt window will be
visible when the process is complete.
Note: If you are upgrading from a previous version of Hummingbird DM, you
may see two dialog boxes at the end of the process.

270 CHAPTER 11
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.

To create an automatic deployment package that will upgrade an


existing Hummingbird DM 5.0 workstation, you must create a
response file during an upgrade of an existing Hummingbird DM 5.0
workstation.

1 Select a workstation using Hummingbird DM 5.0 as your starting


point workstation.

2 Prepare the workstation as you would for any other automatic


deployment package implementation. “Creating a Deployment
Package” on page 281

3 Create a response file. See “Create a Response File” on page 266


for more information.

4 Test the response file. See “Testing the Automatic Deployment


Package” on page 272

5 Use this response file to distribute the upgrade package to other


workstations on the network. See “Distributing the Automatic
Deployment Package” on page 273

After you complete the upgrade from Hummingbird DM version 5.0,


confirm that components are removed after the installation is
complete. Specifically, there have been instances where older versions
of Excel integration macros were not removed from the XLSTART
directory. Furthermore, on former DOCS Open workstations, the
PATH environment variable may not be removed from the System
Variables section in Control Panel > System > Advanced >
Environment Variables.

DEPLOYMENT PACKAGES 271


Testing the Automatic Deployment Package
Before distributing the automatic deployment package to users, you
should test the package to ensure there are no problems. You can test
the package as follows:
1 Copy the entire C:\AUTODEPLOYMENT directory (all files and
subdirectories) to a shared network location from which users
will execute the automatic deployment package. Apply
appropriate permissions to allow normal users ‘read’ access to the
share.

2 If necessary, edit the response file to change the location from


which the installation will occur. The response file is an ASCII
text file that can be edited with any common text editor (for
example, NOTEPAD.EXE). The line to change is as follows:

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.

3 Change the value to reflect the network location established in


step 1, for example:

szPath= \\DMServer\AUTODEPLOYMENT

4 From a destination workstation (different than source


workstation), run the following command:
\\[server]\[share]\runsetup.exe “\\[server]\[share]\setup.exe
-s -f1 \\[server]\[share]\Setup.iss -f2C:\temp\Install.log”

This command is the actual command for a Silent Install. Please


note that this assumes that the programs need to be installed in
the same location as the workstation from which the install
package is built. If this is not the case, the SETUP.ISS file may
need modifying. This command also ensures that the process
reads the correct SETUP.ISS file. It also specifies the location for
the log file that is written while the installation is in process.
5 Confirm that no user interaction is required to complete the
installation. Subsequently, confirm that all desired Hummingbird

272 CHAPTER 11
DM 5.1 client components have been installed and are
functioning correctly.

Distributing the Automatic Deployment Package


Once you have created and tested your automatic deployment package,
you can deploy the package to users in one of two ways:
• Include the command string above in a login script, and assign the
script to targeted users.
• Create a batch or command file containing the command string,
and then e-mail the file to users with instructions for execution.
A typical command to deploy DM Extensions via SMS or Network
Logon Installation is as follows:
RUNSETUP.EXE “SETUP.EXE -s”

However, if your users only have read-only access on the targeted


network share directory, the above command will not work because
users do not have write access permissions to create the installation log
file in the default installation directory. You must use the following
command to work around this issue:
\\[server]\[share]\runsetup.exe “\\[server]\[share]\setup.exe
-s -f1 \\[server]\[share]\Setup.iss -f2C:\temp\Install.log”
This command will create the installation log file on the user’s local
workstation hard drive. The installation will execute for users
automatically, and it should not require any user intervention. Once
the installation is complete, it is recommended that users restart their
workstations before starting Hummingbird DM to complete the
installation of some DM Extensions.

DEPLOYMENT PACKAGES 273


Known Issues

Hummingbird DM In some circumstances, the Hummingbird DM Service is not added to


Service is not the Microsoft Outlook Mail Profile of the account of the logged-in user.
Added to Microsoft This problem can occur under the following circumstances:
Outlook
• The logged in user’s account has never run Microsoft Outlook;
thus, the account has not been configured on the local machine,
and the Mail Profile does not exist.

• The logged in user’s account does not have local machine


administrator rights, for example, the user is not a member of the
local administrators group. Thus, the Hummingbird DM Service
cannot be added to the Mail Profile.

• The local administrator’s account is encrypted using the


RUNAS_ADM.EXE utility, and that account is different from the
logged in user’s account; therefore, the Hummingbird DM Service
does not exist on the Mail Profile.

A workaround for this issue is available on our web site at the following
location:

ftp://ftptlh.hummingbird.com/Patches/HummingbirdDM/
PWDSINST.ZIP

You should download the PWDSINST.ZIP file and extract the


PWDSINST.EXE utility into the C:\AUTODEPLOYMENT directory. You
will use the following command line to install the Hummingbird DM
service:

pwdsinst.exe /i

The PWDSINST.EXE utility can also be called from the same batch or
command file used to initiate automatic deployment.

To uninstall the Hummingbird DM service, execute the following


command line:

pwdsinst.exe /u

274 CHAPTER 11
Troubleshooting
Listed below are error messages that may occur when running
RUNSETUP.EXE:

“Logon failure” Error message from Error::CreateProcess...W() for _oci_reg:1326 Error


message from Error::CreateProcess...W() for cmd: 1326 “Logon failure:
unknown user name or bad password.” This error message indicates
that the user name or password encrypted by RUNAS_ADM.EXE is
incorrect. You should run RUNAS_ADM.EXE again and ensure you
have entered the correct information.

“Access is Error message from Error::CreateProcess...W() for _oci_reg: 5: Error


denied” message from Error::CreateProcess...W() for cmd: 5: “Access is denied.”
This error message indicates that the user name encrypted with
RUNAS_ADM.EXE does not have any access rights to the network
share directory. This is true for a network administrator as well if he or
she does not have the minimal access rights, for example, read-only
access. Therefore, minimum access rights of read-only for everyone
should be specified for the network share directory.

“Non-Install Error message: Fatal:: Not allow to launch setup_program:


Program Error” ERROR_NUMBER Where ERROR_NUMBER is 1004, this message
indicates that the setup program does not exist in the designated
location. For other ERROR_NUMBER values, contact Hummingbird
Technical Support.

Other Critical “Abort: No info (domain/admin_id/password) found”


Errors This error message will occur on Windows NT, 2000, and XP if the
person running RUNSETUP.EXE is not in the Administrators group and
the RUNAS_ADM.EXE has not been run by an administrator. The
administrator should run RUNAS_ADM.EXE and enter the appropriate
information, and then copy the _OCI_REG.EXE file to the directory
where the automatic deployment package files are installed.

“Abort: Cannot open / seek data in _oci_reg”


This error message means that the _OCI_REG.EXE file may be
corrupted. Obtain a fresh copy from the patch file and re-encrypt
account information with RUNAS_ADM.EXE.

DEPLOYMENT PACKAGES 275


“Abort: Unknown error. Contact Administrator.”
This error message means that the _OCI_REG.EXE file may be
corrupted. Obtain a fresh copy from the patch file and re-encrypt
account information with RUNAS_ADM.EXE.

Nothing is installed during the silent install; no error occurs.


This scenario is likely to occur if the logged in user account does not
have “write” permissions to the specified log file location. Although the
installation failed, no error message will appear since this is a silent
install. The only way to determine if the installation is successful is to
check Add/Remove Programs in Control Panel to confirm that no
components have been installed, and then verify that the logged in user
account has rights to the log file location.
An additional flag must be used during the install to create the log file
in an alternative location, such as the user’s local hard drive. For
example, the following flag would create the log file on the local
workstation hard drive:
-f2C:\TEMP\INSTALL.LOG
If the COMPONENTSLIST.INI file is not copied to the correct location,
then you will witness the same behavior.

276 CHAPTER 11
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.

DEPLOYMENT PACKAGES 277


Adding Custom Custom components must be added one component at a time, and they
Components must be added before you install individual components or create a
deployment package.

1 Log on to the Hummingbird DM Webtop. Select the DM Admin


tab.

2 Select the DM Webtop Maintenance tab, then select the Custom


Components tab.

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.

278 CHAPTER 11
— Excel Passive Customized Hummingbird DM macro for use
with Microsoft Excel Passive integration.

— Project Active Customized Hummingbird DM macro for use


with Microsoft Folder Active integration.

— Project Passive Customized Hummingbird DM macro for


use with Microsoft Project Passive integration.

— WordPerfect Active Customized Hummingbird DM macro


for use with WordPerfect Active integration.

— Custom Registry files created with Interceptor or the Client


Deployment Utility or other custom components that have
been created, such as templates or macros. Refer to
“Configuring Application Integration for Hummingbird
DM” on page 301 and “Hummingbird DM Client
Deployment Utility” on page 341.

4 Enter the name of the component selected in the Component


name field.

5 Enter a brief description of the component in the Description


field.

6 If there are separate component files based on application version,


enter the name of the version-specific file in the appropriate
Version-specific File fields, for example, 'Word 2000 Passive
Macro-customized.

DEPLOYMENT PACKAGES 279


7 Enter the specific file name for the version-specific component in
the Version-specific File Name fields. Use the Browse button to
locate the file on the computer.
Note: File names should not contain spaces.

8 Click Save to add the custom component to the master list.


When custom components are included in a deployment package, the
components are copied from the Hummingbird DM server and into
the [TARGETDIR]\CustomIntegration folder on the client
machine.
The deployment package or component installation program installs
the components to [TARGETDIR]\CustomIntegration but does
NOT overwrite any existing files that are there. The
[TARGETDIR]\CustomIntegration folder contains the full set of
either default or customized integration files that the user wants to use.
Files for applications that the user has not chosen to integrate will not
be in the [TARGETDIR]\CustomIntegration folder.
As the installation proceeds, any application integration files that need
to be copied to a specific application directory will be copied from
[TARGETDIR]\CustomIntegration to that directory, leaving a copy
in [TARGETDIR]\CustomIntegration.
The copy of any integration file that is actually “in use” is the copy that
is in the application/version-specific location like XLStart or
Startup. The original copy of this file, for reference, remains in
[TARGETDIR]\CustomIntegration folder.

280 CHAPTER 11
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.

4 Enter the name of the deployment package.


Tip: Since you can assign deployment packages to Groups, make the
deployment package name descriptive.

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.

• If you are creating a CD that will contain the DM Extension installations,


the Plugins directory must be a subdirectory at the root of the CD. The
Plugins directory contents should not be at the root level of the CD.

• In either case, copy the contents of the Plugins directory after you have
uploaded your custom components and created your deployment
packages.

DEPLOYMENT PACKAGES 281


6 If you do not want the user to be able to override the default
source location, clear the check box.

7 The default target for installed components is the user machine’s


Program Files directory. If you want to specify a particular
directory, make necessary edits to the field.

8 If you do not want the user to override the specified target


directory, clear the check box.

9 Next, select the components that make up the deployment


package. To expand the listing, click on the blue arrow icon.

To select a component or the entire contents of a component


category, select the check box next to that category.
Note: For e-mail integration and application integration, it is not recommended
that you select all components, especially if the user does not have all the
listed applications installed on the target machine. 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.

The components are as follows:


• Hummingbird DM Shell Extensions and E-mail Integration
— Components necessary to install e-mail integration files for
Microsoft Outlook, Lotus Notes, and Novell GroupWise.

282 CHAPTER 11
— Component files that place the Hummingbird DM system
into Windows Explorer and/or Microsoft Outlook.

— The DM Extension for Windows Desktop, which allows you


to search for Hummingbird DM documents from the
Windows Search menu and allows you to open Document
Reference File (DRF) shortcuts that have been placed in an e-
mail message or on the Windows Desktop.

— The Client Deployment Utility. The Client Deployment


Utility will only be visible on the Options page if you are a
DOCS_Supervisor.

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.

• Hummingbird DM Application Integration Components


necessary to integrate several popular software applications and
install Linking capabilities. Refer to “Configuring Application
Integration for Hummingbird DM” on page 301 for a list of
supported applications and how integration works with
Hummingbird DM.
Component Sub-components
Linking Linking in Microsoft Excel
Linking in Microsoft Word
Linking in Microsoft PowerPoint
Support for all other Cross-Application linking
Microsoft Word Microsoft Word Active Integration
with Front-End Profiling
with Cost Recovery
Microsoft Word Passive Integration
Check-in and Check-out only
Microsoft Excel Microsoft Excel Active Integration
with Front-End Profiling
with Cost Recovery
Microsoft Excel Passive Integration
Check-in and Check-out only

DEPLOYMENT PACKAGES 283


Microsoft PowerPoint Microsoft PowerPoint Active Integration
with Front-End Profiling
with Cost Recovery
Check-in and Check-out only
Microsoft Project Microsoft Project Active Integration
Microsoft Project Passive Integration
Check-in and Check-out only
Adobe Acrobat Adobe Acrobat Passive Integration
Check-in and Check-out only
WordPerfect WordPerfect Active Integration
with Front-End Profiling
with Cost Recovery
Check-in and Check-out only
Quattro Pro Quattro Pro Integration via Interceptor
Check-in and Check-out only
Corel Presentations Corel Presentations Integration via Interceptor
Check-in and Check-out only
Microsoft Visio Microsoft Visio Active Integration
Check-in and Check-out only
Lotus WordPro Lotus WordPro Active Integration
Check-in and Check-out only
Integration Options ODMA Integration
for Other Applications Interceptor Utility
Directory Monitoring

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.

You can select multiple linking sub-components.

• Hummingbird DM Viewer Components necessary to install the


Hummingbird DM Viewer, which allows users to view documents
from within the Hummingbird DM product. Refer to the guide
titled Using Hummingbird DM.

284 CHAPTER 11
— 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.

DEPLOYMENT PACKAGES 285


o Ichitaro Format Ichitaro Application
o Miscellaneous Applications Enable, First Choice,
Framework, Q&A, Smart, PFS, DEC DX/WPS Plus, IBM
DCA/FFT/RFT/DisplayWrite, PC-File, MultiMate,
SuperCalc, Wang, Mass11, WordStar, Other Word
Processors and Spreadsheet Applications
• Hummingbird DM API Internet Mode By installing this
component, you can work while not connected to the network
(intranet). You can log on to the Internet and work as if you were
on your network (using DCOM). Refer to the guide titled An
Overview of Hummingbird DM Suite.
• Hummingbird DM Smart Checkin/Checkout Smart Checkin/
Checkout is a browser-based plug-in that provides ease-of-use
functionality to the process of moving documents and document
copies back and forth between Hummingbird DM and the library.
With the Smart Checkin/Checkout plug-in installed, the DM
Webtop allows the user to select a default drive\directory as the
starting point for all file transfers while still retaining the ability to
change drive\directory locations on a file-by-file basis.
• Hummingbird RM Extensions Components to install
Hummingbird's records management application, Hummingbird
RM, into the DM Extensions. This allows the user to work with
Hummingbird RM in the Webtop or with the DM Extensions.
Hummingbird RM must be installed and configured on the
Hummingbird DM Web server. Refer to the guide titled Using
Hummingbird RM Extensions.
• Hummingbird Imaging Components necessary to install and use
Hummingbird Imaging products. Hummingbird Imaging must be
selected for installation during DM Web Server installation. This
requires a Hummingbird Imaging serial number and Password.
Refer to the guide titled Using Hummingbird Imaging.
• Hummingbird DM WorkFlow Extensions Components to
install Hummingbird's document routing application,
Hummingbird DM WorkFlow, into the Windows Explorer DM
Extension. Hummingbird DM WorkFlow must be selected for
installation during DM Web Server installation. This requires a
Hummingbird DM WorkFlow serial number and password. For

286 CHAPTER 11
more information, refer to the Hummingbird DM Installation
Guide.

By default, DM WorkFlow Profile Add-on is installed with the DM


WorkFlow Extension. Expand the component list to deselect the
check box if you do not want to install the WorkFlow Profile Add-
on at this time.
Note: The Hummingbird DM Extension will automatically be installed with the
DM WorkFlow Extensions. If you want all or part of the Shell Extensions, such
as the Microsoft Outlook DM Extension, you must specify as such in
Hummingbird DM Shell Extensions and E-mail Integration section.

• DM Extension for AutoCAD DM Extension for AutoCAD fully


integrates AutoCAD with Hummingbird DM. It adopts all
AutoCAD native file commands while providing fast, easy access
to advanced document management capabilities.
Important: Some post-installation setup is required. Refer to Appendix B of
the guide titled Using DM Extension for AutoCAD.

• DM Extension Collaboration Integration This component


places the DM Collaboration application into the Windows or
Outlook DM Extension. Refer to the guide titled Using
Hummingbird Collaboration.

• Custom Custom components that you have uploaded to the


network. This includes customized macros and registry files. See
“Adding Custom Components” on page 278 for more
information.
Note: Some components, such as Hummingbird RM, Hummingbird Imaging,
Hummingbird Collaboration, DM Extension for AutoCAD, and Hummingbird DM
WorkFlow require separate licenses. If you did not install these applications
during the installation of DM Web Server, the components associated with
these applications will not be visible in the Components list.

10 Select Save. The deployment package will now appear in the


deployment package lists in Web Admin and in the My Options
section of the DM Webtop.
Note: If you are unable to save a deployment package because of a
Permission Denied error, it may be that the Web Server's IIS account name is
not the same as its computer name. See the Troubleshooting chapter in the
Hummingbird DM Suite Installation Guide for a solution.

DEPLOYMENT PACKAGES 287


If you add or remove components to or from a deployment package at
a later date, your users will need to install the deployment package
again to receive these changes. To automatically inform your users that
an update was made to a deployment package, enable the “Inform
when update available” setting in DM Admin > Users and Groups >
Groups > Features.

Assigning You can assign a specific deployment package to a Hummingbird DM


Deployment User Group. This allows you to further customize the deployment of
Packages to a Hummingbird DM features to your user base.
Group
1 In DM Admin, select the Users and Groups tab.

2 Select the Groups tab.

3 Select the Group to which you want to assign a deployment


package or create a new Group. Refer to the User and Group
settings chapter for instructions on setting up users and Groups.

4 In the Deployment Package field, enter the name of the package.


You can also browse for the package by selecting the ellipsis
button next to the field. Select the package by clicking the check
box next to the deployment package’s name and click OK.

5 Click Save to assign the deployment package to the Group.

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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.

DEPLOYMENT PACKAGES 289


Installing a 1 Log on to Hummingbird DM Webtop. If the “Inform when
Deployment update available” setting is active in DM Admin > Users and
Package Groups > Groups > Features, then a message will be displayed,
informing the user that they should go to the My Options page to
install or update their components. Click OK.

2 Select the My Options link in the upper right corner of the DM


Webtop window.

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.

3 Select the Optional Components tab. By default, the deployment


package listing will appear. Select the deployment package to be
installed.

4 Click Install. You may be asked to verify the safety of the


downloaded files from Hummingbird. Accept the file.

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.

290 CHAPTER 11
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.

6 The installation of components will continue. Each component


will be downloaded separately. If you elected to accept each
component separately, you will need to accept the security
certificate for each component and click Next.
a If you are installing Hummingbird DM WorkFlow Extension
you will need to enter the name of the DM WorkFlow server.
Click next once you have entered this information. If you do
not know the name of your DM WorkFlow server, contact
your DM WorkFlow administrator.
b If you are installing Smart Checkin/Checkout you will be
notified that you will have to log off Hummingbird DM and
log on again to activate this feature.
7 After all components have been downloaded, Hummingbird DM
will request that you reboot your computer. It is strongly
recommended that you do so at this time.

DEPLOYMENT PACKAGES 291


Installing Individual Components
There are times when you need to install only portions of a deployment
package or a component that is not included as a part of your assigned
deployment package. If the Manage DM permission is set to Yes, you
can install either deployment packages or individual components from
My Options > Optional Components in the DM Webtop.
1 Log on to Hummingbird DM Webtop. If the “Inform when
update available” setting is active in DM Admin > Users and
Groups > Groups > Features, then a message will be displayed,
informing the user that they should go to the My Options page to
install or update their components. Click OK.

2 Select My Options in the upper right corner of the screen.


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.

3 Select Optional Components.

292 CHAPTER 11
4 Select the Components button. A Components listing will be
shown on the screen.

5 To expand the listing, click on the blue arrow icon. The


components list is shown on page 282.

6 To select a component or the entire contents of a component


category, select the check box next to that category.
Note: For e-mail integration and application integration, it is not recommended
that you select all components, especially if you do not have all the listed
applications installed on your system.

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.

You can select multiple linking components.

7 Click Install. You may be asked to verify the safety of the


downloaded files from Hummingbird. Accept the file.
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.

DEPLOYMENT PACKAGES 293


8 If this is the first time you are installing a deployment package, the
installation program will search your computer for previous
versions of Hummingbird software. If files are found, a message
window appears, informing you that DOCS Open and
Hummingbird DM application integration will be removed prior
to Hummingbird DM application integration being installed.
Select OK to proceed. 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 products at
this time, Hummingbird product files from previous versions will also be
removed in this step.

9 The installation of components will continue. Each component


will be downloaded separately. If you elected to accept each
component separately, you will need to accept the security
certificate for each component and click Next.
a If you are installing Hummingbird DM WorkFlow Extension
you will need to enter the name of the DM WorkFlow server.
Click next once you have entered this information. If you do
not know the name of your DM WorkFlow server, contact
your DM WorkFlow administrator.
b If you are installing Smart Checkin/Checkout you will be
notified that you will have to log off Hummingbird DM and
log on again to activate this feature.
10 After all components have been downloaded, Hummingbird DM
will request that you reboot your computer. It is strongly
recommended that you do so at this time.

294 CHAPTER 11
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.

1 If a user wants to remove all deployment package components


that were installed on his or her computer, they should go to the
Windows Control Panel > Add/Remove Programs and select DM
Extensions 5.1.

2 Click the Change/Remove button. After the InstallShield setup


initializes, you will be asked to confirm the uninstall procedure.

DEPLOYMENT PACKAGES 295


Click OK.
Note: This question may be repeated prior to each component being removed.

3 If a locked file is found, a message window similar to the


following will be shown. You can Reboot, Ignore, Retry or Cancel
the operation. If you want to apply the same command to similar
message windows, select the “Don’t display this message again”
check box.

4 It may be necessary to respond to a security warning dialog box.


Select the button labeled “I understand the security risk and wish
to continue.” Click Next.

5 If a shared file is detected, the following dialog box will appear.


Click Yes to remove the shared file. If you want to remove
additional shared files, select the “Don’t display this message
again” check box.

6 When the uninstall procedure is complete, a dialog box will


appear. Click Finish.

296 CHAPTER 11
7 Reboot your system if requested to do so.

Uninstalling Individual Components


1 Log on to Hummingbird DM.

2 Select My Options > Optional Components > Components. The


components currently installed on your computer will be
selected.

3 Clear the check box next to the component you want to uninstall.

4 Select the Install button on the toolbar.

5 The Hummingbird DM Extensions setup program will launch.

6 If a locked file is found, a message window similar to the


following will be shown. You can Reboot, Ignore, Retry or Cancel
the operation. If you want to apply the same command to similar
message windows, select the “Don’t display this message again”
check box.

DEPLOYMENT PACKAGES 297


7 It may be necessary to respond to an Authenticity Verified dialog
box.

If you receive the Authenticity Verified dialog box, select the check
box labeled “Always trust software published by Hummingbird.”
Click Next.

8 If a shared file is detected, the following dialog box will appear.


Click Yes to remove the shared file. If you want to remove
additional shared files, select the “Don’t display this message
again” check box.

298 CHAPTER 11
9 When the uninstall procedure is complete, a dialog box will
appear. Click Finish.
10 Reboot your system if requested to do so.

DEPLOYMENT PACKAGES 299


C h a p t e r

12
Configuring Application
Integration for Hummingbird DM

In This Chapter

This chapter explains the steps necessary to configure and use


applications with Hummingbird DM. These steps assume that you
already have a Hummingbird DM library set up.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 301


Integration Methods
There are several ways to integrate applications with Hummingbird
DM:
• Active Integration Active Integration is a document
management integration method that controls the Open and Save
functions so that those features are directly integrated with the
document management system.
• Passive Integration This is an integration method that allows
you to profile Microsoft Word, Microsoft Excel, Microsoft Project,
and Adobe Acrobat documents in Hummingbird DM via a menu
that is added to the application. You can bypass Hummingbird
DM and save documents using the native application menu
commands. For more information on using applications with
Passive Integration, refer to the Hummingbird DM Webtop Help
system.
• Check in/Check out This disables native ODMA integration for
applications. Users can 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 Monitoring This is a method that tracks documents
created in applications not integrated with Interceptor, Active
Integration, or Passive Integration. You will be prompted to profile
the document when saving it to a monitored directory. To set up
an application to use Directory Monitoring integration, select
Directory Monitoring from the Integration field drop-down list in
Library Maintenance > Applications.
• Interceptor This is an integration method that monitors when
Open and Save As dialog boxes are called. Applications monitored
through Interceptor should be set to Full Integration in the
application’s launch method in the DM Library Application table.
The launch method will then need to be enabled in the Interceptor
Settings.
Note: As the Hummingbird DM administrator, you can restrict access to native
application dialog boxes. Refer to “Restricting Users from Accessing
Interceptor Settings and Native Dialog Boxes” on page 332.

302 CHAPTER 12
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.

Table 12.1 Application Integration Components


Component Integration
Microsoft Word Microsoft Word Active Integration
with Front-End Profiling
with Cost Recovery
Microsoft Word Passive Integration
Check-in and Check-out only
Microsoft Excel Microsoft Excel Active Integration
with Front-End Profiling
with Cost Recovery
Microsoft Excel Passive Integration
Check-in and Check-out only
Microsoft PowerPoint Microsoft PowerPoint Active Integration
with Front-End Profiling
with Cost Recovery
Check-in and Check-out only
Microsoft Project Microsoft Project Active Integration
Microsoft Project Passive Integration
Check-in and Check-out only
Adobe Acrobat Adobe Acrobat Passive Integration
Check-in and Check-out only

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 303


WordPerfect WordPerfect Active Integration
with Front-End Profiling
with Cost Recovery
Check-in and Check-out only
Quattro Pro Check-in and Check-out
Interceptor
Corel Presentations Check-in and Check-out only
Interceptor
Microsoft Visio Microsoft Visio Active Integration
Check-in and Check-out only
Lotus WordPro Lotus WordPro Active Integration
Check-in and Check-out only
Integration Options for ODMA Integration
Other Applications Interceptor Utility
Directory Monitoring

Table 12.2 shows other applications that are predefined in the


Hummingbird DM library and may be integrated with Hummingbird
DM without additional setup.

Table 12.2 Other Integrated Applications

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.

Lotus 1-2-3 Must be enabled through Interceptor.

304 CHAPTER 12
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.

Launch methods previously used by your organization will be disabled.


You will need to manually enable these applications by clearing the
disabled check box in DM Admin>Validation Tables>Applications.
Many of the new applications added to the database utilize Dynamic
Data Exchange (DDE) settings to communicate with Hummingbird
DM.
In the event that you need to modify or update these settings in the
future, refer to Table 12.3 through Table 12.15, for settings provided
with the Hummingbird DM installation program.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 305


Important: Launch methods used in previous versions of Hummingbird DM or
DOCS Open products may still be present in your DM Library. Your library may
contain multiple launch methods for the same product. You should review all
the launch method settings in the library to insure that integrated applications
are properly configured, being sure to disable any launch methods that are no
longer valid for your organization. Additionally, you may want to edit the titles of
application launch methods to be more specific in order to assist end-users that
will be installing deployment packages or optional components. For more
information on setting up and editing launch methods, refer to “Selecting
Launch Methods” on page 213.

DDE Settings for Table 12.3 Acrobat 4.0x and 5.0 Launch Method Settings
Adobe Acrobat
Integration Type ODMA Compliant

Command Line Parameters %FULLPATH

Acrobat 4.0x and 5.0 DDE Settings - Open

Application Name ACROVIEW

Topic Name CONTROL

Command [FileOpen(“%1”)]

Command (not running) [FileOpen(“%1”)]

Acrobat 4.0x and 5.0 DDE Settings - Print

Application Name AcrobatPowerDOCSPlugin

Topic Name AcroExch.Document

Command [FilePrintSilentEx("%1")

Command (not running) [FilePrintSilentEx("%1")][AppQuit]

306 CHAPTER 12
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

Command Line Parameters

Microsoft Excel DDE Settings - Open

Application Name EXCEL

Topic Name SYSTEM

Command [RUN("'DDEOpen ""%1""'")]

Command (not running) [RUN("'DDEOpen ""%1""'")]

Microsoft Excel DDE Settings - Print

Application Name EXCEL

Topic Name SYSTEM

Command [RUN("'DDEPrint ""%1"", ""1""'")]

Command (not running) [RUN("'DDEPrint ""%1"", ""0""'")]

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

Integration Type ODMA Compliant

Command Line Parameters /ND

Note: To have Word open with a blank document, remove the /ND from

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 307


Command Line Parameters. The setting /ND indicates ‘no document’.
Microsoft Word DDE Settings - Open

Application Name WINWORD

Topic Name SYSTEM

Command [DDE.DDEOpen(“%1”)]

Command (not running) [DDE.DDEOpen(“%1”)]

Microsoft Word DDE Settings - Print

Application Name WINWORD

Topic Name SYSTEM

Command [DDE.DDEPrint (“%1”, “1”)]

Command (not running) [DDE.DDEPrint (“%1”, “0”)]

Note: When integrating Microsoft Word, Background Saves and Background


Printing should be disabled.
If your users will be importing Word documents into Excel, you need to set the
applications as being compatible to one another.

Table 12.6 Microsoft PowerPoint 2000 and XP Launch Method Settings

Integration Type ODMA Compliant

Command Line Parameters %FULLPATH

Microsoft PowerPoint DDE Settings - Open, None

308 CHAPTER 12
Table 12.7 Microsoft PowerPoint DDE Print Settings

Application Name AIM

Topic Name POWERPOINT.SHOW

Command Print

Command (not running) Print

Note: To enable printing when using Microsoft PowerPoint XP, be sure to


download and install Microsoft Office XP Service Pack 2.

Table 12.8 Microsoft Project 2000 and XP Launch Method Settings for Active
and Passive Integration

Integration Type ODMA Compliant

Command Line Parameters

Microsoft Project DDE Settings - Open

Application Name WINPROJ

Topic Name SYSTEM

Command DDEOpen "%1"

Command (not running) DDEOpen "%1"

Microsoft Project DDE Settings - Print

Application Name WINPROJ

Topic Name SYSTEM

Command DDEPrint "%1", 1

Command (not running) DDEPrint "%1", 0

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 309


Microsoft Visio DDE Table 12.9 Microsoft Visio 2000 and XP Launch Method Settings
Settings
Integration Type ODMA Compliant

Command Line Parameters %FULLPATH

Microsoft Visio DDE Settings - Open, None


Microsoft Visio DDE Settings - Print

Application Name AIM

Topic Name Visio.Drawing

Command Print

Command (not running) Print

310 CHAPTER 12
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.

Integrating Quattro Pro and Presentations


To integrate Quattro Pro and Presentations with Hummingbird DM,
you will need to disable ODMA integration, set up Interceptor launch
methods in the DM library, and enable the launch method in
Interceptor. The settings needed to do this are shown in Table 12.11 on
page 313 and Table 12.12 on page 314.
Note: If you initially install Check-in and Check-out integration for Quattro Pro
and Presentations, this will automatically disable ODMA integration.

Disabling ODMA Integration for Corel Suite Applications


1 Disable ODMA for each application by adding the following Keys
to the Windows Registry. To assist you with this, the registry files
have been provided to you on the Hummingbird DM Suite 5.1
CD-ROM, in the …Tools\DM Extensions folder.
Quattro Pro:
[HKEY_CLASSES_ROOT\QPW]

[HKEY_CLASSES_ROOT\QPW\ODMA32]

Presentations:
[HKEY_CLASSES_ROOT\PRESENTATIONS]

[HKEY_CLASSES_ROOT\PRESENTATIONS\ODMA32]

2 Within each application, clear the Use enhanced file dialogs


option:
In Quattro Pro, select Tools > Settings. From the File Options tab,
clear the Use enhanced file dialogs selection.
In Presentations, select Tools > Settings > Environment. From the
Options tab, clear the Use enhanced file dialogs selection.
As the administrator, you should include these files in a deployment
package along with the Interceptor registry file that enables the
application. These files would be added to the deployment package as a
custom component.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 311


For more information on setting up launch methods, refer to “Selecting
Launch Methods” on page 213.

Table 12.10 WordPerfect 9 and 10 Launch Method Settings - Open

Integration Type ODMA Compliant

Command Line Parameters

WordPerfect 9 and 10 DDE Settings - Open

Application Name, version 9 WPWin9_Macros

Application Name, version 10 WPWin10_Macros

Topic Name COMMANDS

Command FileOpen("%1") WPActivate

Command (not running) FileOpen("%1") WPActivate

WordPerfect 9 and 10 DDE Settings - Print

Application Name, version 9 WPWin9_Macros

Application Name, version 10 WPWin10_Macros

Topic Name COMMANDS

Command FileOpen("%1")Print()CloseNoSave(1)

Command FileOpen("%1")Print()CloseNoSave(1)
(not running) ExitWordPerfect()

312 CHAPTER 12
Table 12.11 Quattro Pro 9 and 10 Launch Method Settings - Open

Integration Type Full Integration

Command Line Parameters

Quattro Pro 9 and 10 DDE Settings - Open

Application Name QPW

Topic Name SYSTEM

Command [open("%1")]

Command (not running) [open("%1")]

Quattro Pro 9 and 10 DDE Settings - Print

Application Name QPW

Topic Name SYSTEM

Command [print("%1")]

Command (not running) [print("%1")]

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 313


Table 12.12 Corel Presentations 9 and 10 Launch Method Settings

Integration Type Full Integration

Command Line Parameters /ddeex

Corel Presentations 9 and 10 DDE Settings - Open

Application Name PRESENTATIONS

Topic Name COMMAND

Command ShellFileOpen(“%1”) PRActivate()

Command (not running) ShellFileOpen("%1") PRActivate()

Corel Presentations 9 and 10 DDE Settings - Print

Application Name PRESENTATIONS

Topic Name COMMAND

Command ShellPrintTo("%1")

Command (not running) ShellPrintTo("%1")FileExit()

314 CHAPTER 12
DDE Settings for Table 12.13 Lotus 1-2-3 Launch Method Settings - Open
Lotus Applications
Integration Type Full Integration

Command Line Parameters %FULLPATH

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

Application Name AIM

Topic Name 123Worksheet

Command Print

Command (not running) Print

Table 12.14 Lotus 1-2-3 Launch Method Settings - Print

Integration Type Full Integration

Command Line Parameters %FULLPATH

Lotus 1-2-3 97 and Millennium DDE Settings - Open, None


Lotus 1-2-3 97 and Millennium DDE Settings - Print

Application Name AIM

Topic Name 123Worksheet

Command Print

Command (not running) Print

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 315


Table 12.15 Lotus WordPro 97 and Millennium Launch Method Settings

Integration Type ODMA Compliant

Command Line Parameters

Lotus WordPro DDE Settings - Open

Application Name WORDPRO

Topic Name SYSTEM

Command [QuickOpen("%1")]

Command (not running) [QuickOpen("%1")]

Lotus WordPro DDE Settings - Print, None

316 CHAPTER 12
DDE Settings for Table 12.16 DOCS Imaging
Other Applications
Integration Type Full Integration

Command Line Parameters -f%FULLPATH

DOCS Imaging DDE Settings - Open

Application Name PCDIMG

Topic Name Commands

Command OPEN("%1")

Command (not running) OPEN("%1")

DOCS Imaging DDE Settings - Print

Application Name PCDIMG

Topic Name COMMANDS

Command PRINT("%1")

Command (not running) PRINTEXIT("%1")

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 317


Setting Up Application Integration
Application Integration is set up via the DM Server Admin Tools
Library Maintenance application. In the Application Maintenance
section you will find a listing of applications already set up to be used
with Hummingbird DM. You can use the Application Maintenance
utility to edit these settings, add applications, or create alternate
methods for launching an application. For more instructions on setting
up applications in Application Maintenance, see “Setting Up
Applications” on page 206 in the Hummingbird DM Administration
Guide.

Active Integration Active Integration is a document management integration method that


controls the Open and Save functions so that those features are directly
integrated with the document management system.

Passive This is an integration method that allows you to profile Microsoft


Integration Word, Microsoft Excel, Microsoft Folder, and Adobe Acrobat
documents in Hummingbird DM via a menu that is added to the
application. You can bypass Hummingbird DM and save in the native
application using standard menus. For more information on using
applications with Passive Integration, refer to the Hummingbird DM
Help system.

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.

318 CHAPTER 12
• 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.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 319


The Interceptor Module
The Interceptor allows you to integrate new applications that do not
already exist in Interceptor’s list of launch methods. Prior to enabling
an application in Interceptor, you must create a launch method using
the Hummingbird DM Administration Tool.

Launching 1 Select Start > Program > Hummingbird > DM Extensions >
Interceptor Interceptor. If you are not logged on to Hummingbird DM, the
Logon dialog box appears.

Note: If you are logged on to Hummingbird DM Extensions, the Interceptor will


already be running. Proceed to step 3.

2 Once you are logged on to Hummingbird DM, the Interceptor


program icon is displayed along the bottom right corner of the
desktop, in the system tray.

3 Double-click the Interceptor icon in the system tray. The


Hummingbird DM Interceptor dialog box appears.

320 CHAPTER 12
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.

Configuring New Applications for Interceptor


To configure a new application in Interceptor:
1 Launch Interceptor, using the instructions in “Launching
Interceptor” on page 320. The Hummingbird DM Interceptor
window appears, displaying all applications that are set to Full
Integration. The application you are configuring will not appear
in the list until you complete the subsequent steps and restart
Interceptor.
2 Click the Application Settings tab. This window will be empty if
you have never configured a new application in Interceptor. If you
have previously integrated new applications, this list appears in
the active window. Click Add to add a new application.

3 With the Common Properties tab selected, complete the


following fields:

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 321


— Application ID: Specify the Application ID you chose when
creating this application’s launch method in Application
Maintenance. If these Application IDs do not match,
Hummingbird DM may have trouble reconciling the
application with its launch method.
— Description: Specify the application name in this field.
— Keyword: Specify the Application ID you chose when creating
this application’s launch method. Hummingbird DM
attempts to match the value(s) in the Keyword field to words
in the Launch Methods.
4 Click the Window Properties tab. This tab has two Autodetect
check boxes that are selected by default. We highly recommend
leaving these boxes selected. If you clear these boxes, you will have
to enter all application settings manually. If you leave them
checked, Interceptor attempts to automatically detect all settings.

322 CHAPTER 12
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.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 323


6 Click Add to display the Dialog window. Fill out the fields as
described.

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.

— Save As Select this type if you want the Document Profile


form displayed so the user can profile and save the open
document. When this type is selected, the original document
is replaced by the new one.

— 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.

Dialog Caption: Type the caption title of the dialog box.

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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.

Autodetect: This check box is selected by default, and it is


strongly recommended that you leave it selected.

7 Click OK to save your settings. The dialog box you configured


appears in the Dialogs window. You can repeat step 6 to configure
other commands in this application.

8 When you have finished integrating commands, click OK and


close the Application Settings dialog box.

9 Your new application should appear in the Application Settings


list.

10 Enable the application in Interceptor.

Enabling After creating a launch methods in Application Maintenance and in


Applications Interceptor, complete the following steps to enable the integration.
Within Interceptor 1 Launch Hummingbird DM Interceptor, as described in
“Launching Interceptor” on page 320.

2 From the Launch Methods tab of the Hummingbird DM


Interceptor window, highlight the launch method for the
application that you want to integrate and click Enable.

— The Application ID and Description fields are filled in by


default.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 325


— Click the Browse button to ensure that your program path is
correct. The Open dialog box appears. If you do not have the
full path to the application in your system path, select the Full
Path option button before you select the executable (*.EXE)
file.
If this information is in your system path, you can accept the
default of Only File Name.
3 Click Open.
4 In the Launch Method Settings dialog box, click the down arrow
of the Use settings for drop-down list and select the correct
application from the list.
5 Click OK to enable Interceptor to monitor the application’s
launch method. A green dot is then displayed next to the
application, indicating that the application is now set to be
monitored by Interceptor.
If the Program Path on the users’ individual workstations is
different from the Location defined in Application Maintenance,
you need to point Interceptor to the application’s executable. See
“Editing the Interceptor Launch Method Settings” on page 327.
6 Click Close to exit Interceptor.
Once you have enabled each application that you want integrated, you
can create a registry file that can be run on users’ workstations to
duplicate the integration information that you have created on your
workstation. See “Exporting Interceptor Settings” on page 330.

326 CHAPTER 12
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.

3 Click Disable. The green dot to the left of the application


description will change to a red dot, indicating that the
application launch method will no longer be monitored by
Interceptor.
Note: A yellow dot to the left of an application description means a setting
(launch method) exists in the registry but is missing or incorrect in the
database.

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.

For example, suppose you selected Microsoft Excel to be monitored by


Interceptor and the Location defined in the Application Launch
Methods is:
…\Program Files\Microsoft\Office\Excel.EXE

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:

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 327


1 From the Interceptor dialog box, select the launch method that
you want to edit and click Edit from the Launch Methods tab. The
Launch Method Settings dialog box is displayed.
2 Fill out the fields as described below:
Program Path: Specify the path to the application that you want
Interceptor to monitor. The path can be a whole or partial path or
simply the executable file name. If you have a company whose
individual workstations have different configurations, use the
executable file name. Click Browse to ensure that your program
path is correct. The Open dialog box appears. If you do not have
the full path to the application in your system path, select the Full
Path option button before selecting the executable (*.EXE) file. If
this information is in your system path, you can accept the default
of Only File Name.
Note: Click the Full Path button to save the information you enter in the
Program Path field.
Use Settings for: Select the appropriate launch method from this
drop-down box.

328 CHAPTER 12
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.

Open Document Notification: If this option is selected, users will


be notified when an application format or a version
incompatibility causes an error while opening a document. If this
option is selected, and a conflict occurs, Hummingbird DM will
lock the document and release it only if you have selected Show
Confirm on Releasing Document.

Show Confirm on Releasing Document: If you selected Open


Document Notification, you must also select this option. If this
option is selected, users will be prompted to release the document
after the designated time if an error occurs while opening it.

Wait n seconds before releasing document: The default value is


30 seconds. If you accept the default, Hummingbird DM will try
to open the document for 30 seconds before prompting you to
release it. You can override the default value.

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.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 329


Exporting Interceptor Settings
The Export option in Hummingbird DM Interceptor enables you to
create a registry file that you can distribute to users to duplicate the
Application Integration settings you created using Interceptor. This
registry file should be included as a custom component to a
deployment package; otherwise, you will need to distribute the file to
individual users. See “Importing a Registry File” on page 331.
Only the applications that you enabled in Interceptor before creating
the registry file will be enabled and actively integrated in the user’s
Interceptor.
1 Launch Hummingbird DM Interceptor as described in
“Launching Interceptor” on page 320.
2 From the Launch Methods tab of the Hummingbird DM
Interceptor dialog box, select Export.
3 The Export Settings dialog box appears.

4 The default setting on this dialog box is All Settings. We


recommend that you leave this selected and click Export. The
Save As dialog box is displayed. If you select All Settings,
Hummingbird DM assigns a default file name for the registry file
of InterceptorSettings.reg.
Export Settings:
— All Settings This option exports application settings and
launch method settings for all applications and all libraries.
This is the most common setting when exporting a registry

330 CHAPTER 12
file. Selecting this option creates a registry file named
InterceptorSettings.reg, by default.

— Only Application Settings This option exports the settings


that relate to application properties and creates a registry file
named InterceptorAppDB.reg, by default.
— All Launch Method Settings This option exports only the
launch method settings for your applications and creates a
registry file named LaunchMethodSettings.reg, by
default.
— Launch Method Settings for the Selected Library This
option exports only the enabled launch methods for the
currently selected library and creates a registry file named
LibraryName.reg, by default, where your library name is
inserted.
5 Select a location for the registry file and click Save.

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.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 331


Restricting Users from Accessing Interceptor Settings
and Native Dialog Boxes
By design, Hummingbird DM is set up to allow users to open and save
files both within and outside the document management system. Users
can also disable Interceptor integration on an application-by-
application basis using the Interceptor Setting menu or by using the
Interceptor shortcut menu.
If you, as the Hummingbird DM administrator, do not want to allow
the users and/or certain groups in your organization to save documents
outside of Hummingbird DM, enable (set to Yes) the Disable Native
Open/Save option in the DM Administration Tool>System
Parameters>Defaults or DM Administration Tool>Users and
Groups>Groups>Features.
Enabling this option will result in the following:
• The Disable Native Save check box located in the Windows
Explorer DM Options dialog box will be unavailable for
modification.
• The Settings option in Interceptor will be unavailable.
Note: Disabling Native Save and Open dialog boxes and access to Interceptor
work hand in hand. You cannot disable one without disabling the other.

332 CHAPTER 12
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.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 333


1 Click File > New From Folder.
2 Choose a category from the first list box, then choose a template
from the second list box.
3 Click Options > Edit WP Template.
4 On the Template toolbar, click the Copy/Remove Object button.
5 If the Template toolbar is not displayed, click View>Toolbars,
then enable the Template check box.
6 Choose the template that contains the macro from the Template
To Copy From list box.
7 Choose Macros On Disk from the Object Type list box.
8 In the Macros On Disk section, click the Browse button.
9 Choose the drive where the macro is stored from the Look In list
box. The default location for the file is …\Program Files\
Hummingbird\Hummingbird DM\Hummingbird
DMFooter.wcm.

10 Double-click the folder in which the macro is stored.


11 Click Select.
12 Click one of the following buttons:
— Copy Copies only selected items in the Source list box
— Copy All Copies all items in the Source list box
13 Click Close.
Distribute the new document template to your WordPerfect users. You
can do this by including this macro as a custom component in a
deployment package.

334 CHAPTER 12
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.

E-mail Integration If you installed Hummingbird DM E-mail Integration, the following


Options features are available.
• GroupWise and Lotus Notes Mail messages and attachments are
stored in Hummingbird DM as simple, separate documents.
• MS Outlook The most complete integration method,
Hummingbird DM E-mail Integration for Microsoft Outlook
allows you to search for related documents, such as attachments
and threads. This integration method supports the storing of
message parameters (for example: MAIL_ID, ATTACH_NUM,
MSG_ITEM, DELIVER_REC, PARENTMAIL_ID, and
THREAD_NUM).
Important: If you are upgrading from a version of a Hummingbird document
management application prior to version 5.0, and use Microsoft Outlook, you
will need to add columns to the database and add some fields to the Profile
form. Refer to “Configuring Integration for Microsoft Outlook” on page 336.
The exception to this is if you are generating a new library using the
Hummingbird DM 5.1 product, in which case the additional columns are already

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 335


present on the Profile form.

Configuring Configuring Hummingbird DM to support the enhanced integration


Integration for for Microsoft Outlook is a multi-step process. First the PROFILE table
Microsoft Outlook must be modified, then you must configure specific options using the
Client Deployment Utility. See “E-mail Integration Settings” on page
359.

Adding SQL Columns Using DM Designer


1 From the Windows Start menu, select Programs > Hummingbird
> Hummingbird DM Server 5.1 > Server Admin Tools > DM
Designer.
2 Select Edit > Edit Data Dictionary or click the Database button on
the toolbar. The Select Field to Edit dialog box appears.

3 Highlight the PROFILE table from the Tables column and click
New Column. The Edit Column Description dialog box appears.

336 CHAPTER 12
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.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 337


Column Name and Description Type Length Object
Type
THREAD_NUM Integer - Edit
This identifies a message’s
position in a saved e-mail
thread.
ATTACH_NUM String 20 Edit
This identifies the position of
an attachment in an e-mail
message.
MSG_ITEM Integer - CheckBox
This column indicates that a
message was saved with
enhanced integration.
DELIVER_REC Integer CheckBox
This column stores the
delivery notification ID.

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.

Modifying the Profile Forms


You must add all columns such as MAIL_ID, PARENTMAIL_ID, and
so forth, to your Profile form(s) and GROUP_DEF forms.
It is recommended that you hide these fields once they have been added
to the form. Refer to Chapter 2, “Form Modification” in the DM
Designer Guide.
1 In DM Designer, select File > Open Profile Form or click the
Profiles button located on the toolbar. The Available Forms dialog
box appears.

338 CHAPTER 12
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.

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 339


4 After all the new columns have been added and placed on the
forms, select File > Close. When asked if you want to save your
changes, select Yes.
5 Close DM Designer
Note: After the columns have been added and saved, it is necessary to refresh
caches on the Hummingbird DM Server Manager program.

340 CHAPTER 12
C h a p t e r

13
Hummingbird DM Client
Deployment Utility

In This Chapter

This chapter explains how Hummingbird DM administrators can use


the Client Deployment Utility to manage Hummingbird DM features.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 341


The Hummingbird DM Client Deployment Utility
The Hummingbird DM Client Deployment Utility is designed to allow
administrators to configure Hummingbird DM features and distribute
these configuration settings to the end user by creating a set of registry
snapshot files that represent the Hummingbird DM settings on the
administrator’s computer. These registry files can be placed in a
deployment package and automatically installed. Alternately, the
registry files can be provided to users who then merge these settings
into their local registries.

Note: In previous versions, this utility was known as the Administration Tool.

The Client Deployment Utility includes configuration of the


Hummingbird DM User Interface, custom forms, add-ons, plug-ins, e-
mail integration, and much more.

The Client Deployment Utility works from within the Microsoft


Management Console (MMC) utility. MMC version 1.1 or higher must
be installed on your computer in order to use the Client Deployment
Utility.

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 1.0 shipped with Microsoft Windows NT 4.0 Option Pack


for Windows NT Server.

• MMC 1.1 shipped with Microsoft SQL Server 7.0 and Microsoft
Systems Management Server 2.0.

• MMC 1.2 shipped with Microsoft Windows 2000.

• MMC 2.0 ships with Microsoft Windows XP and Windows.NET


Server. MMC 2.0 is supported only on Windows XP and Windows
NET Server.

MMC 1.2 is also provided on the Hummingbird DM Suite CD in the


…Tools\DM\MMC\1.2 folder. To install MMC, navigate to this folder
and double click iMMC.EXE. Follow the on-screen prompts.

342 CHAPTER 13
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.

1 On your Windows desktop, click


Start>Programs>Hummingbird>Hummingbird DM Extensions
5.1>Client Deployment Utility.

2 The Microsoft Management Console will launch.

3 Click the plus sign to expand the Hummingbird DM Client


Deployment Utility tree.

4 Click to expand the Plug-ins tree. If necessary, log on to


Hummingbird DM.

5 Continue expanding the tree until you can view all the options
available to you.

6 Select each option by clicking it one time. Detailed descriptions of


each option follow.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 343


The Plug-ins Configuration Screen
A plug-in is an extension module that provides additional
functionality to Hummingbird DM. All registered plug-ins will be
shown in the same order as their respective InsertAt registry entry. If
you have more than one plug-in installed, you can change the load
order of the plug-in.
Highlight the plug-in and use the up and down arrows to move its
position within the list.

344 CHAPTER 13
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.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 345


3 Use the Quick Search List spin box to change the number of
documents listed in the Search Results list. You can also manually
enter an integer in this space.

Note: If the Quick Search returns more items than the list box is configured for,
the results set will be truncated.

4 To change the documents displayed in the Recently Edited


Documents list (RED), you have the option to use the default DM
Server RED or clear the default option and indicate the number
and age of documents displayed in the Recently Edited
Documents list.

When DM Server RED is used, the user cannot control the


number of documents that will be retrieved: all documents edited
in the last 90 days will be shown.

5 To allow users to save a document as a sub-version from any


version or other sub-version, click the check box.

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.

346 CHAPTER 13
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

4 Except for the No caching on logon setting, the Cache on logon


settings are stored in the Cache on logon dialog box. Click
Settings to view the dialog box, as shown below.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 347


Inspect the three settings by selecting them from the Cache Level
list. For each of the four settings, you can modify the Pre-Cache
parameters. The columns are defined as follows:

— Primary. This parameter will be applied to the primary


library.

— Searchable. This parameter will be applied to remote libraries


that have Search by Default selected in Library Maintenance.

— Other. This parameter will be applied to remote libraries that


are not set to be searched by default.

5 The Cache Parameters that can be adjusted are as follows:

— Applications

— Compatible applications

— Document types

— Form definitions

— Forms

— Launch methods

— Lookup definitions

— Lookups. See the next step in these instructions for more


information on this setting.

— Parameters from DOCSPARMS

— Recently Edited Document list (RED) document numbers

— Recently Edited Document list (RED) document properties

— Users and Groups

— User’s primary group parameters

— User’s system ID and primary group

— Terminology

348 CHAPTER 13
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.

8 The Cache lookups default dialog box settings will change


depending on which Cache level was selected. The available
choices are:
Parameter Description / Database Table
Applications APPS
Authors PEOPLE
Document Types DOCUMENT TYPES
Keywords %KEYWORDS
Library standard CLIENT, MATTER, USER_ORG, USER_DEPT
specific
Other All other lookups

9 The “Cache on all forms” check box indicates whether lookups


will be cached on all forms or only on the GROUP_DEF. By
default, the check box is not selected for Cache Level None or
Balanced.

10 Click OK to accept these settings or click Cancel to disregard any


changes that you have made.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 349


11 The cleanup of shadowed documents can be controlled from the
Clean Shadow check box. Please refer to the section titled “Clean
Shadow Check Box” on page 350.
Clean Shadow Check Box
If the Clean Shadow check box is left blank, Hummingbird DM will not
delete shadowed documents during startup and will only delete shadow
documents when specifically given the command to do so by selecting
Options>Delete Shadowed Documents in the Windows Explorer DM
Extension.
If the Clean Shadow check box is selected, Hummingbird DM will clean
shadowed documents according to the Cleanup Options section of
Groups>Group Name>Attaché tab in Library Maintenance. These
settings are as follows:
• Force Cleanup of Shadowed Documents. This field is disabled if
Shadow Documents to Local Library is set to No. Select this box to
have Hummingbird DM automatically purge shadowed
documents from the local drive. Documents that are older than
the Minimum Age For Delete (specified below) are deleted each
time you start Hummingbird DM.
• Minimum Age For Delete (Days). This field is disabled if Shadow
Documents to Local Library is set to No. Enter the minimum
number of days you want documents to remain on the local drive
without being edited before being deleted.
• Minimum Local Disk Space (MB). Enter the minimum allowed
disk space on the local drive before shadowed documents are
purged. If Force Cleanup of Shadowed Documents is set to Yes, the
purge will be run automatically. If it is set to No, the users will be
notified with a message that they should purge shadowed
documents.

350 CHAPTER 13
The chart shown below gives examples of how the Shadow Document
settings work to control document shadowing.

Remote System Groups> Is Shadowing On or Off?


Library> Parameters> Attaché>
Shadow this Attaché> Shadow local
library Shadow local files
files
Yes No Default Off for everyone
Yes No Yes On for everyone
Yes No No Off for everyone
Yes Yes Default On for everyone
Yes Yes Yes On for everyone
Yes Yes No Off for this group
On for everyone else
No No Default Off for everyone
No No Yes On for this group
Off for everyone else
No No No Off for everyone
No Yes Default On for everyone
No Yes Yes On for everyone
No Yes No Off for this group
On for everyone else

For more information on these Library Maintenance settings, please


refer to the DM Administration Tools Help system.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 351


After Cache settings have been implemented, users will see a Caching
dialog box upon logging on to Hummingbird DM. The exception to
this will be when No caching on logon setting is being used.

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.

352 CHAPTER 13
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.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 353


The Logon Option The Logon Option tab allows you to broadcast a message to
Tab Hummingbird DM users upon logging on to the Hummingbird DM
system. Users will be required to accept the message in order to
complete logon. This option does not require you to distribute a
registry file.

1 Select the Logon check box. Tab to the text field.


2 By default, the following message is entered in the field. You can
edit this text, delete it, or append to it.
You are required to have a personal authorization from the
system administrator before you use this computer and you
are strictly limited to the use set out in that written
authorization. Unauthorized access to or misuse of this
system is prohibited and constitutes an offense. Check box
to signify agreement to above terms prior to accessing the
system.

3 Select Console>Save.

354 CHAPTER 13
4 The next time your users attempt to log on to the system, the
dialog box will look similar to this:

Users must click Accept before they can log on to Hummingbird


DM.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 355


Forms Configuration
Use the Custom Forms section to designate which custom forms
Hummingbird DM should display.
Note: You must use the Hummingbird DM Extensions API (API) to create or
modify custom forms.

Each form is set to use the default Hummingbird DM internal form.


To change to a custom form:
1 Select the form name from the Forms list.
2 Enter the CLSID or ProgID of the form in the CLSID or ProgID
field. CLSID and ProgID entries are found in the Windows
registry under HKEY_CLASSES_ROOT
A CLSID is a universally unique identifier (UUID) that identifies a type
of Component Object Model (COM) object. Each type of COM object
item has its CLSID in the registry so that it can be loaded and used by
other applications. For example, a spreadsheet can create worksheet
items, chart items, and macrosheet items. Each of these item types has
its own CLSID that uniquely identifies it to the system.
A ProgID, or programmatic identifier, is a registry entry that can be
associated with a CLSID. The format of a ProgID is
<Vendor>.<Component>.<Version>, separated by periods and with

356 CHAPTER 13
no spaces, as in Word.Document.6. Like the CLSID, the ProgID
identifies a class, but with less precision.

Event Handlers Configuration


Event handlers are custom components that extend the Hummingbird
DM menu and provide additional functionality. You can change the
load order of the event handlers in this section.

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.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 357


Integration Schemes Configuration
The Integration Schemes Configuration section is located within the
Application Integration folder. Using this section you can enable or
disable an integration scheme and change the scheme’s load order.
More specifically, it disables it from the integration schemes that
Hummingbird DM looks at when determining what an application can
use.

1 To disable or enable an integration scheme, select the check box to


the left of the scheme type.
Note: Disabling an integration scheme in the Client Deployment Utility only
affects Hummingbird DM integration; it does not affect the integration scheme
for a particular application.

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.

358 CHAPTER 13
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.

Select Yes to apply to all the libraries, No to cancel.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 359


E-mail Integration 1 Using the drop-down list, select the library for which you will set
- General Tab e-mail client integration.

2 Select the Integration check box if you want e-mail integration to


be available. Clear the check box to disable integration. When
integration is enabled, the following e-mail clients will be
integrated:

— Lotus Notes, GroupWise Message parameters are not stored.


The messages and attachments are stored in Hummingbird
DM as simple, separate documents.

— Microsoft Outlook Outlook message parameters (for


example: MAIL_ID, ATTACH_NUM, MSG_ITEM,
DELIVER_REC, PARENTMAIL_ID and THREAD_NUM)
are stored. The Email Search and Email Tree options are
available in Windows Explorer DM Extension and Microsoft
Outlook DM Extension. See “Mail Client Requirements” on
page 335.

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.

360 CHAPTER 13
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.

4 Select the Profile form to be used for messages being saved to


Hummingbird DM. This setting is optional.
5 To save MSG format messages for use with Microsoft Outlook,
select the check box labeled Enable MSG format.This check box is
only accessible if Microsoft Outlook is installed.
To save RTF format messages, select the check box labeled Enable
RTF Format. To enable both formats, select the check box labeled
Enable both formats.
6 To set the Document type and Application for RTF messages,
MSG messages, and unknown attachments, you must select each
option in turn. These entries must be valid in the DOCUMENT
TYPES table. Messages will be saved with the specified Document
Type and Application values.
7 Using the drop-down list, select a Document type for RTF
messages.
8 Using the drop-down list, select an Application to be associated
with RTF messages.
9 Repeat steps 7 and 8 for MSG format messages and unknown
attachments.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 361


E-mail Integration The Header Fields tab allows you to assign e-mail header information
- Header Fields to a field on the Profile form.

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.

362 CHAPTER 13
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

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 363


still be shown. The feature can also be enabled via the Save to
Hummingbird DM dialog box when saving an e-mail message.

• The Attachment document name drop-down list can have one of


the following values:

— Attachment File name Indicates that the default name of all


attachments will be the attachment's file name.

— E-mail Subject Indicates that the default name of all


attachments will be the information in the message subject
field.

• The Attachment version comments drop-down list can have one


of the following values:

— E-mail Subject Indicates that the default comment will be


the information in the message subject field.

— Attachment File name Indicates that the default comment


for all attachments will be the attachment's file name.

— Custom Comments Allows you to enter comments of your


choice.

• The Message version comments drop-down list can have one of


the following two values:

— E-mail Subject Indicates that the default comment will be


the information in the message subject field.

— Custom Comments Allows you to enter comments of your


choice.

• 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:

— Copy A copy of the Hummingbird DM document will be


inserted as the attachment.

— Copy and check-out A copy of the Hummingbird DM


document will be inserted into the message, and the
document status will be changed to being checked out.

364 CHAPTER 13
— 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.

2 To enable the feature, select the Profile e-mail message before


sending e-mail check box.
3 To insure that all sent messages are profiled, select the Require
profiling sent e-mails check box. If you do not select this check
box, the user will be able to selectively use the feature.
Note: To disable the feature, clear the check boxes and export a new registry
file. Distribute the file to your users.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 365


Logging Options
The Logging Options section allows you to enable a variety of logging
options and set the location of the log file(s).

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.

366 CHAPTER 13
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

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 367


For more information on the add-ons, refer to “Viewing a Document
or Profile Using Hummingbird DM Add-ons” in the Windows
Explorer DM Extension Help.
1 Click the check box to enable or disable an add-on application.
2 Select the add-on whose load order you want to modify.
3 Click the up or down arrow to the right of the window to change
the add-on position in the Hummingbird DM window.
Note: You must use the Hummingbird DM Application Program Interface (API)
Toolkit to create or modify add-ons.

Custom Tabs Configuration


Use the Custom Tabs section to manage custom tabs that appear in the
Hummingbird DM window.

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.

368 CHAPTER 13
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.

Importing a If you do not want to include the registry file in a Hummingbird DM


Registry File deployment package or if you are providing a new registry file to your
users, inform your users of the location of the registry file to be
imported.
Instruct your users to double-click the registry file(s). A dialog box
appears, confirming that the registry settings were installed on their
workstation. Click OK.

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 369


P A R T

Appendices and Index


4
In This Section

This section contains Appendices A through D and the Index


• A—HTML file-rendering formats.
• B—Performance Monitor settings
• C—Other DM Server admin tools.
• D—Security Regeneration utility

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.

HTML RENDERING FILE FORMATS 373


Word Processing Formats
ANSI Text (7 & 8 bit) All versions

ASCII Text (7 & 8 bit versions All versions


available)

Corel WordPerfect for Windows Versions through 9.0

DEC WPS Plus (DX) Versions through 4.0

DEC WPS Plus (WPL) Versions through 4.1

DisplayWrite 2 & 3 (TXT) All versions

DisplayWrite 4 & 5 Versions through Release 2.0

Enable Versions 3.0, 4.0, and 4.5

First Choice Versions through 3.0

Framework Version 3.0

HTML Versions through 3.0 (some


limitations)

IBM FFT All versions

IBM Revisable Form Text All versions

IBM Writing Assistant Version 1.01

JustSystems Ichitaro Versions 5.0, 6.0, 8.0, and 9.0

JustWrite Versions through 3.0

Legacy Versions through 1.1

Lotus AMI/AMI Professional Versions through 3.1

Lotus Manuscript Versions through 2.0

Lotus WordPro (Win16 and Win32 / SmartSuite 96, 97, and


Intel platforms) Millennium

Lotus WordPro (Non-Windows SmartSuite 97 and


platforms - text only) Millennium

MacWrite II Version 1.1

MASS11 Versions through 8.0

374 APPENDIX A
Microsoft Rich Text Format (RTF) All versions

Microsoft Word for DOS Versions through 6.0

Microsoft Word for Macintosh Versions 4.0 through 98

Microsoft Word for Windows Versions through 2000

Microsoft WordPad All versions

Microsoft Works for DOS Versions through 2.0

Microsoft Works for Macintosh Versions through 2.0

Microsoft Works for Windows Versions through 4.0

Microsoft Write Versions through 3.0

MultiMate Versions through 4.0

Navy DIF All versions

Nota Bene Version 3.0

Novell Perfect Works Version 2.0

Novell WordPerfect for DOS Versions through 6.1

Novell WordPerfect for Mac Versions 1.02 through 3.0

Novell WordPerfect for Windows Versions through 7.0

Office Writer Versions 4.0 to 6.0

PC-File Letter Versions through 5.0

PC-File+ Letter Versions through 3.0

PFS:Write Versions A, B, and C

Professional Write for DOS Versions through 2.1

Q&A for DOS Version 2.0

Professional Write Plus Version 1.0

Q&A Write for Windows Version 3.0

Samna Word Versions through Samna


Word IV+

SmartWare II Version 1.02

HTML RENDERING FILE FORMATS 375


Sprint Version 1.0

Total Word Version 1.2

Unicode Text All versions

Volkswriter 3 & 4 Versions through 1.0

Wang PC (IWP) Versions through 2.6

WordMARC Versions through Composer


Plus

WordStar 2000 for DOS Versions through 3.0

WordStar for DOS Versions through 7.0

WordStar for Windows Version 1.0

XyWrite Versions through III Plus

376 APPENDIX A
Spreadsheet Formats
Enable Versions 3.0, 4.0, and 4.5

First Choice Versions through 3.0

Framework Version 3.0

Lotus 1-2-3 (DOS & Windows) Versions through 5.0

Lotus 1-2-3 for SmartSuite SmartSuite 97and Millennium

Lotus 1-2-3 Charts (DOS & Windows) Versions through 5.0

Lotus 1-2-3 (OS/2) Versions through 2.0

Lotus 1-2-3 Charts (OS/2) Versions through 2.0

Lotus Symphony Versions 1.0,1.1, and 2.0

Microsoft Excel for Macintosh Versions 3.0 through 4.0, 98

Microsoft Excel for Windows Versions 2.2 through 2000

Microsoft Excel Charts Versions 2.x through 7.0

Microsoft Multiplan Version 4.0

Microsoft Windows Works Versions through 4.0

Microsoft Works (DOS) Versions through 2.0

Microsoft Works (Macintosh) Versions through 2.0

Mosaic Twin Version 2.5

Novell Perfect Works Version 2.0

Quattro Pro for DOS Versions through 5.0

Quattro Pro for Windows Versions through 9.0

PFS:Professional Plan Version 1.0

SuperCalc 5 Version 4.0

SmartWare II Version 1.02

VP Planner 3D Version 1.0

HTML RENDERING FILE FORMATS 377


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 Windows Works Versions through 4.0

Microsoft Works (DOS) Versions through 2.0

Microsoft Works (Macintosh) 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

378 APPENDIX A
Standard Graphic Formats
* Not available on Linux platforms

Binary Group 3 Fax All versions

BMP (including RLE, ICO, CUR & OS/ Windows


2 DIB)

CDR (if TIFF image is embedded in it) Corel Draw versions 2.0
through 9.0

CGM - Computer Graphics Metafile ANSI, CALS, NIST, Version


3.0

DCX (multi-page PCX) Microsoft Fax

DRW - Micrografx Designer Version 3.1

DRW - Micrografx Draw Versions through 4.0

DXF (Binary and ASCII) AutoCAD Versions through 14


Drawing Interchange Format

EMF Windows Enhanced Metafile

EPS Encapsulated PostScript If TIFF image is embedded in


it

* FPX - Kodak Flash Pix No specific format

GIF - Graphics Interchange Format Compuserve

GP4 - Group 4 CALS Format Type I and Type II

HPGL - Hewlett Packard Graphics Version 2.0


Language

IMG - GEM Paint No specific version

JFIF (JPEG not in TIFF format) All versions

JPEG - Joint Photographic Experts All versions


Group format

PBM - Portable Bitmap No specific version

* PCD - Kodak Photo CD Version 1.0

PCX Bitmap PC Paintbrush

HTML RENDERING FILE FORMATS 379


Perfect Works (Draw) Novell version 2.0

PGM - Portable Graymap No specific version

PIC - Lotus 1-2-3 Picture File Format No specific version

PICT1 & PICT2 (Raster) Macintosh Standard

PNG - Portable Network Graphics Version 1.0


Internet Format

PNTG MacPaint

PPM - Portable Pixmap No specific version

PSP - Paintshop Pro (Win16 and Versions 5.0, 5.0.1


Win32 / Intel only)

SDW Ami Draw

Snapshot (Lotus) All versions

SRS - Sun Raster File Format No specific version

Targa Truevision

TIFF - Tagged Image File Format Versions through 6

TIFF CCITT Group 3 & 4 Fax Systems

VISO (Multi-page Page Preview mode Visio 4, 5, 2000


only)

WMF Windows Metafile

WordPerfect Graphics [WPG and Versions through 2.0


WPG2]

* XBM - X-Windows Bitmap x10 compatible

* XPM - X-Windows Pixmap x10 compatible

* XWD - X-Windows Dump x10 compatible

380 APPENDIX A
High-End Graphic Formats
* Not available on Linux platforms

* AI - Adobe Illustrator File Format Versions through 7.0

* CDR - Corel Draw Versions through 8.0

CMX - Corel Clip Art Format Versions 5 through 6

* DSF - Micrografx Designer Windows 95, Version 6.0

* DWG - AutoCAD Native Drawing Versions 12 through 14


Format

* FMV - FrameMaker graphics Vector and raster formats


through Version 5.0

* GDF - IBM Graphics Data Format Version 1.0

* GEM - Graphics Environment Bitmap and Vector


Manager Metafile

* IGES - Initial Graphics Exchange Version 5.1


Specification

* MET - OS/2 PM Metafile Version 3.0

* PDF - Portable Document Format Acrobat version 2.1, 3.0, 4.0

* PIF - IBM Picture Interchange Version 1.0


Format

* PS - Postscript Level 2

* PSD - Adobe Photoshop File Format Version 4.0

* RND - AutoShade Rendering File Version 2.0


Format

HTML RENDERING FILE FORMATS 381


Presentation Formats
* Not available on Linux platforms

Corel Presentations Versions 8.0 and 9.0

Novell Presentations Versions 3.0 and 7.0

Harvard Graphics for DOS Versions 2.x and 3.x

* Harvard Graphics Windows versions

Freelance for Windows Versions 1.0, 2.0, 96, 97, and


Millennium

Freelance for OS/2 Versions through 2.0

Microsoft PowerPoint for Windows Versions through 2000

Microsoft PowerPoint for Macintosh Versions 4.0, 98

382 APPENDIX A
A p p e n d i x

B
Performance Monitor Settings

In This Appendix

Hummingbird DM has two objects in the Windows NT Performance


Monitor:
• Hummingbird DM Server
• Hummingbird DM Server Libraries
This appendix explains the counters established for both objects and,
where applicable, how these counters can be interpreted to gauge DM
Server system performance.

PERFORMANCE MONITOR SETTINGS 383


Counters for Hummingbird DM Server
The counters for this object apply to the entire server.

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

Full-Text Indexing Displays the current full-text indexing error rate.


Failures/Sec

Indexer Thread Count Displays the number of active indexer threads.

Internal Counter Reserved for future use.

Internal Rate Reserved for future use.

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.

Transactions/Sec Reflects the current rate of transactions handled by DM Server. It is an


indicator of how busy the server is.

Worker Thread Count Used by Hummingbird development staff only.

Counters for Hummingbird DM Server Libraries


Each library selected in DM Server Manager has counters in the
Performance Monitor.

Internal Counter Reserved for future use.

Internal Rate Reserved for future use.

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.

PERFORMANCE MONITOR SETTINGS 385


Adding Counters in Performance Monitor
When you install DM Server, counters for Hummingbird DM Server
and Hummingbird DM Server Libraries are automatically added to the
Windows NT Performance Monitor. From the Performance Monitor
console, you can add any of the counters listed in this appendix to
monitor your DM Server system performance.

Windows 2000 To add an object:


Server/Advanced 1 Start Performance Monitor.
Server Instructions
2 Select System Monitor from the tree. The Monitor will appear on
the right.

3 Click the Add icon ( ) on the toolbar to display the Add


Counters dialog box:

4 In the Performance object box, select one of the following


Hummingbird objects:
— Hummingbird DM Server
— Hummingbird DM Server Libraries
5 In the Select counters from list box, select the counter and click
Add.

386 APPENDIX B
6 Continue selecting counters in this manner until all desired
counters are added to Performance Monitor.

Windows NT Server 1 Start Performance Monitor.


Instructions
2 Click the View Chart icon ( ) on the toolbar. Then click the Add

Counter icon ( ) to display the Add to Chart dialog box:

3 In the Object box, select one of the following Hummingbird


objects:
— Hummingbird DM Server
— Hummingbird DM Server Libraries
4 In the Counter box, select the counter and click Add.
5 Continue selecting counters in this manner until all desired
counters are added to Performance Monitor.

PERFORMANCE MONITOR SETTINGS 387


A p p e n d i x

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)

OTHER SERVER ADMIN TOOLS 389


Activity Log Purge
The Activity Log Purge utility allows the Hummingbird DM
administrator to purge unnecessary records from the ACTIVITY-LOG
table of a library. You have the option of archiving the purged records
in a text file. From this file, you can restore purged records to the library
from which they were deleted.

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.

Purging the Activity Log


To run the Activity Log Purge utility:
1 From the Start menu, run Programs>Hummingbird
>Hummingbird DM Server>Server Admin Tools>Activity Log
Purge.
2 On the Activity Log Purge dialog box, select the following options:

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.

Restoring Purged Records


If you created an activity-log archive file, the records listed in the file
can be restored to the library or libraries from which they were purged.
To restore purged records:
1 Run the Activity Log Purge tool as described previously in
“Purging the Activity Log” on page 390.

OTHER SERVER ADMIN TOOLS 391


2 On the Activity Log Purge dialog box, click Import.
3 In the Import from File dialog box, enter the name of the activity-
log archive file and click OK to start restoring the records.
To stop the import before it finishes, click Cancel.

Add an External Library


The Add An External Library tool lets you create a new library from an
existing library.
To create a new library using the Add An External Library tool:
1 From the Start menu, select
Programs>Hummingbird>Hummingbird DM Server>Server
Admin Tools/Add an External Library.
2 Enter a name for the new library. A library name can be up to 20
characters in length but cannot contain spaces.
Select your SQL vendor.
If you want to copy the information in the DOCUMENTTYPES
table, PEOPLE table, any industry-specific tables, and any tables
added using DM Designer, select Duplicate All Validation Table
Data. Click OK.

3 Depending on the database vendor you select, you are prompted


to enter the appropriate connection and database information. See

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.

OTHER SERVER ADMIN TOOLS 393


A p p e n d i x

D
Security Regeneration

In This Appendix

This appendix describes the Security Regeneration utility.

SECURITY REGENERATION 395


About Security Regeneration
When an organization must recover documents from backup (as
opposed to their DM archive), file-level trustees are often lost. The
Security Regeneration utility provides a method for reapplying the
trustees. The utility can also be used when a user leaves your
organization and you want to give a new user rights to his or her
documents.
The Security Regeneration utility checks the network-operating-
system (NOS)-level security of documents to verify that security at the
NOS level is the same as the access rights assigned on the document
profile. It does this by selecting each profile from the library and
reapplying security at the NOS level for each version of that profile’s
document. To avoid checking every document, the utility processes
only documents selected from the Search Results dialog box. Simply
perform a profile search on any documents for which you need security
regenerated, and run the utility.
For NetWare document servers, the user must have a NetWare
Administrator or equivalent account and be a member of the
DOCS_SUPERVISORS group to run Security Regeneration. For
Windows 2000/NT document servers, the user need only be a member
of the DOCS_SUPERVISORS group.
The Security Regeneration utility is run from the Windows Explorer
and Microsoft Outlook DM extensions. The user must be a member of
DOCS_SUPERVISORS in order for Security Regeneration to appear as
an option.

Performing Security Regeneration


To run the Security Regeneration utility:
1 Perform a profile search to obtain a list of the documents for
which you want to reapply file-level security.
2 With the search results displayed in the Quick Retrieve dialog box,
choose Options>Security Regeneration.
3 Enter a time for the utility to begin processing, or leave the field
“Time to start processing” blank to start processing as soon as you

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.

4 When the utility is finished, click OK.

NOTE If you are prompted to log in to other libraries or document servers, do so as


an administrator or supervisor who will have access to all files and
directories being processed.
The utility processes profiles in batches of 250. If you press Cancel, that
command will be detected when the utility starts processing the next batch of
documents. This means that after you cancel the utility, it may continue to
run for a short while.

SECURITY REGENERATION 397


Glossary

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.

active integration attachment


An Application Integration method that A document can have any number of
controls the Open and Save functions so that attachments, which are essentially response
those features are directly integrated with documents or edited documents—for
the document management system. example, notes on a project or automatic
redline results.
Activity Log Purge utility
A Hummingbird DM tool to purge
author
unnecessary records from the ACTIVITY-
LOG table of a library. The user who creates a document and its
profile.
Add An External Library utility
A Hummingbird DM tool that creates a new B
library from an existing library.
back-end profiling
API
Creating a profile after creating a document.
application programming interface.
Also called post-profiling.
Application Integration
A Hummingbird DM feature that provides box
additional functions, such as Open, Print, A Hummingbird RM term designating an
Mail, and Add to Attaché on certain pages of entity that contains file parts. See also file
DM Webtop. part.

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.

deployment package DM Extension for AutoCAD


A list of custom instructions configured by A Hummingbird DM companion solution
the Hummingbird DM administrator to that integrates AutoCAD with
install Hummingbird DM software and Hummingbird DM.
settings on user workstations. Once a
deployment package is created and assigned DM HTTP Service
to a user group, it can be installed A file-transfer channel that transfers DCOM
automatically or manually by individual calls between clients and servers.
users in the assigned group.
DM Indexer
directory monitoring The Hummingbird DM full-text indexing
An Application Integration method under and search module, which includes
which Hummingbird DM tracks documents SearchServer.
created in an unintegrated application
session and prompts users to profile DM Server
documents upon exiting the application. A Hummingbird DM component that
handles user transactions against the
DM Admin repository, manages the list of libraries and
The Web-based administration tool for full-text indexes that users can use, and,
Hummingbird DM, installed with DM Web through SearchServer, maintains full-text
Server. indexes and carries out user search requests.

DM API DM Server Manager


A Hummingbird DM software component A program installed with DM Server that lets
that handles connections between the Hummingbird DM administrator set the
Hummingbird DM clients and servers. It properties for DM Server.
also handles communication between the
Hummingbird DM client and integrated DM Server service
applications. A Windows 2000/NT service under which
DM Server runs.
DM Designer
A Server Admin Tool to modify standard DM Server service account
Hummingbird DM entry and display forms The Windows 2000/NT administrator
and to create or modify tables in the account under which the DM Server
Hummingbird DM library. software runs.

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.

DM Webtop DOCS_USERS group


The Web browser interface for The Hummingbird DM library group
Hummingbird DM. account in which all Hummingbird DM
users are members.
DM WorkFlow Client Component
Document Import tool
Hummingbird DM WorkFlow software on
A Server Admin Tool that performs mass
the DM Web Server, including the DM
import of documents into Hummingbird
WorkFlow Extension for inclusion in
DM.
deployment packages.
Document Profile
DM WorkFlow Server Components
The record of a document stored in the
Hummingbird DM WorkFlow software Hummingbird DM repository. It notes the
installed on a server with access to DM document’s author, the dates it was created
Server. and last edited, versions, location, and
archival status. The profile may also indicate
DOCSADM account which users have rights to the document,
A SQL logon account that is the owner of all and what those rights are.
database objects and has administrative
privileges to the database. The DOCSADM document path template
password is necessary to access Login A library parameter where the
Control in Library Maintenance and DM Hummingbird DM administrator defines
Designer. See also common SQL logon the directory structure for storage of
account. documents.

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.

Folder membership HTML rendering


A feature that provides a list of projects to The ability to display documents of various
which a document has been assigned. file formats in HTML format.

front-end profiling Hummingbird Collaboration™


Creating a profile before creating the A Hummingbird product that lets users
document. Also called preprofiling. share documents in the Hummingbird DM
repository with users who are not members
of the Hummingbird DM library.
full-text index
A database of words and phrases in a
library’s documents. The index is created by Hummingbird Collaboration DM Server
SearchServer and can be searched by users to Integration
find documents and Document Profiles A Hummingbird Collaboration component
containing specified words or phrases. on the Hummingbird DM server.

full-text search Hummingbird Collaboration PageServer


Allows the user to search the actual contents A Hummingbird Collaboration component
of documents and Document Profiles for residing on the same machine or a separate
words or phrases in order to locate specific machine from the other Hummingbird
documents. Also called content search. Collaboration/DM/HCS servers.

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

Interceptor Java forms


A Hummingbird DM module used for A Java version of certain pages of the DM
Application Integration that intercepts calls Webtop user interface.
to Open and Save As dialog boxes and
displays Hummingbird DM dialog boxes for K
these functions.
keyword
internal user Word or phrase used to identify a document
The Hummingbird DM library user ID used that may or may not be included in the text
by the DM Indexer and the Document of the document. Also, a validated list of
Preview Generator to access the library and words that can be used to uniquely identify a
document servers. document.

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.

Library Generator tool M


A Server Admin Tool to create or update a
library by adding or updating the Hummingbird Collaboration Extension
Hummingbird DM tables and columns in for Microsoft Office
the SQL database. A Hummingbird Collaboration component
on the DM Web Server and included in
library group deployment packages.
A defined set of libraries targeted for full-
text searching. DM Extension for Microsoft Outlook
Access to the Hummingbird DM client
Library Maintenance tool through the Folder View structure in the
A Server Admin Tool to maintain an Microsoft Outlook e-mail application.
organization’s data in a Hummingbird DM
library. The functions performed with this monitor
tool can also be done using the web-based A Hummingbird DM WorkFlow term
DM Admin. indicating a user or group that has been
granted permission to view a route by the
linking route originator.
A feature that enables Microsoft Word 97,
Word 2000, Excel 97, and Excel 2000 users to monitor list
create compound documents—documents A list of documents created within a non-
that contain links to other documents—by integrated application that have not been
using content from documents that reside in profiled.
Hummingbird DM libraries.
N
load balancing
A Hummingbird DM feature that native
distributes Hummingbird DM client users’ Refers to the original application in which a
requests among the Hummingbird DM document was created. When an application
servers in an FOLB cluster so that the load of is integrated with Hummingbird DM, the

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.

Profile search form R


A dialog box used to generate document
Related Items
searches.
A DM Webtop feature that lets users create
logical associations between documents,
public folder
enabling them to more effectively organize
A folder that is visible to each user accessing information.
the library.
relevance ranking
published document A search operation that provides a hit list of
A document that has been released to the documents, ranking them by the number of
public and is expected to be treated as a read- times a specific word or phrase was found in
only document. a document.

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.

rights search results form


The access granted to a trustee of a A standard form displaying the documents
document or folder. meeting the criteria of a user’s search.

rights template SearchServer™


A predefined set of rights used to grant The Hummingbird indexing and search
access control to a document. engine that creates a full-text index of a
library’s documents that can be used for full-
RM Administration Tool text searching.
The Hummingbird RM administrative
component installed in any location with Security Regeneration utility
access to the Hummingbird DM or A Hummingbird DM tool that reapplies
Hummingbird RM server and the security settings to documents recovered
Hummingbird DM database. from a backup.

RM Server Server Admin Tools


A Hummingbird RM component on the A set of Windows-based administrative tools
Hummingbird DM server. installed with DM Server.

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.

Web Publishing Engine


A server component of Hummingbird Web
Publishing.

412
Index

A known issues 274


preparing installation files 263
Active Integration, definition 302
Run As Admin encryption 264
Activity Log Purge utility 390
testing 272
Add an External Library utility 392
troubleshooting 275
adding members to groups 184
upgrading from Hummingbird DM 5.0 271
ADDLIB utility 392
Adobe Acrobat DDE settings 306 C
aliases
Cache settings 346
Group 195
Check in/Check out, definition 302
user network 167
Application integration client applications
components 303–304 forms location 12
DDE settings 305–310 Client Deployment Utility
types of 302 about 342
applications Add-ons configuration 367
defining 208 Custom tabs configuration 368
maintaining 208 Document management configuration
setting up 206 Cache settings 346
Apply to all libraries setting 359 Chunk Factor settings 353
Attache General tab 345
Group settings 196 Logon Option tab 354
System Parameters 149 Logon settings 353
Attachment to Index Performance tab 346
defining 236 Quick save settings 353
details 233 Shadow document settings 350
Automatic Deployment Utility 260–276 E-mail integration 359–365
about 260 Apply to all libraries setting 359
create response file 266 Dialogs tab 363
creating 261 General tab 360
distributing 273 GroupWise 360
how to use 260 Header Fields tab 362

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

system features 136


N
system permissions 142
Native dialog boxes, restricting access to 332
system preferences 152
NetWare
system utilities 143
document servers 47
system version settings 146
security for users 106
terminology, listing 160
network accounts
load balancing. See fail-over and load
balancing security 100
network logon preferences 13
log file
NT Security Service 102
settings 8
logins and passwords O
access to SQL 96
ODMA integration 318
Attache 100
definition 303
document server security 107
Optional components
Logon Option 354 installing 292
Logon Settings 353 uninstalling 297
Lotus applications
Lotus 1-2-3 DDE settings 315 P
Lotus Notes 360 Passive Integration, definition 302
Lotus WordPro DDE settings 315 PCDOCS.INI file, location 11, 20

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