administration guide - windreamdownload.windream.com/wd40/dokumente/windreamadmin-e.pdf · 2007. 8....

windream 4.0

AdministrationGuide

windream GmbH, Bochum

Copyright © 2001 – 2007

bywindream GmbHWasserstr.21944799 Bochum

Issue: 08/07 - 4.0.0.2

All rights reserved. No part of the contents of this bookmay be reproduced or transmitted in any form (print,photocopy, or any other form) or by any means withoutthe explicitly written permission of windream GmbH.

Important Note!All information and technical specifications in this book have been collectedby the authors with great care. They cannot, however, either guarantee,take legal responsibility for or make any other warranty resulting from theuse of this information.

We would also like to point out that all software and hardware logos andnames are the exclusive property of the Trademark, Brandname or Patentright holders. These are naturally protected by the appropriate laws andtrade agreements.

The licensing agreement for using a derived reference sourcecode of the"MD5 Message-Digest Algorithm" by RSA Data Security, Inc., is valid:"License is also granted to make and use derivative works provided thatsuch works are identified as 'derived from the RSA Data Security, Inc. MD5Message-Digest Algorithm' in all material mentioning or referencing thederived work."

Table of Contents i

Table of Contents

1 Introduction to windream

Welcome 1-1Notes on further documentations 1-1

windream – an introduction 1-2VFS – the technology 1-2windream – the document management system 1-4The windream architecture 1-6Configuration and administration 1-7windream features 1-8

windream modules to be licensed separately 1-12The windream administration guide 1-13Typographical conventions 1-14

2 First Steps

Introduction to the windream administration 2-1The windream Control Center 2-3

Starting the windream Control Center 2-3Enabling / disabling the menu items of the windream ControlCenter 2-4

Ten steps to start windream 2-7Creating user and group accounts in the user administration ofthe operating system 2-8Logging on as windream mainuser and starting the windreamManagement Console (WMC) 2-9Adding domains to windream 2-10Adding users and groups to windream 2-11Determining the administrators group 2-12Adjusting user and group data in windream 2-14Creating windream storages 2-15Creating and defining document and folder types 2-16Creating filing structure and assigning rights 2-27Starting windream 2-32

3 windream Administration

The windream Management Console (WMC) 3-1windream in distributed server environments 3-2The windream rights concept 3-3

Starting the windream Management Console 3-5

ii Table of Contents

Viewing details in additional windows and viewing options 3-5Command options in the WMC 3-6Refreshing the folder structure view 3-6

Creating and administering object types 3-7Quick instruction – how to proceed when creating documenttypes 3-7Determining and administering indices 3-8Properties of an index 3-10Selecting and naming indices 3-12Creating new indices 3-14Object type assignment of indices 3-18Rights on indices 3-18Creating a document type 3-20Settings on tab page General of a document type 3-20Automized administration of life-cycles 3-22Tab page Life-Cycle 3-24Settings on tab page Life-Cycle 3-25Rights on object types 3-28Determining type-specific indices for document types 3-30Layout and properties of indices 3-31Tab page Layout 3-32Palette 3-33Dialog field elements of the palette 3-36Dialog box Properties 3-38Viewing non-editable index properties 3-45Viewing system indices and global index fields 3-46Testing the current settings and checking the layout 3-47Context menu commands of tab page Layout 3-47Selecting field types correctly 3-49

Administering document types 3-55Changing index properties of a document type 3-55Changing type-specific indices of document types 3-56Assigning type-specific indices to different document types 3-56Document type Standard 3-58Deleting document types 3-58

Creating and administering folder types 3-60Determining type indices for folder types 3-60Index properties of folder types 3-61

Exporting and importing object types 3-63Special features of the import function 3-64

Creating copies of object types 3-66Creating and administering dropdown lists 3-67

Creating dropdown lists 3-68Rights on dropdown lists 3-69Integrating dropdown lists into index fields 3-71Editing dropdown lists 3-72

National Language Support (NLS) 3-73CSV-files 3-73Administration functions for NLS in the WMC 3-74Adding a new language 3-75Copying a language 3-77

Table of Contents iii

Importing and exporting a language 3-78Initializing translations of a language 3-79Translating new objects (index or object type) 3-81Editing and testing translations in the Layout Editor 3-82

Administering windream storage sectors 3-84windream directories for file storage 3-85Creating and editing windream storage sectors 3-86Settings on tab page General of the windream storages 3-88Rights on windream storages 3-90

Administering windream context menus 3-93General configuration 3-94Settings – editing modes and object states 3-97Entries – sorting menu entries 3-99Rights on submenus and menu entries 3-100Creating and editing new windream menu entries and submenus3-102

Administration of users and groups 3-105Basic requirements for windream users and groups 3-106

Administering users and groups 3-109windream – All domains 3-109windream – All users 3-110windream – All groups 3-116Administering internal windream groups 3-117Network neighborhood – All domains 3-119First steps after windream installation 3-120Adding domains to the windream user administration 3-120Adding users and groups to windream 3-123Adjusting user and group accounts 3-126Removing user and group accounts from windream 3-128Adjusting user groups after having deleted an NT group 3-129Notes on the administration of numerous users and groups 3-130

Access to windream web portal pro (w2p2) 3-132Access rights to w2p2 3-132

ACLs (Access Control Lists) 3-134Administering ACLs 3-135

All ACLs 3-135ACL statistics 3-137

Reorganisation of user and group data 3-138Starting the maintenance mode 3-138Stopping the maintenance mode 3-139

Server mode read-only 3-140windream tools 3-142

Recovering deleted objects 3-142Destroying objects permanently 3-143Restricting the selection of deleted documents 3-144Finding documents deleted by a specific user 3-145Undo check-out and search for checked out documents 3-145Undo edit lock and search for locked documents 3-147Notes on backup 3-148DMS-objects 3-148Event service (subscriptions) 3-149

iv Table of Contents

The windream DMS browser 3-155Deleting documents to be edited via check-out only 3-156Restoring documents via drag&drop 3-157Moving archived documents or previous versions 3-157

Closing the windream Management Console 3-159

4 System Settings - Server

Basics of the windream configuration (server) 4-1Connections 4-4

Database 4-5TCP-service 4-5ObjectStore 4-5Connection retry settings of DMS service and database 4-5SQL Server command timeouts 4-6Common 4-6

Filter 4-7Index events 4-8Send events 4-8Recovery of deleted documents 4-10Temporary index storage 4-12Examples for recovery and temporary storage 4-14Fulltext 4-14

Fulltext 4-16Timer 4-17Logging 4-17Extractors 4-18Fulltext extraction and deletion after changing binary objects 4-19Fulltext extraction on several windream servers 4-20

Common 4-21Directories 4-22Annotations 4-23Cache 4-23NLS 4-24Miscellaneous 4-24

Licences 4-26Licence data 4-26

Messages 4-28Dialog 4-29Debug outputs and levels for error tracing 4-30Debug level server-specific 4-30Activate settings now 4-31

Menu 4-32Editing the context menu 4-33Determining the order of the menu commands 4-35Executing a program (exe-file) from the windream context menu4-35

In/Out 4-38

Table of Contents v

Dropdown list Type 4-39Backup directory 4-39Open without request 4-39Outgoing documents (check out, export) 4-39Incoming documents (check-in, import) 4-40

Reporting 4-42Dropdown list Report for 4-43Dialog 4-44Logfile 4-44

5 windream Service Manager, System Monitoring and FurtherServices

windream Service Manager 5-1Administration of windream services 5-1

windream Agent 5-3Access to the windream Agent 5-3Task 5-4Schedule 5-4Advanced 5-4Settings 5-4Logfile 5-4Important notes on creating a schedule 5-5

Thumbnail views for documents 5-6Starting the creation process for thumbnails 5-6Storage of thumbnail files 5-6Configuration of the service on the windream server 5-7Settings on tab page windream Thumbnails 5-7Reporting files and error management 5-10Entries in the Windows Taskmanager for automized creation ofthumbnails 5-10Display and creation of thumbnails on a windream clientcomputer 5-11

Settings for administering annotations 5-12Configuration for administering annotations on the windreamserver 5-13

System Monitoring 5-15

6 Annotations

Table of Figures 6-1

Table of Charts 6-5

Index 6-7

Introduction toIntroduction toIntroduction toIntroduction towinwinwinwindream

1

Welcome 1-1

This chapter contains an introduction to the basic features (architectureand features) of the windream document management and archivingsystem, a list of windream modules to be licensed separately andgeneral notes on the present administration guide.

WelcomeThis administration guide describes the administrative functions of thewindream document management and archiving sytem and serves as aguideline for the handling of the administration program windreamManagement Console (WMC).

First, we will describe the basics and the features of the windreamdocument management system. We will also present a guideline on thedocumentation in which the typographical conventions are explained.

The following chapters first contain a brief description of the steps tobe made before starting the windream system for the first time. We willthen describe the functions and procedures required for configuringand administering the sytem using the windream ManagementConsole.

The different configuration settings are also explained in a separatechapter (system settings on the windream server).

Further topics will describe the windream Agent, the windream servicemanager and further administration functions (e.g. the systemmonitoring and the thumbnail view module).

The present document serves as a guideline for configuring the system,which should be executed by a system administrator, as administratorrights are required for this and special knowledge of the operatingsystem.

Thw windream Management Console administration program is basedon the Microsoft Management Console (MMC). The documentation ofthe windream Management Console thus requires knowledge in thehandling of the Microsoft Management Console (MMC). Furtherinformation on the MMC can be found in the documentationsprovided by Microsoft.

Notes on further documentationswindream has been designed for the Windows user interface and hasbeen integrated into the Microsoft Windows operating system on thebasis of the VFS-technology. Users should be familiar with thehandling of the operating system. The description of Windows is notpart of this manual. Further information on Windows can be found inthe documentations provided by Microsoft.

1-2 windream – an introduction

windream documentation and online helpDetailed descriptions of the system requirements, the installation andconfiguration of the windream server and the windream client can befound in the respective windream documentations on the installationCD (e.g. server and client installation).

A detailed description of the windream handling and of the proceduresfor acquiring, indexing, saving and retrieving documents can be foundin the windream user guide and in the online help manual.

The directories of the server and client installation on the installationCD contain an html-file named Readme.htm. This file allows usersquick access to the windream documentations supplied. Additionally,the documentations are copied to the program folder while windreamis installed so that you can also view the texts via commandStart>Programs>windream. The documentations are available as onlinehelp texts and as PDF-files, which can also be printed.

The online help can be accessed by clicking the Help command of thewindream Control Center.

windream – an introductionwindream (windows drive enhanced archive management) is aprogram for document management and archiving on the basis of theVFS-technology (Virtual File System-Technology).

VFS – the technologyVFS (Virtual File System) is a basic technology which integrates thedocument management functions into windream. For this purpose, afile sytem driver is installed in the operating system which acts like anormal file system, but which is based on the document managementsystem (to be more precise: on the DMS-database and on the archivesystem). The filing structure of the DM-system is the same as that of anormal drive.

windream – an introduction 1-3

Figure 1-1: windream drive

VFS driver typeThe driver of the windream drive (VFS-driver) is either installed locallyon each workstation computer (simulation of a network drive), locallyon a server which is accessible to the clients (share drive) or as terminalserver network driver. For this purpose, the client setup program inversion 3.6 or higher can be executed in two different modes:

• Standard mode – local VFS-driver as network driverThe VFS-driver is installed locally as a network driver. The networkdrive is connected to the windream drive via a network drivemapping in the Windows Explorer.

• Extended – local VFS-driver on a server or terminal serverThe VFS-driver is installed locally on a server (local server drive).The drive is shared. Connected workstation computers connect thisshare to a free drive letter.

Support for distributed server environmentsWith windream version 4.0 or higher, users can access severalwindream servers simultaneously from a client computer (distributedserver environments). It is possible to use a standard windream driveand several share drives in parallel mode. The respective windreamdrives are presented in the Windows Explorer under different driveletters.

For each windream server configured in the server environment, thereis a separate node available in the windream Management Console,under which the administration functions of the windream DMS areaccessible.


In the windream retrieval function, a retrieval operation can berestricted to one specific server on the windream workstations. Theindexing service can also be activated for specific servers to acquiredocuments in the windream DMS. The local and global system settingsin the windream configuration depend on the currently configuredserver and are administered by this computer.

windream – the document management systemDMS like Windows windream presents the DMS as an additional drive under a freely

selectable drive letter in the system environment of the operatingsystem. All applications under Windows and under MS-DOS canaccess this virtual drive without having to differentiate between a localstorage and the storage on a file server (network drive). All functionssupported by Windows and the applications operate as usual.

The handling of the document management system with VFS-technology is compliant to the handling of Windows.

Access to theDMS via standardfunctions

Access to the documents is possible from all Windows applicationswhich are available on the target system (via the Windows Explorer orvia the standard file dialogs of the applications). This way, a file is e.g.created in the associated application and is saved via the File>Save ascommand in the windream drive.

The driver starts the indexing service automatically in the extended fileproperties and saves the document in the DMS. Depending on thecurrent requirements, this is either executed synchronously whilestoring the document or asynchronously at a later point of time, if nodirect indexing is desired.

Already existing objects which are saved outside the windream drivecan also be imported into the DMS and edited there.


Indexing viaextended file properties

windream - DMS like Windows

Document inoriginal application

File Save as

WindowsExplorer

windream drive

Figure 1-2: windream - DMS like Windows

Retrieval in theDMS via theintegrated windreamfind function

Retrieval operations in the DMS can be conducted with the commonWindows function and via the windream retrieval function as well. Thewindream retrieval function is started from the Windows start menuand allows users to conduct search operations according to the fileproperties and the fulltexts of the documents stored in the DMS.

Retrieval inwindream

Find function

Search result

Figure 1-3: Retrieval in the windream DMS


windream web clientAccess to the DMSvia internet orintranet

In order to access the DMS via internet or an intranet, you can use thewindream web portal and the extended professional windream webportal pro version. These applications allow authorised users (with avalid windream user account) access to the DMS via the internet or viaan intranet with a common browser.

The windream web portal offers users to retrieve and view thedocuments and their associated properties and to downloaddocuments, whereas the windream web portal pro offers all DMS-functions which are also available on a local windream computer.These are e.g. the direct creation and editing of folders and of theobject properties as well as the upload of documents and fileoperations like copying, moving or deleting objects.

Both windream components can be purchsed with separate licences.The documentation of the windream web application is not part of thepresent documentation. It is supplied with the product.

The windream architectureThree layersmodel

windream is a client / server system which has been designedaccording to a three layers model. The layers are: User interface,application server and database server. These separately operatingcomponents communicate via the COM and DCOM interfaces(Component Object Model, Distributed Component Object Model).

Enhancements andimplementations ofthird party softwarevia the WindowsScripting Host andthe COM/DCOM,OLE DB/ADO,ActiveX, XML andHTML interfaces.

Besides complex configuration options, the windream softwarearchitecture also allows users to access the DMS functions via simpleWindows scripts. The implementation of the Windows Scripting Hostallows you to make nearly any change and enhancement on the system.The scripts can be in written in Visual Basic Script or in Java Scriptwith an editor or with a programming environment. This will enableyou to e.g. index documents directly, to connect address databases, toimport data via batches, to capture old data volumes automatically or toautomize other jobs without having to adjust the system.

The open interfaces COM/DCOM, OLE DB1/ADO2, ActiveX, XMLand HTML serve for flexible implementation of third party software.

Hierarchical storage management and integrated life-cycle managementWith windream, you can easily create a hierarchical storagemanagement (HSM), which grants a permanent and performantavailability of important documents. With the option to connectdifferent storage systems via an integrated provider interface to the

1 Object Linking and Embedding Database2 ActiveX Data Objects


windream storage administration, windream can ideally be used forextending an existing IT-infrastructure to a complex data infrastructuresystem with integrated information life-cycle management (ILM). Inthis context, windream will control the providers and their storagesystems integrated into the IT-environment.

Besides the windream archive, providers like e.g. Centera of EMC2,IBM Tivoli, IBM DR 550 and IBM OnDemand are already available.Further providers can easily be integrated.

The description of the windream storage management can be found inchapter "windream administration" of this documentation under"Administering windream storages".

Configuration and administrationThe windream document management system is configured andadministered via the windream Management Console (WMC) and thewindream system configuration of the windream Control Center.

The windream Management Console (WMC)The The windream Management Console is the administrationapplication for administering the windream document managementsystem. With this tool, authorised users e.g. administer the windreamuser and group accounts, the object types or the windream storages.

The WMC is a snap-in program of Microsoft's Management Console(MMC) and offers users an interface according to the Microsoftstandard administration tools.

A detailed description of the windream Management Console can befound under "windream Administration" in this documentation.

System settings for client and serverThe windream system configuration allows you to administer commonenvironment settings of the windream services and applications on theserver side (e.g. for the windream DMS-service). On the client side, theconfiguration offers workstation and user-specific settings. Thewindream system configuration is implemented into the Windowscontrol panel.

Chapter "System settings server" of this documentation describes thesystem configuration on the windream server. A detailed description ofthe windream system settings of the client can be found in the userguide and in the online help of the application.


The windream Control Center

windream icon

The windream Control Center represents the application whichcontrols the windream components on a client or on a server. It isstarted via command Start>Programs of the start menu and can then belaunched via the windream icon in the task bar. Further informationcan be found under "First steps" of this documentation.

windream Control Center on a windream server:

Figure 1-4: windream Control Center - windream server

windream Control Center on a windream client:

Figure 1-5: windream Control Center - windream client

windream featureswindream does not require new working methodsIn windream, not the application, with which the documents arecreated or processed, is started by the document management system(DMS), but users choose the application with which they want toprocess their documents independently of the DMS.

After having finished the processing, the document is simply stored inthe windream drive (for example via the standard file dialog File>Saveas in the respective application). The user does not need to change his


working method, only the dialog field for the indexing before savinghas to be filled out.

You can also work with document templates to ensure that for exampledocuments are stored in a specific directory (folder) of the DMS.

windream does not need a user interface on its own. The WindowsExplorer or Windows itself serve as an interface of the documentmanagement system. Because of this, a full support of all mechanismsavailable under Windows is guaranteed (for example drag&dropfunctions, creating links).

The search functions are directly integrated into the search dialogs ofthe operating system.

windream is an open and scalable systemwindream is so easy to handle that an experienced user can makeadjustments by himself. In future, this high flexibility will also allow theacquisition of new types of documents, for example audio files,protocols of customer calls, voice mails, multimedia messages, ormachine based and produced status reports, etc.

Information of different origin, which is linked by a relationship oftheir contents, is summarized in folders. By using links, the documentscan be localized on different servers, which are distributed in theintranet or internet.

Individual adjustments are possible by e.g. using scripts. Among others,these adjustments couls be:

• Cross search in an address databases for capturing indicesautomatically

• Dynamic generation of dropdown for supporting individual entries• Check of user-specific entries against values from a database• Automatic acquisition of emails• Extraction of index information from the documents.

windream extends the file propertiesThroughout the free definition of document and folder types (objecttypes) and the freely selectable index properties (indices), the fileproperties which are available in the file system are extended by DMS-specific features. Thus, additional properties for the description of adocument (a file) or a folder are available which simplify adifferentiation enormously and – at the same time – the retrieval ofdocuments (files / folders).


windream allows users to access documents via the operatingsystemFor all applications, the stored data (documents) in windream (DMS)are transparently accessible over the operating system (Open, Copy,Move). Therefore, a separate management of documents stored in theDMS is not necessary.

windream allows the use of application-specific templatesVia menu item File>New in a large variety of applications, a selection ofapplication-specific template files is possible, which can also be storedon a file server for common access (work group templates). With theVFS technology, it is possible to store these templates in the DMS andopen them over the menu item File>New. A redundant storage oftemplate files on file servers and in the DMS is not necessary any more.

windream allows a free selection of scan applicationsWhen working with windream, it is not necessary to use a specialapplication for scanning. The decentralized scanning with low endscanners at the workstation can be executed with a freely selectablescan application, because the scanned images can directly be stored inwindream as on a normal drive.

With applications like Ascent Capture by Kofax, the acquisition ofmass receipts is possible by simple adaptions. In doing this, theCOM/DCOM interface of windream is implemented in ownapplications (for example in scripts).

windream allows a batch import via drag&drop operationsIn windream, a whole number of documents can be stored overdrag&drop functions, with which the user is familiar when using thefile manager (Windows Explorer). When doing this, the user can decidewhether he wants to execute the indexing later or whether the indexingshall be automized by scripts.

The automatic import of batches is also possible over the windreaminterfaces (COM/DCOM).

windream resolves hypertext linksIn windream, references (links) on documents (files) can be used. Eventhe storage of hypertext links is possible. They can be activated fromthe windream drive directly. Further on, the references can bedistributed via e-mail.

windream allows hierarchical storage management (HSM) withinformation life-cycle management (ILM)With windream, you can easily design a hierarchical storagemanagement system (HSM). Due to the option to connect differentstorage providers to windream, the system can ideally be used forcreating a data infrastructure system with integrated life-cycle


management. windream controls integrated providers and their storagesystems.

windream supports distributed server environmentswindream 4.0 also supports distributed server environments. Users canaccess several windream servers from a client computer. It is possibleto view the servers either under different or with a common drive letterin the Windows Explorer. A search for documents can be restricted toa specific windream server.

windream is also a normal DMSAll properties a user expects from a DMS are supported:

• Detailed search functions• Revision-secure document storage• Administration of versions• Export / Import of documents• Document history• Access rights on documents and folders• User and role administration• Check in / Check out of documents (optional SBX-version and

following)• Administration of life-cycles.

1-12 windream modules to be licensed separately

windream modules to be licensed separatelyThe use of specific windream modules requires further licences orreleases in addition to the general windream licence. The followingtable lists all windream modules which must be purchased separately.Further information on this and on available modules is provided bywindream GmbH (www.windream.com) or via the windream partners.

List of windream modules to be licenced separately• windream Management Extension (WMX)• windream Standard Business Extension (SBX)• windream Business Edition (BE)• windream Archiv e• windream DocView• windream Exchange• windream Thumbnail View• windream Imaging• windream Web Portal (w2p)• windream Web Portal Pro (w2p2)• windream XML Import Manager• windream Signature (digital signatures)• windream Mail Archiving (Office Bundle)• DMS-Server NLS (National Language Support)• windream Share Drive (Server drive)• windream for Terminal Server (Citrix)• windexer (indexing tool)• windream Sync• windream ILM (Information Life-Cycle Management; hierarchical

storage management with windream).• windream ArcLink (windream integration into SAP)• windream Software Development Kit (SDK)

http://www.windream.com/

The windream administration guide 1-13

The windream administration guideThis documentation contains the following chapters:

Chapter 1 Introduction to the basiscs of windream (architecture and features), alist of modules to be licensed separately and general notes on thisadministration guide.

Chapter 2 Gives a survey on the required steps for configuring the system untilstarting the windream DMS program. It briefly describes the requiredconfiguration steps and also contains the description of the windreamControl Center.

Chapter 3 This chapter explains the functions of the windream ManagementConsole (WMC) administration program. These are e.g. theadministration of the object types, the windream storages, thewindream user and group accounts and the windream context menus.The windream tools integrated into the windream ManagementConsole are described, too.

Chapter 4 This chapter describes the windream system configuration on serverlevel and the parameters of the database and ObjectStore connectionsrequired for the windream DMS-service. We will explain how to makethe settings for indexing documents and how to determine the settingsfor restoring deleted documents, for intermediate index storage and thecreation of the fulltext. We will also describe how to view licence dataand how to change the licence key or how you adjust work directories.

Chapter 5 This chapter contains a description of the windream Agent, of thewindream service manager and of the windream thumbnail service forgenerating thumbnails of documents. Additionally, the windreamsystem monitoring is explained.

Annotations The annotations contain the tables of figures and charts and a detailedindex.

1-14 Typographical conventions

Typographical conventionsThe following typographical terms are used:

Italic words are used for terms of menus, options, functions, ordialog fields or indicate an action of the user, whichrefer to a function or a button.

Example: ...open the menu Settings.

"QuotationMarks"

Terms in quotation marks indicate a reference on atext paragraph or a quotation.

Example: ...see also chapter "Orientation Assistance".

Courier Indication of field contents or list entries, which canbe selected, names of directories, file names, andacronyms or other system messages.

Example: Choose the entry Standard from the list.

Example: Change to the directory C:\TEMP.

Courier Hints on user-specific entries.

Example: Please enter Index in the field...

SMALL CAPS Terms for keys on the keyboard.

Example: Press RETURN

The windream SBX icon informs you that thefunction described is only available since the SBXversion of windream, which can be purchased as anadd-on.

The windream BE icon indicates that the functiondescribed is only available in the windream BusinessEdition.

The windream WMX icon indicates that the functiondescribed is only available in the windreamManagement Extension (WMX) – an extension of thewindream Management Console (WMC).

This icon indicates that the following notes are veryimportant.

This icon informs you that the respective function isonly available under Windows 95, 98 and WindowsNT 4.0.

First Steps

2

Introduction to the windream administration 2-1

This chapter describes the configurations required for operating thewindream system after the installation of the windream server andclients in 10 steps.

Introduction to the windream administrationYou have installed windream successfully – windream server and clientare ready to operate on at least one connected workstation computer.

If you have also purchased the windream archive, you will also havethe windream ObjectStore installed already. This procedure is not partof the present documentation. You can find this in the documentationsof the windream archive which you have received with the softwarepackage.

Now you want to work with windream.

Adjusting the systemwindream is installed with default settings. The adjustments of thesystem required for operating windream (e.g. the adjustment of thesystem architecture, user and group accounts, the document types orthe storage sectors) are executed with the windream ManagementConsole.

You will have to configure the system before starting to work withwindream (you have already received a respective message after havingcompleted the installation of the windream server).

AssistanceThe settings to be made will be explained in 10 steps. We will explainthe required settings to be adjusted after a first windream installation.

Update installations do not require specific settings any more (e.g.changes on the current configuration), others may diverge from theprocedures described here. These procedures (e.g. adjusting thewindream context menu) can be found in the "windreamadministration" chapter of this description or in the user guide and theonline help of the application.

Additional settings for adjusting the windream system environment(e.g. logging, filter for indexing and fulltext creation, paths andconnection parameters) are made in the windream configuration.However, you can also operate windream with the default settings.Changes on the configuration are possible any time.

Introduction to the WMC functionsThe "first steps" in this documentation give a quick introduction to thebasic administration functions of the windream Management Console(WMC). A complete and detailed description of all WMC functions canbe found in the following chapters of the present documentation.

2-2 Introduction to the windream administration

The description of the system settings in the windream configurationcan be found under "system settings server") of this documentationand in the online help of the application.

Where to find further documentationsThe documentation supplied with the software package can be startedfrom the installation CD using command Start>Programs>windream. Thedocumentations are available as online help texts and as PDF-fileswhich can also be printed.

The online help guide is accessible via the Help command of thewindream Control Center.

The windream Control Center 2-3

The windream Control CenterThe windream Control Center is the DMS control module on thewindream server and the windream workstations.

On a windream client, the windream components can be accessed (e.g.starting and closing the VFS-service and the indexing service,windream client system settings) via the Control Center of theworkstations. Detailed descriptions can be found in the windream userdocumentation.

On the server, the windream system settings and the windreamManagement Console are started via the windream Control Center.Additionally, you can start the windream service manager or youdetermine the automatic start of the windream Control Center onsystem startup.

Starting the windream Control CenterThe windream Control Center is started manually via commandPrograms>windream Control Center of the Windows Start menu.

To start the windream Control Center automatically after a systemstartup, option Start automatically must be active in the Control Center.

Figure 2-1: windream Control Center - windream server

After being started, the windream icon will be displayed in the systemtray. The Control Center is opened by clicking the right mouse buttonon the icon.

Executable commands of the windream Control Center:Configuration Starts the windream system configuration on the windream server. A

detailed description of the settings can be found in chapter "Systemsettings server" of the present documentation.

2-4 The windream Control Center

ManagementConsole

Opens the management console for administering the windream DMS.A detailed description of the functions can be found under "windreamAdministration" of this documentation.

Service manager Starts the service manager. A detailed description can be found inchapter "windream service manager" of this documentation.

Select server Displays the currently selected server name and opens the dialog boxfor switching to another server. A detailed description of the serverselection dialog can be found in the user documentation and in theonline help.

Start automatically Starts the windream Control Center automatically on system startup.

Close Closes the windream Control Center and all windream services.

Help Launches the online help texts.

About... Displays the licence and patch information of the currently installedwindream version.

Note: Generally, the windream Control Center will bestarted automatically after the installation. If not, you will have tostart the windream Control Center and the windream servicesmanually once. Then, you can determine that the windreamControl Center and / or the windream services are startedautomatically on system startup.

The functions available in the windream Control Center aredifferent on a windream server and on a client. On theworkstations, some of the menu items can be enabled and disabled.This way, the functions can be made available in a user-specificway. This setting is either made via entries in the Windows Registryunder key HKEY_CURRENT_USER or on the windream server viarespective settings in the windream database (either in theSetting table for all users or in the UserProperty table forsingle users).

Enabling / disabling the menu items of thewindream Control CenterIn the database on the server, you can determine the functions whichare available in the windream Control Center of the workstations.

In the UserProperty table, this is determined for single users viaentries

szKey = "CCMenuMode" and dwValue = .

The windream Control Center 2-5

In the Setting table, this is determined for all users via entries

szKey = "CCMenuMode", dwUserId = 0 and dwValue =.

After the Control Center has been started, the system will try to detectthis value from the server (first from UserProperty then fromSetting) and to write it to the CURRENT_USER Registry. If theserver is unavailable, the setting of HKEY_CURRENT_USER will beused (if required, previously copied fromHKEY_LOCAL_MACHINE).

The default setting is CCMenuMode = 0, which means that allfunctions of the Control Center are available without any restriction.

If no settings exist on the server, the local settings of the WindowsRegistry will be used – even after having switched to another windreamserver.

If – during a server switching process – the commands and functionsof the Control Center shall also be adjusted, you will have to set entryCCMenuMode = 0 on the respective servers in table Setting.

A script named "CommonCCMenuMode.vbe" is existing on thewindream server for administering the Setting table.Administration is only possible manually via the UserPropertytable in the database.

The following values / settings for CCMenuMode are possible:

Value Enables command / entry in the Control Center0x00000000 All functions enabled (deafult)

0x00000001 Control Center>Close

0x00000002 Control Center>Start automatically

0x00000004 Control Center>Management Console

0x00000008 Control Center>Configuration

0x00000010 VFS-Service>Start/Close

0x00000020 VFS-Service>Start automatically

0x00000040 VFS-Service>Show errors on startup

0x00000080 VFS-Service>Configure DMS error display

0x00000100 Index service>Start/Close

0x00000200 Index service>Start automatically

2-6 The windream Control Center

0x00000400 Index service>Show errors on startup

0x00000800 Enable all configuration settings of the index service

0x00001000 Control Center>Select server

0x00002000 Control Center>Restart

0x00004000 Control Center>windream service manager

0x10000000 Disable all functionsTable 2-1: Values for CCMenuMode to enable Control Center entries

Ten steps to start windream 2-7

Ten steps to start windream

Step 1 Create the user accounts in the user and groupadministration of the operating system for all users whoshall access windream, and assign the accounts to thegroup of all windream users. If required, create furthergroup accounts and assign the users to the groups.

Step 2 Log on to the windream server with the user-ID of thewindream mainuser or with the ID under which you haveexecuted the server installation (not under Oracle). Startthe windream Management Console.

Step 3 Add all domains to the windream user administration, onwhich user and group accounts have been created andwhich shall be added to windream.

Step 4 Import the operating system users and groups who shallwork with windream to the windream user and groupadministration.

Step 5 Determine at least one windream administrator group inthe windream user and group administration.

Step 6 Adjust the users and groups in the windream user andgroup administration. Determine the access permissionsfor the windream web portal pro and further access rights.

Step 7 Create the required ObjectStores and file storages in theadministration of the windream storages.

Step 8 Create and configure the required document types andfolder types.

Step 9 Create the desired filing structure and assign the rights tothe root directory and to the subordinated folders.

Step 10 Start windream.

2-8 Ten steps to start windream

Step 1

Creating user and group accounts in the useradministration of the operating systemLog on to the windream server (the computer on which you haveinstalled the windream server services) with the user-ID of the localadministrator. In case that the user and group accounts areadministered on a domain and that the windream server has beeninstalled on a separate computer which is member of the domain, youlog on to the domain as administrator.

You have already determined the group of all windream users whilerunning the setup program. The setup program creates this groupaccording to these entries in the Windows user administration.

Note: The description of the user and group administration in theWindows computer administration is not part of the presentdocumentation. Notes on this can be found in the Microsoftdocumentations.

Please note that only those users are allowed to work withwindream who are members of the group of all windream users.Even an administrastor must be a member of this group.

Depending on the system architecture, the users and groups can beadministered on different computers (domains), so that the adjustmentsin the user and group administration of the operating system maybecome necessary on several computers.


Step 2

Logging on as windream mainuser and startingthe windream Management Console (WMC)Further configurations are now executed in the windream ManagementConsole (WMC) on the windream server (the computer on which youhave installed the windream server services).

Note: If you use Microsoft SQL Server as windream database, youcan also log on under the ID under which you have installed theserver. When using Oracle, a logon as windream mainuser isrequired in any case.

The ID (user name and password) of the mainuser has already beendetermined in the setup program while configuring the users andgroups. The setup program creates the mainuser account according tothese entries in the Windows user administration.

Start the windream Management Console (WMC) after logon viacommand Programs>windream>Management Console of the Windows startmenu or from the windream Control Center.

Figure 2-2: The windream Management Console


Step 3

Adding domains to windreamNow, you switch from the console root to folderwindream>>windream administration>Users andgroups>windream>All domains to classify the required domains aswindream domains.

The windream server has already been entered as windream domain bythe setup program. If you want to apply user and group accounts offurther domains to windream, you will now have to add the domains towindream (function Add to windream underwindream>>windream administration>Users andgroups>Network neighborhood). See also "Adding domains to thewindream user administration" in chapter "windream administration".

Otherwise, you can skip this chapter and proceed with step 4.

Note: Note that only those user and group accounts can beconsidered for being imported into windream which have beencreated on the domains you have applied to windream. Users whoare members of the group of all windream users will only beconsidered, if the domains on which the accounts have beencreated have been classified as windream domains in advance.

Figure 2-3: Adding domains


Step 4

Adding users and groups to windreamNow, you import the user groups whose users shall receive accesspermission to windream to the windream user and groupadministration (function Add to windream underwindream>>windream administration>Users andgroups>Network neighborhood). See also "Adding users and groups towindream" in chapter "windream administration".

The groups are applied to the user and group administration ofwindream.

Figure 2-4: Adding users and groups


Step 5

Determining the administrators groupNow, you determine the administrators group by assigningadministrator rights to a windream group (see also "Group forwindream administration" in chapter "windream administration").

The group of all windream-users has been entered as windreamgroup by the setup program. Initially, this group will receive the rightfor administration. Before you start to work with windream, weurgently recommend to create a further administrators group.Administration rights are then assigned to this group, and you onlyassign authorised users to this group. Then, you withdraw theadministration right from the group of all windream users.

How to determine the administrators group

1. Switch from the console root of the WMC to folderwindream>>windream administration>Users andgroups>windream.

2. Open the folder of All groups. 3. Select the group to which you want to assign the administrators

rights (e.g. windream-administrators). 4. Click the Properties command in the context menu. 5. Check the box named Access to administration in dialog box Properties

of windream administrators. 6. Save the settings by clicking OK.

Figure 2-5: Assigning access to administration


The selected group will receive the rights for executing windreamadministration functions and will be indicated as administrators group(entry X in column Administrators of folderwindream>>windream administration>Users andgroups>windream>All groups).

Now, you withdraw the admimistration rights from the group of allwindream users.


Step 6

Adjusting user and group data in windreamNow, you adjust the user and group accounts in the WMC to updatethe data in windream (see also "Adjusting user and group accounts" inchapter "windream administration").

All users who are members of the windream users group are entered aswindream users into the windream user and group administration(under node Users). Further permissions are determined in theproperties for each user. Thus, switch to folderwindream>>windream administration>Users andgroups>windream>All users.

Properties of usersFurther rights are assigned to users via the properties of a user account.E.g., you determine the access rights to the windream web portal oryou assign the owner rights on files and folders.

Figure 2-6: Determining the properties of a user

Note: You can also determine these properties for several userssimultaneously. To do so, you select the respective user entries infolder All users (under windream>windream administration>Users andgroups>windream) and e.g. select command All tasks>Full access w2p2of the context menu.


Step 7

Creating windream storagesNow, you create the required windream storages (meaning the filestorage sectors and ObjectStores) for saving and archiving thedocuments (see also "Administering windream storages" in chapter"windream administration").

The default file storage sector of windream (named WORK) has alreadybeen created while running the setup program. In this process, youhave already entered the directory to which all documents of thestandard document type will be saved (work sector of this documenttype). The setup program creates the file storage in the windreamadministration. E.g.:

Figure 2-7: Configuring a windream storage sector

If you need additional work sectors (e.g. for automatical storage ofdocuments of a specific type in determined directories), you will haveto create further storage sectors here.

In order to define an archive sector, you can configure another filestorage or ObjectStore. ObjectStores can only be created, if you haveinstalled and configured the windream archive respectively.

If you do not want to create further windream storages, you can skipthis chapter and proceed with step 8.


Step 8

Creating and defining document and folder typesYou now create and define the required object types (which aredocument and folder types). Switch to folderwindream>>windream administration>Object types. See also"Creating and administering object types" in chapter "windreamadministration".

The objects (documents and folders) are equipped with an object typeand object type-specific index properties while creating or storing themin windream. According to these properties, the documents can besaved in a structured way and can be retrieved via the windreamretrieval function. The required object types (document and foldertypes) result from individual requirements of a company (e.g. the typeand number of documents to be administered, etc.). Possible documenttypes could e.g. be fax, delivery note, protocol, invoice or contract.

The setup program creates a standard document type (Standard) inthe WMC under node windream>>windreamadministration>Object types>All document types. This document type isassigned to each new document automatically, as soon as it is saved inwindream and as long as no other document type is assigned.

The procedure of creating an object type will now be describedaccording to an example. Folder types are created in the same way.

In order to create a document type, you will have to

a) determine and name the indices,b) create dropdown lists,c) create the object type and define a life-cycle for it,d) assign (type-) indices to the object type ande) determine the layout of the Indices tab page with the layout editor.

ExampleDocument typeDocumentation

Life-cycleDocuments of the Documentation type shall be editable for 2 years afterthe beginning of the month in which they have been created. Thedocuments shall be archived automatically at the end of the editingperiod. The archiving period is 10 years since the beginning of themonth in which the editing period ended. All other default settingsshall be used.


Document type-specific indices(Type-) indices Type and max. size Dropdown listsNote String - 255

Title String - 128

Type String - 64 Type of document

Status String - 64 Status

Date Date

Dropdown listsType Status• Brochure• Graphical illustration• Manual• Presentation• Press release• Specification• Template

• Open• In progress• Post-editing• Finished

End of example

a) Determining and naming the indices

Figure 2-8: Determining and naming the indices

1. Switch from the console root to folderwindream>>windream administration>Indices>Allindices.

2. Highlight the desired index in the list (e.g. String04). 3. Open the context menu and click Properties.


4. In field Name you enter the new index name (here: Comment). 5. Confirm the entry with OK.

Now, you select the next index and name it according to your needs.Repeat steps 2 to 5 for all indices of the document and folder types youwant to create.

In this example, meaning for the Documentation document type,these are:

(Type-) indices Type and max. sizeNote (String 09) String - 255

Title (String 10) String - 128

Type (String 28) String - 64

Status (String 34) String - 64

Date (Date 03) Date

Note: You can also assign an index named here to different objecttypes as type-specific index.

Then, you create the required dropdown lists.

b) Creating dropdown lists

Figure 2-9: Creating a dropdown list

1. From the console root, you switch to folderwindream>>windream administration>Dropdownlists>All dropdown lists.

2. Open the context menu of folder All dropdown lists and clickcommand New>Dropdown list.


3. In field Dropdown list, you enter a Name for the new list (here:Type).

4. Select the data type of the dropdown list from the list named Type(here: String).

5. Depending on the data type, determine the size and the format inthe respective fields (here: 64).

6. In the Elements field, you enter all elements which shall becontained in the new list (one entry per line). For the Type list,this could e.g. be:

• Brochure• Graphical illustration• Manual• Presentation• Press release• Specification• Template.

7. Click OK to save the list.

Repeat steps 2 to 7 until you have created all dropdown lists you need.


For the Documentation type of the example, these are thefollowing lists:

Type Status• Brochure• Graphical illustration• Manual• Presentation• Press release• Specification• Template

• Open• In progress• Post-editing• Finished

Now you create the required document and folder types.

c) Creating the object typesThe procedure of creating object types will now be explainedaccording to an example document type named Documentation.Folder types are creaetd in the same way, but you need not create a life-cycle.

Life-cycle of documentsWhile defining document types, you also enter the data required for thelife-cycle of all documents of this type (e.g. the editing and archivingperiods).

Example: Documents of type Documentation shall still be editablefor 2 years after the beginning of the month in which they werecreated. At the end of the editing period, the documents shall bearchived automatically. The archiving period is 10 years since thebeginning of the month the editing period ended. The archive sector isconfigured as ObjectStore ARCHIVE. All other default settings shall beused.


Figure 2-10: Creating a document type

1. Switch from the console root to folderwindream>>windream administration>Object types>Alldocument types. (In order to create a folder type, switch to folder Allfolder types instead).

2. Highlight folder All document types and open the context menu. 3. Click command New>Document type. 4. In field Name of tab page General you enter th name of the new

document type (here: Documentation). 5. You can also enable other document options, e.g. that editing is

only possible via a check out process. However, for this documenttype, you simply apply the default settings.

6. Switch to tab page Life-cycle. 7. Select option Editing period and determine the period via the lists

(here: 2 years since Beginning of month ofCreation).

8. Click the option to archive automatically after the editing periodhas ended.

9. Determine the archive sector (here: ARCHIVE). 10. Click the Archiving period option and determine the period via the

lists). 11. Switch to tab page Rights to edit the rights, if access rights shall be

restricted. 12. Click OK to save the new document type.

Repeat steps 2 to 12 until you have defined all document types youneed. Then, you create the folder types in the same way.

In the next step, you must assign the type-specific indices to the objecttypes.


d) Assigning the (type-) indices

Figure 2-11: Assigning type indices

1. In the directory of all document types, you open the folder withthe name of the new document type (here Documentation).

2. Highlight node Type indices. 3. Click New>Type index via the context menu. 4. In dialog box Properties of [New], you select a type index from

dropdown list Name (which is one of the indices you havepreviously assigned while defining the indices, e.g. Note).

5. In sector Type index you determine further properties of this index(Pre-occupation, Read-only, Editable once or Mandatory field).

6. Click OK.

Repeat steps 2 to 6 until you have assigned all type-specific indices tothe current document type.


For the Documentation type in this example, these are typeindices:

(Type-) indicesNote

Title

Type of document

Status

Date

Figure 2-12: All type indices assigned

Now, you will have to determine the layout of the Indices tab page forthe document type using the layout editor.

e) Determining the layout of tab page Indices using thelayout editorWith the layout editor, you first select the required dialog fieldelements, arrange them on the tab page and assign the field designators,type indices, dropdown lists and scripts to the fields.

We will now describe this procedure according to an example of anindex field with an assigned label for document typeDocumentation. In order to add further dialog field elements, toarrange them and to determine their properties, you proceed in thesame way.


How to determine the layout of tab page Indices

1. Highlight node Tab pages in the folder with the name of the newdocument type (Documentation).

2. Double click the Indices entry in the right console window. Thelayout editor will be opened (with three dialog boxes).

Adding the designator of an index field

3. From the Palette, you select a static text box . 4. Move the mouse cursor to the desired position on the Layout tab

page and place the element by clicking the left mouse button. 5. Highlight the field on the Layout tab page. 6. Enter a title (designator) or select a designator from dropdown list

Title on tab page Field of the properties (here: Editingstatus).

Inserting an index field 7. Select the dialog field for the index from the Palette, e.g. an input

field or a dropdown list (select a dropdown list here). 8. Move the mouse cursor to the desired position on tab page Layout

and fix the element by clicking the left mouse button.

Editing the properties of an index field 9. Highlight the dropdown list on tab page Layout and switch to tab

page Indices. 10. Select the (type-) index from dropdown list Name, which shall be

assigned to the index field (here: Status). 11. Switch to tab page Dropdown list. 12. Select the dropdown list which shall be assigned to the index field

(here: Status).


Figure 2-13: Determining the layout

Assigning a label 13. Now, you select both fields (text and dropdown list) on tab page

Layout.

14. Click command Assign label .

windream will generate a designator from the title field via which aconnection is established between the fields (here:Status_of_Editing). The designator will be entered as name ofthe display field and as title of the index field (tab page Field of thedialog field element properties).

Add all further dialog field elements in the same way.

For document type Documentation, these are:

Dialog field elements PropertiesField designator Index field Type index (data field) Dropdown

listString = Note String field Note

String = Title Input field Title

String = Type of document Dropdown list Type Type

String = Status of editing Dropdown list Status Status

String = Release date Date Date


Testing the layout 15. With the right mouse button, you click into an empty space of tab

page Layout.

16. Click the Test command of the context menu or of the palette.

windream will switch from the edit mode to the test mode. The tabpage named Properties of indices with the defined input fields and buttonswill be displayed. Check the correct functions of the elements on thetab page.

Figure 2-14: Layout of tab page Indices for document type Documentation

17. Close the test mode by opening the context again and click thecommand to finish the test.

Now, you determine the layout of all further object types (documentand folder types) you have created before.


Step 9

Creating filing structure and assigning rightsNow, you create the filing structure in the windream DMS and assignaccess rights on folders to the users. This configuration is executed ona connected windream client computer. Log on to a windream clientwith the user-ID of the windream mainuser. The user-ID is the sameas that which you have already used in step 2 (p. 9).

Note: Further notes on rights, especially on the advanced rightsconcept of the windream Business Edition can be found under"windream rights" in the user guide or in the windream online help.

In order to be able to create a filing structure in the folders of thewindream drive and to assign rights on documents, you will first haveto create a folder structure and then assign the access rights to users.

Filing structureThe filing structure can be designed individually and according to acompany's specific needs, e.g. according to

• company departments and divisions,• customers and projects, or• services (fax, email).

You can also use mixed structures which represent a company's realstorage locations.


Figure 2-15: windream drive – example of a filing structure

Access rightsThe access rights of users to documents are determined via the rightsof the respective user groups on the folders in windream. Note thatrights are inherited, meaning that all objects stored in a folder willautomatically receive the rights of the folder in which they have beensaved (default setting).

Only explicitly authorised users should have the right of writing andassigning rights to the root level of the windream drive (i.e. the groupof windream administrators). All other groups must have the right ofreading for being able to access windream documents.

Note: The setup program assigns all access rights to the group ofall windream users by default. If you have assigned these rights tothe administrators group, you will withdraw the rights of writingand of assigning rights from the group of all windream users.

We recommend to assign the rights on the root level and beforecreating the filing structure, as the rights are inherited to subfolders.

How to determine the filing structure and how to assigninitial rights

1. Use the ID of the windream mainuser and log on to a connectedwindream client computer.

2. Start the windream services (VFS-service).


3. Start the Windows Explorer.

Assigning root level rights on the windream drive 4. Highlight the windream drive. 5. Click the properties command in the context menu. 6. Switch to tab page Rights. 7. Using the Add button, you add all windream groups and users whoshall have access to windream (e.g.: windreamDocumentation, windream product management,windream sales and windream administrators).

Figure 2-16: Example for initial rights on the root folder of the windream drive

The user and group accounts added are listed in the list of rightsholders on tab page Rights. You assign or withdraw rights to / fromusers by checking and unchecking the respective boxes.

8. Click OK to save the settings.


Determining the filing structure 9. Create the desired folder structures in the windream drive.

Assigning rights to the folders in the windream drive 10. Highlight a folder in the windream drive for which you want toassign rights.

11. Click the properties command in the context menu. 12. Switch to tab page Rights.

The users and groups which have already been added will be displayedin the list of the rights holders on tab page Rights.

13. Assign or withdraw the rights to / from the rights holders bychecking or unchecking the boxes. E.g.:

User groups Access rightswindream-administrators Read or change index/folder, create

file / folder, subscribe, rightswindream documentation Readwindream productmanagement

Read or change index / folder, createfile / folder, subscribe, rights

windream sales Read or change index / folder, rights

14. Withdraw all rights from groups that shall not have access(uncheck the box for the right of Reading).


Figure 2-17: Example for initial rights on a folder in the windream drive

You can also assign further rights to users and groups by clicking theAdd button or by editing the currently existing rights.

15. Click OK to save the settings.

Repeat steps 10 to 15 for all folders to which you want to assign initialrights.


Step 10

Starting windreamNow, log off as windream mainuser, and log on again on a windreamclient computer using the ID of a registered user. Use e.g. the ID of theadministrator or of another windream user.

You can start to work with windream now and save your documents inwindream.

This procedure is described in the quick guide named "windream –first steps", in the manual of the application and in the online help aswell. A detailed description of the administration functions and offurther windream management tools including the windream serversystem settings can be found in the following chapters of this manualand in the associated online help file of the application.

winwinwinwindreamAdministration

3

The windream Management Console (WMC) 3-1

This chapter explains the administration functions of the windreamManagement Console, the windream Agent and the windream ServiceManager.

The windream Management Console (WMC)The windream Management Console (WMC) serves for theadministration of object types (document and folder types) and theDMS or the object type-specific indices by a system administrator.With the WMC, authorized administrators can create new documentand folder types, name type-specific indices, and edit existing objectsand indices. In addition to this, it is also possible to administer the life-cycles of documents with the WMC.

The required windream storages are created and edited here, too.windream users and groups are administered in the user and groupadministration.

The integrated functions for administering the windream context menuallow users to configure the menu with special regard to editing mode,status and document rights. New menu entries can be created, and thestructure of the menu can be adjusted.

Via the windream tools, deleted objects can be restored from theRecycle Bin or destroyed permanently. Additionally, you can search forchecked-out or locked documents and undo a check-out process fordocuments or unlock them. The required settings for the windreamevent service to administer subscriptions are also determined here.

Via the windream DMS-Browser, administrators can access objects inthe windream drive directly from the administration application andedit them from there. Especially, documents can be deleted which canbe edited exclusively via check-out and which cannot be deleted usingthe Windows Explorer.

The WMC is based on the Microsoft Management Console (MMC) andprovides a user interface adjusted to the Microsoft standard for admintools. Thus, the documentation of the windream Management Consolerequires experience in handling the MMC. You will get additionalinformation on the MMC in the respective documentations providedby Microsoft.

Note for administrators:The administrative functions of the windream ManagementConsole should only be executed by one system administrator at aspecific point of time. If two (or more) administrators access thesame application area (for example the user and groupadministration) at the same time, errors might occur due tooverlapping actions, and the respective process might be cancelled.Error messages will then only be visible in the reporting dialog box.

3-2 The windream Management Console (WMC)

windream in distributed server environmentsThe business edition of windream version 4.0 (or higher) supportsdistributed server environments. This allows users to access severalwindream servers simultaneously from a client computer. A standardwindream drive and several share drives or only several share drivescan be used at the same time. The windream drives are presented inthe Windows Explorer as network drives under different drive letterson the windream workstations.

In the windream Management Console, a separate node is displayedfor each configured windream server in the tree view of the systemneighborhood. Via these nodes, the administration functions of thewindream document management system can be launched.

Note: The windream Management Console will only contain aseparate administration sector for a server, if a respectiveconnection has been configured in the windream alias settings(windream server selector of the windream Control Center), and ifthe Management Console module has been assigned to thisconnection. You can access the windream alias settings viacommand Administer server list of the context menu of thewindream root entry in the treeview of the windreamManagement Console.

A retrieval operation can be restricted to one specific server on thewindream workstations. Also the indexing service can be activated forspecific servers. The local and global system settings of the windreamconfiguration depend on the currently enabled server.

Properties of a windream serverVia the Properties command of a server entry, you can view differentserver information and save it to a file.

windream database maintenancevia command Start maintenance mode and Close maintenance mode of thecontext menu of the local windream server entry you start and closethe maintenance mode (see also "Reorganisation of user and groupdata", p. 3-138).

Starting and closing the read-only mode

The read-only mode of a server is started and closed via therespective command of the context menu of a windream server entry.

The windream Management Console (WMC) 3-3

This can only be done under the account of the windream mainuser(see also "Read-only mode of a server ", p. 3-140).

Copying server data to another windream serverIt is possible to copy dropdown lists and indices of the windreamsystems to different windream servers using drag and drop operations.Documents, folders and associated index data can also be copied. Thisway, e.g. dropdown lists need only be created once and can be amdeavailable to several servers.

A requirement for copying documents and folders or for recursivedeletion via the DMS-browser is a licence for the windreamManagement Extension (WMX).

The windream rights concept

With the rights concept of the windream 4.0 BusinessEdition, it is possible to administer rights on documents and foldersand for the object properties like indices, history, fulltext and life-cycleseparately. This way, the right of changing indices and original file orindex and folder data can be managed separately.

With the option to restrict a right of reading (the right to list foldersand to read data), users can prohibit an unauthorised reading ofdocument or folder contents, which would otherwise be listed in theExplorer view or in result lists.

Additionally, the rights of a windream folder can be separated fromthose of the contained documents. If the default heritage of folderrights to contained objects shall not be used, you can determine thatdocuments will inherit the rights of documents, and folders the rightsof the folders. Users can decide individually whether the documents ofa folder shall be equipped with own rights or with the rights of thefolder.

The access rights of windream users and groups to documents andfolders are administered via the Rights tab page of the object properties.The access rights to documents and folders can be extended orrestricted by users who are equipped with the required right at thewindream workstations. Further information on this and a descriptionof how to assign rights holders to windream documents and folderscan be found in the user guide or in the windream online help.

User and administrator rights on object typesUsers and administrators who edit or change the properties of theobject types in the windream administration application must also beequipped with a respective right. With the user- and administrator-related editing of object types, it is possible to determine different

3-4 The windream Management Console (WMC)

administrators for these jobs. This means that not all administrators areauthorized to edit object types.

Further on, you can also determine that certain users may only select anobject type from a restricted list while indexing objects. Only thoseobject types will be displayed, which a user may assign.

The access rights of windream rights holders on document and foldertypes are administered on the Rights tab page of the object properties inthe windream Management Console (see "Rights on object types" , p.3-28)

Rights on indices, dropdown lists and windream storagesRespective rights can be assigned to all elements which are required toconfigure an object type. This way, you can determine the users whomay use specific indices, dropdown lists and windream storages forcreating a document type or folder type.

The access rights of windream rights holders concerning attributes,lists and windream storages are administered via the Rights tab page ofthe object properties in the windream Management Console.

Starting the windream Management Console 3-5

Starting the windream Management Console You start the administration program via commandprograms>windream>Management Console in the Windows Start menu.Alternatively, the windream Management Console can also be startedover the windream Control Center.

How to start the windream Management Console

1. Open the Windows Start menu with a click on the Start button inthe task bar.

2. Choose entry windream in the menu programs. 3. Click entry Management Console.

Or

1. Open the context menu of the windream Control Center with aclick of the right mouse button on the windream icon.

2. Select the command Management Console.

The windream Management Console will be opened. The title screenof the console is displayed in the window on the right side of thescreen, while the main directory and the folder named windream aredisplayed in the left window.

Viewing details in additional windows andviewing optionsVia the toolbar of the console, you can either open more windows, inwhich several subdirectories are displayed, or you can call the integratedonline-help, and – depending on the folder selected – you can executemenu commands. Alternatively, you can also open the context menu ofthe respective folder by clicking the right mouse button, and display thefolder in a separate window.

Adjustviewingoptions

Via the options in the View menu you adapt the design of the activewindow according to your personal needs. The viewing options and thefunctions of the icons in the menu bar are adequate to those of theWindows Explorer.

windream administration functionsThe specific functions of the windream Management Console aredescribed now. For activating the functions, you double click thewindream folder in the left window and open further subdirectories.

3-6 Starting the windream Management Console

Figure 3-1: Viewing the structure of folders in the windream Management Console.

Command options in the WMCYou can activate the specific functions and commands of thewindream Management Console in two different ways:

1. Highlight the desired folder or an entry of a list and open thecontext menu by clicking the right mouse button to execute therespective command,

Or

1. Highlight the desired folder or an entry of a list and choose themenu named Action from the toolbar of the console to execute therespective command.

Additionally, you can call up an entry in a list of the right window bydouble clicking it.

Refreshing the folder structure viewIf you make changes in the folder structure, you can refresh the displayby one of the following actions:

• Choose the menu item named Refresh from the Action menu, or• Click the Refresh button in the toolbar, or• Press [F5] on the keyboard.All folders containing database objects are refreshed via one of thesefunctions. The content of the folders is read from the database again.

Important note: In order to avoid possible conflicts anderror messages, it is generally recommended to keep only one activewindow of the WMC open. Having opened several windows at thesame time may lead to error messages under specific circumstances.

Creating and administering object types 3-7

Creating and administering object typesObject types administered by windream are generally divided in twodifferent classes of types: document types and folder types. You caneither create new document and folder types, or edit and changeexisting types. For example, possible document or folder types could be"letter, invoice, or dispatch form".

Quick instruction – how to proceed when creatingdocument typesThe following instructions describe the necessary steps for creating anew document type in windream in chronological order.

Note: The following list of steps is no substitute for the detaileddocumentation. More information on each step can be found in thefollowing chapters of the manual.

Creating a new document type with the WMC1. Determination of required indices1.1 Switch from Console Root to folder windream > windream Administration > Indices > all Indices.

1.2 Select a desired index in the console window on the right.

1.3 Enable command Properties from the context menu of this index.

1.4 Enter a name for the selected index in the Name field of the dialog box displayed, and clickOK to save your entry.

1.5 Repeat steps 1.1 to 1.4 for all indices needed.2. Naming the new document type and determining Life-Cycle data2.1 Switch from the Console Root to folder windream > windream Administration > Object Types >

All Document Types.

2.2 Select folder All Document Types and enable command New from the context menu of thisfolder.

2.3 Enter a name for the new document type in the respective field of the dialog box displayed.

2.4 Determine the Life-Cycle settings on tab page Life-Cycle and click OK to save your entries.3. Assignment of indices to the new document type3.1 Open the folder with the name of the new document type in the left Console window.

3.2 Select node Type Indices.

3.3 Enable command New > Type Index from the context menu of this node.

3.4 Select a type index from the dropdown list Name in the dialog box displayed and confirmyour selection with OK.

3.5 Repeat steps 3.1 to 3.4 for all indices to be assigned.

3-8 Creating and administering object types

4. Determination of index and data fields with the Layout Editor4.1 Open the folder with the name of the new document type in the left Console window.

4.2 Select node Tab Pages.

4.3 Double click entry Indices in the Console window on the right (three dialog boxes will beopened then).

4.4 Select the desired data fields (field types) from the Palette.

4.5 Place the fields on tab page Layout.5. Assignment of data fields to indices5.1 Select one field on tab page Layout.

5.2 Select an index from the dropdown listbox Name of tab page Index (dialog box Properties at position ) .

5.3 Confirm the assignment by clicking command button Apply on tab page Layout (the tabpages will remain open).

5.4 Repeat steps 5.1 to 5.3 for all fields or indices to be linked.

5.5 Finally, confirm your entries with OK to close the dialog boxes.

5.6 Close the windream Management Console.

Determining and administering indicesIn order to create a new document type, you first have to determine theindex properties (indices needed) over which the documents of aspecific type can be indexed and retrieved. Thus, you can select andname the indices from those which are available in the database, or youcan also create new indices.

First, start the windream Management Console. In the windream maindirectory, highlight the entry of the respective windream server. Then,switch to folder windream Administration>Indices>All Indices. In the rightwindow, all indices available in the database are displayed.

The name of the index field in the database and the size of the field ispresented under Column and Max. size. Column Type lists the differentfield types of the indices (for example text, date or number). ColumnCategory indicates whether an index in the database has been defined assystem- or as type-specific. Column Format contains the defined format.Column Fulltext-searchable indicates whether an index has been definedas fulltext-searchable.

Creating and administering object types 3-9

Index categorieswindream differentiates between three different types or categories ofindices:

• System indices,• global and• type-specific indices.

System indices, global and type-specific indicesSystem indices can for example contain document IDs, versionnumbers, a creation date or the date of last modification. Systemindices are not type-specific, as they cannot be assigned to a specificobject type (folder or document type). It is possible to view the indiceson the indices tab page of an object type.

Global indices are not assigned to a specific object type either, but toall defined object types. In order to view them on the indices tab pageof an object type, they are also added to the type indices list (just likethe system indices) and assigned to a dialog field element.

Type-specific indices determine common properties of documents. Atype-specific index can be assigned to several document or folder types.

For the determination of the type-specific index properties of an objecttype, the indices of category type-specific are availableexclusively. These are further categorized in the subcategories ofUnchangable type index, Changable type index,Extended fulltext and Vector index.

Unchangable and changable type indicesThe indices of the categories Unchangable and Changabletyp index are already available in the database. According to therequired index properties of an object type, you select the indices fromthese ones. The indices of category Unchangable typeindexhave already been defined definitely, meaning that data type,size and the format – if necessary – have been defined in the databaseand cannot be changed any more. For indices of this category, youdetermine the name (name the index) and you can also determine forindices of this type whether these fields shall be fulltext-searchable.

Indices of category Changable type index have already beendefined in the database, but they can still be defined. This means thatyou can determine further properties of an index like this, for examplethe name, the data type and the maximum size, the format or a fulltext-searchable index.

3-10 Creating and administering object types

Extended fulltext, vector index and type-independent vectorindex

The indices of the subcategories Extended fulltext,Vector index and Global index are created in the databasevia the WMC. when defining extended fulltext fields, you assign thename and the database name (designator of the column). Extendedfulltext fields are assigned to an object type as object type-specificindices. The contents of extended fulltext fields are stored as fulltextwhen indexing the documents. Documents can then be found via thethis contents using the fulltext search routines.

For vector fields (type-specific vector index or type-independent vectorindex), you assign the name and the database name (designator of thecolumn). Additionally, you can choose the data type and furtherproperties depending on the selected type (for example maximum size,the format or fulltext-searchable) of index. Vector fields are assigned toan object type as object type-specific fields, or they are available to allobject types as type-independent vector fields. The contents of thesefields is captured for example from tables or list fields when acquiringand editing the index properties of t