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1. Todo any actions 1 e create delete modify or search related with Projects see section 9 gt To work with the Users select the Users label 26 DOCMA User Manual Fractal Issue 1 1 i POMA To do any actions 1 e create unsubscribe modify or search related with Users see section 10 gt To work with the Notifications select the Notification label To do any actions related with Notifications see section 8 gt To work with the Backups select the Backup label To do any actions related with Backup see section 11 2 gt To work with the Tools select the Tools label To do any actions related with Backup see section 11 1 Depending of the access rights and the roles that has been assigned to the user who has logged in the application the data that will be displayed and the actions that could be done will be different as described in section 4 The following lines summarize how the user access rights and roles can be defined in DOCMA e The permissions to see projects are defined in each project properties at the project creation by the administrator and afterwards by the project manager At project level the project manager can define default lists to access the project documents These lists are automatically applied by default to the properties of the existing documents in the project and the new documents created in the project afterwards these list can be modified adding o
2. Fractal Issue 11 ROMA WEB DOCMA permissions grant codeBase file DOCMA HOME Permissions needed to use the temporal dir permission java util PropertyPermission java io tmpdir read write permission java io FilePermission S SYSTEM TEMP DIR read write delete Permissions needed to read and write files permission java io FilePermission S DOCMA BACKUP read write delete execute permission java io FilePermission DOCMA HOME private doc read write delete execute Permissions needed to send e mails permission java net SocketPermission SMAILSERVER connect resolve Where SDOCMA HOME is the home pathname where the DOCMA web application is installed DOCMA BACKUP is the home pathname where the DOCMA web application save backups path user defined SMAILSERVER is the SMTP Mail Server the company is going to use SSYSTEM TEMP DIR is the pathname of the system temporal directory 3 3 3 Define the DOCMA Web application To define the DOCMA web application v Add the following lines in the file SCATALINA HOME conf server xml only the bold lines lt Define the Tomcat Stand Alone Service gt lt Service name Catalina gt lt Define the top level container in our container hierarchy gt lt Engine name Catalina defaultHost localhost gt lt Define the default virtual host gt lt Host name localhost appBase webapps unpackWARs true au
3. lt Realm className org apache catalina realm JDBCRealm debug 99 driverName com mysql jdbc Driver connectionURL jdbc mysql localhost 3306 DATABASENAME autoReconnect true connectionName user m connectionPassword modificar userTable usuarios userNameCol usuario userCredCol clave userRoleTable roles roleNameCol rol digest md5 gt where SDATABASENAME is the database name by default geco Y Copy the MySQL Connector J to the directory SCATALINA HOME common lib 3 3 2 Security Manager in Tomcat Server If you choose to run Tomcat Server with the Security Manager it is necessary to modify the configuration file v Add the following lines in the file SCATALINA HOME conf catalina policy only the bold lines catalina corepolicy Security Policy Permissions for Tomcat 5 This file contains a default set of security policies to be enforced by the JVM when Catalina is executed with the security option In addition to the permissions granted here the following additional permissions are SCATALINA HOME is the home pathname where the tomcat server application is installed 15 DOCMA User Manual Fractal Issue 1 I POMA granted to the codebase specific to each web application T Read access to the document root directory E jf side 0lsystem policy 2783 2006 11 22 107507317 marc sb g sst fo 55555555555 SYSTEM CODE PERMISSIONS S S SSSSSSS
4. 11 2 3 DOCMA Web Application Backup To start working with backups select Backups tab In order to make the DOCMA Web application backup select Web application backup tab Only the Administrator can make the Web application backup The following form will appear 86 DOCMA User Manual Fractal Issue 1 I A n gt E a hers hatad rop rifo iltihap fren an Uv a admin oo os FRACTAL SLAJ CI Cagno Ge D thorte 1 Dome Fractal ioana iad aces da blaki i Taidiono 96402501 420737981 CI 670379107 netilicaics date Propecte Occurrerte Upee Net cetene Bercdupe Web sppication backup Documentaton Dectup Detebese Sechue ioe reg jo Meee Mn py of the DOCMA wet apk ston I you ow gure you ward te do ce euecwle wet appec etiom Sechusp Sefion Fhe i b ceocel bon cancel execute wet application backep Figure 60 Making DOCMA Web application Backup gt Click execute web application backup The Web application backup will be made Note If for any reason the Web application backup can not be made go to section 12 which provides some guides to troubleshooting problems 11 3 Restores This tool is not integrated in the DOCMA Web Application because it needs to be independent to DOCMA crashes In order to restore DOCMA you must open the DOCMA Restore Java application To Start the DOCMA Restore application you must execute in a terminal the following commands cd SDOCMARESTORE HOME java jar DOC
5. DOCMA USER MANUAL OMA Code DOCMA TEC 002 R Issue by FRACTAL SLNE Date 05 06 2011 Number of pages 112 FRACTAL S L N E www fractal es com info fractal es com DOCMA User Manual I 1 Fractal eu POMA Authors Ana P rez Calpena Emma Mujica Alvarez Mar a Luisa Garc a Vargas Revised by Mar a Luisa Garc a Vargas Approved by Maria Luisa Garcia Vargas DOCMA User Manual Issue 1 I Fractal DOC MA i i i Document Distribution List Affiliation DOCMA User Manual Fractal Issue 1 1 Acronyms CD Conceptual Design DD Detailed Design PD Preliminary Design PRD PRoDuction Phase XML eXtensible Markup Language RIMA DOCMA User Manual Fractal Issue 1 1 DOM Change Control Issue Date Section _ Page Change Description First issue Second issue Minor changes 1C 14 06 08 A All Third issue Minor changes HD ososoo jan fall Fourth issue Minor changes L E 07 06 10 Fifth issue Summary Comments and Reference Documents added in the Search Documents form Document code and dates can be modified Reference Documents field added in the Document form Once a document is approved the document cannot be changed anymore Close option modified in the Search Projects form F 30 06 10 Sixth issue Access rights are now defined at document level authorized to all document versions and authorized to approved versions and
6. notli ater date Ane Pere C alber ane peres trectal ec cam apere Fractal SIMI Figure 53 Modifying the user properties page gt Modify the desired fields taken into account constrains listed in section 10 1 Only the fields that are not greyed out can be modified gt Click update The user properties will be modified An e mail will be also sent to the Administrator and to the user which properties have been modified in order to inform them about the modification of the user properties The User s properties have been modified As a particular case when the password is modified an e mail will be sent in addition to the previous one to the Administrator and to the user which password has been modified as follows Your password has been modified Note If for any reason the user properties can not be modified go to section 12 which provides some guides to troubleshooting problems 10 4 Unsubscribing an User First the user that is going to unsubscribed must be displayed select Users tab The Administrator will see all users created into the system which are ordered alphabetically by the first surname 80 DOCMA User Manual I 1 Fractal eee POMA Each screen will show 10 users to move among the screens select the other pages numbers or use the arrows that appear in the bottom of the users list lt lt lt 1 d Figure 54 Page selectors Once the user that is going to uns
7. oects Tier ererts Users Aaa ea Eems Toois Jeers et ONew Veer Search Users Figure 50 Example of a filled search user form and the list of users displayed would be the following one 78 DOCMA User Manual Issue 1 1 Fractal y m cassan ants admir FRACTAL SLNE C Tuepen n 2 portal 13 1 Fractal 2623 Las Soces Ge Mading e Telerono 916379640 63 1E ja Ieas notficabon date Sapca Docsmerts Users hasteca Pecks Took oes ih Abw User Search Users Jemo Devs rot we eubecrnbe elete Figure 51 Example of a filtered users list Note If the desired user does not appear in any screen go to section 12 which provides some guides to troubleshooting problems 10 3 Modifying the properties of an User First the user which properties are going to be modified must be displayed select Users tab The Administrator will see all users created into the system which are ordered alphabetically by the first surname Each screen will show 10 users to move among the screens select the other pages numbers or use the arrows that appear in the bottom of the users list lt lt lt 1 2 a gt Figure 52 Page selectors Any other user will see only his her own user Once the user which properties are going to be modified is displayed click the modify button The following form will appear 79 DOCMA User Manual Fractal Issue 1 1 t DOCHA Msie page Merle f vefos FRACTAL SINI 21 20 d De Fractal
8. Click OK C One of the following information windows will appears If DOCMA Web application were restored the following window will appear Information DOCMA Web Application restore EES DOCMA Web Application has been restored Aceptar Figure 77 Information confirmation DOCMA Web application restore If DOCMA database were not restored the following window will appear Information DOCMA Web Application restore fete DOCMA Vied Applicaton could not be restored Be sure a that you have write permissions in the copy directory Aceptar Figure 78 Information error DOCMA Web application restore 11 3 4 DOCMA Documentation Restore Be sure you have installed DOCMA Web application see section 11 3 3 before restore DOCMA Documentation Starting at the Main Window of the application 97 DOCMA User Manual Fractal Issue 1 1 dte DOCMA Restore Tool File Restores Heip DOCMA Database Restore DOCMA MySQL Users Restore DOCMA Web Appacation Restore DOCMA Documentation Restore AMA DOCMA Full Restore Figure 79 DOCMA Restore Main window The following steps must be executed in order to restore DOCMA Documentation A Open the DOCMA Documentation Restore dialog In the Main window the DOCMA Documentation restore dialog can be opened in two different ways A I Going through the Restores Menu In the Main window select Restores Menu DOCMA Documentation Restore or press ALT R O The
9. DOCMA User Manual Fractal Issue 1 1 RIMA gt Typically a new window will appear where the web browser will offer the user to open or save the document gt Click update status The document will be checked out The last modification date of the document is updated to the current date The document status is changed to CheckedOut A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that the document has been checked out User is modifying the document Code version issue Title to be sent to the Project managers of the project associated to the document and to the document authors Note If the modify status button of the desired document is not enabled or the CheckedOut status can not be selected go to section 12 which provides some guides to troubleshooting problems 7 4 Starting the document review Once the document that is going to be reviewed is displayed which can be done following the steps described in the section 6 1 click the modify status button The following page will appear 1 J DOGMA Mate page Mevilla wefon fe Lebo w te z Soorat loot b A g A gt hp fatai oe rio 318 bho ree lore wel per eet ee oer ret oer Mo dentere teirerd aw O We A apere FRACTAL SLN F wind Ge Serrorte 1 Hogue gt Ahio A racta 29272 Las Rozes de Madrid redforne 916402591 62 s
10. OMA Note If for any reason the project properties cannot be modified go to section 12 which provides some guides to troubleshooting problems 9 5 Archiving a project Once the project which is going to be archived is displayed which can be done following the steps described in the section 9 2 click the finish button Only the Administrator and the Project managers of the project to be archived have the access rights to archive projects The current status of the project must be active The following window displaying the project properties will appear TI DOCMA Main page Marilis f refes apere FRACTAL SLAE C tbio de hetmortes Fractal petifxatien ste Projects Cix gmrerts lesni prt pice UE Pracie Let Search Proects Project NHanegere wer Lebera Are l cor Ae ere A aren we ie gee Me be ke d Vrp Mews C meee Ahaa P Ves _ ate jpa Figure 41 Project properties view gt Click finish DOCMA will check that the status of all document associated to this project 1s approved or obsolete gt If all related documents are approved or obsolete the project will be finished The project status will change to finished gt If there are documents in a different status to approved or obsolete the project cannot be finished 69 DOCMA User Manual Fractal Issue 1 1 RAMA In this case the following window will appear to warn the user that the action requeste
11. The date when the notification was sent Delete The delete button allows deleting the notification The notifications are always arranged by the sending date from the most recent date to the oldest one Each screen will show 10 notifications to move among the screens select the other pages numbers or use the arrows that appear in the bottom of the notification list 1 d i Figure 30 Page selectors 8 2 Deleting notifications After deciding which notification is going to be deleted click the delete button of this notification The notification will be deleted Note If the delete button of the desired notification is not enabled go to section 12 which provides some guides to troubleshooting problems 8 3 Deleting all notifications If the user wants to remove all notifications it can be done by clicking the delete all notifications button that appears at the bottom right corner of the notification list page All notifications will be deleted Note If the delete all notifications button of the desired notification is not enabled go to section 12 which provides some guides to troubleshooting problems 59 DOCMA User Manual Fractal Issue 1 I POMA 9 PROJECT MANAGEMENT DOCMA provides the capabilities required to manage the projects that are kept into the system during their whole lifecycle The figure below shows all the states that a project could have during its lifecycle 1 e since the project is cr
12. checking out and checking in o Controlled review and approval of documents o Keep all the involved users informed via e mail and internal notifications about the status of a document during the whole lifecycle document creation approval new issues of the document authorised users alterations etc 12 DOCMA User Manual Fractal Issue 1 1 PAMA e System administration o Project administration define new projects set or modify their properties end a project removal or archive the project o User administration define new users modify their attributes and permissions in connection with each project unsubscribe users o Tools import documents from a text file o Database administration data backup or restore upgrades 13 3 3 1 DOCMA User Manual Issue 1 I Fractal PAMA INSTALLING DOCMA Software requirements The minimum software requirements to install DOCMA on your server computer are the following Windows XP Vista or Linux 2 4 or greater The Java Runtime Environment 6 0 or greater http www java com en download manual jsp MySql Server v5 0 or greater http dev mysql com downloads MySQL Connector J 5 0 or greater http dev mysql com downloads Tomcat Server 5 5 or greater http tomcat apache org e mail account through SMTP protocol to manage the DOCMA mail service 3 2 MySQL Server configuration After MySQL Server is installed there are a couple of parameters
13. freit rop rfo 8100 dap r o pa aopa lon FRACTAL SLNE C Catiio do Demonte biog Apio Fractal 08272 Las Pores de ae pti Tetons 916402591 62073 1 CIF 020079107 aottication date Priejecss Oocgrments Users Monee shart Dacha Paectes bet New Praect Search Preects Project Nanagere deng An Aree Paced Capana Ane ee ee sie Adewermede P AGr edo Neree chces Levaren herom Lace Voge Mate Gecis ppa Mome ber teram Lee Peot aeei irren As wey F Dai Cepa Jova isna Capo Jora A ee ee eee ipanaa T teban Trancemce Lew bec we Meme Lew Gecia Mae Figure 45 Project properties view gt Click restore The project will be restored into the system The project status will change to finished The status of the project documents will be changed to approved A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them about that the project has been restored The project Code has been restored to be sent to the Project managers and to the authorized users in the project Note If for any reason the restore button is not available go to section 12 which provides some guides to troubleshooting problems 73 DOCMA User Manual Fractal Eia PIMA 10 USERS MANAGEMENT Users must be first registered in DOCMA to be able to log into the application As Users management DOCMA provides the following functionality Create a n
14. password Note If for any reason the user can not be created go to section 12 which provides some guides to troubleshooting problems 10 2 Searching users To start looking for users select Users tab This option is only available to the Administrator 75 DOCMA User Manual Issue 1 Fractal MMA m cassan ants dron bo FRACTAL SLN CJ Tupin ns sorte 15 I7 A Fractal amp 282731 Les Sores de Madrid Teid ona 916379640 630737981 ne eot cahon date Propecia Occaruerts Users Notfcators Sectupe Tees seu tet New Veer Sear Veer humen Heacurces modty Quamy Corte rot y b rne ASrweuatredc madh y Ceno Cen mnit y tee rahe rhe detete secre Casa aadA y urtebacmDe delete Gertie Maree maa l moreu delete pares Pegi reod y uPrrubecrte delete Waetioredos Varuei rvunatd y uewwtiverribe delete ice rra rode y uPrebecmbe delete Perel Are maddy uetulres rive detete Figure 47 Users List As shown in the figure the following issues could be available for each user in the list Name The name of the user Modify The modify button allows modifying the user properties Unsubscribe The unsubscribe button allows unsubscribe the user from the system Delete The delete button allows delete the user completely from the system The actions buttons of some users will not be enabled 1 e they will be displayed as greyed out according to the users role 1 e special user such as the Human Resource
15. v Unzip the file docma wapp 1 0 zip to the directory you want to install the DOCMA Web Application DOCMA HOME v Changes the permissions in the directories SDOCMA HOME doc and DOCMA BACKUP to permit to Tomcat user to can read write delete and execute files v Changes if it is necessary the attribute docBase in tthe file SCATALINA HOME conf server xml see section 3 3 2 v Install the DOCMA database into the MySQL server executing in the terminal the MySQL command mysql lt geco sql u root p 3 4 2 DOCMA Web Application configuration To configure DOCMA Web Application it is necessary to changes some parameters in the configuration files v The file DOCMA HOME WEB INF Wweb xml v The file 3DOCMA HOME WEB INF classes com fractal docma docma props 3 4 2 1 Web xml configuration In the DOCMA HOME WEB INF Wweb xml change the variable DOCMA HOME with the real the path where unzip the application see 3 4 1 lt servlet gt lt servlet name gt main lt servlet name gt lt servlet class gt com fractal docma Main lt servlet class gt lt init param gt lt param name gt config lt param name gt lt param value gt SDOCMA HOME WEB INF classes com fractal docma docma props lt param value gt lt init param gt lt servlet gt 3 4 2 2 docma props configuration The file docma props is the DOCMA Web Application configuration file The parameter to configure are the file path is DOCMA HOME WEB INF classes
16. 50 DOCMA User Manual Fractal Issue 1 I OMA _tu lt oe The document status is changed to Approval Pending A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that the document is ready to be approved The document Code version issue Title is pending of approval to be sent to the Project managers of the project associated to the document authors reviewers and approvers Note If the modify status button of the desired document is not enabled or the Approval pending status can not be selected go to section 12 which provides some guides to troubleshooting problems 7 9 Approving a document Once the document that is going to be approved is displayed which can be done following the steps described in the section 6 1 click the modify status button The following page will appear r3 y DOCA Main page Macilla Fiinina IOF e Cf gt e Ge pamit oo te qa n amp A pa harg EAC A ree ALES E a el per ets Peers oq fee bw reer vie E E a a E wv D s9 a E aperet FRACTAL SLNE C Castilic de Setronte 1 bloque Bajo A Fractal E 20232 Las Rozas de Madad notific aden date Proects Documents Users Nothic soorms Backups joc prog 2006 03 73 Documreres Lat New Documenta Search Oocumerts 0oc fF 00 pri rig Aef doc C aN ode o L ETET oot E J T e pocte 4 ear rt r te Je doc G a
17. 620737981 COLMA Hig CIF 638829107 not cahoe date Proce Occummrte Users fSctfceterea Geciuse Toci veers tt New Veer Semo Users hare Sorraeme it Somare OC e maf AE i Prectel ea leer deo Password mercatory DEA weer Lor eveatos Orgeccater Precte 1 144 Locator Mane Motte Figure 55 User properties view gt Click delete If the user is author reviewer and or approver of some documents a warning will be displayed to the Administrator Q The user is author reveewer and or approver cf some documents Do you really want to deleted the user Cancel Figure 56 Warning before deleting a user that the user is author reviewer and or approver of some documents If the warning is accepted the users shall be completely removed from the system 82 DOCMA User Manual Fractal Issue 1 1 POMA 11 DOCMA ADMINISTRATION DOCMA provides the tools needed to import documents in a row into the application and to perform backups and restores 11 1 Tools DOCMA provides the tools needed to import documents 11 1 1 Import documents Several documents can be imported in a row in DOCMA using the import documents tool To make use of this functionality select Tools tab and then Import Documents tab Only the DOCMA administrator can use this functionality The following form will appear FRACTAL SLNE Fractal redia Soum tote gt ae d Une starda UD eet Se els aara Pim amp 408 fimde gt PT O
18. DOCMA Documentation restore dialog will be opened A II Selecting the DOCMA Documentation Restore button In the Main window click DOCMA Documentation Restore button The DOCMA Documentation Restore dialog will be opened 98 DOCMA User Manual Fractal Issue 1 I DOCMA Documentation Restore You are going to restore DOCMA documentation Remember to restart he web server after fre restore Snalizes DOCMA documentation backup file to restore Restore to fill the DOCMA workdir OK Cancel Figure 80 DOCMA Documentation Restore window B Fill the information about the DOCMA documentation backup file as well as the DOCMA Web application workdir SDOCMA HOME In the DOCMA Documentation Restore dialog see fig 72 gt Introduce the DOCMA documentation backup file or select it from a Open dialog by clicking the button mad a e Bescaren CS Documents 7 Git oo 5 a4 lj ax C gegt 0 0 My Musk N My Pectures 1 My Stationery 5 ly Videos Scanned Documents Nombre de archive Archives de tipo zip v Morir Cancelar Figure 81 Open file window gt Introduce the DOCMA Web application workdir or select it from a Open dialog by clicking the button 99 DOCMA User Manual Issue 1 I Ci Scaseed Documents Nombre de archevo Archivos de pox Figure 82 Open dir window gt Click OK C One of the following information windows will appears If DOCMA Docume
19. be selected Reviewer Select a user in the list any document whose reviewers include the introduced one will be selected Approver Select a user in the list any document whose approvers include the introduced one will be selected Authorized in all document versions Select a user in the list any document whose authorized in all document versions users include the introduced one will be selected Authorized in approved document versions Select a user in the list any document whose authorized in approved document versions users include the introduced one will be selected gt Click search A new document list will be displayed taken all the filtering constrains introduced into account i e the filtered documents match all constrains introduced Example 32 DOCMA User Manual Practal Issue 1 I y MA The user is searching all documents included in the project DOCMA which author name is Perez Calpena Ana Then the Search form must be filled as shown in the figure below Rar DOC MA Vas page ahe Ga ua e C o aL draer con sacma preta erien manrognan s 1 s e 4 Mat Mitet MANATEE demm FRACTAL Portai de Enade Pomijam Gms MANATEE DOCMA Assi Coegi Mame Whinedis Worikefmenoe DOC BA Mate poge weed Ot ma tepe MOM tee a r dap moon meet Mop ad wp won aae neon tm a N en r ax ay moon ene wer BOO moon acess we map owp nap neon Cyan ra Mele benar oway mooo wwo hood
20. com fractal docma docma props o docmaPath gt path where you unzip DOCMA Web Application DOCMA HOME 20 DOCMA User Manual Fractal Issue 11 RAMA docmaPath DOCMA HOME o backupPath gt pathname to save the backups files path user defined backupPath DOCMA BACKUP o mysqlPath gt path to the MySQL Server bin dir S MYSQL HOME is MySQL Server home dir mysqlPath MYSQL_ HOME bin o mySQLPort gt MySQL port for example 3306 mySQLPort 3306 o mySQLHost gt MySQL host name for example localhost mySQLHost localhost o dbName gt MySQL database name by default geco dbName geco o mail smtp host gt Mail SMTP Host name of the company for example mail fractal es com mail smtp host mail fractal es com o mail smtp auth gt TRUE if the SMTP Mail Server need authentication FALSE if not mail smtp auth TRUE o mail smtp user gt e mail user to manage the DOCMA e mail service for example docma company com mail smtp user docma company com o mail smtp password gt e mail user password to manage the DOCMA e mail Service mail smtp password password o mail from gt e mail user to manage the DOCMA e mail service for example docma company com mail from docma company com The at the end of the path is mandatory 21 DOCMA User Manual Fractal Issue 11 POMA In the case the mail SMTP server is secure SSL you have to add this others paramet
21. for new document issue window Introduce the path and name of the document directly in the text box or click in the Browse button to select it using the Document explorer Note The new document version and issue must be always higher than the previous one or the application will not accept it 53 DOCMA User Manual Fractal Issue 1 I DOCMA is i i The document will be checked in The last modification date of the document is updated to the current date The document status is changed to CheckedIn A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that a new version of the document has been created User has checked in a new draft of the document Code version issue Title to be sent to the authors reviewers approvers authorized users in all document versions an to the Project managers of the project associated to the document Note If the modify status button of the desired document is not enabled or the CheckedIn status can not be selected go to section 12 which provides some guides to troubleshooting problems 7 11 Modifying the properties of an existing document Once the document which properties are going to be modified is displayed which can be done following the steps described in the section 6 1 click the modify button Only the project managers of the project associated to the docume
22. ome z an mC iaoa dared howa wea MOM ee arena hs omer te worp Deoh nae mene Cadea Gate Try ee OD oer deo Sassa ae VY OO OD e KOON mee mec Appana CRD VEVE om r Mow l iapa ater y twop oon Ae a oer eeu r ao Paw Exper t t ap Kooye Tadou wwa ee s see M er anoe see OOO SOT ON en ewe ae Boon Bret eee Be tere cores g neon axus moot one Lee de lt cass ne ow non forwmnobe a Figure 6 Example of a filled search documents form and the list of documents displayed would be the following one on e i g K A OCET T Oow aperos gt FRACTAL SLAE C Caibtn Ge tetrorte 1 beoave 5 Dar 4 EDETI Lot fores Ge Merad Teldfone 916400991 620737084 Cc 620020107 DOCMA sen oo DOCMA COCMATE COIS Ute 141930 l Moms Checkedins Figure 7 Example of a filtered document list 33 DOCMA User Manual Issue 1 I Fractal POMA Note If the desired document does not appear in any screen go to section 12 which provides some guides to troubleshooting problems 6 2 Print the complete or filtered document list Once the desired document list complete or filtered is displayed which can be done following the steps described in the section 6 1 gt Click print list button A summary of the document list that contains the following information will be generated Documents code as defined in the document properties Documents title as defined in the d
23. particular project are the users that could see and have a read only copy to all documents in this project 1 e not only approved documents but also draft versions of the documents This list is automatically applied to the authorized in all versions of a document list when a new document is created Then the project manager can modify this list to define which users are finally authorized in all version of a document Authorized by default in approved document versions of a project 23 DOCMA User Manual Fractal Issue 1 POMA The default authorized users to see only the approved document versions in a particular project are the users that could see and have a read only copy to all documents approved in this project This list is automatically applied to the authorized in approved versions of a document list when a new document is created Then the project manager can modify this list to define which users are finally authorized in approved version of a document 24 DOCMA User Manual Fractal Issue 1 I MA e tia a oe 5 STARTING DOCMA 5 1 Logging in DOCMA can be executed from any WEB Browser So in order to start the application first start a WEB browser instance in your machine and then type the DOCMA address into the address text box as follows http CompanyWebServer docma The following Login web page will appear Login form Mariia f ireten IDP ie i ew Go borsi Lock ie a ay i a
24. removing the project completely from the system Restore The restore button allows restoring the project into the system Some actions buttons remove and restore will be only displayed for the Administrator login because he she is the only user with the capability to perform these actions 63 DOCMA User Manual Fractal Issue 1 1 POMA The actions buttons of each project will also not be enabled 1 e they will be displayed as greyed out according to the access rights of the user and also to the current project status The projects are always arranged by the code Each screen will show 10 projects to move among the screens select the other pages numbers or use the arrows that appear in the bottom of the project list lt lt lt 1 Z Figure 34 Page selectors In order to search a particular project or to constrain the number of project to be displayed select Search Project tab The following form will appear aperes FRACTAL SLNE Fractal egla ehon tate Projects Danumerts Lses Roe ars Fae tapt i Search Projects Figure 35 Search projects form gt Fill as many fields as desired in order to filter the project list Code Introduce any number of alphanumerical characters this is not case sensitive any project which contains this sequence of characters in its code will be selected Title Introduce any number of alphanumerical characters this is not case sensitive any project which contains this s
25. section 6 1 the document authors must modify it according to the comments that have been introduced during the document review In order to modify the document the document authors must check out the document modify it and check in it again as described in sections 7 3 and 7 2 Once the comments have been implemented the document review can be formally finished and the document must be marked as ready for being approved In order to do it first click the modify status button The following page will appear TI DOCHA Main page Mazilla Firefox A id oe ta z Soo TF T poti A av gS A i Ibp Aalia woe ri Jt te matu wel yy et ee fare iv rer Do dente tev rr 9 FO We aperet FRACTAL SLAE Fractal r a4 ioe pA oo je Sero A eieforn 514646009901 63 re wetifit atten date Popects Dac tettee tes liseri Nahe ators Dachupe s ALE Dig aaria Lal laa het urrert y we Dis urere TAT 14 DOIS 14 o OR ALE t A yes 4 JF ve Checkedin Figure 20 Modify document status page view In order to mark the document as ready for being approved gt Select the Approval Pending status in the Modify status combo box Only the document authors can select the Approval Pending status The Approval Pending status can only be selected if the current status of the document is CheckedIn The last modification date of the document is updated to the current date
26. sent to the authors of the created document You have been named reviewer of the Document Code Title to be sent to the reviewers if exists of the created document You have been named approver of the Document Code Title to be sent to the approvers if exists of the created document Note If for any reason the document can not be created go to section 12 which provides some guides to troubleshooting problems 7 2 Checking in Once the document that is going to be checked in is displayed which can be done following the steps described in the section 6 1 click the modify status button The following page will appear 42 DOCMA User Manual Issue 1 I Fractal wise Men page Moritlel velns m H 0S we G eteete Te ee ye gt A lp helet wp rs II ew ern pre de ee et d gterre be amaer i Andagyi iria aart ben O o W A apere oor FRACTAL SLNE F t Ci Casto de beivorte i bogue 5 baio racta E262 32 Las Rozas de Madrid a etetces Pies OFT Ieee CIF amp eee eetficatien date Pris Document Uwes Maticetees _ ecu dx Oe 2003 03 15 Decurneets Lit New Oocurvernt Search Decenets ATA ys hi Ofer ATA 15 iope pocos we Gon ey her Pee m TE wa i toc Fey Tmo n ade doc gf DMO y Tey A doc wf Ary T do uner ATH n oc waet ABOU 15 1848 s ow wWe03 1 trpe J prey prox AIBU 1 DOO accen beet prop tey JAPA 14 pres tee awh 0 P T 4 CheckedOut E poissi 20
27. text field and the maximum length of this field is 45 characters e mail Introduce the e mail address of the user This is a text field and the maximum length of this field is 45 characters User Introduce a user name for logging into DOCMA This is a text field and the maximum length of this field is 15 characters Password Introduce a password for logging into DOCMA whenever using the user name introduced in the previous text field This is a text field and the maximum length of this field is 32 characters Confirmation Introduce again the same password as done in the previous text field This is a text field and the maximum length of this field is 32 characters Organization Introduce the name of the Organization to which the user belongs This is a text field and the maximum length of this field is 45 characters Location Introduce the user s address This is a text field and the maximum length of this field is 45 characters Phone Introduce the user s phone number This is a text field and the maximum length of this field is 45 characters Mobile Introduce the user s mobile number This is a text field and the maximum length of this field is 45 characters gt Click add user The user will be created An e mail will be also sent to the Administrator and to the new user in order to inform them about the creation of the user You have been registered in DOCMA as username Your password is
28. them The following form will appear FRACTAL SLNE Figure 12 Creating a document page gt Fill the following fields all mandatory fields are marked with a star Project Select a project in the combo box In the combo box list are included the projects to which the user is assigned as project manager only So documents in a particular project can only be created by the Project managers of this project Code The Code is filled automatically by following the pattern described below see section 13 for more information about which code patterns can be used 39 Fractal DOCMA User Manual Issue 1 1 POMA PC TT nnn where PC will be the project code of the project assigned to the document TT will be the acronym of the type assigned to the document nnn will be a sequence number that is automatically generated by the application This code can be modified if a different codification is needed in a particular project In any case DOCMA will check that the new code is not duplicated each document code must be unique before saving the document properties Title Introduce the document title This is a text field and the maximum length of this field is 255 characters Version The version is created automatically As the user is creating a new document the version will be 27 Issue The issue is created automatically As the user is creating a new document the issue will be 4 Type Select th
29. to be modified at my ini MySQL options file in order to have working properly the DOCMA database The options to add or modify are described in the following lines Character set and collation Add the following lines in the options file mysql default character set utf8 mysqld default character set utf8 detault collavaon utre general ci max allowed packet Add the following lines in the options file mysqld max allowed packet 100M Note When a MySQL client or the mysqld server receives a packet bigger than max allowed packet bytes it issues a Packet too large error and closes the connection If it happens the max_allowed packet value can be increased from 100 MB to as much as IGB 14 DOCMA User Manual Fractal PSUR Da POMA 3 3 Tomcat Server configuration After Tomcat Server is installed the server must be configured 3 3 1 Security JDBC Realm A JDBCRealm is accesses authentication information stored in a relational database accessed via a JDBC driver To configure the JDBCRealm for the DOCMA Web application v add the following lines in the file CATALINA HOME conf server xml only the bold lines lt Define the Tomcat Stand Alone Service gt lt Service name Catalina gt lt Define the top level container in our container hierarchy gt lt Engine name Catalina defaultHost localhost gt lt Because this Realm is here an instance will be shared globally gt
30. to section 12 which provides some guides to troubleshooting problems 7 12 Declaring a document as obsolete Once the document that is going to be declared obsolete is displayed which can be done following the steps described in the section 6 1 click the modify status button The following page will appear DOME Meia paga Martia firele ee p arnast aperez FRACTAL SLNE lo Ge helmorte bios l Fractal E 20222 Les Rozes de Modrid t i 7 J git foru 956407591 A wT TSR 4 SIF 63882910 Proects Oecumerts Users Notfcatons Geach Documents Lat New Docuwnert Search Docusernds Figure 27 Modify document status page view In order to declare the document obsolete 55 DOCMA User Manual Fractal Issue 1 1 is gt Select the Obsolete status in the Modify status combo box Only the Project managers of the project associated to the document can select the Obsolete status The Obsolete status can only be selected if the current status of the document is Approved gt Click update The last modification date of the document is updated to the current date The document status is changed to Obsolete Since the document is classified as obsolete only the administrator can visualise it A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that the document is declared o
31. user have not the required access rights Check with the Administrator or the Project manager of the project associated to this document that the user has been authorized to this project Authorized to all documents or Authorized only to approved version The desired button ts not enabled or not displayed If a user wants to do a particular action and the desired button is not enabled or not displayed the following questions can be raised Has the user the access rights to do this action i Check again the information about permissions given in sections 3 and 5 2 The role that must have a user before changing a project or document is also indicated in the section where each particular action is described ii Check with the Project manager or with the Administrator to confirm that the user has the access rights to perform the desired action Is the project or document currently in a status that allows doing this action 1 Projects and documents have lifecycles as described in sections 7 and 9 Each transition can be done only if the initial status is the one expected by the application Check in the Figure 11 Document lifecycle and Figure 31 Project lifecycle which transitions are possible The initial status that must have a document or project before changing to another one are also indicated in the section where each particular action is described 109 DOCMA User Manual Issue 1 I Fractal 6 POMA The desir
32. 790 wW amp netificaten date Pepects Dairine tite lupi NRA s Dachupe A Uk Deowrerts Liat Mew Decerert Seerth Docurrers Ree i oma oe as re LE a if er i iF A ry r 7 je t 00E Arce ait oa i orti r ri WAAI E Checkedin kd j o UBIJ tute j it Ty LI g Li ate E we Figure 16 Modify document status page view 45 DOCMA User Manual Fractal puede POMA In order to start reviewing the document Select the In revision status in the Modify status combo box Only the document authors and the Project managers of the project associated to the document can select the In revision status The n revision status can only be selected if the current status of the document is CheckedIn The last modification date and the review date of the document are updated to the current date The document status is changed to In revision A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that the document is being reviewed The review process of the document Code version issue Title has started to be sent to the project managers of the project associated to the document authors reviewers and approvers The document reviewers can start to review the document which could not be checked out during the revision process in order to ensure that all reviewers are reviewing th
33. 7983 SIF 639829107 netifii atien dete Projects Documents Users Moies Gachups Projecte Lat Seect Proeects Preject Managere net Vege Meee do haar wie Adm ek Lev ares Uchean bec Vege Mew peewee pAnrer LA grey Petes beet piere bh eei F m rv em w Diane C vos l r Figure 38 Project properties view Note If the show or modify buttons of the desired project 1 e the modify button will be enabled instead of the show button when the user is the project manager of this project are not available go to section 12 which provides some guides to troubleshooting problems 9 4 Modifying the properties of an existing project Once the project which properties are going to be modified is displayed which can be done following the steps described in the section 9 2 click the modify button Only the Administrator and Project managers of the projects to be modified have the access rights to modify the project properties The current status of the project must be active or finished The following form will appear 67 DOCMA User Manual Fractal Issue 1 I Ipo MA Men bage Mesilla heros 0 pe boms pa i a p a ay Fo B A a ALT a a aa eats a aaa aada AA FRACTAL SUNE F ractal r Ki n 1 y eefe 0 PITT 216407591 Fra P netificstion date Project Oscuverte Users Net cetere 8 86s Dachups tion ae OROG 1 Prats Ua Search Prevects JIB 15 Pada FRACPUS 2008 03 145 wires sve 7
34. 8 FRACTAL Company Puik lafermetion en 20605 17 Ln LS Project Maenegere f dmra Par eia voyt Maa chewed baltona tJe AD s ote Afet obey Deer ate Macha Swewarey Maa Lbece Vege Means Leoewrr yter ieper Peto SS ee Figure 39 Modifying the project properties page gt Modify the desired fields taken into account constrains listed in section 9 1 Only the fields that are not greyed out can be modified gt Click update It must be taken into account that if new users are added to the Authorized by default lists in all document versions or in approved versions these users shall be also added to the corresponding lists of the documents already created in the project The following warning message shall appear Remember that if you add new users in the default authorized lists these new users shall have the corresponding right access in all documents already created in the project Figure 40 Modifying project properties warning This warning must be accepted to apply the corresponding modifications The project properties will be modified A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them about the modification of the project properties The properties of project Code have been modified to be sent to the Project managers and to the authorized users in the project 68 DOCMA User Manual Fractal aude
35. 81 prey pee ATO 12 reston tute poissi DOH Vevew date doc oba OnO prop pra IG Agr teo Cele E bow Figure 13 Modify document status page view In order to check in the document gt Select the CheckedIn status in the Modify status combo box Only the document authors can check in the document The CheckedIn status can only be selected if the current status of the document is Created Approved or CheckedOut The following window will appear to remember the user to attach the document file htto fractaidey no ip into 6167 t Remember to attach the document file Figure 14 Warning for remembering to attach document file Introduce the path and name of the document directly in the text box or click in the Browse button to select it using the Document explorer gt Click update status The document will be checked in The last modification date of the document is updated to the current date 43 DOCMA User Manual Fractal Issue 1 POMA The document status is changed to CheckedIn A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that the document has been checked in User has checked in a new draft of the document Code version issue Title to be sent to authors reviewers approvers authorized users in all document versions and to the project manag
36. AMA Information DOCMA database restore g IJ DOCMA database have been restored Aceptar Figure 66 Information confirmation DOCMA database restore If DOCMA database were not restored the following window will appear Information DOCMA database restore wwe tort DOCMA database could not be restored Be sure that the MySQL server is running and that the introduced data are correct Aceptar Figure 67 Information error DOCMA database restore 11 3 2 DOCMA MySQL Users Restore For any database in MySQL there are MySQL users that have different permissions through this database In this case the DOCMA database has defined two users v user m gt this user have SELECT INSERT UPDATE DELETE CREATE DROP INDEX ALTER permissions through DOCMA database v user l gt this user have SELECT permission through DOCMA database Only in the case that you have to reinstall the MySQL Server in you server computer you will have to restore the DOCMA MySQL users Be sure you have installed and running the MySQL server service before restoring DOCMA MySQL users Starting at the Main Window of the application 91 DOCMA User Manual Fractal Issue 1 1 de DOCMA Restore Tool File Restores Heip DOCMA Database Restore DOCMA MySQL Users Restore DOCMA Web Appacation Restore AMA DOCMA Documentation Restore DOCMA Full Restore Figure 68 DOCMA Restore Main window The following steps must be
37. CMA User Manual Fractal Issue 1 1 POMA 6 DOCUMENTATION ARCHIVE DOCMA provides access to all projects and documents kept into the system according to the permissions that have been defined for the user who has logged into the application As Documentation archive DOCMA provides the following functionality Search documents using different criteria Display the complete or filtered document list Print the complete or filtered document list Display document properties Display the document history Get a read only copy of the document Send by e mail a read only copy of the document It is important to remember that each user can only see the documents and document versions which this particular user has been authorized to see sections 3 or 5 2 for more information 6 1 Searching a document To start looking for documents select Documents tab The complete list of documents that the current user can see will be displayed FRACTAL SINI Fractal ter Se t hone ore wn owe Poe tan gt Figure 3 Document List As shown in the figure the following issues could be available for each document in the list Project The code of the project where the document has been classified Code The code of the document Title The title of the document Date The last modification date of the document 29 DOCMA User Manual I 1 Fractal eee POMA Status The current status of the document see section 7 for m
38. Ge bansi Inch t F mS FA aa tp Aela ao rio EEL Ne ee frat a cee ita rere a sapere ooo FRACTAL SLNE J Castiie Ge hetmronte Stogque Rap Fractal E 28732 Las Rozas Ge Madu bm Tel fono PL6602591 630737981 iF B20829507 metHication date Projects Documents Uses Notifications Gaechar UUS 22 Motec anons List Foie Sine apr 20060372 Subject NeeMic ation O Prop ERR US 2 aoc del The TEST 1 00 Gocurnerd has Beer Geieted P delete SER ae a Pe Goc del The TEST LP ROAD Gocumert hes beer deleted delute torop HUS J ah doc appr The TEST WP 1 001 4 A documerg has been approved 08 02 23 delete _ t doc prop The properpes of TEST LP ROD0 document have been 4 The properbes of TEST IPROO001 document have been moej propro The properbes of TEST projeti have been modtied delete Perer Capena Ana has checked m a rew oat of tte TEST VP TO 3 A docurrere 3 Perez Capena Ana has tert commerts to the 0cm TEST UPROMD 1A document delete Soc roe delete delete delete Perer Catpene Ana has sere Comrvrerts the he tre a O e PPR MENARA E dulute Figure 29 Notification List As shown in the figure the following issues could be available for each notification in the list Subject A short text that describes the action that is reported in the notification Notification The full text of the notification 58 DOCMA User Manual Fractal Issue 1 1 DOCMA E Date
39. MARestore jar Once DOCMA Restore is executed the following Main window will appear 87 DOCMA User Manual Fractal Issue 1 I 4 DOCMA Restore Tool file Restores Help DOCMA Database Restore DOCMA MySOL Users Restore DOCMA Web App cation Restore 0 M A DOCMA Documentation Restore DOCMA Full Restore Figure 61 DOCMA Restore Main window 11 3 1 DOCMA Database Restore Be sure you have installed and running the MySQL server service before restore DOCMA database Starting at the Main Window of the application de DOCMA Restore Too File Restores Help DOCMA Database Restore DOCMA My SQL Users Restore DOCMA Vieb App amp cation Restore DOCMA Documentation Restore DOCMA Full Restore Figure 62 DOCMA Restore Main window The following steps must be executed in order to restore DOCMA database A Open the DOCMA Database Restore dialog In the Main window the DOCMA database restore dialog can be opened in two different ways 88 DOCMA User Manual Fractal Issue 1 1 PAMA A I Going through the Restores Menu In the Main window select Restores Menu DOCMA Database Restore or press ALT R D The DOCMA Database restore dialog will be opened A II Selecting the DOCMA Database Restore button In the Main window click DOCMA Database Restore button The DOCMA Database restore dialog will be opened do DOCMA Database Restore You are gowg to restore DOCMA database Trough MySQL Remember fiat already
40. MYSQL server has to be running before you restore L MA data z MySQL Server workdir Server name MySQL port MySQL root user MySQL root password DOCMA database backup file OK Cancel Figure 63 DOCMA Database Restore window B Fill the information about the MySQL server the server name networking name or IP as well as the DOCMA database backup file In the DOCMA Database Restore dialog see fig 55 gt Introduce the MySQL Server workdir or select it from a Open dialog by clicking the button 89 DOCMA User Manual Fractal Issue 1 I Buscar es IC Decernents v G C3 Fax C 9eg9gl0 0 CA My Mesic CA My Picteres My Stationery CA My Videos r Scaamed Documents Nombre de archtvac Archivos Ge ppo Abaw Cancelar Figure 64 Open dir window Introduce Server name Introduce MySQL port Introduce MySQL root user Introduce MySQL root password bv 4 Introduce the DOCMA database backup file or select it from a Open dialog by clicking the button be oo 90 n 7 n Bescaren Documents ic 1 Fax C gegt 0 0 TS tty Musk C My Pectures 1 My Stationery Co tly Videos Y Scanned Documents Nombre de archive Archivos de tipo oqi Y Arie atc wlar Figure 65 Open file window gt Click OK C One of the following information windows will appears If DOCMA database were restored it will appear 90 DOCMA User Manual Issue 1 I Fractal P
41. SSSSS SS S555 S555 55 CATALINA CODE PERMISSIONS S S S WEB APPLICATION PERMISSIONS s s s s s 5 5 s5 5 5 5 5 These permissions are granted by default to all web applications In addition a web application will be given a read FilePermission and JndiPermission for all files and directories in its document root Grant i Reguired for JNDI lookup of named JDBC DataSource s and javamail named MimePart DataSource used to send mail ermission java util PropertyPermission java home read 7 ermission java util PropertyPermission java naming read 1 permission java util PropertyPermission javax sql read OS Specific properties to allow read access ermission java util PropertyPermission os name read 7 ermission java util PropertyPermission os version read 7 permission java util PropertyPermission os arch read permission java util PropertyPermission file separator read ermission java util PropertyPermission path separator read 1 ermission java util PropertyPermission line separator read 1 ermission java util PropertyPermission catalina base read 1 ermission java util PropertyPermission catalina home read 1 JVM properties to allow read access permission java util PropertyPermission java version read ermission java util PropertyPermission java vendor read 1 ermission jav
42. STALLING DOCMA aise ccssaseccucrceceansecsserssatecrvenecccesascanessescassieassassarsoncsaticessticsanseesaenserss 14 3d OMe Be UM MG eener eree i EEE AE REAO 14 3 2 MYSQL Server COMMOULAT Oisian i E a E 14 J3 Tomea Server confera Oi serieen EEEE TEE E 15 Jal Secur y IDB Rodinin ennaa aa a eee 15 3 2 2 mecurity Managerin Lomcat Server cccasosie lt usnsnsasosccceseasstcaciecsadseconcedavedeessseoeserasenes 15 3 3 3 Define the DOCMA Web application ccccecccccccseeseecceeeeeeeeecceesaeeeeeeeeeaas 18 334A Add libraries to TOMCAL SLY El eresse e EEREN 19 3 3 5 Setting JVM options for Tomcat Server ossonnnnsesseoenessseeeensssseresssssserssssssserssse 19 3 4 DOCMA Web Application Installation and Configuration c cc ceecccececcceeeeeeeeeeeees 20 3 4 1 DOCMA Web Application installation c cc cceeeeecccccccceeeeaeseeeeeeeeceeeeaaaaeeeees 20 3 4 2 DOCMA Web Application Configuration cccccccssseecccccccceeeeeeeeeeeecceeeeeeaeaeeeees 20 3A WV COON eurai sess queciaasnisisasceueanereRcenetereoes 20 3 4 2 2 docma props CONFIGULATION cccccccccsssssseeeccceeceeecaeeeeeeeececeeesaaaaaeseeeeceeeeeeeaas 20 DD UAE OCP YN C CS aise rcs eaeencsnaater E E ndossuaantoradesdeadee EE E due saa dees 22 3 5 DOCMA Restore Installani0n secs ccccsenccssstescaditawisscsanvatervuberessvalataddsbesseeeeeswtantasosanniaecesaebe 22 4 DOCMA USER S PROFILES vuvsscccscacsscasvoucesstenstasssssteevacesitesssssadsseecssverccvetess
43. Tee Le gaa rmm ta FRACTAL SLNE i Iiro ce Letroree Fractal E28 aoe oa atone ae 8 Sie we S08 7 4 taai 3 gt gt Wotan 916407599 6309737001 satiication dane Projects Documents Users hint Ac oea achupe se beh r i ra ai Fio ULUS Senn Peeta prog Project Managere Sener aa ea Figure 43 Project properties view gt Click active The project will be activated The project status will change to active The status of the project documents will be the same status approved or obsolete they had before declaring the project as finished A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that the project has been activated The project Code is active to be sent to the Project managers and to the authorized users in the project Note If for any reason the active button is not available go to section 12 which provides some guides to troubleshooting problems 9 7 Removing a project Once the project which is going to be removed is displayed which can be done following the steps described in the section 9 2 click the remove button Only the Administrator has the access rights to remove projects The current status of the project must be active or finished The current status of the project documents must be approved or obsolete 71 DOCMA User Manua
44. Title Introduce the project title This is a text field and the maximum length of this field is 100 characters Creation date The creation date is created automatically using the current date 1 e the date when the project is being created Closed This box is automatically marked when the project is finished Removed This box is automatically marked when the project is removed Project managers Select which users are going to be the Project managers of the current project from the left list using the arrows between the boxes The users selected will be kept in the right list Authorized by default in all document versions Select which users are going to be authorized by default to see all versions of the documents in the current project from the left list using the arrows between the boxes The users selected will be kept in the right list Authorized by default in approved documents Select which users are going to be authorized by default to see only approved versions of the documents in the current project from the left list using the arrows between the boxes The users selected will be kept in the right list 6l DOCMA User Manual I 1 Fractal ee POMA Project Documents This box displays the codes of the documents that are created in the current project This list will be automatically filled at the creation of the documents gt Click add project The project will be created The project status is c
45. UEL Survey Tebescope AN revered nstrumnenmntiion tor Antati LUAM acie modiy firviah remove COR Coronogragh for Ura rsdad de Carestria active modiy finish remawe x y i Se modry tires h remove amp 5 a vT JL rr A TAL Cores Kie modiy firesh remove DOCMA Oocurnentanon Management Fractal Sute bye modify thresh Ferree EST PTC ESIOS AL sive modiy Tirerah rennrwe gt ie i 7 i Fogi l 2 ehttes Ferri tor Erre i modiy fimish remowe Foe PRO STADT Of Pe Toy we Lee th Mody tiresh remove i i t FRACPUB FRACTAL Company Pubic tomaton abe modty finish remove lt 5 Pi r gt gt Figure 33 Projects List As shown in the figure the following issues could be available for each project in the list Code The code of the project Title The title of the project Status The current status of the project Show Modify Two different action buttons can appear in this position The show button displays the project properties The modify button allows modifying the project properties Finish Active Two different action buttons can appear in this position The finish button allows finishing the project So the project will be archived and it will not be active any more 1 e any new document can now be created in this project The active button allows activating again a project that has been previously finished Remove The remove button allows
46. a util PropertyPermission java vendor url read 7 ermission java util PropertyPermission java class version read 1 permission java util PropertyPermission jJava specification version W read e 7 permission java util PropertyPermission jJava specification vendor W read e 7 permission java util PropertyPermission jJava specification name read permission java util PropertyPermission jJava vm specification version W read e 7 permission java util PropertyPermission jJava vm specification vendor W read e 7 permission java util PropertyPermission jJava vm specification name W read e 7 ermission java util PropertyPermission Jjava vm version read 1 ermission java util PropertyPermission java vm vendor read 1 16 DOCMA User Manual Fractal peut CMA i E i i permission java util PropertyPermission java vm name read Required for OpenJMX permission java lang RuntimePermission getAttribute Allow read of JAXP compliant XML parser debug permission java util PropertyPermission jaxp debug read Precompiled JSPs need access to this package permission java lang RuntimePermission accessClassInPackage org apache jasper runtime permission java lang RuntimePermission accessClassInPackage org apache jasper runtime permission java util PropertyPermission org apache jasper runtime read Required for JODBC permission java lang RuntimePermission accessC
47. also at project level authorized to visualize the project In the project properties default lists can be defined to include the users authorized by default to the approved documents or to all document versions in the project 1 G 06 10 10 EA Seven issue Security Manager in Tomcat Server section added Import documents section added Change the restore application aspect with the application logo Add a new field in the MySQL Users Restore window 1 H 14 10 10 11 Eight issue Import documents section modified to include the selection of the operative system where the file to be imported is generated 1 05 06 11 4 2 Nine issue Add parameters for the secure mail SMTP Service In the project properties if the authorized by default lists are changed the same changes are applied to the corresponding lists of the existing documents in each particular project Print the complete or filtered document list Search users section added Delete user section added DOCMA User Manual Issue 1 I Fractal i OMA is Reference Documents DOCMA User Manual Fractal Issue 1 1 SOMA INDEX L SUMMARY onnies neinn EEEE O seasesasiskenasreteaeaesins 11 2 DOCMA OVERVIEW asst arsecece cee cecevesusnanronscessancsscanavccencteveesstansssursscscurvacetevtanecenmmevecersecres 12 2 1 DOCMA Functionality A quick look cc ccccesesseeecccceeeeceaaeeeseeeceeeeessaaeneseeeeceees 12 3 IN
48. an pert bae emere Nm te Figure 57 Importing documents As explained in this page several actions must be executed before filling the import documents form The documents must be uploaded to the documentation folder into the application server The text file where the information about each particular document is included must be prepared A template of this text file is available in the import documents page see note at the page bottom Please follow the instructions included in template file to fill it 83 DOCMA User Manual Fractal Issue 1 PAMA correctly Once the template file has been filled the text file which will be finally imported must be generated as follows this instruction are provided for OpenOffice Calc a similar sequence could be used with other application in order to generate the text file with the required format o Inthe Archive menu select Save as and the CSV text filter o Select Kept current format o Choose Unicode UTF 8 as character set Tab as field delimiter and as text delimiter Once the documents to be imported have been uploaded in the documentation folder and the text file is already prepared we can proceed to import the documents as follows gt Fill the following fields all mandatory fields are marked with a star Project Select a project in the list Author Select a user in the list Choose the operative system used to
49. aperez ooo FRACTAL SLNE siimd Ge Getmorte 1 Dogue 59 Fractal E s x r uas heeeat Ge M 414460 m IF A280790 Pimectt Documents Users Notfcatone Gackaps Documents List New Documert Search Documents TEST WEROMO1 1 4 comments document revision Figure 18 Display comments page view In this page all comments introduced for the document are displayed as well as the user who gave the comment and the date when the comment was inserted Note If the comments button of the desired document is not enable go to section 12 which provides some guides to troubleshooting problems 7 7 Ending the document review Once the document that has been reviewed is displayed which can be done following the steps described in the section 6 1 click the modify status button The following page will appear 48 DOCMA User Manual Issue 1 Fractal i Fi is m i TI DOOMA Main paga rA T A eR 0 e p ews Dba ie qP Ka A E Malai fer fota be ree ter weer fet ee ere bs ert ve T a L aA A a P sapere a FRACTAL SLNE sites Ge Samonte i t H Fractal 28232 Las Aozas de f wo 16602961 P notification date Proects Documenes Users Notficadons Sachups Ae 2008 i Documerts List New Liocisnert Sept Documert 15 0 otO U gt lt Proect je rm y e In revision v 7 p t ee gt as t 7 est m m Re 5 Figure 19 Modify document status page view In order to end the document review Select th
50. bechup bation Eite check cance betior cancel execute databace backep Figure 58 Making DOCMA database Backup gt Click execute database backup The database backup will be made Note If for any reason the database backup can not be made go to section 12 which provides some guides to troubleshooting problems 11 2 2 DOCMA Documentation Backup To start working with backups select Backups tab In order to make the DOCMA documentation backup select Documentation backup tab Only the Administrator can make the documentation backup The following form will appear 85 DOCMA User Manual Fractal Issue 1 I E 0 Yew G octets Too b A ya A RS Vi G Pp Aela Cer whe ELN Anman i sty pama haaraa Sete the FRACTAL SLNE J Catto Ge Gaetnorte bioowe 5 Apio A Fractal 26732 Last Portes de Macgd sanns Teertor 916407991 670777301 IF R29029107 els ation date Poets Documents Usea Noticaters Bachupe Web soptceton bectup Decementation backup Outubese bectup fou we garg to mahe s beckup copy of the DOCMA docurentaton row we ture y wpf fo oof chee eee vie 0x ak at a Dece vp teste E De Cti awe basil Orr cancel prece docementation beckup Figure 59 Making DOCMA documentation Backup gt Click execute documentation backup The documentation backup will be made Note If for any reason the documentation backup can not be made go to section 12 which provides some guides to troubleshooting problems
51. bsolete The document Code version issue Title has been declared obsolete to be sent to authors reviewers approvers authorized users in the document in all versions and in approved versions and to the Project managers of the project associated to the document Note If the modify status button of the desired document is not enabled or the Obsolete status can not be selected go to section 12 which provides some guides to troubleshooting problems 7 13 Deleting a document Once the document that is going to be deleted is displayed which can be done following the steps described in the section 6 1 click the delete button Only the Project managers of the project associated to the document can delete a document A window will be opened to show the properties of the document to be deleted 56 DOCMA User Manual Fractal Issue 1 I TJIDOCOMA Mala pape torilla Firefor Ad pa rev y enst Tah Het l F DA po 7 wy a Ta hep aTh oE OPO O08 pte eee a ee et O a r A Ce ee gtr Se aara fa Paeti ooo A FRACTAL SLAT Fractal t astia e bornsrse 1 heave 5 Gabe 12972 Lee Pores de Modri Teleteee F144059 s a dO77 ret ror BoeeTRLOT Pocgecte trim attat a ieee ME ee the eee Domet Let New Doorne Seer Doan x owt retro mest LA EA a pr wear Hr pr eot Soc os rao re trwer Figure 28 Window to show document properties before deleting it gt Click delete The document will be dele
52. cssssssscececeesssscceeceeeseeeceseeaanseeeeeeeas 94 11 3 4 DOCMA Documentation Restore cccccccccccccccccccccceteeesesesssssssssessseseceeeeeseees 97 LES DOCMA UMAR CSU OES sxscsaionczan2oscecheotenninedsintaiandntaaisdess san dopiedahihie a ia 101 12 ROBLES OO TENG seseina E AREA a eiia 109 13 SE PENG UP DOCM A aric A 111 Fractal DOCMA User Manual Issue 1 I Fun DOCMA User Manual Fractal Issue 1 1 POMA 1 SUMMARY This is the User Manual of the Fractal Documentation Management Tool DOCMA In this manual you can learn gt The DOCMA functionality gt How to install the application gt How to use the application step by step and gt How to handle the problems that could arise 11 DOCMA User Manual Fractal Issue 11 POMA 2 DOCMA OVERVIEW The Documentation Management Tool DOCMA is mainly intended to e store the documents e classify them into the different projects e manage the documents during their lifecycle e make the documents available to all authorised users according to the access rights given to them as described in section 4 and e maintain the affected users informed about the changes in the state of any document DOCMA is especially suited when several companies collaborate in a multi discipline complex project in a geographically distributed environment As the project evolves a number of documents is generated and stored in the diverse work centres with different v
53. cular dOCUMENL cc eeeccccecceceeeeeeeeeeeees 48 Gel Pa ding TNS document FS Y 16 Wace seseseccahadecenccecaantavecytaectestowaanesasa vie Sees aaasa testes sea 48 7 8 Implementing the comments in the reviewed document 2 0 00 ceeeeeeeeeeceeeeeaeaeeeeees 50 fs Me 219 0 RO LUG TANG docume eei EE A ETEEN AE 51 7 10 Creating a new version or issue of an existing COCUMENL cc ceeccccceceeeeeeeeceeeeneees 52 7 11 Modifying the properties of an existing document cece cccccsssseeeeeeeeeeeeeeaaaaaeeees 54 7 12 Declaring a document as ODSONC Cs iccccicsiivdtscincsddass lt sdumesnveeteuerasiaeceastsusdsweswacsvetasvedeeesous 55 el Deleting AGO WIN itsenne i ea A E R 56 8 CHECKING NOTIFICATIONS iscetecestetesscisssancecetanscuedorsoatetexssiesanteastesiseaviseenesissteaaedvevacste 58 8 1 Displaying the notification MSC cs rescasssecssaaccceranceensaveceonesasnenesevuadeswanesesamedanaasedauctenvenesaoeed 58 S2 ES Le PMO TOTS TONS eagee eres see cine seers tess aetenaicea deoctsetsardassutstecsaceaacsu ae soauete T R 59 63 Deleting ANGI CAMOMS enseres a e E N E E 59 0 PROJECT MANAGEMEN FE seseccccbecsscsbsssssscasnetccvccsnatiesanavensesaasscasssecsavevevsnsvedenenssssnenteartiates 60 91 Crean anew 08 OIC CU earannan e vous E OE 60 D2 PENIDO CO aa E E EE EE 62 9 3 Displaying the properties of a project sssssssssseeennnssssssseternnssssssrerrsressssssrrrrereessse 66 9 4 Modifying the properties of an existing PLOJCC
54. d cannot be done J DOCMA Main pepe Mozilla iretex ae ts ie er ve est OG ert cel ee Beg raae aT fen o ko FRACTAL SLNI Fractal 520332 Los Roran de tach Teltfone 16402599 gt 0392907 netiication date Py epects Doounerts Users Phot af eee Bachups ar A i j lt p pics Jit Dicsects Liat earch Procite Figure 42 Warning window to notify the user that the project can not be finished If the project has been finished a notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform that the project has been finished The documentation of the project Code has been finished to be sent to the Project managers and to the authorized users in the project Note If for any reason the finish button is not available go to section 12 which provides some guides to troubleshooting problems 9 6 Activating an archived project Once the project which is going to be again activated is displayed which can be done following the steps described in the section 9 2 click the active button Only the Administrator and the Project managers of the project to be activated have the access rights to do this action The current status of the project must be active The following window displaying the project properties will appear 70 DOCMA User Manual Fractal Issue 1 I TI DOCMA Main pape Moria reton srar ae n Afa d gt eerie es
55. e Changes Pending status in the Modify status combo box Only the document authors and document approvers can select the Changes Pending status The Changes Pending status can only be selected if the current status of the document is In revision The last modification date of the document is updated to the current date The review date is updated to the current date The document status is changed to Changes Pending A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that the document review is finished The comments reception process to the document Code version issue Title has finished to be sent to the Project managers of the project associated to the document authors reviewers and approvers The document authors should implement the changes required in the document according to the comments that have been inserted during the document review as explained in the section 7 8 49 DOCMA User Manual Fractal Issue 1 POMA Note If the modify status button of the desired document is not enabled or the Changes pending status can not be selected go to section 12 which provides some guides to troubleshooting problems 7 8 Implementing the comments in the reviewed document Once the document that has been reviewed is displayed which can be done following the steps described in the
56. e 36 Example of a filled search project form and the list of projects displayed would be the following one 65 DOCMA User Manual Fractal Issue 1 I DOCHA Ma pagr Meviila wetes te Ce Wer Go Goclmets oc i ea p Pg A a htp Ih ect atbew mow rio diblog a Y FRACTAL SLNE Fractal C Casto de Betrorte 1 bogue 3 Ban A t 282 32 Las forai Ge Madre Tattona 976 420995 6 737908 CIF 63682910 Projects Oocurents Users Noticatens fackuge Pepects het New Project Search Proyect Code Tae Siefus FRACPUB FRACTAL Compans Pubic bntorrnaten ecte readity finish remove Figure 37 Example of a filtered projects list Note If the desired project does not appear in any screen go to section 12 which provides some guides to troubleshooting problems 9 3 Displaying the properties of a project Once the desired project is displayed which can be done following the steps described in the section 9 2 click the show button note the projects manager of a particular project can display the properties of this project using the modify button instead see section 9 4 The project properties will be displayed 66 DOCMA User Manual Fractal Issue 1 I tI OOCAA yis page Mozilla fireiva 0 we O Doansbt Dba i x as X a sets os ae i re ate 2101 pee yr i 5 ge bee deriera mee FRACTAL SLAE J Cintio de Serre 1 DOGve 5 Daio a Fractal 1 207717 Les Porat d Meow ai Tetefore 9164075093 620771
57. e de archyvo Archivos de tipo sqi Arie ancetal Figure 88 Open file window gt Click OK C One of the following information windows will appears If DOCMA database were restored the following dialog will appear that must be accepted to go to the next step see D Information DOCMA database and MySQL users restore jer v i DOCMA database and My SOL users could not be restored Be sure that MySOL server ts renning and that the introduced Gata are correct Aceptar Figure 89 Information confirmation MySQL users and DOCMA database restore If DOCMA database were not restored the following dialog will appear to indicate that the DOCMA Full restore is interrupted 103 DOCMA User Manual Fractal Issue 1 I information DOCMA database and MySQL users restore j I DOCMA database and MySOL esers Could not be restored Be sere that MySOL server ts runming and that the introduced data are correct Aceptar Figure 90 Information error MySQL users and DOCMA database restore D DOCMA Full Restore Step 2 dialog appears DOCMA Full Restore Step 2 lew te You are going to restore DOCMA Ved Applicaton Remember to restart the eb server ater the restore finalizes DOCMA Vieb appication backup file to restore Restore to Mi the DOCMA workdark OK Cancel Figure 91 DOCMA Full Restore Step 2 window E Fill the information about the DOCMA Web application backup file as well as the DOCMA Web applica
58. e dialog will be opened 101 DOCMA User Manual Issue 1 1 You are going to restore DOCMA database and MySQL users for DOCMA database Remember that MySQL server has to De running before you Start to restore the database and the DOCMA MySQL users My SQL Server workdir Server name Database name MySQL port MySQL root user My SQL root password DOCMA database backup fite Figure 86 DOCMA Full Restore Step 1 window B Fill the information about the MySQL server the server name networking name or IP as well as the DOCMA database backup file In the DOCMA Full Restore Step 1 dialog see fig 78 gt Introduce the MySQL Server workdir or select it from a Open dialog by clicking the button iis tory Buscar ex ic Docurnents Cj Fax C3 oegt 0 0 C My Mesic CA My Picteres CI My Stationery CI My Videos C Scasmed Documents Nombre de archive Archivos ge hor Figure 87 Open dir window 102 DOCMA User Manual Fractal Issue 1 I PAMA Introduce Server name Introduce Database name Introduce MySQL port Introduce MySQL root user Introduce MySQL root password 4 bub dy Introduce the DOCMA database backup file or select it from a Open dialog by clicking the button oe se Besceren C Documenti gt a f Bo 0 gt i dis aa 21 eo D c Fax oe Lo 9 ey 9 0 ity Musk My Pectures My Stationery ity Videos 1 Scanned Documents Nombr
59. e same document Once the revision is finish reviewers can introduce the comments in DOCMA as explained in the section 7 5 Note If the modify status button of the desired document is not enabled or the In revision status can not be selected go to section 12 which provides some guides to troubleshooting problems 7 5 Introducing the review comments into the application Once the document that is been reviewed is displayed which can be done following the steps described in the section 6 1 the document reviewers the document authors or the project managers of the project associated to the document can introduce the review comments clicking the add comments button The following page will appear 46 DOCMA User Manual Fractal Issue 1 1 Siena Mae pepe Mevrilla iretea FRACTAL SLN D4 Se Reimninte Fractal j 7 i n p netfieation dete Propects Documents Users Noticaton Eachups A 4 lt iog AT OCIS Phew r irrTere en f _ sTeret add cocewnent Figure 17 Introduce comments page view In order to introduce the comments Fill the following fields all mandatory fields are marked with a star Comment Introduce the comment content This is a text field and there is no maximum length of this field Attach file A file can be attached to the comments using the text bar for writing the patch and name of the file or using the Browse button to search the file by using the document expl
60. e type among the options offered in the combo box which include the following ones o Analysis ANA o Drawing DR o Interface INT o Minutes of Meeting MOM o Procedure PRO o Report RPT o Requirement document RQ o Specification document SP o Technical note TEN Access level Select the access level among the options offered in the combo box which include the following ones o R Restricted o P Public o L Limited Summary Introduce a summary of the document This is a text field and the maximum length limit is 300 characters 40 Fractal DOCMA User Manual Issue 1 I PAMA Keywords Introduce several keywords to describe the document This is a text field and the maximum length of this field is 255 characters Status The status is created automatically As the user is creating a new document the status will be Created Location Introduce the physical location of the document This is a text field and the maximum length of this field is 100 characters Comments Introduce any comments about the document This is a text field and the maximum length limit is 300 characters Reference Documents Introduce the document references This is a text field and the maximum length limit is 450 characters Creation date The creation date is filled automatically using the current date 1 e the date when the document is being created This date can be afterwards modified Review date The revie
61. eated until it is deleted from the system or even afterwards if the project is again restored Finished Re activating Restoring Removing Removed Figure 31 Project lifecycle diagram As Project management DOCMA provides the following functionality Create a new project Search projects using different criteria Display the complete or filtered project list Display the projects properties Modify the properties of a project Archive a project Remove a project Restore a project It is important to remember that each user can only do actions on the projects according to the access rights that this particular user has see sections 3 or 5 2 for more information 9 1 Creating a new project To start working with projects select Projects tab In order to create a new project select New Project tab Only the Administrator can create new projects The following form will appear 60 DOCMA User Manual Fractal aude S IOC AAA Men sepr ari a F naos alitan FRACTAL SUNE Fractal ae tan genes ae h t b PUL a wetifation date Projects Cum srrents lipere Paot he trana Beag Pepecte bet New Preject Search Popect babon dse 7008 O3 7 reject Henegere Figure 32 Creating a project page Fill the following fields all mandatory fields are marked with a star Code Introduce a code for the project This is a text field and the maximum length of this field is 32 characters
62. ed document status can not be selected Projects and documents have lifecycles as described in sections 7 and 9 Each transition can be done only if the initial status is the one expected by the application Check in the Figure 11 Document lifecycle and Figure 31 Project lifecycle which transitions are possible The initial status that must have a document or project before changing to another one are also indicated in the section where each particular action is described 110 Fractal DOCMA User Manual Issue 1 I POMA 13 SETTING UP DOCMA DOCMA gives some flexibility to establish the way that the data codes are defined Whenever an Organization starts to use DOCMA the Organization must decide how they want the codification convention for the code of the documents and these decisions will be inserted in DOCMA database and used as constrains during the life of each particular application In this section we describe the rules and restrictions to define the code conventions It is important to mention that once they are established they must not be changed afterwards to avoid any incoherencies in the data Documents code follows the pattern described bellow where separator PC TT nnn PC Project Code TT Acronym of the document type nnn Sequence number that will be automatically generated by the application The user must define o The character to be used as separator inside the Document code In this examp
63. emaion Remember to restart the wed server after the restore finalizes DOCMA documentation backup file to restore Restore to fill the DOCMA workdir Cancel Figure 96 DOCMA Full Restore Step 3 window H Fill the information about the DOCMA documentation backup file as well as the DOCMA Web application workdir SDOCMA HOME In the DOCMA Full Restore Step 3 dialog see fig 88 gt Introduce the DOCMA documentation backup file or select it from a Open dialog by clicking the button 106 DOCMA User Manual Issue 1 1 i Ce a e e U i Bescar en o Doc amnents Co fax CI geet 0 0 T My Music CA uy Pictures CI My Stationery CI My Videos CI Scanned Oocuments Nombre de archivo Archivos de tipo zip Figure 97 Open file window gt Introduce the DOCMA Web application workdir or select it from a Open dialog by clicking the button Figure 98 Open dir window gt Click OK I One of the following information windows will appears If DOCMA Documentation were restored the following window will appear to finish DOCMA Full restore Gi DOCMA documentation has been restored Figure 99 Information confirmation DOCMA Documentation restore 107 DOCMA User Manual Fractal Issue 1 I OMA tate Woe If DOCMA Documentation were not restored the following window will appear and to indicate that the DOCMA Full restore is interrupted DOCMA documentation co
64. equence of characters in its title will be selected Project manager Select a user in the list any project whose project managers list includes the introduced one will be selected 64 Fractal gt DOCMA User Manual ssue i if MA Authorized by default in all document versions Select a user in the list any project in which the selected user is authorized by default in all document versions will be selected Authorized by default in approved documents Select a user in the list any project in which the selected user is authorized by default in approved document versions will be selected Project Documents Select a document in the list any project which includes the introduced document will be selected Closed Select Yes or No in the list any project meeting the requested state will be selected By default the option Yes is selected Click search A new project list will be displayed taken all the filtering constrains introduced into account i e the filtered projects match all constrains introduced Example Fractal m7 t ef horn The user is searching all projects included which code starts as FRAC and which project manager name is Garcia Vargas Marisa Then the Search form must be filled as shown in the figure below aperes FRACTAL SLNE 6s tate PY ope te Cher ereeres i on Poe war 4 Plax tq Pouects Let Search Projecta G ra Vargas Ma ndie bedri h Figur
65. ers o mail smtp port gt Mail SMTP port for example 465 mail smtp port 465 o mail smtp socketFactory por gt Mail SMTP socketFactory port for example 465 It is the same that in the paremeter mail smtp port mail smtp socketFactory port 465 o mail smtp socketFactory class gt Mail SMTP socketFactory class The value for this parameter has to be javax net ssl SSLSocketFactory mail smtp socketFactory class javax net ssl SSLSocketFactory Note If you change the user and or password of the generic user m user you have to change the username and or the password values in the docma props parameter userAdmin and or passwordAdmin 3 4 3 Start the Services After the configurations the MySQL Server and Tomcat Server services have to be started or restart if the services were started before Y Start Restart MySQL Server Y Start Restart Tomcat Server 3 5 DOCMA Restore Installation The DOCMA Restore application is a Java application to manage the DOCMA restore tool This application has to be installed in the server computer To install DOCMA Restore application is only necessary v Copy the file DOCMARestore jar to your server computer S DOCMARESTORE HOME 22 DOCMA User Manual Issue 1 I Fractal PAMA 4 DOCMA USER S PROFILES The User s Profiles that can be defined in DOCMA are the following ones 1 Administrator The administrator has full access to all DOCMA administration capabilit
66. ers of the project associated to the document Note If the modify status button of the desired document is not enabled or the CheckedIn status can not be selected go to section 12 which provides some guides to troubleshooting problems 7 3 Checking out Once the document that is going to be checked out is displayed which can be done following the steps described in the section 6 1 click the modify status button The following page will appear Sieve Main page ae ee o TE Ea 0a S Doamnei loi tb A v Ra vi i hp frala o rio SE khmer em wel per viet ee eer et ert Modeeter tei rer ver 9 i We aparez FRACTAL SLNE F 7 t 1 lt 4 t p Ds i4 gt Aa A racta F 29272 Las Rozes de Madrid efor G40759591 62 J A petification date Pspcte Drac ipere tats liseri NRA os Dachupe I Docomerte Lat Mew Decuvert Searth Docurrers TE 14 Jif A PF n n E Mesaer 5 ArSE m i n Pa Ts re if er it Li ei SMO Ge Fb guage Ul ea y if pe i t if Arte n Ail Checkedin kd t Lh _ i m s IBJ TY i en LI t it ate E Figure 15 Modify document status page view In order to check out the document gt Select the CheckedOut status in the Modify status combo box Only the document authors can check out the document The CheckedOut status can only be selected if the current status of the document is CheckedIn or Changes pending 44
67. ersions written and reviewed by several individuals this wealth of documents gets unmanageable very fast and the need for a specific computer aided tool becomes essential DOCMA user interface is made by using WEB forms This means that anyone who has access to the Internet may gain access to a project s documentation if this person has an account in the system and the suitable permissions have been granted to him her The main advantage is that there is no need to install any specific software on the client computers the WEB browser is enough Similarly the user does not need to access the e mail as the notifications are managed by the Tool and made available to the user via the WEB based interface The information is stored internally using a public relational database 2 1 DOCMA Functionality A quick look The DOCMA functionality can be divided into the following areas e Documentation archive electronic library o Geta read only copy of a document o Classify and arrange the documents into projects o Document search based on several criteria by project authors title code keywords etc o Controlled access to projects and documents according to the permissions defined for projects documents and users e Document lifecycle management o Create a new document assign properties to the document such as the authors authorised readers kind of document authorized users etc o Controlled access to the document for changes
68. ew user Search users using different criteria Display the complete or filtered user list Modify the properties of a user Unsubscribe a user It is important to remember that only the Administrator has the access rights to create new users and to unsubscribe the existing ones Otherwise each user can see their own profile and modify his her properties 10 1 Creating a new user To start working with users select Users tab In order to create a new user select New User tab Only the Administrator can create new users The following form will appear tI DOCMA Main page Morina F iieo E Y En Pis t te fe g Dx i a l on gt D e j FA F i ia P f gt e t ov y l ake pr i bes marae r a qem cer DnA rmn rere 1 gt admin FRACTAL SINI Catto Ge Domhorte 1 beogue 5 Cao A Fractal E 207222 Let Rozet de Madrid Tewa 11644007991 i OR 03682910 notification date Proget Lo rme thet Motte fera Bechupe jors bet Mew iftos Figure 46 Creating a user page Fill the following fields all mandatory fields are marked with a star 74 DOCMA User Manual Fractal Issue 11 POMA Name Introduce the first name of the user This is a text field and the maximum length of this field is 45 characters Surname 1 Introduce the surname of the user This is a text field and the maximum length of this field is 45 characters Surname 2 Introduce the second surname of the user if exists This is a
69. executed in order to restore DOCMA MySQL users A Open the DOCMA MySQL users Restore dialog In the Main window the DOCMA MySQL users restore dialog can be opened in two different ways A I Going through the Restores Menu In the Main window select Restores Menu MySQL users Restore or press ALT R M The DOCMA MySQL users restore dialog will be opened A II Selecting the DOCMA MySQL Users Restore button In the Main window click DOCMA MySQL Users Restore button The DOCMA MySQL users dialog will be opened 92 DOCMA User Manual Issue 1 1 f O T N e n o You are going to restore MySQL users for DOCMA database Remember that MySOL server has to be running and restored DOCMA database before you start to restore the MySOL users MySQL Server workdir a Server name Figure 69 DOCMA MySQL Users Restore window B Fill the information about the MySQL server as well as the server name networking name or IP In the DOCMA MySQL Users Restore dialog see fig 61 gt Introduce the MySQL Server workdir or select it from a Open dialog by clicking the button Figure 70 Open dir window gt Introduce Server name 93 DOCMA User Manual Fractal Issue 1 1 PAMA Introduce Database name Introduce MySQL port Introduce MySQL root user Introduce MySQL root password Click OK Ov b bv So One of the following information windows will appears If MySQL users were restored the f
70. ff joc use Access ear mouse 8 SUS TD Acoruval pendir tor cir aft 6 0 Ratus wms Wri m 7006 e Foc y rest porem meer prr pi Figure 21 Modify document status page view In order to approve the document gt Select the Approved status in the Modify status combo box Only the project managers of the project associated to the document and document approvers can select the Approved status 51 DOCMA User Manual Fractal Issue 1 I IMA The Approved status can only be selected if the current status of the document is Approval pending for formal documents Created for non formal documents without an electronic file or CheckedIn for non formal documents with an electronic file The last modification date and approved date of the document are updated to the current date The document status is changed to Approve A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that the document has been approved The document Code version issue Title has been approved to be sent to authors reviewers approvers authorized users in all document versions and in approved versions and to the Project managers of the project associated to the document Once a document is approved the document code cannot be changed anymore Note If the modify status button of the de
71. generate the text file Select an Operative system Windows Linux or Mac Os in the list Choose the text file Introduce the path and name of the text file directly in the text box or click in the Browse button to select it using the Document explorer gt Click import documents The documents will be imported 11 2 Backups Management DOCMA provides a backup tool As Backups management DOCMA provides the following functionality Backup the DOCMA Database Backup the DOCMA Documentation Backup the DOCMA Web Application It is important to remember that only the Administrator has the access rights to manage the DOCMA backups 11 2 1 DOCMA Database Backup To start working with backups select Backups tab In order to make the DOCMA database backup select Database backup tab Only the Administrator can make the database backup The following form will appear 84 DOCMA User Manual Fractal Issue 1 I IDOCMA Main page Morilla Firefos la ee praet cits iet r Ey Fa J he Patan co rfc O10 coca pewaten ee ver Pear opt er tecuosintotor tekeo ton D admin gt FRACTAL SLNE _ Carto Ge Gerreorcte 1 Oix 5 Gap a Fractal E 39277 Lat hean Se Maced one 916002991 ORDTSPOS1 eottication date E iepa Web app caton Deckup Documentation b riup Database backup rou we gomg io mabe a Dechup Copy of ihe DOC MA Gatehese date V vow ore cure you wert So d cick execute database
72. h will be included in the e mail body gt Click send 36 DOCMA User Manual Fractal Issue 1 POMA The document will be sent as an attachment to the email introduced in the form A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that the document has been sent The document Code Version Issue Title has been sent to e mail address to be sent to the Project managers of the project associated to the document Note If the send button of the desired document is not enable go to section 12 which provides some guides to troubleshooting problems 37 DOCMA User Manual Fractal Issue 1 DOCMA i 7 DOCUMENT LIFECYCLE MANAGEMENT The lifecycle of a document is formed by all the states that this document have since it was created The figure below shows all the states that a document could have and the relationships among the different states It means DOCMA allows only selecting a new status from the current status of the document when this transition is coherent with the possibilities shown in the figure m e eB eS SE Reviewin mp amp In revision formal documents Changes pending Approval pending Creating new versions Approving non formal documents Approved Figure 11 Document lifecycle diagram Each document can follow a d
73. hanged to Active A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them about the creation of the project The project Code has been created in the system to be sent to the Project managers and to the authorized users in the project A notification will be also sent internally a DOCMA notification to the corresponding users in order to inform them about they are designed project manager You have been named manager of the project Code to be sent to the Project managers Note If for any reason the project can not be created go to section 12 which provides some guides to troubleshooting problems 9 2 Searching projects To start looking for projects select Projects tab The complete list of projects that the current user can see will be displayed 62 DOCMA User Manual Fractal Issue 1 I DOCA Main pape Moria ivetos Le m H oe AS an i hy i i heo heted rog rio DiDa ona oaa Topo aA Gong Mat inte oe LOO Detect Sparen Y Ae OC Ge04 og COMA Man page OGO ere ad ites ree perenne FRACTAL SLNE _ CatLlo Ge tervcrite 1 Dogue 5 Baw A Fractal DOZI Las Raras de Made toe Teifion 926602591 OFS 991 BLE Projects Documents Users Maico Aipi Peteects itt New Prowct Search FProect ALAM AHT Vide Fetid Audhkary Port Carers xtve modty tirereh remove t m ACT ACT
74. hat should appear in the Approved column If a draft version of the document exists the last draft version can be get clicking in the link that should appear in the Draft column Typically the web browser will pop up a new window to offer the user to open or save the document to disk It is important to understand that from the DOCMA point of view the document that the user has just get is a read only copy because it could be modified but can not be returned into DOCMA for more information about how to modify documents go to section 7 6 6 Sending by e mail a read only copy of a document Once the desired document is displayed which can be done following the steps described in the section 6 1 click the send button to send the last approved version of this document Only the Project managers of the project associated to the document has been created have the access rights to send document by email The following form will appear g tI DOCHA Main pege Morilla le A gt L X oe qa rew P borys no et 4 i P r3 vi j ty it at E A 11 ha map ty ae ver eet Soc OO eet ee ee ee Pe hin rT We A UE TELE SE FRACTAL SLNE Fractal ite tar mo pp y n i a sie P ft nefificaten date Proypects Documenti Utert Nettie sore Bechipe came send Figure 10 Sending a document by email form gt Fill the following fields e mail Introduce an e mail address to send the document Comment Introduce any text whic
75. http Ih etaim mop rio iiD w 9 3 Wr Fractal DOCMA Detemeret Menegerment Application CerniarrTe Pactvord Lop Figure 1 Login web page gt Introduce the Username gt Introduce the Password gt click Login If the login information is correct the DOCMA initial web page will be opened 25 DOCMA User Manual Issue 1 I Fractal dert PF FRACTAL SLNE C Tuip n n 2 portal 13 b 4 Fractal amp 2 201 tas mozas de Masis acttication date Projects Documents Jeers Nottie ations Backups Toots Projects List Search Prowcta thow P7 Praec 2 ate ubow show Figure 2 Initial web page 5 2 Accessing the data according to the User access rights In order to provide the functionality described in section 2 DOCMA provides access to the following data sets gt Documents gt Projects gt Users gt Notifications gt Backups gt Tools The access to each data set is quite straight forward following the corresponding tab in the main bar in most of the DOCMA web pages gt To work with Documents select the Document tab To search documents to get read only copies to classify them in a project or to modify any other properties follows the corresponding steps as described in section 6 To create a new document a new version of an existing document to edit it or any other action related with the document lifecycle see section 7 gt To work with the Project select the Project label
76. ies Project manager The project manager or project managers of a particular project initiates documents in the project and also decides the authors reviewers and approvers of the document Each project must have at least one project manager The same user can be authorized as project manager for more than one project Author The author or authors of a particular document are responsible for writing and modifying this document Each document must have at least one author Reviewer The reviewer or reviewers of a particular document are responsible for reviewing this document and send comments to the authors and approvers defined for this document They have not access right to modify documents as reviewers Approver The approver or approvers of a particular document are responsible for accepting this document to be approved They have not access right to modify documents as approvers Authorized in all versions of a document The authorized users to see all versions of a particular document are the users that can see and have a read only copy of the draft and approved versions of the document Authorized in approved versions of a document The authorized users to see the approved versions of a particular document are the users that can see and have a read only copy of approved versions of the document Authorized by default in all document versions of a project The default authorized users to see all documents versions in a
77. ifferent lifecycle From the lifecycle point of view we can mainly distinguish two kinds of documents formal documents which must pass a review process and non formal documents which do not need a review process The first kind of documents will have reviewers and approvers in the document properties while the others will only have authors and the document project managers will have the liability to approve the document in order to have an approved version of that document The status of the non formal document can follow a direct path from CheckedIn or Created for non formal documents without an electronic version to Approved as shown in the figure As Document lifecycle management DOCMA provides the following functionality Create a new document Check in and out documents Support the review of the documents 38 DOCMA User Manual Fractal Issue 1 1 POMA Approve documents Create a new version of an existing document Modifying the properties of an exiting document Deleting documents It is important to remember that each user can only do actions on the documents according to the access rights that this particular user has see sections 4 or 5 2 for more information 7 1 Creating a new Document To start working with documents select Document tab In order to create a new document select New Document tab Only Projects manager can create new documents and only in the projects assigned to
78. l Fractal Issue 1 1 The following window displaying the project properties will appear TI DOCMA Main page Marilis f wefan aperes FRACTAL SLAE Fractal C Casita de Betmer Felton 916402593 pecan date Projects Cix amerta ners er Per Pror pros JI s Meomecte Li Project Nanegere wer Labora Are Figure 44 Project properties view gt Click remove The project and the project documents will be removed from the system The project status will change to removed A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them about that the project has been removed The project Code has been removed from the system to be sent to the Project managers and to the authorized users in the project Note If for any reason the remove button is not available go to section 12 which provides some guides to troubleshooting problems 9 8 Restoring a project Once the project which is going to be restored is displayed which can be done following the steps described in the section 9 2 click the restore button Only the Administrator has the access rights to restore projects The current status of the project must be removed The following window displaying the project properties will appear T2 DOCMA User Manual Fractal Issue 1 I 3 DOCA Main i f mofos ra Or r cemw ts lan lt gt e a ho
79. lassInPackage org apache tomcat dbcp Permission needed for web application permission java lang RuntimePermission accessClassInPackage org apache coyote Permissions needed for user language permission java util PropertyPermission user language write Permissions to make database backup from web applications permission java io FilePermission lt lt ALL FILES gt gt execute E The permissions granted to the balancer WEB INF classes and WEB INF lib directory grant codeBase file usr share tomcat5 5 webapps balancer permission java lang RuntimePermission accessClassInPackage org apache tomcat util digester permission java lang RuntimePermission defineClassInPackage org apache tomcat util digester E grant codeBase file S catalina home bin tomcat juli jar permission java io FilePermission usr share tomcat5 5 webapps jsp examples WEB INF classes logging properties read permission java io FilePermission usr share tomcat5 5 webapps servlets examples WEB INF classes logging properties read Permissions needed to can send mails from Web applications permission java io FilePermission S DOCMA HOME WEB INF classes logging properties read t7 These permission apply to the JDBC MySQL connector grant permission java net SocketPermission localhost resolve permission java net SocketPermission 127 0 0 1 3306 connect resolve 17 DOCMA User Manual
80. le and along this manual we have selected the The only character no allowed is o The Documents types which could be any combination of alphanumeric characters excluding In this manual we have used the following ones 3DM 3D Model ANA Analysis BID Bids CUR Courses DR Drawing EXT External INT interfaces MOM Minutes Of Meeting MPR Monthly Progress Report PHO Photograph PRO Procedures PST Presentations RPT Report 111 Fractal DOCMA User Manual Issue 1 POMA RQ Requirements l SCI Scientific SP Specifications TEC Technical document ZMX Zemax files The order of the different parts of the Code It means that all these combinations are possible TT PC nnn TT nnn PC PC nnn TT nnn TT PC nnn PC TT and PC TT nnn 112
81. lecting the DOCMA Web application Restore button In the Main window click DOCMA Web application Restore button The DOCMA Web application Restore dialog will be opened 95 DOCMA User Manual Fractal Issue 1 I DOCMA Web Application Restore You are going to restore DOCMA Web Application Remember to restart the Web server afer the restore Snalives DOCMA Web appication backup fife to restore Restore to fill the DOCMA workdir Cancel Figure 74 DOCMA Web application Restore window B Fill the information about the DOCMA Web application backup file as well as the DOCMA Web application workdir SDOCMA HOME In the DOCMA Web application Restore dialog see fig 66 gt Introduce the DOCMA Web application backup file or select it from a Open dialog by clicking the button j Abrir fat Bescaron C Documents 7 Gh A C Fax C gegt 0 0 ity Musk C My Pectures My Stationery ly Visos Scanned Documents Nombre de archiva Archives de tipo Zip Y Abrir _aacetar Figure 75 Open file window gt Introduce the DOCMA Web application workdir or select it from a Open dialog by clicking the button 96 DOCMA User Manual Fractal Issue 1 I Buscar esx IC Deocernents gt git C1 Fax C geg 0 0 C7 My Mesic C My Picteres C1 My Stationery CA My Videos r Scaamed Documents Nombre de archiva Archivos Ge tox Abaw Cancelar Figure 76 Open dir window gt
82. n order to search a particular document or to constrain the number of document to be displayed select Search Documents tab The following form will appear 30 DOCMA User Manual Issue 1 Fractal OC MA z E i FRACTAL SLNE Fractal ret Bathe as Ce Le ad bars t s 9 heer aw e a Figure 5 Search documents form gt Fill as many fields as desired in order to filter the document list Code Introduce any number of alphanumerical characters any document which contains this sequence of characters in its code will be selected Title Introduce any number of alphanumerical characters any document which contains this sequence of characters in its title will be selected Version Introduce a number any document whose version number matches the introduced one will be selected Issue Introduce any letter any document whose issue letter matches the introduced one will be selected Project Select a project in the list any document classified in this project will be selected Type Select a document type in the list any document classified in this type will be selected Access level Select an access level in the list any document classified in this level will be selected Summary Introduce any number of alphanumerical characters any document which contains this sequence of characters in its summary will be selected Keywords Introduce any number of alphanumerical characters any document which contains this
83. nt have the access rights to modify the document The following form will appear tI DOCHA Mala C o el a et amp fhs ta 1 J fod mee by cw 4 a ey A wep Pr ect actos oo rt iea aaa he ber eet Ler ooh T ser ehewboptioradocumert fore O P a apeer FRACTAL SLNE Fractal 28732 Las Anzas de Madr eo athen ilate Frage Dei uweh Joeri Notte af niet 4 Hechupe a ALB I Nee Dounan Seee Decuverts prc AM hae prc JAI rae ra T Taig Fitter Change Procedure rest a7 Ta gt n r ne TFT i l JHE rae mats Tir 7 Figure 26 Modifying the document properties page gt Modify the desired fields taken into account constrains listed in section 7 1 Only the fields that are not greyed out can be modified 54 DOCMA User Manual Fractal Issue 1 I gt Click update The document properties will be modified The last modification date of the document is updated to the current date A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them about the modification of the document properties The properties of the document Code Title have been modified to be sent to authors reviewers approvers authorized users in the document in all versions and in approved versions and to the Project managers of the project associated to the document Note If for any reason the document properties can not be modified go
84. ntation were restored the following window will appear i DOCMA documentation has been restored Aceptar Figure 83 Information confirmation DOCMA Documentation restore If DOCMA Documentation were not restored the following window will appear DOCMA documentation could not be restored Be sure that you have write permissions in the copy directory Figure 84 Information error DOCMA Documentation restore 100 DOCMA User Manual Fractal Issue 1 1 PAMA 11 3 5 DOCMA Full Restore Be sure you have installed and running the MySQL server service and Tomcat server see section 3 3 before restore DOCMA After restore DOCMA configure the tomcat server see section 3 4 Starting at the Main Window of the application do DOCMA Restore Tool File Restores Heip DOCMA Database Restore DOCMA My SOL Users Restore DOCMA Web Appacation Restore DOCMA Documentation Restore POMA DOCMA Full Restore Figure 85 DOCMA Restore Main window The following steps must be executed in order to restore DOCMA A Open the DOCMA Full Restore Step 1 dialog In the Main window the DOCMA Full restore dialog can be opened in two different ways A I Going through the Restores Menu In the Main window select Restores Menu DOCMA Full Restore or press ALT R F The first DOCMA restore dialog will be opened A II Selecting the DOCMA Full Restore button In the Main window click DOCMA Full Restore button The first DOCMA restor
85. ocument properties Documents date as defined in the document properties Documents status as defined in the document properties Documents version as defined in the document properties The document list can be printed or saved in pdf format 6 3 Display the document properties Once the desired document is displayed which can be done following the steps described in the section 6 1 click the show button The document properties will be displayed DOCMA Male pape Morville t ivefos TRACTAL SLAI sitin fe te D 1 eave S3 irait os Sere da Maced Tew H FI440S9F5 gia t r eoeereLo Fractal Poopecte tem tat rowed a eee ME ore he rpi Dozet Let New Dooweert Seer boort e s s ks F bwe ms 2 i s S gt 4 733 3 gt v J e Ri a m 25 34 DOCMA User Manual Fractal Issue 1 1 PAMA Figure 8 Document properties view Note If the show button of the desired document is not available the modify button should be enable In this case the properties of the document can also be displayed clicking this button see section 7 11 If any of these buttons show or modify are enable go to section 12 which provides some guides to troubleshooting problems 6 4 Display the document history Once the desired document is displayed which can be done following the steps described in the section 6 1 click the history button Only
86. ollowing window will appear Information MySQL users restore jve i The MySQL users have been restored Aceptar Figure 71 Information confirmation MySQL users restore If MySQL users were not restored the following window will appear Information MySQL users restore lt MySQL users could not be restored Be sure that MySQL server is running and that the introduced data are correct Aceptar Figure 72 Information error MySQL users restore 11 3 3 DOCMA Web Application Restore Be sure you have installed Tomcat server see section 3 3 before restore DOCMA Web Application After restore DOCMA Web application configure the tomcat server see section 3 4 Starting at the Main Window of the application 94 DOCMA User Manual Fractal Issue 1 1 dte DOCMA Restore Tool File Restores Heip DOCMA Database Restore DOCMA MySQL Users Restore DOCMA Web Appacation Restore AMA DOCMA Documentation Restore DOCMA Full Restore Figure 73 DOCMA Restore Main window The following steps must be executed in order to restore DOCMA Web Application A Open the DOCMA Web Application restore dialog In the Main window the DOCMA Web Application restore dialog can be opened in two different ways A I Going through the Restores Menu In the Main window select Restores Menu DOCMA Web application Restore or press ALT R W The DOCMA Web application restore dialog will be opened A II Se
87. ore information about the lifecycle of the documents Official Link to the last approved version of the document if exists Draft Link to the last draft version of the document if exists Modify Show Two different action buttons can appear in this position The modify button allows modifying the document properties The show button allows displaying the document properties Modify status The modify status button allows modifying the status of the document see section 7 for more information about the lifecycle of the documents Comments The comments button allows displaying the comments introduced by the document reviewers Add Comments The add Comments button allows the document reviewers to add comments about the document Send The send button allows sending by email the last approved version of the document History The history button allows displaying the history of the document Delete The delete button allows deleting the document The actions buttons of each document would be not be enabled 1 e they will be displayed as greyed out whenever the user does not have the access rights to do the corresponding action in this document The documents are always ordered by the project and document code Each screen will show 10 documents to move among the screens select the other pages numbers or use the arrows that appear in the bottom of the document list 1 d i 4 Figure 4 Page selectors I
88. orer tool If more than one file is going to be attached use the link Attach another file no more than 10 can be attached gt Click the add comment button to end adding the comments The comments will be introduced into the application where other users involved in the document review could access to them A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that a new comment has been introduced User has sent comments to the document Code version issue Title to be sent to the Project managers of the project associated to the document to the document authors to the document reviewers and to the document approvers 47 DOCMA User Manual Fractal Issue 1 I PIMA Note If the add comments button of the desired document is not enable go to section 12 which provides some guides to troubleshooting problems 7 6 Displaying the review comments of a particular document Once the document that is been reviewed is displayed which can be done following the steps described in the section 6 1 the document reviewers the document authors the document approvers or the project managers of the project associated to the document can display the review comments which have been already introduced into the application by clicking the comments button The following page will appear tTI DOCMA Main page iarilia f itofos
89. r removing users at document level So the document permissions are finally defined at document level There are two lists of authorized users in a project o The Authorized by default in all document versions list should include the users that could generally see all documents versions in the project o The Authorized by default in all approved documents list should include the users that could generally see only approved documents in the project All users authorized in the project as described in the previous paragraphs can visualize the project To learn more about how to authorize a user in a project see sections 9 1 and 9 3 e The permissions to access documents are defined in each document properties by the project manager It means o authors could modify the document o reviewers could add comments to the document approvers could approve the document o authorized in all document versions users could access the draft and approved versions of the document and ay DOCMA User Manual Fractal Issue 1 1 POMA o authorized in approved document versions users could access the approved versions of the document To learn more about how to define the different roles in a document see sections 7 1 7 10 and 7 11 If any doubt about permissions ask the administrator who have permission to see all documents and projects 5 3 Logging out In any DOCMA web page select Logout The application will end 28 DO
90. s Quality Control and admin cannot be unsubscribed or deleted Non special users are always arranged by the name Each screen will show 10 users to move among the screens select the other pages numbers or use the arrows that appear in the bottom of the user list lt lt lt 1 Figure 48 Page selectors In order to search a particular user or to constrain the number of user to be displayed select Search User tab The following form will appear 76 DOCMA User Manual Issue 1 I Fractal CMA ri is i FRACTAL SLNE Fractal F 28231 Las Roras de Mad notMcehoe date recta Occururts Users Notfcators Sectuos Toos ster ew Uae Search Users rercel search Figure 49 Search users form gt Fill as many fields as desired in order to filter the user list Name Introduce any number of alphanumerical characters this is not case sensitive any user which contains this sequence of characters in its name will be selected Surname 1 Introduce any number of alphanumerical characters this is not case sensitive any user which contains this sequence of characters in its surname 1 will be selected Surname 2 Introduce any number of alphanumerical characters this is not case sensitive any user which contains this sequence of characters in its surname 2 will be selected E mail Introduce any number of alphanumerical characters this is not case sensitive any user which contains this sequence of charac
91. s the maximum amount of heap memory the Java Virtual Machine JVM is allowed to allocate In the case of most JVMs the default setting of the maximum heap size is 64MB You can increase the maximum heap size of applications by setting the Xmx JVM parameter For example Xmx1024m allows maximum 1GB 1024MB heap to be allocated for the JVM Note it is recommended to specify a considerably ower value than the amount of physical RAM in your system so the operating system and other applications will also have enough space Otherwise the swap memory of the operating system will be used which can result in high disk activity and reduced system performance For DOCMA application it is recommended to increase the memory pool to 250MBs You can change this setting doing the following v For Windows XP Go to the Apache Tomcat x x folder in the Start Menu Start the Configure Tomcat Select the Java tab in the configuration dialog o Maximum heap size The Maximum memory pool text box corresponds to the heap size limit Fill it with the value 250 If using this text box it is not needed to specify Xmx Java option v For Linux place the Java options into the CATALINA OPTS environment variable For example server Xmx2 50m 19 DOCMA User Manual Fractal Issue 11 POMA 3 4 DOCMA Web Application Installation and Configuration 3 4 1 DOCMA Web Application installation To install DOCMA Web application follow the steps
92. sequence of characters in its keywords will be selected 31 DOCMA User Manual Fractal Issue 11 POMA Sub subject Introduce any number of alphanumerical characters any document which contains this sequence of characters in its sub subject will be selected Status Select a document status in the list any document classified in this status will be selected Location Introduce any number of alphanumerical characters any document which contains this sequence of characters in its location will be selected Comments Introduce any number of alphanumerical characters any document which contains this sequence of characters in its comments will be selected Reference Documents Introduce any number of alphanumerical characters any document which contains this sequence of characters in its reference documents will be selected Creation date Introduce a date any document created at this date will be selected Review date Introduce a date any document which review has started at this date will be selected Approval date Introduce a date any document approved at this date will be selected Configuration Tick this box if the documents to be searched are configuration documents Reference line Select a document reference line in the list any document classified in this reference line will be selected Author Select a user in the list any document whose authors include the introduced one will
93. sired document is not enabled or the Approved status can not be selected go to section 12 which provides some guides to troubleshooting problems 7 10 Creating a new version or issue of an existing document Once the document for which a new version or issue is going to be created is displayed which can be done following the steps described in the section 6 1 click the modify status button FRACTAL SLNE Fractal a nine i i DLS t m remtic yten date Propects Documents 52 DOCMA User Manual Fractal Issue 1 I PAMA Figure 22 Modify document status page view In order to create a new version or issue of the document gt Select the CheckedIn status in the Modify status combo box Only the document authors can check in the document The CheckedIn status can only be selected if the current status of the document is Created Approved or CheckedOut The following window appears to remember the user to fill the new version and issue of the document and to attach the file htp Mractaldev no ip info 8181 Figure 23 Warning for remembering to fill version and issue and to attach the file The following window appears to ask for the new document version http fractaldev no ip info 8181 Figure 24 Asking for new document version window gt The following window appears to ask for the new document issue http fractaldev no ip info 8181 Figure 25 Asking
94. snniesavianieastinies 23 5 SIARTING DOCMA caresses cesses scan NE ESA 25 a LO a a E N E E EAE E AE E TEE E 25 5 2 Accessing the data according to the User access rights cccccccssseeeeeeeeceeeeeeesaeeeees 26 Io LO OW esas ce cts cece N E E E EEE A E 28 6 DOCUMENTATION ARCHIVE eiveccssssossssessnnccsarariacssansasaiavestaisassavaserecververndensesnnboanevetennes 29 61 ARC MIM OC I NG r sser sic cact ese cous A ER O 29 6 2 Print the complete or filtered document List ce seeseeeccceceeeeceeeeeeeeeeceeeeeaaaaeeeses 34 63 Display th document DEO De S55 sacecensasccses sE rise encanta a ion eases ote i 34 6 4 Display the docum ent history ccisc G2cc2scsiioa shescouscascawssssnesonansqobiansacandesseanntsesesabnemnnedameate 35 6 5 Getting a read only copy Of a COCUMENE eee cece cece sesseseeeececeeeeeecaaeeeeeeeeeceeeeeaaaaaeeses 35 DOCMA User Manual Fractal Issue 1 I PAMA 6 6 Sending by e mail a read only copy of a dOCUMENL eee eccccccccceceeeseeeeeeeeceeeeeaaaaaeeees 36 7 DOCUMENT LIFECYCLE MANAGEMENT ccccccccsssssscsssssssscsssscccsscsssssssssssscsssssees 38 Ttt Creating anew Doctine it e sssesesssrii neninn reee 39 NMS E en E E E E E T A E 42 is CDe DE O er a E E E E E E E E E 44 TA Starting the document TEVICW siirerainssisaiisiiasiiie sedientos a a Ea E aa 45 7 5 Introducing the review comments into the application ce cceeecccceeeeeeeeeeeeeseneees 46 7 6 Displaying the review comments of a parti
95. t ce eeeeeecccccccceeeeeseeeeeecceeeesaaaaneeses 67 Ia Ar O e E E eee 69 90 ACUVvaline anw archived PDrojeC imenici i AETA LEAN 70 Dr REMOVE AO CC ra E E E E T E 71 DO REONE aO E err E E a E EA 72 10 USERS MANAGEMEN D onian aaa aa oasia 74 IOU CS MOA NEW USEE eom a a A E 74 O2 a E a EE E E E 75 10 3 Modifying the properties Of an USer en ccccccccccccccccssssseeeeeecceeecacaeeeeeeeceeeceessaaeeseeeeeeees 79 DOCMA User Manual Fractal Issue 1 I PAMA 104 Ci Sr LD tan aii USE eens seo rrin nn EEE EEE 80 a Dee an O rere a E E E E TE ee AA 81 i DOCIWA ADIMENTS ERA TION wrsiccossstesanssesssicercsevsvustovaveasvatiaciasisesteebdeseaeeesssaseeesieseassesian 83 TEL MOOI Scraper E aut tensa ces E E E uberis ganas a S 83 ILLI OT IO COS ernn EEE EE TETEN 83 Pie Ba ck ps Manageme erso E 84 LiF DOCMA Da t base Bac Kp caiccorsancsteasevie wenanddedesudcsseassreaetssenaaeeconcedavelekcaseonderaeenes 84 11 2 2 DOCMA Documentation Backup cccccccccccccccssssseeeeeecceeeeeaaaeseeeeecceeeeeeaaaeeeees 85 11 2 3 DOCMA Web Application Backup 2 00 cccccccccccssssssccceceessssccceceasesecesseaeneeeseeeeas 86 S cic 6 cic ree pee A nee eee er eee ere eee een eee 87 LS DOCMA Database K CStOre soxiszcasaesscassssoncosscnsnesconateneenetanassassedecstaetensestewsawadewetes 88 11 3 2 DOCMA MySQL Users RESO sssccssassasindersentcosecdsepsuaseredaaseseaonswinaeadternieiewnades 91 11 3 3 DOCMA Web Application Restore ccccccc
96. t 41 DOCMA User Manual Fractal Issue 1 1 POMA associated to the document In order to define which users are going to have the permission to access all document versions add users from the left list or remove users from the right list using the arrows between the two boxes The users selected will be kept in the right list Authorized in approved document versions This users list is automatically filled with the Default authorized in approved documents users list of the project associated to the document In order to define which users are going to have the permission to access approved document versions add users from the left list or remove users from the right list using the arrows between the two boxes The users selected will be kept in the right list gt Click add document The document will be created The last modification date of the document is updated to the current date The document status is changed to Created if the document is not linked or directly to CheckedIn if the document is linked A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them about the creation of the document The Document Code Title has been created in the system to be sent to the Project managers of the project where the document has been created You have been named author of the Document Code Title to be
97. ted and therefore the document will not be accessible anymore A notification will be also sent internally a DOCMA notification and externally an e mail to the corresponding users in order to inform them that the document has been deleted The document Code Title has been deleted to be sent to authors reviewers approvers authorized users in the document in all versions and in approved versions and to the Project managers of the project associated to the document Note If the delete button of the desired document is not enabled go to section 12 which provides some guides to troubleshooting problems a7 DOCMA User Manual Issue 1 I Fractal PIXMA 8 CHECKING NOTIFICATIONS DOCMA displays the internal notifications to the users in two ways There is a column in the left part of all DOCMA main pages where a summary of all users notifications is displayed A notification list where the complete notification text is displayed can be found clicking the Notification tab In order to manage the notifications DOCMA provides the following functionality Display the notification list Delete notifications one by one Delete all notifications 8 1 Displaying the notification list To display all the information about the notifications select Notification tab The complete list of notifications that the current user has received will be displayed DOCMA Main page Merville firelogs the 0 Yew
98. ters in its e mail will be selected User Introduce any number of alphanumerical characters this is not case sensitive any user which contains this sequence of characters in its user will be selected Organization Introduce any number of alphanumerical characters this is not case sensitive any user which contains this sequence of characters in its organization will be selected Location Introduce any number of alphanumerical characters this is not case sensitive any user which contains this sequence of characters in its location will be selected Phone Introduce any number of alphanumerical characters this is not case sensitive any user which contains this sequence of characters in its phone will be selected 11 DOCMA User Manual ractal Issue 1 I VOMA is a om Mobile Introduce any number of alphanumerical characters this is not case sensitive any user which contains this sequence of characters in its mobile will be selected gt Click search A new user list will be displayed taken all the filtering constrains introduced into account 1 e the filtered users match all constrains introduced Example The admin is searching all users included which name starts as de and which organization starts as frac Then the Search form must be filled as shown in the figure below simn FRACTAL SLNE re gt 17 Fractal E 28231 Las Rozas de Madrid i Telefcrc Pi NGL 69073179 notia enoa dete
99. the Project managers of the document s project the authorized users to all version of the document and the administrator have the access rights to display the document history The document history will be displayed J DOCMA Male page Marilla BR x p P Patrat oo baa S lt eS a t a NIP ifrata fer rit aA ieee Pew a yet wets ee tare Ge reer Ga aa aar Y P We a sapere FRACTAL SLANI Cathtc Ge hetmorte toque 5 Bajo A Fractal 20332 Los Races de badd Teton 9164027741 0207327901 F 03u70 netiication date Projecte heed temo ets Lieers Moot Bc atvorre Sack opt or a JH 15 Oecumerts Lict Mew Document Searth Documents ans SIR 14 comm 2008 03 15 DOC MA TEC 002 document history Dit heck ect A Dras HIND Check edOut it iA 2008 09 06 te 2080315 tP mais L b ow LR c aet JERS 1s gt ie u gt s ps t a gt med i 4 ti A Figure 9 Document history view Note If the history button of the desired document is not enable go to section 12 which provides some guides to troubleshooting problems 6 5 Getting a read only copy of a document Once the desired document is displayed which can be done following the steps described in the section 6 1 a read only copy of the last approved or last draft version of the document can be get 35 DOCMA User Manual Fractal Issue 1 POMA If an approved version of the document exists the last approved version can be get clicking in the link t
100. tion workdir SDOCMA HOME In the DOCMA Full Restore Step 2 dialog see fig 83 gt Introduce the DOCMA Web application backup file or select it from a Open dialog by clicking the button 104 DOCMA User Manual Fractal Issue 1 1 i Ce a e e U i Co fax CI geet 0 0 T My Music CA uy Pictures CI My Stationery CI My Videos CI Scanned Oocuments Nombre de archivo Archivos de tipo zip Figure 92 Open file window gt Introduce the DOCMA Web application workdir or select it from a Open dialog by clicking the button Figure 93 Open dir window gt Click OK F One of the following information windows will appears If DOCMA Web application were restored the following dialog will appear to go to the next step see G DOCMA Web Application has been restored Figure 94 Information confirmation DOCMA Web application restore 105 DOCMA User Manual Fractal Issue 1 I PAMA If DOCMA database were not restored the following window will appear to indicate that the DOCMA Full restore is interrupted Information DOCMA Web Application restore wzm DOCMA Vieb Applicaton could not be restored Be sure that you have write permissions in the copy directory Aceptar Figure 95 Information error DOCMA Web application restore G DOCMA Full Restore Step 3 dialog appears DOCMA Full Restore Step 3 sett ou are poing to restore DOCMA Gocum
101. toDeploy true xmlValidation false xmlNamespaceAware false gt lt Context path docma docBase SDOCMA HOME debug 0 gt lt Logger className org apache catalina logger FileLogger prefix localhost _docma_ log suffix txt timestamp true gt lt Database connector configuration gt 18 DOCMA User Manual Fractal eves ROMA lt Resource name jdbc docma auth Container type javax sql DataSource maxActive 100 maxIdle 30 maxWait 10000 username user m password modificar driverClassName com mysql jdbc Driver url jdbc mysql localhost 3306 S DATABASENAME autoReconnect true gt lt Context gt lt host gt Note the attribute docBase defines the directory for the Web application associated with this lt Context gt This is the pathname of a directory that contains the resources for the DOCMA Web application see the section 3 4 3 3 4 Add libraries to Tomcat Server The DOCMA Web application needs two Jakarta Apache libraries For this you have to add to SCATALINA HOME common lib the followings libraries v Apache Commons Object Pooling Library 1 3 or greater http commons apache org downloads download_pool cgi v Apache Commons Database Connection Pooling Services 1 2 1 or greater http commons apache org downloads download_dbcp cgi 3 3 5 Setting JVM options for Tomcat Server There are one important Java options which should be set for Tomcat e Maximum heap size this i
102. ubscribed is displayed click the unsubscribe button An e mail will be also sent to the Administrator and to the user which has been unsubscribed in order to inform them about the action done You have been unregistered in DOCMA The user will be unsubscribed It means the user can not log again into the system and his her name can not be selected anymore in the user s list but his her name will not disappear of the system in order to maintain the history of the documents Note The User will still appear in the left person lists of the projects where he had a role before but greyed out i e he she can not selected anymore The User will also still appear in the right person lists of the projects where he had a role before If he she is removed of the right person lists he she can not be selected again Note If for any reason the user can not be unsubscribed go to section 12 which provides some guides to troubleshooting problems 10 5 Deleting an User Once the User which is going to be deleted is displayed which can be done following the steps described in the section 10 2 click the delete button Only the Administrator has the access rights to delete the user The following window displaying the User properties will appear 81 DOCMA User Manual Fractal Issue 1 1 AMA tere oe tdmen boost FRACTAL SLNE C Tubpan n 2 portal 13 1 A Fractal 28231 Las Rozas de Madrid Tel tona 916379640
103. uld not be restored Be sure that you have write permissions in the copy directory ap s 7 Aceptar Figure 100 Information error DOCMA Documentation restore 108 DOCMA User Manual Issue 1 I Fractal POMA 12 TROBLESHOOTING In this section some guidelines are provided to help user troubleshooting the problems that can be encountered 1 A new user project or document can not be created This problem could happen whenever the user is trying to add a new user project or document without filling all mandatory fields which are identified with an The properties of an existing user project or document can not be modified This problem could happen whenever the user is trying to modify an existing user project or document filling the fields without taking into account the constrains associated to each field Check the field s definition in sections 7 1 documents 9 1 projects and 10 1 users The desired project can not be displayed If the user is not able to find a particular project 1t could happen that this user have not the required access rights Check with the Administrator or the Project managers of that particular project that the user has been authorized to this project as Project manager Authorized to all documents or Authorized only to approved version The desired document can not be displayed If the user is not able to find a particular document it could happen that this
104. w date is created automatically although this date can be afterwards modified This field will not be filled at the creation of the document Approval date The approval date is created automatically although this date can be afterwards modified This field will not be filled at the creation of the document Configuration Tick this box when the document that is being created is a configuration document Reference line Select the reference line among the options offered in the combo box which include the following ones o CD Conceptual Design o PD Preliminary Design o DD Detailed Design o PRD Production Link Introduce the path and name of the document directly in the text box or click in the Browse button to select it using the Document explorer Author Select which users are going to be the document authors from the left list using the arrows between the boxes The users selected will be kept in the right list Reviewer Select which users are going to be the document reviewers from the left list by using the arrows between the two boxes The users selected will be kept in the right list Approver Select which users are going to be the document approvers from the left list using the arrows between the two boxes The users selected will be kept in the right list Authorized in all document versions This users list is automatically filled with the Default authorized in all document versions users list of the projec

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