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OpenIMS 4.2 Technical and Functional

1. This way changes to the functionality can be made at one location and adapted to all the locations where the functionality is applied So the source code is not embedded in the design template but in a special module General OpenIMS Tailor Made Components OpenIMS ensures that layout content and source code are compiled into a for most browsers comprehendible HTML page A programmer can therefore focus completely on making the correct functionality available and a designer can work with the available design templates The layout and functionality can be previewed and tested and subsequently be advanced published to the production environment Manual OpenIMS management page 21 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved Behind the templates you will find several icons which offer the following functionalities OpenIMS Properties of the The templates name template FrontPage or Dream weaver template e Sage D ere template Edit the standard MS Per template a predefined page content template can be made fw Word page available For example a standard job advert where only the job related web content template text has to be added or even a ready made web form Replace all standard MS Use this function and you can replace all predefined pages by blanc E Word Excel and PowerPoint pages by blanc pages H Copy the template Use this function to make a copy of the template Implemenent template Af
2. 1 Every process is activated by filling out a BPMS form start after filling it out the form proceeds to the next stage in this case 2 2 First Approval in the stage First approval you can decide if the form proceeds to stage Complement or Rejected The stage Rejected is an end 6 Rejected and it will finish the process 3 In the stage Complete you need to check the basic information and complete it with additional information After you have saved the form it will be proceeded to the next stage in this case 5 4 Decision with decision there are two options Accept and Reject Both options lead to an end Rejected 6 and Accepted 7 Manual OpenIMS management page 50 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS The way the process is recorded in the BPMS system is shown here Process specitication Status Start 1 Type Form From status Start 1 new record are created Form DI of Materials Standard show this form Status after filling out the form First approval 2 This farm can be filled out by Developers send e mail after completion Niemand Status First approval 2 Type Decision Choice Process Form results in Change Bill 3 delete choice This choice can be made by Functional Managers Choice Dissaprove results in Dissaproved 5 delete choice This choice can be made by Functional Managers Add ch
3. Customization manual Dutch PHP manual XML data browser Document browser Code tester system logs Search through components CMS components forurn edit delete ump url edit delete minibase fontsize edit delete overzicht edit delete response edit delete search edit delete superjump url edit delete New Import standard component DMS wizzards Inkomende post voorbeeld edit delete New Import standard component BPMS wizzards New Search components meta searching New Import standard component Batch components New Triggers on XML data load New Here a manual for programmers is also available Manual OpenIMS management Copyright 2002 2006 OpenSesame ICT All Rights Reserved GE Help page 44 53 A UU v BIS IK 12 EMS management Within the E mail Management environment EMS several e mail archives can be managed Each e mail archive has its own unique e mail address Per archive it can be determined which user groups may search the archive viewing rights and which user groups may delete from the archive delete rights The connection between different accounts takes place at the specific configuration file The system manager can access the EMS through the OpenIMS Admin environment and sustain the various archives See image below O O Bad xe e a amp tS0K4 sem Admin BES HES o e
4. Process construction Process specification Manual OpenIMS management page 46 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS 13 2 1 General Group Name of the complete application in case necessary data management Name Name of individual process the data table S Prefix Unique precursor Index Number current value is adjustable NextID_ Combination of prefix and index which generates a unique number record ID Create file You can create a file in DMS directly from the BPMS user interface bases upon the record ID States if there is a process available see paragraph 13 2 4 gt Ga A Sy e OO HAG AKO OB Sala a oe aii Admin a BES ABE So a At Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Ste Data Process Bill of Materials Administration Users emmer GE Generic Data Process information Microsoft Interne m Document workflows Group Bill of Materials Data and processes Fields Short URLs Prefix Name Bill of Materials Maintenance i H Customize Index Group Bill of Materials Next ID 4 Baussen Name Bill of Materials Case generati F s Prefix bil 3 letters as process The tableview ri i e datz Index 1002 number Designers Fin Data access F The processview right Case generation Nobody The delete right Right to delete a fecord Nobody The changes
5. REUNA Se Sania lo Layout templates template htmi Assigned lt body gt EBS bl In preview of eeolbar S Recently changed Kon page wm e Least recent General Ka ES S 5 Expired All sites homepage Sas Templates Copy bet templates p 7 Denge llcontent Copyright 206 e DEE E Code Qvoorbeeld s D Lal CH 0 04 56 kbps 1005x543 Standaard Aangepast Now you can start editing When you have finished close Microsoft FrontPage or the HTML editor you are working with The changed version will be placed in OpenIMS CMS where a new version of the template will be created OpenIMS CMS 4 2 build 16172 Content Management Server Microsoft Internet Explorer Bestand Bewerken Beeld Favorieten Extra Help ae SEN Vorige sl a Ga E Zoeken Er Favorieten A Media amp R X da E rel 3 Adres SI http mchaelaptop osict com openims openims php mode cms amp submode templates E z4 Ga naar Koppelingen Concept La CRM DMS gli ims dms laptop inranet demo Outlook Web is Helpdesk SI Portal Concept2 a aie CMS o E e SG on 8 Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help sfs Layout templates Assigned In preview ee Recently changed Form page Baies MNB RX Least recent General at ES amp vi e Ka Expired 1 All sites homepage _template D al GS fey Se Templat
6. Short URLs General yes yes New changed for approval dissaproved publiced Maintenance Post yes yes Recieved to assign reject publiced Customize Complaint yes yes New under investigation replied closed l Wijzigen en publiceren prive yes yes Nieuw Gewijzigd Gepubliceerd edit copy delete l Wijzigen en publiceren publiek yes yes Nieuw Gewijzigd Gepubliceerd Copyright 2001 2005 OpenSesame ICT All Rights Reseed Through this screen you are able to see which profiles are available edit copy creating a new profile based on an existing profile and remove them OpenIMS has two standard profiles available which cannot be removed Furthermore you can select which workflow profile has to be available within which product CMS DMS 4 4 2 Properties of a workflow profile A workflow profile consists of three parts e General properties e Rights e Stages Manual OpenIMS management page 13 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 0 0 HAG Sex eo 8a SEBb4 ay 8 Admin gd BESGBS amp 8 e Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Workflow new workflow Administration Users EIER rc ID 011 new Security overview Document workflows Name new workflow Data and processes Fields Short URLs CMS Stages Maintenance Customize DMS Can be scheduled Assignable Don t index for search engine 5 jun OD om
7. CMS components you will see an overview of all available navigation components that can be applied to a template You can also apply non existing placeholders anticipating their realisation In that case OpenIMS will present the standard texts 5 2 Linking metadata fields to a template At template level you can define which metadata fields need to be available After selecting the option templates metadata you will get an overview of all available fields Now you can apply the necessary Manual OpenIMS management page 24 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniMS fields to the template You can also apply metadata fields to the template afterwards These metadata fields will become visible when you select the properties of a page GOO BEG PeeOs Seabees UU penis CMS o EEAS En a ga Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Shs Layout templates Assigned In preview Gs Re General Gd am Fa hal bs amp Meta data Microsoft Internet E Recently changed Foma page Least recent Expired All sites Templates homepa template S al Copy bd en templates lt Metadata field 1 remarks x Metadata field 2 Searchwords Metadata field 3 lt none gt v Metadata field 4 lt none gt Metadata field 5 lt none gt lt lt Metadata field 6 lt none gt Metadata field 7 lt none
8. Eric van Komen Verners CMS DMS EMS BPMS PS Admin Zoeken Instellingen Administratie EMS rechten Gebruikers Groepen Filter Overzicht rechten Document workflows Data en processen Archief a oe Mailarchief Leesrechten Verwijderrechten Korte URL s Onderhoud Maatwerk Leesrechten voor Mailarchief Copyright 2001 2004 OpenSe Auteurs Beheerders ledereen Ingelogd Intranet Ontwerpers Ontwikkelaars Redacteuren a i i i i Webmasters Annuleren Manual OpenIMS management page 45 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 13 Data and processes BPMS With BPMS data can be managed trough web forms and processes Behind the screens BPMS basically works with tables and records The tables may contain records with for example NAW data Next to editing records it is also possible to develop complete applications for example CRM applications EPDs etc Furthermore company processes can be registered with the system configured as form streams Example an employee fills in a web form requesting a day off The department manager receives the form and approves the requested day off Eventually the HR department processes the request and registers the day off To process the information BPMS forms are necessary These web forms determine the contents data of the process or table 13 1 Overview From the Admin environment you can select optio
9. Meta data Microsoft Internet E In D E E So B vo Ja Assignable Don t index for search engine no Metadata name street housenumber postalco Metadata field 1 name The View right Right to view document webpage Everyone The delete right Right to delete document webpage Metadata field 3 Metadata field 2 street Publishers Webmasters The move right Right to move documentAvebpage Metadata field 4 Publishers Webmasters Metadata field 5 lt none gt x The newpage right Rigth to create new webpage below current on Editors Webmasters Metadata field 6 lt none gt x The reassign right Right to reassign Metadata field 7 lt none gt x Nobody The assignthisworkflow right Right to assign this workflow Editors Publishers Webmasters Cancel The removethisworkflow right Right to replace this workflow Webmasters Status Hea 1 New documents and webpages get stage New 1 The next image shows the properties screen of a document in OpenIMS DMS with metadata fields that were just assigned to the workflow profile e e 8x OO HAO DZ ee Sab a Ki Kai DMS o S es Hes Co 8 WS Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help S Documents Head Folder gt Projects Generic Percase Assigned Recently changed In preview Se
10. OpenIMS management page 30 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved BIS IK 6 5 Bulk operation The bulk operation is meant for the execution of a special function onto all documents in a folder and its subfolders The operation is to be defined through a PHP script This function is not available for Macintosh users Are you sure Microsoft Internet Explorer ke o Execute operation on all files in this folder and all subfolders Folders Code CH Head Folder Projects G test folder E Incoming post Folder actions Properties i New folder l Move folder E Down For example file shorttitle strtoupper file shorttitle Are you sure no el Administratio Internet B Bulk operation Manual OpenIMS management page 31 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 7 Maintenance From the maintenance screen an administrator can activate various administrative functions In the next paragraphs the following will be discussed e Installing the latest Open IMS version e Indexing e Cache 0 0 BBO Pxe e 883088 mr Admin o BESHES amp 8 Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help zS Administration Maintenance Users Groups Replication Security overview Synchronize files and data smart sure Document workflows Data and processes Configuration handleiding Fields Install
11. The advantage of doing so is that all users that are in a standard user group are added directly When a user is removed from a standard group the user has no rights to the folders with local security It works best to connect users to roles that are connected to a workflow 0 0 AAG dee aUu as Andy Varro Ocal qroups lt none gt bill Bill Clinton local groups lt none gt cristy Cristy Allisson local groups lt none gt douglas Douglas Adams local groups lt none gt gebruiker gebruiker local groups lt none gt george George Bush local groups lt none gt greg Greg Luganis local groups lt none gt local araa lt none gt james James T Kirk Connection Microsoft Internet Explorer Users in standard or global group Developers Locally have the rights of group Authors S Internet Connections local security tor folder Head Folder gt Projects gt Add new connection standard or global group Locally have the rights of group bnal Managers Editors pa Copyright 2001 2005 OpenSesame ICT All Rights Reserved Manual OpenIMS management Copyright 2002 2006 OpenSesame ICT All Rights Reserved m2 ill lt page 29 53 OpeniIMS 6 1 3 Removing local security You can choose option Remove security to remove the local security 6 2 Destroy folder including subfolders and documents As an administrator you can remove
12. and group classification user names and group classification Groupe Managing groups and access rights groups and access rights Overview access This report shows an overview of all the access rights that are defined between the users groups and workflow profiles Fields This is the central point where all fields are defined O ooo o o Maintenance The maintenance screen gives administrators the possibility to install the latest version of OpenIMS alter configurations etc Custom made Every organization has different requirements To be able fulfil these requirements OpenIMS has a tailor made environment available where special components can be developed For example navigation objects for websites web applications or links to Back office systems Manual OpenIMS management page 7 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 4 Security 4 1 Users When the administrator selects the option Users he will receive an overview of the current system users At first the list is limited to the first 10 users By using the filter function a specific group of users can be selected See figure below O O HAAG SKOO C8 Saal a ms E A em aA CA i Admin BOESeEus o 8 Michaelvan Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Administration Users Groups Add new user Security overview GE 1 25 of 26 Net gt gt Filte
13. approval ID Searchwords Remarks Last changed Assigned Assigned Processes Data Search Processes Bill of Materials Gl First approval Change Bill D Final Approvement Dissaproved approved o Cost Declaration O Hollydays Request o Idea form Copyright 2001 2005 OpenSesame ICT All Rights Reserved As you can see there are several process stages returning here In case there are more processes the user may access they will be shown in the overview as well The different types of stages result in different icons in a process Processes gt Bill of Materials First approval GN Final Approvemernt amp D approved E stage change O Ou isend S Idea form CC Manual OpenIMS management page 53 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved
14. e mail is sent with tithe Document to long i In this stage there is no event In this stage there is no mail signal de by Publishers Webmaste Status after mail Dissaproved 4 x Active Mail after 180 days Mail title Document to long in Stage Sent e mail Sent CC to Progress monitoring alert Microsoft Interne S Internet ae Manual OpenIMS management Copyright 2002 2006 OpenSesame ICT All Rights Reserved page 17 53 OpeniIMS After the defined period the automatic signalling function is being activated You can alter the status of the document or you have an e mail notification sent You can activate or deactivate the automatic signalling function Status after You can define to which status the document must be transferred after the period signal has expired Signal after You can define the period after which the automatic signalling function must be activated Signal title This is the text placed in the subject field of the e mail that will be sent to the users Activate or deactivate sending the notification via e mail Send CC to Send the message also to another department or manager 4 4 3 3 Choices A number of choices can be assigned to every stage Every choice has a name a status after choice and a specification of the groups that may make this choice New choices can be added by selecting the Add choice option Status For
15. ee e EE 43 10 4 3 Placing metadata TAOS EE 43 11 DEVELOPMENT TAILOR MADE eege geed 44 12 EMS AE TEE NEE 45 13 DATAAND PROCESSES ENEE EEN 46 13 1 EEN 46 13 2 Properties of a data ANd Process Droe 46 Ro mea MA EE 47 EE S E 47 l2 3 9 2 1 ee 48 Manual OpenIMS management page 3 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS T324 Process eege EE 49 13 2 93 Proc ss SOCCHICQU ON E 49 13 3 BPMS USM ICI CC acceler ected EE 52 Se a mee 9 21 Ee et 52 LC E eege te 53 Manual OpenIMS management page 4 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS OpenIMS is a platform for managing unstructured information such as documents content websites and e mail This document will specify which components of the system are available to you the administrator There is also a special online manual available that you can find at http doc openims com 1 Introduction 1 1 Client specifications An OpenIMS user requires at least Windows PC s e Microsoft Internet Explorer 5 0 or higher e An Internet connection e The OpenlMS Transfer Agent See www openims com left at the bottom e Microsoft Word 2000 or higher When OpenIMS CMS is used Macintosh PC s Mac OS X 10 3 Panther Browser Safari 1 2 4 Java version 1 4 2 OpenIMS Transfer Agent A proper connection with the OpenIMS server through the network Internet access No part of this publication
16. new version of OpenIMS logboek Short URLs Check OpeniMS configuration Maintenance ee A p i i i i i machine configuration sitecollection configuration michael sites E Wijzig machine configuration sitecollection confiquration michael sites Data XML Backup Restore XML Delete XML backup s Download Upload XML Backup Special Recover deleted file DMS Performance Rejgenerate full text indexes all sitecollections this sitecollection michael sites Regenerate XML indexes Clean up the tmp directory the dfc cache directory Hyperlink checker Show system processes system logs Copyright 2001 2005 OpenSesame ICT All Rights Reseed For an explanation of other maintenance options please visit the web site htip doc openims com 7 1 Installing the latest version of OpenIMS OpenIMS has been developed with the 0 0 BAG keo sawas i idea that the installation of a more recent penis Admin Ges PES DS D version should run smooth quick and simple Therefore you only need to vm ss Groups Replication select the hyperlink Install OpenIMS EE Syne an te aa ID Ga and processes Configuration handleiding u pd ate D Gas Install new version of OpenIMS logboek Mat Check OpeniMS configuration Customize Wijzig machine configuration sitecollection configuration michael sites Data XML Note to be able to install the latest Sans Download Upload XML Backu version of OpenIMS the
17. on template level 9 6 Linking fields to web forms This subject is described in detail in the CMS user manual You can download this document on http doc openims com Manual OpenIMS management page 38 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS 10 Using metadata fields in documents Within OpenIMS DMS you can automatically supply documents with metadata from the properties screen of the specific document Therefore document templates such as standard letters contracts or even AutoCAD drawings can be supplied with pre defined information from OpenIMS or even from external information sources like an ERP or CRM system To be able to place information from the system in a document the document must have a special OpenIMS macro available At the moment there are macros available for 1 Microsoft Office Word Excel 2 AutoDesk AutoCAD It depends on the definition within the used workflow profile whether the metadata can be placed ina document This is because the metadata fields are linked to a workflow profile from the Admin environment Macro security You need to put the macro security on Low in MS Word Excel etc You can do this by selecting Tools Extra gt Macro gt Security and setting the security level on Low Standard fields Every document in OpenIMS has a few standard metadata fields available which can be retrieved by means of a macro These are e Document nam
18. permitted to view or edit information from a form ges ett ge 8 ti iew i Title field 2 k v Therefore it is possible to add several forms to a data eee ae vite feta acl es A P D i Fi itie field 3 lt none gt LN table with their own user groups with their own rights The processview rig Title field 4 lt none gt lv Forms Microsoft Inter kel Nobody PAR eee none m The delete right Rig Title field 6 lt none gt x Nobody Title field 7 lt none gt x Form 1 lt none gt el The changestatus ri d The delete right Rig Es OK G Ss Borm iz Bill manager Nobody Bill of Materials The changestatus ri Form 3 Advanced security PHP Nobody Advanced secu S Internet Form St Process Form 5 Stages 0 if there is no process 4 Data acce Title fielc Form snone Form 6 Title fields rehwords 5 This form d Process specification Process Stages 0 if there is no Title fields Process specification Status Start 1 Type F From status Start 1 Form undetermined w Internet Status after filling out the form undetermined This form can be filled out by Nobody Send e mail after completion Niemand Status 2 Type Other After choosing a form the list with forms will expand Per form you can determine which user group may use it Data toegan
19. 4b1fd875401a283706052 Ga naar Koppelingen J Concept Si CRM DMs f selected BPMS form OpeniMS ie D Michael van Grol f Manual OpenIMS management BPMS Assigned Processes Data Search Data Bill of Materials Bill of Materials Cost Declaration Cost Declaration been jaterials Standard oO Actions 1 costs 250 Date Oct 28 2005 S Department Billing Name Mike meyers Remarks cere Internet K page 52 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 13 3 2 Process management The process that results in the next BPMS user interface is described in paragraph 13 2 5 CT OpeniMS BPMS 4 2 build 16172 Business Process Management Server Microsoft Internet Explorer Bestand Bewerken Beeld Favorieten Extra Help ae vorige e Q x a A pe Zoeken Pe Favorieten S Media EA R E a kend rel 3s Adres SI http iomtchaelksptop osict com openims openims php mode bpms amp submode inprocess amp theprocess c7f745fbc32262e7 102cd151de7ddd3c Ei Ga naar 23 Koppelingen Concept CRM Si DMS SI ims dms laptop sy inranet demo sy Outlook Web Helpdesk Eg Portal SI Concept2 Bill of Materials Standard BPMS e B amp s Hes amp s A Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help 5 Processes gt Bill of Materials gt First
20. 7 2 1 Generating Ee EE 33 7 2 2 Generating all XML indexes cccccccccsssssseseseeeececcesseaeauneeseeececessesaauaesueeeeseseesssuauaeeseeeseessssnaas 33 7 2 3 Organizing the tmp and dfc directory scccccccseeeccccseeeececseeeecesseseessssueeeessseeecessaueecessseecessaeaees 33 7 2 4 Showing all running system DrocCesgees nnne 33 7 3 Recovering deleted files in the DMS ccccccccccsssseeeececeeeseeeeesceeeeceeeeseseeaeeeeeseseaaeeeeeeseuanseseesenaas 34 e SHORT Eeer 35 o MANACING ln 36 91 Fields TOV TE 36 g Adang Tiel EE 37 93 Edno E EEN 38 9 4 Linking fields Metadata to documents naaannnnnneaannenennnnnneestrnnenssrnnrrrennnnrrrersrrrrrensrnnrrennnnnreeee 38 9 5 Linking fields metadata to web content 38 96 Linking telds to web TOMS E 38 10 USING METADATA FIELDS IN DOCUMENTG cccceeceeeeeecccseneseeeeeeeseeeeeensessseeeeeeseseeooeseeees 39 10 1 ANE HO SOM ele RE 39 10 1 1 Retrieving th TIA e EE 39 VOT Facing TIC MACIO E 39 1013 E Ee medla lags EE 40 10 2 MIO SOP e 40 10 2 1 Retrieving EE 40 1022 Flacmng THC Mara EE 40 10 23 EE Eegen 41 10 3 PUTO OAD a E E E E E E E AAN E E 42 10 3 1 Retrieving the MACO E 42 1032 PIACIIG INC Matla EE 42 10 3 3 Placing metadata TAOS EE 42 10 4 Microson VIGION ZOO ssie antennae tetera ae EEEE RE E ER aana 43 10 4 1 Retreiving the Visio macro saicaih sree isk ts neat iscececeseachl Uecaiweet eeacens esas ciadacettelosaceessaneb eorex 43 10A
21. A visitor oo can select an option from of a predefined list Text unit Free text multi line The length of the field is predefined The user is able to choose between a long and a short field Yes no The check box can for example be used for questions with a yes no answer Date Possibility to enter a date Always starts with the actual date Time Possibility to enter a time Ee Date time Combination of date and time WE New Microsoft Internet Explorer LI o 9 2 Adding a field Name II Title In the following example a required text field is created called Text emel qa Company Required Step 1 select New at the bottom of the list with fields A dialog is opened where you can specify which type of field you wish to Z Bae use New Microsoft Internet Explorer Step 2 enter the name of the field the title and select the required i Name Companyname option Title Company Type Text small Step 3 select the OK button the new field will be created Required Now the field is operational and can be applied to OpenIMS fields F gt a P Sy x GO HAG ASKS OCG haaba 3 wv Admin BESES amp 8 lt Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help e Administration Users Groups Security overview Document workflows Field a Title Type Required Validation php adress Adress Text large N
22. Approval 3 Edit After edit the stage becomes For Approval 3 Edit is allowed for Final Control Publishers Choice Dissaprove delete choice Choice Dissaprove changes the status into Dissaproved 4 This choice can be made by Publishers Webmasters Choice Publish delete choice Choice Publish changes the status into Published 5 This choice can be made by Publishers Webmasters Add choice Other In this stage there is no progress monitoring In this stage there is no event In this stage there is no mail signal Within Open IMS this is visable the status in the column see below oe o AAG Sxeo a3sUas e ih Il DMS a BES HOBs amp 8 l Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Head Folder Documents complaints form Generic Edit SE Document A Status List changed Assigned view Recently changed application fo For Approval Ot 26th 2005 08 54 Michael van Grol SE Man dee complaints fo Cit 26th 2005 08 55 Michael van Grol SSC E History 4 Signal fas Preview version fe Copy fe Template C3 Head Folder X Delete file Ho Projects test folder Document workflow KEN Incoming post Publish Reassign Folder actions Manual OpenIMS management page 18 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved 4 4 4 Workflow stages OpeniIMS The workflow s most important parts are the various stages a document of web site passe
23. Generating an index In case you are either e Setting up a new system or e Synchronizing a standby system with the production server The search index needs to be regenerated You can do this by using the following function Re generate full text indexes all sitecollections Re generate full text indexes this site collection lt local site name gt This function can be used for CMS DMS as well as for EMS During re generating the indexes the search engine will not provide you with entire results It is therefore recommended to execute this function after office hours The documents that have been placed in the production environment of OpenIMS will automatically be indexed straight away 7 2 2 Generating all XML indexes With the option Re generate all XML indexes all XML indexes will be removed While OpenIMS is running it will regenerate the indexes Because this may lead to extreme delays in OpenIMS it is recommended to execute this function after office hours Directly after removing the indexes the most common used functions need to be activated to rebuild the joining indexes 7 2 3 Organizing the tmp and dfc directory With the option organize the tmp directory the OpenIMS tmp directory is organized This is another directory then the operating systems tmp directory Except clearing disk space this option has no other effect With the option organize the dfc cache directory the cache
24. Jo BF BIE 0 Metadata ze The view right Right to view document webpage Everyone The delete right Right to delete document webpage Publishers Webmasters The move right Right to move document webpage Publishers Webmasters The newpage right Rigth to create new webpage below current one Editors Webmasters The reassign right Right to reassign Nobody The assignthisworkflow right Right to assign this workflow Editors Publishers Webmasters The removethisworkflow right Right to replace this workflow Webmasters Status New 1 New documents and webpages get stage New 1 iv 4 4 2 1 General properties An OpenIMS workflow profile has the following general properties Name The workflow profile name as is shown within OpenIMS Number of stages in which a document or webpage can be found This is adjustable stages afterwards CMS DMS If Yes the workflow profile is available within this product Planning If Yes scheduling of the profile pages within OpenIMS CMS is activated Assignable Gives the possibility to assign documents pages to a specific person Metadata Here the metadata fields are defined that are visible in the properties screen of the document page See chapter 9 Fields management Manual OpenIMS management page 14 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 4 4 2 2 Rights The image i
25. O RW O RW RW O RW O Webmasters S Internet S Internet Groups have to be defined before you can add a user to it See paragraph 4 2 Manual OpenIMS management page 9 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS Local groups Whenever a folder DMS uses local security see paragraph 6 1 it is specified on folder level to which groups a user Is assigned This replaces the standard groups the user is assigned to This way certain tasks for example designer can be registered on folder level Global groups Global groups are transcendent When a user is assigned to a special group for example auditors of board members it is valid through all security models also in folders with local security 4 1 7 Password All passwords are being saved encrypted MD5 Crypto Hash http michaeltaptop osict com nkit form php lz This means that a password is not traceable If a user forgets his password it cannot be assigned to him again A new Be password must be handed out eee Generate generate password and send e mail With the option Password you can hand out a password or change one After a password has been entered the system will check if it contains a combination of at least 6 letters and or numbers When he she is logged in the user has the opportunity to change the password into a personal letter number combination S Internet Manual
26. OpenIMS 4 2 Technical and Functional Management Manual OpenSesame ICT BV January 2006 OpenIMS Index 1 TIN TIRODUG COIN cosin ace cuearaainas sauneecctecenaseutssaxpusiocucseceesanecossauecbeesussseuraneey 5 Wek CITE SSC OIA sroine ana N a AES AEA EANA E EAA RARER ARTAR 5 2 INTRODUCTION OPENIMS issc aaa aE 6 e E Un E 6 Ne TE eg E rare oe cscs S 7 del TEY E 8 dl NO aie lope teostise cote tos deere cota eed ee a 8 TO APC IRIN EE 8 a 2721116 0 Ee ee ee E nee eee ne ee ee ee econ eee ee eee ee 8 dS LDAP EE 8 d AOV E 9 LT E O ee EERE EE E E E EEEE A E EAEE VENEA EE EE een ee 9 ATO Ee Ee 9 dlr FSV OI E 10 da OUDS E 11 4 2 1 GEA E 11 AL te O E 11 dad EOUN EE 11 E ee 11 BZ e eiert 12 43 SECUN EE 12 e GR e e E 13 4 4 1 Overview workflow profile ccccccccsseseeeccensauseeseccssaususeesessanaucseecessaaacsuecesssaauasesessanauaessessnaqaes 13 4 4 2 Properties of a workflow profile cccccccsceecccaeeecensnseecessaceeeesaaeeessaaaeesssanunessaagansessanansesaaaanes 13 4 4 2 1 General properties ENNEN 14 NR ET EE 15 4 4 2 3 DOCUMENT stagas i asaninceinacninanasanneicncewden sete xpinkeilucnancinphuiinliaanaduadcoeppaieedaiudinnsnyevtahandneaiiawnileweausieansvepetiniewndains 15 4 4 2 4 Adding Metadata Document Metadata ccccccccssseceeeceeeeeeeseeeeeeeeeeeeeeeeeceaeeeeesseeeseeesseeeeeesaageeeees 16 4 4 3 Editing workflow ere 16 Faol HOMO EE 17 4 4 3 2 Automatic signalling ccccccese
27. OpenIMS Kary server needs to have an internet Performance CO n n ecti O n avai lable Bee e all sitecollections this sitecollection michael sites Clean up the tmp directory the dfe cache directory Hyperlink checker Show system processes System logs Install new version of OpenIMS Th Oct 27th 2005 12 03 UPGRADE STARTED Th Oct 27th 2005 12 03 Current server michaellaptop Th Oct 27th 2005 12 03 Master server master openims com master Th Oct 27th 2005 12 03 Receiving files from master Th Oct 27th 2005 12 03 Receiving files from master hsobjects Th Oct 27th 2005 12 03 Receiving files from master nkit Th Oct 27th 2005 12 03 Receiving files from master nusoap Th Oct 27th 2005 12 03 Receiving files from master openims Th Oct 27th 2005 12 04 Receiving files from master private x Th Oct 27th 2005 12 04 Copy from master to michaellaptop file private random bt Th Oct 27th 2005 12 04 Receiving files from master rsa Th Oct 27th 2005 12 04 Receiving files from master whois Th Oct 27th 2005 12 04 Receiving files from master fasted Th Oct 27th 2005 12 04 Receiving files from master kit Th Oct 27th 2005 12 04 UPGRADE COMPLETED Copyright 2001 2005 OpenSesame ICT All Rights Reserved Manual OpenIMS management page 32 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS 7 2 Indexing en caching 7 2 1
28. OpenIMS management page 10 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 4 2 Groups Every user must be assigned to a user group to be able to work with OpenIMS since rights are assigned to user groups a y z y 5x There are two special 0 0 hakea saws _ T Admin o i E FS Kr e user groups sem Michaelvan Grol sten pa B EMS a in d Lu L Help S e Everybody Administration 2 Users Authenticated ei Samer Daan nies Group A All users that are Short URLs Authenticated data rights added to the system Customize Se e are automatically Editors data rights assigned to these a user groups Functional Managers data rights Project 1 data rights Publishers data rights These system user Webmasters data rights groups cannot be new removed 4 2 1 Creating With the New option you can create new user groups 4 2 2 Removing With the option Delete you can remove a user group 4 2 3 Editing With the option Edit you can edit user group properties 4 2 4 Overview users With this option you will see an overview of all the users per group Manual OpenIMS management page 11 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 4 2 5 Assigning rights With the option Rights you can assign the access rights to the user groups The following rights are available within OpenIMS Right LProgduet 1 Description gt o CMS DMS _ You can view no
29. a complete folder structure folder subfolder documents Note when you use this option to remove folders and documents there is no way retrieve them afterwards The folders and documents will be permanently removed Are you sure Microsoft Internet Explorer kel m 6 3 Bulk metadata Change metadata of all files in this folder and all subfolders This function gives you the opportunity to add additional meta information to all documents in a certain folder Head Folder He Projects test folder Incoming post Field adress Value Streetname Are you sure yes x Folder actions l S Properties Note the system will also add the information to the documents in the underlying subfolders Internet This function is not available for Macintosh users Bulk metadata G Bulk workflow E Bulk operation 6 4 Bulk workflow You can use this option when you want to link all documents in a folder and subfolder to a new workflow ei Are you sure Microsoft Internet Explorer Change workflow of all files in this folder and all subfolders Head Folder projects i test folder Workflow Contract Letter el Incoming post Are you sure yes m Folder actions S Properties New folder S Internet E Bulk workflow Bulk operation This function is not available for Macintosh users Manual
30. acing metadata tags At the moment there are two kinds of tags e Tag on the drawing through a Single Line Text object e Tag in an attribute which is linked to a block title To make the OpenIMS tag visible you need to close the drawing and reopen it OpenIMS will place the meta information from the properties screen in the respective tag Placing Single Line Text You can insert the metadata tags in the AutoCAD document 1 Go to the position where you want the metadata tag to be 2 Select Draw gt Text gt Single Line Text 3 Fill in the name of the metadata tag according to the following definition metadata tag name Manual OpenIMS management Visual Basic Editor See EI AutoCAD 2004 Drawing2 dwe ES File Edit View Insert Format Tools Draw Dimension Modify Express Window He Bea gag eo S GR boo 9 GOrvTOLNN di i SKS Copyright 2002 2006 OpenSesame ICT All Rights Reserved i yt g w 1 o gt ae ZS ABE Ray SE Construction Line O ByLayer Multiline Polyline 3D Polyline Polygon Rectangle Arc Cirde Donut Spline Ellipse Block Point Hatch Boundary Region Wipeout Revision Cloud Text Multiline Text Single Line Text Surfaces Solids page 42 53 OpenIMS Tag in an attribute which is linked to a block Go to the block where you want the tag to be placed Enhanced Attribute Editor Choose the block attribute of
31. ag voor hulp e X Aq Standaard In most cases a Microsoft Word document will be used with a set layout For example standard layouts for a press release or a job advert The a ee ET EEN template can also be supplied with Ng stich ent images or other objects for example an excel table In the click path above you can allways see where you are in the site 5 4 1 Templates and web forms It is also possible to place a web form under a template When the user while creating a new page chooses the form template the content of the defined form will be placed in the page You can give the form a standard layout and add the standard fields Manual OpenIMS management page 26 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniMS A user can subsequently add new fields and remove the existing ones 0 0 BaG Pexeeoeee0as ye CMS baran 8 Michael van Grol Refresh CMS DMS EMS BPMS Pg Q Settings Help SS a Layout templates Assigned In preview F Sw orm page Recently changed pag Bates FES Least recent General Page doc Microsoft Word Expired Bestand Bewerken Beeld Invoegen Opmaak Extra Tabel venster Help All sites homepage_template E ENET i e Templates Copy between templates 4 Standaard 1 Arial 212 m Bz U je lte ie ZE SS A EEE CER a F DEER E E E eee The image below shows a new form based on the previou
32. al OpenIMS management page 35 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS 9 Managing fields Within OpenIMS all fields are managed from one central location Subsequently you can use these fields as metadata fields or as form fields The advantage is that you can only define and manage fields at one location when you edit a field this alteration is directly available within all applications that use the specific field 9 1 Fields overview After selecting the option Fields the already defined fields will be shown Every field has a number of standard properties e Fieldname Type O O FAG Sexeoa S344 weie Admin D S BES Bs a Required Gpenims Michael van Grol le Ss kd E Search Settings Help SS Malleletien GE Administration Users GE Field A Title Type Required Validation php Security overview Document workflows adress Adress Text large Create Data and processes housenumber House number Text small Fields Short URLs narme Name Text small Maintenance postalcode PostalCode Text small RA remarks Remarks Text small searchwords Searchwords Text small street Street Text small website website Text medium Field This is the name of the field as it is used within the applications Title This text will be shown to the user or visitor of the web site The title shall be included in an error report in c
33. an be validated with every service that supports validation via the LDAP protocol like active directory from Microsoft Note The ID of the user in OpenIMS has to be identical to the username of the user in the central user administration database Per account can be decided to activate the validation or not This way for example the Open MS functional administator accounts do not have to be created on the central database Manual OpenIMS management page 8 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 4 1 4 Removing You can remove a user by selecting the Remove option When you have selected this option the specific user is no longer able to login and is also removed from all user groups 4 1 5 Editing This option gives you the possibility of editing user names and e mail addresses by clicking on the data section Of course other non standard fields can be added to the user profile for example department address phone number etc All this information can be edited 4 1 6 OpenIMS Groups On a central level all groups characters can be defined via the Groups option see paragraph 4 2 Afterwards these groups are available to different security models standard local global These various security models make it possible to for example assign people to different groups with different rights per project Note Only standard groups are relevant to OpenIMS CMS Local and global g
34. arch Document A Status Last changed Assigned intake New Oct 25th 2005 14 34 Michael van Grol Lagstauru Properties History signal E Properties of intake Microsoft Internet Explorer ke D Head Folder EN projects test folder Name iiai kflow incoming post ame marg cl Description Folder actions p Properties Workflow Contract Letter x D New folder Move folder Name Down Street p Administration Be Local security House number x X Destroy folder PostalCode prpoint gt lt E Bulk metadata x o Bulk workflow X E Bulk operation S Internet Manual OpenIMS management page 16 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved 4 4 3 1 Editing rights OpeniIMS You can assign different user groups to the rights per stage You will receive an overview of all available groups The groups that already have been assigned are already marked Special user groups O O Gis o eve rybody Michael van Grol S logged d Administration Users With the group everybody Securty ovemiew Document workflows Data and processes Fields Short URLs all users are specified with or without an account This user group can be assigned to an internet page so that it is accessible to everybody that visits the web site Maintenance Customize With the group logged in all users are specified that have a login account For example inter
35. ase a validation is not correct or a required field has not been filled out Type Via Type can be indicated which functionality has been applied to a field OpenIMS had the following field types text list text unit yes no date time and date time these types will be described in the next table Validation php Using this property you can validate fields through phpscipts The php scripts you can use to check if the visitor had entered a proper e mail address or area code Example with this script you can validate if an emailadress is correct hegex a 2e Z0 9 A a2 0 9 ee a2 0 9 e Laz 0 o E mae Oe er ee ee if leregi Sregexp Sinput Serror The email adress is not valid OK and CANCEL buttons Within OpenIMS you can determine the text on these two buttons yourself Through the OK button a form can be delivered so you always need to place it in a form Definition OK lt button text gt CANCEL lt button text gt Examples OK Send CANCEL Delete Manual OpenIMS management page 36 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS Description available field types Type name Description Remarks _ _ _ _ Text Free text but limited to a fill in field with one line single The length of the field is line predefined The user is able to choose between a long and a short field List Via a list a menu combo box can be filled out
36. ath 5 1 2 1 Standard placeholders OpenIMS has various standard placeholders available which you can apply to a template Placeholder name coolbar This placeholder is only visible in Concept mode but is required because it places the CMS taskbar at the top of a page content The content field contains the content as you can manage it in Microsoft Word longtitle This is the long title of a page edit via properties screen shorttitle This is the short title of a page edit via properties screen 5 1 2 2 Metadata placeholders You can also apply metadata fields to a template These metadata are linked to the properties of a web page You can for instance register a Summary with each page You will be able to manage the summary via the properties screen and show in the content In the OpenIMS CMS template the designer only has to place the metadata as placeholder for example summary OpenIMS will subsequently arrange that at that location the metadata s contents are shown 5 1 2 3 Components placeholders In the OpenIMS tailor made environment Flex a developer can work on the navigation components of the web site The name of the component can be processed as placeholder in the template The advantages are that all components can be managed on a central location and possible changes can be applied at one location without editing all the templates See image in chapter 8 Under the header
37. e name e Document version version Next organization specific metadata fields can be added via Admin environment for example department division project number document number etc 10 1 Microsoft Word 10 1 1 Retrieving the macro Always use the most recent version of the Microsoft Word macro You can retrieve it via hyperlink http www openims com install msword txt 10 1 2 Placing the macro EI Microsoft Visual Basic Document ThisDocument Code Joey A File Edit Weu Insert Format Debug Run Tools Add Ins Window Help Type a question for help E X 1 Select the complete macro text and manali oo eh he Ses Gener al EI Dectar ations copy it to the clipboard of your PC 2 Open the Word document in which you want to insert the macro 3 Select menu Tools Extra gt Macro LASALLE gt Visual Basic Editor a 4 Select ThisDocument 5 Insert the macro code in the right hand tab via cut paste Sala S Normal A OpenIMS Microsoft Word integration VBA Version 4 2 7 E Project Document4 ei 2001 2005 OpenSesame ICT all rights reserved 9 Microsoft Word Obje See http www osict com openims termsofuse txt for more details H References ire Implementation Embed into Word document perhaps define strPassword PS Project Document6 Usage Enter version somewhere in your document lt gt i OPENING Microsoft Word integ
38. eeccceeseeeececeeseeceeeuseceecsseuceeesseuseeeessaeeeeesseaseeeessnaeeeesssenseessseageeeessnseeeees 17 AASS CONOCES eebe 18 4 4 4 BEE ee 19 4 4 55 New workflow profile COPYING a profile 19 4 4 6 Replacing contents workflow profile 0 0n00000nneaaanneenannnnnnnnnnnnnnnnnnnnnnnnnnnnnnrrnnnnnnnnnnnnnnnneennenn 20 4 4 7 Removing a workflow Droe 20 D e E E an 21 51 Ge dl Lef 22 5 1 1 Previewing the altered Iempiate 23 5 1 2 Working with placeholders 1AOS icvccancxrteesccetenttentshewaevoeec diced cnet edel Geesen 24 Stet ee Bee 24 5 1 2 2 Metadata placeholders AAA 24 5 123 Components len Lal EE 24 5 2 Linking metadatafeldetoatemplaie 24 S9 E e LEE 25 5 4 Editing web Content templates nnnnnn0aannnenneenneenorrnttreessrrrreesstrnrrrssrnnrrrersnnrrrrrsnrrrrenstnnrrennnnnrenee 26 5 4 1 Templates and web Be E 26 O vu 28 Manual OpenIMS management page 2 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS 6 1 LOGAN SS CII e e EE 28 oat E Adang OCA USET 6 eriei ne E E ae ee ete ee E ee ane eee 28 6 1 2 Adding Local security VIA USergroups seo0aaannneeanannnennnnnnnnennnnnnrennrnnnnnnnnnnnnnrrnnrnnnrnnnnnnnrennn 29 6 1 3 Removing local SCC EE 30 6 2 Destroy folder including subfolders and documents 30 ON SA WEE 30 Dee BUI WOT OW ccrann e a a R 30 OS EI ee e EEN EN 7 TTC RN E e 32 7 1 Installing the latest version Of OpenlM 32 72 ANOSXING en caching enges ar ER gege 33
39. emplates the specific user may use Manual OpenIMS management page 25 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniMS e eggezkeeenaugsg O ee CMS tege a TE Groups Microsoft In ke oe OpeniMS H Michael van Grol Refresh CMS DMS EMS BPMS Layout templates Assigned Authors In preview A Kai Recently changed BEER sde Least recent General Expired Developers All sites Templates d Editors Designers Final Control Functional Managers Project 1 Publishers OWMOWOOOO 8 Webmasters Note Standard all user groups have the right to use a template 5 4 Editing web content templates The moment you create a new web page you need to define which template you wish to use Next to the layout a template consists of a content template This can be empty standard but it can also already hold some content eo DAO Sexeoe a 2504s wiel Per template various editors fy CMS o atong pen Michael van Grol Refresh CMS DMS EMS DENG G Settings Help SR can be predefined Content Layout templates Assigned In preview Recently changed Least recent Expired All sites Templates e Microsoft Word e Microsoft Excel e Microsoft PowerPoint Form page Bal DiX General Saas moaax homepage template S al SS ME x Page doc Microsoft Word Bestand Bewerken Beeld Invoegen Opmaak Extra Tabel Yenster Help Typ een vra
40. es Copy between templates Copyright 2001 2005 OpenSesame ICT All Rights Reserved In the example see image above the Formpage layout template is edited You can now preview the edited version in Concept mode You can implement the changes directly or retrieve the former version 5 1 1 Previewing the altered template The templates within OpenIMS are taken into production via the publication mechanism Consequently the designer can now check if the altered template meets his demands before it is being released Surf the site in Concept mode to the page where the template is applied Only in Concept mode you are able to preview a template If your alterations are okay you can implement the template Manual OpenIMS management page 23 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS A placeholder represents an OpenIMS Flex component in a template A designer only needs to position a placeholder where a piece of code has to be performed for example showing the navigation menu or metadata The moment a visitor surfs the site the placeholder will be replaced by a field or a button depending on the function behind the placeholder 5 1 2 Working with placeholders tags A designer can define a placeholder as followed placeholder name This placeholder can be positioned at any given location within a template or content The image in paragraph 5 1 shows a few placeholders submenu and click p
41. g Titelvelden naam Formulier 1 Intake gesprek Tafelje dek je toon dit formulier Dit formulier mag gebruikt worden door Beheerders Redacteuren Formulier 2 word overwogen voor gebruikers die geen gebruik mogen maken van formulier 1 Formulier 2 Read only Tafeltje dek je toon dit fo rmulier Dit formulier mag gebruikt worden door Auteurs Manual OpenIMS management page 48 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS 13 2 4 Process construction Number of stages 0 if there is no Defines how many stages a process consists of process Title fields These fields will be displayed if a BPMS user selects option Processes to view a process See paragraph 13 3 2 Process Stages 0 if there is no process 4 el Proces informatie Micros keng ol Stadia Title field 1 Title field A remarks EN d S orm undetermined Title field 3 lt none gt by Nobody Title field 4 lt none gt Title field 5 lt none gt Title field 6 lt none gt EN Title field 7 none 13 2 5 Process specification i Internet A process stage can be a specific type You can register different properties per type Nr BPMSIcon Type Decision Every process starts with filling out a form This is always the first step in a process Type decision If it is this type of stage you can define which choices have to be made in this
42. ged 2 Edit is allowed for Editors Webmasters Choice Publish delete choice Choice Publish changes the status into Published 5 This choice can be made by Publishers Webmasters Add choice Other After 40 days the status is changed into Dissaproved iH and a progress monitoring e mail is sent with tithe Document to long in Stage with a CC to In this stage there is no event In this stage there is no mail signal Manual OpenIMS management page 15 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 4 4 3 Editing workflow profiles This paragraph explains how a workflow profile can de edited 4 4 2 4 Adding Metadata Document Metadata On a central level you can assign metadata fields to a document These metadata fields will subsequently be added to the document properties To edit the metadata fields you select the specific hyperlink and add or remove metadata fields see image The available fields can be defined with the use of the field editor see chapter 9 Le eggen eeenaugs RT eege 2 OpeniMS Admin ay Ki PS SE ipa 8 IS J Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Ste Administration Workflow Contract Letter Users Groups Security overview Document workflows ID Name 011 nieuw Contract Letter Data and processes Fields Short URLs Maintenance Customize Stages CMS DMS Can be scheduled
43. gt Metadata field 8 lt none gt Metadata field 9 lt none gt ul lt In the image above you can see that the two metadata fields remarks and hits were added to the Demo layout template In the following image you can see that the properties screen has been supplied with two metadata fields 0 0 AAG Skee BEA G EE ei K amp O0 Publish Withdraw History Move Up Down New Help ole Concept Changed Kai FE a Michael van Grol Site CMS Refresh Edit Properties OS peut Properties Microsoft Internet Explorer Template Standard demo layout el Workflow Publications gt gt Home Vacatures Editor Microsoft Word gt Sitemap lt gt Printen lt gt Zoeken lt Long title OpenIMS CMS demonstration hor et Short title menu Home amp Sales Working Visible from Jan 1 2000 12 00am Elie Visible until Dec 31 2025 11 59pm a Internet designer H OpenINS CMS demonstration homepage dewerkers Dit Keywords al beter naar de aarom zijn Document ID 5 3 Rights Because users normally only manage a section of a website they don t need to have access to all templates Therefore you can define on a central level which user groups have access to which templates The combo box Templates see the properties screen in paragraph 5 2 only shows the t
44. ieve documents that are deleted is by restoring a backup preferrable on a test machine Manual OpenIMS management page 34 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniMS 8 Short URL s U can define a short URL for the part of a web site that is often referred to For example the job offers within your site lt your site name gt lt short url gt for example www openims com job offers Next to the address of a web page it is also possible to add an address to a document In fact you can add a reference to any page or document that is accessible within OpenIMS Within this function you are able to define these short names yourself It is possible to include existing domains In the field short you enter the short name in the field long you enter the original url that is referred to The moment the short URL is in the list it becomes active A a F Ca d Aa me 8 Gi GO sdg o Deel A we Opens Admin a Bes Hes s Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Sih Administration Short URLs Users Groups Security overview Document workflows Short URL job offers Data and processes Fields Short URLs Maintenance Customize news news www mysite com something else php Internet The short URL can look like this http your site name job offers developer senior You have complete freedom in defining the short url Manu
45. ing Insert paste the macro code in the tab on the right Close the Visual Basic Editor Now you can place the metadata fields uo oS e 10 4 3 Placing metadata tags Open the Microsoft Visio drawing that you for example want to use as a template in the vsd format Now oyu can create a text field via the Text Tool In this text filed you can place a tag e g version Note You have to create separate text fields per tag This is also applicable for the description of the value that is displayed When you place everything in one single text field only the value of the last tag will be shown The macro only refreshes the active worksheet Manual OpenIMS management page 43 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved 11 Development tailor made OpeniIMS OpenIMS is a component based platform But because every organization has its own special requirements a special tailor made develop environment is available called Flex Here developers can create special components e o Rad EE D j hs Michael van Grol Refresh CMS we EMS BPMS PS Admin Search Settings Administration Users Groups Security overview Document workflows Data and processes Fields Shor URLs Maintenance Customize Go to http doc openims com for more information surrounding the tailor made environment of OpenIMS Admin Gr OkO 2 la as ad BES SBS a s Customization integrated developers environment
46. ish changes the status into Published 3 This choice can be made by Editors Webmasters Add choice Other In this stage there is no progress monitoring In this stage there is no event In this stage there is no mail signal Status Published 3 If a page gets stage Published 3 it will be published Edit After edit the stage becomes Edit 2 Edit is allowed for Authors Webmasters Add choice Other 4 4 5 New workflow profile copying a profile A new profile can be derived from an existing profile by using the option Copy between workflows See image paragraph 4 4 1 The profile is exactly the same as the original but you can edit it as you see fit Manual OpenIMS management Copy workflow template Microsoft m El KE ID Name SI S Internet page 19 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 4 4 6 Replacing contents workflow profile Copy between workflows Microsoft Internet Exp eg m If you use this option you are able to copy a complete Goss SS Eeer profile definition of an existing profile You first need to create a new workflow profile then test it and subsequently copy the old profile The profile will be ES available directly OK To 4 4 7 Removing a workflow profile Internet respective page After you have selected the option delete an overview is shown of the avai
47. j set_ amp FieldName Then OPENIMS GetMeta OPENIMNS Values i End If Next i End Function Function OPENINS GetMyFullFilename As String OPENIMNS GetMyFullFilename ThisWorkbook Path amp End Function mun ThisWorkbook Na Function OPENINS GetMyFileSize As Long OPENINS GetMyFileSize FileLen OPENIMNS GetMyFullFilename End Function Be page 40 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 10 2 3 Placing metadata tags You can insert the metadata tags in the Excel document oe E Go to the cell where you want the metadata to be shown Select Insert function Select from the combo box option by user defined Select OpenIMS GetMeta 9 00 O00 07 amp 00 ho CH 38 Microsoft Excel Book Pi File Edit View Insert Format Tools Data Window Help Ad EFEN I Sa Ee 2h lh O10 SS rad OY ei Al DH f e 1 G D E F G H J K KE In 4 gt Mh Sheet1 Sheet2 Sheet3 Insert Function Search For 4 Function ype a brief description of what you want to do and then click Ga Or select a category User Defined bel Select a Function OPENIMS GetMeta SLUM AVERAGE IF HYPERLINK COUNT MAs OPEN IMS Get Meta Fieldname Random Adds the cells specified by a given condition or criteria The following screen will be opened Function Arguments At FieldName fill in
48. l OpenIMS management Are you sure Mi Woes Enable local security for this folder Are you sure yes v amp Head Folder E Projects test folder Incoming post Folder actions S Internet Administration a Local security gt Destroy folder E Bulk metadata amp Bulk workflow 3 Bulk operation page 28 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved 6 1 2 a O WAG A oO oeaws a Geis Admin O Bes hus EX J Michael van Grol Back Refresh DMS EMS BPMS PS Admin Search Settings AON Users local security for folder Head Folde cts gt 1 25 of 26 Next gt Filter ID Name A Current groups admin Administrator local groups lt none gt ally Ally Mc Beal e ali Andy Warrol D Local groups Micros ke og bill Bill Clinton cristy Cristy Allisson douglas Douglas Adams Authors gebruiker gebruiker Designers george George Bush greg Greg Luganis Developers james James T Kirk Editors jan Jan Janssen Final Control Functional Managers Connections local security for folder Project 1 Add new connection Publishers OOOOOBOO 8 Users in standard or global group Webmasters S Internet Adding Local security via usergroups OpeniMS eee a vlt Help St In some occasions it might be more useful to assign rights via local security not on user level but to a complete group
49. lable profiles that can replace the removed profile It is recommended that you determine which profile you want to use to replace the one you wish to remove before removing it E Internet Manual OpenIMS management page 20 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 5 CMS templates Within the OpenIMS CMS design content and components code are completely separated from each other This is a big distinction from other CMS systems where code is normally integrated in the layout or design template O e AAG Dee Sage a fy BEE CMS o 263288 amp 8 Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Layout templates all Assigned In preview Een Ca AE Ei Recently changed pag aes wmehx Least recent General al amp FE fe Ka Expired All sites homepage_template SalGS Moy x Templates Copy between templates Copyright 2001 2005 OpenSesame ICT All Rights Reserved To add certain functions from the design template to a page OpenIMS works with so called HTML like tags placeholders For example navigation structures like showing the main menu or a click path The functionality of the tags placeholders can be created or edited by a programmer The advantage to this is that there will be no mixing of the lay out and the source code These tags are being developed in the tailor made or Flex environment of OpenIMS CMS Components see chapter 8
50. macro You can retrieve it via hyperlink http www openims com install msexcel txt 10 2 2 Placing the macro 1 Select the complete macro t 2 Open the Excel document 4 fie Edt view Insert in which you want to insert Pi anil LA the macro CS 3 Select menu Tools Extra CR Gud gt Macro gt Visual Basic tere Editor EB Sheet2 Sheet2 BB Sheet3 Sheet3 4 Select Insert gt Module EI This Workbook 5 Anempty module will be T R BAR placed under the folder ZE Module Select this ee module Alphabetic Categorized 6 Insert the macro code in the right hand tab via cut paste 7 Close the Microsoft Visual Basic screen 8 Now you can place the metadata fields Manual OpenIMS management Microsoft Visual Basic Book Modute1 Code anx f X Format Debug Run Tools Add Ins Window Help Type a question for help m m AE Se RTF Ln 36 Col 1 General v OPENIMS_GetMyFileSize v OPENIMS Microsoft Excel iobjecthation global variables Dim OPENIMNS Count As Long Dim OPENIMNS Keys As String Dim OPENINS Values As String Dim OPENIMS Content As String Dim OPENIMNS Fetched is Boolean Function to be used in the Excel sheets which retrieves OpenIMS metada Public Function OPENING GetMeta FieldName As String Random s Double Dim i As Integer If OPENIMNS Count 0 Then OPENIMNS ReadMeta For i 1 To OPENIMNS Count If OPENING Keys i
51. may be reproduced in any form by print photo print microfilm or any other means without written permission by OpenSesame ICT Manual OpenIMS management page 5 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS OpenIMS is 100 web based This means that you are able to perform all necessary changes and actions through your web browser Depending on your access rights within Open IMS you can access certain parts of the system Therefore you first need to log into OpenIMS 2 Introduction OpenIMS 2 1 Login You start your web browser and enter the url http intranet yourcompanyname com of the domain where your documents are stored To access the administration environment you add the word Admin at the end of the url http intranet yourcompanyname com admin At that moment the OpenIMS login dialog appears Now you can enter your user name and password and the OpenIMS portal will start Manual OpenIMS management page 6 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 3 Admin screen Q O ix 2 Zo ZZ ee SEH zi LJ EE Admin a BES GBs amp 8 9 Michael van Grol Refresh CMS DMS EMS K PS Admin Search Settings Help Administration Users Groups Add new user Security overview Document workflows Data and processes Fields Short URLs Maintenance Customize The Admin overview includes the following Options Option _Reseripton pa aoo Users Managing user names
52. n Data and processes el OpenlMs 4 2 build 16172 Open Information Management Server Microsoft Internet Explorer Jol Bestand Bewerken Beeld Favorieten Extra Help ae 3 Q vorige s sl a A Zoeken P Favorieten A Media g2 CH d a rel 33 Di a e i Ra JE 1 d SS Adres z http michaellaptop osict com openims openims php mode admin amp submode process Ga naar gt Koppelingen Concept CRM z DMS ims dms laptop inranet demo Outlook Web sy Helpdesk Portal E Concept2 H e A IN Admin a BES HEBES amp 8 Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Administration all Data and processes Group A Unit A Data Process Cases Bill of Materials Bill of Materials no Users Groups Security overview Document workflows Data and processes Fields Short URLs Maintenance Customize Hollydays Request Hollydays Request no nev Copyright 2001 2005 OpenSesame ICT All Rights Reserved Via this screen you are able to see which processes are available you can edit copy creating a new profile based on an exciting process or remove them The Group classification gives you the possibility to group certain application data tables within the BPMS user interface 13 2 Properties of a data and process profile A data and process profile can be divided into various components General Rights Data access
53. n paragraph 4 4 2 shows the various rights within OpenIMS View Delete Move New page original user is unable to manage the document webpage Assignthisworkflow Removethisworkflow 4 4 2 3 Document stages Assignthisworkflow You can assign the specific workflow profile to a document web page Removethisworkflow You can remove the specific workflow profile when it is assigned to a document web page In the stages mentioned in paragraph 4 4 2 1 the stage of a document is defined For example preview edit etc A document can be edited in every stage In case no groups are assigned to the option edit a document cannot be edited in this stage Per status you can specify which user groups may edit the document You can also specify to which stage a document proceeds when it s being edited Choice In a specific stage different choices can be defined This means that different user groups can transfer a document to a different status A user can only see the choices to which he is authorized Specialities Here you can specify how long a document may stay in a specific stage Automatic signalling You are able to guard the progress Specialities event Possibility to start application code when changing a stage Specialities Sending a notification to a certain group of people in a distibution list when a status Distribution list is changed Status Changed 2 Edit After edit the stage becomes Chan
54. n published versions of a document CMS DMS _ You can create new documents Folders DMS You can manage the folder structure of DMS edit create and remove Note as soon as a new group Is created it standard has access rights to all CMS templates 4 3 Security Overview The option Security Overview gives a complete overview of all users groups workflows and the mutual relations N Se E Xx GO HAG Dee haaba a wg bere e Admin a Ges hes B 8 9 Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Ste Administration Users Groups Security overview Document workflows Data and processes Fields Short URLs Maintenance Customize All security data for michael sites Groups administrators Functional Managers Users default admin michael eric Users global michael Users security section Head Folder gt test folder gt michael Global rights system preview newdoc moveto upload folders cases doctemplateedit webtemplateedit webtemplatepublish develop portalmanagement Zonnectmanagement authenticated Authenticated Users special group containing all authenticated users Global rights designers Designers Users default michael Users global michael Global rights preview webtermplateedit developers Developers Users default michael Users global michael Users security section Head Folder gt test folder zt michael Global rights preview develop editors Edit
55. net pages where you need to login first intra or extranet Under every right the user groups are specified to which the specific right is available 4 4 3 2 Automatic signalling Admin Workflow Contract Letter AAS Axee8SS0a oa BES PBs Ex 8 Refresh CMS DMS EMS BPMS PS Admin Search Settings ID Name 011 nieuw Contract Letter Stages CMS DMS Can be scheduled Assignable Don t index fo Metadata The view right Right to view document we Everyone The delete right Right to delete documen el Groepen Microsoft I Publishers Webmasters Authenticated The move right Right to move document Designers Developers Editors Everyone Final Control Functional Managers Project 1 Publishers Webmasters Gow KEKSKSKEKELSKSKSkEK S Internet Help You can define this function within every status of the document maybe you would like to receive a notification when a web page hasn t been changed for over 180 days Or maybe in accordance with your procedures a document may only keep a certain status for no longer then three days Status Changed 2 Edit After edit the stage becomes Changed 2 Edit is allowed for Editors webmasters Choice Publish delete choice Choice Publish chan This choice can Add choice Other After 180 days the status is changed into Dissaproy monitoring
56. o Create housenumber House number Text small Create name Name Text small Create Data and processes Fields Short URLs Maintenance Customize postalcode PostalCode Text small Create remarks Remarks Text small Create searchwords Searchwords Text small Create street Street Text small Create website website Text medium Create new Copyright 2001 2005 OpenSesame ICT All Rights Reseed Manual OpenIMS management page 37 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS 9 3 Editing a field Naturally all fields can be edited even after the field has been created The editing takes place at a central location and will be applied directly to all locations where this field is being used forms documents and content 9 4 Linking fields metadata to documents To be able to assign fields as metadata in a document or web page you as administrator must link the fields to a workflow profile Go to the Workflow overview via the Admin overview Per workflow profile you can define a specific set of metadata See paragraph 4 4 2 4 Adding metadata Of course the user needs to link the right workflow profile to the document 9 5 Linking fields metadata to web content See paragraph 5 2 linking metadata fields to a template As administrator you can select how metadata fields should be linked to a web page e via a workflow profile or e
57. of OpenIMS is cleared This may lead to some delay in complex functions and in comparing large text files 7 2 4 Showing all running system processes With the option Show all running system processes you will get an overview of all running system processes You can disrupt a process permanently by removing it from the overview Note We recommend that you access maintenance menu s functions only after office hours Manual OpenIMS management page 33 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniMS 7 3 Recovering deleted files in the DMS OpenIMS offers the possibility to recover files that ar H as S EE war administrators In the maintenance screen ae ae CMS DMS EMS A PS Admin Search Settings Help Ets Step 1 Go to the system log Admin gt maintenance SCH gt System logs 1 named deleted objects og in Show fast_scedule system log which you can see which files were deleted by Shaw flexed system og Show flextest system log Show msword system lo Ww whom and when that has happened E Show syne system lo Show terra system log ow terra_Multi system log Show terra_Relndex system lo Show terra _SendData system log sw Show terra_SendFiles system log Step 2 d Show terra_Step system log Show test system log Click on the date on which the document has Cn system ge Copyright 2001 2005 OpenSesame ICT All Rights Reserved Show batch_10minutes system log Sh
58. oice Other in this stage there is no progress monitoring In this stage there is no event Status Change Bill 3 Type Form Form Billofmaterials 2 manager show this form Status after filling out the form Final Approvement 4 This farm can be filled out by Functional Managers send e mail after completion Niemand Other In this stage there is no progress monitoring ln this stage there is no event Status Final Approvement 4 Type Decision Choice Approve results in Approved 6 delete choice This choice can be made by Final Control Choice Dissaprove results in Dissaproved 5 delete choice This choice can be made by Final Control Add choice Other In this stage there is no progress monitoring In this stage there is no event Status Dissaproved 5 Type Endpoint Other In this stage there is no progress monitoring In this stage there is no event Status Approved 6 Type Endpoint Other In this stage there is no progress monitoring In this stage there is no event Manual OpenIMS management page 51 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved 13 3 BPMS user interface BIS IK The BPMS is a frame work to develop web form applications that you make available to the end users The next paragraphs will describe the BPMS user interface and will work as a basis for a BPMS based application manual There is no specific BPMS user manual since every application or process stream will be
59. ors Users default michael gebruiker eric Users global gebruiker michael Users security section Head Folder gt test folder gt michael Users security section Head Folder gt Projecten gt SHE Q Documents gt michael Global rights preview newdoc folders cases P Manual OpenIMS management page 12 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpenIMS 4 4 Workflow OpenIMS uses so called workflow profiles Every document or webpage is linked to a workflow profile A workflow profile not only contains the various stages in which a document can be located but also the complete authorisation model This paragraph explains how basic access rights are defined to a document and how you can compile a Fee workflow profile ie Coe Move Group x Workflow profile Stage 1 Create 1 H group Xx During the creation of a document a workflow Sago Eat profile will be assigned stage n group Xx Application OpenIMS CMS en DMS OpenIMS search machine holds the workflow profile authorisation model into account 4 4 1 Overview workflow profile From the Admin environment you can choose the option Document Workflow 4 Bo Admin o SbSeaLBas B a 9 Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Ste Administration Overview workflows Users EES Filter Security overview Document workflows Data and processes Workflow A CMS DMS Summary Fields 7
60. ow batch_2hours system log Show batch_4hours system log Security overview Document workflows Data and processes Show batch_minute system log Now you can determine the ID ofthe _ O dee RE i A A e E D o document Krou Aamin sien aa E EMS a A 2 LJ d Help SE S Administration Step 3 Users Groups i Fr Sepnd 200 Cl ick on the docu m ent you want to E UE R 10 13 1 type document name test by michael System log deleted objects restore The ID of that document is fee shown 82 characters Se Step 4 Document ID Copy the ID of that document Step 5 Go to the Admin section of OpenIMS Step 6 G E Click on recover deleted file 2 The m screen that appears then asks for the Kaz Michael van Grol ID of the document ID that you have Administration just copied Users roups icati Security overview j Document workflows OK Cancel Step 7 Ge processes OK Paste the copied ID in het field and RE click on OK Customize ap Internet The system now jumps to the recoved document in the DMS The document Spachtel is now available in the DMS Performance Re generate Regenerate x Step 8 Clean up the tm 3 F Hyperlink checker Check if the metadata are copied Show system processes System logs correctly Copyright 2001 2005 OpenSesame ICT All Rights Reseed Note this is a best effort feature The only guaranteed way to retr
61. r Be rates ID Naam a Maintenance admin Administrator data default groups globale groups password delete Customize ally Ally Mc Beal data default groups globale groups password delete andy Andy Varrol data default groups globale groups password delete bill Bill Clinton data default groups globale groups password delete cristy Cristy Allisson data defaultgroups globale groups password delete E douglas Douglas Adams data default groups globale groups password delete gebruiker gebruiker data default groups globale groups password delete george George Bush data defaultgroups globale groups password delete greg Greg Luganis data default groups globale groups password delete james James T Kirk data default groups globale groups password delete jan Jan Janssen data default groups globale groups password delete b 1 EC aas dl ee L dl s n x sl mumia e abala ele mamicam lanm mmmn anlada 4 1 1 Searching When you enter a part of the user name in the Filter field and press the Filter button all results belonging to the selection will be shown In case the wanted name is in the overview you are able to edit it directly 4 1 2 Creating You can create a new user by selecting the New option You need to enter an ID a name an e mail address and a password The password needs to consist of at least 6 characters letters and numbers combined 4 1 3 LDAP When the LDAP validation module has been configurated and turned on user accounts c
62. ration global variables Dim OPENIMS_ Count s Long Dim OPENIMS_Keys As String Dim OPENIMS Values As String Functions used to freeze the Microsoft Word window while the macro is running Private Declare Function FindWindow Lib user32 Alias FindWindow 6 Close the Microsoft Visual Basics pat i ee emgdbeien screen nat I EI 7 Now you can place the metadata fields Manual OpenIMS management page 39 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved 10 1 3 Placing metadata tags The metadata tag can be defined as followed metadata field name You can determine through the workflow profile which metadata fields are available You can view this for example through the properties screen of the specific document Insert the necessary fields see image and close the document Make sure that in the properties screen the meta information is filled in Open the document and the metadata tags will be replaced dynamically by the information from the properties screen 10 2 Microsoft Excel 10 2 1 Retrieving the macro Standaard BIS IK 1 Document Microsoft Word Bestand Bewerken Beeld Invoegen Wee Pewee eee eee Arial R Opmaak Extr Tabel Help oA ea G1 100 a Venster Document naam name Document versie version Woonplaats woonplaats e a E e je Pg 1 Se i Always use the most recent version of the Microsoft Excel
63. roups are only relevant to OpenIMS DMS Standard groups Via the hyperlink standard groups an overview of all available user groups is shown You can assign a user to a group by selecting the group m PS EH CH o a amp X 0O AAG S eOO 8 arabu as a Gpenims Admin BES HES A 8 SH Michael van Grol Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Ste Administration Users Users Groups Add new user Security overview Document workflows Data and processes 1 25 of 26 Next Fields ID Short URLs Maintenance Customize A es tere kee ee ege eege Er GEAR V eme 7 Default groups Mier D ator data default groups alobale groups passworls fGiobal groups Micro keng m heal data default groups globale groups passwort data default groups globale groups passwort data default groups globale groups passwori Designers Designers Developers isson data default groups globale groups passwori Developers z Editors Adams data default groups globale groups passwori Editors data default groups globale groups passwort Final Control ush data default groups globale groups passwort Functional Managers anis data default groups globale groups passwort Project 1 Kirk data default groups globale groups passwort Publishers pen data default groups globale groups passwort Webmasters gp slain See eee a Final Control Functional Managers Project 1 Publishers Sea aaa SG
64. s before being published or archived With the help of a workflow designer the number of stages can be defined Per stage it can be determined who may edit a document and advance it to another stage Example workflow with three stages e New e Edited e Published Within the stage New only the user groups Authors and Webmasters may edit the document If the document is edited it will automatically change to the status Edited where the document still can only be adjusted by the same user groups Authors and Webmasters To advance the document to the Published stage you need to be defined to the user group Editor or Webmaster This choice is free definable by the administrator So different choices can be made available By selecting the option add choice you can simply add new choices Status Heu 1 New documents and webpages get stage New 1 Edit After edit the stage becomes Edit 2 Edit is allowed for Authors Webmasters Choice Publish delete choice Choice Publish changes the status into Published 3 This choice can be made by Editors Webmasters Add choice Other In this stage there is no progress monitoring In this stage there is no event In this stage there is no mail signal Status Edit 2 Edit After edit the stage becomes Edit 2 Edit is allowed for Authors Webmasters Choice Publish delete choice Choice Publ
65. sly inserted template 7 ZB O O HAG Deeg a my D GOEN E ap o pp amp 700 x ia K E Michael van Grol OSICT Site CMS Refresh Edit Properties Aanbieden Publiceren History Move Up Down Remove New Help Sis P m S we A id gt gt Home Vacatures gt Seminar FOrm gt Sitemap lt gt Printen lt gt Zoeken lt E Webmaster Seminar Form Sales E working E Sales Show fields edit Internet designer Content Seminar FOrm Confirmation Signals Collected data nl csv uk csv Manual OpenIMS management 2005 OpenSesame ICT DV Powered by OpenIMS page 27 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved 6 DMS OpeniIMS OpenIMS DMS has several functions available to which only users with the Admin right have access to KAALE BS DMS Michael van Grol These are ER oe Documents Local security Destroy folder Bulk metadata Bulk workflow Bulk operation Generic Percase Assigned Recently changed In preview Search Head Folder Administration E ek Local security Bn i gt lt Destroy folder ror Bulk metadata Bulk workflow Bulk operation a Local security gt lt Destroy folder E Bulk metadata Bulk workflow E Bulk operation Note all functions are active in the Ce a We a BESansS A Refresh CMS DMS EMS BPMS PS Admin Search Settings Help Head Folder g
66. stage by which user groups Every choice can lead to another free definable stage If you a choice you can assign the form to another person Status approve bill 3 Type Decision Choice Approve results in 4 delete choice This choice can be made by Nobody Choice Dissaprove results in Fill in Gill 1 delete choice This choice can be made by Nobody Add choice Other In this stage there is no progress monitoring In this stage there is no event Manual OpenIMS management page 49 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniMS Type Form A stage can only be left behind after the form that has been chosen here has been filled out You can determine who may fill out the form and to which stage it proceeds after it has been filled out Every time the form has been filled out a notification e mail will be sent to a pre selected address Process specification Status Fillin Bill 1 Type Form From status Fill in Bill 1 new record are created Bill of Materials Standard show this form Form Microsoft Internet Explo keg Ea Form Bill of Materials Standard Bal s Internet This choice can be made by Nobody Type End lf a record has been placed in this stage it can not leave it 2 First Approval 1 Start 3 Complete accept reject Example process with 6 stages The process above consists of 7 different stages
67. t Projects Document A Status Last changed Assigned intake New Oct 25th 2005 14 34 Michael van Grol 25 Preview version fe Copy Template x Delete file Document workflow Publish Reassign o Inkomende post voorbeeld New document Blanko Excel gt lt Blanko Powerpoint x Blanko Word gt lt pve template gt lt amp Upload current folder and the underlying subfolders This means that you first need to select the folder upon which you want to execute the action 6 1 Local security folders Normally a user who is placed in a user group has the same role read rights within the whole DMS system However it is imaginable that a certain user has different accessing rights to a certain project To make sure that nobody can access documents they are not allowed to see it is possible to assign specific rights on folder level This resource is called local security The moment you access local security the existing workflow profiles are still active However you need to reassign the users to the user groups that are used within the workflow profile So you needn t create new profiles or user groups to secure a project or folder The secured folder is provided with a red dot 6 1 1 Adding local users Via Change security you can give users access to the secured folder by placing them in the correct local groups Seek the user name and select local groups Manua
68. tailor made 13 3 1 Data management On this screen you can view the tables you are authorized to In this case the process as describes in paragraph 13 2 5 Bestand Bewerken Beeld Favorieten Extra Help 7 Q vorige 7 sl a A ES Zoeken 5 Favorieten S Media E B ae E rel ki Adres ei http michaellaptop osict com openims openims php mode bpms amp submode datasthetable 2fe03cb940addF960c3fa162594031 c7 amp therecord 27967F4b1Fd875401283706052 Ga naar Koppelingen Concept 8 CRM DMS ims dms laptop SI inranet demo P Outlook Web Helpdesk SI Portal Concept2 Bill of Materials Standard 23 BPMS amp Michael van Grol Kos Assigned Processes Data Search Data gt Cost Declaration ID Name 1 2 new Bill of Materials Bill of Materials Cost Declaration Cost Declaration BES eLBes o 8 Refresh CMS DMS EMS BPMS PS Admin Search Settings costs Mike meyers 250 John Wayne 25 Dollars B Details O Create case E mails X lt Delete vi Status Copyright 2001 2005 OpenSesame ICT All Rights Reseed You can view the contents of a record gt Bestand Bewerken Beeld Favorieten Extra Help selecting the option Details in the ACL Qw O d B N Dime fermen Gen O C BEL S Adres Si http fmichaellaptop osict com openims openims php made bpms submode data thetable 2Fe03cb940addF960c3fa162594031c7atherecord 27967F
69. tatus right Right to change the s Nobody Advanced security PHP Gereed S Internet 13 2 2 Rights Viewing form data in a process Tableview Viewing form data in a data table If admissible the user can view the table by selecting the option Data see paragraph 13 3 1 Viewing all defined process Adding a record to a data table Deleting a record Changestatus Changing the process stage of a form only accessible to administrators Advanced Offers the possibility to deviate via php script of the existing security model security PHP You can add a user group s by selecting the hyperlink and subsequently selecting the specific user group s in the popup screen Manual OpenIMS management page 47 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 13 2 3 Data access Title fields These fields will be displayed through the BPMS user interface when a user selects the option Data to go to a table See paragraph 13 3 1 Using this option you can define which form has to be displayed to a certain user group It can be indicated per table which fields must be displayed at record level within BPMS See paragraph 13 3 1 for SH example Proces informatie Micros m Table view with several users Case generation yes Within some applications certain user groups are not Has process mes Stadia 4
70. ter a template has been edited a new version is created You can preview this new version in Concept mode If you are satisfied with the results you can implement the new version of the template Revoke template in If you are not satisfied with the changes you can retrieve the former preview version this is the last version that was implemented Remove template Use this function to remove the template Copy between templates Use this function to copy the content of one template to another 5 1 Editing templates The strength of OpenIMS lies in the fact that users can choose which tools they would like to use This is also true for templates The designer may start a template in a random HTML editor This means that Microsoft FrontPage or Dream weaver can be used without any problems to create and manage a design template To edit a template select the option Template layout The specific template will be downloaded and your HTML editor will be activated this is all fully automated in this case Microsoft FrontPage You can insert images in a template by using cut copy and paste Of course you can use these images also for OpenIMS DMS Note before editing templates you need to install the OpenIMS Transfer Agent Manual OpenIMS management page 22 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved BIS IK GO AAG SXe O 8 ae a wee Krou CMS o BES ko FS S Ca a Michael van Grol Refresh CMS DMS EMS BPMS
71. the name of the metadata field At Random select ASELECT or Random depending on your MS Excel version Close the MS Excel document fill in the specific meta information properties screen and reopen the document Subsequenily all metadata tags will Formula result Allways recalculate be replaced dynamically Help on this Function AWER AGE Fieldname Name Random ASELECT Manual OpenIMS management page 41 53 Copyright 2002 2006 OpenSesame ICT All Rights Reserved OpeniIMS 10 3 AutoCAD 10 3 1 Retrieving the macro Always use the most recent version of the AutoCAD macro You can retrieve it via hyperlink http www openims com install autocad txt 10 3 2 Placing the macro VBA Manager 1 Select the complete macro text and copy it ae to the clipboard of your PC 2 Open the AutoCAD drawing in which you want to insert the macro 3 Select menu Tools Extra gt Macro Drawings dig Se l none Embedded Project gt Visual Basic Editor Select ThisDrawing Projects Name ACAD Project Location Global Insert paste here the macro code Close the Visual Basic Editor Select menu Tools extra gt Macro gt VBA Manager and select here the ACADProject file 8 After the file has been selected see image select Embed The macro is now added to the drawing 10 Now you can place the metadata fields at random locations in the drawing a P 10 3 3 Pl
72. which you want the Block STUKH SAS contents to be filled by OpenIMS and place the Tag TEK NO Je OpenIMS tag Il REES UL See image Attribute Text Options Properties Tag Frornpt Value aa TEK NO TEK NO metadatatagname Note it is not possible to assign an OpenIMS tag to DRAWING NO ae emm an attribute that is not linked to a block See se S Value metadatatagname Tag security to overwriting PI After you have places an OpenIMS tag it will be managed by OpenIMS In case a user designer wants to change the tag a warning will arise and the old data will be restored Would you want to change or replace the tag anyway replace the tag with II Subsequently it is possible to edit the contents and for example insert another OpenIMS tag 10 4 Microsoft Visio 2003 OpenIMS has a basic functionality to include metadata in a Microsoft Visio Drawing As Microsoft Visio is used in many different ways it is possible that the macro does not function in certain situations 10 4 1 Retreiving the Visio macro Always use the most recent verserion of the macro for Microsoft Visio You can retreive the macro via the following hyperlink http Awww openims com install msvisio txt 10 4 2 Placing Select the complete macro text and copy it to the clipboard of your PC Open the Microsoft Visio document in which you want to insert the macro Select menu Tools Extra gt Macro gt Visual Basic Editor Select ThisDraw

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