Integrating IBM Content Navigator with IBM Enterprise Records using plugin

Transcription

IBM
Integrating IBM Content
Navigator with IBM
Enterprise Records using
plugin
Suneetha Kaditi & Rohit M Pujar
10/24/2014
Abstract: This article provides the basic step by step process of installing and
configuring a plug-in to integrate IBM Content Navigator with IBM
Enterprise Records.
Authors:
Suneetha Kaditi is a System Software Engineer with IBM FileNet Enterprise Content Management team at
IBM. In the past 3 years she has worked for several different IBM products like WorkplaceXT, Application
Engine, Content Engine, IBM Content Capacity Planner, IBM Content Navigator on different platforms. Reach
out to her at ksuneeth@in.ibm.com
Rohit M Pujar is a Senior Staff Software Engineer with IBM FileNet Enterprise Installer team at IBM. In the
past 3 and 1/2 years, he has worked for different IBM products like Workplace XT, Application Engine, IBM
Enterprise Records, FileNet Integration for Microsoft Office, IBM Content Navigator Integration for Microsoft
Office, IBM Counter Fraud Management, IBM Case Manager for Investigations and on different platforms.
Reach out to him at rohit.Pujar@in.ibm.com
Table of Contents
1. Overview of IBM Content Navigator and IBM Enterprise Records.
2. Benefits of Integrating IBM Content Navigator with IBM Enterprise Records using
plugin
3. Setup for Integration of IBM Content Navigator with IBM Enterprise Records using
plugin.
a) Setup of IBM Content Navigator
b) Setup of IBM Enterprise Records
c) Setup of Integrating IBM Content Navigator with IBM Enterprise Records using
plugin
4. Conclusion
5. Reference
Introduction
This article provides the basic step by step process of installing and configuring a plugin to integrate IBM Content Navigator with IBM Enterprise Records.
By integrating IBM Content Navigator with IBM Enterprise Records using a plugin, a
customer is benefitted with the features of the IBM Enterprise Records web
application client. This integration helps users to perform the records management
functionalities in IBM Content Navigator.
Overview of IBM Content Navigator and IBM Enterprise Records
IBM Content Navigator :
Overview:
IBM Content Navigator is a ready-to-use, modern, standards-based user interface that
supports all content management use cases, including collaborative document
management, production imaging and report management. IBM Content Navigator is
also a flexible and powerful user platform for building custom Enterprise Content
Management (ECM) applications by using open web-based standards. It is a web client
that provides users with a console for working with content from multiple content
servers. IBM Content Navigator helps companies provide managed access to large
volumes of electronic data.
IBM Content Navigator works with all forms of content:
 Content that is stored in IBM ECM repositories, including IBM FileNet P8, IBM
Content Manager and IBM Content Manager OnDemand [CMOD]
 Content that is stored in third-party repositories accessible through the open
Content Management Interoperability Standard [CMIS].
IBM Content Navigator provides a rich and flexible feature-set so
businesses can more effectively use information to streamline business
processes:
▪
▪
▪
▪
General document actions such as check in, check out, properties and
history
Favorite documents and folders definitions from supported repositories
Thumbnail preview
Document viewing and annotation
▪
▪
▪
▪
▪
Document searching
◦ Search builder,
◦ Shared searches,
◦ Full text searching,
Advanced search feature that includes a category or facet tree, search
collections, type-ahead, saved searches, thumbnails, term-hit-highlighting
and document summary
Workflow tasks and processes
Business self-provisioning
Mobile application and mobile browser support
In addition, IBM Content Navigator provides a powerful platform for building custom
web applications to manage content. You can use various extension points and
application programming interfaces (APIs) to extend the existing web client by adding
custom actions, menus, layouts, or services. You can also use the APIs to:
▪
Build custom applications that incorporate IBM Content Navigator features
without using the standard web client
▪
Access the APIs for the content servers
▪
Create plug-ins to implement the functionality that you want to add to the
web client by using the Java™ API
▪
Create custom widgets to use with plug-ins by using the Java™Script API
IBM Enterprise Records:
Overview:
IBM Enterprise Records product maintains and provides a record of compliance for
electronic and physical records. This comprehensive solution combines content,
process and connectivity to meet your records management and compliance
challenges. You can also streamline records-based activities and help enforce
compliance with retention policies—with or without user participation.
A record is any type of content stating results achieved, pertaining to, and providing
evidence of activities performed. Also, you create a record to place the document or
physical object under corporate or governmental control. The detail of this control
specifies how the document or object is to be stored, accessed, and eventually disposed
of.
In the absence of a records management system, it might become difficult to locate,
interpret, and comply with the record keeping laws and regulations. This deficiency
can result in severe fines, penalties and other legal consequences. You might encounter
risks that are associated with litigation, confidentiality and safety of critical and vital
information if you do not maintain and manage records properly.
In IBM FileNet P8 suite of products, IBM Enterprise Records is an add-on component.
You can use IBM Enterprise Records to manage records of any type, regardless of the
storage media or format according to fiscal, legal and regulatory requirements.
Supports regulatory compliance —it features IBM ZeroClick technology,
which automates the enforcement of records management policies at the
technology layer.
Provides federation tools —a centralized, consolidated catalog of information
from disparate content sources provides company-wide records management.
Helps automate records capture and records administration —you gain
cost-effective records management and rapid return on investment (ROI).
Supports the entire enterprise records lifecycle —Enterprise Records
combines automation, reliability and compliance for better records
management.
Improves records retention and disposition —you gain more efficient and
accurate record-keeping.
Benefits of Integrating IBM Content Navigator with IBM Enterprise
Record using plugin
With IBM Enterprise Records installed and configured, you can use IBM Enterprise
plug-in to integrate with IBM Content Navigator. This plug-in enables users to perform
record management functionalities using the IBM Content Navigator web client.
Following are the benefits of the plugin:

Enables users to declare records in any format [electronic/physical] in IBM
Content Navigator web client, to perform record based activities

Enables records administration in the areas of records creation, retrieval, update
and deletion,

Management of file plans and file plan containers which helps in supporting the
retention schedule

Enables user to perform basic schedule disposition sweep

Enables report generation of records using Cognos Reporting tool by extracting &
generating reports based on templates

Enables the IBM Content Navigator user to have IBM Enterprise Records role-
based user interface in handling records depending on role based privileges.
Setup for integrating of IBM Content Navigator with IBM
Enterprise Record using plugin:
The section includes three parts:
a) Setup IBM Content Navigator
b) Setup IBM Enterprise Record
c) Integrating IBM Content Navigator with Enterprise Record using plug-in.
a) Setup IBM Content Navigator :
This IBM Content Navigator is setup using, WebSphere 8.5.5, DB2, Windows 2012 and
configured with FileNet P8 repository.
1.
Install IBM Content Navigator and configure the Configuration and Deployment tool by
either selecting in the installer itself or by manually running configmgr tool from IBM
Content Navigator location "C:\Program Files (x86)\IBM\ECMClient\configure\configmgr.exe"
2. Configure and Deployment Tool:
a.
Create a new deployment profile giving all required inputs like application
complete server,port no,path etc you need to configure.
b.
Select the repository to be configured with IBM Content Navigator. This
repository must be already setup and should be in working state. We have
selected IBM FileNet P8 for our setup.
Fig 1 – ICN CMUI displaying list of repositories
3.
Configure and deploy the web application
Depending on the repository type and application server, the list of tasks to be
executed is displayed. These tasks must be run successfully before deploying the IBM
Content Navigator application in application server.
Following are the list of tasks to be run which are applicable for FileNet P8 repository and
WebSphere. These tasks require inputs that vary depending on your Content Engine,
Database, Ldap authentication etc.
For more help on the inputs, please refer the below link.
http://pic.dhe.ibm.com/infocenter/cmod/v8r5m0/index.jsp?topic=%2Fcom.ibm.installingeu
c.doc%2Feucco004.htm
1.
Update the FileNet P8 Client Connector Files
2.
Configure the Connection to your LDAP server.
3.
Import your Content Engine LTPA Keys
4.
Configure JDBC Driver for Your Database
5.
Create a DataSource for your database.
6.
Update and Run the Database Script for your environment
You can check in the option run the db script or you can go to the db machine
and run the script manually using the command : db2 -tvf
DB2_ONE_SCRIPT.sql. The db script is available in IBM Content Navigator
installation location .You need to use the modified db script.
7.
Configure JAAS Authentication on your Web Application Server
8.
Build the Web Application
9.
Deploy the Web Application
The last 2 tasks are the build and deploy web application. These tasks need to be run
after all the other tasks are run successfully.
After you build the web application EAR file, you must deploy the web application to
your WebSphere Application Server environment. You can use the IBM Content
Navigator Configuration and Deployment Tool to deploy the web application, or you
can deploy the EAR file manually from the WebSphere Admin Console. Restart the
WebSphere Application Server after deploying is completed successfully.
Fig 2 – ICN CMUI deploying the application
Before integrating IBM Content Navigator with IBM Enterprise Records ensure that
IBM Content Navigator is configured successfully.
b)
Setup IBM Enterprise Record:
This IBM Enterprise Records is setup using WebSphere 8.5.5.0, DB2 9.7.0.3,
Windows 2012 and configured with P8 FileNet repository using IBM Content
Navigator 2.0.2.
1.
Install IBM Enterprise Records 5.1.2 using the default steps.
During installation user is provided with an Installation type panel for
selecting/unselecting set of features.
Be sure to select an installation option from the Install Set menu:
 If you want to install the IBM Enterprise Records administration client and the
traditional IBM Enterprise Records client, select the Typical installation option.
 If you want the IBM Enterprise Records administration client only, select the
Custom installation and clear the Traditional IBM Enterprise Records
administration client option.
Fig 3 - Installer provides feature selection option to end-user
Here the user has un-checked the Traditional Web Application component by
clearing the check-box.
2. Configure the Configuration and Deployment tool of IBM Enterprise Records by
manually running the configmgr tool from IBM Enterprise Records location ―C:\Program Files (x86)\IBM\EnterpriseRecords\configure\configmgr.exe‖
3. Configure and Deploy Tool:
Create a new Object Store Configuration Profile, giving all the required inputs like
Content Engine server URL, username & password.
4. Following are the list of tasks to be run which are applicable for FileNet P8
repository and IBM Enterprise Records:
a)
b)
c)
d)
e)
Creating Marking Sets and Add-ons,
Configure File Plan Object Store,
Configure Records Object Store,
Import Templates,
Configure Workflows,
f) Transfer Workflows.
For creating a File Plan Object Store, the tasks a), b) and d) can be executed. To
configure IBM Enterprise Records workflows with Content Platform Engine, we can
also execute the tasks e) & f) respectively.
Here we would be specifying the tasks related to the File Plan Object Store creation
without associating workflows with Content Platform Engine. The steps are similar for
Record Object Store creation too. For more details on Record Object Store creation
please check the documentation link http://www01.ibm.com/support/knowledgecenter/SSNVVQ_5.1.2/com.ibm.p8.installingrm.doc/f
rmcm025a.dita?lang=en
5. Configure and create a File Plan Object Store
Complete the Create Marking Sets and Add-Ons task, the Configure File Plan
Object Store task, and then Import Templates.
Important: Before you add marking sets or add-ons, verify no marking sets or
add-ons are already in the domain. To check for existing marking sets or add-ons,
log on to IBM Administration Console for Content Platform Engine or Enterprise
Manager as the GCD administrator and select the Marking Sets node or the
AddOns node.
Fig 4 – Setting up the Marking sets & Add-ons task
This task creates IBM Enterprise Records marking sets and IBM Enterprise Records
data model add-ons in Content Engine or Content Platform Engine. Here we use the
default data model – Base, to create the marking sets and add-ons.
Fig 5 – Configuring File Plan Object Store using Base Data Model
Complete the Configuration of FPOS by installing the IBM Enterprise Records data
model add-on – Base.
Important: To successfully use the configured object store in the IBM Enterprise
Records web application, you must run the security script and set the appropriate
permissions. The security script is run in the web application. You are also prompted
to run the script when you run the IBM Enterprise Records web application for the
first time.
Fig 6 – Importing the templates into the object store
This task imports the search templates for the IBM Legacy Content Search Engine and
the IBM Content Search Services. This task also imports the Physical Record Entry
template into a file plan object store. The Search Templates option provides predefined
search templates for locating records and record folders, and they can be accessed on
the IBM Enterprise Records web application Search page. The Physical Record Declare
Template option is needed when you declare physical records in the IBM Enterprise
Records web application.
c) Integrating IBM Content Navigator with IBM Enterprise Records
using plug-in
Prior to integrating IBM Content Navigator with IBM Enterprise Records using plugin,
both the setups should be available.
Desktop & Repositories:
Access IBM Content Navigator web client through given below URL,
http://hostname:port/navigator
You must login with the IBM Content Navigator administrator name that you specified
when you executed the task to update the database script for your environment.
To access the content in an IBM FileNet P8 repository, you must first connect to at
least one repository and configure it to use IBM Content Navigator as a web client. Add
a new repository to configure with FileNet P8.You should connect successfully with
your FileNet P8 repository.
Fig 7 - Creating repositories in IBM Content Navigator web client
After you connect to and configure the repository, you must associate a desktop to
enable users to access the content.
To create a working desktop, you must specify a name and assign an ID to the desktop.
You must also select a repository and associate that repository to the desktop.
Optionally, you can specify other options and settings for the desktop, such as the
context menu options that users see when they want to add a document to a repository
or the maximum number of documents that users can add at a time.
Add a new desktop and give required inputs for all the tabs like General, Mobile,
Repositories, and Appearance etc. Associate your new desktop with the repository you
created.
Fig 8 - Creating Desktop in IBM Content Navigator web client
After you created your desktop, you can access using below url
http://hostname:port/navigator/?desktop=DesktopID
Here the link would be
http://hostname:port/navigator/?desktop=p8
The default desktop is usually administrator desktop. Once the desktop is configured
with FileNet P8 repository user can now perform FileNet operations.
In the plugins section of IBM Content Navigator load the IBM Enterprise Records
administration client plug-in jar [IERApplicationPlugin.jar] file. Save and close the
plugins section.
Fig 9 - IBM Enterprise Records plugin in IBM Content Navigator
By default, when the IBM Enterprise Records administration client plug-in is installed
and registered, a desktop named IER is automatically created. This desktop has all the
IBM Enterprise Records related settings enabled.
After integrating IBM Content Navigator with IBM Enterprise Records, you can now
view the IBM Enterprise Records features in IBM Content Navigator. Below are few
screenshots for some of the features:
1.
Enables users to declare records in any format [electronic/physical] in IBM
Content Navigator web client, to perform record based activities -
Fig 10 - Enables users to declare records in any format [electronic/physical]
After creating a File Plan Object Store, user is enabled to create a record category to contain
record folders, a container for related records, which can store electronic or physical items
or records within them. In the above figure for an already created category TestCategory,
user has options to create an electronic or physical record folder.
2.
Enables records administration in the areas of records creation, retrieval, update
and deletion -
In the below figure users are enabled to create records category, record folders, put
them on hold, schedule disposition and even delete the records. Some of the actions
are highlighted in red color below.
Fig 11 - Enable record administration
3.
Management of file plans and file plan containers which helps in supporting the
retention schedule -
Fig 12 – Management of file plans & file plan containers
In the above figure there are multiple containers [record folders & record categories]
organized under the File Plan. By scheduling the records within a file plan its easIBM
Enterprise Records for end-user in supporting the retention schedule.
4.
Enables user to perform basic schedule disposition sweep -
Here for two record categories there are two disposition instructions – CutOffDate &
VitalRecordNextReviewData. Figure 4 shows the retention schedule set for the
property CutOffDate.
Fig 13 – Enables user to perform basic schedule disposition for property CutOffDate
5. Enables report generation of records using Cognos Reporting tool by extracting
& generating reports based on templates –
Fig 14 – Cognos report containing a File Plan's Record categories and folders.
User can generate reports for the File Plan Structure, Actions performed by a user,
Electronic records content viewed by a user etc. by specifying the section of the File
Plan and the Records Management entity type – Record Category, Record Folder as
seen above.
6.
Enables the IBM Content Navigator user to have IBM Enterprise Records rolebased user interface in handling records depending on role based privileges -
Fig 15 - Setting the security on the File Plan Object Store for different IBM Content
Navigator users to have role based privileges.
After configuring the object store, the security for File Plan Object Store has to be set
by assigning roles to users and groups. The Set Security window displays after you
select the Run Security Script action from the object store info page, to run on file plan
object stores.
Select the users and/or groups by clicking on Add button above and assign to perform
as different roles.
Conclusion:
This article provides the step by step process of configuring of IBM Content Navigator
with IBM Enterprise Records using plug-in. Each process has been explained with
screenshots to provide user friendly environment while configuring the setup.
References:
1) http://www-03.ibm.com/software/products/en/entereco/
2) http://www.01.ibm.com/support/knowledgecenter/SSNVVQ_5.1.2/enterprisereco
rds_5.1.2.htm
3) http://www-01.ibm.com/support/docview.wss?uid=swg27021869 http://www01.ibm.com/support/docview.wss?uid=swg27021869
4) RedBooks -Customizing and extending IBM Content Navigator

Integrating IBM Content Navigator with IBM Enterprise Records using plugin

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