OmniDocs 8.1 Installation and Upgrade Manual

OMNIDOCS 8.1

OmniDocs 8.1 User Guide 2015

Newgen Software Technologies Ltd. A-6, Satsang Vihar Marg, Qutab Institutional Area New Delhi - 110067, INDIA Tel: 91-11-40770100, 26964733, 26963571 Fax: +91-11-26856936 E-mail:: [email protected] E-mail

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TABLE OF CONTENTS CHAPTER 1 – OVERVI OVERVIEW EW ................. .................................. .................................. ................................... .................................. .............................. .............. 1 CHAPTER 2 - TERMINOLOGY & CONCEPTS ..................................................................... 3 2.1

Cabinet ................. .................................. .................................. .................................. .................................. ................................... .................................. ................ 3

2.2

Folder ................ ................................. .................................. ................................... .................................. .................................. ................................... ................... .. 4

2.2.1

Folder Propert Properties ies ............... ................................ .................................. ................................... .................................. .............................. .............. 6

2.2.2

Folder Operati Operations ons ................. .................................. .................................. .................................. .................................. ............................ ........... 7

2.3

Document Docume nt ................ ................................. .................................. .................................. .................................. ................................... ............................... ............. 9

2.3.1

Document Proper Properties ties ............... ............................... .................................. ................................... .................................. ....................... ...... 10

2.3.2

Document Operati Operations ons ................ .................................. ................................... .................................. .................................. .................... ... 12

2.4

Users & Groups ............... ................................. ................................... .................................. ................................. .................................. ..................... ... 13

2.4.1

User Propert Properties ies............... ................................ .................................. ................................... ................................... ............................... .............. 14

2.4.2

Group Proper Properties ties ............... ................................ .................................. ................................... .................................. ............................ ............ 15

2.4.3

User & Group Operati Operations ons ................ ................................. .................................. ................................... ................................ .............. 15

2.5

Access Rights & Privileges ......... ................... ................... .................. .................. ................... ................... .................. .................. ............. .... 15

2.5.1

Rights Calculation Process ......... .................. .................. .................. ................... ................... .................. .................. ................ ....... 17

2.5.2

Types of Acces Access s Rights ................ .................................. .................................. .................................. ................................... ................. 17

2.6

Annotation Annotati on ............... ............................... .................................. ................................... .................................. ................................... ............................. ........... 20

2.7

Data Class............... ............................... .................................. ................................... .................................. ................................... ............................. ........... 20

2.8

Global Indexes Indexes................. ................................... ................................... .................................. ................................. .................................. ..................... ... 22

2.9

Keywords Keywor ds................. .................................. .................................. .................................. .................................. ................................... ............................. ........... 23

2.10

Alarms, Reminders & Notifications .......... ................... .................. ................... ................... .................. .................. ................ ....... 23

2.11

Audit Log................ .................................. ................................... .................................. .................................. ................................... .......................... ........ 25

2.12

Image Server ............... ................................. ................................... .................................. ................................. .................................. ..................... ... 27

2.12.1

Basic terms used in Image Server .......... ................... ................... .................. .................. ................... .................. ............. .... 28

2.12.1.1 Image Cabine Cabinett ................ ................................. .................................. ................................... .................................. ............................ ............ 28 2.12.1.2 SMS ................ .................................. ................................... .................................. .................................. ................................... .......................... ........ 28 2.12.1.3 Site ................ ................................. .................................. .................................. .................................. ................................... ............................. ........... 28 2.12.1.4 Volum Volume e ............... ................................. ................................... .................................. .................................. .................................. ....................... ...... 29 2.12.1.5 Volum Volume e Block ................. .................................. .................................. ................................... .................................. ............................ ............ 29 2.12.1.6 Label ............... ................................. ................................... .................................. .................................. ................................... .......................... ........ 31 2.12.1.7 VolBl VolBlockPa ockPath th ............... ................................ .................................. ................................... ................................... ............................... .............. 31 CHAPTER 3 - KEY FUNCTIONALITIES OF OMNIDOCS ................................................... 32 3.1

Folder Operati Operations ons ............... ................................. .................................. .................................. ................................... .................................. ................. 32

3.1.1

Adding Folders / Sub-Folders ......... .................. ................... ................... .................. ................... .................. .................. ............ .. 32

3.1.2

Viewing Viewin g Folder Propert Properties ies................ ................................. .................................. ................................... ................................ .............. 32

3.1.3

Moving / Copyi Copying ng Fold Folder er ............... ................................. .................................. .................................. ................................... ................. 32

3.1.4

Searching Searchi ng Folder ............... ................................ .................................. ................................... .................................. ............................ ............ 33

3.1.5

Sharing Fold Folder er ................ ................................. .................................. ................................... ................................... ............................... .............. 34

3.1.6

Setting Alarm ............... ................................. .................................. .................................. ................................... .................................. ................. 35

3.1.7

Viewing Viewi ng Audit Log ................ ................................. .................................. .................................. .................................. .......................... ......... 35

3.1.8

Exporting Export ing Audit Log ................ ................................. .................................. .................................. .................................. ....................... ...... 36

3.1.9

Deleting Deletin g Fold Folder er ............... ................................ .................................. ................................... ................................... ............................... .............. 36

3.2

Document Docume nt Operati Operations ons ............... ................................ .................................. ................................... .................................. ............................ ............ 36

3.2.1

Adding Addin g Docum Documents ents ................. .................................. ................................. .................................. ................................... ....................... ...... 36

3.2.2

Viewing Document Properties .......... ................... .................. .................. ................... ................... .................. .................. ........... 37

3.2.3

Move / Copy Docum Document ent ............... ................................. .................................. .................................. ................................... ................. 37

3.2.4

Searching Searchi ng Docum Document ent ................ .................................. ................................... .................................. .................................. .................... ... 38

3.2.5

Sharing Shari ng Docume Document nt ............... ................................ .................................. .................................. .................................. .......................... ......... 39

3.2.6

Check-In / Check-Out Document ......... ................... ................... .................. .................. .................. ................... ............... ..... 39

3.2.7

Posting Docum Document ent ................ ................................. .................................. .................................. .................................. .......................... ......... 40

3.2.8

Duplicate Dupli cate Docume Document................ nt................................. .................................. .................................. .................................. ....................... ...... 40

3.2.9

Linking Linkin g Docum Document ent ................. .................................. .................................. .................................. .................................. .......................... ......... 40

3.2.10

Creating Creati ng Versi Versions ons ................ ................................. .................................. .................................. .................................. .......................... ......... 41

3.2.11

Viewing Viewi ng Audit Audit Log ................ ................................. .................................. .................................. .................................. .......................... ......... 41

3.2.12

Setting Setti ng Alarm Alarm ................. .................................. .................................. ................................... ................................... ............................... .............. 42

3.2.13

Downloading Downlo ading Docum Document ent ............... ................................. .................................. .................................. ................................... ................. 42

3.2.14

Deleting Deleti ng Docum Document ent ................. .................................. ................................. .................................. ................................... ....................... ...... 42

3.2.15

Thumbnail Thumb nail................ .................................. ................................... .................................. ................................. .................................. ..................... ... 42

3.2.16

Forwarding Forwar ding a Docum Document ent ................. .................................. .................................. ................................... ................................ .............. 43

3.3

Data Class Class Operatio Operations ns................. .................................. .................................. .................................. .................................. .......................... ......... 43

3.3.1

Adding Data Class ................ ................................. .................................. .................................. .................................. .......................... ......... 43

3.3.2

Modifying Modifyi ng Data Class............... ............................... .................................. ................................... .................................. ....................... ...... 44

3.3.3

Deleting Deletin g Data Class ................. .................................. ................................. .................................. ................................... ....................... ...... 45

3.4

User Operati Operations ons ................. ................................... .................................. ................................. .................................. ................................... .................. 45

3.4.1

Adding User................. ................................... .................................. ................................. .................................. ................................... .................. 45

3.4.2

Deleting Deleti ng User ................. .................................. .................................. ................................... ................................... ............................... .............. 45

3.5

Group Operati Operations ons ............... ................................. .................................. .................................. ................................... .................................. ................. 45

3.5.1

Adding Group ................. .................................. .................................. ................................... ................................... ............................... .............. 45

3.5.2

Modify Group ............... ................................. .................................. .................................. ................................... .................................. ................. 45

3.5.3

Delete Group ............... ................................. .................................. .................................. ................................... .................................. ................. 45

3.6

Image Server Operations.......................................................................................... 46

3.6.1

Adding Site ....................................................................................................... 46

3.6.2

Registering Site ................................................................................................ 46

3.6.3

Recovering Site ................................................................................................ 47

3.6.4

Adding Volume .................................................................................................. 47

3.6.5

Replicate Volume .............................................................................................. 47

3.6.6

Compact Volume ............................................................................................... 47

3.6.7

Create Volume Block ......................................................................................... 47

3.6.8

Compact Volume Block..................................................................................... 48

3.6.9

Recover Volume Block...................................................................................... 48

3.6.10

Move Volume Block .......................................................................................... 48

3.6.11

Change Default Volume Path ........................................................................... 48

3.6.12

Rename Volume ............................................................................................... 48

3.6.13

Change Volume Block Size .............................................................................. 48

3.6.14

Change Replica Type ....................................................................................... 48

3.6.15

Delete Volume Replica ..................................................................................... 48

3.7

Reports Management System .................................................................................. 48

3.8

Password Policy Manager ........................................................................................ 52

3.9

Owner Inheritance Policy .......................................................................................... 54

3.10

Maker Checker Feature ......................................................................................... 54

3.11

OmniProcess ........................................................................................................ 54

3.11.1

Features of OmniProcess .................................................................................. 55

3.11.2

Configuring OmniProcess .................................................................................. 55

3.12

Easy RMS ............................................................................................................. 59

CHAPTER 4 - SERVICES & UTILITIES .............................................................................. 60 4.1 LDAP............................................................................................................................. 60 CHAPTER 5 - INTEGRATION FRAMEWORK .................................................................... 61 5.1 Introduction ...................................................................................................................61 5.2 DMS Toolkit...................................................................................................................61 5.2.1

WEB API ........................................................................................................... 61

5.2.2

XML API ............................................................................................................ 63

5.2.3

JavaBean API ................................................................................................... 69

5.3

Imaging Toolkit ......................................................................................................... 75

5.3.1

Image Viewer..................................................................................................... 75

5.3.2

Imaging Components ........................................................................................ 76

5.3.2.1 Image Viewer Applet ........................................................................................ 76

5.3.2.2 OpAll Viewer .................................................................................................... 77 CHAPTER 6 – PRODUCT EXTENSIONS ........................................................................... 78 6.1

Record Management System ................................................................................... 78

CHAPTER 7 - ARCHITECTURE & TECHNOLOGY ............................................................ 79 7.1

Introduction............................................................................................................... 79

7.2

OmniDocs Web Server Layer ................................................................................... 80

7.3

OmniDocs Application Server Layer ......................................................................... 80

7.4

OmniDocs DataBase Server Layer ........................................................................... 81

7.5

OmniDocs Image Server .......................................................................................... 81

7.6

AuthenticationServer - LDAP .................................................................................... 83

CHAPTER 1 – Overview OmniDocs is an Enterprise Document Management system for creating, capturing, managing, delivering, and archiving large volumes of documents and content. OmniDocs also integrates seamlessly with other enterprise applications and enable these to manage unstructured content. OmniDocs handles scanned document images, electronic documents, emails, and electronic data output from other applications with equal efficiency and ease. By integrating this dynamic content with business rules, workflows and people, OmniDocs power seamless collaboration, communication, and knowledge sharing across and beyond the enterprise.

Newgen OmniDocs 8.1 User Guide

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Important Features Of OmniDocs

Unified repository for all document and folders across the organizations including electronic files, paper images, and physical documents. Organize Documents into Folders, Sub-folders hierarchy Comprehensive Folder & Document level operations Access permissions on Folders, documents and Data Classes Document Check in, Check out & Version Control. Support for dynamic linking of related documents Add user-defined metadata and indexes to documents/folders Supports definition and building of controlled vocabulary in form of keywords which can be attached to documents Full Text Indexing of both Image & common electronic documents Exhaustive Document and Folder Searches Search for documents or folders on profile, created/m odified date Search using user-defined index field values Full Text Search on image and electronic documents Localization kits for English, Hindi, Arabic, Chinese, Finnish, Japanese, and Czech.


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CHAPTER 2 - Terminology & Concepts 2.1 Cabinet A Cabinet is the root entity in the OmniDocs Document Management System, which contains the entire repository, including folders, sub-folders and documents. It also has the users/groups, access permissions, privileges etc. OmniDocs supports creation, registration and simultaneous usage of multiple cabinets on a single or multiple databases. Cabinets are supported on MS-SQL, Oracle, and PostgreSQL. A cabinet is a centralized unit of storage. OmniDocs is based on a hierarchical model where the Cabinet is the top node in the hierarchy. At the next level are the Folders, and then come Documents. A cabinet can contain multiple folders. A folder can contain other folders (sub-folders)/documents/ shortcuts of documents. A Cabinet can have Properties such as Security Level and Versioning.

Security level For a User, the recommended security level is “Object Level Security”. A Cabinet can be assigned Security Level during Creation. Security Level identifies the level of Rights validation process. Also if the “cabinet level security” is selected then no individual object level rights can be given on an object. 0

No Security. No Rights validation is done for any User.

1

Cabinet Level Security that is, a User who has Rights on Cabinet has similar Rights on all objects.

2

Object Level Security. Rights validation on each Object is done. User can be granted Rights on Documents, Folders, etc and Rights validation is done to ensure that User has required Rights before he can perform any operation on the Object.


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Versioning Versioning on Cabinet means whenever a document is checked in, a new Version is to be created or the newly uploaded document is associated with existing Version only. Versioning can be defined at Folder and Document Level also. If none is specified at Document Level, Versioning flag is inherited from folder. Similarly, if Versioning is not specified for Folder, then it is inherited from Cabinet.

2.2 Folder A Folder is a repository for the documents and sub-folders. A document can be stored in any user-defined folder. The user can create folders under a cabinet or within folders (termed as Sub-folders). Typically, with each folder, you associate a name and the system, which further keeps information as to who created the folders and when were they created. There are two kinds of folders present in OmniDocs:

OmniDocs Folders

System defined

User defined

folders

folders

System-defined Folders As the user logs on the OmniDocs Web, three system-defined folders, such as Inbox, Sent Items, and Trash are displayed along with the folders present in that Cabinet. These folders are made available for every user.


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Inbox Inbox folder is the folder where you receive the posted documents. Each user has its own Inbox folder. This folder consists of the following properties: 

The documents received in the Inbox folder can be filed in other folders.



No document can be filed in the Inbox folder directly.



Subfolders cannot be made under the Inbox folder.

Sent Items Sent Items folder consists of copies of the outgoing messages. This folder consists of the following properties: 

It consist copies of all outgoing documents.



No documents can be filed in this folder.



Sub-folders cannot be made in this folder.

Trash Trash folder consists of deleted documents/folders in it. If any folder or document is deleted from the cabinet, it is sent to the Trash folder. The Trash folder consists of the following properties: 

Deleted documents from various folders are displayed in the Trash folder.



Deleting the documents from the Trash folder permanently deletes the document from the database.



User cannot create folders or documents in the Trash folder.



Trash folder cannot be deleted/ renamed/ moved.



Documents lying in the Trash folder cannot be copied to other folders, they can only be moved to another folder.



Document cannot be viewed by clicking in the Trash folder.



If a folder is deleted, it is moved to the trash along with all its documents. Various operations such as moving, deleting, emptying the trash, and viewing the properties of the selected folder or document can be performed.


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User-Defined Folders The user can create folders in the Cabinet and can upload the documents to these folders. User defined folders consists of the following properties: 

Sub folders can be created within folders.



Two folders with the same name cannot be made at the same level.



Contents of each folder are displayed in the Folder content window in the right pane of the desktop.



Only user’s having Create rights can create folders.

Access Type of Folder supported by OmniDocs It’s a Property of the Folder that specifies the type of control provided for other

Users in the System. Valid values for Access Type are as follows: 1. Shared - Folder is shared and can be accessed by other Users depending on the Rights available to them. It is denoted by value “S”.

2. Private - Folder is private and cannot be used by other Users except Admin and Supervisor. It is denoted by value “P”.

3. Inherited - Folder will inherit Rights for other Users from its Parent Folder. It is denoted by value “I”.

2.2.1

Folder Properties Folder Properties

Remarks

NoOfSubFolders

Number of subfolders in folder

NoOfDocs

Number of documents in folder

FolderId

Index of folder

ParentId

Parent folder index

FolderName

Name of folder

DataDefIndex

Data definition index

Owner

Owner of folder

CreatedDateTime

Creation date & time of folder

RevisedDateTime

Revised date & time of folder


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AccessedDateTime

Accessed date & time of folder

ExpiryDateTime

Expiry date & time of folder

FinalizedDateTime

Finalized date & time of folder

Comment

UserRights SiteIndex

2.2.2

Comments (Not Defined/ explicitly defined by user) Rights (Read/Create/Annotate/Modify/Delete) on folder Site index of folder

LockByUser

Name of User who Locked the folder

FoldRefFlag

Folder reference flag

VersioningFlag

Versioning flag

AccessType

Access type (Shared/Private/Inherited)

EnableLog

Option for generating log

LockStatus

Whether folder is locked or not

FinalizedFlag

Finalized flag

ImageVolIndex

Image volume index

DataDefName

Data definition name

Location

Location of folder

OwnerName

Owner name of folder

MappedDirectory

Mapped directory

Folder Operations The various folder operations present in the OmniDocs are:


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Adding Folders/sub-folders Viewing Folder properties

Moving/Copying Folder Searching Folder Sharing Folder Setting an Alarm on Folder Viewing Audit Log Deleting Folder

NOTE: For details about each of these folder operations, please refer to Chapter 3 of the Web Desktop Reference Manual


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2.3 Document In a Document Management System, the most important entity is the document because everything in the System revolves around the document only. Document consists of one or more related pages. Document can be classified as Image Documents and Non Image Documents. Image Documents are generally scanned paper Documents or Imported Documents for e.g. TIF, TIFF, BMP, JPG, GIF, etc. Non-Image Documents are generally Word-processed documents, Presentations, Spreadsheets etc. generated through various applications. Non-Image Documents are generally in Word, XLS, PPT, and DOC Format. For viewing these documents you need native application.

Document Access Type It’s a property of the Document that specifies the type of control provided to other

Users in the System. Valid values for Access Type are as follows: 1. Shared - Document is shared and can be accessed by other Users depending on the Rights available to them. It is denoted by value “S”.

2. Private - Document is private and cannot be used by other Users except admin and supervisor. It is denoted by value “P”.

3. Inherited - Document will inherit Rights for other Users from its parent folder. It is denoted by value “I”.

Document Version Document contents keep changing from time to time. OmniDocs engine provides facility for maintaining versions for the document. User can enable Auto Versioning at folder level. For all documents of a folder where Auto Versioning has been enabled, Document Versions are created automatically when Image Properties (ImageIndex) changes for that document. For each Document Version, user can specify a comment for reference


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2.3.1

Document Properties

Document Properties

Remarks

DocumentId

Index of document

Parent FolderId

Index of folder

NoOfPages

Number of pages in document

DocumentName

Name of document

Owner

Owner of document

CreatedDateTime

Creation date & time of document

RevisedDateTime

Revised date & time of document

AccessedDateTime

Accessed date & time of document

ExpiryDateTime

Expiry date & time of document

FinalizedDateTime

Finalized date & time of document

FiledDateTime

Filed date & time of document

CheckedoutDateTime

Checked out date & time of document

Comment

Comments (Not Defined/ explicitly defined by user)

UserRights

Rights (Read/Create/Annotate/Modify/Delete) on document

DataDefId

Data definition index

DocumentSize

Document size

DocOrderNo

Order number of document

FTSDocId

Document index for Full text search (FTS)

LockByUser

Name of User who Locked the document

CheckOutBy

Name of user who checked out the document

FinalizedBy

Name of user who finalized the document

FiledBy

Name of user who filed the document

VersionNo

Version number of document

Importance

Importance of document

Confidential

Whether document is Confidential or not

ArchivedFlag

Whether document is to be achieved or not

NonImageFlag

True for non-image document

DocRefFlag

Document reference flag


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VersioningFlag

Versioning flag

AccessType

Access (shared/private/inherited) type

EnableLog

Option for generating log

LockStatus

Whether document is locked or not

CheckedoutFlag

Checked out flag

PropertyFTSFlag

Property FTS flag

DocStatus

Document status

FinalizedFlag

Finalized flag

Linked

Whether document is Linked or not

Annotated

Whether document is Annotated or not

DownLoaded

Y if document is a downloaded document

ImageFTSFlag

Image FTS flag

DocType

Type of document

DataDefName

Data definition name

Author

Author of document

Location

Location of document

OwnerName

Owner name of document

UsefulInfo

Useful information about document This parameter contains index of dataclass and the

SortDDTfield

index of its field on the basis of which the resultant documents will be sorted


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2.3.2

Document Operations

The various document operations present in the OmniDocs are:

Adding

Moving/Copying

Searching

Sharing

Document

Document

Document

Document

Viewing

Check In/Check

Document

Out Document

Linking Document

Properties

Creating Version

Posting

Duplicating

Document

Document

Viewing Audit

Downloading

Deleting

Document

Document

Log

Setting Alarm

Sending a document as an attachment or a link

NOTE: For details about each of these document operations, please refer to Chapter 3 of the Web Desktop Reference Manual


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2.4 Users & Groups A person who uses the System is referred as a “User” in the system. To access the

OmniDocs Web Desktop, the administrator creates Users. Every User in the system has to be a member of some Group. Powers of a User in the system like whether he can create a User or he can add Data Class to the System depends upon the privileges that User has. Only two Users are created by default, while creating a Cabinet. Index

Name

Member of Group

Privileges Comments

1

Supervisor

Everyone, Supervisor, Public All

2

Supervisor2 Everyone, Supervisor, Public All

Whenever you have to access the OmniDocs Desktop, you have to specify the user name and password. Similarly, for connecting to the Cabinet, the user name and password is required. Apart from that, different types of users can be categorized as follows:

Normal User : These users can login in system if total logged in users is less than the maximum logged in license.



Fixed Type User : Fixed user will always be able to login. They are the most important users and always have login rights irrespective of any license.



S Type User : Can be used for external application login, A S-Type user can have multiple (concurrent) logged in sessions at the same time without losing any session. For ex: If there are total 100 S-type licenses in the system then an Stype user can login from 100 machines at the same time.



Internal Portal Users: Internal Portal User license works on ratio concept, for example it’s been considered that all users will not login on system at the same

time so If total 10 login sessions are allowed for internal portal user then maximum of 100 users can be created because only 10 users will login at one time conceptually. 

External Portal Users: Same as Internal Portal Users only ratio is different.


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2.4.1

User Properties

User Properties

Remarks

UserId

Index of user

UserName

Name of user

PersonalName

Personal name

FamilyName

Family name

CreatedDateTime Creation date & time of user ExpiryDateTime

Expiry date & time of user

DeletedDateTime Deletion date & time of user Password

Password for login in OmniDocs

Comments (Administrator/Not Defined/ explicitly defined

Comment

by user)

UserAlive

Whether user is alive or not

LoginStatus

Whether connected or not

Privileges

Privileges of user

InboxId

Inbox index

SentItemId

Sent item index

TrashId

Trash index

Group Types supported by OmniDocs General Group: All the groups created by the user and the system are termed as General Group and is denoted by ‘G’.

Applications can have their own Group Type defined specifically for their use. Three Groups are created by default, while creating a Cabinet. Name Everyone

Index Privileges 1

None


Comments Every User in the System is a member of Page 14

this Group. Members in this Group have no Privileges defined in this System. Supervisor 2

All

Members in this Group have all Privileges defined in the System.

Public

3

None

(Reserved) Members in this Group have no Privileges defined in this System.

2.4.2

Group Properties Group Properties GroupId

Index of group

GroupName

Name of group

Owner

Owner of group

CreatedDateTime

Creation date & time of group

ExpiryDateTime

Expiry date & time of group Comments (Not Defined / explicitly

Comment

defined by user)

Privileges

2.4.3

Remarks

Privileges of members in a group

User & Group Operations

The various User and Group operations present in the OmniDocs are:

Adding User

Deleting User

Adding Group

Changing User Properties

Deleting Group

2.5 Access Rights & Privileges One of the main features of OmniDocs Engine is Access Rights. Every operation on an object requires the user to have a particular right on it. The Owner/Administrator can define rights on folders and documents. Access Rights allows the User to share documents, folder, Data Class and Annotations with other Users of the Group. The Newgen OmniDocs 8.1 User Guide

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user can also assign rights to other users and group on the documents and folders, which are created by him. These rights can be assigned by invoking the Document/Folder properties. Moreover, the User can also customize the sharing of Objects by assigning Access Rights on the Object. Depending upon the Rights, Object will be available to the authentic Users and can be hidden from others. This provides Security to the Objects created by the User and at the same time the Data Flow is also not interrupted. The Rights Assignment and Calculation are only applicable / calculated in case the Access-type of the object (Folder/Document) is “Shared”. In case the Access-Type is “Inherited” then the object inherits its access permissions from its parent.


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2.5.1

Rights Calculation Process

The Right string is a six-bit string where each bit corresponds to the Right of performing some operation on the Object. The meaning of each bit is as given below (from left to right).

Rights for any Object are stored in the form of an ACL (Access control list). It is stored as a comma separated list of Rights for individual Users or Groups, which in turn is in the format - U/G{Index}# rights string. For e.g. if ACL for a document is U23#100111,G3#000000 it means that User with User Index 23 has Rights 100111 and Group with Group Index 3 has Rights 000000 on the document.

Calculation of Rights on an Object Step 1 - Check the explicit Rights of the User on the object. If no explicit Rights are assigned, then proceed to Step 2. Step 2 - Get the explicit Rights on that object, assigned to all the Groups to which the User belongs. OCRing of Rights of all such Groups gives the final Rights. However, if no Rights are assigned to any such Group, proceed to Step 3. Step 3 - Repeat Steps 1 & 2 for the parent of this object. If no Rights are returned for the parent also, then continue the process with the subsequent parent objects. This sequence is to be repeated till the Rights are obtained.

2.5.2

Types of Access Rights

There are three kinds of access rights:

Private Newgen OmniDocs 8.1 User Guide

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If any document or folder is defined as a private then only its owner or supervisor can access it.

Inherited In the case of inherited access type, an object (it can be a folder or a document) takes the rights from the parent. Hence, the user gets those rights that are available on parent for the inherited type object. The following example illustrates the inherited property of an object. Suppose there is a sub-folder under a folder. If the owner sets the sub-folder as inherited, the rights assigned to the folder are transferred to the sub-folder. The user can access the folder as well as the sub-folder according to the rights assigned. By default, the objects have Inherited rights. In case of Shared objects, they are accessible to the users who have the shared rights and to the users who have inherited rights.

Shared The owner of a document or folder can share the information with the other users. The document or folder becomes accessible to the other users depending on the rights provided to them. The owner or supervisor of a document can change the access type of an object (document or folder) to private, shared or inherited. They can add user or remove user in case the document or folder’s f older’s access type is shared. Sharing tab is visible only if user has assign rights privilege or he is either the owner or the supervisor of that document/folder. There are seven types of rights for accessing a document or a folder. 1. Read Read to to read/view the object. 2. Create Create to to create a folder, sub-folder, or document. 3. Annotate Annotate to to apply annotations on the t he document. 4. Modify Modify to to modify a document or folder. 5. Delete Delete to to delete the selected document or folder. 6. Print Print to to print the selected document or folder. 7. Copy Copy to to copy the selected document or folder.


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Power of a User / Group to do some operations in a System is defined as Privileges. In OmniDocs System they are defined with the help of a string of bits where each bit defines some power given to User. It is an 8-bit string defined in the table below. If value of bit is 1 then User has that Privilege and if it is 0 then User doesn’t have that Privilege.

Bit 1

Description Add or Delete Users and Group in the System.

2

Change User and Group property.

3

Add members to Group.

4

Not used.

5

Add, Modify or Delete Data Class.

6

Add, Modify or Delete Global Index.

7

Add, modify or Delete Rights.

8

Register, Modify or Delete Services.


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2.6 Annotation Similar to the Manner in which User can mark the physical paper for some important information or make a note on a sheet, a facility is supported in OmniDocs Engine for adding Annotations to the document. There are two types of annotations in the System. Each annotation has a unique Index I ndex in the System. Image Annotations Annotations - such as underline text, marking rectangular, oval areas etc. Image Annotation Type is “I”.

Text Annotations Annotations - used to add Notes to the document. Annotation Type is “N” All annotation Data is stored in form of AnnotationBuffer. User can also assign Rights for the annotations in order to secure them with other Users and Groups in the System.

2.7 Data Class Newgen OmniDocs provides the concept of user-defined indexing and meta-data association with documents and folders. The administrator of the cabinet creates data classes for the entire organization to use. Data classes are set of Indexes that can be associated with the document or folder by providing the unique Entity to them. These indexes store values associated with the data fields and are usually obtained from the document itself. These Indexes or fields can be of different types. Various types supported by OmniDocs Engine are: Data Class Types

Purpose

Integer

For storing integer values

Text

For storing text data. Maximum length is 255 characters

Float

For storing decimal data

Raw

For storing raw data

Date

For storing data in date format.

When a data class is associated with a document or folder it becomes an integral part of folder or Document Property. It can be assigned, modified and searched upon. For example, if we create a data class named employee containing Fields like Newgen OmniDocs 8.1 User Guide

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emp_id, emp_name, emp_doj etc. It can be associated with all the employees record and provide a quick way of searching on any fields. User can also provide a constraint on fields. Various field constraints supported are given below:

Unique

Mandatory only unique values can be supplied

providing this value is

for this field

compulsory

A sample Data Class is given below: Data Class Name: Employee FieldName Emp_id

Type

Constraint

Number Unique

Emp_Name Text Emp_Doj

Date


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Data Class Operations The various data class operations present in the OmniDocs are as follows:

Data Class Operations

Adding Data Class

Modifying Data Class

Deleting Data Class

2.8 Global Indexes Global Indexes are user-defined Indexes or fields that can be associated to any document across different Classes. User can define any field in the Data Class as a Global Index or Global Index can be defined separately. These global indexes are assigned with the documents through the OmniDocs Web. Global Indexes provide data field that can be searched for across the entire cabinet for retrieving documents of different data-classes. While creating global indexes, admin user can define picklist values and rights on them. These defined picklist values and rights are useful whenever these global indexes are used across multiple dataclasses.


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2.9 Keywords Keywords are the words that you would like to associate with a document, so that you can perform search on them. These keywords act as quick reference for the documents. Further, a same keyword can be associated with the same type of documents, making it feasible to search all of them in one go.

2.10 Alarms, Reminders & Notifications Alarms are alerts that are sent to Users to inform that a particular action has been performed and details about that operation. Alarms can be set on Folder or Document for specified Users and Groups. There are two types of Alarms as follows: - This alert is set by supervisor for System related operation. The single system level alarm supported by the system is for Document Added. - These are alerts set by any User for some operations. Various User level Alarms supported by System are


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User level Alarms supported by System Document Deleted

Expiry date on document is reached

Document Uploaded

Document Modified

Notes Added

Document Moved Document Renamed Document Shared Document Checked In Document Checked Out

Alarms can be either acknowledged or deleted by User. Alarms that are acknowledged by User will be generated again when the operation is performed again. Reminders are alerts based on Date and Time. Reminders can only be set on Documents. When user sets a Reminder on document for some specified Date and Time, Reminder will be generated for that document when the time elapses. It can be set for different users or groups in the System. User can send an immediate notification to the logged in user, any specific user, and to all users or to a group. These notifications are displayed to the user in the Alarms/Reminders screen. Newgen OmniDocs 8.1 User Guide

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2.11 Audit Log Audit Log is an account of the operations that are performed on the specified object (viz. cabinet, folder or document) by any of the members of the cabinet. There are three types of logs:

LOGS

1. Audit Log

2. Selective

3. Purge Audit

Logging

Log

Audit Log Log can be generated for all operations; some user actions in the system can be Login and Logout, adding a Folder, changing Folder Properties, Uploading documents, etc. This log is very useful for administrative purposes for monitoring User activities. OmniDocs provides various enhancement features of Audit Trail that helps the OmniDocs Administrator select a user action for which the an audit trail can be generated. “Audit Log Old Value New Value” feature enables an administrator (member of

supervisor group) to see the Audit Log with old value and the new modified value of the actions performed on the specified element. This functionality has been provided in the Admin module only. OmniDocs provides a build up Audit log feature, in which the IP address of logged in user’s machine will also be captured along with ot her information. This can later help

in tracking if some mal practice is done.


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Selective Logging The selective action logging is an enhancement made to the Audit Trail feature of the OmniDocs. Unlike the earlier versions of OmniDocs, the Audit Trail with selective action logging feature does not log all OmniDocs user actions regardless of the needs of the OmniDocs Administrator. The OmniDocs Administration consists of the Audit Preference feature that enables the OmniDocs Administrator to select a user action from the list of Audit Actions for a specific Audit Category for which the OmniDocs Administrator needs to generate an audit log. The OmniDocs Administrator needs the log for performing an audit. The OmniDocs Administrator may select all the audit categories to select all the user actions available, select a specific category to select all users actions in that category, or select a specific action in that category.

Purge Audit Log The selective action-purging enhancement made to Audit Trail feature provided in the OmniDocs enables the OmniDocs Administrator to select or purge an action from a specific category between ranges of dates. The OmniDocs Administrator specifies the range of dates in the Date Range pane for which the OmniDocs Administrator needs to generate an audit log. The OmniDocs Administrator can select a category to generate audit log for all actions in that category or for a specific action in that category. In earlier versions of the OmniDocs DMS, the OmniDocs Administrator was able to specify only the range of dates between which all audit logs of all user actions regardless of categories and the need of the OmniDocs Administrator was selected.

Export of Audit Log The export of Audit Log is an enhancement made to Audit Trail in OmniDocs that enables you to transfer Audit Log data to an excel file. This process of transfer of Audit Log data is known as export of Audit Log. Newgen OmniDocs 8.1 User Guide

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2.12 Image Server Image Server handles the Storage and Retrieval of documents in WAN environment. It stores documents using File System and maintains information about these documents in database. Image Server has two essential components viz.



Image Cabinet – This is the database component of Image Server. It maintains information of all documents stored in Image Server. This information includes location and size of document and other attributes relevant to mapping to actual document on File System.



Storage Management Server (SMS) – This component provides the actual physical storage for the documents.

Image Server provides a client interface for communicating with Image Cabinet and SMS. Image Server consists of 3 basic building blocks. These building blocks are:

Site


Volume

VolBlock

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2.12.1 Basic terms used in Image Server 2.12.1.1 Image Cabinet This is the database component of Image Server. It maintains information of all documents stored in Image Server. This information includes location, size of document and other attributes relevant to mapping of document on File System. The Image Cabinet is part of cabinet which is build by selecting "Both" option at the time of creating cabinet. 2.12.1.2 SMS SMS is the Storage Management Server, which listens for requests from Image Server client and consequently performs document addition or retrieval or any other operation on request. You can connect any storage device to your system and register it with SMS. Subsequently, you can access the storage system as and when required through SMS. 2.12.1.3 Site A Site represents a SMS. Sites are at the first level of hierarchy of the Storage System. It stores the information on Volumes. The user can have multiple Sites associated with one cabinet. Each site corresponds to the SMS running on that location. The user has to register a site through the Web Administration. A Site is identified by two attributes namely, SMS IP and SMS Port. The IP of the Server is where the SMS is running and the Port on which it is listening. A Site serves as a repository for Volumes each consisting of multiple volBlocks. Site name serves as a logical name for identifying Sites. Newgen OmniDocs 8.1 provides support for Amazon S3 and Hitachi Content Platform (HCP) as storage media, that is, extended support for storage media is provided through integration with Amazon S3 and HCP media storage. Client can use Amazon S3 and HCP for storage of documents and other data.


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2.12.1.4 Volume This Image Archive at a particular location is divided into storage units called Volumes. A Volume is a logical unit, which can have multiple VolBlocks. Image storage at a particular Site is divided into logical storage units called Image Volumes; fundamentally volume and image volume are same. An Image Volume is used to Group several Image Volume Blocks where each Image Volume Block corresponds to a document data file, which is a Group of one or more document files concatenated. There is no limit on the physical storage occupied by an Image Volume. Every Volume has a default Volume path, which is a label on SMS, which corresponds to a physical location on SMS. 2.12.1.5 Volume Block Volume Blocks provide the actual physical storage for the documents stored in an Image Volume. Image Server for a Volume Block (Image Volume Block) allocates no actual physical space at the time of creation; the space is allocated as and when required. The size of Image Volume Block is specified at the time of Volume Creation. This size refers to the maximum size of the document data file that will be created corresponding to each VolBlock in this Volume. Documents are added serially in the document data file until the maximum size is reached. A new VolBlock is created for the next document to be added after the maximum size is reached. This VolBlock size is flexible and can be modified after Volume creation also. If a document larger in size than the max VolBlock size is added. This file is dumped completely in the current Volume block and a new one is created for next document" with "If a document larger in size than the max VolBlock size then size of volBlock is extended to dump bigger size file and a new volBlock is created for next document. The concatenated string of Site ID, Volume ID, and VolBlock ID in base 36 notations and prefixed by PN forms the name of a document data file in which data of the volBlock is stored. This PN file provides the actual physical storage of documents. These files contain actual document together with Image Cabinet recovery information as headers.


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The Relationship between all Image Server components is shown below:


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2.12.1.6 Label A Label basically represents the physical path where the data files corresponding to volblocks will be stored. Storage on any Site is broken among multiple labels, for better performance. 2.12.1.7 VolBlockPath It represents the path of the actual data file on the SMS, corresponding to a volBlock. It is stored in the format SMS: LabelName here LabelName is the Label in which the volBlock is added.


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CHAPTER 3 - Key Functionalities of OmniDocs 3.1 Folder Operations 3.1.1

Adding Folders / Sub-Folders

A folder is used to store and logically classify the documents. The user needs to select the Cabinet name in which the folder is to be created. Database is referred to as a Cabinet in OmniDocs. The user needs to give information about the new folder that is to be added in the cabinet. The information includes the folder name and the owner name that is creating the folder. The maximum length of the folder name supported is 255 characters. The folder can also be assigned a different name for reference during the creation process. At the time of creating the folder, the user can also specify the access permission for the folder, such as Shared / Private / Inherit.

3.1.2 

Viewing Folder Properties The folder properties allow the user to change the general folder properties, such as folder name and the owner name. Only the owner of the folder has the permission to change the owner name that has created the folder.



If the folder path is too long then complete folder path will be shown in tooltip.



When any folder is opened from the folder tree that folder will be highlighted in bold to show which folder is open.



Net count of the documents in a folder can be determined - Open any folder and click on the link “ get total no of docs” to check the net count of the

documents. Also in case of folder search, select any folder from folder list and click on link “get total no of docs” to see the count of total documents.

3.1.3

Moving / Copying Folder

The user needs to select the cabinet in which the operation is to be carried out. It is the process of moving or copying the selected folder in another selected folder. The folder is not allowed to be moved or copied if some checked out document is present in the folder or in any of the sub folder. The folder is also not allowed to be moved or copied if any document present inside it is locked. The user should have the Delete rights on the source folder and Write rights on the target folder. The folders having keywords and data classes are moved as it is with Newgen OmniDocs 8.1 User Guide

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all these features intact to the folder. The user needs to rename the folder that is to be moved if the folder with the same name already exists in the destination folder. The user can either move or copy multiple folders at a time to the destination folder. Moreover one can now search the destination folder where we want to move/copy a particular folder. User can move and copy folder from one location to another. To perform this, user need to specify the destination folder where he/she wants to move/copy them. User can search for the destination folder based on different search criteria, and can also search sub-folders such that search is made through all leve ls of folders and not only root-level folders. Also support of advance search is provided while searching for destination folder. Advance search provide the complete folder search capability of OmniDocs.

3.1.4

Searching Folder

Newgen OmniDocs allows the user to search for folders within the cabinet based on certain criterion. Wild card search is allowed on Name, Owner name, and IndexValue for data fields. Index values are unique values that stores the values as specified by the user so that the search can be performed. Search results can be sorted in ascending or descending order on folder name, index etc. The result of the search is returned in batches and the maximum numbers of search records are stored. After the search is complete, the data such as number of records that fulfill the search criterion irrespective of rights on individual folders is retrieved and displayed. The creation time, expiry time, access time, and the revised date time of the folder are displayed. In addition, during the search operation of the folder, the access type of the folder is also displayed. Blank Search is restricted in the OmniDocs because if user will perform a blank search it will search in huge data which could make search very slow. Hence, blank search restriction is put on OmniDocs. The user can perform the following different types of searches in OmniDocs: Newgen OmniDocs 8.1 User Guide

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

General Search: It is used to search the folder on the basis of the Folder Name and Owner.



Date-based Search: It assists the user to search for folders which were accessed, created, or modified by any user within a specified time.



Data Class Search: It can be used to search the folder on the basis of the Document or Data Class associated with the folder.

Search folder is provided both in OmniDocs admin and client web interface.

3.1.5

Sharing Folder

Every operation on an object requires the user to have a particular right on it. The owner/administrator can define rights on folders. The user can assign rights to other users and group on the folders that are created by him. He can assign rights on folders on which he has the right to do so by the administrator. These sharing rights can be assigned by invoking the Folder properties. The three different sharing rights assigned to the owner are Private, Shared, and Inherited. In the Private sharing rights, the documents will be visible only to the owner or to the supervisor. In the Shared rights, five more sharing rights can be assigned by the owner to other users. These sharing rights are Read, Create, Modify, Delete Annotate and Advanced. Advanced right is further categorized into two more sharing rights as Copy and Print. Read Only right is assigned, if you want the member to view the contents of the folder and download them. Create right is assigned, if you want the member to create subfolders in the folder or add documents in the folder. Modify right is assigned, if you want the member to be able to change the properties of the folder. Delete right is assigned, if you want the member to be able to delete the folder, or move contents of the folder. If Annotate rights are given to a member on a folder and some documents in the folder have Inherited access type then the member gets Annotate rights on the document implicitly. Advanced right is assigned, if you want the member to download and print the document.


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3.1.6

Setting Alarm

An alarm is a notification that is flashed / emailed to the selected users on the occurrence of the specified event. You need to select the members that will receive the alarm on the occurrence of that event. The alarm will be triggered and would appear in the selected member’s screen. In addition, all the members will also

receive an email notification about the particular action. This feature is used to keep the team members updated with the changes being made in the document. User can use the Inform mode for the alarm. Inform mode is the way by which the user is informed when the alarm is generated. Presently there are two types of Inform modes – Mail and Popup. The user who is setting the alarm and the user for whom the alarm is set should have the Read rights on the document. A warning message is returned to the user who has set the alarm when any alarm fails Whenever an event related to a folder occurs like when a folder is added, moved, deleted, and renamed, the selected user(s) get an email notification.

3.1.7 Viewing Audit Log Audit log is an account of the operations that are performed on the specified folder or the sub folder by any member of the cabinet. This is an application specific operation and can also be performed by group of users. The viewing audit log operation is associated to the data class. The audit logs generated are encapsulated into major categories and are assigned unique IDs to store the different types of logs.

Audit log feature facilitates answers for 4 W’s including Who did What, When and

from Which system. Providing detailed information in audit trails, that is, Which User performed What action, When (both Date and Time) and from Which system (with client machine IP address), OmniDocs helps tracking unauthorized users. The following error messages are noticed in the following situations while performing Viewing Audit Log operation: 1. When the cabinet is locked for some administrative purposes. 2. When the user who tries to generate the audit log is expired.


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3.1.8 Exporting Audit Log The export of Audit Log is an enhancement made to Audit Trail in OmniDocs that enables the user to transfer Audit Log data to an excel file. This process of transfer of Audit Log data is known as export of Audit Log.

3.1.9

Deleting Folder

The folder selected for deletion is first moved in the Trash folder. In case, if the user has mistakenly removed the folder then it can be retrieved from the Trash folder. For confirm deletion of the folder, remove the folder form the Trash folder. But, if the shortcut for the documents in the folder or in sub folders exists, then the ReferenceFlag can be used to avoid deletion of the folder. Reference Flag specifies whether to delete the folder, when the references exist for the documents within that folder or any of its sub folders. Similarly, if some documents in the folder or in the sub folder are locked or checked out, then in such a case those folders or sub folders are also not allowed to delete. The user can delete multiple folders at a time. While deleting a folder, all the references attached to the folder are also deleted.

3.2 Document Operations 3.2.1 Adding Documents Adding document operation implies addition of documents in the connected cabinet within the selected folder. Data definitions and keywords can be associated at the time of addition of the document. Keywords are associated because these are helpful while searching the document. The user can attach multiple keywords to the single document. The user can add an image as well as a non-image document in the cabinet. Image document to be added is in the form of .tiff format while the non-image document to be added is in the form of .txt, .doc, or .pdf format. The image documents that are present in the .bmp, .jpg, .gif and .tiff formats are uploaded directly. The user can add a document of no size as well as the large size files ranging 1-1.5 GB size. The name of the document should not exceed 255 characters. It should also not include special characters that are not permissible in the name of the document. Newgen OmniDocs 8.1 User Guide

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Moreover, if user wants to use some pre-defined names for all the documents being uploaded to system then pick list support can be provided. While adding a document, the “Document Name Picklist” feature allows user to select a name for document

from picklist that constitutes of some pre-defined frequently used values for document name. Whether to use a pick list to pick names for document(s) or not is configurable. Also values of document name pick list can be made configurable by slight customization while implementation phase. WebScan feature allows user to scan a document while uploading a document. Document will be scanned as per pre-defined scanning configuration. If user does not use any scanning configuration then default scanning configuration is used. Whenever the document is added, it should not be added in the locked folder. “Upload Multiple Document” feature allows user to upload multiple documents in a

single browse. Admin user can configure the maximum number of documents that can be uploaded in a single browse. All the documents will be uploaded in a folder selected at the time of uploading documents. Moreover, user can associate dataclass with the uploaded documents such that same dataclass will be associated with all documents uploaded.

3.2.2 Viewing Document Properties The document property allows the user to change the general document properties, such as document name, keywords, and the owner. The owner name is changed only if the user is the owner of the document. The user is also allowed to associate data class to a particular document and specify value to the fields. These fields will serve as additional application specific information to the document.

3.2.3 Move / Copy Document It is the process of moving or copying the selected document in the selected folder within your cabinet. While copying or moving the document in the selected folder, the user can also specify whether the data class information associated with the document has to be copied or not in the destination folder.


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The user can move the selected document to the desired destination folder if the user has the Delete rights on the source folder and Write rights on the destination folder. The user needs to have the Write rights and not the Modify rights to move the document with data classes from the source folder to the destination folder. The user can move multiple documents at a time from one folder to another folder. The user will not be able to move the document if some another document with the same name already exists in the target folder. Moreover we can search the destination folder where we have to move/copy the document. User can move and copy document from one location to another. To perform this, user need to specify the destination folder where he / she wants to move / copy them. User can search for the destination folder based on different search criteria, and can also search sub-folders such that search is made through all levels of folders and not only root-level folders. Also support of advance search is provided while searching for destination folder. Advance search provide the complete folder search capability of OmniDocs.

3.2.4 Searching Document Search for Documents provided by OmniDocs is a very robust search that allows the user to define the search criteria to be as exact as the user wish. It allows the user to search documents within the selected folder or sub folder. Wild card search is allowed on Name, Keyword, Owner name, and Index Value for data fields and Global Indexes and extracted text. Search can also be extended to the data associated with the document. Search results can be sorted in ascending or descending order of Document name, Revised date, and Time. Search results are returned in batches and the maximum number of records that fulfill the search criterion irrespective of rights on individual documents are returned. In the Professional and Enterprise Editions, OmniDocs supports Full Text search on documents. The three different types of search in OmniDocs are: Newgen OmniDocs 8.1 User Guide

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1. Full Text Search allows the user to search documents based on presence of a particular text in the document / Action Item. 2. Intelligent Default Search is the default search. This is a Wild Card search where all the words are ANDed and then searched. Moreover for each word in the search, a Wild Card search is made (except the text in quotes), and then the results are ANDed. 3. Advanced Search is a conditional search for which the query entered by you is sent for search as it is. The system doesn't modify / enhance your query in any way. This search is meant for advanced users who can comfortably compose Full-Text search queries.

3.2.5 Sharing Document Every operation on an object requires the user to have a particular right on it. The owner can define rights on documents. The user can assign rights to other users and group on the folders that are created by him. He can assign rights on documents on which he has the right to do so by the administrator. The three different sharing rights assigned to the owner are Private, Shared, and Inherited. In the Private sharing rights, the documents will be visible only to the owner or to the supervisor. Shared rights imply that the document is visible to users and groups that are selected by the owner. In the Shared rights, five more sharing rights can be assigned by the owner to other users. These sharing rights are Read, Annotate, Modify, Delete, and Advanced. Advanced right is further categorized into two more sharing rights as Copy and Print. In Inherited rights, the respective document inherits the rights assigned to its parent.

3.2.6 Check-In / Check-Out Document For changing the document image of any document present in the folder, the document needs to be checked out. The user can check out any document and can save it on the hard disk. During the period that a document is checked out, it cannot be modified i.e., it exists in the cabinet as a "Read Only" copy. At the check in time, the user can save the new file and can save it as a version of the checked out document. The user who has checked out the document can only modify the document property. Other users can modify the document property only after the document is checked in. User can also create the information about the carry forwarding of annotations when new version is created. Newgen OmniDocs 8.1 User Guide

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During the Check in process only the document image is changed, whereas the information, such as data class, annotations, notes, and document properties remain unchanged. In case, the user wishes to keep the same document image after Check out, there is an option of Undo check out, which enables the user to retain back the same document image. The file types having the extension as .gif, .bmp, .pcx, and .dcx can be checked in directly.

3.2.7

Posting Document

The user can post documents to other users of the Cabinets. Posting of document implies posting documents from one user of the Cabinet to the other user of the Cabinet. If a data class is associated with the document to be posted and the logged in user does not have Read rights on the data class, then the document is copied to the target’s user inbox without the data class, otherwise it is moved with the data

class. Posting of the document can be done by the Supervisor or the Owner of the document.

3.2.8 Duplicate Document Sometimes the user may need to modify the document without tampering the original document. For this purpose, you need to create a duplicate copy of the selected document. The duplicate copy is a copy of the original document and is created in the same folder. A document is duplicated when different users need to work on different copies of the same document.

3.2.9

Linking Document

It implies linking related documents together, which is required for quick referencing. It allows you to club the related documents pertaining to a particular task in the connected cabinet. This operation is used to link document with multiple documents in the system. This ensures that your decision making is a well informed one. The user can also view the document even if it is checked out by some other user. An application of this feature may be visualized in the case of a loan application. Each application would have a number of documents associated with it. Typically, Newgen OmniDocs 8.1 User Guide

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each application would come with a bank statement, a proof of residence, a physical verification report, etc. Store these documents as per your organizational classification strategy and then link them. Now when you need to review this application, select the application and click at links. The entire associated document would be brought up for you.

3.2.10 Creating Versions Documents Versions allow the user to keep track of the document changes through its various stages of processing. Any version of the document may be viewed, downloaded, worked on, and uploaded again as the subsequent versions. In the Document List always the latest version of the document will be displayed to the user. Older Versions of the documents do not have any thumbnails associated with them as thumbnails are only generated for the latest version of the document. To add a new version to the list, you need to check out the older version and then check in the new version of the document. Each version of the document has a comment associated with it which is entered by the user who Checks In the new version of the document. This is a very powerful feature to keep track and baseline your work.

3.2.11 Viewing Audit Log Audit log is an account of the operations that are performed on the specified document by any member of the cabinet. This is an application specific operation and can also be performed by different group of users. The audit logs generated are encapsulated into major categories and are assigned unique IDs to store different types of operation logs. Audit log feature facilitates answers for 4 W’s including Who did What, When and from Which system. Providing detailed information in audit trails, that is, Which User performed What action, When (both Date and Time) and from Which system (with client machine IP Address), OmniDocs helps tracking unauthorized users.


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3.2.12 Setting Alarm An alarm is a notification that is flashed/emailed to the selected users on the occurrence of the specified event. The user needs to select members that will receive the alarm on the occurrence of the event. An alarm is of assistance to you in keeping a track of the actions being performed on your document by the members of the cabinet. Alarms further help you in tracking the operations on your documents. The alarm will be triggered and would appear in the selected member’s screen. In

addition, all the members will also receive an email notification about the particular action. This feature is used to keep the team members updated with the changes being made in the document. The user can set different alarms for the same operation that is generated at different instance of time. Though an Alarm does not affect the execution of the operation, it would notify you when the event has occurred. It would also notify you on the identity of the person who has performed the triggering operation.

3.2.13 Downloading Document The user can download the selected document and can save it on the local hard drive. A user cannot download ActionItem documents. Blank documents of size zero KB are also not allowed to be downloaded.

3.2.14 Deleting Document The document selected for deletion is first moved in the Trash folder. In case, if the user has mistakenly removed the document then it can be retrieved from the Trash folder. For confirm deletion of the document, remove the document form the Trash folder. A user can delete more than one document at a time.

3.2.15 Thumbnail Thumbnail view is the small impression / preview of the document as an icon, along with the name of the documents. Thumbnail view is preferred to show multiple pages at a time without taking up much time to load the Web page. The user cannot see the complete details of the image but can get an idea about the content of the graphics.


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Admin user can configure the size (dimensions) of thumbnail in configuration file. On viewing thumbnail view for multiple page document, thumbnail of all pages is displayed in the left pane. Only image type documents (.tiff, .jpeg, etc.) are supported for thumbnail view.

3.2.16 Forwarding a Document Newgen OmniDocs 8.1 provides facility of forwarding multiple documents in a single mail. That is, a user can select multiple documents and by using Forward option user can forward them. While forwarding a document, support is given to forward a selected page range in case of a multiple page TIFF document. Newgen OmniDocs 8.1 facilitates “Multiple Document Forward” feature to let users send multiple documents as attachment in mail to one or multiple users. Admin user can configure the maximum size and number of documents that can be attached with the mail in configuration file. If attached documents size increases the maximum size allowed or number of documents increases the maximum documents allowed, then it will generate a proper alert message.

3.3 Data Class Operations 3.3.1

Adding Data Class

To add a data class to the folder or to the document, the user need to login in the Administration application mode. Newgen OmniDocs provides the concept of userdefined indexing and meta-data association with documents and folders. Data Definitions are set of Indexes that can be associated with the document or folder by providing the unique entity to them. These indexes store the values provided so that the user can perform search operation. While adding the data class the user also needs to associate at least one data field to it. In order to associate a data field to the data class, user needs to login in the Desktop application mode. The data field can be of different types. The user can


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associate field types of integer, date, float, long, and text. The size of all these data fields varies as per the selected data field. The user can set the constraint for the data field as Mandatory or Unique. Newgen OmniDocs also provides DataClass field re-ordering that is, the admin user can modify the order of dataclass fields according to ease of use. This will help in cases when there are large numbers of dataclass fields and user wants to give priority to some fields over others.

3.3.2

Modifying Data Class

The user can modify the data class or set it to blank if it is not mandatory. To perform these operations, the user need to login in to the Desktop application mode. The user can select the field type and can accordingly update the type of the data field. The user can also change the name of the data class that is associated with the folder, which in turn would be reflected in the folder. Newgen OmniDocs 8.1 is enhanced to give rights on pick list values of dataClass field values. Formerly the user could give rights on dataClass and dataClass fields only but now user can further give rights on the field values of dataClass.

Admin User can assign rights to any user, group, or role on all picklist values of dataClass field or on one picklist value of dataClass field. As per the rights assigned on dataClass field value, user will be able to view folders / documents in web module of OmniDocs.

Admin user can set the order of dataClass fields after adding them as per his/her requirement. By-default dataClass fields appear in the order in which they are created. In case, the dataClass has many fields then it becomes difficult to search for some particular field. Using this feature, Admin user can set the order of dataClass fields.


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3.3.3

Deleting Data Class

The user can delete one data class at a time. The data class cannot be deleted if it is associated either to the document or to the folder.

3.4 3.4.1

User Operations Adding User

It is used to add a new user to the system. The user account is created for a fixed duration of time and should be expired once the specified duration is finished. The user password can have two consecutive same letters, should be alphanumeric also the password is configurable through password policy.

3.4.2 Deleting User It is used to delete a user from the system. Admin User can delete a user from OmniDocs and can transfer its ownership to some other existing user. In case the ownership is transferred to a new owner, then it could be a user, group or role. On deleting a user from OmniDocs, information get stored in database that which user is deleted and to whom the ownership has been transferred. On executing the scheduler, it fetches information from the database, transfers ownership to new owner, and then deletes the user.

3.5 3.5.1

Group Operations Adding Group

It is used a new user group to the system. User must have the privileges to add group in the system

3.5.2

Modify Group

User can modify any existing group. User can modify group name, its owner and privileges etc. User must have the privilege to modify group in the system.

3.5.3

Delete Group

User can delete any existing group. User will be asked to confirm before deleting it. User must have the privileges to delete group in the system. Newgen OmniDocs 8.1 User Guide

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3.6 Image Server Operations 3.6.1 Adding Site It is used to add documents on a system location where SMS is running. The user can create a site only when the cabinet exists and once created it should be associated with a volume. The user needs to assign a unique site address and the port number to each newly-created site. The user also needs to create a label while creating a new site. A default volume is associated with every cabinet which is created in OmniDocs. While creating volume, a site is to be associated with the volume. Site is created in SMS (Storage Management Server) where documents are actually stored in the form of PN files. Newgen OmniDocs 8.1 now supports creation of site in “Amazon S3 Server” and “Hitachi Content Platform” (HCP). In Newgen OmniDocs 8.1, Admin User has three different options: 

“ Add SMS Site” to add site to local SMS Server



“ Add AmazonS3 Site” to add site to Amazon S3 Server



“ Add HCP Site” to add site to HCP Server

Note While adding site to Amazon S3 Server, user need to provide the Access Key and Secret Key along with Site Name to connect with the Amazon S3 Server. Here, Access Key is mapped to User Name and Secret Key is mapped to password.

Note While adding site to HCP Server, user need to provide the Namespace, User Name and Password along with Site Name to connect to HCP Server.

3.6.2 Registering Site It is used to register a new Site with the Image Server. The following error messages are noticed in the following situations while performing Registering Site operation: I.

Invalid characters +,^,%,#,@,!,_,|,&,*,<,>,",?,\ in Site name.


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II.

Please enter valid IP address.

III.

Value entered is out of range.

3.6.3 Recovering Site It is used to recover the Site information in the database if it is accidentally deleted.

3.6.4

Adding Volume

It is used to add a storage location in the form of a logical unit to the site. After the process of adding a volume, user can modify the properties of volume and can add a new replica site for this volume and can delete some old existing replica site for this volume. While adding new volumes to the system, Admin user can apply encryption on them. The encryption algorithm used for encrypting volumes is “AES-128” and is not

modifiable. After applying encryption on volumes, it cannot be changed such that while adding a new volume if encryption flag is set to True, then user cannot modify it. Similarly, while adding a new volume if encryption flag is set to False, then in this case also user cannot modify it later. Admin User can configure whether to show checkbox to set encryption flag in UI or not. By setting “

” in

file, the checkbox to set

encryption flag appears in the UI. In case, admin user does not set this value, then the checkbox to set encryption flag will not appear in the UI.

3.6.5

Replicate Volume

It is used to replicate the documents belonging to a volume on the specified site.

3.6.6

Compact Volume

It is used to compact the specified volume. This operation will remove all the documents that have been marked for deletion.

3.6.7

Create Volume Block

It is used to create a new Volume Block for the specified volume at the given Site.


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3.6.8 Compact Volume Block It is used to compact the specified volume block. This operation will remove all the documents that have been marked for deletion from the specified volume block.

3.6.9 Recover Volume Block It is used to recover all the information from the header that is stored in the PN file. This feature is used when the PN file is present but its information from the image cabinet is lost.

3.6.10 Move Volume Block It is used to move a Volume Block to some other path. This operation will move all the data present in a given Volume Block to some new path.

3.6.11 Change Default Volume Path It is used to change the default volume path for a Volume at the specified Site.

3.6.12 Rename Volume It is used to rename the already existing Volume.

3.6.13 Change Volume Block Size It is used to change the size of the Volume Block for the specified Volume. The size of the Volume Block can only be increased and it cannot be decreased.

3.6.14 Change Replica Type It is used to change the replicate type for a Volume. For a Volume with replicate type ‘L’, replicate type can be changed only after it has been successfully replicated at all

the Sites.

3.6.15 Delete Volume Replica It is used to delete the replica of a Volume on the specified Site. It is necessary that before the actual deletion of the Volume, all its replicas must be deleted.

3.7 Reports Management System The following types of reports are generated in OmniDocs:

1. Cabinet Summary Report OmniDocs Cabinet Summary Report provides the summary of entire cabinet. It provides the information about the total number of documents, folders, users, groups, data-classes, global indexes etc. Newgen OmniDocs 8.1 User Guide

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2. Document Creation Report This report provides the total number of documents created along with the folder name in which they have been added and during the time period in which they were created.

3. Folder Creation Report This report provides the total number of folders created along with its sub-folders and the time of their creation.

4. Document Data Report This report provides the user with detail report about the document. User can search a document at the cabinet or folder level. User can also generate the document reports with the data-class criteria.

5. Folder Data Report This report provides the user with detail report about the folder. User can search a folder using Select Folder . User can also generate the folder reports with the dataclass criteria.

6. General Report This report gives the description about the document and folders. It provides with various options like Look In to locate documents or folders either at cabinet level or folder level. Use the Date Range to search within a specified time. Now get the report either on Documents or Folders based on the selection. Further criteria of Dataclass and fields can be associated with the report.

7. Document Creation Summary Report


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This report provides the total number of documents created along with folder name in which documents are added up to the folder expansion level and can be selected in particular time duration.

8. Folder Creation Summary Report This report provides the total number of folders created along with folder name and in the specified time.

9. Document Data Summary Report This report provides the option to select the Look In the cabinet or folder level. User can also generate the document data summary report with the data-class criteria.

10. Folder Data Summary Report This report provides the option to select the Look In the cabinet or folder level. User can also generate the folder data summary report with the data-class criteria.

11. User Login Info Report This report provides the information about the users who have logged in the specified date range.

12. Folder ACL Report This is the report of rights on folders.

13. Document without Data Definition Report This report generates the report of total number of documents in a folder that have no data class associated with them.

14. User Document Report Newgen OmniDocs 8.1 User Guide

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This generates the report of number of documents added by each user within a folder.

15. Folder Data Field Report This enables the user to generate the folder data report. It provides option to select the folder in which to look-in. Also, there is an option to select the data class if you want to generate the report of folders on which any particular data class is associated.

16. Maker Checker Report Reports of Maker checker functionality for dual authorization in user group operation.

17. Group Privilege Report Group Privilege Report will generate the Report of group with assigned privileges between the specified Date range.

18. User Listing Report User Listing Report will generate the Report of users that has been created between the specified Date range and Selected Group.

19. Dormant User Report Dormant User Report will generate the Report of users that has not login into OmniDocs between the specified Date range and Selected Group.

20. Failed Login Attempt Failed Login Attempt Report will generate the Report of users that has been failed while login into OmniDocs between the specified Date range and Selected Group


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3.8 Password Policy Manager This feature provides the facility to Admin user to configure adding user passwords. Using strong password policy mechanism, Admin user can configure the password policy such that while adding user passwords it must be in compliance with this policy. User passwords can be configured in many ways using various options provided in the Password Policy Manager. Password Policy Manager Window displays various parameters on which a user can set the password. They are as follows: 1. Minimum Password Length The minimum number of characters can be set for the password. User needs to enter the password equal to or greater than this length. The password length can be set by Admin member only. 2. Minimum Number of Special Characters Minimum number of special characters that the user must use while entering password is configurable. This operation can be done by admin member only. 3. Maximum Number of Login Attempts The number of attempts that can be made by the user for successful login is configurable. Once that count reaches user gets locked. This login attempt count can be set by admin member only. 4. Password History Count It is configurable that how many previous passwords user cannot use while setting the new password. This operation can be done by admin member only. 5. Allow Repeated Characters Repetition of characters can be enabled or disabled by selecting Yes or No respectively. 6. Change Password on First time Login It is mandatory for user to change password as he logins for the first time. He would not be able to login into OmniDocs unless he changes his password. 7. Support for Repeated Character Allows the repetition of character in the password.


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8. Password Expiry Notification Notifies user for password expiry through the mail along with the alerts in UI. When password of the user gets expired, he will not be able to login unless he changes his password. When user changes his password on or before password expiry date, its new password expiry time set will be as many days ahead of current date time as the number of days assigned for expiry earlier for the user. 9. Forgot Password When user click on forgot password link to get a new password, a link through mail is sent to registered email id to change the password. Accordingly, the user will set his new password by clicking the sent link. 10. Password Algorithm The Password algorithm can be defined in the password policy manager. 11. Number Of Days After Which User Account Expires If the User does not log in to the system for number of days, for this the Number of days after which user account expires can be defined. 12. Lower Case Character Count Admin user can configure the minimum number of characters in the lower case to be entered while adding a user password. 13. Upper Case Character Count Admin user can configure the minimum number of characters in the upper case to be entered while adding a user password. 14. Minimum Numeric Count Admin user can configure the minimum number of numeric characters to be entered while adding a user password.


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3.9 Owner Inheritance Policy This feature enables the Ownership of the folders, subfolders and the documents to be set. An owner inheritance policy is set to enable this feature. 1. Owner Inheritance at Cabinet Level 2. Owner Inheritance at Folder Level 3. Owner Inheritance at Document level NOTE: To learn in detail about Owner Inheritance Policy refer to Chapter 3 of OmniDocs Server Reference Manual

3.10 Maker Checker Feature Maker-checker (or Maker and Checker) is one of the central principles of authorization in the Information Systems of financial organizations. In Maker and Checker feature for each transaction, there must be at least two individuals necessary for its completion. While one individual may create a transaction, the other individual should be involved in confirmation or authorization of the same. Here the segregation of duties plays an important role. In this way, strict control is kept over system software and data thus bringing OmniDocs Administrative operations under the preview of Dual-Authorization i.e. Maker-Checker so as to strengthen the security of DMS.

3.11 OmniProcess OmniProcess is used in case of distributed scanning and centralized processing of files wherein files constitutes documents for a business object like credit card application, Loan, Insurance Policy etc. The documents of a file are uploaded through OmniScan in the first-look folder of a branch or a user and then checker accepts/rejects a file by updating the file status and accepted files are then available for access. It provides a maker-checker scenario that allows creation of file, uploaded through OmniScan with minimal indexing by the maker and QC, verification and processing by the checker. Newgen OmniDocs 8.1 User Guide

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OmniProcess handles multi-user environment for processing file and provides form based indexing support. While processing a file, all the data and images for each transaction are displayed to processing users. OmniProcess provides the user with features, such as searching, processing and viewing the documents of a transaction. Users can also set their preferences like dataclass indexes to be displayed in the search result list and they can also specify the values for dataclass fields in form of pick list. It also supports configuration of destination folder path for filing. It is mainly used in case of structured documents and reports can also be generated on status of file for a specified duration.

3.11.1 Features of OmniProcess  

Access/search based on dataclass. Users can set their preferences like dataclass indexes to be displayed in the search result list.



Support for administrator defined pick list in data class fields.



If an instrument is in use, no other user can use that instrument unless the instrument gets free from the first user.

3.11.2 Configuring OmniProcess Use – Case Let’s take an example of a bank having 5 branches viz. Chennai, Mumbai, Kolkata,

Delhi and Bangalore branch. Further there are three types of files viz. Account Opening, Credit card and Loan. Operator scans the loan related documents and uploads into the f irst-look folder


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Step 1 - Configuring folder structure in OmniDocs i.

Branch wise folder name can be defined i.e. a. Chennai b. Mumbai c. …

ii. Under the Branch folder, processes folders can be made as a. Account Opening b. Credit Card c. Home Loan iii. Under Processes like “Account Opening”, the folders for status or stages can be defined like a. New b. Accepted c. Rejected iv. After scanning, the new loan applications will come under New Folder of that particular branch and process. E.g. folders can be created on the basis of Newgen OmniDocs 8.1 User Guide

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Account No i.e. “AC00001”or Credit Card No i.e. “CC000001” or Home Loan

No i.e. HL9632117 for each customer Step 2 – Data Class Definition For each File, a data class is defined in the cabinet. For example: 

Customer Account Info.



Credit Card



Home Loan

Can be defined from OmniDocs Admin Step 3 – User/Group and Access Rights Definition Branch wise group can be defined from OmniDocs Admin Users are defined under that branch group Each Group is given rights on Branch folder for access / filing purpose Branch wise group is given rights on each data class

Step 4 – Define Data Class Pick list for File Status & Branches Implementer will define Pick list for File Status for each file & Branch Info. E.g. For each File type, Status can be New, Accepted, Rejected Similarly, Branch info of all branches is entered

Step 5 – Destination Path Configuration Implementer will define the destination path corresponding to the above FileStatuses.

Cabinet /$Branch_Name$/$DataClass/$Status$/ This would correspond to Cabinet/Chennai/AccountOpening/Accepted/

Desktop Configurator OmniDocs has a very rich GUI Tailoring configurability support. Apart from configuring system for new usage by configuring indexes, classification hierarchies,


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access permission, user-groups, user screen can also be quickly configured for following aspects: Desktop Configurator

Folder tree

Desktop

Search

Tools

Settings

configuration

configuration

Change

Tab

Logo

configuration

Reports

In Folder Tree configuration, administrator can set the preferences for the document list that is displayed for repository view. The preferences include, batch size that allow an optimum utilization of the display area of your desktop, sort order which allows the list to be sorted in ascending or descending order, sort on allows the configurability to be set for the field on which sorting is to be performed. Moreover the column headers for the list can also be decided by checking the corresponding check boxes. Using change logo option, the Logo visible at the top on the right side of the user window can be replaced by the administrator by uploading a new image file. Using tab configuration option, administrator can set the default tab and a configuration under the selected tab to be opened when the user logs into the web desktop Using search configuration option, administrator can configure search criteria in accordance with the requirement. In addition to system defined searches viz. Document Search, Folder Search and Full Text Search, administrator can add new search configurations on both folder and document. Rights can also be assigned to the individual users/groups on different search configurations.


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Using tools configuration option, administrator can configure different scenarios for document and folder filing. System provides two default configurations in form of OmniProcess and Document Filing. OmniProcess provides a maker-checker scenario that allows creation of file, uploaded through OmniScan with minimal indexing by the maker and QC, verification and processing by the checker. In this case complete folder is filed. It can be either accepted or rejected. Similar to OmniProcess which is used for folders filing, document filing is used for filing of documents. . In case of document filing only document rejection is possible, single document cannot be accepted. This case is helpful in situations when only one or two documents have to be rejected from a folder with large number of documents. It also allows the administrator to configure the output settings, document view, filing settings and access permissions Using reports configuration option, administrator can configure various reports mapping a business use case. It also allows the administrator to configure reports on both document and folders. Also we can configure the output settings; dataclass fields the need to be displayed and the access permissions.

3.12 Easy RMS Easy RMS will provide some of the commonly-used Record Management System (RMS) features from OmniDocs (OD) interface only. If RMS is also deployed on same Server then user will be able to perform these RMS functions from OD search interface. Following RMS features are provided in OD interface: 1. Assign to FilePlan (Make Record) – User can select any existing document in OD and using this feature user can create a record. This option will be available in document operations in folder tree view and also from the search interface after doing document search. 2. Search Record – User will be able to search records along with documents from the search interface of OD.


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3. View Record – User can view any record from the search results. Record will be opened in the image viewer. 4. View Properties of Record – User can view the properties of any record from the search results. Properties window will be opened in read-only mode. 5. Request a Record – User can also request any record from the search results.

CHAPTER 4 - Services & Utilities 4.1 LDAP OmniDocs LDAP services are used for operating system integrated security purpose. LDAP service integrates with directory services for user authentication to ensure maximum security to the user data. It synchronizes with directory services for retrieving user or group related information and simultaneously supports single sign on for authentication. LDAP services supports Windows NT and 2000 Active Directory, iPlanet, and NDS services. Single sign on (SSO) is mechanism whereby a single action of user authentication and authorization can permit a user to access multiple applications where he has access permission, without the need to enter login credentials again.

The user’s authorization details are present in the Domain or in LDAP server. These

details are accessed by OmniDocs Authorization Manager to allow users to assign access permission to OmniDocs cabinet. The client machine has access to cabinets only if the cabinet is mapped to the LDAP server. The various features of OmniDocs LDAP are as follows:  

All the groups present in the domain are added in the cabinet. Users belonging to the selected Normal and Supervisor Group in the domain will get added in the cabinet as Normal users and Supervisor users respectively.



A domain user which has been added in the cabinet can now login in the cabinet using his domain user name and password.


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

Users which have been added in the cabinet will retain their group memberships in the same groups as in domain.

CHAPTER 5 - Integration Framework 5.1 Introduction OmniDocs system is built, in an open interoperable manner and various Server-side and Client-side Integration tools are available for easy integration with OmniDocs. System Integration Toolkit is available on all major platforms, application servers and industry-standard databases. The different toolkits present are: 

XML based Document Management and Workflow API toolkit for System Integrators.



Localization toolkit for localizing to various languages.



Image Enable toolkit for image enabling.

5.2 DMS Toolkit 5.2.1

WEB API

OmniDocs Web API is a web based integration framework for the integration of any external application with OmniDocs. The GUI would enable the user to set the configuration settings according to the type of work done by the user. Using the API a user can: 

Create an application for configuring any external system for Image Enabling.



Configure the Display functionality to customize the View as to whether a single document or document list is to be displayed.



Define Security settings to specify the timeout period so that the Image Enabling View being shown to user will expire after the specified time. Access to Image Enabling View can be restricted by specifying a list of servers which will be granted access.



Send the encrypted parameters in the WEB-API link.



Generate and use Sample integration code to be used in external application for carrying out the integration activity.


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Different Types of Integrations: I.

Document View - User can view particular document by searching on the basis of "doc name" or "doc ID" or index based search can be made (using dataclass). Searched document will be opened in Applet/OpAll viewer (depending on the flag set for Applet Viewer or OpAll Viewer). In this integration it is suggested to use doc ID for search

II.

Document List - User can search the document list on the basis of "doc name" or index based search can be made (using dataClass). All documents satisfying the search criteria will be shown and user can view any document from the list.

III.

Folder View - User can search the document list of a particular folder. Folder search can be made on the basis of "folder name" or index based search can be made (using dataclass). Document list of searched folder will be shown and first document will be opened in Applet/OpAll viewer (depending on the flag set for Applet Viewer or OpAll Viewer). User can view any document from the available list

IV.

Advance Folder View – User can search the folder on the basis of "folder name" or "folder ID" or index based search can be made (using dataClass). Advance view for searched folder will show the folder tree, dataClass applied on folder along with the fields values and document list of searched folder. First document from the document list will be opened in Applet/OpAll viewer (depending on the flag set for Applet Viewer or OpAll Viewer). User can open any document from the available list. In advanced view of folder, folder tree is displayed in the left pane along with associated dataClass information (if any). The document list of searched folder is displayed for the selected folder. By-default, first document in the document list is open. User can search folder using folder name, folder index, or dataClass criteria. In case, user selects dataClass as the search criteria, then he/she need to specify the dataClass name and dataClass fields.


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5.2.2

XML API

The XML API component of the DMS toolkit is available on platforms like windows & Linux and industry-standard databases such as MS-SQL & Oracle. XML API provides socket-based interface to clients and supports all OmniDocs DMS functionalities. OmniDocs DMS internally uses the XML API components and supports several functional API calls. How to use XML API ?

odcabcat supervisor2 N 0 U en-us N Omnidocs Client

0 -1 odcabcat 1 Newgen OmniDocs 8.1 User Guide

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2014-08-11 16:45:05.907 2014-08-11 16:45:05.907 2014-08-20 17:43:23.61 0 S 1 G N R 2014-08-11 16:45:05.907 N 2114-08-11 16:45:05.907 G1#010000011, N 2014-08-11 16:45:05.907 N 1111111111 Supervisor 0 1 odcabcat B 2014-08-11 16:45:05.907 N 2 odcabcat#2014-08-11 16:45:06 N Newgen OmniDocs 8.1 User Guide

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1 2 N 2014-08-20 17:41:49.163 2014-08-21 09:20:36.653 1 N Y N 7.0.00 Supervisor2 10 11 12 Supervisor2 0 1111111111111111 -1535110654 U 0 5


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The different XML API function calls for the Cabinet operation are as follows: Name NGOConnectCabinet

Function Used for connecting the cabinet to the database.

NGODisconnectCabinet

Used for disconnecting the cabinet from the database.

NGOGetCabinetReport

Used for getting the report of the data status present in the cabinet.

NGOGetCabinetProperty

Used for retrieving the cabinet properties.

NGOChangeCabinetProper Used for modifying the cabinet ty

properties.

NGORegisterServices

Used for registering a new service on the cabinet.

NGOGetServices

Used for getting the list of services on the cabinet.

NGODeleteServices

Used for deleting the list of registered services from the cabinet.

GetBuildVersion

Used to get the version of the cabinet form the backend.

The different XML API function calls for the Folder operation are as follows:

Name NGOAddFolder

Function Used for adding a folder to the cabinet.

NGOChangeFolderProperty Used for changing the properties of a folder. NGOCopyFolder

Used for copying a folder to some other folder.

NGOMoveFolder Newgen OmniDocs 8.1 User Guide

Used for moving a folder to some Page 66

other folder. NGOGetFolderProperty

Used for getting the folder properties.

NGODeleteFolder

Used for deleting a specified folder.

NGOSearchFolder

Used for searching a specified folder.

The different XML API function calls for the Document operation are as follows: Name

Function

NGOAddDocument

Used for adding a document to the specified folder.

NGOGetDocumentProperty

Used for getting the properties of the document.

NGODeleteDocumentExt

Used for deleting either a single document or multiple documents.

NGOMoveDocumentExt

Used for moving either a single or multiple documents to some folder.

NGOCheckInCheckOutExt

Used for performing Check In or Check Out operation on single or multiple documents.

NGOCreateDocument

Used for creating a version of the

Version

document.

NGOPostDocument

Used for posting a document to the user’s Inbox.

NGOChangeDocumentProp

Used for changing the properties of

erty

an existing document.

NGOSearchDocumentExt

This parameter contains index of dataclass and the index of its field on the basis of which the resultant documents will be sorted.


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The different XML API function calls for Annotation operation are as follows: Name NGOGetAnnotationGroupList

Function Used for getting the list of annotation groups.

NGOSetAnnotation

Used for setting an annotation on a document

NGOAddAnnotation

Used for adding an annotation on a document.

NGOModifyAnnotation

Used for modifying an annotation on a document.

NGODeleteAnnotation

Used for deleting an annotation group.

The different XML API function calls for the User operations are as follows:

Name NGOAddUser

Function Used for adding a new user to the system.

NGOGetUserListExt

Used for getting the list of the users available in the specified Group or the entire Cabinet.

NGODeleteUser

Used for deleting the specified user from the system.

NGOGetUserProperty

Used for retrieving property/details of the specified user of the system.

NGOSearchUser

Used for searching the user in the system. The searched users can be fetched and sorted on Name or Index.


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The different XML API function calls for the Group operation are as follows: Name NGOAddGroup

Function Used for adding a new user group to the system.

NGODeleteGroup

Used for deleting the specified user group from the system.

NGOAddMemberToGroup

Used for adding a user to various groups.

NGODeleteMemberFromGro

Used for deleting a user from the

up

group.

NGOGetGroupProperty

Used for retrieving the property/details of the specified group of the system.

NGOChangeGroupProperty

Used for adding a new user group to the system.

5.2.3 JavaBean API The JavaBean API component of the DMS toolkit is available on platforms like windows & Linux, application servers such as Jboss, webSphere & WebLogic, and industry-standard databses such as MS-SQL, Oracle. These API calls are simpler to use as compared to XML API calls and are mostly used by Web based Java applications, such as JSP and Servelets. It supports all OmniDocs DMS functionalities for cabinet, folder and documents such as connect cabinet, get the properties of cabinet, add folder, get folder list and add document, search document etc. OmniDocs Web internally uses the JavaBean API calls.


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The different JavaBean API function calls for Cabinet operation are as follows: Name getGetListOfCabinetsXml

Function Used for getting the list of different cabinets registerd on ODTS.

getConnectCabinetXml

Used for connecting database to the cabinet.

getDisconnectCabinetXml

Used for disconnecting the database from the cabinet and kills the database session

getGetCabinetPropertyXml

Used to retrieve the properties of the database cabinet.

getChangeCabinetProperty

Used for modifying the properties of

Xml

the database cabinet.

getCabinetReportXml

Used for getting report on the status of the data present in the cabinet.

getRegisterServicesXml

Used for registering some new services on the cabinet.

getGetServicesXml

Used for getting the list of registered services on the cabinet.

getModifyServicesXml

Used for modifying registered services on the cabinet.

getDeleteServicesXml

Used for deleting a registered service from the cabinet.


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The different JavaBean API function calls for Folder operation are as follows: Name getAddFolderXml

Function Used for adding a sub folder to an existing folder.

getGetFolderListExtXml

Used for getting the list of the folders available in the Cabinet.

getGetFolderPropertyXml

Used for getting the property or details of the given folder of the system.

getChangeFolderPropertyX

Used for changing the existing folder

ml

property from the system.

getSearchFolderXml

Used for searching folder in the system, based on some specified criterion.

getCopyFolderXml

Used for creating a copy of the folder at some specified location.

GetMoveFolderXml

Used for moving a folder from one location to another location.

getDeleteFolderXml

Used for deleting an existing folder permanently from the system.


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The different JavaBean API function calls for Document operation are as follows: Name AddDocument_MT

Function Used for adding a document to the Image Server.

A getCopyDocumentExt

Used for copying the list of documents into the destination folder.

getSearchDocumentExtXml

Used for searching the document in the system based on specified criterion.

getChangeDocumentPropertyX

Used for modifying the properties

ml

of an existing document.

getCreateDocumentVersionXml Used for creating a new version for the document. getModifyDocumentVersionXml Used for modifying the version comment for a particular version of a document. getMoveDocumentExt

Used for moving the document from one folder location to another.

getGetDocumentPropertyXml

Used for retrieving property of the document.

getCheckinCheckoutExtXml

Used for performing checkin and checkout operation on the selected document.

getPostDocumentXml

Used for posting a set of documents to the Inbox folder of a particular user.

getGetVersionListXml

Used for getting the list of versions for the specified document.


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getDeleteDocumentExt

Used for deleting the document from the folder.

getGetDocumentListXml

Used for getting the list of the documents in the destination folder.

getLinkedObjectListXml

Used to link document (object) to the document (object).

GetUserLicenseInfo

Used to get the license details of the fixed users.

processUserLicense

Used to set the license of the fixed users.

searchUserXml

Used to search users of a particular cabinet.

getChangeUserPasswordXML

Used to change the password of the user once the user is authenticated.

getAddUserXml

Used to add a new user to the system.

getDeleteUserXml

Used to delete the specified user from the system.

getsearchUserlistExtXml

Used to search users of a particular cabinet.

getAddUsersToGroupExtXml

Used to add user to the specified group.

setPasswordLengthXml

Used to set the length of the password entered by the user.

setPasswordLoginAttemptsXml

Used to set the counter of the number of attempts made to login.

setPasswordHistoryCountXml

Used to set the count of the history of the password by a user.

setSpecialCharCountXml Newgen OmniDocs 8.1 User Guide

Used to set the counter of the Page 73

number of special characters that must be included in the password. setCaseSensitivityFlagXml

Used to make the password case sensitive.

setFirstTimeLoginFlagXml

Used to check if the user has logged in for the first time, if yes, then he's prompted to change the password.

getUserGroupPrivilegeFlagXml

Used to combine or separate the user and group rights/privileges.

generateReport

Used to get a report on the status of the data in the cabinet/folder/document

getBinaryDataFromFile

Used to retrieve the binary data associated with the file.

deleteFile

Used to delete a file with help of its absolute name.

generateSummaryReport

Used to get a summary report on the status of the data in the cabinet/folder/document

getProcessSupervisorAuth

Used to find and set whether the Supervisor is made powerless or not. If supervisor is made powerless its Supervisor rights are stripped off and the user becomes the normal user. Once done rights cannot be restored again.


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5.3 Imaging Toolkit Imaging toolkit is designed to provide super-fast image processing operations to OmniDocs Imaging libraries. It provides support to image enhancement, image recognition, image compression, image conversion, and image manipulation features. OmniDocs Imaging library provide supports to multiple file formats, such as TIF, GIF, JPG, JFIF, BMP, DIB, PCX, DCX, and HTML. These libraries are available on Windows, Linux, and UNIX platforms and supports data extraction through OCR, ICR, MICR, and OMR. The different functionalities of present in OmniDocs Imaging toolkit are:

File Formats and Compression

Image Manipulation

Image Enhancement

Image Analysis Form Processing and Data Extraction

5.3.1

Image Viewer

Image Viewer is in house developed viewer for image documents which provide user with the capabilities to do out of operations like applying annotations, attach notes, applying stamps and watermarks etc. Image viewer is very flexible and indispensable tool for any document management system.


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The various characteristics of Image Viewer are: 

Provides built-in customizable toolbar for all images and annotation operations.



Available in different operation modes, such as Visible, Invisible, Fast display, and Clip composition.



Store and retrieve annotation objects to and from external files.



Provides easy multi-user application software development.



Provides multi layer security features, such as user rights on image and annotation groups.



Provides zooming at 25%, 50%, 75%, 100%, 125%, 150%, 200%, Fit-ToWidth, Fit-To-Page, Fit-To-Height, and custom specifications.



Provides hand signatures using pressure sensitive pointing devices, such as Tablet pens.



Provides facility to hide or show annotation groups



During setting up of new environment, the user can define the text for watermark; also the position of watermark can be configured.

5.3.2 Imaging Components 5.3.2.1 Image Viewer Applet It is a lightweight multithreaded applet, based on Java beans architecture, which comes along with OmniDocs. It uses Newgen’s Java -based imaging libraries to

support viewing, manipulating, and applying diverse annotations on documents of various Image formats, such as TIFF, JPEG, GIF etc., and can be used with any standard browser (IE/Netscape etc.). Image Viewer applet uses a unique progressive display mechanism for optimized image display. It provides super fast geometric operations like invert, flip etc. In addition, when image document is opened in applet viewer user can perform the rotation of images in multiple of 90 degree angle and also can save the rotation. After saving rotation, the document will be updated in repository as well.


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Another unique feature provided in image Viewer applet is disabling print-screen option that is the user can disable the print-screen option to restrict the screen shot capture of document from OmniDocs. This feature is configurable as user can enable or disable this according to required use case. Furthermore, the image Viewer applet supports viewing documents at various zoom levels, and has with a special zoom lens to zoom in a particular part of a page. All core

image-processing

functionality

such

as

image

decoding/encoding,

enhancement, brightness adjustment etc is also provided. 5.3.2.2 OpAll Viewer OpAll Viewer is a highly advanced, lightweight HTML5 viewer, which like a document viewer provides the functionality of viewing document images of various industry standard formats in different view modes. The HTML5 Viewer allows viewing and editing of plain as well as annotated images in file formats, viz. TIFF, BMP, GIF, JPEG and HTML documents. Transfer of image and annotation data between server and client takes place through the Hyper Text Transfer Protocol. Image operations such as Print, Zoom, Rotate, Negate, Flip (Vertical/Horizontal) etc. can be effected directly on to the downloaded image through appropriate method calls. OpAll Viewer ensures superior image quality, flicker-free panning and dragging, independent of the viewing mode and state.


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CHAPTER 6 – Product Extensions 6.1

Record Management System

Record Management system manages the complete life cycle of both physical as well as electronic documents. It manages Physical documents from their creation, use, storage, and maintenance to eventual destruction or permanent preservation while retaining integrity, authenticity and accessibility of corporate r ecords. The major features include: 

Record Classification in terms of Classes , File plan, File Parts etc



Establishes a uniform set of policies and standards for acquisition, classification, retention, movement and disposal

 

Tracking of Physical Movement of Documents. Accept/Reject Transfer Notes



Record Request and Loaning Facility



Email Notifications to notify users for the Overdue requested items



Support for Barcode and Consignment Preparation & Tracking



Security against unauthorized access through rights management (Create, Modify, Delete etc)



Reports on User-activity, overdue, storage structure, and Transfer Note Status.



Comprehensive search on Fileplan and Records based on General Properties, Date range and meta-data fields.


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CHAPTER 7 - Architecture & Technology 7.1 Introduction OmniDocs is an Enterprise-class Document Management and Workflow system. It allows users to manage image as well as electronic documents in a single central repository. It is a scalable, multi-tiered, platform-independent solution built using robust serverside Java and J2EE technologies. It provides industry-strength security, supports disaster recovery and provides fault-tolerance and high-availability

OmniDocs Architecture Diagram The internal architecture of OmniDocs is depicted below:

Figure 7.1 OmniDocs Architecture


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7.2 OmniDocs Web Server Layer The primary function of a web server is to store, process and deliver web pages to clients. The communication between client and server takes place using the Hypertext Transfer Protocol (HTTP) or secure Hypertext Transfer Protocol (HTTPs). OmniDocs Web Server Layer generates user interface for OmniDocs functionalities. This layer is present in between the Web Server and the front-end application machines. OmniDocs Web Server Layer is built using platform independent JSP/Java. OmniDocs supports deployment of multiple web servers, which can seamlessly connect to the same or multiple transaction servers. This provides support to scale-out OmniDocs web servers as the load on the system increases, in terms of number of users connecting to the system.

7.3 OmniDocs Application Server Layer An application server is a component-based product that resides in the middle-tier of a server centric architecture. It provides middleware services for security and state maintenance, along with data access and persistence . OmniDocs Application Server layer is a Service Oriented Architecture (SOA) built using J2EE standard. It is available through J2EE application servers such as WebLogic, JBOSS, Web Sphere. It provides OmniDocs the flexibility, scalability and platform independent architecture that a DMS system requires. It abstracts the complexity and configuration of the underlying OmniDocs Engine and exposes the functionalities as industry-standard complete XML interfaces over the OmniDocs Engine, using which client applications can easily integrate their applications, or develop new applications on top of the OmniDocs Engine to take full advantage of the OmniDocs DMS. Internally, it interfaces with the Database through JDBC and with Image Servers using XML. It is responsible for Transaction Management, Connection Pooling and Session Management. This ensures that there is no limit to the number of users accessing OmniDocs concurrently without facing any impact on performance.


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7.4

OmniDocs DataBase Server Layer

OmniDocs Database Server Layer is a layer that is present in between the database and the front-end machines. It acts as an interface between the two systems. OmniDocs Database Server Layer implements the core business logic of OmniDocs using Optimized Stored Procedures. It is available on MS-SQL Server and Oracle on Windows and Linux platforms. Deploying a clustered database solution: This deployment is also supported in OmniDocs, wherein multiple databases can be deployed. This ensures better response time as well as high availability. Each would have a separate set of documents, with the option of replicating documents from one server to the other. Such a scenario could be likely in case of multi-location deployment, and offline / online document replication to alternative site/server. Clustering offers two major advantages, especially in high-volume database environments: 

Fault tolerance: Because there is more than one server or instance for users to connect to, clustering offers an alternative, in the event of individual server failure.



Load balancing: The clustering feature is usually set up to allow users to be automatically allocated to the server with the least load.

7.5

OmniDocs Image Server

Image Server is responsible for storage and retrieval of documents and for the entire document lifecycle management, moving documents from online to offline storage, data caching, replication etc. The Image Server is highly scalable, and can support billions of documents and terabytes of data. The Image Server is designed to support environments, where Image Storage is distributed across multiple locations. The index information for the archived images is maintained in a Centralized Index Database, and the actual


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images are stored in physical entities called Sites (SMS), which can be deployed at the same or remote locations. The Image Server consists of a Centralized Index Database (Image Server Database) and multiple Storage Management Servers (SMS) located at multiple sites.

Image Server Database Image Server Database handles the storage and retrieval of documents. It stores image documents using File System and maintains metadata information about these documents in the database. This metadata information includes location and size of image documents and other attributes relevant to mapping to actual document on the File System. The Image Server Database contains index information about sites, volumes, volume-blocks and the documents stored within each volume-block. Index information about a document includes the Volume-Id, and the Document-Id. This index information may pertain to documents available at local or remote sites. Typically, in OmniDocs, there is one single Image Server Database for each Document Database.

Storage Management Server (SMS) Storage Management Server manages the actual storage and retrieval of Image Data, it listens for requests from Image Server client and consequently performs document addition or retrieval or any other operation on request. You can connect any storage device to your system and register it with SMS. Subsequently, you can access the storage system as and when required through SMS. Multiple SMS can be deployed for a single Image Server. Typically, this will happen for scalability / availability at multiple locations for bandwidth management. SMS has the concept of labels, created for different storage media attached to the SMS. These labels are logical references to absolute path on the media.


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OmniDocs 8.1 Installation and Upgrade Manual

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