Posts Tagged ‘Filenet’

Email Notification in FileNet P8

September 13, 2016 Comments off

It’s been a while I was away from the Blog, so here it is what I have today based on few of the email requests; I am trying to familiarize all the developers out there about the Email Notification facility present in FileNet and how do we enable & configure this feature in order to send out an email to the intended users based on the reminders we have set or on initiation of any step that we might have configured.

With the help of Email Notification, the workflow can be set to send email to the intended users. The Notification can be sent on completion of any step, the reminder mails and also for deadlines.

To use this facility, system must have access to SMTP (Simple Mail Transfer Protocol) server and also Email Notification parameters needs to be configured and enabled. Also we have to create Email Notification template and user preference needs to be set. It consists of 4 steps:

  • Enabling Email Notification
  • Configuring Email Notification
  • Modifying Email Notification template
  • Setting user Preference

Enabling Email Notification

For Enabling Email notification some event logging option has to be ‘turned on’ on application engine with the help of process configuration console.

1.1)  Select isolated region icon on PCC (Process Configuration Console) and click on properties tab on it.


1.2) After clicking of properties tab on the event logging action tab turn on the checkbox for Exception and Begin operation categories.


2)  Configuring email Notification

2.1) Start the Process Task manager from the process engine in the start menu. On Application engine we have to run routercmd.bat command file that is found in the \Router subfolder where the Application Engine is installed

2.2) Configure email notification with the help of process task manager on the process engine. Select the Process Service option and click on notification tab.


SMTP Host: It specifies the complete host name for an SMTP server on the network running the SMTP service.

SMTP Port: The port on which SMTP service is running.

Character Set: The Character used in encoding the email message.

Email Logon ID: The name used for the account you want the Process Engine to use to log on to the mail server application.

Email Logon Password: The password associated with the Email logon id.

Email From ID: The name you want to enter in the From field of email Notification.

Encode From field: Indicates whether to encode the contents of the Email from ID field.

3) Modifying Email Notification

3.1) Navigate to ..\fnsw_loc\sd\mas\1 directory


3.2) Change the properties of the mail which we want to modify from read-only to read-write.

3.3) Open the file using Textpad editor and modify the html content of the file.

3.4) We can enter the fields which we want in our template.

For example, in the file below we have selected subject to get displayed in the notification. The value of that subject will be obtained from $F_Subject variable which get sets in event logs.


3.4) Save the file and restart the process engine server.

4. Setting User Preference

User preference can be set from the workplace depending on the Email notification type which user wants to receive.



And we are done, there’s a lot more information that you can find in the FileNet ECM help file.

Hope this post helps and answers your email.

Happy Blogging!!!

Filenet- An Introduction

July 19, 2011 Comments off

Filenet helps organizations make better decisions faster by managing the content and processes that drive their business.

 There are 2 solutions of Filenet:

i)             Enterprise Content Management(ECM)

ii)            Business Process Management(BPM)

Enterprise Content Management(ECM)

  • ECM is employed for managing the capture, storage, security, revision control, retrieval, distribution, preservation and destruction of documents and content.
  • ECM concerns content imported into or generated within an organization to the course of its operation, and includes the control of access to this content from outside of the organization’s processes.
  • ECM meets the challenges of the organizations need to leverage technology to meet business continuity and corporate governance requirements for making business content traceable, secure and auditable.

Business Process Management(BPM)

  • BPM increases process performance, reduces cycle times and improves productivity by automating, streamlining, and optimizing complex processes to manage the flow of work throughout the enterprise.
  • BPM helps shorten processes lifecycles and automatically manages process exceptions so one can react immediately to internal events or customer demands.
  • BPM monitors and tracks business processes so analysts and managers can see how their operations are performing. This, in turn, helps one to simulate and optimize key processes  and the value of internal resources.
  • Filenet System Monitor is the proven solution for lowering the cost of managing FileNet systems and increasing system uptime.
  • It proactively monitors the health of FileNet systems alerting operators when a critical error occurs.
  • In addition to proactive monitoring of FileNet parameters, it provides an intelligent logfile management for FileNet logfiles as well as 3rd party logfiles. These can be analyzed automatically for critical information, including filtering and duplicate detection as well as escalation and de-escalation of severities. Administrators no longer have to parse logfiles manually in order to check the health status of the application or system.
  • Tasks include configuration of the monitoring the FileNet systems as well as statistical analysis of health and performance.

Integrated Document Management (IDM) environment

November 2, 2010 Comments off

As posted in my previous blog ,Document management is a system for controlling the capture, cataloguing, storage, retrieval, revision, sharing and reuse, protection, archiving of documents, the Document flow in an IDM environment could be better depicted as shown below :

The above components can be classified into following three key features of IDM :

Document Capturing :
o    Scanning for the hard copies – involves physical scanner and scanning software.
o    Optical Character Recognition (OCR) capability – involves special scanning software and hardware.
o    Image enhancement – part of scanning software.
o    Indexing utility – captures the metadata for the images. The indexing utility could be part of scanning software or it could be a separate system capable of capturing and attaching metadata for the images. Bar-coding technology has emerged as one of the popular approach for representing index data of documents to be scanned.
o    Electronic document indexing – documents which are already in electronic format like E-mail and E-fax (like Right fax) need to be indexed prior to storing them in the document repository. Some new interfaces may need to be built to support this feature (For e.g.; providing user interface for a right fax server to index a right fax )
o    File format converters – if all the scanned/electronic documents need to be stored in a predefined file format, a file format converter may be needed prior to exporting a document to document repository

Document Access and Management:

o    Document repository management – controls organization of documents with in a document repository. This provides features like organizing documents with in different folders, subfolders and version management of documents. These are basic features of any document management systems like Documentum, Filenet, Tower software etc.
o    Security or access control – Most of the document management systems provide good security features for the stored documents. The multiple levels of security can be provided to different user groups. Additional security can be built with in the systems accessing the documents from the document repository.
o    Reporting – Most of the document management systems provide facility to either connect to an external reporting tool or may internally have a reporting feature. The reporting is primarily done on the document attributes (metadata).
o    Document access interface – document management systems usually provide some interfaces or APIs using which documents & document attributes can be retrieved and accessed by the external world. For e.g.; Documentum exposes its document repository to the external systems using  Documentum Foundation Classes (DFC).
o    Archiving & records management – Though records management itself has developed into a different solution space, basic archival and records retention facilities are provided by most of the IDM vendors

Document Workflow management:

Process automation is the main objective of the Workflow tools. When the business process involves handling of documents, document workflow comes into picture.

o    Case Management – The documents are always associated with a case. For eg; a “case” could be a Person or Policy or any other entities.
o    Process Modelling – Involves defining various processes, decision rules that are involved in the workflow of the document. For e.g.; an insurance application document need to be reviewed by the application processing staff before passing it to underwriter’s review. In this case, Application Processing and Underwriting are the processes involved in the workflow.
o    Routing – Based on the decision rules, documents need to be routed to different processes or individuals.


Hope this is helpful ,more about IDM can be found googling.

Content Management and Content Management System

March 20, 2010 Comments off

Content Management, also known as CM, is a set of processes and technologies supporting the evolutionary life cycle of digital information. This digital information is often referred to as content or, to be precise, digital content.

  1. A system or the capability to manage and track the location of, and relationships among, a firm’s content at an element level in a repository.
  2. The process of creating, editing, storing, organizing and publishing content on the web.

A Content Management System (or CMS) is a system used to organize and facilitate collaborative content creation. It may be based on databases or XML. Typical features include scalability (scaling to the whole site/many sites), flexibility in workflows (submit, edit, approve, publish, archive), authorization, and editing or submitting content via a web interface.

  1. High-end content management systems apply workflows, and enable the use and reuse of content and content collections. Content management systems can manage entire binary files (documents), components of files, or XML/SGML data.
  2. Documentum is one example of such a CMS. The few more examples are Filenet , Winnet, and Interwoven.
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