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Publish Content to a website using Documentum Web Publisher

September 30, 2011 1 comment

Today’s global companies produce an enormous amount of content.  Web sites and portals are the first avenue to distribute this business information to all major stakeholders. Web content management has become a primary strategy to help organizations communicate more effectively with their key audiences. Ineffective web content management can significantly undermine company messaging, decrease sales, increase staffing requirements, and raise operational costs and risks.

This post briefly discusses the need for web content management and the solution provided by documentum. It also describes how to publish content to a website using Documentum Web Publisher.

Documentum Web content management solution

Documentum provides an enterprise content management approach for managing all unstructured data including documents, web pages, XML, and rich media throughout the organization. Documentum web content management system is built on this underlying architecture to support management and publishing of all unstructured content types.  It can drive down costs, simplify the management of multiple sites, and increase productivity for the creation, approval, and publishing of content, ultimately delivering a superior user experience to raise customer satisfaction and revenues.

  Key components:

  • Web Publisher

Web Publisher is a browser-based application that simplifies and automates the creation, review, and publication of web content. It works within Documentum 5, using Documentum Content Server to store and process content. It uses Documentum Site Caching Services (SCS) to publish content to web.  Web Publisher manages web content through its entire life: creation, review, approval, publishing and archiving. Web Publisher also includes a full complement of capabilities for global site management, faster web development using templates and presentation files, administration. Web Publisher can be integrated with authoring tools to develop web sites. 

  • Documentum Content Server

Content Server stores content and meta data in a repository called docbase. It provides full set of content management services, including library services (check in and check out), version control, archiving options and process management features such as workflows and lifecycles. It also provides secure access to the content stored in the repository.

  • Site Caching Services

Documentum Site Caching Services  (SCS) publish documents directly from a docbase to a web site. It extends the capabilities of content server. It has two components, source software and target software. The source software has to be installed on content server host and target software on web server. SCS chooses which content to publish and to what location according to the parameters in a publishing configuration. User can create publishing configurations in Documentum Administrator.

  • Site Deployment Services

Site Deployment Services, retrieves the web site from the Site Caching Services repository and deploys the site to multiple servers or Internet Service Providers.

Related Solutions:

The Documentum web content management solution is strengthened by complementary products that address more sophisticated web challenges such as rich media authoring environments, better searching and navigation, better collaboration, portals, and records management for compliance.

  • Content Intelligent Services

            Content Intelligent Services provides better searching, navigation and personalization for the large amount of web content.

  • Content Rendition Services

Content Rendition Services automates the conversion of standard desktop document formats into Web-ready formats such as PDF and HTML and stores the renditions in a Documentum repository alongside the original.

  • Content Media Services

Content Media Services performs all analysis and transformations activities for any media file format.

  • Web Publisher Portlets

This is the portal solution offered by documentum.  Web Publisher portlets allow users to participate in fundamental, content-based business processes without leaving their familiar portal environments or learning a new application and include three out-of-the-box portlets that are also fully customizable: My Web Publisher, Submit Content, and Published Content.

  • My Web Publisher – provides a personalized view, allowing users to easily see vital information such as the number of unread tasks and notifications
  • Submit Content – displays all Web Publisher templates that an end user is allowed to access and summarizes files that have been created, published, and checked out
  • Published Content – provides users with a list of documents in an active published state and grouped by category such as announcements, corporate news, or human resources (HR)
  • Record Management Solution – Record management solution helps companies to comply with regulations governing electronic information.
  • eRoom –  eRoom is a web based collaboration tool that allows people to work together on content, projects, and processes both within the enterprise and beyond. This may include external entities such as partners, suppliers, customers, and clients.
  • Inter enterprise workflow services – With Inter enterprise workflow services, documentum workflows can be extended across a company’s firewall to include business partners. It also enables integration of documentum workflows with workflow engines, including EAI and BPM systems as well as with workflows from other enterprise applications. 

Publishing Content to a Website

Traditionally web teams or IT departments manage web sites manually. Web teams are overwhelmed with demands to constantly publish new content and ensure higher quality standards while managing hundreds of thousands of web pages across external websites and portals. To overcome these challenges, organizations need to empower business content owners to author and publish content. Providing content templates can help in maintaining brand integrity across all sites. Companies should also ensure that content is reviewed and approved before it is published.  Organizations can achieve consistency and quality with out burdening web teams with costly and time intensive manual updates by having a web content management solution.  We will see how this can be achieved using documentum as a web content management tool.

Web teams can create web sites using Web Publisher. Web sites created are stored in web cabinets. Web administrator can create groups, which define specific job functions like content authoring, reviewing and add users to these groups. Web developers can design content templates, assign a life cycle and workflow to the template and make it available for use via web using Web Publisher. Life cycle identifies the state of a document.  Web Publisher default life cycle has following states: Start, WIP, Staging, Approved and Active.                       

  • Start

When content is newly created or newly versioned, Web Publisher places it in the Start state, for initialization purposes, and then immediately promotes it to the WIP state.

  • WIP (Work In Progress)

Content in draft or review.

  • Staging

Content that is complete and ready for testing on a staging Web site. By default, Web Publisher does not allow users to modify a file’s content, location or properties if the file has advanced to the Staging state or beyond.

  • Approved

Content that is approved for the active Web site but has not yet reached its publication date (i.e., effective date).

  • Active

Content that is on the active Web site.

A workflow defines activities to be performed on content. It defines the users who will perform the set of activities. Workflow can also include automatic tasks, which are performed by the system. For example, an automatic task might promote a file to a new lifecycle state. Using Web Publisher, web teams can create workflow templates, which can be later be reused for any content type.

Content authors can create content based on content templates to which a life cycle or workflow is assigned. The content templates help companies to maintain brand integrity. Review and approval of content can be automated using workflow. Thus enterprises can control what content is created, by whom, and in what manner.

Once the content is approved it has to be published. Content owners can publish content using Web Publisher. For this, a publishing configuration has to be created for the web site. This is done using documentum administrator. User can have separate publishing configurations for different life cycle stages (WIP, Staging and Active stages) for each web cabinet. Each publishing configuration publishes to a separate target location: the WIP and Staging sites are for internal testing; the Active site is the live web site. Users would access the WIP and Staging sites through the Web Publisher preview command or a URL.

If a web site is created in multiple file formats or languages, use the publishing configuration to determine what format or language is published to a given web server. For example, suppose product.htm has three renditions: product.htm, product.xml, and product.wml. User can create two publishing configurations for the site: one that publishes HTML, GIF, and CSS files, and another that publishes WML files (Product.xml is used for development and is not published).

When a publishing configuration is created, SCS automatically creates a publishing job.

         SCS publish operation can be initiated when any of the following occur:

  • When the publishing job’s regular interval occurs.
  • When a user manually publishes content through the Publish command.
  • When content is manually or automatically promoted to Staging or Active state. Promotion initiates the publishing operation only if the web site is configured to use synchronous publishing. Manual promotion occurs when a user either promotes content to the next lifecycle state or power promotes content to the Approved lifecycle state. Automatic promotion occurs when Web Publisher promotes content through an automatic workflow task or through the arrival of the content’s effective date. If a web page reaches the approved state after the effective date is met, the page is published the next time the site is updated.
  • When a user previews content in the WIP or Staging states to see how it will appear on the web. Web Publisher initiates the publishing operation if the content has been modified since the last publishing job ran.

Web Publisher removes web pages from web sites when the pages meet their expiration dates. Steps to create and publish content to a website   are given below.

Steps to Create and Publish Content to Website

  1.       Log in to Web Publisher as administrator.
  2.       Go to Administration->User Management-> Users
  3.       Add users to docbase. Refer Web Publisher help for more details.
  4.       Add users to content author, content manager, administrator groups
  5.       Assign the Client Capability of content author user to contributor.
  6.       Assign the Client Capability of content manager user to coordinator.
  7.       Assign the Client Capability of administrator to system administrator.
  8.      Create a workflow template using workflow manager.  User can either use the desktop version of workflow              manager or web version that can be accessed from Web Publisher.

Web Publisher provides default workflow templates. For e.g. Submit to Web site, which is a simple workflow, is used to publish content to a web site. When starting this workflow, the content manager specifies an author to work on the content. The task appears in content author’s inbox. Content author modifies the content and forwards it to the manager for review. Web Publisher promotes the content from WIP to Staging prior to review. If the reviewer rejects the task, Web Publisher demotes it to WIP and routes it back to its originator. If a reviewer approves the task, Web Publisher routes the content to an approver and the content is promoted to Approved Stage. Once content is approved it is automatically promoted to Active stage and is published to the website.

To start creation of a workflow template using desktop version of workflow manager

a) Open Workflow Manager.

b) Log in to Workflow Manager as Web Publisher administrator. A Web Publisher administrator should have superuser permissions.

c) Choose File->Open. Browse to System->Applications->Web Publisher folder and select a Web Publisher default workflow.

    For example, Submit to Web site. This opens a default Web Publisher workflow on which to base custom workflow.

d) Choose File->Save As and save the workflow with a name that represents the workflow.

                All workflows must be saved in System->Applications->WebPublisher-><user_defined_workflow_folder>.

               Create a new folder or save workflows to the Web Publisher root folder.

e) Validate the template.

f) Install the new workflow template

g) Make it available through Web Publisher.

For more information on creating workflows, refer to Workflow Manager User Guide.

To access workflow manager from Web Publisher, log in to Web Publisher as a Web Publisher administrator.

Select Web Publisher Admin->Workflow templates and repeat the steps from c to g

9.     Create a new category under Templates in Web Publisher

          10.   Import a template to the new category that is created. Template provides layout for content.

          11.    Assign default life cycle and the newly created workflow to the template.

          12.    Make the template available for use.

          13.   Create a web cabinet in Web Publisher

          14.   Create a folder in web cabinet

          15.   Create content using the newly created template in Web Publisher

            16.  Create a site publishing configuration in documentum administrator

                          i) Start Documentum Administrator and connect to the docbase as a superuser.

                          ii) Click Site Publishing.

                          iii) Create a new site-publishing configuration.

                          iv) Set values in the site-publishing configuration:

                             a) Click Active.

                             b) In the Version field, type Active.

                             c) Click Publishing Folder and browse the Docbase to the website folder (web cabinet).

                             d) Type the target host name. This is the host where the SCS target software is installed.

                             e) Type the target port for making connections to the target host. The port entered must match the port          

                                 specified at the time of installation of SCS (DefaultPort, 2789)

                             f) Type the target root directory to which user wants to publish the content. To publish web pages to

                                  Apache Tomcat, give this as target directory:

                                         C:\Program Files\Apache Group\Tomcat 4.1\webapps\ROOT

                            g)  Choose the connection type.

                            h)  Click the Advanced tab.

                            i)  Select a new export directory or leave the default unchanged.

                            j)  Type the transfer user name, password, and domain. Enter the transfer authentication domain name that

                                 was provided during SCS target installation. Enter a valid username and password.

                           k) Click Ok.

17.  Log in to Web Publisher as content manager

18.  Start the new workflow using Web Publisher

a.      Navigate to the content created.

b.        Select the checkbox.

c.         Go to Tools

d.        Select Workflow -> Start  

e.      Assign a content author and web admin

19.  Workflow tasks will appear in user’s inbox

20.  User can accept and forward the task to next user or reject it

21.  Content is automatically published to web site once it is approved.

I would conclude in writing  Documentum provides an enterprise approach to transform online presence and drive ROI. It provides an easy-to-use, browser-based interface that empowers non-technical users to easily create, manage, and publish content for multilingual web sites and portals. This solution is suitable for medium to large size companies.

Configuring Documentum WebPublisher

June 7, 2011 Comments off

There has been a lot of Emails floating to me these days regarding  Documentum WebPublisher Configuration and Setup. I myself being newbie to WebPublisher could not reply back , so thought of coming back with a research and small Proof-Of-Concept at my end.

Before we start discussing about Documentum WebPublisher (WP) Configuration , here are few of the Pre-Requisites we need to take care:

The following Software / Components have to be installed before the actual services are installed:

  • Application server (e.g. Tomcat server) into Target Web Server
  • Database Server (e.g. MS SQL server)
  • Documentum Content Server
  • Web Publisher Server Files on Content Server
  • Web Publisher on target Web Server
  • Site Caching Service (SCS) Source on Content server
  • Site Caching Service (SCS) Target on target Web server

Documentum WP helps in Publishing the content from Documentum repositories.

Steps to create  &  publish the content:

 1.Create a workflow template using workflow manager.  User can either use the desktop version of workflow manager or web version that can be accessed from Web Publisher.

 To start creation of a workflow template using desktop version of workflow manager

 a) Open Workflow Manager.

b) Log in to Workflow Manager as Web Publisher administrator. A Web Publisher administrator should have super user permissions.

c) Choose File->Open. Browse to System->Applications->Web Publisher folder and select a Web Publisher default workflow. For example, Submit to Web site. This opens a default Web Publisher workflow on which to base custom workflow.

d) Choose File->Save As and save the workflow with a name that represents the workflow. All workflows must be saved in System->Applications->WebPublisher-><user_defined_workflow_folder>. Create a new folder or save workflows to the Web Publisher root folder.

e) Validate the template.

f) Install the new workflow template

g) Make it available through Web Publisher.

To access workflow manager from Web Publisher, log in to Web Publisher as a Web Publisher administrator.

Goto Administration – > Web Publisher Admin->Workflow templates and repeat the steps from c to g.

2.    Create a new category under Templates in Web Publisher. Goto Site Manager -> Templates and create.

3.    Import a template to the new category that is created. Template provides layout for content.

4.     Assign default life cycle and the newly created workflow to the template.

5.    Make the template available for use.

6.    Create a web cabinet in Web Publisher.

7.    Create a folder in web cabinet.

8.    Create content using the newly created template in Web Publisher.

9.    Create a site publishing configuration in documentum administrator

             i.        Start Documentum Administrator and connect to the docbase as a superuser.

            ii.         Click Site Publishing.

           iii.        Create a new site-publishing configuration.

      iv.        Set values in the site-publishing configuration:

a.    Click Active. In the Version field, type Active.

b.    Click Publishing Folder and browse the Docbase to the website folder (web cabinet).

c.    Type the target host name. This is the host where the SCS target software is installed.

d.    Type the target port for making connections to the target host. The port entered must match the port specified at the time of installation of SCS (DefaultPort , 2789)

e.    Type the target root directory to which user wants to publish the content. To publish web pages to Apache Tomcat, give this as target directory:

C:\Program Files\Apache Software Foundation\Tomcat 5.0\webapps\ROOT

f.     Choose the connection type.

g.    Click the Advanced tab. Select a new export directory or leave the default unchanged.

h.    Type the transfer user name, password, and domain. Enter the transfer authentication domain name that was provided during SCS target installation. Enter a valid username and password. Click Ok.

10. If the content that is created is not in a web-safe format, then convert it into web-ready format. This is done

a.    Login to WP as administrator and go to the Administration -> Web Publisher Admin -> Settings -> File Formats and define the file formats as “Web formats”, they will then be recognized as Web-safe formats.

b.    Set  a_special_app field of that content equal to “2” by update statement in DQL.

DQL query—

Update dm_document OBJECT SET a_special_app=’2’ where r_object_id=’<object id of the content which you want to publish>’

11. Log in to Web Publisher as Administrator.

12. Start the new workflow using Web Publisher.

13. Navigate to the content created.

14. Select the checkbox

15. Go to Tools

16. Select Workflow -> Start  

17. Assign a content author and web admin as administrator.

18.  Workflow tasks will appear in user’s inbox.

19. User can accept and forward the task to next user or reject it.

20. In Documentum Administrator, browse to the respective site configuration created. Select it and can then goto  tools tab ->Publish. Content is automatically published once it is approved.

Could not compress the article further , appreciate your patience, Hope the Post is useful and clarifies all the doubts as to How to Configure WP.

Awaiting Comments.

Changing Documentum’s Installation Owner

November 24, 2010 1 comment

When initially installing Documentum, the installation owner is set to the logged-in user that performs the Documentum installation. It is preferable to install Documentum and never change the installation owner. However, sometimes company policy dictates that the original installation must be changed. Reasons for the change may be that the user name does not conform to a new naming policy or that originally the user was not a domain user but now should be.Changing the installation owner involves changes to both the operating system and the docbase configuration. This is not a minor change within Documentum, so upfront planning and coordination between the Documentum System Administrator and Infrastructure Team is required.

To get the most from this article, you should already have:

  • A detailed knowledge of Documentum Content Server
  • A detailed knowledge of your company’s implementation of Documentum
  • A detailed knowledge of Windows 2000 Operating System

For purpose of this document, we are going to refer to the following users:

Original Installation Owner:

username = “dmadmin”

password = “dmadmin”

domain = “it”

New Installation Owner:

username = “new_dmadmin”

password = “new_dmadmin”

domain = “dctm”

How Documentum uses the installation owner ?

The Documentum installation owner is the operating system user that owns the server executable and other related files along with the OS process when the server is running. The installation owner is originally determined when the server is installed; it is the logged-in user that performed the Documentum installation. This user is given the following privileges:

  • Operating System:
    • ‘Log On As’ rights to start Documentum Services such as Docbase, Docbroker, Java Method Server and other installed Documentum products (i.e. Site Caching Services).
    • Permission to change the Content Server configuration (i.e. upgrade, create, and delete docbases)
    • Folder level permission to view data, configuration, and many log files located under the %DOCUMENTUM_HOME% directory.
  • Docbase & Content Server:
    • Superuser and System Administrator rights
    • Assignment to administrator (Web Publisher), docu, and admingroup groups
    • Set as the r_install_owner value in the dm_server_config object.
    • Set as the operating system user to run several Administrative jobs such as dm_DataDictionaryPublisher and dm_FulltextMgr

Preparing to Make the Change

Preparation is an important step when making any major change within your Documentum environment. The following are steps recommended to make your life easier when updating the installation owner.

  • Determine best approach for changing the installation owner. The three documented approaches are:
    1. Minimal Impact – Update only the operating system user and the user_os_name of the docbase user
    2. Medium Impact – Create a new user in the docbase to be the installation owner while letting the old installation owner continue to own any existing objects
    3. Largest Impact – Create a new user in the docbase to be the installation owner and reassign the previous installation owner’s objects to the new user.
  • Communicate and Make a Plan – Have your team ready and ensure everyone is aware of the plan. Communication is an important factor for success. Ensuring everyone is aware of their role will help make the change go smoothly.
  • TEST – Set up a test docbase to test updating the installation owner prior to making any change in a Production environment
  • Purge all old log files – Changing the installation owner requires updating permissions on Documentum data and log files. Reducing the amount of unneeded data will greatly speed up the process. This is especially important if you will be following Approach 3
  • Run the Consistency Checker – This report gives you a list of bad data within your system. Cleaning up inconsistent data before making the change will speed up the process and in the end make your life easier.
  • Back up all environments – Before performing any major change within Documentum you should ALWAYS back up your environment. This is a System Administration best practice. Work with your database administrators and infrastructure team to back up both the content server files and the database.
  • Set up the new installation user
    • Add the new installation user to the Administrator group on the Windows 2000 machine
    • Set the user to act as part of the operating system on the Windows 2000 machine. This setting can be found under Control Panel\Administrative Tools\Local Security Settings\Local Policies\User Rights Assignment\Act as part of the operating system
    • Update permission on all folders, subfolders and files under %DOCUMENTUM_HOME%> to remove the old installation owner and add new installation owner with full control

Approach 1: Updating only the installation user OS name  

The simplest way to change the installation owner is to change the existing docbase user’s user_os_name/user_domain. This is the recommended solution in most cases.

Pros

  • Simple way to change the installation owner. This solution does not require updating Documentum objects therefore it reduces the risk of error and amount of work required with large Docbases.

Cons

  • The user_name within Documentum remains the same therefore the previous installation owner name will appear as the display name within Documentum.

Steps

  1. Log into Documentum as an administrator
  2. Update the current Documentum installation user’s user_os_name to the new installation owner:
    update dm_user object set user_os_name = ‘new_dmadmin’, set user_domain = ‘dctm’ where user_name = ‘dmadmin’;
  3. Log onto the Windows 2000 server as current installation owner
  4. Stop Services for all Documentum services (i.e. Docbases, DocBroker, Java Method Server, Site Caching Services)
  5. Edit the install_owner and user_auth_target parameters in the server.ini file to reference the new installation owner and domain for each Docbase in the installation. The server.ini file is located in %DOCUMENTUM_HOME%\dba\config\docbase_name\server.ini or it can be accessed through the Documentum Server Manager.
  6. Within Windows Explorer, change permission to give the new installation user full control on the all directories, subdirectories and files under the Content Server installation root directory (%DOCUMENTUM_HOME%). To update permission within Explorer:
    • Select the directory and right click to display a menu; choose Properties from the menu
    • Select the Security tab on the Properties dialog box
    • Select ‘Add’ to add a new user; select the new installation owner
    • Check Allow for Full Control
    • Remove the previous installation owner from the list of users with permission on the directory; Click Ok

Many subfolders and files under %DOCUMENTUM_HOME% are not set out of box with the allow inheritable permissions from parent to propagate to this object checked. Therefore you cannot assume that a subfolder or file is inheriting permission from its parent and you must ensure that you update the permission on ALL files and subfolders located under %DOCUMENTUM_HOME%. %DOCUMENTUM_HOME% subfolders and files that need to be update because they are not inheriting permission from its parent include but may not be limited to: \data; \data\[docbase_name]\’all subfolders’; \dba; \dba\auth; \dba\config\[docbase name]\dbpasswd.txt; \dba\config\[docbase name]\webcache.ini; \dba\config\[docbase name]\webcache.ini.old; \dba\log\’subfolders’; \dba\secure; \dba\secure\aek.key; \fulltext; \product; \share; \share\data\common\’subfolders’; \share\data\events\’subfolders’; \share\temp\replicate\’subfolders’; \share\temp\dm_ca_store\’subfolders’

Note: If your content storage directories are not located under the %DOCUMENTUM_HOME%\data directory, change the permissions on each content storage directory as well.

  1. Edit the Windows Registry with new installation owner:
    • Update HKEY_LOCAL_MACHINE\SOFTWARE\Documentum\Server\version_no
      • Change the value of DM_DMADMIN_USER to the new installation owner user name
      • Change the value of DM_DMADMIN_DOMAIN to the new installation owner user domain
  2. Set up the appropriate start-up information for Documentum Services
    • Choose Control Panel -> Administrative Tools -> Services
    • Select Documentum Services (i.e Documentum Docbase docbase_name, Documentum Docbroker, Documentum Java Method Server, Documentum SCS_Source)
      • Right click on Service and select Properties
      • On the Log on Tab, enter the new installation name and password under Log On As: This Account
  3. Move any Documentum-related Programs in start menu (C:\Documents and Settings\old_user_name\Start Menu) to the new installation owner
  4. Restart Windows 2000 Server; Log in as the new installation owner
  5. Start the Docbases; View logs to check for errors

Approach 2: Creating a new Documentum installation user without Object Reassignment

This procedure is recommended if your policies require that the docbase user’s user_name be changed but do not requite that existing objects be assigned to the new user.

Pros

  • The user_name within Documentum is updated to the new installation owner therefore it will appear as the display name within Documentum (similar to how it would appear if the docbase had been installed originally as this user).

Cons

  • The old installation user remains within the docbase. However, if the old operating system user has been removed no one will be able to log in as this user
  • Tasks that were previously assigned to the old installation owner will not be accesible

Steps

  1. Log onto the Windows 2000 server as current installation owner
  2. Stop Services for all Docbases and the DocBroker.
  3. Edit the install_owner and user_auth_target parameters in the server.ini file to reference the new installation owner and domain for each Docbase in the installation. The server.ini file is located in %DOCUMENTUM_HOME%\dba\config\docbase_name\server.ini or it can be accessed through the Documentum Server Manager.
  4. Within Windows Explorer, change permission to give the new installation user full control on the all directories, subdirectories and files under the Content Server installation root directory (%DOCUMENTUM_HOME%). To update permission within Explorer:
    • Select the directory and right click to display a menu; choose Properties from the menu
    • Select the Security tab on the Properties dialog box
    • Select ‘Add’ to add a new user; select the new installation owner
    • Check Allow for Full Control
    • Remove the previous installation owner from the list of users with permission on the directory; Click Ok

Many subfolders and files under %DOCUMENTUM_HOME% are not set out of box with the allow inheritable permissions from parent to propagate to this object checked. Therefore you cannot assume that a subfolder or file is inheriting permission from its parent and you must ensure that you update the permission on ALL files and subfolders located under %DOCUMENTUM_HOME%. %DOCUMENTUM_HOME% subfolders and files that need to be update because they are not inheriting permission from its parent include but may not be limited to: \data; \data\[docbase_name]\’all subfolders’; \dba; \dba\auth; \dba\config\[docbase name]\dbpasswd.txt; \dba\config\[docbase name]\webcache.ini; \dba\config\[docbase name]\webcache.ini.old; \dba\log\’subfolders’; \dba\secure; \dba\secure\aek.key; \fulltext; \product; \share; \share\data\common\’subfolders’; \share\data\events\’subfolders’; \share\temp\replicate\’subfolders’; \share\temp\dm_ca_store\’subfolders’

Note: If your content storage directories are not located under the %DOCUMENTUM_HOME%\data directory, change the permissions on each content storage directory as well.

  1. Edit the Windows Registry with new installation owner:
    • Update HKEY_LOCAL_MACHINE\SOFTWARE\Documentum\Server\version_no
      • Change the value of DM_DMADMIN_USER to the new installation owner user name
      • Change the value of DM_DMADMIN_DOMAIN to the new installation owner user domain
    • Update – HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\DmServerdocbase_name
      • Change the -install_owner parameter in the value for ImagePath to the new installation owner user name
  2. Set up the appropriate start-up information for Documentum Services
    • Choose Control Panel -> Administrative Tools -> Services
    • Select Documentum Services (i.e Documentum Docbase docbase_name, Documentum Docbroker, Documentum Java Method Server, Documentum SCS_Source)
      • Right click on Service and select Properties
      • On the Log on Tab, enter the new installation name and password under Log On As: This Account
  3. Move any Documentum-related Programs in start menu (C:\Documents and Settings\old_user_name\Start Menu) to the new installation owner
  4. Restart Windows 2000 Server; Log in as the new installation owner
  5. Start the Docbases; View logs to check for errors

 

Approach 3: Creating a new Documentum installation user with Object Reassignment

If the requirements around changing the installation owner include changing the Documentum Installation user_name and removing the old installation user from Documentum, then you must create a new installation Documentum user and reassign the previous user’s objects and tasks to the new user. This is the most complex, time consuming, and risky procedure and is not recommended unless completely necessary.

Pros

  • The user_name within Documentum is updated to the new installation owner therefore it will appear as the display name within Documentum
  • The previous Documentum installation owner will be removed from the Docbase

Cons

  • Reassigning the previous installation owner to the new installation is error prone and time consuming for large docbases. However, risk can be reduced by purging old log files prior to changing the installation owner

Steps

The steps are the same as in Approach 2 with the following steps required at the end:

  1. Log into Documentum Administrator as the new installation owner
    • Navigate to Administration -> User Management -> Users
    • Select the previous installation owner (’dmadmin’)
    • Select Tools -> Reassign User
    • Repeatedly run the following query: select count(*), acl_name from dm_sysobject where acl_domain = ‘dmadmin’ group by acl_name Note: The job may take a while to run depending on the amount of data. Once the query returns no rows the job is complete.

Smoke Testing the Change

After any major change to your Documentum infrastructure you should Test, Test, Test. Detailed test steps vary based on your Documentum application environment. It is important to have a test plan defined during your preparation. However, below are some brief smoke test steps which should prove helpful:

  • If you are using Web Publisher:
    • Log into Web Publisher as the new installation owner
    • Create content based on a template
    • Start a workflow; Log in as the workflow approver to ensure the task went to the correct user
    • Access Web View
  • If you are using Documentum Administrator:
    • Log into Administrator as the new installation owner
    • Spot check jobs (i.e. dm_DataDictionaryPublisher, dm_FulltextMgr , etc.) to ensure they are successfully running
  • If you are using Site Caching Services:
    • Log into Administrator as the new installation owner
    • Navigate to Site Publishing Configuration
    • Check a configuration; run an ‘End to End’ test
  • If you are using any other Documentum products:
    • Log into each application
    • Perform everyday user tasks
  • Run Consistency Checker (dm_ConsistencyChecker) Job. This report appears under System/SysAdmin/Reports

Common Issues/Helpful Hints

  1. Setting user permission on %DOCUMENTUM_HOME% can be cumbersome, is there an easier way to perform this task?
    Yes. It would be recommended to have a system administrator run a windows scripts to update all folders and files under %DOCUMENTUM_HOME%. Another shortcut would be to set the local Administrator group on the Windows 2000 with Full Control permission on all subfolders and files under %DOCUMENTUM_HOME%. Later, when updating an installation owner you would just need to add/remove users from the local Administrator group. Setting the Administrator group permissions in this fashion also eases backing up Content Server files.
  2. Can you update only the user domain?
    Yes. To update only the user domain you will need to:  

    • Add the new domain user to the Administrator group on the Windows 2000 server; Set up the user as act as part of the operating system
    • Update the user_domain attribute of the installation owner:
      update dm_user object set user_domain = ‘[new domain]‘ where user_name = ‘[installation owner]‘
    • Edit the user_auth_target parameters in the server.ini file to reference the new domain for each Docbase in the installation.
    • Update permission on all subfolders and files under %DOCUMENTUM_HOME% to use the new domain user.
    • Update Windows Registry – HKEY_LOCAL_MACHINE\SOFTWARE\Documentum\Server\version_no
      • Change the value of DM_DMADMIN_DOMAIN to the new domain
    • Set up the appropriate start-up information (Log on As: This Account) for Documentum Services to use the new domain user
  3. Can you update only the user password?
    Yes. Stop all Documentum services (Docbases, DocBroker, Java Method Server, Site Caching Services). Within the service properties under the Log on Tab, enter the new password under Log On As: This Account.
  4. What if after running the Reassign User job there are still objects referencing the old user?
    This sometimes happens if there are many objects (such as log files) owned by the old installation owner. A solution to this is to wait for the job to complete and then recreate the previous installation owner within Documentum then run ‘Reassign User’ again. Continue this until the following queries return 0 rows:
  5. select count(*), acl_name from dm_sysobject where acl_domain = '[old installation owner]‘ group by acl_name;
  6. select r_object_id from dm_sysobject where owner_name= ‘[old installation owner]‘;

Hope this experiment is useful .

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