Document Management with GroupWise ® Gregg Hinchman Consultant Hinchman Consulting [email protected] Jerry Winkel Novell Escalation Engineer

Document Management with GroupWise®

Gregg HinchmanConsultantHinchman [email protected]

Jerry WinkelNovell Escalation EngineerNovell, [email protected]

© Novell Inc, Confidential & Proprietary

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Opening the door to Web services

Novell exteNd™

Securely getting the right information to the right people

Novell Nsure™

The best foundation for your mixed environment

Novell Nterprise™

The experience to solve your business problems

Novell Ngage

Novell Nterprise is an innovative

family of products which give you

the power to enable and manage

the constant interaction of people

with your business systems —

regardless of who they are, where

they are or what time of day it

happens to be.

Novell® one Net vision

SM


Speakers

Gregg A. Hinchman

• Former Novell Consultant

• Hinchman Consulting –Novell Reseller and

Consulting Partner (

www.HinchmanConsulting.com )

• Tenacious Integration Services –Platinum Novell

Partner ( www.tenacious.biz )

Jerry Winkel

• Novell employee since 1993

• Escalation Engineer


Session Outline

Introduction

DMS Best Practices

Maintenance

Summary


Introduction

Impetus for session (The Motive)

What GroupWise® DMS is . . . and is NOT

How DMS benefits the user and the

company

Expanding GroupWise Functionality

Questions


Introduction: What DMS is . . . and is NOT

Document Management: a storage system that utilizes indexing to retrieve documents

This includes managing: Creation, Revision, Review, Storage and Disposition of documents

IS . . .

A paradigm shift

Fast way to access documents

Easy to learn and use

ISO 9000 friendly

IS NOT ...

A database

Shared folders

File names and directories


Introduction: User and Company Benefits

Users already know GroupWise

Integration with applications

WebAccess/WebPublisher

Cost and ROI

Fast document retrieval

Security and access control

Imaging “hard copy” documents –no File Cabinets needed

Business Process Management (aka. Workflow)

A Paperless office


Introduction: Expanding GroupWise

Imaging solutions for existing paperwork

• ViewWise – http://www.CompuThink.com

Workflow

• MetaStorm – http://www.MetaStorm.com


Questions


Best Practice: Consider these

Factors to consider

• Cost• Solution• Health• Resources• Expertise

GroupWise health

• Current Issues• Pending

Operations• Current Design• Design Growth


Primary Domain

WebAccess GWIA

DMS Post Office Post Office

Libraries

Librarians

Users

Distribution Lists

All connections TCP/IP

Best Practice:Optimal GroupWise Design

GWIA Domain

WebAccess Domain

Secondary Domain


Best Practice: GroupWise Health

Tuning

GroupWise Sizing Recommendations (TID 10016883)

HP/Compaq GroupWise capacity and planning document

http://activeanswers.compaq.com/ActiveAnswers/Render/1,1027,2611-6-100-225-1,00.htm


Best Practice: DMS Design

Centralized Libraries

Dedicated DMS Post Office

Customizing libraries

DMS administration

Training

Questions


Best Practice: Centralized Libraries

Corporate officeRemote Office

Remote Users

Remote Office

GroupWise Library

Home OfficeGroupWise

Library

Users at remote offices access GroupWise across WAN links

Users at remote offices access Libraries across WAN links

No GroupWise servers at this location

All Libraries are physically located in the corporate offices

All GroupWise servers are in this location


Best Practice: Dedicated Post Offices

GroupWiseMailboxes

GroupWise Server 1

Messaging Post Office

GroupWise Server 2

Document Manageme

nt Post Office

QuickFinder Index (/qfinderval-0)NO Message DatabasesDMS Storage AreasDMS LibrariesDMS DatabasesQuickFinder Level Set (/qflevel=1)QuickFinder Delete Old IDX and INC files (/qfdeleteold)

QuickFinder Index (/qfinderinterval-4)QuickFinder Base Offset (/qfbaseoffset-18)Message DatabasesNo DMS Storage AreasNo DMS LibrariesNo DMS DatabasesQuickFinder Level Set (/qflevel=1)QuickFinder Delete Old IDX and INC files (/qfdeleteold)

Dedicated Document Management Post Office

GroupWise Libraries

Librarian Accounts

DMS Groups


Best Practice: Customize Libraries

Departmental approach

Document property page

Custom property fields

Lookup tables

Document types

GroupWise objects

Rights


Best Practice: DMS Administration

Document Management Administration Hierarchy

Library 1

NetworkAdministrator

Library 3

Library 2

OfficeManager

AdministrativeAssistant

Librarian 1 Account(External Entity)

DMS AdminAccount

(External Entity)

The Administrative Assistant uses the “Librarian 1 “ Account only when performing Librarian Duties for Library 1.

The Administrative Assistant uses their GroupWise E-mail Account when using DMS.

The Office Manager uses their GroupWise E-mail Account when using DMS.

The Network Administrator does NOT have Librarian rights to ANY Libraries.

The Office manager uses the “DMS Administrator” Account only when performing Librarian Duties for all Libraries.


Best Practice: Training

Administrators

• DMS resources:• GroupWise 6 Administrators Guide- Tay Kratzer

• GroupWise 6.5 Administrators Guide- Tay Kratzer (Coming Soon)

• Success with GroupWise Document Management- Danita Zanre & Gregg Hinchman (Coming Soon to www.caledonia.net )

• Document Management with GroupWise 5.5- Danita Zanre

• Training Manuals and Consulting

• Librarians

• Help Desk Personnel

• End Users


Best Practice: Questions

5 minutes on the clock—Please.


Maintenance

Scheduled procedures

• Daily

• Weekly

Fixing problems


Maintenance: Please Do Not…

Delete and recreate your NGWGUARD.DB

Archive documents

Mix documents from different libraries into a single document storage area


Summary

DMS limits

Recommendations

Questions


Summary: DMS Limits

Theoretical limits

• 4 billion documents per library

• 255 libraries per post office

Real world limitations

• Speed of backup software

• Time spent indexing

• Maintenance


Summary: Recommendations

Spend the time and money to train your users

Use dedicated DMS post office

Create policies and guidance documents for DMS

Stick with the real world limits to ensure manageability

Proactive Maintenance

Be flexible in design, but rigid in implementation


Questions



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Documents

Document Management with GroupWise ® Gregg Hinchman Consultant Hinchman Consulting [email protected] Jerry Winkel Novell Escalation Engineer