EMC Documentum CenterStagePro · EMC® Documentum® CenterStagePro 1.0 AdministrationGuide P/N300-010-032A01 EMCCorporation CorporateHeadquarters: ... /AdminCenter

EMC® Documentum®

CenterStage Pro1.0

Administration Guide

P/N 300-010-032 A01

EMC CorporationCorporate Headquarters:

Hopkinton, MA 01748-91031-508-435-1000www.EMC.com

Copyright© 2009 EMC Corporation. All rights reserved.

Published September 2009

EMC believes the information in this publication is accurate as of its publication date. The information is subject to changewithout notice.

THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONSOR WARRANTIES OF ANY KINDWITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLYDISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

Use, copying, and distribution of any EMC software described in this publication requires an applicable software license.

For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com.

All other trademarks used herein are the property of their respective owners.

Table of Contents

Preface ................................................................................................................................. 7

Chapter 1 Introduction to Administering CenterStage .................................................. 9Administrative tasks .......................................................................................... 9

Chapter 2 Set Documentum Platform Options ............................................................. 11Create a user in the repository ........................................................................... 11Enable email notification for subscribed content ................................................. 12Assign members who create users to the dce_user_manager role ......................... 13Assign members who create spaces to the dce_room_creator role ........................ 13Assign members who create space templates to thedmc_kw_manage_space_templates role ............................................................. 14

Chapter 3 Set Federated Search Services Options ...................................................... 15

Chapter 4 Set Content Intelligence Services Options .................................................. 17

Chapter 5 Set CenterStage Application Options .......................................................... 19Customize the sign-in dialog box....................................................................... 19Customize the product name............................................................................. 20Set languages ................................................................................................... 20Set the session length ........................................................................................ 21Set the frequency of subscription updates .......................................................... 21Allow users to install CenterStage plug-ins ........................................................ 22Disable entity extraction.................................................................................... 23Improve search performance by customizing the format filter ............................. 23Configure full-screen preview of images ........................................................... 24

Chapter 6 Manage CenterStage Spaces ....................................................................... 27Common space management tasks .................................................................... 27Understanding the CenterStage containment hierarchy....................................... 28Understanding spaces....................................................................................... 28Understanding users and permissions ............................................................... 29Secure Sockets Layer (SSL) ............................................................................ 31

Understanding templates .................................................................................. 31

Appendix A Best Practices for Building a Community .................................................... 33Creating a community: a case study .................................................................. 33The challenge ............................................................................................... 33The setup ..................................................................................................... 34

EMC Documentum CenterStage Pro Administration Guide 3

Table of Contents

Assigning access and security.................................................................... 34Defining community roles......................................................................... 35Defining the space template ...................................................................... 35Create spaces ........................................................................................... 35Create wikis ............................................................................................. 36Create blogs ............................................................................................. 36Create discussions .................................................................................... 36Seed with content ..................................................................................... 37Creating content folders ........................................................................ 37Seeding useful information ................................................................... 37

The kickoff ................................................................................................... 37The payoff.................................................................................................... 38

Processes to govern content............................................................................... 38

Appendix B CenterStage Object Types ........................................................................... 41

4 EMC Documentum CenterStage Pro Administration Guide

Table of Contents

List of Tables

Table 1. Administrative tasks .............................................................................................. 9Table 2. CIS filters ............................................................................................................. 17Table 3. Subscription update jobs ....................................................................................... 21Table 4. Client-side plug-ins .............................................................................................. 22Table 5. ADTS when used with CenterStage ....................................................................... 24Table 6. MTS when used with CenterStage ......................................................................... 25Table 7. Space management tasks....................................................................................... 27Table 8. Public and private spaces ...................................................................................... 29Table 9. Permission levels in CenterStage............................................................................ 29Table 10. CenterStage Roles................................................................................................. 30Table 11. Template types ..................................................................................................... 31Table 12. Properties defined for the comment type................................................................ 42Table 13. Properties defined for the room type...................................................................... 45Table 14. Properties defined for the topic type ...................................................................... 47Table 15. Properties defined for the topic type ...................................................................... 50Table 16. Properties defined for the topic type ...................................................................... 52


Table of Contents


Preface

This guide is for administrators and business experts who configure platform and applicationoptions, and who create CenterStage spaces and templates.

The procedures in this guide reference the following EMC documents, found on the Powerlinkwebsite (http://Powerlink.EMC.com):

• CenterStage Overview Guide

• Documentum Administrator 6.5 User Guide

• Documentum Composer 6.5 User Guide

• Documentum Federated Search Services Administration Guide

• Documentum Federated Search Adapter Installation Guide

• Documentum Content Intelligence Services Administration Guide

Revision HistoryThe following changes have been made to this document.

Revision Date Description

September 2009 Initial publication


http://Powerlink.EMC.com

Preface


Chapter 1Introduction to AdministeringCenterStage

EMC Documentum CenterStage lets users create, edit, and collaborate on content in Documentumrepositories in your organization’s Documentum Enterprise Content Management System. Users runCenterStage in web browsers, giving them access to repositories and content-management functions.CenterStage provides two clients: the CenterStage Essentials client provides basic content services;the CenterStage Pro client provides basic content services plus administrative access, advancedsearch, wikis, blogs, and RSS feeds.

After your organization has installed CenterStage on the EMC Documentum platform, administratorsmust create users, set system-wide platform options, set system-wide CenterStage options, and createthe first CenterStage spaces so that users can begin working with content through CenterStage.

This chapter lists the tasks you must perform to set up CenterStage so that users can begin workingwith content.

For a detailed introduction to CenterStage, see the CenterStage Overview Guide.

Administrative tasksAfter your organization has installed CenterStage on the EMC Documentum platform, administerCenterStage by performing the tasks listed in Table 1, page 9.

Table 1. Administrative tasks

Task Performed with this application

Chapter 2, Set Documentum Platform Options Documentum Administrator

Chapter 3, Set Federated Search Services Options Documentum Federated SearchServices Admin Center

Chapter 4, Set Content Intelligence Services Options Documentum Content IntelligenceServices

Chapter 5, Set CenterStage Application Options Documentum Administrator


Introduction to Administering CenterStage

Task Performed with this application

Chapter 6, Manage CenterStage Spaces CenterStage Pro

Documentum Composer


Chapter 2Set Documentum Platform Options

You set the Documentum platform options using DocumentumAdministrator (DA), which is installedwith CenterStage. DA provides a web-based interface to administer the Documentum Content Serverplatform, Documentum repositories, and Documentum platform clients, such as CenterStage.

To perform the procedures in this chapter, you much have the URL and a username to sign in toyour organization’s DA installation.

To set Documentum platform options, do the following:

• Create a user in the repository, page 11

• Enable email notification for subscribed content, page 12

• Assign members who create users to the dce_user_manager role, page 13

• Assign members who create spaces to the dce_room_creator role, page 13

• Assign members who create space templates to the dmc_kw_manage_space_templates role,page 14

Depending on your installation, administering CenterStage can involve additional tasks not describedin this guide. To set other platform options, see the Documentum Administrator 6.5 User Guide.

Create a user in the repositoryTo use CenterStage, a person must have a user account in at least one EMC Documentum repository.This section describes how to create a user account in a repository. Before you create a user,determine the type of authentication used by the Documentum Content Server. The Content Servercan use any of the following: LDAP authentication, Windows domain authentication, or an inlinepassword managed by the server. For more detailed information on how to create a user, see thechapter on users in the Documentum Administrator 6.5 User Guide.

To create a user:

1. In Documentum Administrator, connect to the repository in which to create the user and navigateto Administration > User Management > Users.

2. Select File > New > User.


Set Documentum Platform Options

3. Enter the following minimum information required to create a CenterStage user:• Name: Type the name that appears to other users.

• User Login Name: Type the name for signing into a repository.

• User Source: Select one of the following options:— None: The user is authenticated in a Windows domain.

— LDAP: User is authenticated by an LDAP server.

— Inline Password: User is authenticated by a password stored in the repository.

— UNIX only: User is authenticated by UNIX.

— Domain only: In a repository with Windows domain authentication enabled, user isauthenticated against a Windows domain.

— UNIX first: In a repository with Windows domain authentication enabled, user isauthenticated first by UNIX first and then against a domain.

— Domain first: In a repository with Windows domain authentication enabled, user isauthenticated first against a domain and then by UNIX.

Note: For instructions on entering additional user information, see the Documentum Administrator6.5 User Guide.

4. To allow the user to receive email notifications when subscribed content changes, enter theEmail Address.

Note: For users to receive email notifications, you must also specify the SMTP server on theDocumentum platform, as described in Enable email notification for subscribed content, page 12.

5. Click OK.

Enable email notification for subscribedcontentFor users to receive email notifications when subscribed content changes, do the following:

• Specify the SMTP server that provides mail services to the Content Server, as described in thistopic.

• For each user, set the Email Address option in the user’s profile, as described in Create a userin the repository, page 11.

To specify the SMTP server that sends email notifications to CenterStage users:

1. In Documentum Administrator, navigate to Administration > Basic Configuration > ContentServers.

2. Select the Content Server and select View > Properties > Info.

3. In the SMTP Server field in the Info tab, type the name or IP address of the SMTP server thatprovides mail services to the Content Server.

4. Click OK.



Assign members who create users to thedce_user_manager roleSpace coordinators who create inline users for adding to spaces (user managers) must have thedce_user_manager role. Inline user accounts are authenticated by the Content Server instead ofa Windows or UNIX domain or an LDAP directory. For instructions on creating inline users inCenterStage, see the topic Create new users to add to a space in theMembership section of CenterStageonline Help.

To assign members to the dce_user_manager role:

1. In Documentum Administrator, open the User Management node.

2. Select the Roles node.

3. Navigate to and double-click the dce_user_manager role. If the role does not appear on thefirst page of the list, navigate to the next page.

4. Select File > Add Member(s).

5. Add users to the role by selecting the users in the left pane and using the arrow button to movethe users to the right pane.

6. Click OK.

Assign members who create spaces to thedce_room_creator roleSpace coordinators who create spaces must have the dce_room_creator role.

To assign members to the dce_room_creator role:



3. Navigate to and double-click the dce_room_creator role. If the role does not appear on thefirst page of the list, navigate to the next page.



6. Click OK.



Assign members who create space templatesto the dmc_kw_manage_space_templates roleSpace coordinators who are in the dce_room_creator role in the repository can also be givenpermission to create space templates.

To assign members to the dmc_kw_manage_space_templates role:



3. Navigate to and double-click the dmc_kw_manage_space_templates role. If the role does notappear on the first page of the list, navigate to the next page.



6. Click OK.


Chapter 3Set Federated Search Services Options

Federated search is available if your organization has enabled the connection with the FederatedSearch Services (FS2) server. Federated search allows users to search external and internal sources atthe same time and display all results consistently. This section briefly describes the main steps to addand configure external sources. For more information on FS2, see the Documentum Federated SearchServices Administration Guide, available within the CenterStage product on the Powerlink website.

You manage external sources using the Admin Center FS2 administration tool. Each external sourcein CenterStage is an information source in Admin Center. An information source relies on anadapter bundle (available as a *.jar file) and a specific configuration. Some information sources canbe available with a default configuration because they correspond to public information sources.For example, the information sources Google, Wikipedia, OpenDirectory, and YahooDirectory arealready configured and available in CenterStage. Other information sources require configurationbefore being available to users.

The following adapter bundles are available out-of-the-box with FS2:

• EMC Documentum ECM (Enterprise Content Management)

• EMC Documentum eRoom

• EMC Documentum ApplicationXtender

• EMC Documentum EmailXtender

• JDBC/ODBC

• Google Desktop Enterprise

• Windows Search

• OpenSearch

• FS2 Indexing for shared drives

The configuration of each adapter is described in the Documentum Federated Search Adapter InstallationGuide.

FS2 Admin Center can be accessed using a URL such as:https://:<FS2_server_host>:<Admin_Center_port_number>/AdminCenter

where <FS2_server_host> is the name or the IP address of FS2 server,and <Admin_Center_port_number> is set to 3003 by default.


Set Federated Search Services Options

Use FS2 Admin Center to perform the following administration tasks:

• Add information sources

• Upload new bundles

• Configure and test the adapters

• Set the authentication mode for the information sources: public access, corporate account (sameaccount shared by all users), and user account


Chapter 4Set Content Intelligence ServicesOptions

Documentum Content Intelligence Services (CIS) extracts information for CenterStage Pro users toselect when they filter content lists to narrow the numbers of items displayed. CenterStage Proprovides three filters, as described in Table 2, page 17. The CIS server analyzes CenterStage contentand metadata every 30 minutes to extract new or updated information. CIS refers to extracted valuesas entities.

Table 2. CIS filters

Filter Information extracted from content and metadata

Place Geographical places grouped by countries and cities

People Names of users

Company Names of organizations, such as companies, institutions, orassociations

You can make the following changes to CIS settings:

• Specify named entities, as described in the Documentum Content Intelligence Services AdministrationGuide available within the CenterStage product on the Powerlink website.

• Modify the frequency with which CIS extracts new information, as described in the DocumentumContent Intelligence Services Administration Guide.

• Disable entity extraction, as described in Disable entity extraction, page 23.


Set Content Intelligence Services Options


Chapter 5Set CenterStage Application Options

This chapter describes the CenterStage configuration file and describes how to set CenterStageapplication options that apply to all CenterStage users. You set system-wide options throughDocumentum Administrator (DA), which is installed with CenterStage. DA runs in a web browser.To access DA, you must have the URL of your organization’s DA installation and a username andpassword.

This chapter describes the following:

• Customize the sign-in dialog box, page 19

• Customize the product name, page 20

• Set languages, page 20

• Set the session length, page 21

• Set the frequency of subscription updates, page 21

• Allow users to install CenterStage plug-ins, page 22

• Disable entity extraction, page 23

• Improve search performance by customizing the format filter, page 23

• Configure full-screen preview of images , page 24

Customize the sign-in dialog boxThe sign-in dialog box appears when a user first opens CenterStage by typing the CenterStage URLin a web browser. You can customize the sign-in dialog box to provide instructions or disclaimertext and to provide users a link they can click for additional help. The link can point to an emailaddress or a web page.

To customize the sign-in dialog box:

1. In Documentum Administrator, navigate to Cabinets > System > Applications > CenterStageand open app.xml in a text editor.

2. To change the instructions and address for accessing help from the sign-in page, lookfor <:html_help xml:lang="en">, where xml:lang is the locale that the messagepertains to. Edit the text for <:div class=’login-custom-help’> and for <:divclass=’login-custom-help-instr’>.


Set CenterStage Application Options

3. To create disclaimer text that appears at the bottom of the sign-in dialog box, navigate to the<disclaimer> tag set and do the following:

a. If you are editing the disclaimer for English, go to the next step. Otherwise, copy the entire<disclaimer> tag set, shown here, and paste a new copy of the tag set after the original.<disclaimer xml:lang="en">

</disclaimer>

b. Set xml:lang attribute to the locale for which the disclaimer text applies.

c. Delete the comment . In its place typethe disclaimer text.

d. To add a disclaimer for another language, paste a new copy of the <disclaimer> tag set andrepeat steps b and c.

4. Save app.xml.

Customize the product nameYou can customize the name of the product to reflect your organization’s brand.

Note: In some areas of the user interface, for example, that associated with the plug-ins, theCenterStage name is hard coded and cannot be changed.

To customize the sign-in dialog box:


2. Customize the app_title element with the new product name.

3. Modify the CommunityHome element in accordance with your changes to the app_title element.

4. Save app.xml.

Set languagesYou can view the list of supported languages in your CenterStage installation, and you can addlanguages to the list.

To specify supported languages:


2. Navigate to the <language> tag and add nested <locale> tags for each supported language. In theexample below, the English (United States) and the German locales have been added:<language>

<supported_locales>

<locale>en-US</locale>



<locale>de</locale>

</supported_locales></language>

3. Save app.xml.

Set the session lengthWhen a user has been inactive for too long, CenterStage ends the user’s session. You can set thelength of time that CenterStage waits before ending the session.

To set how long CenterStage waits before ending an inactive user’s session:

1. Open the CenterStage WAR file.

2. Open the local-dfs-runtime.properties file, located in the WEB-INF\classes directory.

3. Set the following option to the number of minutes before CenterStage signs out an inactive user.Do so by replacing the 240 in this example with the appropriate number of minutes.dfs.crs.cache_expiration_after_x_minutes=240

Set the frequency of subscription updatesCenterStage keeps users informed of changes to their subscribed files by routinely sending each useran email update. The user can choose to receive an email each time a subscribed item is changedor to receive a daily or weekly email that lists all changes in a single subscription digest that groupsmodified items by space. The default is for a user to receive a daily digest. CenterStage sendsupdates to the email address set for the user during user creation, as described in Create a user inthe repository, page 11.

Administrators can set the time and frequency for each update option by editing the Documentum jobthat controls that option. For each option, the job determines when and how often to send the update.Table 3, page 21 describes the three jobs. For more information on jobs, see the chapter on jobs inthe Documentum Administrator 6.5 User Guide.

Table 3. Subscription update jobs

Job Description

CenterStage Email Notification This job is used when a user selects to receive change noticesevery time a subscribed item is updated. This job sends aseparate email for every item changed. By default, this job runsevery 15 minutes.



Job Description

Daily CenterStage EmailNotification

This job is used when a user selects daily updates. By default,this job runs Sunday through Friday at 2 A.M., according to theuser’s local time. This is the default option for the end user.

Weekly CenterStage EmailNotification

This job is used when a user selects weekly updates. By default,this job runs every Thursday at 2 A.M., according to user’s localtime.

To set when CenterStage sends subscription updates:

1. In Documentum Administrator, connect to the repository and navigate to Administration >Job Management > Jobs.

2. Select the job to modify and select View > Properties > Info.

3. Select the Schedule tab and set when and how often to run the job.

4. Click OK.

Allow users to install CenterStage plug-insYou can give users a choice whether to install and use the client-side plug-ins that provide thefunctionality described in Table 4, page 22. If you do not enable this choice, users cannot use theplug-ins.

Table 4. Client-side plug-ins

Plug-in Description

UCF (Unified Client Facilities)content-transfer Java applet

This is available for both Mac and Windows operating systems.This plug-in provides UCF content transfer as an alternative toHTTP content transfer. UCF content transfer lets users accessfiles from CenterStage as though from their own desktop.CenterStage keeps track of the user’s downloaded files andprevents accidental duplication of downloaded files.

The copy-and-paste ActiveXcontrol

This allows Windows users to use the Windows clipboard withCenterStage.

To allow users to install CenterStage plug-ins:


2. Edit the <content_transfer> option (shown here) to specify that users are prompted toaccept plug-ins.

<content_transfer><allow_cached>true</allow_cached>





<allow_async>true</allow_async>



<allow_cta_plugin>true</allow_cta_plugin>



<async_size_threshold>1024</async_size_threshold></content_transfer>

3. Save app.xml.

Disable entity extractionCenterStage’s entity extraction feature is leveraged from Documentum’s Content Intelligence Services(CIS). Entity extraction takes information from a document’s content and metadata and uses theinformation to help users find the document when filtering or searching.

Entity extraction is enabled by default.

To disable the extraction of entities:

1. In Documentum Administrator, navigate to Cabinets > System > Applications > CenterStage Proand open app.xml in a text editor.

2. Navigate to the lines shown here and type false in place of true in <enable_entity_extraction>tag set.<cis>



<enable_entity_extraction>true</enable_entity_extraction></cis>

3. Save app.xml.

Improve search performance by customizingthe format filterDue to the high number of available formats in the repository, searches may perform poorly whenselecting formats in the format filter. To improve search performance, you can remove from theformat filter the formats that are not used by ignoring them. This setting is not definitive and youmay restore the filters whenever you need. You ignore a format by setting the format_class attributeto kw_ignore in the formats table.

Ignoring some formats also reduces the list of possible formats in the Others format filter, whichcan be a very long list.

To ignore a format:

1. In DA, open the DQL editor.



2. Run the following DQL query to get the list of available formats in the repository:SELECT name, mime_type, description FROM dm_format WHERE NOT ANYformat_class=’kw_ignore’ ORDER BY name

3. Run the following DQL query:UPDATE dm_format OBJECTS APPEND format_class=’kw_ignore’WHERE "name" = ’xyz’

where xyz is the format to ignore.

4. Restart the application server to clean the cache of the formats table.

To restore a format:

1. In DA, open the DQL editor.

2. Run the following DQL query:UPDATE dm_format OBJECTS REMOVE format_class[0] where "name" = ’xyz’

where xyz is the format to ignore.Index [0] is used if there was no value already set for the repeating attribute format_class.Otherwise, check for the right index.

3. Restart the application server to clean the cache of the formats table.

Configure full-screen preview of imagesCenterStage provides inline viewers that display the first page of a document with a thumbnailgenerator. Thumbnail Generator (TG) creates single-page thumbnails (300x300 pixels in size) forimages, PDF, and Office documents.

After an upgrade to MTS (Media Transformation Services) / ADTS (Advanced DocumentTransformation Services), CenterStage can provide, in addition to thumbnails, full-screen, multi-pagedocument and image viewing capabilities.

The following tables show the image and document formats supported by the optional transformationservices:

Table 5. ADTS when used with CenterStage

Advanced Document Transformation Services

Input format Thumbnail Full-screen, Multi-page

AutoCad

BPM

Office (doc, docx, dot, dotx,ppt, pptx, pot, potx, xls, xlsx,xlt, xltx, vsd)

Images (gif, jpeg, tiff)

WPD



Advanced Document Transformation Services


RTF, TXT

PS

PDF

HTML

Table 6. MTS when used with CenterStage

Media Transformation Services


Images (ai, bmp, dng, eps, fpx,gif, jpeg, pgm, png, pnm, ppm,psg, svg, tiif, wbmp)

Office (ppt, pptx, pot, potx)

PDF

Administrators can configure MTS/ADTS to generate renditions of different formats and sizes.For more information, seeMedia Transformation Services Installation Guide and Advanced DocumentTransformation Services Installation Guide.

Since different installations of MTS/ADTS may store renditions in different formats, administratorsshould choose the best format to display in the CenterStage image viewer, and configure CenterStageto use that format by setting the <previewformat> tag in app.xml. The default setting for<previewformat> is configured to choose the jpeg_th rendition produced by the thumbnail generator:<media>

<previewformat>jpeg_th</previewformat></media>

Configure full-screen preview of images:


2. Navigate to the <media> tag and add nested <previewformat> tags for each image renditionformat. In the following example, the jpeg_preview and jpeg_lres formats have been added:<media>

<!--This configuration is used for full screen preview.If MTS/ADTS is installed, this can be changed to returnother renditions for full screen Image Viewer.eg: jpeg_preview or a larger jpeg_lres renditions.

<previewformat>jpeg_th</previewformat><previewformat>jpeg_preview</previewformat><previewformat>jpeg_lres</previewformat></media>



3. Save app.xml.


Chapter 6Manage CenterStage Spaces

The procedures to manage CenterStage spaces are found in CenterStage Help. This chapter liststhe commonly used tasks that administrators perform to manage spaces. For the procedures, seeCenterStage Help.

This chapter also provides overviews of CenterStage concepts related to space management. Foroverviews of all CenterStage concepts, see the CenterStage Overview Guide.

This chapter provides the following:

• Common space management tasks, page 27

• Understanding the CenterStage containment hierarchy, page 28

• Understanding spaces, page 28

• Understanding users and permissions, page 29

• Understanding templates, page 31

Common space management tasksTable 7, page 27 lists the commonly used tasks that administrators perform to manage spaces. Forthe procedures, see CenterStage Help.

Table 7. Space management tasks

To manage: Perform these tasks, as described in CenterStage Help

Spaces • Add new spaces

• Edit space settings


Manage CenterStage Spaces

To manage: Perform these tasks, as described in CenterStage Help

Members • Add space members

• Invite members to a space

• Change member roles

• Edit role settings

Templates • Create new space templates

• Create new content templates

• Edit template properties

• Copy space templates

• Copy content templates

• Modify the scope of content templates

• Activate templates

You can also create templates outside of CenterStage in a stagingenvironment and then deploy them to CenterStage, as describedin .

Understanding the CenterStage containmenthierarchyCenterStage allows users to access documents in the Documentum repository in a familiar andcollaborative way consistent with popular Web 2.0 applications. While CenterStage provides access tothe repository, the repository itself is never visible to the user. Each repository contains one or morespaces, which provide a way of grouping information by a particular field of interest. Within spaces,there are sections, which group information by type (wiki pages, blog entries, discussions). Sectionsconsist of one or more pages, which are used to organize and display content. Pages contain widgets,which are lightweight applications used to edit and view discrete types of content, and attachments,which are content files in their native formats.

Understanding spacesA space is a CenterStage location created for a specific goal. Members achieve the goal throughcreating and sharing content and information. Each space has a set of policies that define suchparameters as security, versioning, and notification. A space can also be subject to retention policiesmanaged through the Retention Policy Administration client. A space’s membership is either opento all the repository’s users or restricted to specific users by invitation only. Each space member isassigned a user role that defines the user’s access to content and actions. Users with the appropriate



permissions can create new spaces within a repository and can save existing spaces as new spacetemplates.

Once users are logged in, they can navigate to spaces. Spaces open as tabbed panels in CenterStageand can be either public or private, as described in Table 8, page 29.

Note: Super users can always access private spaces, even if they are not members of a space.

Table 8. Public and private spaces

Type of space Description

Public Public spaces are open to all CenterStage users and open the flowof information, avoiding the segregation of information into silos.

Private Private spaces restrict access to information that has securityrequirements. Whereas a public space can be seen by allCenterStage users, both from within and from without theorganization, a private space is restricted by invitation-only tospecific users.

Understanding users and permissionsA CenterStage user is a person with a unique login account to at least one CenterStage repository.System administrators create user accounts. Administrators can create CenterStage accounts both forintranet users as well as users outside the firewall.

The CenterStage user has automatic membership in all the repository’s public spaces and mighthave membership in one or more of the repository’s private spaces. Within each space, the userhas an assigned role that determines the user’s permissions for performing actions and accessinginformation.

Permissions are granted on a per object basis. Each object in a space, including each location, isassigned an access control list (ACL) that defines the actions users of each role can perform on theobject. CenterStage assigns an object an ACL at creation. By default, CenterStage assigns the ACLof the space to a new object created in that space. A user with adequate permissions can changean object’s ACL.

There are four permission levels in CenterStage, each of which is based on a combination ofDocumentum basic and extended permissions. Permission levels are cumulative: each level allowsthe rights granted to the levels below it. The four permission levels are described in Table 9, page 29.

Table 9. Permission levels in CenterStage

CenterStage permission level Documentum permissionlevel

What you can do with thisright

None (only for the space’s ACL) None Nothing, not even see theobject.



Read Read Can:• view an item (includingopening a file for viewing)

• see the item’s versions andversion comments

• open a folder

• create comments (optionally,and can be different forindividual ACLs)

Can’t:• create items

• copy or move items

Create Relate + Change Folder Links Read + create an item, and openthe item, and create commentson the item, but can’t move ordelete other people’s content.

Edit Write + Change Location(except for section-levelcontent), Change State

Create + can edit and move theitem, and change its lifecyclestate.

Delete Delete + change Location(including section-levelcontent), Change State, changePermissions

Edit + can delete the item.

CenterStage provides standard roles that grant these permissions to members with that role. Theroles and their permissions are listed in Table 10, page 30

Table 10. CenterStage Roles

CenterStage Permission

CenterStage Role Public Space Private Space

Participant Edit Edit

Coordinator Edit (plus special coordinatorrights*)

Edit (plus special coordinatorrights*)

Content Owner Delete + Change Ownership Delete + Change Ownership

New custom roles Edit Edit

*Regardless of the Coordinator role’s permission level, it always has these extended permissions:• Extended Delete

• DCTM Browse permission (to let the coordinator see an item, even if the role group is removedfrom an item’s ACL)

• Change Owner



• Change Permissions

• Change Location

• Change State

• Change Folder Links

In addition, coordinators can always manage members, and create/delete custom roles.

Secure Sockets Layer (SSL)

By default, SSL is not enabled in CenterStage. Over HTTP, passwords are sent in clear text when SSLis not enabled. EMC recommends that customers enable SSL to provide secure transmission ofsensitive data such as authentication credentials.

For more information, see the EMC Documentum Content Server Administration Guide, ManagingUser Authentication.

Understanding templatesCenterStage includes a starter set of templates. Table 11, page 31 describes template types.

Table 11. Template types

Template type Description

Space template Space templates are collections of pages, widgets, layouts,business logic, and content tailored to address the needs andrequirements of a specific business process or task set.

Wiki template Wiki templates provide pages and content for new sections. Awiki template is tailored to a particular purpose, such as projectmanagement, project specification, documentation, etc.

Page template Page templates provide layout, widgets, content, attachments,tags, and properties for new pages. Templates can include avalue for the layout type property, determining whether userscan change the layout of a new page.

When a page cannot be changed, users cannot add, remove,reposition, or re-size widgets, nor can they change the numberof columns.




Appendix A

Best Practices for Building aCommunity

This appendix describes some best practices for creating a community of spaces to achieve a businesssolution.

In this appendix, the term community means a group of spaces created for a common businesssolution. This differs from the term’s meaning in the CenterStage interface, whereMy Communitiesmeans all the spaces on the CenterStage site.

Creating a community: a case study

The challenge

Scratch Bonnet Software, International, is stuck in a rut. Discrete business units are pursuing productlines and marketing solutions that make a certain amount of sense when taken in isolation, but arecreating conflict and redundancy when taken as a whole.

Donald Canard, an inhouse business expert, pulled together a cross-functional team includingengineers, technical writers, user support, and product management to address these issues.

These are the issues and proposed solutions facing Scratch Bonnet Software.

The Challenge Cross-team collaboration is low. There is an air of mistrust betweenworking groups, and little opportunity for interaction.

The Theme Pull various product groups together as a team to advance enterprise goals.


Best Practices for Building a Community

The Objectives • Foster new ideas for cross-product collaboration

• Develop, discuss, and challenge them

• Turn viable ideas into salable products.

The Participants Architects — offer technical solutions, debate feasibility, seek opportunitiesfor synergy; innovators with the expertise and authority to launch newprojects

Builders — engineers discuss the nuts-and-bolts implementation of thevision provided by the architects

Advocates — intelligent users of the systems such as user experiencedesigners, technical writers, and product managers who can comment onease-of-use and feature completeness

Consumers — provide feedback on the ideas presented and their relativevalue

The setup

Donald creates a community for idea development and invites key people from within theorganization — those with expertise, with innovative strengths, and with authority to launch newprojects — and from without, including key customers and suppliers.

Donald works with the architects to assign areas of interest and expertise. Knowing that it isimportant to keep the number of spaces and topics small at the outset, Donald suggests threekey initiatives on which to focus: Miguel Raton takes on rapid deployment, Horace Pferdkragenvolunteers to champion mobile applications, and Manfred Wunderhund signs up to tacklecross-product efficiencies.

Assigning access and security

Donald defines the following roles and access rights for the Initiative spaces.

Role Access Rights

Architect Delete

Builder Edit

Advocate Edit

Consumer Read

When inviting outsiders, Donald protects inhouse information by restricting access on all sensitivedocuments and discussion threads. Consumers can read the public CenterStage information, and cancomment on it, but they cannot edit original information posted by internal sources.



Defining community roles

Although Donald was the instigator of the Initiatives site, most successful communities have Spacecoordinators, two or three managers who divide responsibilities and who have a vested interest inmaking spaces successful. Donald asks Miguel, Horace, and Manfred to assume these roles.

Space coordinators do the following:

• Create spaces and templates

• Set rules and best practices

• Encourage participation and keep conversations on track

• Brainstorm and solicit new ideas for growth

• Update the site

• Answer technical questions

The Advocates and Builders in the community are Content providers who drive the community’sconversations. They ask the questions that get people talking. Both they and the Architects can alsoact as subject matter experts to provide authoritative voices on specific topics.

Defining the space template

Each of the spaces will start with the same essential elements:• An architect’s blog

• A discussion area

• A wiki for collaboration

• Collateral folders for static information

Rather than recreate the spaces for each initiative, Donald creates one generic space with theseelements, and saves it as a template named Initiative.

In the template, Donald creates the roles and sets permissions for each element in the space. Thesesettings are carried forward into each of the new spaces. The one change that Donald introduces intothe template is to set the permission for Consumers toNone. Architects, Builders, and Advocates willhave the opportunity to create content and populate their discussions, wikis, blogs, and collateralfolders. When the space information reaches critical mass, the Architects change the permissionssetting for Consumers in their space to Read.

Create spaces

Based on the Initiative template, he and the Architects create four initial spaces: Rapid Deployment,Mobile Applications, Cross-product Efficiency, and a Synergy space that consolidates commonthemes and provides a feedback mechanism for the initiative spaces overall.



Create wikis

At the heart of each of the spaces is a wiki, where participants write, challenge, and defend proofsof concept for products. Each wiki is allowed to grow “organically,” based on the interests andcontributions of the Architect, Advocates, and Builders.

Specific sections in each wiki have individuals who are responsible for maintaining the content.Builders and Advocates take ownership of elements of the overall initiative, effectively becomingarchitects in their own areas. Each member understands that the area is theirs to update and maintain,and time and resources are allocated to ensure that the information is current.

Special attention is paid to the titles of the wiki pages, to make sure that they are meaningful andgive a clear indication of the page content. Page titles appear in a number of places, including lists ofnew and updated files, and can generate a good deal of interest.

Donald cautions contributors to avoid posting questions in wikis: readers are more likely to respondto a post with useful content and alternative ideas.

Create blogs

Horace, Miguel, and Manfred, as team leads, all have their own blogs where they are able to waxphilosophical about their product initiatives, goals, potential solutions, or anything else they feel willbe of interest to their collaborators.

They know their audience is composed of “clued-in” people who are familiar with the technologies inplay but not necessarily the details of the inner workings. It is important to define jargon the firsttime the words appear on the blog, and potentially more than once. Liberal use of external links toonline references reduces redundancy.

All three leads understand the importance of continual updates to their respective blogs. While noone should speak unless there is something useful to say, successful blogs are continually updatedwith new information. For Miguel and Manfred, this translates into daily updates of about aparagraph of material. Horace is more likely to update once or twice weekly, but with longer posts.

While the blogs are conversational in tone, everyone is well aware that the opinions they publishcan exert influence on others and create controversy. The personality of each of the architects comesthrough, which helps to engage readers and get them to join in with equally conversational comments.

Create discussions

In the Synergy space, Donald and the Architects start the first few discussion threads, proposingsolutions to specific problems to get conversations started. They reply to each other’s proposals in asincere, productive, and provocative way. It is important not to sound forced or false when startingdiscussions: potential contributors will shy away.



Seed with content

Paradoxically, a successful CenterStage deployment is created as a collaborative project, withinformation contributed by members; but members are often reluctant to contribute to an empty site.To get things started, it is important to upload interesting content before users arrive.

Creating content folders

Content folders are used to organize static information in CenterStage. Each of the spaces has a foldernamed Collateralthat organizes background information for each of the initiatives. In the Collateralfolder are the foldersWhite papers, Product specifications, and Product documentation.

Seeding useful information

In order to encourage participation and stimulate ideas, Donald, Miguel, Horace, and Manfredupload complete, up-to-date, useful collateral information for their areas. By posting or linking thelatest and greatest versions of supporting documents, the new CenterStage implementation quicklybecomes the best “source of truth” for all participants. Having a “one-stop shop” where users canfind the answers they need will quickly make the site indispensable.

Next, Advocates and Builders are invited to augment the existing information, comment on blogentries, and respond to discussion questions. They add relevant links within content to add value forreaders, including links to content in other spaces or to external sources.

The kickoff

When the team agrees that the site has sufficient content to generate interest and provide usefulinformation, the Architects change the permissions setting for Consumers from None to Read,and the site is live.

Donald and the team invite members to join the spaces. As a way to get the conversation going, theyask the new members to share their thoughts on the initial content. This gives the new members atask that gets them involved in the site immediately, and results in some useful feedback as thesite gets rolling.

Donald, Miguel, Horace, and Manfred monitor the community over time to see which types of pagesbest suit the users’ preferred ways to communicate. Pages that draw few hits are deleted.

Members use filters and advanced searches to find new subject matter experts and new relevantinformation. Content contributors are encouraged to use tags as an alternative way of organizinginformation, creating tag clouds of topics that appear most frequently.

Individuals maintain their areas of ownership, continually adding and updating information, butalso culling pages that are outdated or no longer part of the active project. Archiving and deletinginformation that is no longer of interest to users improves performance, and helps to ensure that usersalways get current data as a result of their searches.



Given that the point of the site is to generate interaction, the team leads are conscientious aboutchecking in with the community several times a day, reading the boards, and responding quickly tokeep the conversation lively and encourage participants to return frequently to follow the thread.

When someone posts new content that is of high interest, Donald or one of the Architects will send anemail with a link to the content, including new members or infrequent participants on the recipientlist, and ask for their feedback.

To measure community success, Donald uses tools such as CenterStage reporting services to runreports on usage and activity within the community. He uses metrics such as levels of participationand engagement, page views, and blog replies to gauge which areas are most effective, and whichneed more attention or should be removed. Measuring community success helps him to maximizethe return on investment.

The payoff

Over time, cultivation of the information and ideas allows the community to grow and changeaccording to business needs. As participants get comfortable with new ways of interacting, thedepartment or contributor who proposes a solution becomes less important than the collaborativeprocess that brings it to market. Data Darwinism allows the most productive threads to thrive andgrow, while less interesting discussions and wiki pages wither and die.

Donald is please to see the Architects, Builders, Advocates, and Consumers working together asa single community, including several smaller communities-within-the-community, no longerseparated by job title, physical location, or functional area.

Processes to govern contentGoverning your community means setting up policies and lifecycles to store content based on itsrelevance and to prevent the growth of content from slowing system performance. Your governancestrategy should be in line with your organizational policies and procedures to control content growth.Such policies and procedures are sometimes known as an Information Lifecycle Management (ILM)strategy. Work with those responsible for your organizational ILM strategy to manage the growthand retention of your content. Determine policies and procedures that retain content based on itsvalue to your organization. You should routinely revisit this question as your community grows.

To govern the community, do the following:

• Assign content value and create content lifecycles to retain and retire content

The usefulness of content often diminishes with time. To retain content for only as long as it isuseful, work with your organizational ILM experts to create a way to assign value to content. Thencreate retention policies that use content value to promote, retain, and retire content. Keepingcontent updated in this way increases visibility of relevant content; gives quick access to criticalinformation; and prevents risks to sensitive information.

As an example, you can have one space dedicated to innovation and another dedicated to socialevents. You can create retention policies that keep information active in the innovation space fora longer time than they do for information in the event space.



As an example of an approach to assign content value, you might create templates thatautomatically assign properties to new or imported content based on content type and spacelocation.

• Retire information

Different spaces and communities have different life spans. Some communities are purpose-builtfor a single event or deliverable and have a very active but short life. Plan ahead for contentobsolescence. Use lifecycles and retention policies to plan how to age information and eventuallyretire it.

• Extract reusable content for future spaces and communities

As you learn best approaches and best design practices from successful communities, you canextract reusable content for future communities by creating templates that include successfulpractices. Reusing content ensures a standard of quality, encourages the success, and improvesthe speed of delivery of new efforts. Templates can leverage tagging techniques, classificationsystems, and automatic assigning of content properties to consolidate information across spaces inthe community.




Appendix B

CenterStage Object Types

This is a list of object types used by CenterStage.


Comment

Comment

Purpose

Records a comment in a discussion

DescriptionSupertype: RichtextSubtypes: NoneInternal name: dmc_commentObject type tag: 08

A comment object represents a single comment in discussion.

PropertiesTable 12, page 42, lists the properties defined for the type.

Table 12. Properties defined for the comment type

Property Datatype Single orrepeating

Description

comment_creation_date

date S Original date and time at whicha comment was created. This isonly set if the comment objectrepresents a comment copied fromthe original comment.

comment_creator string (128) S Name of the user who originallymade the comment. This isonly set if the comment objectrepresents a comment copied fromthe original comment.

comment_id integer S Identifying value for the commentwithin the topic.

comment_modtag integer S Value of the topic’s last_update_modtag property after the mostrecent modification of thiscomment

comment_parentid integer S The identifying value of thecomment to which this commentis a reply or response.

If the comment is not a reply toanother comment, this is 0.


Discussion

Discussion

Purpose

Contains one or more topics or topic subtypes.

DescriptionSupertype: FolderSubtypes: NoneInternal name: dmc_discussionObject type tag: 0b

A discussion object serves as the container for topics relating to a particular discussion. Only objectsof type dm_topic or its subtypes may be linked to a discussion.

PropertiesThe discussion object type has no properties defined for the type. It inherits all its properties from itssupertype.


Discussion

Discussion

Purpose

Contains one or more topics or topic subtypes.

DescriptionSupertype: FolderSubtypes: NoneInternal name: dmc_discussionObject type tag: 0b

A discussion object serves as the container for topics relating to a particular discussion. Only objectsof type dm_topic or its subtypes may be linked to a discussion.

PropertiesThe discussion object type has no properties defined for the type. It inherits all its properties from itssupertype.


Room

Room

Purpose

Provides an additional access management layer for SysObjects.

DescriptionSupertype: FolderSubtypes: NoneInternal name: dmc_roomObject type tag: 0b

A room is a special folder that provides additional, optional functionality to control access to theobjects in the folder when the objects are accessed through the room.


Table 13. Properties defined for the room type


Description

builtin_groups string(32) R Names of private groups in theroom.

The first four index positions arereserved for the system-definedgroups in room:

[0]=Members[1]=Owners[2]=Contributors[3]=Visitors

default_contrib_permit

integer S Default base object-levelpermission for the contributor’sgroup applied to objects governedby this room

default_contrib_xpermit

string(32) S Default extended permission forthe contributor’s group applied toobjects governed by this room

default_owner_permit integer S Default base object-levelpermission for the owner’sgroup applied to objects governedby this room


Room


Description

default_owner_xpermit

string(32) S Default extended permission forthe owner’s group applied toobjects governed by this room

is_public Boolean S Whether the room is a public orprivate room.

Tmeans the room is a public room.

Fmeans the room is a private roomand only members of the Membersgroup (builtin_groups[0]) canaccess objects in the room.

The only valid value is currently F.

only_owners_ungovern

Boolean S Whether membership in theOwners groups is an additionalrequirement for users trying toremove an object from the room.

T means that a user must be amember of the Owners groupin addition to having Write andChange_permit permissions on anobject to remove that object fromthe room.

F means that any user in the roomwith Write and Change_permitpermissions on the object canremove it from the room.

status_text string(maximum)

S Text description of the room’sstatus.

The length of this property isthe maximum allowed by theunderlying database.

status_value integer S Application-defined status valueof the room.


Topic

Topic

Purpose

Used to manage a single discussion.

DescriptionSupertype: FolderSubtypes: NoneInternal name: dmc_topicObject type tag: 0b

A topic object is used to manage a discussion thread—the set of comments about a single topic.


Table 14. Properties defined for the topic type


Description

is_disabled Boolean S Whether the topic is disabled. Tmeans the topic is disabled. Fmeans the topic is not disabled.The default is F.

Note: Users cannot create, view oredit comments in disabled topics.

next_comment_id integer S Value to be used as the object ID ofthe next new comment.

last_update_modtag integer S Value used internally to track eachtime a topic is modified


Blog

Blog

Purpose

Used to manage weblog activities.

DescriptionSupertype: FolderSubtypes: NoneInternal name: dmc_kw_blogObject type tag: 0b

A blog object is used to manage weblog activities. It is a specialized type of CenterStage section.

PropertiesNo non-inherited attributes.


Blog entry

Blog entry

Purpose

A special object type is used to store the individual entries that go into a blog archive.

DescriptionSupertype: FolderSubtypes: NoneInternal name: dmc_blogObject type tag: 0b

A special object type that is used to store the individual entries that go into a blog archive.



Preference set

Preference set

Purpose

Used to manage CenterStage preferences.

DescriptionSupertype: dm_relationSubtypes: NoneInternal name: dmc_kw_preference_setObject type tag: 0b

Used to manage CenterStage preferences.




Description

a_preference_name String (255) R Preference name.

a_preference_value String (255) R Preference value.


Space home page

Space home page

Purpose

Represents the home page of a CenterStage space.

DescriptionSupertype: FolderSubtypes: NoneInternal name: dmc_kw_space_home_pageObject type tag: 0b

Represents the home page of a CenterStage space.



Template

Template

Purpose

Defines a CenterStage template.

DescriptionSupertype: dm_sysobjectSubtypes: NoneInternal name: dm_kw_templateObject type tag: 0b

Defines a CenterStage template.




Description

a_template_category String (256) S Template category

a_target_object_type String (32) S Target object type

a_product_used string (48) S Product used

is_active Boolean S Whether the template is currentlyactive

a_target_application_type

String (32) S Target application type

has_dynamic_layout Boolean S Whether the layout is static or canbe changed


Index

AActive X

configure, 22Admin Center

set external sources, 15app.xml

settings, 19 to 20, 22 to 23, 25authentication

configure, 19, 21

Bbest practices

community building, 33

CCenterStage

overview guide, 7system configuration, 19

CIS. See filtersclipboard

enable, 22comment object type, 42communities

guidelines, 33managers, 35

configurationusers, 13

content analytics. See filtersContent Intelligence Services. See filters

documentation, 7content providers

defined, 35

Ddce_room_creator

role, 13dce_user_manager

role, 13

digests of changessend by email, 21

discussion object type, 43 to 44discussions

dmc_comment type, 42dmc_topic type, 47 to 52

dmc_comment type, 42dmc_discussion type, 43 to 44dmc_kw_manage_space_templates

role, 14dmc_room type, 45dmc_topic type, 47 to 52documentation

additional guides, 7Documentum Administrator

configure CenterStage with, 11 to 12,19 to 20, 22 to 23, 25

create user, 11disable entity extraction, 23documentation, 7full-screen images, 25set email server, 12set languages, 20set plug-in options, 22set sign-in options, 19set subscription options, 22sign in, 11

Documentum Collaborative Servicesroom object type, 45

Documentum Composerdocumentation, 7

Documentum platformconfigure, 11

domainauthenticate with, 12

Eemail

addresses, 19server, 12


Index

subscription updates, 21entities. See filtersexternal sources

configure, 15

FFederated Search Services

configure, 15documentation, 7set external sources, 15

filtersconfigure, 17disable extraction, 23

format filtercustomize, 23

frequencyconfigure, 21

FS2. See Federated Search Servicesfull-screen image preview

configure, 24

Iimages

preview full screen, 24inline users, 13

Llanguages

specify, 20LDAP

authenticate with, 12log in. See sign in

Mmail server

configure, 12managers

space coordinators, 35members

assign, 13

Nnamed entities. See filters

Ppassword

user, 12performance

search, 23permissions

overview, 29platform

configure, 11plug-ins

configure, 22Powerlink website

URL, 7product name

configure, 20

Rrepositories

user accounts, 11resources

additional guides, 7retain

content, 38retire

content, 38reuse

content, 38role

assign users, 13dce_room_creator, 13dce_user_manager, 13dmc_kw_manage_space_templates, 14

rolesoverview, 29

room object type, 45

Ssearch

configure, 15search performance, 23settings

CenterStage system, 19CIS, 17, 23Documentum platform, 11email, 12entities, 23languages, 20plug-ins, 22searches, 15session lengths, 21


Index

sign in, 19subscription updates, 21users, 11

sign-inconfigure, 19, 21

SMTP server. See mail serversources

configure, 15spaces

guidelines, 33subject matter experts

defined, 35subscriptions

email updates, 21system

configure, 19

Ttemplates

types, 31time-out

configure, 21topic object type, 47 to 52

UUCF

configure, 22Unified Client Facilities. See UCFUNIX

authenticate with, 12user managers, 13users, 11

See also membersassign, 13create, 11create new, 13dce_room_creator role, 13dce_user_manager role, 13overview, 29password, 12

WWAR file

set section length, 21

Documents

EMC Documentum CenterStagePro · EMC® Documentum® CenterStagePro 1.0 AdministrationGuide P/N300-010-032A01 EMCCorporation CorporateHeadquarters: ... /AdminCenter