Document Management with GroupWise ® Gregg Hinchman Consultant Hinchman Consulting Jerry Winkel Novell Escalation Engineer Novell, Inc.

© Novell Inc, Confidential & Proprietary : : : : 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

© Novell Inc, Confidential & Proprietary Speakers Gregg A. Hinchman Former Novell Consultant Hinchman Consulting –Novell Reseller and Consulting Partner ( ) Tenacious Integration Services –Platinum Novell Partner ( ) Jerry Winkel Novell employee since 1993 Escalation Engineer

© Novell Inc, Confidential & Proprietary Session Outline Introduction DMS Best Practices Maintenance Summary

© Novell Inc, Confidential & Proprietary 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

© Novell Inc, Confidential & Proprietary 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

© Novell Inc, Confidential & Proprietary 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

© Novell Inc, Confidential & Proprietary Introduction: Expanding GroupWise Imaging solutions for existing paperwork ViewWise – Workflow MetaStorm –

© Novell Inc, Confidential & Proprietary Questions

© Novell Inc, Confidential & Proprietary Best Practice: Consider these Factors to consider Cost Solution Health Resources Expertise GroupWise health Current Issues Pending Operations Current Design Design Growth

© Novell Inc, Confidential & Proprietary 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

© Novell Inc, Confidential & Proprietary Best Practice: GroupWise Health Tuning GroupWise Sizing Recommendations (TID ) HP/Compaq GroupWise capacity and planning document Render/1,1027, ,00.htm

© Novell Inc, Confidential & Proprietary Best Practice: DMS Design Centralized Libraries Dedicated DMS Post Office Customizing libraries DMS administration Training Questions

© Novell Inc, Confidential & Proprietary Best Practice: Centralized Libraries Corporate office Remote Office Remote Users Remote Office GroupWise Library Home Office GroupWise 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

© Novell Inc, Confidential & Proprietary Best Practice: Dedicated Post Offices GroupWise Mailboxes GroupWise Server 1 Messaging Post Office GroupWise Server 2 Document Management Post Office QuickFinder Index (/qfinderval-0) NO Message Databases DMS Storage Areas DMS Libraries DMS Databases QuickFinder Level Set (/qflevel=1) QuickFinder Delete Old IDX and INC files (/qfdeleteold) QuickFinder Index (/qfinderinterval-4) QuickFinder Base Offset (/qfbaseoffset-18) Message Databases No DMS Storage Areas No DMS Libraries No DMS Databases QuickFinder Level Set (/qflevel=1) QuickFinder Delete Old IDX and INC files (/qfdeleteold) Dedicated Document Management Post Office GroupWise Libraries Librarian Accounts DMS Groups

© Novell Inc, Confidential & Proprietary Best Practice: Customize Libraries Departmental approach Document property page Custom property fields Lookup tables Document types GroupWise objects Rights

© Novell Inc, Confidential & Proprietary Best Practice: DMS Administration Document Management Administration Hierarchy Library 1 Network Administrator Library 3 Library 2 Office Manager Administrative Assistant Librarian 1 Account (External Entity) DMS Admin Account (External Entity) The Administrative Assistant uses the “Librarian 1 “ Account only when performing Librarian Duties for Library 1. The Administrative Assistant uses their GroupWise Account when using DMS. The Office Manager uses their GroupWise 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.

© Novell Inc, Confidential & Proprietary 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 ) Document Management with GroupWise 5.5- Danita Zanre Training Manuals and Consulting Librarians Help Desk Personnel End Users

© Novell Inc, Confidential & Proprietary Best Practice: Questions 5 minutes on the clock—Please.

© Novell Inc, Confidential & Proprietary Maintenance Scheduled procedures Daily Weekly Fixing problems

© Novell Inc, Confidential & Proprietary Maintenance: Please Do Not… Delete and recreate your NGWGUARD.DB Archive documents Mix documents from different libraries into a single document storage area

© Novell Inc, Confidential & Proprietary Summary DMS limits Recommendations Questions

© Novell Inc, Confidential & Proprietary 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

© Novell Inc, Confidential & Proprietary 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

© Novell Inc, Confidential & Proprietary Questions

© Novell Inc, Confidential & Proprietary

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