Documentum Records Manager

Documentum Records Manager

Records Manager

RM extends the core Documentum content management capabilities by adding features and functionality.
RM is split into discrete modules. Customers can shoose RM modules that meets their unique requirements.

  • Retention Policy Management: Using RPS as the underlying engine, RM enables users to create, manage, and use retention policies.
  • Security and Access Control: Enhances the security model by providing non-cumulative permissions and the ability to associate permissions with object types. Enhances access control by requiring membership of one or all of a set of designated groups.
  • File Plans: This is an automated control mechanism for permanent system-wide record classification. It specifies how to name, classify, organize, and retain/dispose records.
  • Containment Policies: Specify rules for using a folder hierarchy or a file plan in terms of how it can grow and what actions are permitted within portions of the hierarchy.
  • Naming Policies: Configure naming conventions and enforce them through validation and dynamic name generation.
  • Retention policies: Determines the length of time a document based on operational, legal, regulatory, fiscal or internal requirements.

 Core Content Services

  • library services
    • check-in /check-out
    • Versioning
    • Basic renditioning
    • does not support inport/export capabilities
  • workflow services
  • lifecycle services
  • XML services
    • XML Applications
    • XML Store
    • XML Transformation services
    • XQuery (W3C standard query language for querying collections of XML data. XQuery can be combined with DQL and full-text searches.)
  • Federated Search Services
  • Content Transformation Services
    • Document Transformation Services (DTS)
      Renditions of MS Office or HTML files.
    • Advanced Document Transformation Services (ADTS)
      Renditions of additional formats: Project, Visio, AutoCAD. Creates bookmarks and advanced options for controlling PDF output formats
    • XML Transformation Services (XTS)
      Transform XML wo web formats, mobile formats, PDF, RTF or PostScript
    • Media Transformation Services (MTS)
      create metadata of photos, images and PowerPoint slides
    • Audio/Video Transformation Services
      Extension of the MTS
  • Content Intelligence Services
    Content Intelligence Services analyze the content using linguistic algorithms. CIS creates content related terms, keyword and attributs (metadate).The Services can classify the content into categories according to predefined rules.
  • Content Delivery Platform
    •  Interactive Delivery Services (IDS) formerly Site Caching Services
      IDS and IDSx provide static and dynamic content to a wilde range of network environments. IDS and IDSx supports AJAX (Web2.0) technology between the source and the target. User-generated content can be stored directly into the repository.
    • Interactive Delivery Services Accelerated (IDSx) formerly Site Deployment Services
      IDSx extends the capabilities of IDS.

      • publishing o content to multiple geographic locations by providing target to target reokication (server farms / independent dadacenters)
      • images and flash videos delivered with full metadata using WAN transfer
      • the IDSx transfer protocol utilizes existing network infrastructures and monitors all transfers using Adaptive Rate Control (VOIP, web, email)

Documentum Records Management

Documentum Records Management

Federated Search Services

Optional componet allows external sources of information (DB, website, third-party search environment) to be searched along with the Documentum repositories. If FSS (formerly named Enterprise Content Integration Services (ECIS)) is not installed the external sources are not available for searching.
Federated Search Services function trough a two-step process. First, the query broker maps a query into a format supported by an external information source and then submits the query to the source.Then the query processor receiver the requested information from the external source, extracts the metadata, filters the response, and returns the result.

Extended Search option is a part of FSS, which adds the following features:

  • Smart navigation: Search results are grouped into clusters of related results in the navigation pane.
  • Real-time monitoring: Status of results from various sources is displayed in real time in graphical and tabular formats.
  • Search Templates: A search template is like a saved search with part of the search criteria unspecified. The unspecified portion of the criteria is provided by the user while performing the search based on a template. Search templates are available under the Saved Searches node.

Federated Records Services

Federated Records Services (FRS) based an the Virtual Content Management (VCM). VCM is designated to managed one master repository and many source repositories. Objects are not replicated or dublicated, because in the master repository proxy objects were created for every necessary object from the source. Only relevant metadata is trasferred to the master repository.
allows you to connect remote repositories (Documentum, external whird-party repositories) to manage their content from the master Documentum repository without necessarily importing content into the master Documentum environment. FRS provides the ability to configure which sources are to be imported, processed, and managed by the master environment.
FRS proviedes the ability to create a proxy object within a Documentum repositorx that links to the main object stored in the external repository.


Composer – Step 4 create the Lifecycle

Composer – Step 4 create the Lifecycle

You can now create the lifecycle to which objects of type hpe_doctype can be attached.

File–> New–> Other–> Documentum Artifact–> select Lifecycyle

Enter a lifecycle name as artifact name and click Finish.

A new properties tap displayed on the bottom frame. This Porperties tab include a General tab on the left side (screenshot).

  1. Generla tab select the custom type as your Primary type
  2. click in the white area and draw a new rectangle
  3. addtional tabs under general appears
  4. enter in the Overview tab the name of the rectangle = lifecycle state

select both check boxes: Allow attachments directly to this state and Allow scheduled transitions from this state

go to Actions tab
select Set attribute and enter the first attribute of the custom type called: status
the value of the attribute status is draft

click on the Set permission set and select the doc_processor permission set


Add four more states: review, approved, effective and obsolete
set the status attribute to the corresponding values of the lifecycle state
Connect the lifecycle states. Draw an arrow between the states and they are connected automatically.

full lifecycle created with Composer


Composer – Step 3 create Alias Set

Composer – Step 3 create Alias Set
  1. This alias represents a person who is  authorized to review submitted documents and check them for completed informationadjudication_user: This alias represents a person who is authorized to approve or deny processed claims.
    File–>New–>Other–>select Alias Set in the wizard

    Click Finish.
    The Alias Set pane appears in Composer.
  2. You can enter a description to understand the alias set.
    Create a new Aliases to click on Add
    Specify the following information for the fields and click OK.Artifact Name:  processing_user
    Type:  User

    Ensure that the alias that you just created is highlighted and click on the Parameter radio button in the  Value section.

  3. Click on the Select button for the Parameter field and select the processing_parameter installation parameter from the list.

  4. Add another alias to the alias set with the following information:
    Name: adjudication_user
    Type: User
    Parameter: select the radio button and choose adjudication_parameter

Two aliases are created.