This glossary defines important terms used throughout FileNet Content
Services User Administration API documentationt. For a more complete glossary
of terminology related to FileNet and Content Services, see the FileNet
Content Services API Manual, release 5 series documentation on the
FileNet website.
For a CS library, security settings control access rights to libraries,
documents, folders, stored searches, and search templates. Five levels
define the access rights that can be assigned to users or groups: None,
Viewer, Author, Owner, and Admin.
For an IS library, security settings control access rights to documents,
folders, and annotations. Three access rights*read, write, and append/execute*each
assigned to one and only one group for an item, constrain what users
can do.
authentication
The process of verifying a user name and password at logon time.
authorization
The process of establishing the access rights (also called permissions)
for a user.
A temporary storage location on magnetic disk. An IS server has server
cache, reserved space on the server for documents retrieved from optical
disk. When you retrieve a document, the document moves from optical
disk to server cache to local cache.
catalog
To add records to a database. For IS, cataloging inserts property records
into the property database and location records into the permanent database.
check in
An operation that returns a checked out document to a library, creating
a new version. While checked out, a document is locked so that no other
user can modify it. A checkin unlocks the document.
check out
An operation that copies a document to your local hard disk for editing.
It also locks the document in the library. No other user can modify
a checked-out document.
commit, committal
A committed document is one that has been saved to an IS library. The
last step in the process of creating an IS document, committal writes
the document to optical disk and updates the property database.
Content Services (CS)
Server software and utilities for document management and version control.
CVL (controlled vocabulary list)
A list of acceptable values for a property field. The CS system administrator
defines the list.
Every CS user belongs to a default group. The system administrator
assigns this group when defining your user account. At logon time, if
you don't specify a group, you log on as a member of this default group.
document type
For IS libraries only, the document type (F_DOCTYPE) indicates the
page type of a document. Possible values are IMAGE, FORM, TEXT, MIXED,
or OTHER. The document format (F_DOCFORMAT) indicates the file extension.
document
A set of image pages or other electronic files stored in a library
and associated with a document ID and a set of properties. A CS document
can include multiple versions.
document class
The system administrator defines document classes. It is a system property
that specifies a type of document. Typically, a document class is a
category like Invoices. When you add a document to a library, you must
choose a document class. The document class determines:
Which user properties apply to the document. User properties are values
such as account numbers and names.
For an IS document, the default access rights. These determine who
can see, modify, add annotations to, and delete the document. (Access
rights for a CS document are derived from the user profile of the user
who adds the document.)
For an IS document, disposition properties. For documents in the IS
library, these determine when the document becomes eligible for disposal
by archiving or deletion.
You can modify the document class of a CS document but not of an IS
document
document ID (Item ID)
Each document in a library has a document ID that is unique within
the library and cannot be modified.
A CS document ID is a nine-digit number. When searching for document
IDs, you can use wild cards, ? and *, in the search condition.
IS document IDs begin at 100000. You cannot use wild cards when searching
for IS document IDs.
A document with properties but no content. Also called a content-less
document, it is usually used to track physical items such as artwork
or video tapes.
FileNet imaging formats are supported natively by the IDM Viewer. These
formats include FileNet proprietary banded and tiled images, TIFF 6.0
(mono FAX Group III, FAX Group IV, Packbits, uncompressed; color4-,
8-, and 24-bitPackbits, uncompressed) images, multipage TIFF images,
BMP (Windows and OS/2, RLE4, RLE8, and RGB/uncompressed) images, JPEG
images, and DIB images. The document property F_DocType is set to IMAGE
for all of these image formats. In addition, FileNet imaging formats
include FileNet forms (F_DocType is FORM), COLD documents without background
images and fax journals (F_DocType is TEXT), and COLD documents with
background images (F_DocType is MIXED).
folder
A folder is a container. A folder can contain subfolders and documents.
A CS folder can also contain references to stored searches.
folder name
At any level, an IS folder name can have up to 18 characters (no spaces
are allowed), and a CS folder name can have up to 32 characters (any
valid Windows folder name is allowed). For any library, a folder path
and name cannot exceed 152 characters in all.
A group of one or more users and other groups. The system administrator
creates user and group accounts. A user can belong to any number of
groups. Membership in groups determines a user's access rights.
On IS libraries, your access rights determine what you can do with
folders, documents, and annotations.
On CS libraries, your access rights determine what you can do with
folders, documents, versions, and properties. The system administrator
assigns each user to both a group and a default group. A user logs on
as a member of one group. This membership determines the access rights
for the session. Once you are logged on you cannot change the group
name in the current session. The only way to change the group is to
log off and then log on with a different group name.
host machine
The name of the computer that runs the CS library software. A host
can be configured with multiple libraries.
Image Services (IS)
Server software and utilities for imaging, document storage and retrieval.
index (or indexing)
For CS documents, indicates whether the version is currently indexed
for content search.
An identifier for a library, system component (such as a printer),
folder, or other object. For a CS document, the name is the document
title. For a CS document, the name can be the document ID or a selected
property.
A user or group assigned to process work at one or more steps in a
workflow.
password
IS library passwords can range in length from 6 to 16 characters, but
only the first eight characters are checked. CS library passwords can
range in length from 1 to 32 characters. Your network administrator
can assign a password of eight characters maximum for logging on to
an IS library, or of 32 characters maximum for logging on to a CS library.
In addition, all passwords are case-sensitive. If you do not have a
password, leave the password field blank.
Process Administrator
An Open Client application used by administrators to search and view
workflows, edit workflow data and properties, and manage workflows.
Process Configuration Console
An Open Client application used to configure the Process Engine database
and environment.
Process Designer
An Open Client application used to create and modify workflow definitions.
Process Service
Back-end Process Engine software and utilities that provide workflow
functionality.
Process Tracker
An application used by Open Client users to view the status of a workflow
in progress. Using Tracker, you can monitor, manage, and modify workflows
to which you have been assigned as a tracker.
property
A piece of information associated with an object. For example, Document
Title is a document property. Your access rights determine whether you
can view and modify properties.
For Open Client users, to execute a stored search or search template
to locate documents. You can search for a document based on its properties,
its content, or both.
For Process Administrator users, to search for workflows, work items,
workflow events, and workflow statistics.
search template
A search that allows the Open Client user to enter or change values
at run time. Search templates appear on the Search page.
security
The rules that allow and limit access to computers and data.
session handle
Represents an active user session to a CS library.
step
A stage in a workflow where a distinct, well-defined activity takes
place. Each step on a workflow map represents a specific activity or
task in the business process described by the map.
step processor
An application that provides information and resources to a participant
for a workflow step.
stored search
A search that is complete. Instead of entering or modifying search
criteria as in a search template, you simply execute the stored search.
Target libraries are participating libraries in Replication Services.
These libraries contain replicated folders that store documents copied
from the original library.
tracker
A workflow participant who is designated to monitor the progress of
a workflow. If necessary, the tracker can modify workflow steps and
properties.
user name
Your user name identifies you to the FileNet system. A CS user name
can contain a maximum of 39 characters; an IS user name can contain
a maximum of 19 characters. This name is assigned by your network administrator,
the person who controls access rights to the FileNet library and, for
CS libraries, access to specific documents. For IS libraries, the user
name is case sensitive.
version
A specific draft of a document stored in the CS library. Each time
a document is checked out and checked in, the library creates and stores
a new version of the document.
version number
Uniquely identifies the version of the document.
virtual folder
A folder that does not exist. WorkForce Desktop allows users to assign
multilevel names to folders. Because of this, a user can assign a name
like /aaaa/bbbb to a folder without first creating the /aaaa folder.
This nonexistent folder /aaaa is a virtual folder. To build the folder
tree, Open Client displays virtual folders as needed to provide access
to subfolders.
A virtual folder has no properties, cannot contain documents, but always
has at least one subfolder. You can create subfolders below a virtual
folder.
An interactive utility that steps you through a complex task, such
as adding a document to a library.
work item
The collection of data and references to the system information necessary
for processing the data. The smallest component of work to be done in
a workflow.
workflow
Work performed by two or more individuals or resources, serially or
in parallel, to accomplish a business process.
workflow author
A person who creates workflow definitions (steps and routing) to complete
business processes.
workflow definition
An electronic representation of the activities and resources required
to complete a business process. A workflow definition tells the Process
Engine how to route work to participants.
workflow map
A graphical representation of a workflow that shows the sequences of
steps needed to complete a business process. A step represents an activity.
Routes between the steps indicate one or more possible processing paths.
work queue
A list of work items that can be completed by any one of a number of
users, or work items that can be completed by an automated process.