Create a new object

To create a new object:

1	In the left pane or tree view, or the right pane or list view, select the object icon for the type of object you want to add (for example, Users),

2	Right-click the object to display the associated context menu.

3	Choose New <object name>, (for example New User). A blank Properties dialog box for the object selected appears.

4	Enter the properties you want applied to this new object.

Notes

Required properties appear in Bold. You must provide a value for all required properties.

The library system controls many properties and their values. These properties and their values appear grayed-out. You cannot enter or edit these system values.

5	To edit single-value properties, make your changes in the value's column on the right side of the list.

6	To edit multivalue properties, select a property from the tabs displayed along the top of the property grid. Make your changes in the dialog box associated with the property.

7	Click Apply to save your changes and keep the Properties dialog box open.

8	Click OK to save your edits and close the Properties dialog box.

Objects you can add

You can create New objects for any of the following:

Archive Categories	Groups	Storage Categories
Archive Repositories	Other Systems	Storage Repositories
Content Search Repositories	Searches	Users
Custom Properties
Note

You can use an existing object and its properties as a template for a new object. See the Copy As command.


Edit object properties

To edit an object’s properties:

1	Choose an object displayed in either the left pane or tree view or the right pane or list view.

2	Right-click the object to display the associated context menu and choose Properties. A properties grid for the selected object appears.

Note

Required properties appear in Bold. You can change some required properties but you cannot leave any required property blank. The library system controls many value entries. These values appear grayed-out. You cannot change any of these values.

3	To edit single-value properties, make your changes in the value's column on the right side of the list.

4	To edit multivalue properties, select a property from the tabs displayed along the top of the property grid. Make your changes in the dialog box associated with the property.

5	Click Apply to save your changes and keep the Properties dialog box open.

6	Click OK to save your edits and close the Properties dialog box.

Note

You can modify multiple objects at the same time. See Modify multiple objects.


Modify multiple objects

CS Explorer provides you with the capability to modify multiple objects at the same time. Using this feature requires Admin access rights to all selected objects.

Note

You cannot modify multiple instances of the following objects: Sessions, Property Managers, Content Search Managers, or Audit Logs.

To modify multiple objects:

1	In the list view or right pane of CS Explorer, select two or more objects you want modified.

2	Right-click your mouse to display the associated context menu and choose Properties. A properties grid appears displaying all the modifiable properties for the type of objects (for example, Users).

Note

If your selection of objects contains any object that cannot be modified, the Properties command no longer appears on your context menu.

3	Make any changes you want to the displayed properties.

4	Click OK to save the changes to all selected objects.


Delete an object

To delete an object:

1	Select an object (for example, a particular user object)

2	Right-click the object and choose Delete.

3	Click Yes to confirm the deletion.

Note

Some requirements or conditions may exist when deleting particular types of objects. Refer to the section on Objects and their Properties to determine any specific objects requirements for deletions.


Rename a user or group

To rename a user or group:

1	Select the particular user or group object.

2	Right-click the object and choose Rename.

3	Type the new name and press Enter.

Note

In CS Explorer, you can rename only user or group objects.


Copy As (User or Group)

You can use an existing user or group as a template for creating a new user or new group.

To copy a user or group as a template:

1	Select a particular user or group object.

2	Right-click the object and choose Copy As. A property screen for the selected user or group displays with the name field blank.

3	Type the name for new user or group and click OK.

Notes

Your new user or group now appears in the list of user or group objects. The properties of the new user or group object are identical to those of the user or group object you used as your template.

You can choose to modify properties now associated with your new user or group. You can make these modifications during the Copy As process or edit the properties of your new object as a separate task..


Move a content search repository.
Move a content search repository

To set up the move:

1	Go to your new location for the repository and recreate the directory path that contains the indexed files as follows:

drive:\idmds\<system>\content\index

Note

Only the index files are moved. The following file types stay in their current location.

drive:\ idmds\<system>\content\bin
drive:\ idmds\<system>\content\data

2	Move the content search repository files from the old location to the new location.

Note

Make sure to delete the files from the old location. Failure to do so can cause unexpected results.

3	In CS Explorer, change the System property Logons Enabled? to No.

4	Make sure your administrative session is the only admin session active.

To move the content search repository:

1	In CS Explorer, click Content Search Repositories in the tree view.

2	In the list view, right-click the name of the content search repository to be moved and choose Properties.

3	Modify the Device property to point to the new location.

4	Click OK to save your change and exit.

5	Go to the System object and reset the Logons Enabled? property to Yes.


Create and maintain access lists

The Access List exists as a multivalue property assigned to Item, Group, and User objects. Access lists control the access rights granted to specific users or groups with respect to these three types of objects. Modifying the access list for any item, group, or user requires that you or your group is assigned either Owner or Admin access rights to the object

To open an access list:

1	Log on to a system and select Users or Groups in your tree view.

Note

To access Items, Choose Find from either the Toolbar or the Tools Menu and select Items as the object of your search.

2	Choose a specific object, right-click the object name or Item ID, and select Properties.

3	Click the Access List tab to open the Access List dialog box.

To create or modify the access list:

1	To add access list entries to the object, click either Groups or Users.

2	From the list of User Names or Group Names, choose a name.

3	Click an access level button (Admin, Owner, Author, Viewer, or None) to assign an access level and add the selected name to the object’s access list.

To modify an assigned access level:

1	Select a name from the access list.

2	Click one of the access level buttons to change the current access level.

To remove a name from the access list.

1	Select a name from the access list.

2	Click Remove.

Notes

Version objects inherit the access list settings from their parent items.

Access lists can be assigned to some other objects in your system. However, these objects (for example: Custom Objects) are reserved for Internal Use Only.

Need more help?

See Set Access Rights


Create and maintain group memberships

To maintain group members:

1.	Select the Groups folder in your tree view.

2.	Choose a group in your list view.

3.	Right click the selected group to open the context menu and choose Properties.

4.	In the Group Properties dialog box, choose the Group Members tab.

5.	To add users to the group, choose a user from the Available Users list and click Add.

6.	To remove a user from the group, choose a user from the Membership list and click Delete.

7.	Click Apply to save your changes and keep the Group Properties tab dialog box open.

8.	Click OK to save your changes and close the Group Properties tab dialog box.

9.	Click OK in the Actions Performed dialog box that confirms your changes or reports errors if they occur.

Modifying multiple objects

For information on modifying multiple objects, See Modifying multiple objects.


Move a storage repository

Only users active in the Administrator’s group can move a storage repository.

To set up the move:

1	Go to your new location for the repository and recreate the directory path that contains the storage files as follows:

drive:\idmds\system\stacks\shelfxxx

2	Move the storage repository files from the old location to the new location.

Notes

Make sure to delete the files from the old location. Failure to do so can cause unexpected results.

We recommend you change Logons Enabled? To No to prevent the possible loss of data.

3	In CS Explorer, change the system property Logons Enabled? to No.

4	Make sure your administrative session is the only admin session active.

To move a storage repository:

1	In CS Explorer, click Storage Repositories in the tree view.

2	In the list view, right-click the name of the storage repository to be moved and choose Properties.

3	Modify the Device property to point to the new location.

4	Click OK to save your change and close the Properties screen.

5	Go to the System object and reset the Logons Enabled? property to Yes.


Suspend and resume a Storage Manager

Alert all users currently connected to the library system that the Storage Manager is going to be suspended. Users should close their current session to avoid losing their current work.

To suspend the Storage Manager:

1	In the CS Explorer tree view, click Storage Managers.

2	In the list view, right-click the Storage Manager and choose Suspend. The status property now displays the value: Suspended.

Note

You can perform any network-related task and use any commands controlled by the System object.

To resume the Storage Manager:

1	In the CS Explorer tree view, click Storage Managers.

2	In the list view, right-click the Storage Manager and choose Resume. The Status property now displays the value Running.

3	Notify all users that the Storage Manager is now available.


Turn auditing on or off

To turn auditing on or off:

1	Click the plus sign (+) to expand the Audit Log object in the CS Explorer tree view.

2	Click the Yes or No icon to select it.

3	Right-click the Yes or No icon and choose Properties.

4	In the Audit Control dialog box, change the current value for Audit Logging On?

5	Click Apply to save your changes and keep the Audit Control tab dialog box open.

6	Click OK to save your changes and close the Properties screen.

Note

For more information on audit control, see About audit control.


Turn audit events on or off

To turn audit events on or off:

1	Click the plus sign (+) to expand the Audit Log object in the CS Explorer tree view.

2	Click the Yes or No icon to select it.

3	Right-click the Yes or No icon and choose Properties.

4	Click the Audit Events tab to open it.

5	Select the Audit Event you want to change and double-click it.

6	In the Audit Events tab dialog box, set the Log on Success? and Log on Failure? values to Yes or No.

7	Click OK to save your changes and return to the Audit Control tab dialog box.

8	Select other events to change, repeating  steps 5 through 7.

Note

For more information on audit events, see About audit events .


View the audit log

To view the audit log:

1	Click the plus sign (+) to expand the Audit Log object in the CS Explorer tree view.

2	Click the Yes or No icon to select it.

3	Right-click the Yes or No icon and choose Properties.

4	Click the Audit Log tab to open it.

5	Select an event in the log list and double-click it to view the log.

6	When finished, click Cancel to return to the Audit log tab.

7	Select another event from the log to view or click cancel to close the audit log.

Note

For more information on the audit log, see About the Audit Log .


Administer folders

Folder administration allows you to add and maintain folders on a library system. Folders you add appear in the CS Explorer folder window and also become available for user interfaces, such as CS Desktop.

To access the folder window:

•	Click Folder Administration on the Tools Menu.

Note

You can also manage folders and documents from IDM Desktop by choosing menu items from the File menu.

What would you like to do?

 	Add a new folder.

1	Choose a location for the new folder. Position the cursor on an existing folder that will be the parent for your new folder.

Note

You can click Up on the toolbar to move up one level to the next folder.

2	Click New Folder on the toolbar, or right-click the parent folder and choose New.

3	Type in the name of your new folder.

Modify a folder’s properties.

1	Choose a folder and click Properties on the toolbar or right-click the folder and choose Properties.

2	On the Properties tab, add or edit Comments.

3	Click the Access List tab and edit the folder’s access list security. See Create and maintain access lists.

Note

You can create Replication folders by right-clicking the folder and choosing Replicate from the context menu. For more information, see Create a Replication folder.

Delete a folder.

1	Choose a folder and click Delete on the toolbar or right-click the folder and choose Delete.

2	Click OK to confirm the deletion.

Rename a folder.

1	Right-click a folder and choose Rename.

2	Type in your new name.


Manage System Messages

The system generates messages to administrators regarding system processing and status. For example, the system sends messages regarding reclaims, transaction log status, and indexing. Administrators can view these messages and can delete them.

To view system messages:

1	Select the Groups object in your tree view.

2	Right-click the Administrators group in your list view and select Properties.

3	Click the Messages tab.

Note

The system also generates messages for individual users. As an administrator, you can view these messages by selecting the Messages tab on the Properties list for a specific user.

To delete messages

1	Select one or more messages from the list.

2	Right-click and choose Delete.


About Access Control

Controls access to a particular User, Group, or Item object by granting access rights to the object to a specific user or group.

Provides an initial set of entries for the access list of any new item object created by this user. This property appears in User objects, Group objects, and the System objects. Click the Default Item Access List multivalue property in your tree view to display current default item access list objects in your list view. Right click a default item access list object and a context menu displays the Properties command and the Delete commands:

Properties 	Delete

You must be working in the administrative group to exercise either command.

Need help on the object properties?

Click Default Item Access List Object to view an image of the object and its properties.

Click Default Item Access List Object Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About users

Create new and maintain existing user objects on a system Right-click the Users multivalue property in the tree view and a context menu appears with the New command. Right-click a specific User object and a context menu displays the other commands associated with this type of object:

New 	Properties 	Copy As 	Rename 	Delete

You must be working in the administrative group to exercise any command options.

Need help on the object properties?

Click User Object to view an image of the object and its properties.

Click User Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.

Notes

When a user is deleted, the system removes the user profile and deletes the user from all access lists and group membership lists. The user's name, however, remains in single value properties, such as the Added By User property.

Three User properties, Add Users?, Add Items?, and Add Groups?, are set by system default to NO. When adding new users, any administrator can change one or all of these properties to YES, thereby giving the new user the right to add other new users, new groups, or new items.


About groups

Create new and maintain existing groups in a system. Right-click the Groups multivalue value in the tree view and a context menu appears with the New command. Right-click a specific User object and a context menu displays the other commands associated with this type of object:

New 	Properties 	Copy As 	Rename 	Delete

You must be working in the administrative group to exercise any command options.

Need help on the object properties?

Click Group Object to view an image of the object and its properties.

Click Group Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.

Notes

Three User properties, Add Users?, Add Items?, and Add Groups?, are set by system default to NO. When adding new users, any administrator can change one or all of these properties to YES, thereby giving the new user the right to add other new users, new groups, or new items.

After deletion, the system removes the selected group and deletes the group from all access lists.


About search

Search objects appear under the System (system searches), under Group objects (group searches), and under User objects (user searches).

To access search objects, select an object, open its properties, and select Searches.

Search Properties

Search properties appear within the search Find window under the Criteria, Display, Sort, and Other tabs. To edit search properties, make your changes on one or more of these tabs. Need more help? See How Find CS Objects Works.

Commands

The following command functions apply to search objects:

Properties	Modify 	Delete

Notes

When using the Properties command, the search tab dialogs appear to permit you to create or edit search criteria, search results display properties, and sorting along with other related search properties.

When using the Modify command to edit the properties of two or more searches, a search property grid appears giving you access to the modifiable search properties.

Access Rights

Admin access to the system is required to create and maintain system searches. Any user can access a system search and either run it or modify it and save it as a new user or group search.

Group members can open a search that belongs to the group. Admin access rights to the group is required to edit and save the search.

Searches that belong to an individual user can be edited and saved by that user. Admin access rights to the user object is required by any other user to edit and save the user searches.


About items

Maintain individual Items in a system. Items do not appear on the CS Explorer desktop. You must search for them using Find, located on the Tools Menu. Right-click any item in the search results window to display the context menu associated with items. That menu contains the following commands:

Properties 	Delete

Editing item properties or deleting items requires either Owner or Admin rights to the item.

Need help on the object properties?

Click Item Object to view an image of the object and its properties.

Click Item Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About the system

The system object and its multivalue properties appear in the tree view when you log on to the system. Right-click the system name to display the context menu associated with systems. That menu contains the following commands:

Properties

Editing item properties or deleting items requires either Owner or Admin rights to the item.

Need help on the object properties?

Click System Object to view an image of the object and its properties.

Click System Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About versions

The system creates a version object for each version of an item in the system. Versions, like Items do not appear on the CS Explorer desktop. You must search for items using Find, located on the Tools Menu. When you find items through your search, versions of those objects also become available as part of the search results. Right-click any version in the search results window to display the context menu associated with versions. That menu contains the following commands:

Properties

You must be working in the administrative group to exercise any command options.

Need help on the object properties?

Click Version Object to view an image of the object and its properties.

Click Version Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About storage categories

Categorizes particular Items and assigns their version files to a common storage repository. Right-click the Storage Categories multivalue property in the tree view and a context menu appears with the New command. Right-click a specific Storage Category object and a context menu displays the Properties command:

New 	Properties

You must be working in the administrative group to exercise either command.

Need help on the object properties?

Click Storage Category Object to view an image of the object and its properties.

Click Storage Category Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About storage managers

Controls storage repositories used to store system-managed files. Also, services operational requests. When you right-click a Storage Manager object, the context menu associated with Storage Managers appears. That menu contains the following commands:

Properties	Delete	Suspend
You must be working in the administrative group to exercise these commands.

Need help on the object properties?

Click Storage Manager Object to view an image of the object and its properties.

Click Storage Manager Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About storage repositories

Stores version files managed by the library system. Right-click the Storage Repositories  multivalue property in the tree view and a context menu appears with the New command. Right-click a specific storage category object and a context menu displays the Properties command:

New 	Properties

You must be working in the administrative group to exercise either of these commands.

Need help on the object properties?

Click Storage Repository Object to view an image of the object and its properties.

Click Storage Repositories Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About Archive Categories

Identifies a version archival category and points to the assigned archive. Right-click the Archive Categories multivalue property in the tree view and a context menu displays the New command. Right-click any existing archive category object and a context menu displays the Properties command:

New 	Properties

You must be working in the administrative group to exercise either of these commands.

Need help on the object properties?

Click Archive Categories Object to view an image of the object and its properties.

Click Archive Categories Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About archive repositories

Provides temporary storage for version objects being archived prior to their being moved offline. Right-click the Archive Repositories multivalue property in the tree view and a context menu displays the New command. Right-click any existing archive repository object and a context menu displays the Properties command:

New 	Properties

You must be working in the administrative group to exercise either of these commands.

Need help on the object properties?

Click Archive Repositories Object to view an image of the object and its properties.

Click Archive Repositories Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About content search managers

Contains repositories for content searching. Right-click any Content Search Manager object and a context menu displays the Delete command and the Properties command:

Properties 	Delete

You must be working in the administrative group to exercise either of these commands.

Need help on the object properties?

Click Content Search Manager Object to view an image of the object and its properties.

Click Content Search Manager Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.

Need help on Content Search Managers?

See the Content Services Installation Guide. This guide is located on the Content Services System Administration Tools CD.


About content search repositories

Tracks the unique contents in version files that have been indexed for content searching. Right-click the Content Search Repositories multivalue property in the tree view and a context menu displays the New command. Right-click any existing content search repository object and a context menu displays the Properties command:

New 	Properties

You must be working in the administrative group to exercise either of these commands.

Need help on the object properties?

Click Content Search Repositories Object to view an image of the object and its properties.

Click Content Search Repositories Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.

Need help on Content Search Repositories?

See the Content Services Administrator’s Guide. This guide is located on the Content Services System Administration Tools CD.


About custom properties

Warning

The following custom properties appear in your list:

DocumentClass
IdmAnnotation
IdmCDBehaviorID
IdmFilterQuery
IdmPublish
idmSearch

These custom properties are for internal use only. Do not open the properties, edit them, or attempt to delete them.

Any changes to these internal custom properties can result in system and/or software failure.

The custom property object creates and maintains custom properties available in item objects and version objects. The system permits a maximum number of 100 single-valued custom properties.

The byte size (for Microsoft SQL Server only) depends upon the parent:

•	Item Parent - 7200 bytes

•	Version Parent - 5400 bytes

•	Version Checkout Parent - 6800 bytes

Note

If you add a new multivalue custom property (Item or Version) on all participating libraries when Replication is running, stop and restart replication on all participating libraries. Otherwise, the new multivalue custom property values may not start replicating until potentially 6 hours later. Every 6 hours (or at startup) the Replication Daemon checks for any new multivalue custom properties. If a new multivalue custom property is found, it then creates the trigger that allows values for the new property to be replicated.

Properties

Right-click the Custom Properties multivalue property in the tree view and a context menu displays the New command. Right-click any existing custom property object and a context menu displays the Properties command:

New 	Properties

You must be working in the administrative group to exercise either of these commands.

Need help on the object properties?

Click Custom Properties Object to view an image of the object and its properties.

Click Custom Properties to view an alphanumeric list of custom properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.

Need help on custom properties?

See "Custom Properties" in the Content Services Administrator’s Guide. This guide is located on the Content Services System Administration Tools CD.


About property managers

Maintains system property managers. Right-click any property manager object and a context menu displays the Properties command:

Properties

You must be working in the administrative group to use this command.

Need help on the object properties?

Click Property Manager Object to view an image of the object and its properties.

Click Property Manager Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About custom properties display names

Maintain Custom Properties’ Display Names, used for national language support. Right-click the Display Names multivalue property for a custom properties object in either the tree view or list view and a context menu displays the New command. Right-click any existing display names object (Example: English) and a context menu displays the Properties command:

New 	Properties

You must be working in the administrative group to exercise either of these commands.

Need help on the object properties?

Click Custom Properties Display Names Object to view an image of the object and its properties.

Click Custom Properties Display Names to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About sessions

View session properties or delete current sessions. Click the system Sessions multivalue property in the tree view to display current sessions in your list view. Right-click a session object in the list view and a context menu displays the Properties command and the Delete command:

Properties 	Delete

You must be working in the administrative group to exercise any command options.

Need help on the object properties?

Click Sessions Object to view an image of the object and its properties.

Click Custom Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About auditing

Use this object to enable and control the auditing of the library system network events that retrieve, add, modify and delete data from an IDM library system. The audit object consists of property levels:

•	Audit Controls: Turns logging on or off and assigns current set number. Provides access to Audit Events and the Audit Log.

•	Audit Events: Controls logging setup for each available audit event. Set each event to log on success and/or log on failure. Setting both options to No turns off logging for the specific event.

•	Audit Log: Displays audit log to view the list of events tracked by the system. When you double-click an event, the system displays the audit log properties for the event.

In the tree view, click the multivalue system property Audit Log to display Audit Log objects in your list view. Right-click an audit log object and a context menu displays the Properties command:

Properties

You must be working in the administrative group to exercise this command.

Click [image] to display the various audit log properties and their definitions.

Need help on navigating through object properties? See Object properties.

Need help on audit logs? See "Audit Log" in the Content Services Administrator’s Guide. This guide is located on the Content Services System Administration Tools CD.


About other systems

Identifies other systems in which users can open sessions from their current system. Right-click the Other Systems multivalue property in the tree view and a context menu appears with the New command. Right-click a specific Other Systems object and a context menu displays the Properties command and the Delete commands:

New 	Properties 	Delete

You must be working in the administrative group to exercise any command options.

Need help on the object properties?

Click Other Systems Object to view an image of the object and its properties.

Click Other Systems Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


About Default Item Access Lists

Provides an initial set of entries for the access list of any new item object created by this user. This property appears in User objects, Group objects, and the System objects. Click the Default Item Access List multivalue property in your tree view to display current default item access list objects in your list view. Right click a default item access list object and a context menu displays the Properties command and the Delete commands:

Properties 	Delete

You must be working in the administrative group to exercise either command.

Need help on the object properties?

Click Default Item Access List Object to view an image of the object and its properties.

Click Default Item Access List Object Properties to view an alphanumeric list of item properties.

Need help on navigating through object properties?

Click Object Properties.

Need help on the context menu?

Click Context Menu.


How Find CS Objects works

Find CS Objects allows you to find any instance of any system object: For example, you can find Users, Groups, Items, item Versions, Searches, etc. The Find command appears on the Toolbar and also in the Tools menu.

The Find command offers you a number of useful options:

•	Create a new object search using your own criteria, property display arrangement, sorting, and other search configuration settings.

•	Retrieve an existing search and use it to find objects.

•	Retrieve an existing search and modify it to meet your specific needs.

•	Save the new or modified search for your use, a group’s use, or for use systemwide.

What would you like to do?

Create a new search to find CS objects.

Use an existing search to find objects


Create a new search

To start:

1	Select Find > Find CS Objects from either the Tools menu or the toolbar to search for objects in the library system..

Note

If you want to search for documents, select Find> Find CS Documents to open the Find command in IDM Desktop.

2	On the New tab, select an object and click OK. The New Search tab dialog box appears where you can create a new search and use it to find objects.

Select a task:

•	Create search criteria

•	Set up the search results display.

•	Set up search results sorting.

•	Set up other search properties.

•	Find objects.

To save your new search:

3	Choose Save from the File menu.

4	Enter a name in the Name of Search text box.

5	Select a type:

•	System – Saves the search at the systemwide level, making it available for use by all library system users. Only Admin users can select System as the search type.

•	Group – Saves the search at the group level, making it available only to active members of that group.

•	User – Saves the search at your user level, making it available only to you.

6	Click OK to save your search.


Create search criteria

The Criteria search tab allows you to set up or edit your search criteria. Search criteria consists of one or more query statements connected by logical operators which define the documents or objects you want to find. The operators (And/Or) set the relationship of one statement to another statement. The statements themselves consists of an object property, a comparison operator, and an associated property value.

To create criteria:

1.	On the find dialog box, click the Criteria tab.

2.	Click + Add.

3.	Select a property from the displayed list.

4.	Select a comparison operator from the displayed list.

5.	Click a property value from the displayed list.

Note

Some property values, for example a date value, require you to enter the value.

6.	Add your next query statement, if desired, by clicking + Add again.

7.	To nest statements, highlight the statements and click Nesting.

Example? Click here

To modify criteria:

1.	To modify individual items in the search criteria (properties, comparison operators, property values, or logical operators), click the item and change it.

2.	To remove a query statement, click anywhere in the statement and click Remove.

3.	To add a new query statement, position the cursor where you want the statement added and click + Add.


Set up search results display

The Display search tab allows you to select those object properties you want displayed in your search results. Your can select the properties and also arrange the display order.

To specify the search results display:

1.	To add a display property, choose a property in the Available Properties window and click Add.

2.	To remove a display property, choose the property in the Display Properties window and click Remove.

3.	To arrange how properties appear, choose a property in the Display Properties window and click the up/down arrows to move the property and rearrange the display order.

Note

Key properties cannot be moved. These properties must be kept in the same relationship to each other. The up/down arrows appear dimmed whenever you highlight a key property. Other properties can be moved up and down around them but the key properties always remain in the same place in relation to one another.


Set up search results sorting

The Sort search tab allows you to specify the sort order for your search results. You can sort on one or more properties and you can specify the order in which you want the program to read the sort properties.

To specify search sorting:

1.	To specify a property on which to sort, choose a property in the Available Properties list box and click either Ascending or Descending.

2.	To remove a sort property, choose the property in the Sort Properties list box and click Remove.

3.	To change the order of the sort properties, choose a property in the Sort Properties list and click the up/down arrows to move the property up or down in the list.

Note

Key properties cannot be moved. These properties must be kept in the same relationship to each other. The up/down arrows appear dimmed whenever you highlight a key property. Other properties can be moved up and down around them but the key properties always remain in the same place in relation to one another.


Set up other search properties

The Other search tab allows you to enter a search comment. You can also specify the Access Level at which you want to save the search (User Group, or System). This tab also allows you to specify whether to filter the results based on your having at least Viewer access rights and to specify the Access Domain, which indicates whether to filter the results based on the access rights of your active group or all your groups.

To edit Other search properties:

1.	Change the Access Level and Domain, if desired.

2.	Add Comments.

3.	For Item searches only, check the Need Viewer rights to items found (same search) checkbox if you want the search results to contain only items to which you have at least Viewer access rights.


Use an existing search to find objects

To open an existing search:

1.	Select Find from either the Tools menu or the toolbar.

2.	Choose the Existing Searches tab.

3.	From the Type drop-down list, choose either User, Group, or System. The User type displays only those saved searches that belong to you. The Group type displays those saved searches available to your active group. The System type displays those searches available to all system users.

4.	Choose a search from the list and click OK.

You can run the search as configured. You can also modify the search and run it, or save it (Save As) under a new name.

To modify the selected search:

You can modify the search in the following ways, as described in previous search topics:

•	Edit the search Criteria.

•	Edit the search results Display.

•	Edit search Sorting properties.

•	Edit the Other search properties.

To save the modified search:

1.	If you want to save your changes to the existing search, choose Save from either the File menu or toolbar.

Note

If the search was created at the User or Group object level, you must have at least Owner access rights to that object to save changes to the search. If the search was created at the System object level, you must be working in the administrator’s group to save changes to the search.

2.	If you want to save your changes by creating a new search with a different name, choose  the Save As command on the File menu.


Find objects

To find objects:

1	Click Get Count to display the number of objects found rather than receiving the actual search results.

2	Click Find Now to run your search and receive the search results.

Note

These two options, appearing as buttons on the search tab dialog boxes represent the Search object property Count Only (Yes =Get Count. NO=Find Now).

To manage search results:

1.	Use the following buttons to navigate through your search results.

•	Click Next to display the next subset of search results. See Options.

•	Click First to display the initial subset of search results. See Options.

•	Choose Find to enter a text string for use in searching for a particular search result entry. This command takes you to the first instance of this string that appears in the search results.

•	Click A/Z Letter to find objects by letter. When the alphabet displays, click a letter to go directly to any search results entry whose object name starts with that letter.

2.	Right-click any object in your search results to display the context menu. This menu contains those commands available for use with the type of object that populates your search results (for example, items or users).

3.	If desired, choose a command from the menu. For example, choose Properties to view and/or edit the property of the object selected.

Note

You can use the Properties command to select and modify multiple objects at the same time. Whenever you select two or more search results objects, the Properties command displays a special property grid where you can modify only properties that the multiple objects have in common. See Modify multiple objects.

4.	From the File menu, choose Print to print out your search results.


Welcome to CS Admin Tools!

The new CS Admin Tools apply the latest technology to help you administer and deploy Content Services library systems. With their power and full range of functionality, you'll find these tools ready to make your job more manageable and efficient:

•	Enjoy the look and feel of the user interface with a full set of navigation features that are at the same time intuitive and familiar.

•	Discover opportunities to supplement or customize administrative functionality.

•	Increase day to day efficiency.

•	Maintain a comprehensive view of all your library systems.

•	Stay ahead of problems by anticipating and correcting them before systems fail.


Product features

CS Admin Tools provide you with a new and enhanced package of tools designed to address a specific range of important system administration needs. From tool to tool, you will appreciate a user interface that provides product consistency, integrity, and ease of use.

Tool Features

The CS Admin Tools are integrated with IDM Desktop. Together they allow you to work with system objects and properties in CS Explorer and move seamlessly to IDM Desktop to perform document maintenance tasks.

CS Explorer serves as the host for all the different admin tools and the important tasks they perform. Look at the Tools menu in CS Explorer:

•	Click Find to either search for documents with IDM Desktop or system objects with CS Explorer.

•	Click Folder Administration to set up parent and/or child folders for use in bulk processing Items into a library. Use Folder Administration also to set up folders for replicating items from one library system to other specified systems. Enable Replication Home Server on a replication folder using Folder Administration to source the contents of the replication folder on the Domain Master.

•	Click Bulk Modify to make bulk changes to multiple objects simultaneously. This option is enabled only if the user’s current group is Administrators.

•	Click Bulk Process to add Users, Groups, or Items.

•	Click Document Class to open and use the Document Class and CVL Administration Tool where you can set up and maintain document classes and Controlled Vocabulary Lists (CVLs). CVLs control valid entries for a custom property. Each CVL may be associated with a particular document class.

•	Click Rendition Queue Administration to display and review current queue status for Rendition Services that allow you to publish documents, in PDF format, throughout your library system.

•	Click Replication Recovery to roll-forward the library state, after restoration of backup in the event of system crash, to synchronize the replicating data with other libraries in the administrative domain.

•	Click Replication Domain Administration to set up and maintain an administrative domain for Replication Services. A Replication Domain not only sends document replicas to all libraries in the domain, but also sets up and maintains common groups and users for each domain library.

•	Click Explore Folders and Documents to explore the FileNET neighborhood and its library systems with IDM Desktop.

CS Explorer Features:

CS Explorer offers its own useful features:

•	Display the hierarchy of all library objects clearly and precisely.

•	Create new objects in a library system, for example, Users or Groups.

•	Edit object properties.

•	Modify multiple objects in a library at the same time.

•	Copy or print listings of objects and their displayed properties.

•	Copy As an object where you can select an existing object and use it as a template to create new object with the same property values.

•	Delete an object.

•	Rename an object.

•	Log on to more than one library system at a time.


Use Help

CS Admin Tools provide you with online information to assist you in using the tools effectively.

•	The Help gives you access to detailed help topics on how to perform a broad range of tasks and how to work with the full range of system objects. In addition to accessing topics from the Contents list, you can locate topics through the help index or the full-text search feature to search for specific information.

•	Context-sensitive help or screen tips are available for many tool functions. When the help icon [image] appears on the title bar of any window, Click it to display the What’s This Help cursor [image] . Move this cursor through the window and click any object to pop up information on the object and its function.

You can also get screen tip information on many screens by simply placing your regular cursor on an object or screen location and pressing F1.

Notes

Context-sensitive help is not available with some product windows and dialog boxes. You can, however, find detailed help on all functions through the Contents listings (for example, Manage Objects).

Updated Help is available on for this product on the WEB at FileNET Worldwide Support.


How objects work

Administrators and other users add objects to a library system. The CS Admin Tools help administrators manage those objects.

Objects can represent real things, such as electronic files, hard-copy documents, drawings, users, groups, and system components. The most frequently used objects in a system are Users, Groups, Items and Versions.

Each time you log on to a system, the left window or tree view in CS Explorer displays the system and its various properties. These system properties  represent the objects supported by the system.

The right window or list view reflects what you select in the tree view. For example, if you select Users in the tree view, a list of system users appears in the list view. Additionally, the list view tools bar lets you search the listing to locate a specific user.

Each object has its own set of properties:

•	Single-value properties assign only one value the property. For example, each user added to the system is identified by one name (User Name). Single-value properties appear in the CS Explorer property grid. When a property can be modified, you change it in the property grid.

•	Multivalue properties permit the assignment of more than one value to a property. For example, each user added to the system can belong to more than one group. Editing of multivalue property normally occurs in an associated dialog box.

CS Explorer provides administrators with the means to create New objects of many types. It also provides the administrator with the means to manage objects from Sessions to Storage Managers to Archive Categories, etc.

The administrator can edit object Properties, Delete objects, Rename objects, and more.

Study the Objects and Their Properties section of Help for specific information on each type of object supported in a CS library system.


Navigation

CS Explorer makes full use of all the standard Windows to make working with document services libraries and their objects fast and easy. Click on any object in the desktop illustration: the menus, toolbar, tree view and list view for navigational guidelines.


File Menu

Commands	Description

Log On/Log Off	Log on to an CS library system. Log off from an CS library system (also available from the Toolbar).
Change Password	Change and confirm a new password for the current library system. This change affects your next Logon.
Change Group	Change your current group. The change takes place immediately but is not retained for your next logon. Change the Default Group in your User object if you want to automatically log on in a different group.
Print	Prints a list displayed in the List view.
Exit	Close your session of CS Explorer.


Edit Menu

Commands	Description

Copy	Copy all objects and property information displayed in the List view to the clipboard.
Select All	Select all objects shown in the List view.


View Menu

Commands	Description

Toolbar	Click Toolbar to toggle the Toolbar on (checked) or off.


Tools Menu

Commands	Description

Find	Start Find in CS Explorer to find Objects or Find in CS Desktop to find documents.
Folder Administration	Add and maintain folders in CS Explorer. Need more help? See Manage folders and see Set up Replication folders.
Bulk Modify	Open Bulk Modify dialog boxes to enable you to make bulk changes to multiple objects simultaneously. This option is enabled only if the user’s current group is Administrators.
Bulk Process	Open Bulk Process dialog boxes to enable you to add and modify sets of documents or objects in bulk.
Document Class	Open the Doc Class and CVL Tool for creating and maintaining doc classes and associated CVLs in your library system. Need More Help? See Document Classes and CVLs.
Replication Recovery	Open Replication Recovery dialog boxes to roll-forward the library state, after restoration of backup in the event of system crash, to synchronize the replicating data with other libraries in the administrative domain.
Replication Domain Administration	Set and maintain library systems in optional replication domains if Replication Services is enabled. Need more help? See Set up a Replication administrative domain.
Explore Folders and Documents	Opens CS Desktop to add and maintain folders and documents.
Options	Set and modify CS Explorer options. See Options.


Help Menu

Commands	Description

Help Topics	Display help Contents, topics, and Index.
What’s This?	Activate the What’s This?  Help cursor. Move the cursor to any screen object or control. When context-sensitive help is available, clicking the object or control displays the associated help.
About CS Admin Tools	Display information on the software version. Also display system information.


Toolbar

Commands	Description

Log On	Log on to another library system.
Log Off	Log off from the current system.
Up	Move up one level in the tree view.
Delete	Delete the selected object.
Properties	Open the list for the selected object.
Print	Print the current list in the list view.
Find	Start the CS Explorer Find tool.


Tree View

	The tree view or left window of CS Explorer desktop displays an expandable/collapsible hierarchy of a library system whenever you log on to that system. The view shows you the library system [image] and its multivalue properties [image] that represent the various objects supported by the system. Note Items and Versions do not appear in the hierarchy. You must use Find to locate and display these objects. What you can do • Expand or collapse the library hierarchy using [image] and [image]. • Right-click any system multivalue property to create a new object, for example New User. • Right-click any object [image] to display the context menu associated with the object. You can then select a command from the menu, for example Properties to edit the object’s properties. Tips Special multivalue property [image] and object [image] icons show you where you are in the tree. You must work from the list view or right window of the CS desktop when modifying the properties of multiple objects. See Modify multiple objects.


List View Tool Bar and Status Bar

When your list view window contains a list of objects, CS Explorer displays a toolbar to help you navigate through the contents shown in the window. In addition, a status bar appears at the bottom of the window to show the range of content information available

You can search the contents block by block. You can also search the complete list alphabetically. Finally, you can find an object by searching for it with a text string.

Note

Similar toolbars appear when CS Web Explorer displays group memberships and access lists in the list view window. A toolbar can also appear to support a drop-down list of property values when that list contains 100 or more values from which to choose.

To navigate the blocks of listings:

1.	Click Previous to display the previous block of objects.

2.	Click Next to display the next block of objects.

3.	Click First to display the initial block of objects

4.	Click Refresh to refresh the displayed block of objects.

To search for an object alphabetically:

1.	Click A to Z to search a group of objects by letters.

2.	Click a letter to move to objects that begin with the selected letter.

3.	To close the list of letters, click A to Z.

To find an object

1.	Click Find to open the text box

2.	Enter your text you want used in the search.

3.	Click the arrow button at the end of the text box to start your search. CS Explorer searches the entire list of objects and takes you directly to object you want to find.

Note

If no match is found for your text entry, CS Explorer takes you to the entry in the list that would immediately follow the name of the object you entered. For example, if you try to find a user object named PaulS who is not in the list of users, CS Explorer would highlight the next name in the list PeterB.

4.	Click Refresh to refresh the displayed block of listings.

5.	Click Find to close the Find text box.

6.	Click Previous to display the previous block of objects.

7.	Click Next to display the next block of objects.

8.	Click First to return to the first block of objects in the list.


Context Menu

	A context menu displays whenever you right-click any object or folder in the CS Explorer tree view or list view. Context menus contain those commands most frequently used with the associated object or folder. For information on commands available for specific objects, see help on Objects and their Properties.
Common Commands

Copy As	Choose this command to use the properties of a selected user or group as a template to create a new object. When the property grid appears, enter the name of the new user or group. If desired, change other modifiable property values that appear on the grid.
Delete	Choose this command to delete the selected object (s). When requested, confirm the deletion (s).
Rename	Choose this command to rename the selected object.
Properties	Choose this command to edit the properties of the selected object (s). If you choose multiple objects and the specific type of object does not permit multiple modifications, the Properties command disappears from the Context menu. Need more help on modifying multiple objects? See Modify multiple objects.


Object properties grid

The properties dialog box for any object consist of two forms:

•	Property list, displaying the single-value properties of the object. Example: User Name

What can you do?
Change the value assigned to those properties that can be modified. For example, as a member of the Admin group you could change the Add Groups? Property of a user from the default NO to Yes.

•	Property tabs, representing the multivalue properties of the object. Example: Group Memberships.

What can you do?
Add or remove values assigned to a property. For example, you could add to the user’s list of group memberships or remove groups from this list.

Navigation tips for the property list

•	Bold text indicates a required property. An entry must appear for this property value.

•	Grayed text indicates you cannot change the property value.

•	Click [image] to display the list of values associated with the property.

•	Choose the [nothing] value when you want the value to be blank.

Note

Only certain properties permit a blank value

•	Double-click the value list box to toggle to the next available value for the property.

Navigation tips for the property tabs

•	Where a window appears with two list boxes, use the buttons between the boxes to add or remove values to the list on the right side. Some buttons also permit you to set a qualifying value to your selection. Example: Give the Accounting group Owner access rights to the Quarterly Profits document.

Note

The CS Explorer Options dialog controls large lists of objects by dividing the into specific size blocks. For more information, See Options.

•	Click [image] to display the previous block of objects.

•	Click [image] to display the next block of objects.

•	Click [image] to display the initial block of objects.

•	Click [image] to refresh the displayed block of objects.

•	Click [image] to search for an object by name.

•	Click [image] to search a group of objects by letters.


Logging on to a Content Services Library

When the Content Services Explorer starts, the Logon dialog box displays the library system name, server name, and user name used during your last logon.

Notes

If you desire to log on to IDM Desktop as a different user from your CS Explorer logon, cancel your logon and log on to IDM Desktop first. Once you log on to CS Explorer, you must log on to IDM Desktop as the same user.

If you change or delete a group name, logged on users with that current group will have to log off and back on to see the effect.

To log on:

1	Select the system you want to open in one of the following ways:

•	Choose the current system displayed in the dialog box.

•	Choose another system from the system drop-down list. Previously logged on to systems appear in this list. Choosing another system from the list also requires you to choose another server name, user name, and password from the appropriate drop-down lists.

•	Add a new available system by entering its system name, server name, your user name and password.

2	Click Logon to open the library system.

To use Network Name:

Clicking User Network Name allows the user to bypass the above log on process. However, the following condition applies:

The User object must contain a Network Logon Name.

To enable this feature, do the following:

Go to the Network Logon Name property in the User object and enter the network domain name and the user's Network Logon name. Example: FileNET;mjordan.

To Log on using your Network Name:

1	In the CS Logon dialog box, check User Network Name.

2	Click Logon.

3	You will be logged on to the library system.


Set options

To set CS options:

1	From the Explorer window, choose Options from the Tools menu.

2	Modify any of the displayed options. Click on any item in the following list for a brief description of its function:

Options	Descriptions

Confirm Deletions	Select this checkbox to require a confirmation message box before any deletion action.
Multi-select null value	Use the tilde (~) function to replace the contents of a property with a "null" value. Otherwise, it is not possible to blank out a group of values when performing a bulk modify.
Log Admin Tools Activities	Select this checkbox to turn on the log file tracking CS Admin Tools API activities. The log file appears in your CS Admin Tools installation directory. Default: Unchecked (No)
Log Document Services Activities	Select this checkbox to turn on the log file tracking CS API activities. The log file appears in your CS Admin Tools installation directory.  Default: Unchecked (No).
Log SQL Activities	Select this checkbox to turn on the log file tracking SQL database activities. The log file appears in your CS Admin Tools installation directory.  Default: Unchecked (No)
Search Results Maximum Row Count	Specify the maximum number of resulting rows to return for a search, with each row representing one object. For example, a setting of 100 would mean that a search would display a result set of no more than 100 objects. If the search actually found 500 objects, the system would allow you to display 5 subsets in succession, each containing 100 object rows.
Maximum Row Count	Specify the maximum number of rows to display for any list of objects, with each row representing one object. For example, a setting of 1000 would mean that any display of objects, such as User objects, would contain no more than 1000 object instances. For a list of 5,000 objects, the system displays 5 subsets objects in succession, each containing 1000 object instances. See List view for tips on how to navigate through a large list of objects.
3	Click OK to save your changes and exit, or Cancel to exit without saving your changes.


Set Access Rights

CS Admin Tools employ security in the form of access rights to documents or Items stored in a library system, including a default Item Access List that is automatically applied to each new item added. In addition, an access list property applies to both Users and Groups on a library system.

Access rights are also passed down to other objects in the system. For example, an item access list is passed down to the associated Version objects. Folder access rights are also passed down from parent folders to child folders.

The following table provides a basic description of system access rights:

Access Rights	Items/Versions	Folders	Libraries

None	Not visible	Not visible	Not visible
Viewer	View Only View properties Print properties Copy properties	View Only Open View properties	View Only Open View properties
Author	Check out Check in	Copy Add a subfolder	Add folders at the top level
Owner	Modify properties Modify security Archive and reclaim index and de-index	Modify properties Modify security Move Delete	Same as Author
Admin	Same as Owner plus Modify all properties Delete Rename	Same as Owner	Create new objects Modify all properties Delete objects Rename objects
Note

Active members of the Administrators group are automatically assigned Admin access rights to all properties. Users who are not members of the Administrators group can be explicitly assigned an Admin access level to properties associated with particular objects.

Need more help with access rights?

See "Library System Security" in the CS Overview section of the IDM Documents Services Documentation. This information is located on the Content Services Admin Tools CD.


Administer the Rendition Queue

The Rendition Queue Administration tool serves as a standby tool for CS Rendition Services for PDF. You can use this tool to view and/or delete queued or pending rendition jobs from the Content Services publishing queue.

Guidelines

•	If possible, limit deletions of items in the queue to those items where a user requests help with a missing PDF file.

•	Use particular caution in deleting items identified as In Work. If the rendition process fails without passing an error back (In Error), the Renditions Server does not know where to put the finished PDF output and nothing gets checked into the library. The user who submitted the PDF request never sees a PDF output or an error message.

•	Use the properties displayed in the Rendition queue dialog box to troubleshoot problems. Consider the error description in the Published Properties window as the most important property available for troubleshooting.

To administer the rendition queue:

1	Select Rendition Queue Administration from the Tools Menu.

2	Log on to the library you want to check.

3	Use the Rendition Queue toolbar to control the publishing jobs displayed in the queue list.

Note

The View Menu also provides you with access to the same display options.

4	When necessary, delete publishing jobs using the Delete button.

Notes

The Edit Menu also provides you with access to the Delete command and the Select All (Ctrl A) command when deletion of all jobs is needed.

You can use the standard Windows multiple selection methods. Hold down CTRL to select random jobs in the list. Hold down Shift to select a starting job and ending job and highlight all jobs in between for deletion.

Need More Help?

See the Rendition Services Guide in the CS Documentation on the CS Admin Tools CD.


User Properties

The following properties apply to any User added to a system as an user object:

Access Domain

Indicates the group affiliation(s) to apply to determine the search results returned on an item search.

Note

The values assigned to Access Domain affect not only item search results but all access to items, for example folders.

In the value field, select one of the following values:

•	Active Group
Sets the access rights to the user's active group

•	All Groups
Checks all groups where the user is a member and selects the highest access rights value found.

•	Blank
A blank entry refers the access domain value to the active System object. The library system checks the Active Group object first and then the System object and accepts the first value it finds. However, the value is overridden by any value specified in the User’s Access Domain property.

Access List

Maintains a list of users and groups who have access to the specific User object. The list identifies the users and groups with access to this user object and shows the access rights assigned to each user or group.

For each new user, the system adds the following default user/group access settings:

•	The person adding the user is assigned Admin access rights.

•	The new user is assigned Owner access rights.

•	The General Users group is assigned Viewer access rights.

Need more information? See Create and Maintain Access Lists

Add Groups?

Indicates whether or not the user can add new groups to the system. Only a user with Admin access rights to the object can override the default value of No.

Add Items?

Indicates whether or not this user can add new items to the system. Only a user with Admin access rights to the object can override the default value of No.

Add Users?

Indicates whether or not this user can add new users to the system. Only a user with Admin access rights to the object can override the default value of No.

Added By User

Displays the name of the person who added this user to the library system. The system identifies and maintains this property value. It is not modifiable. The added by user receives Admin access rights to the new user profile.

Comment

Contains up to 224 characters of text and is user supplied and user modifiable.

Content Search Threshold

Determines whether to do a content search or property search first, when both types of criteria are specified for a search. This threshold indicates that if the number of content search hits returned by a search is greater than the threshold value, the property-based search criteria are used first. If this value is less than or equal to the number of content search hits, the content search-based criteria are used first. If a Content Search Threshold property is not found, the default threshold value used is 100.

Date Added

Indicates the date and time when this User object was added to the system. This property value is determined and maintained by the system and is not user modifiable.

Default Archive Category

Provides an initial value for the Archive Category property when adding new protected Item objects. This property appears in User objects, Group objects, and the System objects. During the Add item process, the system checks these objects in the following order:

•	User object

•	User's active Group object

•	System object

The first value encountered provides a value for the new Item object.

To change the value, select a new value from the list. Selecting the blank line leaves the value blank.

Note

This property will have an initial value for a new User object only if the user is added as part of a bulk-adding operation and a value is supplied for the Default Archive Category descriptor.

Default Group

Identifies which group will be this user's active group when the user first opens a session. The value is user supplied and user modifiable. To change this value, select a group name from the drop-down list.

Default Index Versions?

Specifies a default value for the Default Index Versions? property in Item objects. Select one of the following values from the drop-down list:

•	Yes

•	No

•	Blank

This property appears in User objects, Group objects, and the System object. The system checks these objects in the following order: User object, user's active Group object, and then System object. It uses the first value it finds to create the Default Index Versions? property in a new Item object.

Default Item Access List

Provides an initial set of entries for the access list of any new item object created by this user.

This property appears in User objects, Group objects, and the System objects.

During the Add item process, the library system checks the default item access list in the three objects, in the following order:

•	User object

•	User's active Group object

•	System object

The first access list entries found become the default access list for the new Item object. If the system fails to find a default item access list with entries, it assigns Owner access rights to the user adding the item.

Notes

The user adding the object always receives Owner access rights to it unless he/she is explicitly assigned other access rights in the default item access list attached to the new item object.

This value is user supplied and user modifiable.

Default Path

Shows the path (drive and directory names only) added as a default value for the path where checked out or copied versions will be delivered. This value is user supplied and user modifiable.

Default Storage Category

Provides an initial value for the Storage Category property when adding new protected Item objects. This property appears in User objects, Group objects, and the System objects. During the Add item process, the system checks these objects in the following order:

•	User object

•	User’s active Group object

•	System object

The first value encountered provides a value for the new Item object. To change the value, select a new value from the list. Selecting the blank line leaves the value blank.

Note

This property will have an initial value for a new User object only if the user is added as part of a bulk-adding operation and a value is supplied for the Default Storage Category descriptor.

Display Language

Controls the display language.

Enabled?

Enables the user to open a session. When the user is first added, the system sets the value to Yes. Only a user with Admin access rights to the User object can change this value.

Group Memberships

Displays the current group membership of the user. Also displays available groups within the system. You can add new group memberships for the user. You can also remove existing group memberships. Modifications require either Admin or Owner access rights to the specific user object.

Imported User Type (Windows only)

Indicates whether the users name and property information are imported from, and regularly synchronized with, the authentication directory server information. CS administrators can modify this property if maintenance procedures require it.

Need more help?

See the CS Documentation on the CS System Administration Tools CD.

Messages

Displays a set of operation and error messages for administrators only. The library system generates these asynchronous messages to keep you informed on system operation. Some messages are informational; other messages require action to ensure correct system operations or performance. Administrators can delete messages when the information they contained is no longer needed.

Network Logon Name

Identifies the user's network logon name (must be unique in each User object) as well as the domain to automate the process of opening a session. This value is user supplied and user modifiable. The network logon name must match exactly (including case) the name that the network uses to identify the user.

Example: FileNET;mjordan, where FileNET is the name of the domain and mjordan is the user’s network logon name.

Password

Identifies the user's password for entering the library system. Changing a password requires Admin rights to the user object. However, a user can change his or her password. The new value can be no longer than 32 characters.

Note

Do not use leading or trailing spaces as part of a password. Logons will fail. Leading and trailing spaces are truncated.

Primary Storage Manager

Indicates the Storage Manager for the system to use first when handling an operational request (for example, to check out or check in a version) generated by this user.

This property appears in User objects, Group objects, and the System objects.

During an operational request, the system checks these objects in the following order:

•	User object

•	User’s active Group object

•	System object

The system attempts to use the first Primary Storage Manager value it finds. If this Storage Manager is unavailable, the system continues to check all the Storage Managers (in alphabetical order) until it finds a Storage Manager to handle the request.

Changing this value is restricted to users with Admin access rights to the specific user object.

Searches

Lists searches saved as user searches belonging to the current user. The library system maintains this user search list, revising it each time the user saves a new user search or deletes an existing user search. If you have access rights to these searches, you can open and use a listed search by double-clicking the search name.

Secure Searches?

Enables or disables secure searches for individual users. This property value indicates whether a user must have at least Viewer access rights to an item to have that item included in the results of one of his or her searches. A No value indicates that all items meeting the search criteria will be returned for a search, regardless of the user's access rights to those items. (However, the user must still have at least Viewer access rights to an item to see its associated Item object.) A Yes value indicates that only those items to which a user has at least Viewer access rights will be returned in the results of a search.

User Name

The name of the user logged on the library.

User Full Name

The full name of the user (versus the Network Logon Name , which is the name under which the user logs on to the CS library system).

Only an administrator can change a user's name. To change a user's name, the library system property Logons Enabled? must be set to No and your administrator's session must be the only session active.

Versions Checked Out

Displays the list of object versions checked out by the user. The library system maintains this list, revising it each time the user checks in or checks out an object version.


Group Properties

The following properties apply to any Group created in a system as a group object.

Access Domain

Indicates the group affiliation(s) to apply to determine the search results returned on an item search.

Note

The values assigned to Access Domain affect not only item search results but all access to items, for example folders.

In the value field, select one of the following values:

•	Active Group
Sets the access rights to the user's active group

•	All Groups
Checks all groups where the user is a member and selects the highest access rights value found.

Blank
A blank entry refers the access domain value to the active System object. The library system checks the Active Group object first and then the System object and accepts the first value it finds. However, the value is overridden by any value specified in the User’s Access Domain property.

Access List

Maintains a list of users and groups who have access to the specific Group object. The list identifies the names and groups with access to the Group and shows the access rights assigned to each user or group.

For each new group, the system adds the following default user/group access settings:

•	The person adding the group is assigned Owner access rights.

•	The General Users group is assigned Viewer access rights.

Need more help?

See the CS Documentation on the CS System Administration Tools CD.

Added by User

Displays the name of the person who added this group to the library system. The system identifies and maintains this property value. It is not modifiable. The added by user receives Owner access rights to the new group.

Comment

Contains up to 224 characters of text and is user supplied and user modifiable.

Content Search Threshold

Determines whether to do a content search or property search first, when both types of criteria are specified for a search. This threshold indicates that if the number of content search hits returned by a search is greater than the threshold value, the property-based search criteria are used first. If this value is less than or equal to the number of content search hits, the content search-based criteria are used first. If a Content Search Threshold property is not found, the default threshold value used is 100.

Date Added

Displays the date and time when this group was added to the system. The value is determined and maintained by the system.

Default Archive Category

Provides an initial value for the Archive Category property when adding new protected Item objects.

This property appears in User objects, Group objects, and the System objects.

During the Add item process, the system checks these objects in the following order:

•	User object

•	User’s active Group object

•	System object

The first value encountered provides an archive category value for the new Item object.

To change the value, select a new value from the list. Selecting the blank line leaves the value blank.

Note

This property will have an initial value for a new Group object only if the group is added as part of a bulk-adding operation and a value is supplied for the Default_Archive_Category descriptor.

Default Index Versions

Specifies a default value for the Default Index Versions? property in Item objects. Select one of the following values from the drop-down list:

•	Yes

•	No

•	Blank

This property appears in User objects, Group objects, and the System object. The system checks these objects in the following order: User object, user's active Group object, and then System object. It uses the first value it finds to create the Default Index Versions? property in a new Item object.

Default Item Access List

Provides an initial set of entries for the access list of any new item object created by users with this group as their active group. This property appears in User objects, Group objects, and System objects. During the Add item process, the library system checks the default item access list in the three objects, in the following order:

•	User object

•	User's active Group object

•	System object

The first access list entries found become the default access list for the new Item object. If the system fails to find a default item access list with entries, it assigns Owner access rights to the user adding the item.

Notes

The user adding the object always receives Owner access rights to it unless he/she is explicitly assigned other access rights in the default item access list attached to the new item object.

This value is user supplied and user modifiable.

Default Storage Category

Provides an initial value for the Storage Category property when adding new protected Item objects. This property appears in User objects, Group objects, and the System objects. During the Add item process, the system checks these objects in the following order:

•	User object

•	User's active Group object

•	System object

The first value encountered provides a value for the new Item object. To change the value, select a new value from the list. Selecting the blank line leaves the value blank.

Note

This property will have an initial value for a new Group object only if the Group is added as part of a bulk-adding operation and a value is supplied for the Default_Storage_Category descriptor.

Display Language

Controls the display language.

Enabled

Enables users to change to this group or open a session using this group as their active group.

When the group is first added, the library system assigns an initial value of Yes. Administrators can change this value to No.

Group Membership

Displays the group's current members. You can add new users to the group to become group members. You can also remove existing group members. Modifications require either Admin or Owner access rights to the specific group object.

Group Name

Displays the unique name of this particular group. The value can be up to 32 characters. It is user supplied only in the interim object. Once the group has been added to the system, this value cannot be modified.

Imported Group Type (Windows only)

Indicates whether the group’s name and property information are imported from, and regularly synchronized with, the network domain group information. CS administrators can modify this property if maintenance procedures require it.

You can select one of the following from the drop-down list:

•	NO

•	NTLM

•	LDAP

•	XML

•	NTLM_NOUPDATE

•	LDAP_NOUPDATE

•	XML_NOUPDATE

Need more help?

See the CS Documentation on the CS System Administration Tools CD.

Messages

Displays a set of operation and error messages for administrators only. The library system generates these asynchronous messages to keep you informed on system operation. Some messages are informational; other messages require action to ensure correct system operations or performance. Administrators can delete messages when the information they contain is no longer needed.

Primary Storage Manager

Indicates the Storage Manager for the system to use first when handling an operational request (for example, to check out or check in a version) generated by this group.

This property appears in User objects, Group objects, and the System objects.

During an operational request, the system checks these objects in the following order:

•	User object

•	User’s active Group object

•	System object

The library system attempts to use the first Primary Storage Manager value it finds. If this Storage Manager is unavailable, the system continues to check all the Storage Managers (in alphabetical order) until it finds a Storage Manager to handle the request.

Changing this value is restricted to users with Admin access rights to the group. You can change this value at any time by selecting from the provided list or by leaving the value blank.

Searches

Lists those searches saved as group searches. The library system maintains this group search list, revising it each time a user saves a new search as a group search or deletes an existing group search. If you belong to the specified group, you can open and use a listed search by double-clicking the search name.

Secure Searches

Enables or disables secure searches for active members of the group. This property value indicates whether a group member must have at least Viewer access rights to an item to have that item included in the results of one of his or her searches. A No value indicates that all items meeting the search criteria will be returned for a search, regardless of the user's access rights to those items. (However, the user must still have at least Viewer access rights to an item to see its associated Item object.) A Yes value indicates that only those items to which a user has at least Viewer access rights will be returned in the results of a search.


System Properties

The following properties apply to systems administered by CS Explorer:

Access Domain

Indicates the group affiliation(s) to apply to determine the search results returned on an item search.

Note

The values assigned to Access Domain affect not only item search results but all access to items, for example folders.

In the value field, select one of the following values:

•	Active Group
Sets the access rights to the user's active group

•	All Groups
Checks all groups where the user is a member and selects the highest access rights value found.

Administrative Group

Identifies the name of the administrative group. The default value is Administrators. This property is not modifiable.

Administrative User

Identifies the name of the initial administrative user. This property is not modifiable.

Allow Command Line Password?

This property is no longer supported.

Archive Categories

Lists the current archive categories available for storing version-marked document files offline. The library system links each archive category to an archive repository. The library also maintains this list and updates it each time a user adds a new archive category.

Archive Repositories

Lists the current archive repositories for storing version-marked document files offline. The library maintains this list and updates it each time a user adds a new repository.

Audit Log

Contains the audit log objects that track the logged events.

Case Insensitive Network Login?

Oracle only. Default setting is No.

Comment

Contains up to 224 characters of text. Comments are user supplied and user modifiable.

Content Search Enabled?

The library system sets up an initial value of Yes to enable content searches. Changing the value to No turns them off.

Content Search Managers

Lists the current Content Search Managers that enable content searching for indexed document versions. The system maintains this list and updates it each time a new Content Search Manager is added.

Content Search Repositories

Lists the current content search repositories that store data identifying document versions made available for content searching. The system maintains this list and updates it each time a new content search repository is added.

Content Search Threshold

Determines whether to do a content search or property search first, when both types of criteria are specified for a search. This threshold indicates that if the number of content search hits returned by a search is greater than the threshold value, the property-based search criteria are used first. If this value is less than or equal to the number of content search hits, the content search-based criteria are used first. If a Content Search Threshold property is not found, the default threshold value used is 100.

Custom Properties

Lists the custom properties currently defined in the library system. The system maintains the list and values, updating it each time a custom property is added.

Database Custodial Server

Identifies the storage server where the daemons run. These daemons perform two services:

•	Update the database usage information (for example, space calculations)

•	Delete orphaned, suspended, or outdated Content Services user sessions associated with the library system.

By default, the Content Services Setup program sets this property value to the node name of the initial storage server.

To change this service:

1.	Click the property value field for the Database Custodial Server.

2.	Select one of the storage servers from the drop-down list of storage servers associated with the library system.

3.	Save your change.

Your change takes place the next time the daemons run.

Default Allow Secondary Lines

Sets the system-wide default to allow secondary version lines. You can change the default value Yes to No.

Default Archive Category

Provides an initial value for the Archive Category property when adding new protected Item objects. This property appears in User objects, Group objects, and the System objects. During the Add item process, the system checks these objects in the following order:

•	User object

•	User's active Group object

•	System object

The first value encountered provides a value for the new Item object.

To change the value, select a new value from the list.

Note

This property will have an initial value for a new User object only if the user is added as part of a bulk-adding operation and a value is supplied for the Default_Archive_Category descriptor.

Default Index Versions

Specifies a default value for the Default Index Versions? property in Item objects. Select one of the following values from the drop-down list:

•	Yes

•	No

•	Blank

This property appears in User objects, Group objects, and the System object. The system checks these objects in the following order: User object, user's active Group object, and then System object. It uses the first value it finds to create the Default Index Versions? property in a new Item object.

Default Indexed Version Limit

Sets the default for the Indexed Version Limit property in new item objects. This value determines the number of versions that can be indexed in the content search repository for this item. When the limit is reached, indexing is removed from the oldest indexed version. A version is exempt when the Permanent Index? property in its version object is set to Yes.

The system provides a value of 1 during library system installation. The value is modifiable.

Default Item Access List

Provides an initial set of entries for the access list of any new item object created by this user. This property appears in User objects, Group objects, and the System objects. During the Add item process, the library system checks the default item access list in the three objects, in the following order:

•	User object

•	User’s active Group object

•	System object

The first access list entries found become the default access list for the new Item object. If the system fails to find a default item access list with entries, it assigns Owner access rights to the user adding the item.

Notes

The user adding the object always receives Owner access rights to it unless he/she is explicitly assigned other access rights in the default item access list attached to the new item object.

This value is user supplied and user modifiable.

Default Online Limit

Sets the default online limit imposed on new protected item objects. This property determines the maximum number of versions the system maintains for each particular item. When the limit is reached, the system automatically moves the oldest impermanent version offline. The item having the oldest value in the Last Access Date property is considered the oldest version of the object.

The system grants an exception to any version that is the latest version on any version line. It also exempts any version object where the Permanent Version? Property is set to Yes.

This property value is user defined and user modifiable.

Default Storage Category

Provides an initial value for the Storage Category property when adding new protected Item objects. This property appears in User objects, Group objects, and the System objects. During the Add item process, the system checks these objects in the following order:

•	User object

•	User’s active Group object

•	System object

The first value encountered provides a value for the new Item object. To change the value, select a new value from the list. Selecting the blank line leaves the value blank.

Note

This property will have an initial value for a new User object only if the user is added as part of a bulk-adding operation and a value is supplied for the Default_Storage_Category descriptor.

Display Language

Identifies the default display language

Groups

Lists all the groups currently in the system. The library system maintains this list and updates it each time a group is added or deleted.

Installation Date

Shows the date and time when the library system was installed on your network. The library system supplies this date and it is not modifiable.

Installer

Shows the name of the person who installed the library system on your network. The library system supplies this value and it is not modifiable.

Logons Enabled?

Controls system access for users whose default group is not the administrative group. At installation, a library system set the initial value to Yes. Administrators can change this value to No.

The value automatically sets to No each time you restore the Property Manager.

Minimum Item Delete Access Level

Sets the minimum access level required to delete an item.

Minimum Reclaim Access Level

Sets the access level required to reclaim an archived version of a protected item. The system provides a default value of Owner. This value is user modifiable.

Number of Licenses

Displays the number of licenses that are in use.

Number of Users

Displays the total number of users, including users from all associated user interfaces. This value is maintained by the library system and is updated each time a user is added to the library system.

Other Systems

Lists other library systems identified at your site. This list serves as a source for library system selection during logon. The list is supplied by the library system and updated each time an administrator adds a new Other System object.

Permanent Indexes in Limit?

Indicates whether versions marked as permanently indexed (for content searching) are included in the indexed version limit for a protected item. The system provides a default value of Yes. You can change this value to No.

Primary Storage Manager

Indicates the Storage Manager for the system to use first when handling an operational request (for example, to check out or check in a version) generated by this user.

This property appears in User objects, Group objects, and the System objects.

During an operational request, the system checks these objects in the following order:

•	User object

•	User’s active Group object

•	System object

The system attempts to use the first Primary Storage Manager value it finds. If this Storage Manager is unavailable, the system continues to check all the Storage Managers (in alphabetical order) until it finds a Storage Manager to handle the request.

Changing this value is restricted to users with Admin access rights to the specific user object.

Property Managers

Lists the Property Manager for the library system. Currently, each system contains only one Property Manager. The value is supplied by the system and is not modifiable.

Replication Enabled?

Displays whether Replication is enabled for the system.

Report Interval

Determines how frequently (in minutes) the Site License usage is reported.

Searches

Lists those searches available to all users in the library system. This list of system searches is maintained by the system and updated each time a user creates or deletes a system-level search.

Secure Searches

Enables or disables secure searches. This property value indicates whether a user must have at least Viewer access rights to an item to have that item included in the results of one of his or her searches. A No value indicates that all items meeting the search criteria will be returned for a search, regardless of the user's access rights to those items. (However, the user must still have at least Viewer access rights to an item to see its associated Item object.) A Yes value indicates that only those items to which a user has at least Viewer access rights will be returned in the results of a search.

Sequential Item IDs?

Enables (Yes) or disables (No) the use of sequential item IDs (e.g., 003670000, 003670001) instead of Julian date IDs (e.g., 940011001, 940011002).

Serial Number

Displays the serial number of the license for this library system. This value is supplied by the system and is not user modifiable.

Sessions

Lists user sessions that are currently open (that is, active and/or suspended sessions). This value is supplied by the system and is updated each time a user opens or closes a session in any user interface to the library system.

This value includes sessions that are terminated before users actually close them (for example, when there is a power outage or when users turn their workstations off without leaving their user interfaces).

Software Version

Identifies the software version of the library system. The value is supplied by the system and is not modifiable.

Storage Categories

Lists storage categories available to store files associated with the versions of protected items. The system links each storage category to a storage repository. The value is supplied by the system and updated each time a new storage category is added.

Storage Managers

Lists the Storage Managers in the library system. The value is supplied by the system and updated each time a new Storage Manager is added.

Storage Repositories

Lists the storage repositories available in the library system. The value is supplied by the system and updated each time a new storage repository is added.

System Name

Displays the unique name of the library system. This value is supplied by the system and is not user modifiable.

System Type

Indicates the type of library system currently running. This value is supplied by the system and is not user modifiable.

Thesaurus in Content Search?

Default setting is No. The Administrator can set it to "yes" and all searches will enable the thesaurus in all content based searches.

Universal Group

Identifies the name of the universal users group.

Users

Lists all users in the library system, regardless of user interface. This value is supplied by the system and updates each time a user is added.

Verity Admin Server

Name of the Verity server.

Verity Admin Server Port

Used during installation of additional services, so the user does not have to enter this information again.  Once entered during the initial installation, this information cannot be changed.


Item Properties

The following properties apply to any Item added to a system as an item object:

Added By Group

Displays the name of the active group of the user who added the item to the system. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Added By User

Displays the name of the user who added the item to the system. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Access List

Displays access list members for this Item object. The list allows you to control both user and group access to the Item. It also defines the access privileges assigned to specific users and groups.

The system adds default members to the access list when the item is first added. To arrive at these defaults, the system provides a Default Item Access List property in User objects, Group objects, and the System object. The system checks these objects in the following order:

•	User object

•	User's active Group object

•	System object

It accepts the first access list with entries to fill in the Access List property in the new Item object.

When the system fails to find a default item access list with entries, it adds a single default entry to the new item's access list. It assigns Owner access rights to the user who added the item (Added By User).

Notes

•	The user adding an item always receives Owner access rights to the item, unless that user's name is explicitly assigned other access rights in the default item access list in use.

•	You can add and delete access list members.

Allow Secondary Version Lines?

Indicates if secondary version lines are permitted with the item. The system sets the initial value, based upon the default value for this property in the system object. You can change this value but the property cannot be used in a search.

Archive Category

Indicates the disposition for the oldest impermanent version of any protected item. The system defines the oldest item version in terms of the Last Access Date listed in the Version object. Archiving occurs when the online limit is reached for the item.

Comment

Contains up to 224 characters of text. Comments are user supplied and user modifiable. This property can be used in a search.

Current Content Search Repository

Displays the unique item ID assigned to the content search repository where the current version of this item is indexed. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Current Version Author

Displays the user name of the person who checked in the current version (the latest version on the primary version line) of the item. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Current Version Checked Out?

Indicates if the current version (the latest version on the primary version line) is checked out. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Current Version Date

Displays the date and time when the current version (the latest version on the primary version line) was added to the system. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Current Version Index ID

Displays the unique index ID assigned to the current version of the item. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Current Version ID

Displays the unique ID of the current version of the item. Since the current version is on the primary version line, its ID appears as a number from 1 to 9999. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Custom Properties

Each item can contain up to 40 single-value and 10 multi-value custom properties. When a custom property is added to the system, the administrator specifies the access privileges to it (for example, the administrator might give users and groups with Owner access rights to an Item object only Read privileges to a particular custom property).

Each custom property displays the same way as system-supplied properties. The system provides the names and determines the permissible values for these properties using the Custom Property objects added by the administrator. Each custom property value can be up to 254 characters of text (spaces included) or 10 digits.

If you add a custom property with the Date & Time property type, enter values in the following format (other interfaces may mask this entry in some way):

yyyy-mm-ddThh:mm:ss:xx (where xx is hundreths of seconds)

Example:

1994-08-15T08:15:45

Minimum entry is the date without time:

1994-08-15

If the user enters a T (for time), entry must include at least the hour:

1994-08-15T08

You can include custom properties in bulk-adding scripts, but the descriptor name you used for each of these properties must be based on the property ID of the custom property, not on the property name. You append the property number to the word Custom, as in: Custom1 = John Smith.
This item can be used in a search.

Date Added

Indicates the date and time the item was added to the System. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Default Index Versions?

Specifies a default value for the Default Index Versions? property. The system sets an initial value from one of the following values:

•	Yes

•	No

•	Blank

This property appears in User objects, Group objects, and the System object. The system checks these objects in the following order: User object, user's active Group object, and then System object. It uses the first value it finds to create the Default Index Versions? property in a new Item object.

This property is user modifiable. This property can be used in a search.

Indexed Version Limit

Sets the number of versions that can be indexed in the content search repository for this item. When the limit is reached, indexing is removed from the oldest indexed version. A version is exempt when the Permanent Index? property in its version object is set to Yes.

The system provides a value of 1 during library system installation. The value is modifiable. This property can be used in a search.

Is Replica Item?

Indicates if the item is a replica item. The number 1 indicates the item is a replica while the number 0 indicates it is not a replica. The system creates and maintains this property and it cannot be modified.

Item ID

Displays the unique numeric ID for the item. The system assigns this nine-digit ID.

Example: 003670000

This is the first sequential Item ID generated by the system.

If you set the Sequential Item IDs? property in the system object to No, the Item ID is converted to purely non-sequential format.

Non-sequential Item IDs are based on Julian dates, where digits 1-2 represent the decade, 3-5 the day of the year, and 6-9 the sequence number.

Example: 972860079

where 9 is the decade, 7 is the year, 286 is the day of the year (October 13), and 0079 is the

sequence number.

Note The sequential Item ID’s are generated by default.

This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Keyword

Lists the user-defined keywords that describe the item. You can add or delete keywords in the list. Any keyword or combination of keywords can be used in a search.

Last Access Date

Displays the date and time the item was last accessed (checked out, checked in, copied). This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Last Accessed Version

Displays the version ID of the item version most recently accessed (check out, check in, copy). This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Minimum Item Delete Access Level

Sets the minimum access level required to delete an item.

Number of Indexed Versions

Indicates how many versions of this item are indexed in the content search repository. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Online Disk Space

Indicates the total number of characters (bytes) in online storage occupied by all non-archived versions of this item. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Online Limit

Indicates the online limit imposed on new protected item objects. This property determines the maximum number of versions the system maintains for each particular item. When the limit is reached, the system automatically moves the oldest impermanent version offline. The item having the oldest value in the Last Access Date property is considered the oldest version of the object.

The system grants an exception to any version that is the latest version on any version line. It also exempts any version object where the Permanent Version? Property is set to Yes.

This property value is user defined and user modifiable. This property can be used in a search.

Online Version Count

Indicates the total number of versions for the item currently online in the system. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Original File Name

Displays the original file name of the item (protected items only) including its extension. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Protected?

Indicates if the item is a protected item. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Storage Category

Indicates the storage category for any protected item. The version files for all items in this storage category are stored together in the same directory. This value is user modifiable. This property can be used in a search.

Title

Displays the title assigned to the item. The system takes the original file name as an initial value for a protected item. For unprotected items, it sets the value to the Item ID. You can change these default values with a new entry up to 254 characters in length.

This property can be used in a search.

Versions

Displays the versions for this item. Primary version line items appear as a number from 1 to 9999.

Secondary version line items appear as a series of numbers and letters

Example: 4C2

Where 4 is the version ID on the primary version line where the secondary version starts, C is the secondary version line, and 2 identifies the version on the secondary version line.

The secondary version line indicator can be any letter between A and Z. The version number on the secondary version line can be between 1 and 99.

This value is supplied by the library system and is not user modifiable. This property cannot be used in a search.

Versions Checked Out

Lists checkout objects for all versions of the item currently checked out. The system creates and maintains this list revising it each time a user checks in or checks out a version. This property cannot be used in a search.


Version Properties

The following properties apply to any Item Version added to a system as an item version object:

Application

Indicates the software used to create this version of the protected item. The value can be up to 32 characters in length. The value initially appears blank. However, if an earlier version of the item exists, the system inserts the application used with the previous version as the default value. To override this default value, type in a new value.

Archive Date

Indicates the date and time this version was moved offline and into an archive repository. The system supplies this value and it is not user modifiable.

Archive Repository

Indicate the archive repository used to store this version if it has been moved offline. The system provides a default value that is the unique ID of the archive repository assigned to the archive category specified in the item object. The value is not user modifiable and is only viewable if you have Admin access rights to the parent item.

Availability Status

Indicates the current status of the version in its storage or archive repository. Four values apply:

•	Online
Indicates the version is stored online and available for checkout or personal use.

•	Offline (Reclaimable)
Indicates the version is stored offline but can be reclaimed from its archive repository or storage medium. Once back online, you can check it out or copy it.

•	Offline (Non reclaimable)
Indicates the version is stored offline through an archive repository where versions typically are removed and destroyed. Once the administrator removes this version from the archive repository, it cannot normally be reclaimed to online status.

•	Lost Online
Indicates the version is missing according the latest check of the property/storage repository links.

Checked in By Group

Displays the name of the active group of the user who checked in this version. The system supplies this value and it is not user modifiable.

Checked in by User

Displays the unique name of the user who checked in this version. The system supplies this value and it is not user modifiable.

Checked Out?

Indicates whether or not this version is checked out. The system supplies this value and it is not user modifiable.

Checkin Date

Indicates the date and time the version was checked in. The system supplies this value and it is not user modifiable.

Comment

Contains up to 224 characters of comment text. The text is user modifiable.

Content Search Repository

Displays the unique item ID assigned to the content search repository where the current version of this item is indexed. This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Current Checkouts

Indicates the user who currently have this version checked out. The system supplies these values and they are not user modifiable.

Custom Properties

Versions can contain up to 40 single-value and 10 multi-value custom properties. When a custom property is added to the system, the administrator specifies the access privileges to it (for example, the administrator might give users and groups with Owner access rights to a version object only Read privileges to a particular custom property).

Each custom property displays the same way as system-supplied properties. The system provides the names and determines the permissible values for these properties using the Custom Property objects added by the administrator. Each custom property value can be up to 254 characters of text (spaces included) or 10 digits.

If you add a custom property with the Date & Time property type, enter values in the following format (other interfaces may mask this entry in some way):

yyyy-mm-ddThh:mm:ss:xx (where xx is hundreths of seconds)

Example:

1994-08-15T08:15:45

Minimum entry is the date without time:

1994-08-15

If the user enters a T (for time), entry must include at least the hour:

1994-08-15T08

You can include custom properties in bulk-adding scripts, but the descriptor name you used for each of these properties must be based on the property ID of the custom property, not on the property name. You append the property number to the word Custom, as in: Custom1 = John Smith.

Encrypted File Name

Displays the unique encrypted file name the system uses to identify the version in the storage repository. The system supplies this value and it is not user modifiable. Further, Admin access rights are required to the parent object to view this property.

File Name

Displays the DOS file name (and extension) of the version that was assigned to the version when it was checked in. The system supplies this value and it is not user modifiable.

File Size

Indicates the file size in characters or bytes of this version. The system supplies this value and it is not user modifiable.

Index ID

Displays the unique index ID assigned to this version. The system supplies this value and it is not user modifiable.

Indexing Status

Indicates the current status of the version in the content search repository. The following values apply:

•	Index Pending
A requested re-indexing of the version awaits action by the system.

•	Indexed

•	Index Lost
The system fails to find the expected index entry.

•	Filter Failed
Indexing failed. Possible causes: An unrecognized file type or a faulty filter.

The system sets and maintains this value, updating it whenever queued indexing actions process.

Item ID

Displays the unique numeric ID for the version’s parent item. The system assigns this nine-digit ID, indicating the decade, year, day, and added sequence.

Example: 980310079

Where 9 is the decade, 8 is the year, 031 is the 31st day of year (January 31) and 0079 indicates the item was the 79th item added on day 31.

If you set the Sequential Item ID? property in the system object to Yes, the Item ID is converted to purely sequential 10-digit format beginning with 0000000001.

This value is supplied by the library system and is not user modifiable. This property can be used in a search.

Last Access Date

Displays the date and time the version was last accessed by checkout, checkin, or copying. The system supplies this value and it is not user modifiable.

Last Access Group

Displays the name of the last active group to access the version by checkout, checkin, or copying. The system supplies this value and it is not user modifiable.

Last Access User

Displays the name of the last user to checkout, check in, or copy the version. The system supplies this value and it is not user modifiable.

Merge-Destination Version ID

Displays the unique ID assigned to the version created when a secondary version line was merged into the primary version line. The system supplies this value and it is not user modifiable.

Merge-Source Version ID

Displays the unique ID of the version on the secondary version line that was merged into the primary version line to create this version. The system supplies this value and it is not user modifiable.

Modification Date

Indicates the date and time the most recent modification took place using another application on the user’s workstation, prior to checkin. The system supplies this value and it is not user modifiable.

Note

This date is controlled by the user’s workstation and its date and time setting. Date discrepancies can occur when the computers involved with the version maintain different date or time settings.

Offline Location

Use this property to specify where the version was placed after it was removed from the archive repository (for example, path, archive number, etc.). This value is user supplied and user modifiable.

Permanent Index?

Indicates whether or not a protected-item version should remain permanently indexed in the content search repository and be exempt from automatic de-indexing. The system defaults to No. You can change the default to Yes.

When a previously indexed version is re-indexed, the system sets this property to Yes. This change prevents an inadvertent removal of the version during automatic re-indexing, based on the item’s Indexed Version Limit value.

Regardless of this property value, you can manually de-index any version.

Permanent Version?

Indicates whether or not a protected-item version should remain online and be exempt from automatic archiving. The system defaults to No. You can change the default to Yes.

When an offline version is restored to online status, the system sets this property to Yes. This change prevents an inadvertent removal of the version during automatic archiving, based on the item’s Indexed Version Limit value.

Regardless of this property value, you can manually move any version offline.

Reclaim Pending

Indicates whether this protected-item version has been flagged to be moved back into the system from offline storage. The system supplies this value and it is not user modifiable.

Reclaim Submitted Date

Indicates the date and time the reclaim was last used to submit a request to bring this protected-item version back online. The system supplies this value and it is not user modifiable.

Secondary Version Line Count

Indicates the number of secondary version lines currently in the system for this version. The system supplies this value and it is not user modifiable.

Source Version Checkout Date

Displays the date and time when the previous version was checked out from the system to create this version. The system supplies this value and it is not user modifiable.

Storage Repository

Displays the unique ID of the storage repository where this version resides. The system supplies this value and it is not user modifiable. Only users with Admin access rights can view this property.

Version ID

Displays the unique ID for the version. If the version is on the Primary version line, its ID appears as a number from 1 to 9999.

Secondary version IDs appear as a series of numbers and letters.

Example: 4C2

Where 4 is the version ID on the primary version line where the secondary version starts, C is the secondary version line, and 2 identifies the version on the secondary version line.

The secondary version line indicator can be any letter between A and Z. The version number on the secondary version line can be between 1 and 99.

The system supplies this value and it is not user modifiable. This property cannot be used in a search.


Storage Category Properties

The following properties apply to any Storage Category created in a system as an storage category object.

Assigned Content Search Repository

Indicates the unique numeric ID for the content search repository to which this category is linked. The user supplies and maintains this value. Select a number from the provided list. If you leave the value blank, the system assigns content search repository 001 by default.

Assigned Storage Repository

Indicates the unique numeric ID for the storage repository to which this category is linked. The user supplies and maintains this value. Select a number from the provided list. The default value is 1.

Note

The assigned storage repository should not be frozen.

Comment

Contains up to 224 characters and is user supplied and user modifiable.

Name

Displays the name given to this category of files. The value can contain up to 32 characters. The user supplies the value when adding a storage category. Once supplied, the value cannot be modified.


Storage Repository Properties

The following properties apply to any Storage Repository added to a system as an storage repository object.

Comment

Contains up to 224 characters of text that is user-supplied and user modifiable.

Device

Displays the name of the disk drive or root directory where this storage repository is located. The user supplies this value when adding a storage repository. You can modify this value to move the repository to a new location. However, the path to the storage repository files, as well as the files themselves, must exist on the new device. See Moving Storage Repositories .

Directory

Indicates the immediate directory name used to locate this storage repository relative to the server, device, and total path. The system supplies this value and it is not user modifiable.

Network Path

Indicates the network path of a storage repository located on a network server.

Path

Displays the path location of the storage repository. The system supplies this value and it is not user modifiable.

Server

Displays the unique name ID of the network server where this storage repository is located. The user supplies this value when adding a storage repository. You can modify this value, provided that the new device already exists as a node in the storage manager object.

Service

Displays the service name of the server for this storage repository. The system supplies this value and it is not user modifiable.

Storage Categories

Lists the storage categories linked to the storage repository. The items that use these storage categories store all their versions on this storage repository. The system supplies this value and it is not user modifiable.

Note

You can add new storage categories to the repository by right-clicking the storage category object and choosing Create New.

ID

Displays the system-supplied numeric ID that uniquely identifies the storage repository on a storage device. The system supplies this value and it is not user modifiable.

Storage Repository Full?

Indicates whether or not the storage repository is full. The system provides this value and it is not user modifiable.

When a storage repository is newly created, the system defaults this value to No. When configured for Automatic Management, if the storage repository becomes full and overflows to the specified Overflow Storage Repository then the system will update the value to Yes.

Max Disk Space

Indicates the maximum size (in Gigabytes) of the storage repository. The user supplies this value when configuring a storage repository for automatic management. Once this limit is reached, the system switches to the Overflow Storage Repository, if specified. This value should be greater than 0 and less than 2048.

Max Space Warning Threshold (%)

Displays the percentage of Max Disk Space that must be used before a warning threshold message for used space appears. The user supplies this value when configuring a storage repository for automatic management. The library system sets a default value of 80%. You can modify this percentage by entering a new value.

Max Files

Indicates the maximum number of documents to be stored in a storage repository. The user supplies this value when configuring a storage repository for automatic management. Once this limit is reached, the system switches to the Overflow Storage Repository, if specified.

Max Files Warning Threshold (%)

Displays the percentage of Max Files that must be reached before a warning threshold message for file count appears. The user supplies this value when configuring a storage repository for automatic management. The library system sets a default value of 80%. You can modify this percentage by entering a new value.

Overflow Storage Repository

Indicates the ID of the next storage repository to be used in case of overflow. The user supplies this value when configuring a storage repository for automatic management.


Storage Manager Properties

The following properties apply to any Storage Managers resident in a system.

Comment

Contains up to 224 characters of text and is user supplied and user modifiable.

Device

Displays the name of the disk drive or root directory where the Storage Manager is installed. The system supplies this value and it is not user modifiable.

Last Heartbeat

Shows the time and date that the reclaim daemon for this storage manager last attempted to reclaim version documents from the associated archive repositories. The system updates this value at regular intervals, indicating whether or not the storage manager remains active. The system supplies this value and it is not user modifiable.

Server

Displays the unique name assigned to the storage manager during server setup. The system supplies this value and it is not user modifiable.

Software version

Indicates the software version of the storage manager. The system supplies this value and it is not user modifiable.

Start Date

Indicates when the operation of the storage manager resumed after being shutdown or suspended for maintenance. Resuming the storage manager makes it again available to users. The system supplies this value and it is not user modifiable.

Status

Indicates the status of the storage manager with respect to its availability to users. One of the following three values appear:

•	Running - available to users.

•	Shutdown - not available for any operations.

•	Suspended - available only to the administrator for maintenance operations.

The value is updated whenever the administrator shuts down, restarts, suspends, or resumes the operation of the storage manager. The system maintains this value and it is not user modifiable.

Stop Date

Indicates when the operation of the storage manager was shutdown or suspended for maintenance. The system supplies this value and it is not user modifiable.


Archive category properties

The following properties apply to any Archive Category created in a system as an archive category object.

Archive Category

Displays the name of the archive category. The user supplies this value when adding the archive. Once the archive category becomes a part of the library system, this value cannot be modified.

Assigned Archive Repository

Identifies the archive repository where archive category items are stored when taken offline while awaiting final archiving or disposal. A user with Owner rights to the archive category can modify this value/location. However, any change must be made using a value in the archive repository list provided and maintained by the system.

Comment

Contains up to 224 characters of text that is user -supplied and user modifiable.

Reclaimable?

Indicates whether or not the version can be reclaimed once the document has been moved out of the archive repository by the administrator. The system provides this value and it is not user modifiable. The Reclaimable? property of the parent archive repository dictates whether the value is Yes or No.


Archive repository properties

The following properties apply to any Archive Repository added to a system as an archive repository object.

Archive Categories

Displays the list of current archive categories linked to this archive repository. The list shows the reclaimable status for document versions moved offline from this archive repository.

Note

Each archive category is linked to at least one archive repository.

Archive Repository ID

Displays the unique ID for the archive repository. The library system supplies and maintains this value and it is not user modifiable.

Comment

Contains up to 224 characters of text that is user-supplied and user modifiable.

Delete upon Archive?

Indicates if the library system deletes document versions (Yes) immediately when they are archived to the archive repository. With the alternate value (No) selected, the system copies the files to the archive repository for later processing by the administrator.

The user supplies this value when adding the storage repository to the system and it cannot be modified once the repository is added. The library system accepts the non-reclaimable value (Yes) only if the Reclaimable? value is set to No.

Device

Displays the name of the disk drive or root directory where the archive repository is located (e.g., C:). The user supplies this value when adding the archive repository. The value must be selected from the list supplied and maintained by the library system. This value is not user modifiable.

Directory

Displays the directory name used to locate the archive repository relative to the server. The library system supplies and maintains this value and it is not user modifiable.

Network Path

Displays the network path location of an archive repository located on a network server.

Path

Displays the path location of the archive repository. The library system supplies and maintains this value and it is not user modifiable.

Reclaimable?

Indicates whether document versions that are moved offline using archive categories assigned to this repository can be reclaimed. The user supplies this value when adding the archive repository to the library system. Once the repository is added, the value cannot be modified.

Server

Displays the unique ID of the network server where the archive repository is located. The user supplies this value when adding the archive repository. The value can be modified.

Service

Indicates the service name of the storage server for this archive repository. The library system supplies and maintains this value and it is not user modifiable.


Content search manager properties

The following properties apply to any Content Search Manager resident in a system.

Comment

Contains up to 224 characters of text that is user-supplied and user modifiable.

Device

Displays the name of the disk drive or root directory where the content search manager is located (e.g., C:). The library system supplies the value and it is not user modifiable.

Path

Displays the path location of the content search manager. The library system supplies and maintains this value and it is not user modifiable.

Server

Displays the unique ID of the network server where the content search manager is located. The library system supplies and maintains this value and it is not user modifiable.

Software Version

Indicates the software version of the content search manager. The system supplies this value and it is not user modifiable.

Start Date

Indicates when the operation resumes after the content search manager has been suspended for maintenance. The library system supplies and maintains this value and it is not user modifiable.

Status

Indicates the status of the content search manager with respect to its availability to users. One of the following three values appear:

•	Running - available to users.

•	Shutdown - not available for any operations.

•	Suspended - available only to the administrator for maintenance operations.

The value is updated whenever the administrator shuts down, restarts, suspends, or resumes the operation of the content search manager. The system maintains this value and it is not user modifiable.

Stop Date

Indicates when the operation of the content search manager was shutdown or suspended for maintenance. The system supplies this value and it is not user modifiable.

Verity Locale

Language locale to be used on that server for all content search repositories for that system.


Content search repository properties

The following properties apply to any Content Search Repository object in the library system.

Content Search Repository ID

Displays the unique numeric ID for the content search repository (for example, 1). The system assigns this value and it is not user modifiable.

Content Search Repository Name

Displays the unique alphanumeric name for the content search repository (for example, index001). The system assigns this value and it is not user modifiable.

Device

Displays the name of the disk drive or root directory where the content search repository is located (for example, c:). The user supplies the value when adding the content search repository, using the drop-down list supplied and maintained by the library system. You can modify this value to move the repository to a new location. However, the path to the storage repository files, as well as the files themselves, must exist on the new device. See: Edit Object properties.

Hour of Day to Clean up

Indicates the time of day (in 24-hour format) when the CSMERGE utility runs. The default is 2 (2 a.m.).

Indexing Status

Displays the operational status of the content search repository. The most common values that appear include:

•	Awaiting - The indexing process has not begun.

•	Running - The indexing process is running.

•	Suspend - The indexing process is going to stop.

•	Suspended - The indexing process has stopped.

Max Repository Size

Indicates the maximum size (in kilobytes) of the content search repository.

Number of Indexing Errors

Indicates the number of indexing errors that occurred when the indexing daemon last processed the queued indexing actions for this content search repository.

Path

Displays the unique name that identifies the server where the content search repository is located. The user supplies this value and it can be modified to move the repository.

Server

Displays the unique name ID for the server where the content search repository is located. The user selects this value and can modify it.


Custom properties

The following properties apply to any Custom Property created in the library system as an object.

Author Privileges

Assigns Author access rights to the item, version or checkout object where the custom property appears. This privilege affects both users and groups who have Author access rights to the item. A default value of Read appears when the custom property is added. You can modify this value by selecting one of the following values from the drop-down list:

•	None

•	Read

•	Write

•	Read/Write

Comment

Contains up to 224 characters of text and is user supplied and user modifiable.

Default Value

Displays the default value to appear for the custom property whenever an item, version or checkout object is created. The user creating the custom property supplies the initial value. It is user modifiable.

Display Names

Displays a list of display names for the custom property. The list contains a name for each available language. To add or modify custom properties display names, either double-click the display name or right-click it and choose Properties. For more help, see About Custom Properties Display names .

Hide?

Indicates whether the custom property display name and value are hidden from (Yes) or displayed to (No) users in the associated Item,Version,or Checkout object.The default is No. Setting this value to Yes hides the custom property from all users, including administrators.This property, when set to Yes, provides a way for administrators to turn off the use of a custom property or,more likely, for programs to create custom properties that are not for user input or viewing in the first place.

Indexed?

Enables(Yes) or disables (No) the creation of a separate internal index in the system for the custom property. Use indexing when you enable the Quick List? (Yes) property. When the custom property contains a high percentage of unique values across stored items, use indexing.

Note

Having three or four custom properties indexed affects system performance. Test your system to determine the optimum number of indexed custom properties you can use without adversely affecting performance.

Multi-Valued?

Indicates where the custom property is a multi-value property. The system leaves this value blank. You can set the value to Yes or No, but once set, it cannot be modified.

Owner Privileges

Assigns Owner access rights to the item, version or checkout object where the custom property appears. This privilege affects both users and groups who have Owner access rights to the item. A default value of Read/Write appears when the custom property is added. You can modify this value by selecting one of the following values from the drop-down list:

•	None

•	Read

•	Write

•	Read/Write

Parent Object

Indicates whether the custom property belongs to an Item, Version, or checkout object. When supplying a value for the Parent object, enter one of the following codes:

Item: 	256

Version:	512

Checkout:	768

Property Length

Indicates the maximum length for the value of the custom property. The library system sets the following value conditions:

•	Text: Accepts up to 254 alphanumeric characters.

•	Integer: Integer values can contain a leading ‘+’ or ‘-’ sign followed by a maximum of 10 digits.  The ‘+’ is optional for positive integers.  Thus, an unsigned integer value contains a maximum of 10 characters; a signed integer contains a maximum of 11 characters (one character to accommodate the sign).  Leading zeros are not allowed.  The valid range for integer custom properties is -2,147,483,648 to +2,147,483,647.  Entering a value outside this range will result in an error.

•	Integer string: Integer string values can contain an optional leading ‘+’ or ‘-’ followed by a maximum of nine digits.  Leading zeros are allowed.  For example, if you set the value of an integer custom property to ‘123’ and the value of an integer string custom property to ‘00123’,  the database will store the values as 123 for the integer and 00123 for the integer string.

•	Date & Time: Accepts up to 32 alphanumeric characters.

Property Name

Displays the name that identifies the custom property wherever it appears in the system. The name can be up to 32 characters with no word larger than 20 characters. The user supplies this value and can change it.

Property ID

Displays the ID number that identifies the custom property. The system assigns this ID number based upon when the property is added relative to other custom properties in the system. For example, the system's first custom property is assigned the number 1, the second custom property the number 2, etc.

Property Type

Indicates the type of data that can be entered as a value for the custom property. Select one of the following values:

•	String

The value contains alphanumeric characters.

•	Integer string

Integer string values can contain an optional leading ‘+’ or ‘-’ followed by a maximum of nine digits.  Leading zeros are allowed.  For example, if you set the value of an integer custom property to ‘123’ and the value of an integer string custom property to ‘00123’,  the database will store the values as 123 for the integer and 00123 for the integer string.

•	Date/Time

The Regional Settings on your Control Panel control the formatting for both Date and Time:

•	Date

The Short date setting in your Regional Settings controls how dates appear.

Examples

M/d/yy = 1/4/99

MM/dd/yy = 01/04/99

You can enter the date in another format and the system converts it for you. For example, 4 Jan converts to 1/4/99 or 01/04/99, depending on your Regional Setting.

•	Time

Your Regional Settings control the 12 or 24-hour format, leading zeros for time elements, and letter (s) displayed to indicate am and pm time if you choose the 12-hour format.

Examples

H:mm:ss = 13:04:00

h:mm:ss:tt = 1:04:00 PM

You can enter the time in another format that indicates hour and minutes and the system converts it for you. For example, 1:4 can convert to 1:04:00 PM.

Notes

Always put a space between your date entry and your time entry.

Unless you specify time, the system default time 12:00:00 AM or 12:00:00 appears as your time entry. If the setting is in a 24-hour  format, e.g. H:mm:ss, the system default time 0:00:00 appears  as your time entry.

•	Integer

Integer: Integer values can contain a leading ‘+’ or ‘-’ sign followed by a maximum of 10 digits.  The ‘+’ is optional for positive integers.  Thus, an unsigned integer value contains a maximum of 10 characters; a signed integer contains a maximum of 11 characters (one character to accommodate the sign).  Leading zeros are not allowed.  The valid range for integer custom properties is -2,147,483,648 to +2,147,483,647.  Entering a value outside this range will result in an error.

If a CVL is associated with a Custom Property, you must select a value from the drop-down list provided by the system. If no CVL is associated with the Custom Property, you can enter any valid integer.

Quick List

Enables (Yes)  or disables (No) the creation of a quick list for the custom property. If you enable this value, along with the custom property Indexed? value, you can speed up item searches containing the custom property. If the property contains a high percentage of unique values, disable this feature.

Viewer Privileges

Assigns Viewer access rights to the item, version or checkout object where the custom property appears. This privilege affects both users and groups who have Viewer access rights to the item. A default value of Read appears when the custom property is added. You can modify this value by selecting one of the following values from the drop-down list:

•	None

•	Read

Note

If you set this value to None for a custom property, the property will not be displayed at all for Item, version, or checkout object properties to those users who have only Viewer access to those objects.


Property manager properties

The following properties apply to a systems’ Property Manager.

Custom Supplied DB Engine?

Indicates whether the property manager shares its database engine with the property managers for other library systems.

DB Engine Software Version

Displays the software version of the database engine for the library system. The system supplies this value and it is not user modifiable.

Device

Displays the name of the disk drive or root directory where the property manager for the library system is installed. The system supplies this value and it is not user modifiable.

Log Full Threshold (%)

Displays the percentage of property manager data space that must be used before a log full threshold message appears. The library system sets a default value of 90 percent. You can modify this percentage by entering a new value.

This property does not apply to systems with an Oracle database engine.

Log Warning Threshold (%)

Displays the percentage of property manager data space that must be used before a log warning threshold message appears. The library system sets a default value of 80 percent. You can modify this percentage by entering a new value.

Property Index Tablespace

Oracle only. Displays the name of the tablespace used for indexes built in a library system.

Repository Full Threshold (%)

Displays the percentage of property manager data space that must be used before a full threshold message appears. The library system sets a default value of 90 percent. You can modify this percentage by entering a new value.

Repository Max Size

Indicates the total amount of disk space assigned to the property manager for data storage. The system supplies this value and it is not user modifiable.

Repository Space Used (%)

Displays the percentage of property manager data space used. The system supplies this value and it is not user modifiable.

Repository Warning Threshold (%)

Displays the percentage of property manager data space that must be used before a warning threshold message appears. The library system sets a default value of 80 percent. You can modify this percentage by entering a new value.

Server

Displays the unique name that identifies the network server location of the property manager. The system supplies this value and it is not user modifiable.

Start Date

This property is no longer used.

Status

This property is no longer used.

Stop Date

This property is no longer used.

System Name

Displays the unique name assigned to this property manager during server setup. The system supplies this value and it is not user modifiable.

Transaction Log Max Size

This property is no longer used.

Transaction Log Space Used (%)

Shows the percentage of property manager transaction-log space used. The system supplies this value and it is not user modifiable. This property does not apply to systems with an Oracle database engine.


Session Properties

The following properties apply to any active session.

Access Domain

Indicates the group affiliation(s) currently applied to the session when determining the search results to return The system selects one of the following values based upon either the user, group, or system setting that controls the access domain for the user initiating the session:

•	Active Group - Sets the search results on the access rights of the user's active group.

•	All Groups - Sets the search results on the highest access rights of all groups where the user is a member.

Active Group

Displays the name of the active group for the user initiating the session. The system supplies this value and it is not user modifiable.

Client Workstation Address

Displays the network address for the client workstation where the session is currently open. A session cannot be moved from one client workstation to another. The system supplies this value and it is not user modifiable.

Content Search Threshold

Determines whether to do a content search or property search first, when both types of criteria are specified for a search. This threshold indicates that if the number of content search hits returned by a search is greater than the threshold value, the property-based search criteria are used first. If this value is less than or equal to the number of content search hits, the content search-based criteria are used first. If a Content Search Threshold property is not found, the default threshold value used is 100.

Display Language

Displays the default display language for the session. The library system enters this value from either the User, active Group, or System object.

Network Logon Name

Identifies the user's network logon name (must be unique in each User object) to automate the process of opening a session. This value is user supplied and user modifiable. The network logon name must match exactly (including case) the name that the network uses to identify the user.

Example: FileNET\mjordan, where FileNET is the name of the domain and mjordan is the user’s network logon name.

Secure Searches?

Indicates if secure searches is enabled (Yes) or disabled (No) for the session. This property value determines whether a user must have at least Viewer access rights to an item to have that item included in the results of one of his or her searches. A No value indicates that all items meeting the search criteria will be returned for a search, regardless of the user’s access rights to those items. (However, the user must still have at least Viewer access rights to an item to see its associated Item object.) A Yes value indicates that only those items to which a user has at least Viewer access rights will be returned in the results of a search.

Session Number

Displays the number assigned to the session. The system supplies this value and it is not user modifiable.

Start Date

Shows the date and time the session started. The system supplies this value and it is not user modifiable.

Status

Indicates whether the session is active or suspended. The system supplies this value and it is not user modifiable.

Suspension Date

Shows the date and time the session was suspended. The system supplies this value and it is not user modifiable.

User Name

Displays the name of the person initiating the session. The system supplies this value and it is not user modifiable.


Application properties
Application object properties

The following properties apply to any Application object added in a library system.

Add By User

Displays the name of the user who added the application. The system supplies this value and it is not user modifiable.

Application Name

Displays the name of the application. The user enters this value when adding an application. Once added, the name cannot be modified.

Command Line Arguments

Displays a set of command line arguments that can be used with this application to access system operations. The user supplies this value and it is user modifiable.

Comment

Contains up to 224 characters of text that is user supplied and maintained.

Date Added

Indicates the date and time when the application was added to the system. The system supplies this value and it is not user modifiable.

Executable Name

Identifies the executable file for the application. The user supplies this value and it can be modified.

Information 1

Supplies additional information about the application and how it interacts with the system. The value is user supplied and user modifiable.

Information 2

Supplies additional information about the application and how it interacts with the system. The value is user supplied and user modifiable.

Information 3

Supplies additional information about the application and how it interacts with the system. The value is user supplied and user modifiable.

Information 4

Supplies additional information about the application and how it interacts with the system. The value is user supplied and user modifiable.

Parent Object

Displays the parent object for the application. An application can be added to a user, group, or system parent object. The system supplies the value for this property and it is not user modifiable.

Parent Name

Displays the parent name. For example, the name of the user, group, or system. The system supplies this value and it is not user modifiable.


Search properties

The following properties apply to any search created and maintained in a system as a search object. Most search properties are contained in the search tab dialog boxes and so indicated in the property definitions listed below.

Access Domain

Indicates the group affiliation(s) to apply when determining the search results to return. This property is user modifiable. In the value field, select one of the following values:

•	Active Group - Sets the search results according to the access rights of the user's active group.

•	All Groups - Sets the search results according to the highest access rights of all groups where the user is a member.

•	Blank - A blank entry refers search results to either the value of the Access Domain property in the user's active Group object or in the user's active System object. The library system checks the Active Group object first and then the System object and accepts the first value it finds.

Access Level

Displays the access level to apply to the search results when Secure Searches is set to Yes.

Added by User

Displays the name of the user who added the search. The value is not user modifiable.

Comment

Provides up to 224 characters of user-supplied comments regarding the search.

Content Search Threshold

Determines whether to do a content search or property search first, when both types of criteria are specified for a search. This threshold indicates that if the number of content search hits returned by a search is greater than the threshold value, the property-based search criteria are used first. If this value is less than or equal to the number of content search hits, the content search-based criteria are used first. If a Content Search Threshold property is not found, the default threshold value used is 100.

Count Only

When enabled (Yes), sets the search results to show only the count of items found. When disabled (No), search results can yield both a results count and a complete results list.

Date Added

Displays the date and time the search was added. The library system determines and maintains this value.

Display

Contains the names of the properties to be displayed in the search results and controls the order in which the properties appear.

Distinct?

Enables (Yes) or disables (No) distinct values in search results. When set to Yes, the system filters out duplicate values.

Query

Contains the query statements that describe the results to be returned by the search.

Search Name

Displays the unique search name. The user who adds a new search supplies the initial name. However, the library system maintains this value and it is not user modifiable.

Search Reference

Displays a reference to the library system where the search is located.

Search Type

Displays the search type - User, Group, or System, which is set when a new search is created and saved. Modification of this value requires owner access rights to the search.

Secure Searches?

Enables (Yes) or disables (No) Secure Searches for the search. Taken with the Access Level property, this value determines what search results the library system returns to a user (for example, with secure searches enabled and Access Level set to Owner, the user's search results will be limited to those objects to which the user has owner access rights). A No value permits the search to return results containing all items that meet the search criteria, regardless of the user's access rights to those items.

Sort

Contains the sort order for the search results.


Custom properties: display name properties

The following properties apply to any Display Name added to a custom property.

Custom Property ID

Displays the unique ID for the associated custom property. The system supplies this number from the numeric value assigned to the Property ID value.

Display Language

Identifies the display language. The system supplies a drop-down list of all installed languages. If only English is installed on the system, the value cannot be accessed or changed.

Display Name

Contains the actual text displayed to users as the name of the custom property. This name usually reflects the particular language unless the name is not open to translation.

Note  You can only have one custom property display name per language.

Multi-Valued?

Indicates whether the custom property is a multi-value property. This value is set to Yes or No in the property field for the associated custom property and cannot be modified with display names.

Parent Object

Indicates whether the custom property belongs to an Item, Version, or checkout object. This value is set for the associated custom property using one of the following codes:

Item: 	256

Version:	512

Checkout:	768

The parent object cannot be modified under display name properties.


Audit properties

The following properties apply to the Audit Log object for a system. Properties include Audit Control properties, Audit Event properties, and Audit Log properties.

Audit Controls

Audit Logging On?

Indicates the current auditing status. Use this control to enabled or disable auditing.

Audit Events

Displays the system events that can be audited, for example, Add Object. Double-click any listed audit event to display and modify the event properties.

Note

You can also access audit event properties by right-clicking an event and choosing Properties.

Audit Log

Contains the audit log objects that track the logged events. Double-click any logged event to display the audit log properties that describe the event.

Note

You can also access audio log properties of a specific event by right-clicking the event and choosing Properties.

Current Set Number

Displays the numeric value assigned to each logged audit event in the Audit Log. The system increments this value each time the Audit Log is dumped. The system assigns and maintains this value and it is not user modifiable.

Audit Log Events

Audit Event

Displays the audit events the library system will log. When you double-click on any event, a properties dialog box appears where you can set the Log on Success? and Log on Failure? properties for the selected event.

You can also access this dialog box by right-clicking the listed event and choosing Properties.

Log Failure?

Indicates whether events that fail will be logged. The system supplies no initial value. Choose Yes or NO.

Log Success?

Indicates whether events that succeed will be logged. The system supplies no initial value. Choose Yes or NO.

Audit Log Properties

Audit Event ID

Identifies the logged event

Date Time

Displays the date and time the audit event occurred.

Elapsed Time

Displays the elapsed time, in milliseconds, required to complete the audit event.

Filename

Displays the filename referenced by the audit event. Add Item events store the filename for protected items in this field.

Flags

Indicates the flags specified for the audit event, if applicable.

Object ID

Identifies the type of object accessed (for example, item or user).

Object Key

Displays the key value of the audit event, if applicable. For example, the object key will contain the name of the user attempting a log on for a Logon event. The object key will also contain the name of the new group for a Change Group event.

Param 1

The values of event parameters depend on the type of operation. Most events use two or more event parameter fields to create a parallel list format. The first parameter shows the list of property names while the second parameter shows the corresponding values. The following values apply to parameter 1:

•	Contains a list of object properties for an Add Object, Checkin Version, Checkout Version, Get Object, or Delete Object event. Parameter 2 provides the corresponding values for each property.

•	Contains the key value (name of the object) for the Rename Object event, showing the change from the Object Key.

•	Specifies if client logging is enabled for a Logon event.

•	Displays the name of the user canceling the checkout for a Cancel Checkout event.

•	Creates a parallel list, with parameter 2, of the affected properties and corresponding values for the item object during an Add Item event.

•	Contains the name of the archive category for an Archive Version event.

•	Contains a list of show properties for a Search event.

•	Contains the attributable number being listed for a List Query event.

•	Contains the attributable number of the cart query for a Card Query event.

Param 2

The values of event parameters depend on the type of operation. Most events use two or more event parameter fields to create a parallel list format. The first parameter shows the list of property names while the second parameter shows the corresponding values. The following values apply to parameter 2:

•	Contains a list of object property values for an Add Object, Checkin Version, Checkout Version, Get Object, or Delete Object event. The values match the object properties shown in parameter 1.

•	Creates a parallel list, with parameter 1, of the affected properties and corresponding values for the item object during an Add Item event.

•	Contains the property search criteria for a Search event.

Param3

The values of event parameters depend on the type of operation. Most events use two or more event parameter fields to create a parallel list format. The first parameter shows the list of property names while the second parameter shows the corresponding values. The following values apply to parameter 3:

•	Creates a parallel list, with parameter 4, of the affected properties and corresponding values for the version object during an Add Item event.

•	Contains the DBR criteria (if any) for a Search event.

Param 4

The values of event parameters depend on the type of operation. Most events use two or more event parameter fields to create a parallel list format. The first parameter shows the list of property names while the second parameter shows the corresponding values. The following values apply to parameter 4:

•	Creates a parallel list, with parameter 3, of the affected properties and corresponding values for the version object during an Add Item event.

•	Contains a list of sort properties for a Search event.

Process ID

Displays the process ID of the program that initiated the audit event. The system assigns this ID.

Search Request Count

Indicates the number of hits returned by a search event. The value is NULL if the search fails.

Search Request Direction

Shows the search direction (ascending or descending) indicated by the search results. Applies only to search events.

Search Request Start Key

Displays the start key value for a search when the search is continued (that is, it indicates a starting point for the search results set. Applies only to search events.

Set Number

Displays the set number. This value comes from the Audit Control Current Set Number.

Status

Displays the status code returned by the audit event.

User

Displays the name of the library system user who initiated the audit event.

Workstation

Contains the workstation address of the client where the audit event originated.


Administer Replication

Replication Services gives your documents greater availability across the enterprise, automatically and without compromising document integrity. Instead of manually creating user objects and documents on separate libraries, replication automatically copies the documents and related security to another library system.

Replication Services is normally installed during the CS installation setup for library systems.

For a comprehensive introduction to Replication Services, see the Replication Services Guide in the CS Documentation on the CS System Administration Tools CD.

What you can do in CS Explorer

CS Explorer provides you with administrative access to several important functions in Replication Services:

•	Enable Replication Services in Libraries

•	Set up and maintain Administrative Domains

•	Set up Replication Folders

•	Enable Replication Home Server

•	Edit ReplDaemon User

Note

Working with Replication Services in CS Explorer requires membership in the Administrator’s group.

Before you begin

Review the documentation on Replication Services in the Content Services Administrator’s Guide.

The chapter "Setting Up or Upgrading Replication Services" provides you with valuable sections on the following subjects:

•	Replication Services Overview

•	Planning for Replication Services

•	Replication Objects

•	Setting Up and Configuring Replication Services

•	Enabling Replication Home Server

•	Managing Replication Services

•	Replication Planning Worksheets

Note

The DSConfig Tool sets and maintains Replication configuration parameters.

Consider this information critical to the replication management tasks you perform in CS Explorer.


Enable Replication Services

To enable Replication Services for a library:

1	Log on to the library.

2	Open the System object.

3	Select the Replication Enabled? Property.

4	Set the property value to Yes.

Note

You must enable Replication Services for each library.


Set up a Replication domain

To set up a Replication administrative domain:

1.	Choose Replication Domain Administration from the Tools Menu.

Note

The Domain Control System box displays the name of the current library system. This library system will serve as your Domain Master library system where you create and maintain the administrative domain.

2.	Choose one of the following password modes:

•	Home Library
Users change passwords only when logged into their home library system. Replication Services synchronizes the change across member library systems.

•	Any Library
Users change passwords when logged into any member library system. Replication Services synchronizes the change across member library systems.

•	Library Specific
Users create distinct passwords for each member library system. The change applies only to that library system.

3.	Select one or more library systems from the Available Systems list to add to your domain.

4.	Click Add System to define other available library systems that may be missing from the list.

Note

CS Explorer requires you to enter the Server Name and System Name for each library you want to add to the list. It also requires you to provide an authentic Username and Password for an administrative logon to the added library.

5.	Click Add to add the selected library systems to the list of Domain Members.

WARNING

Make sure the selections you make are permanent. They cannot be changed after you click OK. Libraries added to an administrative domain can never be removed from the domain. Also note that domain libraries cannot become members of another domain.

6.	Click Cancel to exit the dialog box without saving your actions.

7.	Click OK to save your work and exit.

Need more help?

See the Replication Services Guide in the CS Documentation on the CS System Administration Tools CD.


Set up Replication folders

Notes

Only library system root-level folders can be defined as replication folders.

All documents and sub-folders within a replication root-level folder are automatically replicated to all libraries

To set up Replication folders:

1.	Select Folder Administration from the Tools Menu.

2.	Either select an existing folder or click New Folder to create a new folder and enter a name for the folder.

Notes

To make a new folder a replication folder, the folder must be a root-level folder in the library system hierarchy.

3.	Right-click the folder to display the associated context menu.

4.	Choose Replicate.

Note

The Folder Replication Settings dialog box displays the name of the folder that you are now setting up as a source replication folder. It also displays the name of your Home System where this folder resides.

5.	From the Known Systems list, select one or more systems to set up as target library systems for the replication process.

Notes

If you are setting up the folder within an administrative domain, consider selecting all domain members in the list of known systems.

You can add non-domain libraries to any folder replication. However, non-domain libraries get Viewer access rights to document replicas.

6.	Click Add System to identify other known systems that may be missing from the list.

Note

CS Explorer requires you to enter the Server Name and System Name for each library you want to add to the list. It also requires you to provide an authentic Username and Password for an administrative logon to the added library.

7.	Click Add to add the selected library systems to your Replicate to list.

8.	To remove any libraries from this list, select the library or libraries and click Remove.

9.	Click Done to save your work and exit.

10.	Click Cancel to exit without saving any additions or changes.

To edit an existing replication folder:

1.	Select Folder Administration from the Tools Menu.

2.	Right-click the existing replication folder and choose Replicate from the context menu.

3.	When you complete your changes, click Done to save and exit.

Need more help?

See the Replication Services Guide in the CS Documentation on the CS System Administration Tools CD.


Edit the ReplDaemon user

Whenever Replication Services is installed on a library system, a ReplDaemon user is added to the users on the system.

WARNING

Do not change the password to the ReplDaemon user. Changing the password causes Replication Services to fail.

To edit the ReplDaemon user:

1.	Log on to the library.

2.	Locate the ReplDaemon user in the list of system users.

3.	Right-click the ReplDaemon user to display the context menu and choose Properties.

4.	Edit any of the following properties:

•	Default Storage Category

•	Default Archive Category

•	Default Item Access List

5.	Click OK to save your changes and exit.

6.	Click Apply to save your changes and keep the Properties list open.

Need more help?

See the Replication Services Guide in the CS Documentation on the CS System Administration Tools CD.


Enable Replication Home Server

Notes

You can enable Replication Home Server only on replication folders existing on the Domain Master.

Only members of the Administrators group can enable Replication Home Server on a replication folder.

To enable Replication Home Server on a Replication folder:

1.	Select Folder Administration from the Tools Menu.

2.	Select the root folder on which you want to enable Replication Home Server.

3.	Right-click the folder to display the associated context menu.

4.	Choose Replicate.

The Folder Replication Settings dialog box is displayed.

5.	Select the Enable Home Server check box.

Note

This check box is disabled if you try to enable Replication Home Server on a root folder existing on a member library or an outside domain library. The check box is also disabled for replication folders on the Domain Master that are already getting replicated to member libraries.

6.	Click OK.

Need more help?

See the Replication Services Guide in the CS Documentation on the CS System Administration Tools CD.


Other systems properties

The following properties apply when adding other systems to CS Explorer.

System Name

Identifies the system by name. Once added, this property is not modifiable.

Property Server

Identifies the system with respect to its property server. Once added, this property is not modifiable.

Comment

Contains up to 224 characters of text. Comments are user supplied and user modifiable.


Default Item Access List Properties

The following properties apply to any Default Item Access List object in the library system.

User or Group Name

Displays the name of the User or Group to which this Default Item Access List belongs.

User or Group Type

Displays the User or Group Type that is associated with the Default Item Access List.

Access Level

You must be working in the administrative group to exercise any command options.

Source Object Type

Contains the type of parent object that the name in the property describes.

Source Object Name

Contains the instance name of the parent User, Group, or System object to which this object belongs.

Object Type

Indicates the type of object that the object will control access to.


Access Control Properties

The following properties apply to any access controls on a User, Group, or Item object assigned to a specific user or group.

User or Group Name

Contains the name of the user or group being granted access rights.

Access Level

Indicates the access level granted to the user or group named in the Access Control object. Access level options include:

•	None
Objects not visible.

•	Viewer
View objects only.

•	Author
View objects plus check out, modify, and check in versions of item objects.

•	Owner
Exercise all author rights plus modify security and user-maintained object properties.

•	Admin
Full access rights to all objects including adding and deleting objects and maintaining all properties that can be modified.

Notes

Any user who is a member of the Admin group automatically receives Admin access rights to objects when logged in as a member of the Admin group.

For more information, see Set Access Rights

Parent Object Name

Contains the name of the parent User, Group, or Item (for example, Accounting group). The parent object is the object controlled by the access list.

Parent Object Type

Identifies the type of parent object controlled by the access list (for example, Group).

User or Group Type

Identifies the type of user or group object controlled by the access list (for example, Group).