Set document accessibility

User permissions

You can give a Content Engine user access to documents stored in Image Services in two ways:

Image Services as a Fixed Content Device

When documents are entered on the Content Engine system via FileNet P8 Platform applications, you should create the corresponding document class on the Image Services system without user-defined properties. When Image Services is used as a fixed storage area by FileNetP8, no catalog entries are created in the Image Services catalog. All catalog entries are created in the Content Engine catalog.

The Image Services document class provides the security of the documents stored on Image Services and determines the Image Services primary family where the documents will be stored. When you create the Image Services document class, set the enable cataloging parameter to No or FALSE.

To minimize complexity, keep the Image Services document class names for documents entered using FileNet P8 Platform applications separate from the document class names for documents entered using Panagon applications or other applications that run on the Image Services system. That is, do not send documents entered on the Image Services system to a document class that is used for documents entered using FileNet P8 Platform applications.

Image Services as a high volume capture device

When documents are entered on the Image Services system, you can create the document class on Image Services so cataloging is not enabled, or you can create the document class to enable cataloging. (Mapped document properties are always cataloged on the Content Engine system.) If you enable cataloging on the Image Services system, document properties are stored on both the Image Services and Content Engine systems, and documents in this document class would be retrievable by both the Image Services and Content Engine systems.

NOTE  When a document is cataloged on both Image Service and Content Engine, updating the properties on Content Engine does not update the corresponding Image Services properties. The Image Services and Content Engine properties are now out of synchronization.

Image Services existing document catalog export

Use the Image Services Catalog Export Tool, run from the Remote Admin Console, to export existing document properties from Image Services to the Content Engine.

When you use the export document properties from an existing document class to a demonstration system for testing purposes, do not check the box to delete properties from the Image Services catalog database. If you do, there will be no document properties to export when you want to re-export them to your production system later.

If you export the same document properties a second or third time, be sure to select the Re-export option. Otherwise, the catalog entry will be ignored.
If you re-export the same catalog entries to more than one Content Engine object store, only the mapped Content Engine properties in the most recent object store are updated when an IS catalog entry is updated.

NOTE  DO NOT check the Delete After Export box unless you're absolutely sure you want to remove the catalog entries from the Image Services catalog database. The documents associated with the deleted catalog data will no longer be retrievable by Image Services applications. Although a locator record still exists in the permanent database, the document property information is permanently deleted from the catalog database.

When you first configure your Content Federation Services environment to export document properties from Image Services, consider testing the export with a small number of catalog entries before you export an entire document class. After you have determined the document properties you want to export, try exporting several small groups of catalog entries to measure the timing. Then you can use Enterprise Manager to fine-tune the options by adjusting the No Work Delay, Batch Delay, and Documents per Batch.