Glossary

This glossary defines important terms used throughout Open Client.

A  B  C  D  E  F  GHI  JKL  MN  O  P  QR  S  TUV  W  XYZ


A

access rights

For a CS library, the security settings that control a user's access to libraries, documents, folders, stored searches, and search templates. Five levels define the access rights that can be assigned to users or groups: None, Viewer, Author, Owner, and Admin.

For an IS library, the security settings that control control a user's access to documents, folders, and annotations. Three access rights, read, write, and append/execute, each assigned to one and only one group for an item, constrain what users can do.

authentication

The process of verifying a user name and password at login time against a designated authority.

authorization

The process of establishing the access rights (also called permissions) for a user.

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B

browse

To navigate through a folder structure.

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C

cache

A temporary storage location on magnetic disk. An IS server has server cache, reserved space on the server for documents retrieved from optical disk. When you retrieve a document, the document moves from optical disk to server cache to local cache.

check in

An operation that returns a checked out document to a library, completing the creation of a new version. While checked out, a document is locked so that no other user can modify it. A checkin unlocks the document.

check out

An operation that copies a document to your local hard disk for editing. It also locks the document in the library. No other user can modify a checked-out document.

commit, committal

A committed document is one that has been saved to an IS library. The last step in the process of creating an IS document, committal writes the document to a storage library and updates the property database.

Content Services (CS)

Server software and utilities for document management and version control.

CVL (controlled vocabulary list)

A list of acceptable values for a property field. The CS system administrator defines the list.

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D

default group

Every CS user belongs to a default group. The system administrator assigns this group when defining your user account. At login time, if you don't specify a group, you log in as a member of this default group.

document type

For IS libraries only, the document type (F_DOCTYPE) indicates the page type of a document. Possible values are IMAGE, FORM, TEXT, MIXED, or OTHER. The document format (F_DOCFORMAT) indicates the file extension.

document

A set of image pages or other electronic files stored in a library and associated with a document ID and a set of properties. A CS document can include multiple versions.

document class

The system administrator defines document classes. A document class is a system property that specifies a type of document. Typically, a document class is a category like Invoices. When you add a document to a library, you must choose a document class. The document class determines:

You can modify the document class of a CS document but not of an IS document

document ID (Item ID)

Each document in a library has a document ID that is unique within the library and cannot be modified.

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E

Process Administrator

An Open Client application used by administrators to search and view workflows, edit workflow data and properties, and manage workflows.

Process Configuration Console

An Open Client application used to configure the workflow database and environment.

Process Designer

An Open Client application used to create and modify workflow definitions.

Process Tracker

An Open Client application used to monitor, manage, and modify workflows to which you have been assigned as a tracker.

external document

A document with properties but no content. Typically, an external document is used to track physical items such as artwork or video tapes.

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F

FileNet imaging formats

FileNet imaging formats are supported natively by the IDM Viewer. These formats include FileNet proprietary banded and tiled images, TIFF 6.0 (mono FAX Group III, FAX Group IV, Packbits, uncompressed; color—4-, 8-, and 24-bit—Packbits, uncompressed) images, multipage TIFF images, BMP (Windows and OS/2, RLE4, RLE8, and RGB/uncompressed) images, JPEG images, and DIB images. The document property F_DocType is set to IMAGE for all of these image formats. In addition, FileNet imaging formats include FileNet forms (F_DocType is FORM), COLD documents without background images and fax journals (F_DocType is TEXT), and COLD documents with background images (F_DocType is MIXED).

folder

A folder is a container. A folder can contain subfolders and documents. A CS folder can also contain references to stored searches.

folder name

At any level, an IS folder name can have up to 18 characters (no spaces are allowed), and a CS folder name can have up to 32 characters (any valid Windows folder name is allowed). For any library, a folder path and name cannot exceed 152 characters in all.

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GHI

group

A group of one or more users and other groups. The system administrator creates user and group accounts. A user can belong to any number of groups. Membership in groups determines a user's access rights.

On IS libraries, your access rights determine what you can do with folders, documents, and annotations.

On CS libraries, your access rights determine what you can do with folders, documents, versions, and properties. The system administrator assigns each user to both a group and a default group. A user logs on as a member of one group. This membership determines the access rights for the session. Once you are logged on you cannot change the group name in the current session. The only way to change the group is to log out and then log in with a different group name.

host machine

The name of the computer that runs the CS library software. A host can be configured with multiple libraries.

Image Services (IS)

Server software and utilities for imaging, document storage, and retrieval.

index (or indexing)

For CS documents, indicates whether the version is currently indexed for content search.

item ID (Document ID)

See document ID.

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JKL

launch

To begin the process specified in a workflow definition.

library

A library is a document management system. Both FileNet Image Services systems and FileNet Content Services systems are called libraries.

A storage library is another type of library. It is always identified as a storage library. IS supports both optical storage libraries (OSARs) and magnetic storage libraries (MSARs).

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MN

name

An identifier for a library, system component (such as a printer), folder, or other object. For a CS document, the name is the document title. For a CS document, the name can be the document ID or a selected property.

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O

original document

An original document is a document stored in a CS source library. This document is copied to replicated folders in participating CS libraries using Replication Services.

original library

An original library is a CS library that contains the source folders and documents that are replicated to participating libraries in Replication Services.

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P

participant

A user or group assigned to process work at one or more steps in a workflow.

password

IS library passwords can range in length from 6 to 16 characters, but only the first eight characters are checked. CS library passwords can range in length from 1 to 32 characters. Your network administrator can assign a password of eight characters maximum for logging on to an IS library, or of 32 characters maximum for logging on to a CS library. In addition, all passwords are case-sensitive. If you do not have a password, leave the password field blank.

property

A piece of information associated with an object. For example, Document Title is a document property. Your access rights determine whether you can view and modify properties.

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QR

queue

A workflow database structure that holds work items. There are three queue types: user queues, work queues, and system queues.

replicated folder

A folder in a target library in Replication Services. Replicated documents are filed in this folder.

replication

Replication Services is an optional server feature that automatically copies documents and their properties from a CS source library to one or more CS target libraries.

routing

The part of a workflow definition that orders a series of steps.

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S

search

For Open Client users, to execute a stored search or search template to locate documents. You can search for a document based on its properties, its content, or both.

For Process Administrator users, to search for workflows, work items, workflow events, and workflow statistics.

search template

A search that allows the Open Client user to enter or change values at run time. Search templates appear on the Search page.

security

The rules that allow and limit access to computers and data.

step

A stage in a workflow where a distinct, well-defined activity takes place. Each step on a workflow map represents a specific activity or task in the business process described by the map.

step processor

An application that provides information and resources to a participant for a workflow step.

stored search

A ready-to-execute search. Instead of entering or modifying search criteria as in a search template, you simply execute the stored search.

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TUV

target libraries

Target libraries are participating libraries in Replication Services. These libraries contain replicated folders that store documents copied from the original library.

tracker

A workflow participant who is designated to monitor the progress of a workflow. If necessary, the tracker can modify workflow steps and properties.

user name

Your user name identifies you to the FileNet system. A CS user name can contain a maximum of 39 characters; an IS user name can contain a maximum of 19 characters. This name is assigned by your network administrator, the person who controls access rights to the FileNet library and, for CS libraries, access to specific documents. For IS libraries, the user name is case sensitive.

version

A specific draft of a document stored in the CS library. Each time a document is checked out and checked in, the library creates and stores a new version of the document.

version number

Uniquely identifies the version of the document.

virtual folder

An IS folder displayed by Open Client that does not actually exist in the library. WorkForce Desktop allows users to assign multilevel names to folders. Because of this, a user can assign a name like /aaaa/bbbb to a folder without first creating the /aaaa folder. This nonexistent folder /aaaa is a virtual folder. To build the folder tree, Open Client displays virtual folders as needed to provide access to subfolders.
A virtual folder has no properties, cannot contain documents, but always has at least one subfolder. You can create subfolders below a virtual folder.

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W

wizard

An interactive utility that steps you through a complex task, such as adding a document to a library.

work item

The collection of data and references to the system information necessary for processing the data. The smallest component of work to be done in a workflow.

workflow

Work performed by two or more individuals or resources, serially or in parallel, to accomplish a business process.

workflow author

A person who creates workflow definitions (steps and routing) to complete business processes.

workflow definition

An electronic representation of the activities and resources required to complete a business process. A workflow definition tells the Process software how to route work to participants.

workflow map

A graphical representation of a workflow that shows the sequences of steps needed to complete a business process. A step represents an activity. Routes between the steps indicate one or more possible processing paths.

WorkFlo Services

Back-end workflow server software and utilities that provide workflow functionality.

work queue

A list of work items that can be completed by any one of a number of users, or work items that can be completed by an automated process.

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