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  Open Client Developer's Guide Glossary
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A

AND-join

A step in the workflow that acts as a collector for an AND-split step. An AND-split step results in the workflow simultaneously following multiple routes; the AND-join step subsequently brings the workflow back into a single path. An AND-join is also referred to as (and designated in the Designer UI as) a collector step.

AND-split

A step in the workflow where there are multiple outgoing routes that the workflow can take simultaneously. In the Designer UI, the outgoing routing for an AND-split step is set to "all true conditions." An AND-split step must have a corresponding AND-join step (collector step).

ActiveX Client

One of two client interfaces supported by FileNet Web Services.

Administrator

A FileNet-provided application you use to view and manage work in progress. With Administrator, you can search for and view workflows, edit workflow data and properties, and manage workflows.

access rights

For a CS library, security settings control access rights to libraries, documents, folders, stored searches, and search templates. Five levels define the access rights that can be assigned to users or groups: None, Viewer, Author, Owner, and Admin.
For an IS library, security settings control access rights to documents, folders, and annotations. Three access rights*read, write, and append/execute*each assigned to one and only one group for an item, constrain what users can do.

attachment

A link to information (such as a document in a Content Services library) a participant uses to complete a step in a workflow.

authentication

The process of verifying a user name and password at logon time.

authorization

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

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B

browse

To navigate through a folder structure.

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C

CS

See FileNet Content Services.

CS user

A user defined in the FileNet Content Services (CS) system.

CVL

See controlled vocabulary list.

Configuration Console

A FileNet-provided application you use to configure the workflow database and environment. The Configuration Console provides the tools to create and modify the database structures-isolated regions, queues, rosters, and event logs. The Configuration Console also provides management tools to configure event logging and statistics collection, and to set performance parameters.

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.

catalog

To add records to a database. For IS, cataloging inserts property records into the property database and location records into the permanent database.

check in

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

check out

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

child work item

Within a running Designer-based workflow, a child work item is created for each participant in a multi-participant step and for each route taken simultaneously from an AND-split step. Within a running Composer-based workflow, a child work item is created via a StaticSplit system instruction.

collector step

See AND-join.

commit

To apply changes to the workflow database.

complete

To save any changes you made and dispatch the work to the next step in the workflow.

conditional routing

See routing.

controlled vocabulary list

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

current statistics

Statistics that reflect the state of the running system at the time you request the information.

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D

Designer

A FileNet-provided application you use to create or modify workflow definitions.

data field

A user-defined workflow field. You can make a data field visible and edit its value at a step. You can also edit data field values via Process Administrator, Process Tracker, and the Process API. Other uses of data fields include using them to determine conditional routing and exposing them (that is, making them available for searches and sorting).

deadline

An optional, time-based scheduling constraint that requires a step or workflow to be completed within a certain amount of time. For a step, the deadline is relative to the time the step was routed to the participant. For a workflow, the deadline is relative to the time the workflow was launched. A value of 0 indicates the absence of a deadline.

default group

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

document

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 ID

A set of image pages or other electronic files stored in a library and associated with a document ID and a set of properties. Each document in a library has a document ID that is unique within the library and cannot be modified.

  • A CS document ID is a nine-digit number. When searching for document IDs, you can use wild cards, ? and *, in the search condition.
  • IS document IDs begin at 100000. You cannot use wild cards when searching for IS document IDs.

document class

A document property definition created to organize documents by type. A document class is specific to a library and its name must be unique in that library. When you add a document to a library, you must choose a document class. The document class determines:

  • Which user properties apply to the document. User properties are values such as account numbers and names.
  • For an IS document, the default access rights. These determine who can see, modify, add annotations to, and delete the document. (Access rights for a CS document are derived from the user profile of the user who adds the document.)
  • For an IS document, disposition properties. For documents in the IS library, these determine when the document becomes eligible for disposal by archiving or deletion.

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.

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E

eProcess (see also Process)

event

A system-level action that has occurred during the processing of a workflow. For example, an event occurs when a workflow is created or when a step processor begins processing a work item.

event log

A database structure that contains information about certain system-level events related to work item processing.

event logging

An optional feature you can use to log the occurrence of certain system-level events related to work item processing. For example, you can log a message when a work item is created or when a step processor begins processing a work item.

event summation statistics

Statistics that are based on the accumulation of events during a specified collection period.

exposed fields

System and data fields in a roster, queue, or event log that have been made available for searches and sorting. You can use exposed fields in a search filter, when defining an index, and when logging information to the event log.

external document

A document with properties but no content. Also called a content-less document, it is usually used to track physical items such as artwork or video tapes.

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F

FileNet Content Services

Server software and utilities for document management and version control. Also referred to as Content Services or CS.

FileNet Image Services

Server software and utilities for imaging, document storage and retrieval. Also referred to as Image Services or IS.

FileNet Web Services

Web server software that provides content management functionality. FileNet Web Services supports two client interfaces: ActiveX Client and Open Client.

FileNet Web Process Engine

(ActiveX Client only) Web server software that provides workflow functionality.

FileNet domain

A group of computers sharing a common FileNet security database.

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).

FileNet user

A user defined in both the Image Services (IS) and Content Services (CS) systems.

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.

filter conditions

Restrictions you place on a search to identify the specific workflows you want to work with.

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G

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 off and then log on with a different group name.

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H

host machine

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

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I

IS

See FileNet Image Services.

IS user

A user defined in the Image Services (IS) system.

Inbox

A user queue that contains work assigned to a specific user. Each user can see his or her Inbox as a folder in Personal Work Manager (ActiveX Client) or on the Process page (Open Client).

index

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

initiating attachment

An attachment to which a document is automatically assigned upon launch, thus eliminating the need for the user to manually assign the document during the launch process. The document assigned to the initiating attachment is the document used to launch the workflow.

isolated region

A logical subdivision of the workflow database. Work cannot be shared across or moved between isolated regions. Use isolated regions to separate groups of users as appropriate for your organization; for example, if there is no overlap of work between Human Resources and Accounts Payable, you might create separate isolated regions for those groups. In addition, it is generally advisable to separate production environments from areas where developers are working on new or modified workflow definitions.

item ID

See document ID.

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L

launch

To begin the process specified in the workflow definition.

launch processor

A step processor designed specifically to complete the launch step of a workflow. See step processor.

launch step

The first step in a workflow. When you are working in Designer, the launch step is automatically placed on the main workflow map; you cannot delete or copy this step.

library

A library is a document management system. Both FileNet IS systems and CS systems are called libraries. An optical disk storage library is another type of library. It is always identified as an optical disk storage library.

link

As a verb, to establish a relationship between a workflow definition and a document or document class. Linking a document class to a workflow definition enables a user to launch the workflow from any document belonging to that class. Linking a document to a workflow definition enables a user to launch the workflow from that document.

As a noun, a relationship between a workflow definition and a document or document class.

load balancing

Distribution of the processing load among several servers carrying out network tasks, to increase overall network performance.

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M

machine ID

A unique number, defined within a VWService, that identifies a machine which has logged on to that VWService. A machine is a client, Web server, or workflow server. The Process software automatically generates and assigns machine IDs; all Web-based applications are assigned a value of -2.

map

See workflow map.

maximum instructions per transaction

The number of system instructions per transaction that the InstructionSheetInterpreter (ISI) process will execute before temporarily storing the work item in the InstructionSheetInterpreter queue.

maximum operations per transaction

The number of database operations per transaction that the InstructionSheetInterpreter (ISI) process will execute before temporarily storing the work item in the InstructionSheetInterpreter queue.

milestone

A designated point in a workflow, used to track the progress of the workflow. Each milestone is defined to occur before or after a specified step. When the running workflow reaches a milestone, the message defined for that milestone is written to a log file. Based on the milestone definition and specified user preferences, participants, trackers, and administrators can view milestones and their corresponding messages.

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N

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 an IS document, the name can be the document ID or a selected property.

non-exposed fields

System and data fields that are part of a work item but which have not been made available for searches and sorting.

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O

Open Client

One of two client interfaces supported by FileNet Web Services.

operation

A queue property used to exchange data between work items and a function in an application that accesses the queue, such as a step processor or automated process. Via its parameters, an operation can require input from and/or provide output to a work item.

original document

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

original library

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

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P

Personal Work Manager

(ActiveX Client only) A FileNet-provided application you use to locate and open work.

Pooled Process Manager (PPM)

The Process Engine software module that provides the link between the Process router and the VWJs server process. The PPM runs on the workflow server.

Process (formerly eProcess)

A collective term for the workflow server-based and Web server-based FileNet software that provides the ability to create, participate in, monitor, and manage workflows.

Process Administrator

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

Process Configuration Console

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

Process Designer

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

Process Engine (formerly WorkFlo Server)

Server software and utilities that enable Process activity within a FileNet domain. All workflow servers run this software.

Process Service

Back-end Process Engine software and utilities that provide workflow functionality.

Process Task Manager (formerly eProcess)

A FileNet-provided application you use to manage Process Services, the Pooled Process Manager (PPM), and the Process Router.

Process Tracker

An application used by Open Client users to view the status of a workflow in progress. Using Tracker, you can monitor, manage, and modify workflows to which you have been assigned as a tracker.

participant

A user or workflow group who is 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.

pseudo field

A data representation held in memory, rather than an actual column in the database. The system software derives pseudo fields from fields in the database when the information is requested.

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Q

queue

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

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R

reminder

Notification of a pending deadline for completing a step. When specifying a reminder, you indicate the amount of time prior to the deadline's expiration that the reminder should be sent. A value of 0 indicates the absence of a reminder.

replicated folder

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

replication

CS Replication Services is an optional server feature that automatically copies documents and their properties to specific library systems.

response

A reply or reaction to work that a user selects from a predetermined list of possible replies. A workflow author has the option of defining responses for a step. Responses can determine the route that work will subsequently follow.

result set

A visible subset of the workflows returned by a search. The size of the result set can be set by the user.

route

A path between two steps in a workflow definition. You can define a route so that it is always taken, or that it is taken only if a pre-defined condition is true.

router

A process that routes requests from a Process application to the selected VWService and isolated region. A router can only reference one isolated region in a VWService.

routing

The part of a workflow definition that specifies the execution order of a series of steps.

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S

sampling statistics

Statistics that result from an averaging of samples taken at regular intervals during the collection period.

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 fields

Those fields which are available to use in a filter when performing a workflow search. Search fields consist of the system and data fields that are exposed for the workflow roster, queue, or event log.

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.

server ID

A number that is automatically assigned to a workflow server during Process Engine configuration. Within a VWService, server IDs start at 0 and increment by 1.

snapshot interval

Defines how often statistical samples or "snapshots" are taken of the work in progress.

statistics

A collection of quantitative data that reflects system performance within an isolated region. The Process software collects statistics for roster-related and queue-related activity. Statistics are stored on the workflow server where the corresponding activity occurred. For rosters, the activity that generates statistics occurs on the root workflow server; for queues, such activity occurs on the queue server.

step

A stage in a workflow where a distinct, well-defined action is performed. On a workflow map, each step represents a specific activity or task in the business process described by the map. A workflow consists of two or more steps.

step processor

An application that provides the information and resources a participant needs to complete a step in a workflow. When a participant opens a work item at runtime, the step processor displays the necessary instructions, attachments, current field values, response options, or other resources. In a workflow definition, the workflow author specifies the step processor to use for a particular step.

stored search

A search that is complete. Instead of entering or modifying search criteria as in a search template, you simply execute the stored search.

submap

A workflow map that is called from another map in the same workflow definition.

system field

A system-defined workflow field. You can make a system field visible at a step, use it to determine conditional routing, and expose it (that is, make it available for searches and sorting). You cannot edit the value in a system field.

system function

The FileNet-provided functions that perform general flow- and logic-control instructions commonly used in workflow processing. The Process system software executes all system functions.

system queue

A queue holding work items that are undergoing or waiting for certain processing by Process Engine. There are two system queues: Delay and InstructionSheetInterpreter (ISI).

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T

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

Tracker (application)

A FileNet-provided application you use to monitor, manage, and modify the workflows to which you have been assigned as a tracker.

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U

Universal Naming Conventions (UNC)

A convention for specifying directories, servers, and other resources on a network, using two slashes // or backslashes \\ to indicate the name of the computer, and one slash to indicate path or directory levels within the computer, in this format: //computer/directory.

unassigned work

Work that does not require completion by a specific participant but can instead be completed by any one of a number of users or by an automated program. The concept is similar to a stack of typing projects to be completed by the workers in a typing pool. At runtime, unassigned work is routed to a specified work queue; a user or program with access to that work queue can open and complete the work contained within.

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 FileNetlibrary and, for CS libraries, access to specific documents. For IS libraries, the user name is case sensitive.

user queue

A queue that holds work items waiting to be processed by a specific user. In Personal Work Manager (ActiveX Client) or on the Process page (Open Client), each user's queue displays as his or her Inbox folder.

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V

VWService

A VWService is a distinct Process system; work items cannot cross the boundaries of a VWService. You can use VWServices to separate groups of users within a FileNet domain. Each VWService is automatically assigned a number that is unique within the domain; service numbers begin at 0 and increment by 1.

VW server

See workflow server.

version

A particular draft of a document stored in a library. Each time a user changes a document using a check-out and check-in cycle, the system creates and saves a new document version.

version number

Uniquely identifies the version of the document.

view

A tailored presentation of the data contained in one or more tables.

view ID

A unique number that identifies a view in the workflow database.

virtual folder

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

vwlog

A workflow server-based administration utility that performs maintenance tasks related to the logging and statistics subsystem. You can use vwlog to delete log records within a specified interval, transfer log records from the database to a comma-separated (.CSV) file, or coalesce statistics records within a specified interval.

vwtool

A FileNet-provided, workflow server-based system support and administration program you can use to gather system information and analyze and modify various Process components. It is intended primarily to help FileNet support staff locate problems within your system.

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W

work item

A single unit of work, the smallest component of work to be done in a workflow. It is a collection of both data and references to the system information necessary for processing the data. A work item is transitory; once it has been processed as required, it ceases to exist.

work object

See work item.

work queue

A queue holding work items that can be completed by one of a number of users, rather than by a specific participant, or work items that can be completed by an automated process. The system administrator defines work queues using the Configuration Console.

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 that specify the step-by-step process, participants, attachments, data fields, and routing logic for a business process.

workflow database

Contains the workflow rosters, work queues, and other database tables necessary for work item processing and related activities, such as event logging and statistics collection.

workflow definition

An electronic representation of the activities and resources required to accomplish a business process. It acts as a processing template that the Process software uses each time the workflow runs, routing the work to the specified participants, along with data, attachments, and other information they will need to complete the activities.

workflow fields

A collective term for the data fields and system fields associated with a single workflow.

A field is a workflow property, which means that it can be used in one or more steps of a workflow. When the workflow is running, a value set at one step will be available in (and can be changed in) subsequent steps that use the same field. The value of each field in a workflow is limited to the current instance of the workflow; each time the workflow runs, the values in each field can be different.

workflow group

A collection of users who perform a particular job function in a workflow; for example, claims adjustors or supervisors. A workflow group consists of one or more users or groups.

workflow map

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

workflow 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.

workflow roster

A database structure that stores the current location of and other information about all workflows. Workflow rosters provide the Process software with an efficient way to locate specific workflows.

workflow server

A physical machine that is designated as a member of a VWService. A single workflow server can be a member of only one VWService. Every workflow server runs the Process Engine software.

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