Novell GROUPWISE 8 Libraries and Documents

VII

Libraries and Documents

 Chapter 21, “Document Management Services Overview,” on page 307

 Chapter 22, “Creating and Managing Libraries,” on page 313

 Chapter 23, “Creating and Managing Documents,” on page 351

 Chapter 24, “Integrations,” on page 379

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VII

Libraries and Documents

305

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306 GroupWise 8 Administration Guide

21

GroupWise

Client

GroupWise

Client

Post Office Library

POA

User UserUser

GroupWise

Client

Integrated

Application

Integrated

Application

Integrated

Application

Document Management Services

novdocx (en) 22 June 2009

Overview

GroupWise® Document Management Services (DMS) lets users create documents with integrated
applications, save them, then easily locate a specific document later without knowing the
application, a specific document name, or the document’s physical location. Users can create, share,
locate, edit, view, and check out documents that are created under the management of GroupWise
DMS.

A GroupWise DMS system consists of the following components:

 Section 21.1, “Libraries,” on page 307

 Section 21.2, “Document Storage Areas,” on page 309

 Section 21.3, “Documents,” on page 309

 Section 21.4, “Integrations,” on page 312

21.1 Libraries

A library is a set of documents and a database that allows the documents to be managed as a unit. A
library must belong to a specific post office but can be accessed by users in other post offices. The
GroupWise client enables users to store and manage their documents in the library. The GroupWise
Post Office Agent (POA) transfers documents between the GroupWise client and the library.

21

Figure 21-1 Relationship between the Library and the Clients, Applications, and Users Who Use It

In ConsoleOne®, a library can be viewed where it resides in the Novell® eDirectoryTM tree.

Document Management Services Overview

307

Figure 21-2 ConsoleOne View Showing its Location in the eDirectory Tree

A library can also be viewed in relationship to the post office that owns it.

Figure 21-3 ConsoleOne View Showing the Library in Relationship to Its Post Office

novdocx (en) 22 June 2009

In the GroupWise Windows client, users can view a list of all the libraries to which they have access
by clicking Tool s > Options > Documents.

Figure 21-4 GroupWise Documents Setup Dialog Box

308 GroupWise 8 Administration Guide

NOTE: This feature is not available in the Linux/Mac client.

Physically, a library consists of a set of directories and databases stored in the gwdms subdirectory
of the post office, as illustrated in “Post Office Directory” in GroupWise 8 Troubleshooting 3:

Message Flow and Directory Structure.

For complete information on libraries, see Chapter 22, “Creating and Managing Libraries,” on

page 313.

21.2 Document Storage Areas

Documents can be stored at the post office, as illustrated in “Post Office Directory” in GroupWise 8

Troubleshooting 3: Message Flow and Directory Structure. This is the simplest configuration, but it

is not recommended for libraries where substantial growth is anticipated because documents stored
at the post office cannot easily be moved to a different location where additional storage space is
available.

Preferably, documents should be stored outside the post office, in document storage areas.
Document storage areas are physical locations, such as drive volumes, optical devices, hard drives
on other servers, and so on. Document storage areas can be located anywhere that the POA can
access them locally or using direct network access (mapped drive or mounted file system).

novdocx (en) 22 June 2009

A document storage area has the same internal directory structure that is used to store documents at
the post office. The only difference is that a document storage area can be located anywhere in your
system. Therefore, a document storage area can be moved easily, so it is easy to expand your
document storage capacity if you store documents in a document storage area rather than at the post
office.

For complete information on document storage areas, see Section 22.6.2, “Managing Document

Storage Areas,” on page 336.

21.3 Documents

Documents created using GroupWise DMS are not stored as individual files. Instead, documents are
stored in database structures called binary large objects (BLOBs). A document and all of its versions
are stored in the separate BLOB files. BLOBs are compressed (50% or more) to conserve storage
space. BLOBs are encrypted to provide security.

Because documents are stored in a database structure, information can be associated with each
document that is not part of the document itself, such as:

 Section 21.3.1, “Document Properties,” on page 309

 Section 21.3.2, “Document Types,” on page 310

For complete information on documents, see Chapter 23, “Creating and Managing Documents,” on

page 351.

21.3.1 Document Properties

Document properties are attributes that determine what users see on the document property sheets
when they create DMS documents. In the GroupWise Windows client, the default document
properties for a new document appear like this:

Document Management Services Overview 309

Figure 21-5 GroupWise Client New Document Dialog Box

NOTE: In the Linux/Mac client, you cannot create new documents in GroupWise.

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In ConsoleOne, the default document properties for a library are defined like this:

Figure 21-6 ConsoleOne Document Properties Maintenance Window

The default document properties are often adequate, but for some libraries, additional customized
document properties can be very useful. For example, the legal department might want Client and
Matter fields to be required for most documents created by anyone in that department.

NOTE: Document properties cannot be set in ConsoleOne on Linux. However, you can use
ConsoleOne on Windows to set document properties for libraries that are located on Linux.

21.3.2 Document Types

The Document Type property defines how a document is disposed of when its “life” in the system
has expired. It is a required field. Users select a document type each time they create a new
document.

310 GroupWise 8 Administration Guide

Figure 21-7 Lookup Dialog Box

A number of default document types are provided, as shown above. If needed, you can set up
additional document types. For example, you could set up Pleading for the legal department,
Spreadsheet for accounting, Correspondence for administration, RFP for marketing, White Paper for
R&D, and so on.

The document type establishes the following document characteristics:

novdocx (en) 22 June 2009

 “Maximum Versions” on page 311

 “Expiration Actions” on page 312

 “Document Life” on page 312

The following table lists some of the default document types and their default characteristics:

Table 21-1 Document Types

Document Type Maximum Versions Expiration Action Document Life

Agenda 100 Archive 99 days

Document 100 Archive 365 days

Memo 1 Delete 99 days

Minutes 100 Archive 99 days

Misc 10 Archive 30 days

Proposal 100 Archive 99 days

Report 100 Archive 99 days

Template 100 Archive 365 days

Maximum Versions

Users can create new versions of their documents when they revise them. Version numbers are
automatically incremented.

Any version of a document can be designated as the official version by the user. The official version,
which is not necessarily the most recently edited version, is the one located in searches. GroupWise
users have the right to designate an official version if they have Edit rights to the document.

Document Management Services Overview 311

Each document type property has a maximum number of versions (up to 50,000 per document).
Most types have a default of 99 versions. A maximum of 0 (zero) versions means that documents of
that type cannot have versions.

Document Life

Document life is the number of days that must pass between the time when a document is last
accessed and when it is ready for archival or deletion. A document life value of 0 (zero) indicates
that the document will never be available for archival or deletion.

Expiration Actions

When a document’s life expires, its associated expiration action takes place:

Archive: The document is archived when it reaches its document life date. This is useful for
important documents because archived documents can be unarchived.

Delete: The document is automatically deleted when its document life date is reached. This is useful
for documents that are temporary in nature.

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Retain: The document is not deleted or archived, and remains in the system indefinitely. This option
is practical for documents that have a recurring use, such as template documents.

21.4 Integrations

Integrations serve as the “glue” between document-producing applications and your GroupWise
DMS system. Integrations provide code specifically designed to allow function calls, such as Open
or Save, to be redirected to the GroupWise Windows client. This allows GroupWise dialog boxes to
be displayed instead of the application’s normal dialog boxes for the integrated functions.
Integrations also allow GroupWise to pull documents from a library and deliver them to applications
for modification. Then, integrations enable GroupWise to return modified documents to the library
so that other users can access them.

NOTE: The Linux/Mac client does not include integrations, which is why you cannot create and
edit documents from the Linux/Mac client.

For complete information on the integrations available for the Windows client, see Chapter 24,

“Integrations,” on page 379.

312 GroupWise 8 Administration Guide

22

Creating and Managing Libraries

When you first set up a new GroupWise® system, a basic library is automatically created for the first
post office. A basic library is adequate when:

 Document management is not a primary activity of your GroupWise users.

 The library will store documents created and used by members of the post office that owns the

library, or, if you do not need one basic library per post office, by all users within a domain.

 All documents will be stored at the post office or in a single document storage area external to

the post office that owns the library.

If your anticipated document management needs are more demanding than those listed above, you
can set up one or more full-service libraries, where you can implement the full range of document
management capabilities offered by GroupWise Document Management Services (DMS).

NOTE: The Linux version of ConsoleOne® allows you to create libraries, but it does not allow you
to set document properties as described in Section 23.2, “Organizing Documents,” on page 354. As
you plan for libraries on Linux, keep in mind that the Linux/Mac client has only basic document
management capabilities when compared with the Windows client, as described in “Document

Management” in the GroupWise 8 Linux/Mac Client User Guide.

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22

To use one or more libraries as part of your GroupWise system, perform the following tasks as
needed:

 Section 22.1, “Planning a Basic Library,” on page 313

 Section 22.2, “Setting Up a Basic Library,” on page 316

 Section 22.3, “Planning Full-Service Libraries,” on page 317

 Section 22.4, “Setting Up a Full-Service Library,” on page 329

 Section 22.5, “Viewing a New Library in Your GroupWise System,” on page 332

 Section 22.6, “Managing Libraries,” on page 333

 Section 22.7, “Library Worksheets,” on page 346

IMPORTANT: If you are creating a new library in a clustered GroupWise system, see the

GroupWise 8 Interoperability Guide before you create the library.

22.1 Planning a Basic Library

An initial basic library was created along with the first post office when you set up your GroupWise
system. That initial basic library is available for immediate use. However, you might want to change
the location where documents are stored, as described in Section 22.1.4, “Deciding Where to Store

Documents,” on page 315. You can also create additional basic libraries as needed.

Creating and Managing Libraries

313

This section provides the information you need in order to set up a new basic library. Section 22.7.1,

“Basic Library Worksheet,” on page 346 lists all the information you need as you set up a basic

library. You should print the worksheet and fill it out as you complete the tasks listed below:

 Section 22.1.1, “Selecting the Post Office That the Library Will Belong To,” on page 314

 Section 22.1.2, “Determining the Context for the Library Object,” on page 314

 Section 22.1.3, “Choosing the Library Name,” on page 314

 Section 22.1.4, “Deciding Where to Store Documents,” on page 315

After you have completed the tasks and filled out the worksheet, you are ready to continue with

Section 22.2, “Setting Up a Basic Library,” on page 316.

22.1.1 Selecting the Post Office That the Library Will Belong To

If you are creating a basic library for each post office in your GroupWise system, print a copy of

Section 22.7.1, “Basic Library Worksheet,” on page 346 for each post office.

If users in several post offices will store documents in the same basic library, you must decide which
post office should own the library. A library can never be reassigned to a different post office, so you
should choose the owning post office carefully. You should consider which users will use the library
most frequently and where you might want to create additional libraries in the future.

novdocx (en) 22 June 2009

BASIC LIBRARY WORKSHEET

Under Item 3: Post Office, specify the name of the post office that will own the new basic library.

22.1.2 Determining the Context for the Library Object

Generally, you should create the Library object in the same context as its post office. You cannot
move a Library object after you have created it.

BASIC LIBRARY WORKSHEET

Under Item 1: eDirectory Container, specify the container for the Library object.

22.1.3 Choosing the Library Name

When you create the Library object, you must give the library a name. This is the name that is
displayed in ConsoleOne.

After you have specified the library’s name and created the Library object, the name cannot be
changed. Therefore, if you have or will have other libraries, you should pick a name that uniquely
identifies the library. For example, use the name to identify the post office it is assigned to.

Do not use any of the following characters in the library’s name:

ASCII characters 0-31 Comma ,

Asterisk * Double quote "

314 GroupWise 8 Administration Guide

At sign @ Extended ASCII characters that are graphical or typographical symbols;

accented characters in the extended range can be used

Backslash \ Parentheses ( )

Braces { } Period .

Colon :

By default, the library name that users see in the GroupWise client is the same as the Library object
name. However, you can change the display name if you want it to be different from the Library
object name.

BASIC LIBRARY WORKSHEET

Under Item 2: Library Name, specify the Library object name.

Under Item 7: Library Description, provide a brief description of the planned use for the library.

Under Item 8: Display Name, specify the library name you want users to see in the GroupWise client, if it
is different from the Library object name.

novdocx (en) 22 June 2009

22.1.4 Deciding Where to Store Documents

You can store documents at the post office in the
subdirectory of the post office. You can later add document storage areas outside the post office if
DMS usage grows. However, the documents stored at the post office can never be moved.

A document storage area has the same internal directory structure that is used to store documents at
the post office, but it can be located anywhere in your system. Document storage areas can be
moved easily, so it is easy to expand your document storage capacity when you store documents in
document storage areas rather than at the post office.

You might want to set up a document storage area on the same server where the POA runs so as not
to increase network traffic. The POA can index and serve documents to users most efficiently if the
document storage area is located locally.

BASIC LIBRARY WORKSHEET

Under Item 4: Store Documents at the Post Office?, mark Yes or No. (No is recommended for permanent
document storage).

To define a document storage area, you must know its direct access path. For example, a UNC path
specifies the absolute location of the document storage directory.

Syntax:

\\NetWare_server\volume\storage_directory
\\Windows_server\sharename\storage_directory

post_office\gwdms\library\docs

Example:

\\nw65\gwdocs\docs
\\winxp\c$\docs

Creating and Managing Libraries 315

NOTE: On Linux, ConsoleOne interprets a UNC path so that the first item in the UNC path is the
Linux server hostname, followed by a Linux path to the document storage area.

BASIC LIBRARY WORKSHEET

If you entered No for Item 4, specify the direct access path under Item 6: Document Storage Area Path.

Under Item 5: Document Storage Area Description, enter a useful description of the document storage
area. (This description is displayed only in ConsoleOne.)

If you need to add a document storage area to the initial library that was created with the first post
office in your GroupWise system, use the Storage Areas properties page of the Library object in
ConsoleOne to provide the direct access path, as described in “Adding a Document Storage Area”

on page 336.

22.2 Setting Up a Basic Library

You should already have reviewed Section 22.1, “Planning a Basic Library,” on page 313 and filled
out Section 22.7.1, “Basic Library Worksheet,” on page 346. Complete the following tasks to set up
a new basic library:

novdocx (en) 22 June 2009

 Section 22.2.1, “Creating the Basic Library,” on page 316

 Section 22.5, “Viewing a New Library in Your GroupWise System,” on page 332

22.2.1 Creating the Basic Library

To create a new library:

1 Make sure the POA is running for the post office that will own the new basic library.

2 In ConsoleOne, browse to and right-click the Novell

to create the library (worksheet item 1), then click New > Object.

3 Double-click GroupWise Library, then fill in the fields in the Create GroupWise Library dialog

box (worksheet items 2 through 6).

®

eDirectoryTM container where you want

316 GroupWise 8 Administration Guide

4 Click Define Additional Properties, then click OK to create the Library object and display the

library Identification page.

novdocx (en) 22 June 2009

5 Fill in the Description field (worksheet item 7).

6 If necessary, edit the Display Name field (worksheet item 8).

7 Click OK to save the library information.

8 Test the new library. See Section 22.5, “Viewing a New Library in Your GroupWise System,”

on page 332.

Although there are many configuration options for libraries and documents, as described in

Section 22.3, “Planning Full-Service Libraries,” on page 317, no additional setup is required for a

basic library. GroupWise client users can begin to store documents in the new library at once.

22.3 Planning Full-Service Libraries

If your document management requirements go beyond basic libraries, you can create one or more
full-service libraries. You might or might not need to make use of all document management
features in order to meet your DMS users’ needs.

Creating and Managing Libraries 317

This section covers everything you should consider when you set up full-service libraries. The “Full-

Service Library Worksheet” on page 347 lists all the information you need as you set up a full-

service library. You should print a copy of the worksheet for each library you plan to create. Fill out
the worksheet for each library as you complete the tasks listed below.

 Section 22.3.1, “Deciding Which Libraries to Create,” on page 318

 Section 22.3.2, “Selecting the Post Offices To Own Libraries,” on page 322

 Section 22.3.3, “Determining the Contexts for Library Objects,” on page 322

 Section 22.3.4, “Choosing Library Names,” on page 322

 Section 22.3.5, “Deciding Where to Store Documents,” on page 323

 Section 22.3.6, “Setting Document Version Options,” on page 325

 Section 22.3.7, “Figuring Maximum Archive Directory Size,” on page 326

 Section 22.3.8, “Designating Initial Librarians,” on page 327

 Section 22.3.9, “Restricting Initial Public Library Rights,” on page 327

 Section 22.3.10, “Determining Your Indexing Needs,” on page 328

 Section 22.3.11, “Determining If You Need to Set Up Integrations for DMS Users,” on

page 328

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After you have completed the above tasks and filled out the worksheets, you are ready to continue
with Section 22.4, “Setting Up a Full-Service Library,” on page 329.

22.3.1 Deciding Which Libraries to Create

When designing a system of libraries for your GroupWise system, you should review the following
considerations:

 “Library Access for DMS Users” on page 318

 “Centralized vs. Decentralized Library Configurations” on page 318

 “Library Specialization” on page 321

Library Access for DMS Users

Client/server access is the preferred access mode for GroupWise client users. It is the best access
mode for DMS users because it enables them to access libraries outside their own post offices.

For information about access modes, see Section 35.4, “Post Office Access Mode,” on page 480.

Centralized vs. Decentralized Library Configurations

Reorganizing existing libraries is not a simple process. Therefore, you should determine whether
you want a centralized or decentralized library configuration before you start creating libraries.

 “Centralized Libraries” on page 319

 “Decentralized Libraries” on page 320

 “Comparative Scenarios” on page 321

318 GroupWise 8 Administration Guide

Centralized Libraries

GroupWise

Clients

Accounting
Post Office

POA

Accounting

Users

Integrated

Applications

GroupWise

Clients

Development

Post Office

POA

Development

Users

Integrated

Applications

GroupWise

Clients

Manufacturing

Post Office

POA

Manufacturing

Users

Integrated

Applications

GroupWise

Clients

Sales

Post Office

POA

Sales
Users

Integrated

Applications

DMS

Post Office

POA

Accounting Library

Development Library

Manufacturing Library

Sales Library

Centralized libraries are located in a post office that is dedicated to libraries (no users). Centralized
libraries are serviced by the POA in the dedicated DMS post office, as shown in the following
illustration:

Figure 22-1 Centralized Libraries

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In the illustration, notice that all libraries belong to the DMS post office, which has no users. All
GroupWise client users are using client/server access mode, which is required because there are no
libraries in their local post offices. Each user has access to all four libraries through TCP/IP links to
the DMS POA.

The following table lists some advantages and disadvantages of centralized libraries:

Creating and Managing Libraries 319

Table 22-1 Centralized Libraries

GroupWise

Clients

Accounting
Post Office

Accounting

Library

POA

Accounting

Users

Integrated

Applications

GroupWise

Clients

Development

Post Office

Development

Library

POA

Development

Users

Integrated

Applications

GroupWise

Clients

Manufacturing

Post Office

Manufacturing

Library

POA

Manufacturing

Users

Integrated

Applications

GroupWise

Clients

Sales

Post Office

Sales

Library

POA

Sales
Users

Integrated

Applications

Advantages Disadvantages

novdocx (en) 22 June 2009

 Administration can be consolidated, allowing

one administrator to specialize in document
management.

 Backup can be easier with hardware

dedicated to one DMS post office, such as
optical drives, RAID, fast backup units, and so
on.

 If a post office server other than the one

dedicated to libraries goes down, DMS access
is unaffected for users in the remaining post

 You must create and maintain a post office

that is dedicated to libraries only (no users).

 This configuration guarantees that all

document searching and accessing is back
and forth between users’ post offices and the
libraries’ post office, possibly degrading
network performance.

 If the post office server dedicated to libraries

goes down, DMS is unusable for the whole
GroupWise system.

offices.

Decentralized Libraries

Decentralized libraries are located along with users in different post offices. Decentralized libraries
are serviced by their own local POAs as shown in the following illustration:

Figure 22-2 Decentralized Libraries

In the illustration, notice that each post office has its own library. Users can see each others’ libraries
as well as their own because of client/server access mode.

The following table lists some advantages and disadvantages of decentralized libraries

320 GroupWise 8 Administration Guide

Table 22-2 Decentralized Libraries

Advantages Disadvantages

novdocx (en) 22 June 2009

 Network traffic is minimized because most

document accessing are in users’ local post
offices.

 You do not need to maintain an extra DMS

post office dedicated to libraries only.

 Users in a post office where a library

resides can use direct access mode if
necessary.

 Libraries and their documents are scattered

over different servers, adding to your
administrative workload (such as doing
backups).

Comparative Scenarios

The following scenarios further illustrate the differences between centralized and decentralized
libraries:

 Assume that you assigned your first library to the same post office your users have membership

in. By initially assigning a library to the same post office as your users, you establish a
decentralized configuration for future libraries. You now want a centralized library
configuration. However, because you cannot reassign the library to another post office, you
must do one of the following:

 Create one or more new libraries under a DMS post office, export all of the documents

from the first library and import them to the new libraries, delete the first library, and then
ensure that users can locate their documents.

 Create one or more new libraries under a DMS post office and have your librarian use

mass document operations to move the documents from the first library to the other
libraries, delete the first library, and then ensure that users can locate their documents.

 Assume that you assigned your first library to a DMS post office that is used only for libraries.

Now you can use either the centralized or decentralized library configuration for your
additional libraries. The DMS post office can be used for all future libraries to create a
centralized configuration, or you could assign future libraries to other post offices and leave
that first one where it is, giving you a decentralized configuration. Setting up your first library
on a post office server dedicated to only libraries allows you to use either configuration option.
However, this method initially requires additional hardware and administration.

Library Specialization

You can create libraries for such user specialties as administration, accounting, development, human
resources, legal, marketing, manufacturing, payroll, R&D, sales, shipping, and so on. You can also
specialize libraries by such functions as general (for all users), administration (including legal and
payroll), engineering and documentation development (R&D), marketing and sales, manufacturing
and shipping, and so on.

You can also use specialization to provide security for sensitive libraries. You do this by setting up
access restrictions for the libraries. The default is for all DMS users to have access to all libraries in
the GroupWise system. For more information about restricting library access, see Section 22.6.3,

“Managing Library Access,” on page 339.

Creating and Managing Libraries 321

Restricting library access can also improve users’ search time. When users install the GroupWise
client on their workstations, they are either automatically assigned a default library (if there is one
on their post office), or they are asked to select one from the libraries they have access to. By
default, DMS searches are performed only on the user’s default library. To search other libraries
(“global” search), users can select other libraries using the Look In list in the Find dialog box. If you
limit users’ access to libraries (perhaps by department), their global searches would also be faster.

Another reason for creating specialized libraries could be for different library configuration needs.
For example, each library could have specialized document types and document properties that
would not be needed in other libraries. For a review of document types and properties, see

Section 21.3, “Documents,” on page 309. For more detailed information, see “Customizing the
Default Document Type Property” on page 355 and Section 23.2.1, “Customizing Document
Properties,” on page 354.

Specialization can also facilitate library management activities, such as controlling library
accessibility for individual users or groups of users, or managing different uses of document types,
document properties, or field label naming schemes.

22.3.2 Selecting the Post Offices To Own Libraries

novdocx (en) 22 June 2009

As a result of deciding whether you want to use a centralized or decentralized configuration for your
libraries and whether or not you need specialized libraries, you should have a good idea of what post
offices you want to create libraries in.

If you are using a centralized configuration, create the DMS post office by following the instructions
in Chapter 11, “Creating a New Post Office,” on page 163, then return to this point.

FULL-SERVICE LIBRARY WORKSHEET

Under Item 3: Post Office, specify the name of the post office that will own the new library.

22.3.3 Determining the Contexts for Library Objects

You can create a Library object in any container in the eDirectory tree. For example, you could
create the Library object in the same container as its Post Office object. Or you could create it in a
special container just for Library objects:

The containers in which you place the Library objects have no bearing on whether your libraries are
centralized or decentralized. Library objects can be located anywhere in the tree, no matter which
post offices the libraries belong to.

FULL-SERVICE LIBRARY WORKSHEET

Under Item 1: eDirectory Container, specify the name of the eDirectory container where you want to
create the new library.

22.3.4 Choosing Library Names

A library’s name must be unique within the post office; it also must be unique within its container.
You should devise a naming scheme that helps to identify all libraries in the GroupWise system. It
can be useful to include within the library name an indication of which post office it belongs to.

322 GroupWise 8 Administration Guide

After you have specified the library’s name and created the Library object, the name cannot be
changed.

Do not use any of the following characters in the library’s name:

ASCII characters 0-31 Comma ,

Asterisk * Double quote "

At sign @ Extended ASCII characters that are graphical or typographical symbols;

accented characters in the extended range can be used

Backslash \ Parentheses ( )

Braces { } Period .

Colon :

By default, the library name that users see in the GroupWise client is the same as the Library object
name. However, you can change the display name if you want it to be different from the Library
object name.

novdocx (en) 22 June 2009

FULL-SERVICE LIBRARY WORKSHEET

Under Item 2: Library Name, specify the Library object name.

Under Item 7: Library Description, provide a brief description of the planned use for the library.

Under Item 10: Display Name, specify the library name you want users to see in the GroupWise client, if
it is different from the Library object name.

22.3.5 Deciding Where to Store Documents

When deciding where to store documents, you should review the following considerations:

 “Document Storage Location” on page 323

 “Disk Space Requirements” on page 324

 “Direct Access Paths to Document Storage Areas” on page 324

Document Storage Location

Documents belonging to full-service libraries should not be stored at the post office. Instead, they
should be stored in document storage areas. For a review, see Section 21.2, “Document Storage

Areas,” on page 309.

A library can have more than one document storage area. The only requirement is that the POA that
services the library must have direct network access (mapped drive or mounted file system) to each
storage area.

You can set up one document storage area for each library as you create the Library object.
Additional document storage areas can be set up using the Storage Areas properties page of the
Library object, as described in “Adding a Document Storage Area” on page 336.

Creating and Managing Libraries 323

Disk Space Requirements

You need to know the disk space requirements for your libraries in order to choose appropriate
locations for document storage areas.

If you have chosen a centralized library configuration, your document storage areas are all serviced
by the POA of the DMS post office. Therefore, you can calculate the disk space requirements for
your GroupWise system as a whole. If you have chosen a decentralized configuration, document
storage areas are located throughout your GroupWise system. Therefore, disk space requirements
must be calculated separately for each library.

If your current document storage statistics are an accurate indicator for a given library or for your
system, use them for calculating your disk space requirements. Otherwise, use the following formula
for determining DMS storage needs:

Formula:

Number of Users
x Average Number of Documents per User
x Average Document Size
x Average Number of Versions per Document

-------------------------------------------

Disk Space Required for Library

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Example:

250 Users
x 200 Documents per User
x 50 KB per Document
x 10 Versions per Document

-----------------------

25 GB of Disk Space

Users might create a new version of a document any time they revise it. Because all versions of a
document are saved in BLOB storage with the original document, disk space can be used up
quickly! If you know how many versions per document your users average, use that value in the
formula; otherwise, allow for an average of at least ten versions per document.

If your Average Document Size value for the formula is based on non-GroupWise documents, they
will be compressed by about 50% after they have been imported into GroupWise and stored in
BLOBs.

You should research your current or expected document usage before deciding where to store
documents.

FULL-SERVICE LIBRARY WORKSHEET

Under Item 7: Document Usage Estimate, enter the requested values and calculate the resulting disk
space requirements.

If your values are calculated for the system (rather than per library), enter this information on only one of
the worksheets.

Direct Access Paths to Document Storage Areas

To define a document storage area, you need to know its direct access path. For example, a UNC
path specifies the absolute location of the document storage directory.

324 GroupWise 8 Administration Guide

Syntax:

\\NetWare_server\volume\storage_directory
\\Windows_server\sharename\storage_directory

Example:

\\nw65\gwdocs\docs
\\winxp\c$\docs

NOTE: On Linux, ConsoleOne interprets a UNC path so that the first item in the UNC path is the
Linux server hostname, followed by a Linux path to the document storage area.

You might want to set up a document storage area on the same server where the POA runs so as not
to increase network traffic. The POA can index and serve documents to users most efficiently if the
document storage area is located locally.

FULL-SERVICE LIBRARY WORKSHEET

Under Item 6: Document Storage Area Path, specify the direct access path.

Under Item 5: Document Storage Area Description, provide a useful description of the document storage
area. (This description is displayed only in ConsoleOne.)

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22.3.6 Setting Document Version Options

When you create a new library, you can establish how document versions are handled. For an
overview of document versioning, see “Maximum Versions” on page 311.

 “Official Version” on page 325

 “Start Version Number” on page 325

Restricting the maximum number of versions should be done after the library has been created, as
described in Section 22.6.1, “Editing Library Properties,” on page 334.

Official Version

By default, any user can establish the official version of a document. However, you can remove that
right from one or more users if needed.

FULL-SERVICE LIBRARY WORKSHEET

Under Item 11: Restrict Public Access Rights, cross out Designate Official Version if you want to
eliminate that right for all users.

You can later grant the Designate Official Version to specific users or distribution lists, as described in

Section 22.6.3, “Managing Library Access,” on page 339.

Start Version Number

You must set the start number for each library to either 0 (zero) or 1. The default is 1. This number
identifies the original document.

Version numbers are automatically increased from the number you select. If you select 0, the first
version of a document will be 000. If you select 1, the first version will be 001.

Creating and Managing Libraries 325

FULL-SERVICE LIBRARY WORKSHEET

Under Item 8: Start Version Number, select 0 or 1.

22.3.7 Figuring Maximum Archive Directory Size

Documents created with GroupWise DMS can be archived, depending on their Document Type
properties. A document’s type determines its disposition, such as archiving or deleting. For more
information, see “Customizing the Default Document Type Property” on page 355.

When you archive documents, their BLOB files are moved into archive directories. Each library in a
document storage area has its own set of archive directories that are automatically created as needed.
They are named

arxxxxxx

document storage area has the same archive directory structure as the gwdms subdirectory in the
post office, as illustrated in “Post Office Directory” in GroupWise 8 Troubleshooting 3: Message

Flow and Directory Structure.

When a document is archived, GroupWise determines if the document’s BLOB file can fit in the
current archive directory. If it cannot fit, another archive directory is created and the BLOB is
archived there.

(where

xxxxxx

is an incremental integer with leading zeros). A

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An archive set consists of all documents in one archive directory. The Maximum Archive Size
property on the Library object establishes in bytes each archive directory’s size limit. You should set
this to mirror the capacity of your archival medium (such as a CD or DVD). It should not be more
than your archival medium’s capacity.

It is usually better to keep archive sets small in comparison to the size of the backup medium. This
lets you back up archive directories often enough to keep your hard disk space from being used up
too quickly between backups. For example, if your backup medium has 1 GB capacity, you could
limit your archive sets to a maximum archive size of 200 MB.

If your archival system only lets you back up in one pass (in other words, you cannot perform
consecutive backups to the medium), the Maximum Archive Size should match the archival
medium’s capacity.

Some archival mediums require extra space for recording file storage data, such as an index of the
files stored to tape. Ten percent is usually sufficient. For example, a tape system with 100 MB
capacity means you should set your Maximum Archive Size to 90 MB.

Consult your archival medium documentation for information on setting up an effective backup
strategy. Include in your strategy such concepts as multiple archive sets per backup medium, or
allowing extra space for the medium’s file storage data.

ADDITIONAL LIBRARIES WORKSHEET

Under Item 9: Maximum Archive Size, enter a number (in bytes, with no abbreviations or commas).

326 GroupWise 8 Administration Guide

22.3.8 Designating Initial Librarians

A librarian has full rights to the properties of every document in the library, and can therefore
perform management tasks on all library documents. You can assign yourself as a librarian. You can
also delegate these tasks by assigning responsible users in each library as librarians. Any GroupWise
user who normally has access to the library can be a librarian. You can also have multiple librarians
for each library.

When you first create a new library, you might want to simply designate yourself as the librarian and
assign other users later. For more detailed information, see Section 22.6.4, “Adding and Training

Librarians,” on page 341.

ADDITIONAL LIBRARIES WORKSHEET

Under Item 12: Librarians, list any users that you want to function as librarians for the new library.

22.3.9 Restricting Initial Public Library Rights

The rights to documents in a library apply to the library as a whole; therefore, they are referred to as
public rights. By default, all public rights are granted to all users in a new library.

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You can restrict which GroupWise library features individual users or distribution lists should have
by removing the public rights and then restoring them for selected users or distribution lists.

The following table summarizes the public library rights:

Table 22-3 Public Library Rights

Public Right Description

Add Allows users to add new documents to the library.

Change Allows users to make changes to existing documents in the library.

Delete Allows users to delete documents, regardless of who else created them or has

rights to the documents. However, to be able to delete a document, users must also
have rights to locate and modify the document (View and Change rights), in
addition to the Delete right.

View By itself, this right allows searching, viewing, or copying documents, but does not

permit editing them. Copies can be edited, because a copy is saved as a separate
document. Therefore, editing a copy does not affect the original document or any of
its versions.

Designate Official
Ver sion

Allows any version of a document to be designated as the official version. The
official version, which is not necessarily the most recently-edited version, is the one
located in searches.

The official version is usually determined by the creator or author of the document.
However, the official version can be designated by the last user to edit the
document (if the user has this right). A user also needs the Change right to the
document to be able to designate an official version. However, you might still want
to deselect this as an initial public right.

Creating and Managing Libraries 327

Public Right Description

Reset In-Use Flag The In-Use flag protects against data loss by preventing multiple users from

concurrently opening the same document. The purpose of the Reset In-Use Flag
right is to allow a user or librarian to reset a document’s status when the document
is in use by someone else or when it is erroneously flagged as in use.

Because you can manually reset the In-Use flag to change a document’s status,
even if the document is currently open, you should use prudence in allowing users
the public right to change the In-Use flag. You might want to deselect this as a
public right.

FULL-SERVICE LIBRARY WORKSHEET

Under Item 11: Restrict Public Access Rights, cross out any public rights you want to eliminate for all
users.

You can later grant the rights to specified users or groups, as described in Section 22.6.3, “Managing

Library Access,” on page 339.

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Rights to individual documents in a library can be modified at any time by the user listed as the
creator or author of the document. Just because users might have public rights in a library does not
mean that they have the equivalent rights to every document in the library. For additional
information on rights, see “Sharing Documents” in “Document Management” in the GroupWise 8

Windows Client User Guide.

22.3.10 Determining Your Indexing Needs

The POA performs many tasks in the post offices, as described in Section 35.5, “Role of the Post

Office Agent,” on page 481. Indexing documents is just one of its many functions.

If necessary, you can configure an extra POA on another server to handle indexing. Separating POA
functions can optimize the processing load for the respective POAs, particularly if your GroupWise
system will regularly search and index a large number of documents.

If you feel you might need dedicated indexing for DMS documents, see Section 23.3, “Indexing

Documents,” on page 367 for in-depth information on different configurations. Then determine

whether you need dedicated indexing.

FULL-SERVICE LIBRARY WORKSHEET

Under Item 11: Dedicated POA for Indexing, mark whether or not you plan to set up a separate indexing
POA.

22.3.11 Determining If You Need to Set Up Integrations for DMS Users

For an overview of integrations, see Section 21.4, “Integrations,” on page 312. To determine if you
should set up integrations for a given application, see Chapter 24, “Integrations,” on page 379.

328 GroupWise 8 Administration Guide

NOTE: This item does not apply if all of your users use the Linux/Mac client, where integrations
are not available.

ADDITIONAL LIBRARIES WORKSHEET

Under Item 14: Set Up Integrations, mark whether or not you need to manually set up integrated
applications for your DMS users.

22.4 Setting Up a Full-Service Library

You should have already reviewed Section 22.3, “Planning Full-Service Libraries,” on page 317 and
filled out Section 22.7.2, “Full-Service Library Worksheet,” on page 347 for each new library.
Before starting to create new libraries, be sure your system meets the following prerequisites:

 Make sure the eDirectory contexts exist where you will create new Library objects.

 Make sure the post offices exist that will own the new libraries. If you are using a centralized

configuration, make sure you have created the DMS post office that will own all the libraries by
following the instructions in Chapter 11, “Creating a New Post Office,” on page 163.

 Make sure the POA is running for each post office that will own a new library.

 Make sure you have access to the physical locations where you will set up document storage

areas.

novdocx (en) 22 June 2009

After the prerequisites are met, you are ready set up one or more full-service libraries.

 Section 22.4.1, “Creating the Full-Service Library,” on page 329

 Section 22.5, “Viewing a New Library in Your GroupWise System,” on page 332

 Section 22.4.2, “What’s Next,” on page 331

22.4.1 Creating the Full-Service Library

1 Make sure you are logged in to the eDirectory tree where you want to create the library.

This must be the same tree as the post office the library will belong to (worksheet item 3).

2 In ConsoleOne, browse to and right-click the eDirectory container where you want to create the

library (worksheet item 1), then click New > Object.

3 Double-click GroupWise Library, then fill in the fields in the New Library dialog box

(worksheet items 2 through 6).

Creating and Managing Libraries 329