IBM File Net P8

FileNet P8

Rafie [email protected]

IBM FileNet P8 overview

• The IBM FileNet P8 Platform is a unified-enterprise content management and business process management platform that resolves content, process, compliance, and discovery issues in one single solution.

FileNet Core Component

• Content Engine (CE)• Process Engine (PE) • Workplace,Workplace XT (WP/WP XT)

Content Engine (CE)

1-Content Engine

• EJB Application• Store all contents within FileNet• Store content meta-data in DB• Provide interface for handling

– Event-based action– Document life cycle– Storage integration

• Content Engine member of FileNet domain.• FileNet domain may contains more than one content

engine and each content engine can support one or more object store where content is stored.

• FileNet contains one Global Configurator DB(GCD) and it define the storage area that represents dataset

FileNet Content Engine

Content Engine

Object Store

Object Store

GCDGlobal Configurator DB

CE use an Object Oriented data model define by:1. Properties2. Classes3. Documents4. Custom Object5. Foldering

CE Properties

• Object information and meta-data are define and store as properties for a given object.

CE Classes

• Each object defined as an instance of a class• The class define

1) what type of object is created.2) what meta-data.3) how store the object.

• Main class can contains sub-class that inherit parent class properties, and can define additional properties and can override the parent class behavior.

CE documents

• Object can be document, this object contains meta-data and one or more content element.

• Document can have life cycle and version, and can checkin/checkout.

• “DocVersion” table store document object link documents by “VersionSeries” Object.

CE Custom Object

• It is a meta-data only object with no content element and are not versionable.

CE Foldering

• Each folder create a single row in Container table and it used for item organization.

Object Store Object meta-data always store in normal DB

Object contents can store in [DB,FileSystem or Fixed Content device]

CE Security

• Define which user allow to create,view,update and delete any given object.

• It use java authentication model, which based of “Java Authentication and Authorization Service”JAAS, content engine relies on application server to perform JAAS authentication.

• FileNet does NOT contains its own users DB. So, it use LDAP to get users from the organization domain.

• Access Control Entries (ACE):user privileges on one object. • Access Control List (ACL):collections of ACE

CE Event Framework

We can run a custom code to response to predefined events like • Creation• Deletion• Update• Update Security• Change State• Checkin• Checkout• Cancel Checkout• Freeze• Lock• UnLock• ….

CE Event Framework

• We can create a custom event and fire it using “RaiseEvent” method.

• Administrator can configure component to listen to predefined events to run event handler, ex: lunch workflow by implement custom event action.

• Action handler is a java code implements “EventActionHandler” interface, and deliver as .jar file located through global class path or stored locally as “CodeModules”

CE Event Framework

• When a given action occurs on a particular object, a query executed to find event subscribe and related event handler.

• Event action handler executed through the method EventActionHandler.doEvent()

CE interacting with PE

• We can handle events also in content engine by create a workflow subscription.

• To create a workflow use WorkplaceXT or FileNet Enterprise manager.

• We can create many versions of workflow but will not effect the production workflow.

• To publish workflow use “Launch Workflow” • we can create selection criteria on object level to

launch a workflow only if a major version of document is added for example.

CE Life Cycle

• Document can move from one state to another. Ex: in loan application document move from application to approval.

• Manage document life cycle through:1. Life cycle policy: define the states that document

can transition through. Policy can apply a new security template when move to new state.

2. Life cycle action: define the action that occurs when a document move from one state to another.

CE Storage

• Content always streams from client to server and store in a temp staging area.

• Store policy define the storage area to used based on configuration rule.

CE Storage

• File Location can be define through– Default Storage Area for object

(or through)– Storage Policy

CE Fulltext indexing

• Search in objects meta-data, document textual data.

• We have two search engines:1. Content search service 2. Legacy content search engine

Content Search Service (CSS)

• Single css server can be used for both indexing and search. However, it is better to deploy multiple css servers and assign each one to do only one job (Indexing or Search).

• Indexing process start when Content Base Retrieval (CBR) object are created or updated.[document with class CBR enabled]

Legacy Content Search Engine (CSE)

• Start indexes in collections managed by Verity server, and temporarily save documents on file system until indexing, (while CSS index store in object store).

Migrating from CSE to CSS

To migrated do the next two steps:1. Enable CSS in object store2. Switch default search engine to CSS

Content Engine Classification

• When create a new document, a flag determines whether automatic classification is executed or not.

• incoming documents of specific content type can automatically assigned to a target document class and setting selected properties on that target class based on value found in the incoming document.

Content Engine Protocols

• CE communicate with Workplace XT through EJB only.• CE support communications through :

1. WebService listener (Http protocol)2. EJB listener

FileNet Enterprise Manager

• It is content engine administration client.• It use .net APIs over the webservice interface.• CE Main Components:

1. Document Class2. Search Template3. Entity Template

• CE divided into content repository(Object Repository) then organize object repository into folders.

• Content repository helps in isolation of contents, for example create 2012 repository, 2013 repository….

Document ClassForm TemplatesWorkflow

Content Engine APIs

• .Net/Java, (while PE only java)• Support methods for handle create , retrieving

, update, delete, updating security.

Federations & Connections

• Sharepoint, LotusQuickr and SAP, store content in their repositories. Make integration to import, copy, or move and link data to P8 by using:

1. IBM Content Integrator2. IBM Content Federation Service

• The communications method using CMIS(Content Management Interoperability Service), which is industry-standard method.

Content Management Interoperability Service (CMIS)

• Support RESTfull and webservice binding.• Support Create,Read,Update,Delete(CRUD)

operations & Checkin/Checkout &SQL …

Process Engine (PE)

Process Engine

• Process Engine provides the IBM FileNet P8 Platform with workflow management capabilities. These capabilities include personal inboxes, work object routing, group queues, process tracking…

• PE store all workflow information in a DB, except raw process map -> Content Engine

• PE is a single process multi-thread architecture.• PE can connect only to single process store.• PE processes types:

1. PE server: handle all DB persistence, background tasks, threads.

2. PE Manager: run as single instance, managing PE server instances include Start/Stop them.

PE configuration

• PE divides workflow data into work items.• Work items found under Rosters and Queues• Workflow DB can be standalone or co-located

with CE DB.• IBM Case Manager need CE DB and PE DB to

co-located in the same DB.• Workflow definitions stored into CE then

transferred and compiled into PE.

• PE Connections– Connection Point

Regions– Work Queues– Component Queues– User Queues– Rostors– Event Logs– Application Space

Regions

• PE can split process data to regions within a single process store.

• region contains all of the related process definitions and metadata in separate tables within the Process Engine database.

• region also contains a unique set of rosters, queues, and work items.

Workflow Definition

• Consists of maps and each map contains (steps & routing logic) stored in CE then transferred and compiled in PE.

• It build using “Process Designer”

Work items

• Lunch workflow = create new instance contains one or more work items

• Work items contains properties, and reference to one or more content objects(attachment) stored into CE.

Rosters

• Workflow at design time define the related roster.• When launch workflow the roster record the

creation data and contains also some system-level fields and some exposed properties from work item.

• Restore use for administrative purposes to find work items regardless of process step.

• When create new Roster, we create new DB table.

Queues

• Helps to find work item process on a particular step, or the work item that relevant to users/applications.

Types of Queues

1. Process Queues: public queues where numerous users might have access and any of those users are allowed to browse and process work items from those queues

2. User Queues: work items for a particular user.3. Component Queues: process queue that allow

run custom actions in background using “Component Manager Application”

4. System Queues: manage system activities on work items

In-baskets

• Create a view that has one or more filters to apply business rule-based criteria to the items in the queue.

• These filters cannot be modified by the user, only by the process administrators

Roles

• tie a set of users and groups to one or more in-baskets.

Application spaces

• Group of roles that apply to application or line of business.

Event logs

• Event logs, like rosters, are separate tables within the Process Engine database. Each row represents an event action for a specific work item.

• The types of events that get logged are configurable and provide a fair degree of control over how much data is collected and what it represents. The event log table can be queried to retrieve data on historical events that occurred within the system.

• The Process Tracker application uses this data to show the history for a given work item. The event log tables are also the primary source of data for the analytics engine.

PE Access control

• Security manage on level of queues and rosters not on the work items level.

Process orchestration

• Individual process steps can call out to an external web service or, conversely, be exposed as a web service for external consumption.

• There are three main actions involved: receive, reply, and invoke. The receive and reply steps define a point in the process to expose externally as a web services entry point and if necessary return a response. The invoke and receive steps call out to an external web service and if necessary receive a subsequent response.

Component Integrator

• a service for integrating with external systems.• The Component Integrator makes it possible to import

custom Java components and make them available in a workflow.

• In the workflow definition, a component step connects to a component queue configured for one or more operations in the external component.

There are two parts to the Component Integrator:1. Component Manager: connects a work item with its

appropriate Java or JMS Service Adaptor, This service runs on the Workplace/Workplace XT.

2. Configuration: Configure the component queues using Process Configuration Console.

Analysis and optimization

Case Analyzer tool :Analyze business processes. Using Microsoft MS SQL Analysis Services to supply the data in a format that can be quickly explored and drilled down by users.

Process Simulator tool : it helps to perform what-if simulations of the process model to discover bottlenecks in the process execution. Analysis and simulation aim for continuous improvement in the quality of the business processes.

PE APIs

There are three primary APIs for PE1. Java API2. REST API3. web services API

The APIs provide classes and methods for:1. Creating, working, and completing workflow items2. Searching for work items in queues and rosters

3. Viewing the event logs

IBM Case Manager

• Helps in workflow creation• Need CE DB,PE DB co-located• Need Workplace XT

Workplace (WP, WP XT)

• Click to edit Master text styles– Second level

• Third level– Fourth level

» Fifth level

Click to edit Master text styles

• Click to edit Master text styles– Second level

• Third level– Fourth level

» Fifth level

Workplace vs Workplace XT

Workplace

• WP open source• Support BPF (Business Process Frame

work)

Workplace XT

• JSF not allow customization• Support IBM Case manager

Workplace XT views

Workplace XT consists of four views:• Browse: browsing and working with documents stored in

folders.• Search: Access to various search facilities for locating documents

based on properties or content criteria within the system.• Tasks: View and Manage workflow and workitems, Provides

views into inboxes and public queues for working on business process work items.

• My Workplace: create a custom compinations of views.

Workplace XT tools Search Designer: A Java applet-based tool for creating stored searches and search templates. Entry Template Designer: Define and edit entry templates used to simplify the process of creating document folders and forms. Security Policy Tool: Create and modify security templates used to control document access at different phases of its life cycle. Process Designer: The Java applet-based tool creates and manages workflow maps. Workflow Subscription Tool: Links workflows with classes to create subscriptions that automatically launch workflows on document creation events. Process Simulator Console: Process simulation console. Process Simulator Designer: Design simulations for the process simulator. Site Preferences: Administer the appearance, behavior, and connectivity of the FileNet P8 Platform client applications.

Expansion Products

• These products extend enterprise content management functionality.

• Content ingestion solutions take papers, faxes, e-mails,.. -> organize it -> insert to FileNet.

Content Ingestion Products:1. IBM Content Collector2. IBM Datacap3. IBM FileNet Capture

IBM Content Collector

Consists of 4 offerings:1. Content Collection for Email 2. Content Collection for File System3. Content Collection for SharePoint4. Content Collection for SAP

Content Collector retrieves contents from these sources and apply rules to decide:

1. If the document will process2. How to process this document3. Where to store this document

Content Collector Configuration Manager

Helps to develop/implement content collectionSteps:1. Indentify Source

[Exchange server,Sharepoint,FileSystem, Domino]

2. Identify Target Connector[Image Service,FileNet,IBM Content Manager,FileSystem]

3. Identify Schedule

IBM Content Collector

• Source connector retrieve content and meta data, and also can set meta data on source content, Example: set flag as collected.

• Single collector can connect to multiple types of sources.

Connector task include: 1. Classification2. Text extraction3. Record declaration

IBM Content Collector

Content Collector Task Routes:• Task route is like a workflow, a visual representation of

process.• Specify how/where content collected/processed• It begin with collection and end with storage in the

repository• Task route apply rules at multiple points in capture

process• Processing assets include extracting meta data,

classifications, extracting content, de-duplicate and record declaration.

IBM Datacap

• Complete end-to-end document management solution.

• Datacap consists of 3 main products:1. Task Master: SOA capture & automation solution

with web and thick client.2. RuleRunner: can run as a web service or embedded

inside TaskMaster/fastDoc, it drives business rules and actions.

3. FastDoc: stand-alone product and can integrate with SharePoint and file system, and can operate offline.

Datacap process

• TaskMaster process stages: scan,recog,verify and export.

• RuleRunner move images from state to state according to business rules.

• In Recognition stage, FastDoc can search for 1. predefine zones in the page for predefine

finderprint-> so, it can recognize the image/fields 2. Predefine lables/barcodes