Documentum, Microsoft SharePoint, and DitaExchange

Learn how FrameMaker provides connectors that enable integration with Documentum, Microsoft SharePoint, and DitaExchange.

FrameMaker provides connectors that enable integration with the following content management systems (CMS):

Once configured, FrameMaker allows you to perform search, read, write, delete, update, check in, and check out operations on the configured CMS repository.

Note: FrameMaker also provides Microsoft SharePoint support for Claim-based authentication.

Configure the connectors

Learn how you can configure the connectors to set up integration with Documentum, Microsoft SharePoint, and DitaExchange.

Set default file versioning

You can specify the versioning scheme to be applied when you use FrameMaker to upload a document that exists in a Documentum, Microsoft SharePoint, or DitaExchange repository. The document is overwritten and the specified file versioning settings are applied to the document.

  1. In FrameMaker, click Edit > Preferences.

  2. In CMS, ensure that Overwrite Existing Object And Save As is selected.

  3. Select the versioning option per your requirement. You can choose to have the same (Documentum only), next major, or next minor version for the uploaded document.

  4. Click OK.

Setup and configure the Documentum connector

Set the Repository Manager view

  1. In FrameMaker, Click Edit > Preferences.

  2. In CMS > Documentum, select Show Hidden Objects to view the hidden files (contained in a repository) in the Repository Manager window.

  3. Select Show Private Cabinets to view the private cabinets (contained in a repository) in the Repository Manager window.

  4. Click OK.

Download the Powerlink SDK

Download the Documentum Foundational Services SDK from the EMC website.

Note: You need an EMC powerlink login to download the SDK.

Specify the DFS SDK path

  1. Download the Documentum Foundation Services (DFS) SDK from EMC Community Network.

  2. Extract the .zip file.

  3. In FrameMaker, Click Edit > Preferences.

  4. In CMS > Documentum > DFS SDK Path, click Browse.

  5. In the Browse For Folder window, navigate to the SDK (e.g. emc-dfs-sdk-6.5) folder.

  6. Click OK in the Browse For Folder window.

  7. Click OK in the CMS Preferences window.

    A message box prompts you to restart FrameMaker.

  8. Restart FrameMaker.

Add the FrameMaker types on the Server using the .dar file

To be able to work with file types supported by FrameMaker, you must add FrameMaker types and formats on the Content server using a .dar file.

To add the FrameMaker types on the Content server, you need Administrator or Create Type privilege.

  1. Download the .dar file from the following location and use it to add the FrameMaker types on the Server:

    www.adobe.com/go/learn_fm_dar_file_en

  2. Run the .dar file installation utility shipped with FrameMaker. The default location of this utility is <Fm-install-location>\FmDctmSetup.exe.

    Note: You can also use the default darinstaller.exe utility shipped with EMC Documentum Composer.
    Connection Information dialog of the .darfile installation utility of FrameMaker
  3. In the Connection Information dialog, provide the following information:

    Server: Path of the Documentum server.

    Port: Port at which the Documentum server is listening. Default value is 1489.

    UserName and Password: The user name and password of the user with administrative privileges to install the .dar file.

    Repository: Name of the repository where you want to install the .dar file.

    DFS SDK Path: Specify the path of the Documentum Foundation Services (DFS) SDK.

  4. Click Create Types.

Set up sample Adobe FrameMaker DITA Applications for Documentum Server

A FrameMaker sample application pack is available at www.adobe.com/go/learn_fm_sample_dita_app_pack_en. The application pack includes an indicative set of applications to help content administrators configure FrameMaker to author files on Documentum server. Download and install the sample application pack to avoid the warnings and XML parser logs when you work with XML files from Documentum server.

Connect to the content management system

Understand how you can connect to the content management system in FrameMaker using the Connection Manager dialog

  1. In FrameMaker, select File > CMS > Connection Manager.

  2. Choose the connection type — Adobe Experience Manager, DitaExchange, Documentum, Microsoft SharePoint or SharePoint Online.

  3. Specify the connection details, such as server name, user name, and password to connect to your CMS. Also, specify a unique name for the connection.

    Note: The value in the Name field uniquely identifies each connection. All connections are added to the favorites list. The list can store a maximum of sixteen favorites. If you try to store the seventeenth connection, the first connection on the list is removed to accommodate it. The connection list works in a first in, first out manner.
    Note: To delete a listed connection, select it from the list and click Remove.
  4. (Documentum only) Specify the name of the Documentum repository to which FrameMaker will connect using this connection.

  5. Click Connect.

    The Repository Manager lists the contents of the selected server.

Using Repository Manager

Learn how to use FrameMaker Repository Manager.

Select File > CMS > Open Repository to view the Repository Manager window. Use the Repository Manager to:

Repository Manager
Using the Repository Manager

A. Search the repository B. Perform advanced search C. Add a connection D. Close a connection E. Open review pod F. Delete G. Cancel checkout H. Checkout item I. Checkin item J.Select repository

Upload files and folders

Learn how to upload files and folders to a Documentum, Microsoft SharePoint, Microsoft SharePoint Online, or DitaExchange server using FrameMaker.

Upload files

You can upload XML, DITA, FM, MIF, and book files.

The DitaExchange connector, supports two custom document libraries: Map and Topic.

Note: If you are using Documentum or Microsoft SharePoint, ensure that the required applications are configured on the CMS server to upload DITA and XML files. If DITA applications are not available on your CMS, contact your Administrator.
  1. Select the server from the Repository Manager window.

    You can choose to upload an open (step 2) or closed (step 3) file.

  2. Upload an open file.

    1. Switch between the open documents to select the document to upload.

    2. Select File > CMS > Upload Active Document.

      TheSelect CMS Item window is displayed.

    3. Specify the upload location.

      Note: Save the file before uploading. If the file is not saved, the dependencies list may not be correctly updated.
    4. Click OK.

      The selected document and its direct dependencies are uploaded. A message is displayed when the file is successfully uploaded.

    5. Click OK.

  3. Upload a closed file.

    1. Perform one of the following:

      • Right-click a list or folder for Microsoft SharePoint or DitaExchange.

      • Right-click a cabinet or folder for Documentum.

    2. Select Upload Document.

      The Select the file to upload window displays.

    3. Specify the file to upload.

    4. Click Select.

      The selected file and its direct dependencies are uploaded. A message is displayed when the file is successfully uploaded.

    5. Click OK.

Note: The uploaded file remains on the disk and a copy of it is uploaded to the server. To work on the file again, first check out the file from the server.

Upload folders

  1. Select the server from the Repository Manager window.

  2. Perform one of the following:

    • Right-click a cabinet or folder for Documentum.

    • Right-click a list or folder for Microsoft SharePoint or DitaExchange.

  3. Select Upload Folder.

    The Browse For Folder window displays.

  4. Navigate and select the folder to upload.

  5. Click OK.

    The selected folder and all its dependencies are uploaded. A message is displayed when the directory is successfully uploaded.

  6. Click OK.

Manage resources

Learn how to manage various resources like managing Documentum cabinets, folders, and files in FrameMaker.

Using FrameMaker, you can manage the resources, such as cabinets (Documentum), folders, and files, of your configured Documentum, Microsoft SharePoint, or DitaExchange server.

Manage Documentum cabinets, folders, and files

You can perform the following operations on your CMS resources.

Add a cabinet

Right-click the root node of the Documentum server and select New Cabinet.

Delete a resource

Right-click a cabinet (Documentum only), folder, or file and select Delete.

When deleting a file in Documentum, a dialog prompts you to delete just the file, all versions of the file, or the file and all its dependencies.

When deleting a file in Microsoft SharePoint, a dialog prompts you to keep just the current version of the file and delete all other versions, or to delete all the versions of the file.

Upload a file

Right-click a cabinet, list, or folder and select Upload Document. FrameMaker uploads the file and all its dependencies, if any.

Upload a folder

Right-click a cabinet, list, or folder and select Upload Folder.

Add a folder

Right-click a cabinet, list, or folder select New Folder.

Show checked out files

Right-click a cabinet, site, list, or folder and select Show Checkout Files.

View attributes

Right-click a cabinet, site, list, or folder and select Properties. The Attributes pod is displayed.

The dialog allows you to modify the value of an attribute. To modify a value, click the value of the desired attribute and modify it.

Click OK to save the modified value.

Refresh the view

Right-click a cabinet, site, list, folder, or the root node and select Refresh.

Check out files

  1. In the Repository Manager dialog, select the repository.

  2. Right-click the file and do one of the following:

  3. Select Checkout and Edit to check out and open the file.

    Select Checkout to check out the file.

  4. Specify whether to check out all dependent files.

  5. Click OK.

Note: DitaExchange server maintains the http references in Dita files as the full http path. This connector has special handling to support http paths for dependencies when you check-out a file. If you check-out a DITA Topic file that contains an image with an href reference that is pointing to HTTP path, the referenced image will also be checked out.
Note: Also, if you cancel the check-out of a DITA Topic file that contains an image with an href reference that is pointing to HTTP path, the check-out on the referenced image will also be canceled.

Check in files

  1. In the Repository Manager dialog, select the repository.

  2. Right-click the file and select Checkin.

  3. Specify the version details.

  4. Click OK.

Note: Select Cancel Checkout to undo the checkout and discard changes made to the file. For Microsoft SharePoint or DitaExchange, check out of all dependent files will also be automatically canceled.
Note: Save the file before checking in to ensure that all the changes are uploaded correctly. If a file is checked out with its dependents, then all dependent files will also be automatically checked in.
Note: DitaExchange server maintains the http references in DITA files as the full http path. This connector has special handling to support http paths for dependencies when you check-in a file. If you check-in a DITA Topic file that contains an image with an href reference that is pointing to HTTP path, the referenced image will also be checked in.

Manage files

Using FrameMaker you can manage XML, DITA, FM, MIF, and book files. In addition to checking out and checking in files, you can perform the following tasks:

Open a file

Right-click and select Open (read only) to view the file in read-only mode. If the file is not checked out, double-clicking or pressing Enter on the file, opens the file in read-only mode, and also downloads all the dependents of the file.

Note: DitaExchange server maintains the http references in DITA files as the full http path. This connector has special handling to support http paths for dependencies when you open a file in read-only mode. If you open a DITA Topic file that contains an image with an href reference that is pointing to HTTP path, the referenced image is also opened in read-only mode.
Delete a file

Right-click, select Delete.

Select Delete all versions to delete all versions of the file.

View various versions

Right-click and select Show Versions.

View dependencies

Right-click and select Show Dependents.

Note: View dependencies is only valid for virtual documents in the case of Documentum.
View properties

Right-click and select Properties.

Refresh the view

Right-click and select Refresh.

Search files

Learn how to perform basic and advanced search in the configured Documentum, Microsoft SharePoint, and DitaExchange repositories.

FrameMaker allows you to perform basic and advanced search in the configured Documentum, Microsoft SharePoint, and DitaExchange repositories.

Basic search

Basic search searches on the name of the file. To perform a basic search:

  1. In the Repository Manager, select the repository.

  2. Enter the search term in the search field and click the search icon.

The results are displayed in the search results window.

Note: Basic search searches the selected item in the repository. If the selected item is a top-level container, then all files and sub-containers within the main container are searched.

Advanced search in Microsoft SharePoint or DitaExchange

To perform an advanced search on a Microsoft SharePoint or DitaExchange repository:

  1. In the Repository Manager, select the repository.

  2. Click the advanced search icon. The advanced search window is displayed as follows:

    Microsoft SharePoint Advanced Search window
    Microsoft SharePoint Advanced Search window

  3. Enter the search term in the search pane.

  4. The condition builder allows you to perform complex searches by combining two or more search criteria.

    1. Build a criteria by selecting the property (for example, Created By), the relevant condition (for example, =), and specify a value (for example, Jones).

      Click Add.

    2. Build another criteria by selecting the operator (AND or OR), the property (for example, File Type), the desired condition (for example, =), and specify a value (for example PDF).

  5. Click Search.

Search results are displayed based on the specified search criteria. In this example, the PDF files created by Jones are displayed.

Filter files by attributes in DitaExchange

The DitaExchange connector allows you to filter the files in the Browse File(s) and File Open dialog. You can filter the files in these dialogs by any of the available file attributes. For example, you can filter the files by file type or by the author. In a large list of files, this can narrow down the list and make it much easier to find the file or files you are looking for.

  1. In the Repository Manager, right-click on a list or folder and choose Browse File(s).

  2. The Browse File(s) dialogs displays the list of files in the selected list or folder.

    For each file, the list also displays all the associated attributes mentioned in the View.

    Important: In DitaExchange, if you update the attributes associated with a file on the DitaExchange server, the attributes are dynamically updated in the Browse File(s) or File Open dialogs. This behavior is specific to DitaExchange.
  3. To filter the list of files by a specific attribute, hover the mouse pointer over the attribute title.

    A pop-up arrow is displayed to the right of the title name.

  4. Click the pop-up arrow.

    The Filter - <Attribute name> dialog is displayed.

  5. To define a filter for the files in the Browse File(s) dialog, do one of the following:

    • Use the checkboxes to the left of the entires in the list. For example, in the above dialog, you can choose to filter the list to display only files modified by the administrator by unchecking the other two options.

    • Filter the list by the text entered in the text box. For example, type ad to filter the list by entries that contain the text ad.

  6. Click OK.

    The list of files is filtered by the conditions that you have set in the Filter dialog.

    Note that in the Browse File(s) dialog, an asterisk appears to the right of the attribute title on which the filter is applied.

    Important: The filter applied on a specific list or folder is retained for the current DitaExchange session. This implies that if you later open the Browse File(s) dialog for the specific list or folder, the file list will be filtered by the conditions that you previously applied.

Clear applied filters

You can clear the filters that you have applied in the Browse File(s) dialog at two levels:

  • Filters applied to a specific attribute

  • Filters applied to all attributes

  1. In the Repository Manager, right-click on a list or folder and choose Browse Fils(s).

    In the Browse File(s) dialog, notice the asterisk that appears to the right of some of the attribute titles. This is provided by the connector as an indicator for the attributes on which filter are applied.

  2. To clear the filter on a specific attribute, hover the mouse pointer over the attribute title and click the pop-up arrow.

  3. In the Filter - <Attribute name> dialog, click Clear Filter.

  4. The filter is cleared from the file list in the Browse File(s) dialog.

    Also notice the asterisk is not displayed to the right of the attribute title.

  5. To clear the filter applied to all attributes, in the Browse File(s) dialog, click Clear All Filters.

Advanced search in Documentum

To perform an advanced search on a Documentum repository:

  1. In the Repository Manager, select the repository.

  2. Click the advanced search icon. The advanced search icon is displayed.

  3. Enter the search term in the search pane.

  4. Select the location, file type, date, and file size values as required.

  5. The condition builder allows you to perform complex searches by combining two or more search criteria.

    1. Build a criteria by selecting the property (for example, Title) and the condition (for example, begins with), and specify a keyword (for example, Troubleshooting).

      Click Add.

    2. Build another criteria by selecting the operator (AND or OR), property (for example Modified By), condition (for example, begins with), and specify a keyword (for example, Daniel).

  6. Click Search.

Search results are displayed based on the specified criteria. In this example, elements that have their titles beginning with Troubleshooting and are modified by users that have their names beginning with Daniel are displayed.

Add custom CMS attributes

Learn how to add custom CMS attributes to your unique requirements in Microsoft SharePoint or Documentum.

You may need to create custom attributes according to your unique requirements in Microsoft SharePoint or Documentum. Once you have created these custom attributes, you can provide support for them in FrameMaker. You can add the custom attributes in FrameMaker that exist on your Documentum or Microsoft SharePoint CMS. You can add the following attribute types in FrameMaker CMS preferences for Microsoft SharePoint:

You can add the following data types for Documentum:

On file upload, the attributes specified in the CMS preferences are populated in connection manager and search.

Adding custom properties in Microsoft SharePoint
Adding custom properties in Microsoft SharePoint

A. Properties added in Sharepoint using the Preferences dialog of FrameMaker B. Adding custom properties in FrameMaker (SingleLine, MultiLine, and curr)

Add a custom property for Documentum

To add a custom property for Documentum:

  1. Select Edit > Preferences.

  2. In the Preferences dialog, expand CMS and select Documentum.

  3. In List of Attributes, enter the name of the new property and click Add. Repeat to add more properties.

  4. Click OK.

    To view the added property, right-click a folder or document within the relevant cabinet. Also, when you use Advanced Search, the Add Criteria area has the new property listed in the Property drop-down.

Add a custom property for Microsoft SharePoint

To add a custom property for SharePoint:

  1. Select Edit > Preferences.

  2. In the Preferences dialog, expand CMS and select Microsoft SharePoint and enter the following:

    Name: Enter a name for the new property.

    Data Type: Enter data type of the new property: Boolean, Date, Double, Integer, or String.

    Attribute Type: Enter one of the following: Text, Note, Number, Currency, Integer, Boolean, DateTime, Lookup, Choice, URL, or User.

  3. Click OK.


April 29, 2020

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