OpenText Enterprise Library Services 10.1.0 Configuration and Scenario Guide

Open Text® Enterprise Library Services
Configuration and Scenario Guide
This guide gives an introduction to overall concepts of Open Text

Enterprise Library Services and describes typical configuration
scenarios: Fixed and Variable Retention Management.
EL100100-GGD-EN-1
Open Text® Enterprise Library Services
Configuration and Scenario Guide
EL100100-GGD-EN-1
Rev.: 2009-Jan-26
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Table of Contents
Part 1 General information 7
1 Introduction ............................................................................... 9
1.1 Related documentation ............................................................................ 9
1.2 Conventions ........................................................................................... 11
1.3 Abbreviations and terms ........................................................................ 13
1.4 Contact information ................................................................................ 13
2 Enterprise Library Services in detail...................................... 15

2.1 Components of Enterprise Library Services .......................................... 15
2.2 Enterprise Library Web Services API..................................................... 15
2.3 Applications............................................................................................ 16
2.4 Enterprise Library Services objects and their lifecycle .......................... 17
2.5 Fixed and variable Retention Management ........................................... 18
2.5.1 Fixed retention ....................................................................................... 18
2.5.2 Variable retention ................................................................................... 19
2.6 Creating renditions ................................................................................. 19
2.7 Document model .................................................................................... 19
2.7.1 Overview ................................................................................................ 20
2.7.2 Folder and item types............................................................................. 20
2.7.3 Folders ................................................................................................... 22
2.7.4 Items ...................................................................................................... 22
2.7.5 Property types and property group types............................................... 24
2.8 Migrating with Livelink ECM – Content Archiving for Enterprise
Server..................................................................................................... 25
2.9 Deleting items ........................................................................................ 25
3 Scenarios overview ................................................................. 27
Part 2 Scenario I – Fixed Retention 29
4 Scenario overview ................................................................... 31

4.1 Defining the document model of the fixed retention scenario................ 31
4.2 Steps within this scenario ...................................................................... 32
EL100100-GGD-EN-1 Open Text Enterprise Library Services iii

Table of Contents
5 Creating status codes .............................................................35

6 Creating folder and item types................................................37
6.1 Create folder type................................................................................... 37
6.2 Create item types and properties........................................................... 38
7 Creating the application ..........................................................43

8 Configuring logical archives ...................................................45
8.1 Creating the logical archive.................................................................... 45
8.2 Creating the hard-disk volume ............................................................... 46
8.3 Creating the pool.................................................................................... 47
9 Configuring storage provider and rules.................................49

9.1 Setting up the storage provider.............................................................. 49
9.2 Setting up the rule .................................................................................. 50
10 Configuring the RSI and the classification ............................51

10.1 Configuring the RSI................................................................................ 51
10.2 Creating the classification ...................................................................... 52
11 Creating rendition targets and rules.......................................55

11.1 Setting up the rendition target................................................................ 55
11.2 Setting up the rendition rule ................................................................... 57
12 Setting a hold ...........................................................................61

13 Searching for documents........................................................63
13.1 Creating the Enterprise Library index .................................................... 63
13.2 Creating Enterprise Library search slices .............................................. 65
14 Read-only access from Enterprise Server .............................69

15 Configuring and running a disposition search......................71
16 Deleting items ..........................................................................75
Part 3 Scenario II – Variable Retention 77
17 Scenario overview ...................................................................79

17.1 Defining the document model of the variable retention scenario........... 79
17.2 Steps within this scenario ...................................................................... 80
18 Creating status codes .............................................................83

19 Creating folder and item types................................................85
19.1 Create folder type................................................................................... 85
iv Open Text Enterprise Library Services EL100100-GGD-EN-1

Table of Contents
19.2 Create item types and properties........................................................... 86
20 Creating the application.......................................................... 89

21 Configuring logical archives and storage tiers ..................... 91
21.1 Creating the storage tiers....................................................................... 91
21.2 Creating the logical archive.................................................................... 92
21.3 Creating the hard-disk volume ............................................................... 92
21.4 Creating the pool.................................................................................... 92
22 Configuring storage providers and rules .............................. 95

22.1 Setting up the storage providers ............................................................ 95
22.2 Setting up the rules ................................................................................ 96
23 Configuring the RSIs and the classification .......................... 99

23.1 Configuring the RSIs .............................................................................. 99
23.2 Creating the classification .................................................................... 101
24 Configuring Content Move.................................................... 103

25 Setting a hold......................................................................... 105
26 Searching for items............................................................... 107
27 Read-only access from Enterprise Server........................... 109
28 Configuring and running a disposition search ................... 111
29 Deleting items........................................................................ 113
Part 4 Appendix 115
30 Administration clients for Enterprise Library Services ...... 117

30.1 Working with Administration Client ...................................................... 117
30.2 Accessibility of Administration Client ................................................... 119
30.3 Accessing the Livelink Administration Page ........................................ 119
GLS Glossary 121
IDX Index 125
EL100100-GGD-EN-1 Configuration and Scenario Guide v

Part 1
General information
Part 1 General information
This part contains general information regarding the contents and structure of this
manual and the architecture of Open Text Enterprise Library Services.
8 Open Text Enterprise Library Services EL100100-GGD-EN-1

Chapter 1
Introduction
Target group of This guide is written for administrators who plan to install all or parts of the
this components of Open Text Enterprise Library Services within one of the presented
documentation
scenarios. Moreover, if your needs are not directly covered by one of the scenarios
herein, you may nevertheless gather valuable insight to the general ideas behind
Enterprise Library Services.
Note: Although this guide includes some instruction regarding setting up
other (Open Text and non-Open Text) products, you should refer to the docu-
mentation for those products for more complete setup and configuration in-
formation.
What this This guide provides information about installing, configuring, and administering
documentation Enterprise Library Services within typical scenarios.
describes
The following list gives a short overview of this guide:

• Part 1: “General information” on page 7 (this part) – contains general
information about the structure of this guide and about the basic ideas behind
Enterprise Library Services. Further, topics shared by all scenarios are stated
here and an introduction to the concept of document lifecycles is given.
• Part 2: “Scenario I – Fixed Retention” on page 29 – describes the necessary steps
to configure all components of Enterprise Library Services within the fixed-
retention scenario.
• Part 3: “Scenario II – Variable Retention” on page 77 – describes the necessary
steps to configure all components of Enterprise Library Services within the
variable-retention scenario.
• Part 4: “Appendix” on page 115 – delivers information on the administration of
the Enterprise Library Services components.
1.1 Related documentation

As Enterprise Library Services opens up a wide range of possible scenarios, the
documentation needs are far too complex to fit into one manual. Therefore, take care
to provide yourself with all necessary information, as listed below.
EL100100-GGD-EN-1 Open Text Enterprise Library Services 9

Chapter 1 Introduction
Product The following documentation is available for Open Text Enterprise Library Services
documentation in the Open Text Knowledge Center (https://knowledge.opentext.com/docs):
• Open Text Enterprise Library Services - Installation and Upgrade Guide (EL-IGD)
This manual describes the installation of the Enterprise Library Services
components using the Open Text Installation master setup. Additionally, an
overview of the configuration of Enterprise Library Services is given.
• Open Text Administration Help - Content Services (EL-H-AGD)
This online help gives information on the administration of Enterprise Library
Services using Administration Client.
Most of the tasks presented within this Configuration and Scenario Guide make
use of Administration Client. It is assumed that you know how to administer
Enterprise Library Services. Please consult the Administration Online Help in
any case of doubt.
Programming Besides the detailed description of the Enterprise Library Services API, you can find
reference information on the underlying architecture of Enterprise Library Services in the
Open Text Developer Network (http://otdn.opentext.com/)
Release Notes The Release Notes describe the following aspects in detail:
• The software supported by the product
• Requirements
• Restrictions
• Important dependencies
• Last-minute changes regarding the documentation
• Identification codes of the current documentation
The Release Notes are continually updated. The latest version of the Enterprise
Library Services Release Notes is available in the Open Text Knowledge Center
(https://knowledge.opentext.com/knowledge).
Components The following documentation is available for the respective Enterprise Library
documentation Services component:
Table 1-1: Documentation for Enterprise Library Services components
Component Available documentation

Open Text Archive and Storage Ser- Open Text Archive and Storage Services - Installation
vices Overview (AR-IOV)1
Open Text Archive and Storage Services - Admini-
stration Guide (AR-ACN)
Livelink ECM – Enterprise Server Livelink ECM™ - Enterprise Server - Installation
Guide (LLESCOR-IGD)

1.2 Conventions
Component Available documentation

Open Text Runtime and Core Services Open Text Runtime and Core Services - Installation
Guide (ELCS-IGD)
Open Text Runtime and Core Services - Administra-
tion Guide (ELCS-AGD)
Livelink ECM – Livelink Records Management - Installation and Ad-
Records Manage- ministration Guide (LLESRCM-IGD)
ment Livelink ECM™ - Enterprise Server Records Man-
agement - User's Guide (LLESRCM-UGD)
Livelink ECM – Livelink ECM™ - Enterprise Server Security Clear-
Security Clearance ance - Installation and Administration Guide
(LLESSCL-IGD)
Livelink ECM – Livelink ECM™ - Classifications - Installation Note
Classifications (LLESCLS-IGD)
Administering Classifications (LLESCLS-H-AGD)
Enterprise Livelink ECM – Livelink Directory Services - Installation and Admini-
Server modules Directory Services stration Guide (LLESDIR-IGD)
Livelink ECM – Livelink ECM - Content Archiving for Enterprise
Content Archiving Server - Installation and Configuration Guide (CA-
for Enterprise IGD)
Server
Note: Content Archiving combines the for-
mer Livelink ECM – Archive Storage Pro-
vider and Livelink ECM – Content Move.
Livelink ECM – EL Livelink ECM - Enterprise Library Services - Enter-

Service prise Library Search and Classifications (LLESELS-
AGD)
Open Text Rendition Services - Installation and Ad-
Open Text Rendition Services
ministration Guide (RS-IGD)
Notes:
1. This document is an entry point to all installation and upgrade information on Archive and Storage
Services.
1.2 Conventions
Read the following conventions before you use this documentation.
Typography In general, this documentation uses the following typographical conventions:
• New terms
This format is used to introduce new terms, emphasize particular terms,
concepts, long product names, and to refer to other documentation.
• User interface
This format is used for elements of the graphical user interface (GUI), such as
buttons, names of icons, menu items, names of dialog boxes, and fields.
EL100100-GGD-EN-1 Configuration and Scenario Guide 11

• Filename, command, sample data

This format is used for file names, paths, URLs, and commands in the command
line. It is also used for example data, text to be entered in text boxes, and other
literals.
Note: If a guide provides command line examples, these examples may
contain special or hidden characters in the PDF version of the guide (for
technical reasons). To copy commands to your application or command
line, use the HTML version of the guide.
• Key names
Key names appear in ALL CAPS, for example:
Press CTRL+V.
• <Variable name>
The brackets < > are used to denote a variable or placeholder. Enter the correct
value for your situation, for example: Replace <server_name> with the name of
the relevant server, for example serv01.
Tip: Tips offer information that make your work more efficient or show
alternative ways of performing a task.
Note: Notes provide information that help you avoid problems.
Important
If this important information is ignored, major problems may be
encountered.
Caution
Cautions contain very important information that, if ignored, may cause
irreversible problems. Read this information carefully and follow all
instructions!
Environment The percent signs %...% are used to denote a Microsoft Windows environment
variables variable. You should use the value that is set on your system.
To find the value of all environment variables set on your Windows computer, enter
in a command prompt the command set
To find the value of a particular environment variable set on your Windows
computer, enter in a command prompt the command echo %variable name% (e.g.
echo %TEMP%).
Related topic Wherever applicable, links to related topics are collected in a list at the end of a topic
links rather than placing the links within the text. If the same topic occurs in both
scenarios, only the first scenario is referenced.

1.3 Abbreviations and terms
1.3 Abbreviations and terms

Abbreviations A list of abbreviations used in this documentation is given in the table below.
Abbreviation Term
EL Enterprise Library (short for Enterprise Library Services)
ESC Expert Service Center
KC Open Text Knowledge Center
MMC Microsoft Management Console
RDBMS Relational Database Management System
RSI Record Series Identifier
Naming The following names are used for the different installation scenarios within the
convention documentation. Depending on the existing environment and the scaling
requirements, combinations of the mentioned “servers” on distinct computers are
possible.
Objects within Enterprise Library Services

• Document – Objects that are archived via SAP ArchiveLink (this protocol is not
restricted to SAP systems)
• Item – Objects under control of Retention Management; must not be deleted while
under retention; sometimes also called record
Background:
• “Scenarios overview” on page 27
1.4 Contact information

Open Text Online is a single point of access for the product information provided by
Open Text. Depending on your role, you have access to different scopes of
information (see below for details).
You can access Open Text Online via the Internet at http://online.opentext.com/ or
the support sites at http://support.opentext.com/.
The following information and support sources can be accessed through Open Text
Online:
Knowledge Center
Open Text's corporate extranet and primary site for technical support. It is the
official source for:
• Open Text products and modules.
• Documentation for all Open Text products.

• Open Text Developer Network (OTDN): developer documentation and

programming samples for Open Text products.
• Patches for Open Text products.
The following role-specific information is available:
Partners
• Information on the Open Text Partner Program.
• Programs and support for registered partners.
Business Users
• Tips, help files, and further information from Open Text staff and other users
in one of the Open Text online communities
Administrators/developers
• Downloads and patches
• Documentation
• Product information
• Discussions
• Product previews
Feedback on If you have any comments, questions, or suggestions to improve our
documentation documentation, contact us by e-mail at documentation@opentext.com.

Chapter 2
Enterprise Library Services in detail
Enterprise Library Services is the foundation layer that enables applications to
manage retention schedules and compliance rules for business content consistently
throughout the enterprise. The trusted repository enabled by Enterprise Library
Services is a shared service for all content, allowing applications to set and enforce a
single set of rules for managing and archiving content in a consistent and compliant
manner. It allows organizations to manage content and metadata, regardless of
which solution created the content – integrating with SAP applications, Microsoft
SharePoint, shared file systems, and e-mail servers, as well as the full range of Open
Text offerings.
2.1 Components of Enterprise Library Services

Enterprise Library Services offers a set of Web services to manage the lifetime of
documents. They bring a bunch of new functionality, but also integrate services
delivered by existing products such as Records Management, Enterprise Server, and
Archive and Storage Services.
Archiving and Enterprise Library Services provides metadata and records management
metadata functionality and also provides Archive and Storage Services for secure long-term
functionality
storage and management of content. In addition, audit, search and full-text search
services are included. Access to Enterprise Library Services is achieved through
Metadata and RM Web Services, which also delivers a sophisticated document and
content model. The document model is described in “Document model” on page 19.
Runtime and Runtime and Core Services is a container delivering base functionality for other
Core Services services and connectors to the back-end systems. Runtime and Core Services runs
within a servlet engine. This application server has to be either Apache Tomcat or
SAP NetWeaver CE.
2.2 Enterprise Library Web Services API

The Enterprise Library Web Services Application Interface (API) provides an
interface to certain services. Thus, it makes it possible to create custom applications
by using functions of Enterprise Library Services. The following figure gives an
overview of Enterprise Library Services and the Enterprise Library Web Services
API.

Chapter 2 Enterprise Library Services in detail
Figure 2-1: Enterprise Library Services
The services provide an API to use the functionality of Enterprise Library Services
by custom applications. You find a detailed description of the services in the Open
Text Developer Network (http://otdn.opentext.com).
2.3 Applications
All applications that deal with records or content that have evidence for an
enterprise and are subject to legal regulations can greatly benefit from Enterprise
Library Services. These records cannot be managed as single files on a file server, as
they belong to business processes and often have relations to other records. Access
to those records need to be recorded on a fine granular level (per application) and
their consistency and integrity have to be guaranteed throughout the lifecycle.
Before a business application is able to use Enterprise Library Services, it needs to
register as Enterprise Library application. Therefore, an Enterprise Library
application must be created with the application client or via the application's
administration environment. An Enterprise Library application is characterized by a
unique identifier, a password, and a set of audit interests. The password is used by
the application for authentication. Each Enterprise Library application has a distinct
application space. The application space can be shared with other applications or
can be protected (for example, only the designated application can create new
content).
Audit interests
Applications might have different needs in regards to auditing access requests.
Auditing requirements might span from monitoring almost nothing to nearly
everything. In Enterprise Library Services, there is a list of standard audit events
available, but applications can also define additional events writing their own audit
entries.

2.4 Enterprise Library Services objects and their lifecycle
Audit interests can be configured per application.

Enterprise Library Services audit entries (coming from standard or custom events)
can be queried via a Web GUI and there are also Audit Web Services available
allowing for creating custom audit entries and querying audit data.
Procedure:
• “Creating the application” on page 43
2.4 Enterprise Library Services objects and their

lifecycle
As introduced in “Abbreviations and terms” on page 13, there are generally three
types of objects within Enterprise Library Services – documents, items, and records.
Although the differences between them might seem marginal, it is important to
have them in mind. In general, many of the characteristic details of specific scenarios
come from just these differences.
Documents Document is the generic term for all objects that may be changed, may have a
retention period, may need auditing capabilities, may be deleted by the user (“may
objects”).
Technically, they are archived using SAP ArchiveLink.
Items or records In contrast to documents, the rules for items are much stricter: they must not be
modified, must be under rigorous retention control, must be prevented from being
deleted (except for certain controlled circumstances). Items are pieces of evidence –
or at least might become one.
Technically, these “must objects” are directly controlled by Enterprise Library
Services and protected by the storage hardware or software.
The lifecycle of objects

The steps passed by a typical Enterprise Library Services object – especially an item
– are the following:
1. Creation
The item (document, record) is created by a user or application. It hence has
metadata and classification information and, maybe, content in variants.
Additionally, Enterprise Library Services may create renditions of the item, for
example to archive it in a more reliable format or to extract information
(metadata) from image files via OCR.

2. Lifetime
During the item's (document's, record's) persistence in the system, it may be
subject to a search. Its metadata or status can change.
3. Optional: Hold
If the item (document, record) has to be kept in the system longer than its
retention period affords, it can be put under a hold. This is also possible to
prevent changes maybe otherwise allowed.
4. Deletion
After – and only after – the item's (document's, record's) retention period has
expired, both content and metadata can be deleted.
When installing and configuring Enterprise Library Services, you have to maintain
all of the mentioned aspects.
2.5 Fixed and variable Retention Management

Items (i.e. objects under Retention Management) can have either a fixed or a variable
retention period. Dependent on which, different protection mechanisms and storage
devices have to be used.
Background:
• “Abbreviations and terms” on page 13
• “Enterprise Library Services objects and their lifecycle” on page 17
2.5.1 Fixed retention

An example for an item that has to be subject to fixed Retention Management is an
invoice. Usually, a company has to keep this business-relevant information for a
certain amount of time for legitimate reasons. Afterwards, the invoice should be
deleted to save disk space and to reduce responsibilities. In the meantime, however,
the invoice must be stored securely and must not be changed.
A fixed retention period in detail means the following:
• The retention period is known at creation time (e.g. ten years).
• The retention period must not be changed.
• After the retention, it must be possible to delete the item automatically.
In the context of Enterprise Library Services, a fixed retention period means that the
retention period is propagated to the Archive and Storage Services and the storage
system (storage hardware protection).
Related Topics:
• “Scenario I – Fixed Retention” on page 29

2.6 Creating renditions
2.5.2 Variable retention

An example for an item that has to be subject to variable Retention Management is a
bank account. As the duration of the account is not known, neither is the end of the
retention period. Moreover, the length of the retention may change during the item's
lifecycle.
A variable retention period in detail means the following:
• The retention period is not known at creation time. Thus, it must be possible to
define it during the item's lifecycle.
• When a definite event happens (e.g. closing of the account) the retention period
starts.
• The retention period may be changed – accordant to certain rules only.
• After the retention, it must be possible to delete the item automatically.
In the context of Enterprise Library Services, a variable retention period means that
the retention period is not propagated to Archive and Storage Services and set to
zero on the storage system (software protection). Further, the content is stored as
read-only. Thereby, it cannot be changed anymore.
Related Topics:
• “Scenario II – Variable Retention” on page 77
2.6 Creating renditions

Open Text Rendition Services offers the possibility to generate compliant and secure
variants of almost any source format. For example, you can create a PDF/A
document for every Word file that is archived through Enterprise Library Services.
This can either be done automatically, following rules you specified, or via the Web
service (or the HTTP) interface of Rendition Services. While Rendition Services
provides the integration into Enterprise Library Services, the rendering itself is
performed by third-party software.
Procedure:
• “Creating rendition targets and rules” on page 55
2.7 Document model

In the following, the Enterprise Library Services document model is presented. After
an overview, in particular (folder and item) types and group types are introduced,
which constitute the document model.

2.7.1 Overview
Enterprise Library Services is based on a flexible and powerful document model,
which supports the needs of many applications and lays the foundation for
managing the whole lifecycle of business records. Those records are tagged with
custom metadata using a type system, and the lifecycle is controlled via Records
Management and Retention Series Identifiers (RSI) assigned to the classification and
records, respectively. Access to Enterprise Library Services objects is controlled via
Access Control Lists (ACLs). An ACL entry comprises a list of users and/or groups
as well as permissions.
Metadata Applications are mapping their metadata to the ones managed within Enterprise
Library Services using a document model. Typically, a subset of the metadata
maintained in the original application is replicated to and managed in ELS.
Essentially, everything needed to manage a record until the end of its lifecycle has to
be kept in ELS. Normally, records managed via Enterprise Library Services are not
seen as “dead content” and therefore, metadata is needed for locating and making
them available to applications later on. In many cases, record content gets full-text
indexed providing even richer search and discovery capabilities.
Records Records can be very simple-structured like SAP Outgoing Invoices (just a set of
metadata and a content blob; no versions, no renditions, no language-specifics).
They also can be complex like an instruction manual, which exists in many different
versions and languages, has its own internal structure and has to be stored in more
than one file format.
2.7.2 Folder and item types

Enterprise Library Services provides two types of objects:
Folder types
A folder is a container, which holds items and other folders.
Item types
An item is a container for one or more variants. It holds those metadata (proper-
ties) common to all of its variants.
A variant consists of a set of metadata and optional content data; it is used to
map versions or languages or file formats (renditions) – or any combinations of
these in any order.
Property types The property type defines which properties a folder or item has. Properties may be
and groups grouped into one or more property groups.
Properties are used to describe the business context of records. Example: The main
properties for an instruction manual could be “Model” and “Status”.

2.7 Document model
Figure 2-2: Example of a document model for instruction manuals
Built-in types Item and folder types that are matched to already defined items in Enterprise Server
are marked as Built-in. You do not need to specify these types. Built-in types
represent the common Enterprise Server items (“standard Livelink” objects).
The namespace of built-in types is “dm”. Table 2-1 shows the built-in types in detail.
Table 2-1: Built-in types
Type Description
Item types
dm.Document Standard Livelink Document
dm.Object Standard Livelink Object
Folder types
dm.Folder Standard Livelink Folder
dm.RootFolder Standard Livelink Root Folder

2.7.3 Folders
A folder can contain items or additional folders. A folder is assigned to a folder
type, which specifies a set of metadata.
Properties of folder types

A folder type provides fixed properties which can be enhanced by user defined
property types or property type groups (see “Property types and property group
types” on page 24):
Folder type name
The name of the folder type. It is built from a namespace and the local type
name. The name must include a namespace. Example: com.acme.Invoice
Description
Brief description what the type is about, how it is meant to be used, etc.
Indexing Mode
The metadata of every folder can be indexed for the full text search or not. To
define which entity should be indexed, you can set the Indexing Mode of its type
to the appropriate value. Metadata are all property values and some system data
(i.e. creation date) of a folder.
• Metadata – Metadata will be indexed.
• No indexing – Metadata will not be indexed.
Classification
A primary classification with an RSI lifecycle. Secondary classifications are
optional, see also “The lifecycle of objects” on page 17.
Holds (optional)
If the folder has to be kept in the system longer than its retention period affords,
it can be put under a hold. This is also possible to prevent changes maybe
otherwise allowed (see also ).
ACLs – permissions
Access to Enterprise Library Services objects is controlled via Access Control
Lists (ACLs). An ACL entry comprises a list of users and/or groups as well as
permissions.
Cross references to other folders (optional)
Leads to related folders or items.
2.7.4 Items
An item is assigned to an item type, which specifies a set of metadata (properties).
An item can contain one or more variants with or without content.

2.7 Document model
Properties of item types

An item type provides fixed properties which can be enhanced by user defined
property types or property type groups (see “Property types and property group
types” on page 24). This can be done on item and variant level.
Item type name
The name of the item type. It is built from a namespace and the local type name.
The name must include a namespace. Example: com.acme.Invoice
Description
Brief description what the type is about, how it is meant to be used, etc.
Indexing Mode
Every entity can be indexed for the full text search or not. To define which entity
should be indexed, you can set the Indexing Mode of its type to the appropriate
value. Metadata are all property values and some system data (i.e. creation date)
of an entity. Content is the “document” content, assigned to an item or variant.
The following settings are possible:
• Metadata and content – Metadata and content of all variants will be
indexed.
• Metadata only – Only Metadata will be indexed. Content will be ignored.
• No indexing – Nothing (no Metadata and no content) will be indexed.
Classification
A primary classification with an RSI lifecycle. Secondary classifications are
optional, see also “The lifecycle of objects” on page 17.
Holds (optional)
If the item has to be kept in the system longer than its retention period affords, it
can be put under a hold. This is also possible to prevent changes maybe
otherwise allowed (see also ).
ACLs – permissions
Access to Enterprise Library Services objects is controlled via Access Control
Lists (ACLs). An ACL entry comprises a list of users and/or groups as well as
permissions.
Cross references to other items (optional)
Leads to related items.
Variants
The structure and relation of records is represented by variants. Variants can have
different layout along the three dimensions: version, language, rendition. Any
number and combination of those dimensions can be used (in any order) and an
application might choose to use the one which most closely resembles its model. In
addition, user defined properties can also be added (see “Property types and
property group types” on page 24).
A variant is any combination of Version, Language, Rendition.

Possible V, VR, VL, VRL, VLRL, LR, LV, LRV, LVRR, RL, RV, RLV, RVL
combinations
Version
Versions are structured as <major>.<minor>.<micro>. A micro version is created
when only the metadata of a variant changes. Therefore, all micro versions of a
particular item with same <major> and <minor> numbers share the same content.
Note: It is up to the application to enforce proper usage of
major/minor/micro settings. Enterprise Library Services only provides
some built-in rules to increase version numbers automatically if no
numbers are specified during the creation of a record. However, ELS cannot
decide on its own if, e.g., a new minor or a new major version should be
created. In some cases, the decision is based on a user's choice and the
application has to get it and pass the result to ELS.
Language
If the variant layout contains the dimension “Language”, a language fallback list
can be configured. This list is used when client applications that do not
understand the “Language” dimension accessing ELS (not specifying which
language to fetch). For those clients, the language fallback list defines preferred
languages to be returned.
Rendition
If the variant layout contains the dimension “Rendition”, a rendition fallback list
can be configured. This list is used when client applications that do not
understand the “Rendition” dimension accessing ELS (not specifying which
rendition to fetch). For those clients, the rendition fallback list defines preferred
renditions to be returned.
2.7.5 Property types and property group types

Property types are assigned to item and folder types. This allows the user to enter
additional information (metadata) to an object according to its item or folder type.
Property types can be combined to property group types. Example: “contact data”
could be a property group type that consists of the properties “first name”, “last
name”, “e-mail address” and “phone number”.
Property group Property group types are specified by a unique name and assigned property types.
types
Property types Property types are specified by:

Property type name
Name of the property type.
Data Type
The data type of the property according to the expected value: String, Long
string, Boolean, Integer, Decimal, Date or DateTime.

2.8 Migrating with Livelink ECM – Content Archiving for Enterprise Server
Level
The level defines where the property is assigned to.
• Item Level – The variants cannot have their own property value. The
property value is valid for the item with all its variants.
• Variant Level – There is a property value for every variant.
Required
Is set, if the entry is mandatory.
Searchable
The entry of this property type should be included when searching for an entity
of this item type or folder type. This setting is only relevant if the type has an
indexing mode value“Metadata and content” or “Metadata only”.
Multi value
Is used if the property type may have more than one entry of the defined data
type. If “boolean” is selected as data type, “multi value” cannot be set.
2.8 Migrating with Livelink ECM – Content Archiving

for Enterprise Server
To optimize the use of disk space, for example, it may be reasonable to transfer
content of a certain class to another storage provider. You can achieve this goal by
setting up the Enterprise Server module Content Move. The migration is executed
by Content Move jobs.
Triggering A Content Move job searches for objects that fulfill certain conditions. A condition
Content Move that may lead to the migration of content to another storage tier is the change of the
Records Management status (for example from “active” to “dormant”).
Procedure:
• “Configuring Content Move” on page 103
2.9 Deleting items

Objects that are subject to Retention Management can only be deleted
• through the Metadata and RM Web Services API
• by disposition runs
In any case, the retention period must be over before objects can be deleted. In other
words, the deletion must not be prevented by hardware or software protection.
Background:
• “Fixed and variable Retention Management” on page 18

Procedure:
• “Configuring and running a disposition search” on page 71
• “Configuring the RSI” on page 51

Chapter 3
Scenarios overview
Conventions To avoid misunderstanding in the further reading, please note the terminology
given in “Enterprise Library Services objects and their lifecycle” on page 17.
Upgrade The focus of this guide lies on presenting the configuration of Enterprise Library
Services on systems that are installed “from scratch”. This means, it is assumed that
you want to set up Enterprise Library Services for the first time. If you want to
upgrade an existing installation including components of Enterprise Library
Services, see the respective upgrade guides.
The scenarios presented within this guide are:
“Scenario I – Fixed Retention”
This scenario describes the necessary steps to set up Enterprise Library Services
with a fixed retention period. As an example, invoices are chosen. All other
scenarios for objects that require being safely stored for a known period of time
are also covered, of course.
“Scenario II – Variable Retention”
This scenario depicts the necessary steps to set up Enterprise Library Services
with a variable retention period. As an example, bank accounts are chosen. All
other scenarios for objects that require being safely stored for an unknown
period of time are also covered, of course.

Part 2
Scenario I – Fixed Retention
Part 2 Scenario I – Fixed Retention
This scenario describes the necessary steps to set up Enterprise Library Services with
a fixed retention period. As an example, invoices are chosen. All other scenarios for
objects that require being safely stored for a known period of time are also covered,
of course.

Chapter 4
Scenario overview
Figure 4-1: Lifecycle diagram (fixed retention)
4.1 Defining the document model of the fixed

retention scenario
To keep it simple, only an example of reduced complexity is presented.
Nevertheless, the same steps – though maybe more intensely – are necessary for a
real case.
Our example “invoices” document model consists of the following ingredients:
• An application, from which the invoices are imported, in this case just called ERP
(an SAP system could be an example). The application ID is ERP_inv.
• A folder type, named gen.folder. The folder type has the following subentries
as individual property types:
• Customer names (e.g. ACME, BigCompany, ...)
• Customer addresses
• An item type, named inv.invoices, including five property types – Amount,
DateDescription, Number, and Reference – each with the following attributes:
• Renditions: PDF and text (ASCII)

• Classification: I-01 (Outgoing Invoices)

Chapter 4 Scenario overview
Further on, the Records Management functionality has to be established. In

particular, this means the following:
• Define the classification mentioned above on Enterprise Server.
• The invoices are to be kept for ten years and can be removed afterwards.
Therefore, create an RSI (named INVOICES) with one RSI stage (f01) and the
default action Delete.
• Configure a disposition search (search_10y).
To automatically generate renditions of stored objects, two cross-references have to
be created (els.orig and els.rend) and the rendition target and rules have to be
specified.
Additionally, the underlying architecture has to be provided. In the context of this
guide, it means: Configure the logical archive (e.g. I1) and the storage provider.
Background:
• “Document model” on page 19
4.2 Steps within this scenario

From the outlined document model, the following tasks can be deduced:
1. Specify the codes in Records Management; see “Creating status codes” on
page 35.
2. Define the item and folder types with all their properties; see “Creating folder
and item types” on page 37.
3. Incorporate the leading application into Enterprise Library Services; see
“Creating the application” on page 43.
4. On Archive and Storage Services, define the logical archives on which to store
the items; see “Configuring logical archives” on page 45.
5. Set up rules where to put documents; see “Configuring storage provider and
rules” on page 49.
6. Prepare the RSI stages and the classification settings; see “Configuring the RSI
and the classification” on page 51.
7. Specify if and how renditions are to be created; see “Creating rendition targets
and rules” on page 55.
8. Optionally, put holds on specific items to prevent them from being deleted; see
“Setting a hold” on page 61.
9. Search for certain items; see “Searching for documents” on page 63.
10. Provide read-only access from the Enterprise Server GUI; see “Read-only access
from Enterprise Server” on page 69.

11. Declare which and when items are to be deleted; see “Configuring and running
a disposition search” on page 71.
12. Finally, after running the disposition search, delete the found items; see
“Deleting items” on page 75.

Chapter 5
Creating status codes
Further For details on working with Records Management, see Livelink ECM™ - Enterprise
documentation Server Records Management - User's Guide (LLESRCM-UGD).
What are codes? Codes are used for all records-management related tasks. They serve as a set of tags
for an object defining its current position within the lifecycle. Usually, they consist
of at least three letters indicating the code's meaning.
The following codes have to be maintained for this scenario:
Code tables
Cross Reference
Lets you link two objects.
You have to set up a special cross-reference for Open Text Rendition Services.
This is necessary to connect the original object with its rendition and vice versa.
The cross-reference code for the original object must be els.orig; for the
rendered object it must be els.rend.
Essential Record
Lets you specify options for setting the importance of an object.
In this example, set to YES.
Hold Type
Lets you specify options for hold types (optional).
In this example, set to keep.
Holds for SAP ILM:
If you want Enterprise Library Services to support SAP ILM hold cases, you
have to create the hold type ILM.HOLD. See also Section 4.9 "Configuring
WebDAV Services" in Open Text Enterprise Library Services - Installation and
Upgrade Guide (EL-IGD).
RSI Retention
Lets you specify options for retentions.
In this example, set to INVOICES.
RSI Retention Stage
Lets you specify options for stages that objects can complete.
In this example, set to f01. The Stage Order is set to 1 (of one).

Chapter 5 Creating status codes
RSI Rule
Lets you specify options for rules.
In this example, set to outInv.
RSI Status
Lets you specify options for an RSI status.
In this example, set to ACT.
Status
Lets you specify options for a status.
In this example, set to ACT.
Storage Medium
Lets you specify options for naming the type of storage media available.
In this example, set to HD
Creating codes Follow the procedure below to create all of the mentioned codes consecutively.
To create a code:
1. From the Livelink administration page, from the Enterprise menu, choose
Records Management.
2. On the Records Management page, click the Records Management
Administration link.
3. On the Records Management Administration page, click the Table Maintenance
link.
4. On the Records Management Table Maintenance page, click the link for the
table you want to add a code to.
5. Click a code type on the Add Item menu.
6. Type a code in the Code field.
7. Specify any of the remaining settings.
8. Click the Submit button.
Background:
• “Defining the document model of the fixed retention scenario” on page 31
• “Steps within this scenario” on page 32
• “Accessing the Livelink Administration Page” on page 119

Chapter 6
Creating folder and item types
What are types? As mentioned in “Scenario overview” on page 31, the document model is
represented in Enterprise Library Services by creating folder and item types. In this
scenario, one folder type and one item type have to be created. For the item type,
five property types have to be created.
Types for For the SAP ILM scenario, the item and folder types are created automatically. The
SAP ILM types are ILM.Item and ILM.Folder.
When using the ILM scenario you must ensure that a default classification is
applied. Open Text recommends creating a dedicated classification for ILM
documents.
Note: While ILM documents are under Records Management retention,
Records Management does not perform automatic disposition etc. Instead, the
SAP ILM system is the “master application” and takes care of these activities.
Records Management just protects the documents from being deleted before
the retention date is reached.
As long as there is no default classification set to both ILM types, a warning will be
logged in the rcs.log file.
Background:
• “Working with Administration Client” on page 117
• “Related documentation” on page 9
Procedure:
• “Creating the classification” on page 52
6.1 Create folder type

1. Start Administration Client.
2. In the console tree, log on to the Library Server.
3. Expand Enterprise Library Services and select the Document Model node.

Chapter 6 Creating folder and item types
4. In the action pane, click New Folder Type.

5. In the New Folder Type wizard, specify the following parameters:
Folder type name: Enter gen.folder.
Note: In this example, gen is the namespace.
Description: Optional: Enter an explanation of the folder type.

Indexing Mode: Keep the indexing mode (Metadata).
Click Next.
6. Select Set default classification and click Browse.
Locate and select I-01 (Outgoing Invoices) from the classification tree and click
OK.
7. Click Finish.
Background:
• “Folders” on page 22
6.2 Create item types and properties

First, create the item type.
To create the item type:

3. Expand Enterprise Library Services and select the Document Model node.
4. In the action pane, click New Item Type.
5. In the New Item wizard, specify the following parameters:
Name: Enter inv.invoices.
Note: In this example, inv is the namespace.
Description: Optional: Enter an explanation of the item.

Indexing Mode: Keep the indexing mode (Metadata and content).
Click Next.
6. Select Set default classification and click Browse.
Locate and select I-01 (Outgoing Invoices) from the classification tree and click
OK.

Click Next.
7. On the Variant Layout page, select Rendition and then click Add.
Click Next.
8. On the Rendition Fallback List page, select the MIME types for PDF
(application/pdf), and text (text/plain), and then click Add.
Click Next.
9. On the Summary page, check the settings and click Finish.
Now, you can specify the property types for the item type.
To add the Number property:

1. In the upper portion of the result pane, select the recently created item type
“inv.invoices”.
2. In the action pane, click New Property Type
3. In the New Property Type wizard, specify the following parameters:
Property Enter Number.
type name:
Property Leave empty.
group type
name:
Data Type: Select Integer.
Level: Select Item Level.
Required: Select the box – the invoice number is required for every in-
voice.
Searchable: Select the box to make the invoice number searchable.
Multi value: Do not select the box – only one number per invoice is al-
lowed.
Click Finish.
To add the Date property:

• Repeat the steps 1 to 3, but this time use the following settings:
Property Enter Date.
type name:
group type
name:
Data Type: Select Date.


Required: Select the box – the invoice date is required for every invoice.
Searchable: Select the box to make the invoice date searchable.
Multi value: Do not select the box – only one date per invoice is allowed.
To add the Amount property:

Property Enter Amount.
type name:
group type
name:
Data Type: Select Decimal.
Required: Select the box – the invoice amount is required for every in-
voice.
Searchable: Select the box to make the invoice amount searchable.
Multi value: Do not select the box – only one amount per invoice is al-
lowed.
To add the Reference property:

Property Enter Reference.
type name:
group type
name:
Data Type: Select String.
Required: Leave the box empty – the invoice reference is optional.
Searchable: Select the box to make the invoice reference searchable.
Multi value: Select the box to allow for several references per invoice.
To add the Description property:


Property Enter Description.

type name:
group type
name:
Data Type: Select Long String.
Required: Leave the box empty – the invoice description is optional.
Searchable: Select the box to make the invoice description searchable.
Multi value: Do not select the box – only one description per invoice is al-
lowed.
Background:
• “Items” on page 22
• “Property types and property group types” on page 24

Chapter 7
Creating the application
What are Application means all external systems that deliver content for Enterprise Library
applications? Services. This may be an SAP environment or MS SharePoint, for instance. The
application has to be made known to Enterprise Library Services. Note that this only
defines a logical entity (an application type for Enterprise Library Services), not the
connection between the systems.
ArchiveLink and Signed ArchiveLink connections between external applications and Enterprise
certificates Library Services require that the subject CN of the certificate and the name of the
application for Enterprise Library Services are identical. For details, see Section 4.10
"Configuring Security Settings for Enterprise Library Services" in Open Text
Enterprise Library Services - Installation and Upgrade Guide (EL-IGD).
For details on importing certificates into Archive and Storage Services, see Section 7
"Configuring security settings" in Open Text Archive and Storage Services -
Administration Guide (AR-ACN).
You have to create the application type to be able to use it as a provider of content
for Enterprise Library Services.
To create the application type:

3. Expand Enterprise Library Services and select the Applications node.
4. In the action pane, click New Application
5. On the General page, specify the following parameters:
Application name: Enter ERP_inv as the application's identifier.
In case of using certificates, see the description above.
Description: Optional: Enter a descriptive name of the application,
for example ERP system (invoices).
Active: Keep selected.
Protected: Select the box.

Chapter 7 Creating the application
Delete If selected, the Metadata and RM Web Services API al-

notifications: lows a client application to retrieve information about
deleted (disposed) documents. This is important if a
third-party repository (e.g. SAP) must be synchronized
with Enterprise Library Services.
Password: Enter the password to access the application.
Confirm password: Enter the password again.
Click Next.
6. On the Audit interests page, specify the events to trigger auditing.
Note: Entries starting with “AL” are only relevant for ArchiveLink.
Click Finish.
Background:
• “Applications” on page 16

Chapter 8
Configuring logical archives
Note: Setting up a “real” archiving solution is an elaborate task, which this
guide is not meant to cover entirely. Amongst others, you have to decide which
kind of storage system and pool to use, which security measures to take, and if
and how to set up caching and compression. See the Archive and Storage Ser-
vices documentation for details.
Further For details on configuring archives, see Section 5 "Configuring archives and pools"
documentation in Open Text Archive and Storage Services - Administration Guide (AR-ACN).
Naming convention for archive components

Archive component names must be unique throughout the entire archive
network. No umlauts or special characters must be used for the names of
archive components. This includes names of servers, archives, pools, and
volumes. Open Text recommends using only numerals and standard
international characters when assigning names to archive components.
Archive and pool names together can have a maximum of 31 characters in
length since the Document Service forms an internal pool name of the form
<archive name>_<pool name>, which can have a maximum of 32 characters
in length.
Background:
8.1 Creating the logical archive

What are logical A logical archive defines the logical organization unit. It does not determine where
archives? and the way the content is archived.
In our scenario, all content of the type “invoice” coming from the leading
application ERP goes to the same logical archive.

Chapter 8 Configuring logical archives
To create a logical archive:

2. In the console tree, log on to Archive and Storage Services.
3. Expand Enterprise Library Services > Archiving and Storage Service.
4. Select the Archives > Original Archives node.
5. In the action pane, click New Archive.
6. In the New Archive wizard, enter the archive name and description:
Archive name
Unique name of the new logical archive. Consider the “Naming convention
for archive components” on page 45.
In the case of SAP applications, the archive name consists of two
alphanumeric characters (only uppercase letters and digits).
In our example, enter I1.
Description
Brief, self-explanatory description of the new archive.
7. Click Next and read the information carefully.
8. Click Finish to create the new archive.
8.2 Creating the hard-disk volume

To be able to create a HDSK pool in the next section, first you have to define a hard-
disk volume as a local storage device.
Notes:
• Hard-disk volumes are just one of several possible volume types. It is
included here because of its easy usage.
• Using a hard-disk volume as a local storage device is only recommended
for test purposes. Ensure that the volume is large enough to store your test
documents.
To create a hard-disk volume:

1. Create the volume at the operating system level.
2. In Administration Client, expand Enterprise Library Services > Archiving and
Storage Service.
3. Select the Infrastructure > Disk Volumes node.
4. In the action pane, click New Volume.
5. In the New Disk Volume wizard, specify the following:

8.3 Creating the pool
Volume name
Unique name of the volume.
Mount path
Mount path of the volume in the file system. The mount path is a drive
under Windows and a volume directory under UNIX. Enter a backslash in
front of the root directory if you are using volume letters (e.g. e:\vol2).
Volume class
Select Hard Disk.
6. Click Finish.

What are pools? At least one pool has to belong to each logical archive. A pool points to a certain
type of physical storage devices that are written in the same way.
In our example scenario, only one kind of pool is presented – the HDSK (write-
through) pool.
Notes:
• The HDSK (write-through) pool is just one of several possible pool types. It
is included here because of its easy usage.
• HDSK pools are not intended for use in productive archive systems, but for
test purposes and special requirements.
To create a (HDSK) pool:

2. In the console tree, select the designated archive (I1).
3. In the action pane, click New Pool.
4. In the New Pool wizard, enter a unique, descriptive Pool name. Consider the
“Naming convention for archive components” on page 45.
5. Select Write through (HSDK) and click Next.
6. Click Finish to create the pool.
7. In the top area of the result pane, select the pool and click Attach Volume. A
window with all available hard-disk volumes opens (see “Creating the hard-
disk volume” on page 46).
8. Select the designated disk volume and click OK to attach it.

Chapter 9
Configuring storage provider and rules
Further For details on configuring storage providers for Enterprise Library Services, see
documentation Section 4.4 "Configuring Content Archiving for Enterprise Server" in Open Text
Enterprise Library Services - Installation and Upgrade Guide (EL-IGD). See Section 6
"Archive Storage Provider configuration" in Livelink ECM - Content Archiving for
Enterprise Server - Installation and Configuration Guide (CA-IGD) for further
information.
Assuming you already configured the connection to Archive and Storage Services,
we confine ourselves to exemplifying the setup of the storage provider and its rule.
Related Topics:
• “Creating status codes” on page 35
Background:
9.1 Setting up the storage provider

What are With storage providers, you can add external storage systems to Enterprise Server.
storage For Enterprise Library Services, the external system has to be Archive and Storage
providers?
Services.
To add the storage provider:

3. Expand Enterprise Library Services > Enterprise Services and select the
Storage Providers node.
4. In the action pane, click New Provider to open the New Provider wizard.
5. In the Name field, enter invoices.

Chapter 9 Configuring storage provider and rules
From the Type box, select Enterprise Archive.
Important
Enterprise Library Services supports Enterprise Archive only.
Click Next.
6. From the Logical Archive box, select the logical archive to use with the new
provider (I1).
As we did not configure a Storage Tier, you cannot select any.
To allow the deletion of Archive and Storage Services content when deleting an
invoice, select Delete Documents from Archive.
As Content Move jobs are not needed, keep Allow Content Move Operation
cleared.
Click Next.
7. Click Finish.
9.2 Setting up the rule

What are When an object is added to Enterprise Server, storage rules determine on which
storage rules? storage provider it is stored. Rules are evaluated in order from the top of the list to
the bottom.
To set up the storage rule:

1. Select the Enterprise Services > Storage Providers node.
2. In the action pane, click New Rule
3. On the New Rule page, specify the following:
Description: Optionally, enter a text to describe the rule.
Logical Storage Pro- invoices
vider:
Rule: Enterprise Library Application is '?'
Click Next.
4. From the Value box, select ERP_inv.
Note: If you have selected another rule, this page may look different.
Click Next.
5. Click Finish.

Chapter 10
Configuring the RSI and the classification
Related Topics:
Background:
10.1 Configuring the RSI

Further For details on working with RSIs, see Livelink ECM™ - Enterprise Server Records
documentation Management - User's Guide (LLESRCM-UGD).
What are RSIs? A Record Series Identifier (RSI) defines which actions to take in which order for an
object. Within this scenario, the actions to take are:
1. When the object is created, put it under retention for ten years.
2. After the retention period, allow the deletion of the object.
An RSI with one stage can reproduce the mentioned actions. To implement the RSI,
proceed as follows.
Note: You have to create the code tables beforehand; see “Creating status
codes” on page 35.
To create the RSI:

1. On the Livelink administration page, from the Enterprise menu, choose Records
Management.
2. On the Records Management page, click the RSI link.
3. On the RSI page, from the Add Item menu, click RSI.
4. On the Add RSI page, in the RSI field, type INVOICES as the name for the RSI.
5. In the Status drop-down list, select ACT...ACTIVE.

Chapter 10 Configuring the RSI and the classification
6. Specify any of the remaining settings.

7. Click the Add Item button.
To create the RSI schedule:

Management.
3. On the RSI page, click the Functions icon for the RSI (INVOICES), and then
choose Create Schedule.
4. On the Add RSI Schedule page, click the Classified Objects radio button.
5. From the Stage drop-down list, select f01.
6. In the Rule Type section, click the Calculated Date radio button.
7. Click Continue.
8. On the RSI Schedule – Date to Use page, from the Date To Use drop-down list,
select Create Date.
9. In the Years field, type 10.
10. Click Continue.
11. On the RSI Schedule – Event Conditions page, click Continue.
12. On the RSI Schedule – Action to Perform page, under Default Process, click
the Destroy radio button.
13. Click Add Item.
10.2 Creating the classification

Further For general information on working with classifications, see Livelink Classifications -
documentation Resource Guide (LLESCLS-H-UGD).
For details on administering Enterprise Library Services classifications, see Section
1.3 "Administering Classifications" in Livelink ECM - Enterprise Library Services -
Enterprise Library Search and Classifications (LLESELS-AGD).
One In our simple model, we need only one classification – “I-01 (Outgoing Invoices)”.
classification All documents coming from the example ERP system are classified in such way.
To set the classification:

1. On the Livelink administration page, from the Enterprise menu, choose
Classifications.
2. From the Add Item menu, click RM Classification.
3. Specify (at least) the following settings:

Name: Enter Outgoing Invoices.

Selectable: Select the box.
File Number: Enter I-01 as the file number, i.e. a unique name for the
classification.
Creation Date: Usually, select the current date.
Status: Select ACT.
Status Date: Usually, select the current date.
Essential: Select YES.
Storage Medium: Select HD.
RSI: Type INVOICES or browse for the RSI by clicking Search
RSI's from the Select RSI drop-down box.
4. Click Add.

Chapter 11
Creating rendition targets and rules
What are In the context of Enterprise Library Services, a rendition is a copy of an object's
renditions? content using a special MIME type. For example, a Word document could be
rendered as PDF to archive it securely. Open Text Rendition Services provides
Enterprise Library Services with the ability to create renditions of type PDF, TIFF, or
text (including OCR).
In our scenario, we want to render all invoices of type text/plain to PDF. To set up
Rendition Services for Enterprise Library Services, you have to specify rendition
targets and rendition rules; see the respective section below.
Further For details on configuring Rendition Services, see Section 4 "Administering
documentation Rendition Services" in Open Text Rendition Services - Installation and Administration
Guide (RS-IGD).
Background:
• “Creating renditions” on page 19
11.1 Setting up the rendition target

What are Rendition targets define the mechanism of the rendering: which Rendition Services
rendition profile to use, which MIME type, and other settings.
targets?
Create cross- Before you can create the rendition target, you have to set up a special cross-
reference reference for Rendition Services. This is necessary to connect the original object with
its rendition and vice versa.
The cross-reference code for the original object must be els.orig; for the rendered
object the code must be els.rend.
To set up the rendition target:


Chapter 11 Creating rendition targets and rules
3. Expand Enterprise Library Services and select the Rendition Targets node.
4. In the action pane, click New Rendition Target.
5. On the General page, specify the following:
Target name
Enter a unique name for the new target, e.g. ToPdf
Description
Optional: Enter a description for the target.
Rendition key
The rendition key specifies the target format of the rendition. Rendition keys
must be supported by Rendition Services and they must be defined as MIME
type in Enterprise Library Services to ensure that the rendered content can
be stored.
The rendition key contains at least a MIME type, which defines the target
format of the rendered document. Optionally, there is additional information
(content type) after the MIME type, separated by semicolon. This allows the
creation of several rendition keys of the same MIME type. The rendition is
stored as a new variant of the object with the same version and language and
with the whole specified rendition key.
Notes:
• Syntax of MIME types
The syntax of a MIME type has to be
<type>/<subtype>;<key1>=<value1>;<key2>=<value2>
for example image/tiff or
application/pdf;confidential=true.
• Defining MIME types

You can define rendition keys that are supported by Rendition Services
in the Runtime and Core Services > Configuration > Rendition
Service > renditionService.supportedTargetMimeTypes property.
Please note that the default value contains all the technically
supported rendition MIME types. Changes to the configuration
value are only useful to exclude a specific type from being offered as
a target MIME type.
You can define rendition keys that can be stored in Runtime and
Core Services > Configuration > Elib Service >
elservice.mimeTypes.mimeType<n> properties.
For details on the Runtime and Core Services configuration, see
Open Text Runtime and Core Services - Administration Guide (ELCS-
AGD).
Select the MIME type of the rendition to be created, e.g. application/pdf.

11.2 Setting up the rendition rule
Rendition Services profile

Optional: Specify the profile that must be used by Rendition Services to create
the designated rendition. The profiles must be defined on the Rendition
Services side; see Section 4.5 "Creating and editing a profile" in Open Text
Rendition Services - Installation and Administration Guide (RS-IGD).
Click Next.
6. Optional: On the Parameters page, you can specify key-value pairs that can
control special functions of Rendition Services. These key-value pairs can
replace (overwrite) existing parameters of the used Rendition Services profile.
The parameters are added, if they are not defined in the Rendition Services
profile.
To enter a parameter, click Add. In the Key field, enter the key to specify; in the
Value field, enter the key's value. Click OK.
Note: For details, see the Adlib documentation (“Adlib express XML Job
Ticket User Guide”).
Click Next.
7. Optional: On the Job Ticket Templates page, you can specify a template for job
tickets. The templates are forwarded to Adlib without further processing.
To specify a template, enter the job ticket XML code in the Job Ticket Templates
field.
If you specified a template, select how the parameters are handled: To add the
template to the existing profile, select Merge parameters; to use only the
specified template, select Replace parameters.
Click Finish.
Modifying To modify a rendition target, select it in the result pane and click Properties in the
rendition targets action pane. Proceed in the same way as when creating a rendition target.
Deleting To delete a rendition target, select it in the result pane and click Delete in the action
rendition targets pane. Confirm with OK.
Related Topics:

What are Rendition rules define when and how the renditions are to be created. For example,
rendition rules? you can define that a rendition is created for every Enterprise Library Services object
or only for objects of a certain type, and where to store the renditions.
To set up the rendition rule:


Chapter 11 Creating rendition targets and rules
3. Expand Enterprise Library Services and select the Applications node.

4. In the result pane, select the application for which you want to create the
rendition rule.
5. In the action pane, click New Rendition Rule.
6. On the General page, specify the following:
Rule name
Enter a unique name for the new rule, e.g. Text2Pdf
Mime type
Optional: Select the MIME type of the original variant, e.g.
application/msword. If left blank, all or no MIME types will be rendered.
Note: MIME types are defined in Runtime and Core Services >
Configuration > ELib Service >
elservice.mimeTypes.mimeType<n>.
Item type
Optional: Select the item type of the original variant, e.g. inv.invoices. If left
blank, all or no item types will be rendered.
Select RM classifications
Optional: To restrict the rule to certain classifications, click Add and select a
RM classification. A file browser opens. Select the classification and click OK
to add it. You can add further classifications in the same way. If the rule
includes multiple classifications, the object has to belong to all of them
(logical “AND” relation). To remove a RM classification, select it in the
classification list and click Remove.
In our case, locate and select I-01 (Outgoing Invoices) from the classification
tree and click OK.
RM status
Optional: To restrict the rule to a certain RM status, select the RM status for
the rendition rule (as defined in the primary classification).In our case, keep
<Ignore>.
Mark official
Optional: To restrict the rule to objects marked as official, select True. To
restrict the rule to objects not marked as official, select False. Keep <Ignore>
to render marked and non-marked objects.
Click Next.
7. On the Targets page, keep Select target and select the recently created target
(e.g. ToPdf) below.
If you select No target, no rendition will be created. This may be needed to
exclude certain documents from being rendered: Fro example, if you want to
exclude all invoices from being rendered, you may set up one rule that applies
No target to the MIME type application/pdf and another rule that forces to
“render” all invoice item types to PDF.

Click Finish.
Modifying To modify a rendition rule, select it in the bottom area of the result pane and click
rendition rules Properties in the action pane. Select the General or Targets tab. Proceed in the same
way as when creating a rendition rule.
Disable/Enable Rendition rules are automatically enabled after creation. To disable a rendition rule,
rendition rules select it in the bottom area of the result pane and click Disable in the action pane. A
disabled rule is ignored. Click Enable if you want to activate a disabled rule.
Changing the The conditions of the rules are checked in the same order as the rules are listed in
order of rendition the result pane. The first rule with matching conditions is performed, the following
rules
rules are ignored. To change the order number of a rendition rule, select it in the
bottom area of the result pane and use the arrow buttons in the action pane to move
the rule up or down.
Deleting To delete a rendition rule, select it in the bottom area of the result pane and click
rendition rules Delete in the action pane. Confirm with OK.
Procedure:

Chapter 12
Setting a hold
What are holds? With assigning a hold to an object, you can prevent the object from being deleted or
moved. Creating and assigning holds are optional tasks, which are included for the
sake of completeness.
Assigning a hold can be necessary if an invoice has to be kept although its retention
period has ended, for example for judicial reasons.
First, you have to create the hold. Afterwards, you can assign it to any object.
Holds for SAP ILM:
If you want Enterprise Library Services to support SAP ILM hold cases, you
have to create the hold type ILM.HOLD. See also Section 4.9 "Configuring
WebDAV Services" in Open Text Enterprise Library Services - Installation and
Upgrade Guide (EL-IGD).
To create a hold:
Management.
2. On the Records Management page, click the Hold Maintenance link.
3. On the Hold Maintenance page, from the Add Item menu, select Hold.
4. On the Add: Hold page, enter the following:
Hold Name: Enter a name for the hold.
Date Applied: Specify the start date of the hold.
Hold Type: Select keep.
Date to Suspend: Specify the end date of the hold (optional).
To assign a hold to an object:

1. From the object's functions menu, select Properties > Holds.
2. On the Holds tab of the object's Properties page, in the Apply: Hold drop-down
list, click Search Holds.
3. On the Search Holds page, type a hold name in the Search Hold Name for field,
and then click the Search button.

Chapter 12 Setting a hold
4. Click the Select link for a hold.
Related Topics:
Background:

Chapter 13
Searching for documents
Further For details on administering the Enterprise Library Services search, see Livelink ECM
documentation - Enterprise Library Services - Enterprise Library Search and Classifications (LLESELS-
AGD).
For general information on using the search functionality, see Livelink User Online
Help - Enterprise Library Search (LLESELS-H-UGD).
Background:
13.1 Creating the Enterprise Library index

What are The Enterprise Library index is a catalog of all the data from Enterprise Library
Enterprise objects that are managed by Enterprise Library Services. During the installation and
Library indexes?
initial setup of Enterprise Library Search, the Create New Enterprise Library Data
Source page automatically appears and prompts you to create the Enterprise Library
data source. By creating the data source, the Enterprise Library and Enterprise
Library [All Variants] slices are generated. At this time, the processes that generate
the Enterprise Library index and keep it up-to-date are initialized.
Note: When adding new types, you can specify the indexing mode (Metadata
and content, Metadata only, or No indexing) for each item or folder type; see
“Creating folder and item types” on page 37.
If you did not create the Enterprise Library data source during installation, or if you
want to create an additional data source for an additional application, you can
automatically generate it. In this case, Enterprise Server generates all the system
objects required to create the Enterprise Library index in a single step.
To add Enterprise Library data sources:

1. On the Livelink administration page, from the Search Administration section,
click Open the System Object Volume.
2. From the Add Item menu, choose Enterprise Library Data Source.

Chapter 13 Searching for documents
3. Specify the following:

Processes Prefix
Unique identifier for all the Enterprise Library objects associated with this
indexing data flow. This identifier is the display name for objects associated
with this index on the System Object Volume page and for the index's search
slice in the Scope list on the Livelink Search page.
Extract for Volume
Choose the volume to index.
Partitions
Specify the number of partitions into which you want the index divided.
Port
Type a value representing the series of port numbers on which you want the
processes that are associated with this data source to listen. The number of
consecutive port numbers that will be used depends on the number of parti-
tions that you specify in the Partitions field. Creating an Enterprise Library
index requires eight port numbers, and each partition requires four addi-
tional port numbers. Valid values range from 1025 to 65530.
Default port number for Enterprise Library Services: 8600.
Important
• The port number and the consecutive port numbers must not be
used by third-party applications, another data sources on your
system, or other Open Text applications running on the same
system.
• The port numbers must be available on all selected hosts.
Producer Information – Host

Select the Livelink Admin server on whose host you want the Enterprise
Library Extractor processes to run.
Producer Information – Write Base Directory
Type the absolute path of the directory where you want the Enterprise
Library Extractor process to write data. You must choose a directory on a
drive on the primary Enterprise Library Services host.
Default: <Livelink_home>/index/library
Intermediate and Consumer Information – Host
Select the Livelink Admin server on whose host you want the Document
Conversion and Update Distributor processes to run.
Default: Livelink Admin server on the primary Enterprise Library Services
host.
Intermediate and Consumer Information – Read Base Directory
Type the absolute path of the directory where you want the Document
Conversion process to read data. Specify the directory path as it is
mapped/mounted on the host of the Livelink Admin server on which the

13.2 Creating Enterprise Library search slices
Document Conversion process runs.

Intermediate and Consumer Information – Write Base Directory
Type the absolute path of the directory where you want the Document Con-
version process to write converted data. Specify the directory path as it is
mapped/mounted on the host of the Livelink Admin server on which the
Document Conversion process runs.
Important
Open Text strongly recommends that you choose a directory on a
local drive of the Livelink Admin server host running the Document
Conversion process.
4. To start the data flow processes as soon as they are created, select the Start
Processes in Data Flow check box.
5. Click Create Processes.
6. Restart Enterprise Library Services and Tomcat.
7. If you deployed Enterprise Library Services as a WAR file, redeploy the WAR
file.
8. On the Data Flow Creation Status page, click Continue.

What are search Two Enterprise Library slices are created automatically when you create an
slices? Enterprise Library data source – Enterprise Library and Enterprise Library [All
Variants].
The Enterprise Library slice restricts searches to the default variant “Enterprise
Library objects”. The Enterprise Library [All Variants] slice restricts searches to all
Enterprise Library variants of an object.
The names of available search slices are displayed in the Scope list on the Livelink
Search page and in the drop-down list in the search bar at the top of most Enterprise
Server pages. To create a slice that will search Enterprise Library objects, the slice
must be based on an Enterprise Library slice, or a query that specified an Enterprise
Library slice in its scope. Searches on Enterprise slices will not return Enterprise
Library objects.
For more information about slices, see Section 1.11.4 "Creating Slices" in Livelink
Admin Online Help - Index and Search Administration (LLESWBS-H-AGD)
When you create custom slices, they inherit permissions from the Slice folder. You
can create custom search slices from
• Enterprise Library slices or

Chapter 13 Searching for documents
• Enterprise Library queries
To create a slice from Enterprise Library slices:

1. From the Tools menu, choose Search.
2. On the Livelink Search page, in the Look For drop-down list, click All Words.
3. In the Full Text section, type * in the field.
4. In the Advanced Options section, click the Scope link to view the slices that are
available at your Enterprise Server site.
5. Hold down CTRL, and click the names of the Enterprise Library slices you want
in the list.
6. Click Search.
7. Click Save Your Search.
8. On the Add: Query page, type a unique name for the slice in the Name field.
9. Type a text in the Description field to provide a description of the slice on the
General tab of its Properties page.
10. Click the Edit button to modify the categories and attributes associated with this
item.
11. Click Browse Livelink, browse to the Livelink System Folder, and click the
Select link in the Actions column of the Slice Folder.
12. Click Add.
Create slice from You create a search slice from a query when you want to apply queries to the set of
query data defined by the search criteria in the slice.
To create a slice from Enterprise Library queries:

1. From the Tools menu, choose Search.
2. On the Livelink Search page, specify the search criteria.
Note: You must click the Scope link in the Advanced Options section and
select an Enterprise Library slice.
Tip: You can also specify your search criteria and Enterprise Library slice
on the search bar.
3. Click Search.
4. Click Save Your Search.
5. On the Add: Query page, in the Name field, type a unique name for the slice.
6. Type a text in the Description field to provide a description of the slice on the
General tab of its Properties page.

7. Click Edit to modify the categories and attributes associated with this item.
8. Click Browse Livelink, browse to the Livelink System Folder, and click the
Select link in the Actions column of the Slice Folder.
9. Click Add.

Chapter 14
Read-only access from Enterprise Server
What is read- You can access objects archived in Enterprise Library Services from the Enterprise
only access from Server Web GUI. The objects are handled similar to other Enterprise Server objects.
Enterprise
Server? However, you cannot change or delete EL objects from within Enterprise Server –
regardless of the retention settings.
The folder structure within Enterprise Server reflects the implemented document
model one-to-one. Hence, you can navigate through all of the Enterprise Library
Services content as usual.
See the Enterprise Server Online Help for general information on working with the
Web GUI.
To access EL objects from Enterprise Server:

1. On the Livelink administration page, from the Enterprise Library
Administration section, click Open the Enterprise Library Volumes.
2. On the Enterprise Library Volumes page, open any of the displayed volumes by
clicking its link.
3. Navigate through the Enterprise Server Web GUI as usual.
Displaying The properties of Enterprise Library Services objects can be viewed in Livelink.
properties
To display an object's properties:

1. Navigate to the corresponding Enterprise Library Volume as indicated above.
2. From the object's functions menu, select Properties > Categories.
Displaying When a variant is created in Enterprise Library Services, but no content is attached,
information on the entries in the function menu's General tab show “Not available”. This happens
variants
because the information in these fields is derived from the content. To display the
corresponding information for the variant, do the following:
To display information on variants:

1. Navigate to the corresponding Enterprise Library Volume as indicated above.
2. From the object's function menu, select Properties > Variants.

Chapter 14 Read-only access from Enterprise Server
3. In the File name column, open the function menu for the variant you are
interested in.
4. Select Properties > General.
Background:

Chapter 15
Configuring and running a disposition search
What are With a disposition search, you can find all objects in Enterprise Library Services that
disposition match the criteria defined in the corresponding RSI. Subsequently, it is possible to
searches?
process the found objects according to the RSI, for example change their statuses.
Advanced disposition search settings:
In addition to the configuration mentioned below, you can make use of more
advanced features:
• You can create disposition groups to combine several disposition searches.
• You can schedule disposition searches.
See the documentation for details.
Further For details on working with disposition searches, see Section 3.4 "Managing
documentation Disposition And Accession Searches" in Getting Started with Livelink Records
Management - Livelink Records Management (LLESRCM-H-UGD).
To define the disposition search:

Management.
2. On the Records Management page, click the Dispositions link.
3. On the Dispositions page, from the Add Item menu, select Disposition Search.
4. On the Add: Disposition Search page, in the Name field, type search_10y as the
name for the new disposition search.
5. Click Add.
6. From the new disposition's functions menu, select Properties > Specific.
7. From the Stage list, select f01.
Keep the Maximum Retention box cleared.
8. You can run the disposition search manually (e.g. for testing) or specify a
schedule to periodically run the search.
Do one of the following:
• In the Date Specifications section, select Manual (Select Date Range).

Chapter 15 Configuring and running a disposition search
In the To drop-down lists, select the current date.

Alternatively, select the date range to be searched for.
• In the Date Specifications section, select Scheduled.
Clear Deactivate to activate the schedule.
Set the Effective Date, the Schedule Recurrence, and the Time of Day to
run the search.
Use the Floating Date Range settings to specify the range to be searched for
relative to the scheduled date.
Check your settings by clicking the View link.
9. In the Search Criteria section, in the RSI field, type the name of the RSI to use
(INVOICES).
Alternatively, click Select RSI... > Search RSI's and select the RSI in the
displayed window.
10. From Default Process, select Destroy.
Note: You have to select the same default process as in the RSI.
11. In the Object Type list, select (at least) Enterprise Library Item.
Note: If you do not restrict the search to specific object types, it will return
classified objects by default.
12. Only select Auto Process Search Results if you want to apply the selected
process without further interaction.
13. Keep the other settings and click Update.
Start disposition Now you can start the disposition search. However, this only makes sense after the
search creation of objects within Enterprise Library Services.
Important
Running a disposition search does not perform any action on the found
objects.
(Exception: Auto Process Search Results is selected.)
To start the disposition search:

1. From the new disposition's functions menu, select Start Search.
2. To see if any objects were found, change the refresh interval from Do not re-
fresh to a different value. After the corresponding time, the view is refreshed.
Stop disposition The disposition search does not terminate by default. Instead, you have to stop it
search manually.

To stop the disposition search:
• From the new disposition's functions menu, select Stop.
Background:

Chapter 16
Deleting items
What does Objects, which are not subject to retention management, can be removed. In some
deleting mean? cases, they shall be removed. In terms of disposition management, this means to
systematically search for these objects and delete them altogether.
The deletion can either be automatic or require manual confirmation, depending on
the selection of Auto Process Search Results.
Note: Enterprise Library objects can only be deleted through disposition
searches or through the Metadata and RM Web Services API.
To delete objects using a disposition search:

1. Configure and run the disposition search (see the chapter before).
2. When the search is finished (and if results were returned), from the functions
menu of the disposition, select View All Results.
3. On the Disposition Results page, select the Process check box for each object you
want to process.
4. Click Perform Action this page and confirm your decision.
Related Topics:
Background:
• “Deleting items” on page 25

Part 3
Scenario II – Variable Retention
Part 3 Scenario II – Variable Retention
This scenario depicts the necessary steps to set up Enterprise Library Services with a
variable retention period. As an example, bank accounts are chosen. All other
scenarios for objects that require being safely stored for an unknown period of time
are also covered, of course.

Chapter 17
Scenario overview
Figure 17-1: Lifecycle diagram (variable retention)
17.1 Defining the document model of the variable

retention scenario
To keep it simple, only an example of reduced complexity is presented.
Nevertheless, the same steps – though maybe more intensely – are necessary for a
real case.
Our example “bank accounts” document model consists of the following
ingredients:
• An application, from which the invoices are imported. The application ID is
BankAccounts.
• A folder type, named gen.folder. The folder type has the subentry
customerName as individual property type.
• An item type, named acc.accounts, including the following property types:

• Balance, the current amount of the account
• CloseDate, the date the account was closed
• Number, the unique number associated with the account
• OpenDate, the date the account was opened
• Type, the account type being either “giro” or “depot”. These two kinds of
Type can be represented by a Boolean property type.
• LastName, the surname of the customer

Chapter 17 Scenario overview
• FirstName, the forename of the customer
All types have the following attributes:

• Renditions: PDF and text (ASCII)
• Classification: A-01 (BankAccounts)
Further on, the Records Management functionality has to be established. In
particular, this means the following:
• We have to define the classification mentioned above on Enterprise Server.
• The customers close their bank accounts at an indefinite time. In our model,
closed accounts are to be moved to another storage tier. From then on, they have
to be kept for three years and can be removed afterwards. Therefore, we have to
create an RSI (named ACCOUNTS) with two RSI stages (v01, f02) with different
actions to be performed.
For v01, the corresponding action is event-based (closing of the account) and
causes the RM status to be changed to closed.
For f02, the default action is Delete.
• We have to configure two disposition searches (search_v01 for the first stage,
search_f02 for the second stage).
• To transfer closed items from the first to the second storage tier, we have to set
up Content Move.
Additionally, the underlying architecture has to be provided. In the context of this
guide, it means: We have to configure the logical archive (e.g. accounts), two
storage tiers (OnlineData, OfflineData), and the storage provider.
Background:

From the outlined document model, the following tasks can be deduced:
1. Specify the codes in Records Management; see “Creating status codes” on
page 83.
2. Define the item and folder types with all their properties; see “Creating folder
and item types” on page 85.
3. Incorporate the leading application into Enterprise Library Services; see
“Creating the application” on page 89.
4. On Archive and Storage Services, define the logical archives and storage tiers on
which to store the items; see “Configuring logical archives and storage tiers” on
page 91.

5. Set up rules where to put documents; see “Configuring storage providers and
rules” on page 95.
6. Prepare the RSI stages and the classification settings; see “Configuring the RSIs
and the classification” on page 99.
7. Define the Content Move jobs to transfer closed accounts to another storage tier;
see “Configuring Content Move” on page 103.
8. Optionally, put holds on specific items to prevent them from being deleted; see
9. Search for certain items; see “Searching for items” on page 107.
10. Provide read-only access from the Enterprise Server GUI; see “Read-only access
from Enterprise Server” on page 109.
11. Declare which and when items are to be deleted; see “Configuring and running
a disposition search” on page 111.
12. Finally, after running the disposition search, delete the found items; see
“Deleting items” on page 113.

Chapter 18
Creating status codes
What are codes? Codes are used for all records-management related tasks. They serve as a set of tags
for an object defining its current position within the lifecycle. Usually, they consist
of at least three letters indicating the code's meaning.
Compared to the first scenario, the following codes have different values in this
scenario (see “Creating status codes” on page 35 for the other codes):
Code tables
RSI Retention
In this example, set to ACCOUNTS
RSI Retention Stage
In this example, we need two codes: v01, with the Stage Order set to 1;
f02, with the Stage Order set to 2
RSI Rule
In this example, set to AccountsOpen
RSI Status
In this example, set to ACT
Status
In this example, we need two codes: OPN (open) and CLO (closed).
Creating codes Follow the procedure “To create a code:” on page 36 to create all of the mentioned
codes consecutively.
Background:
• “Defining the document model of the variable retention scenario” on
page 79

Chapter 19
Creating folder and item types
What are types? As mentioned in “Scenario overview” on page 79, the document model is
represented in Enterprise Library Services by creating folder and item types. In this
scenario, one folder type and one item type have to be created. For the folder type,
one property type has to be created and for the item type, seven property types have
to be created.
Types for For the SAP ILM scenario, the item and folder types are created automatically. The
SAP ILM types are ILM.Item and ILM.Folder.
When using the ILM scenario you must ensure that a default classification is
applied. Open Text recommends creating a dedicated classification for ILM
documents.
Note: While ILM documents are under Records Management retention,
Records Management does not perform automatic disposition etc. Instead, the
SAP ILM system is the “master application” and takes care of these activities.
Records Management just protects the documents from being deleted before
the retention date is reached.
As long as there is no default classification set to both ILM types, a warning will be
logged in the rcs.log file.
Background:
page 79
Procedure:
• “Creating the classification” on page 101
19.1 Create folder type

• Follow the procedure of the first scenario (“Create folder type” on page 37), but
this time, use the following settings:

Name: Enter gen.folder.

Description: Optional: Enter an explanation of the folder.
Indexing Mode: Keep the indexing mode (Metadata).
Default Classification: A-01 (Bank Accounts)
Background:
• “Folders” on page 22

First, create the item type.
To create the item type:

• Follow the procedure of the first scenario (“Create item types and properties”
on page 38), but this time, use the following settings:
Name: Enter acc.accounts.
Note: In this example, acc is the namespace.
Description: Optional: Enter an explanation of the item.

Indexing Mode: Keep the indexing mode (Metadata and content).
Default Classification: A-01 (Bank Accounts)
Variant Layout: Rendition and Language
Rendition Fallback Optionally, enter the MIME types to be used as a
List, Language Fall- default value if only the item ID is specified.
back List:
Now, you can specify the property types for the item type.
To add the properties:

• Follow the procedures of the first scenario (“Create item types and properties”
on page 38), but this time, use the following settings:
Name Group Data Level Required Searchable Multi
Type value
FirstName Leave String Item Select Select Do not
empty Level select
LastName Leave String Item Select Select Do not
empty Level select

Name Group Data Level Required Searchable Multi

Type value
Type Leave Boolean1 Item Select Do not select Do not
empty Level select
Number Leave Integer Item Select Select Do not
empty Level select
OpenDate Leave Date Item Select Select Do not
empty Level select
CloseDate Leave Date Item Do not select Select Do not
empty Level select
Balance Leave Decimal Item Do not select Do not select Do not
empty Level select
Notes:
1. If set to Boolean, e.g. 0 means giro, 1 means depot.
Background:
• “Items” on page 22
• “Property types and property group types” on page 24

Chapter 20
Creating the application
What are Application means all external systems that deliver content for Enterprise Library
applications? Services. This may be an SAP environment or MS SharePoint, for instance. The
application has to be made known to Enterprise Library Services. Note that this only
defines a logical entity (an application type for Enterprise Library Services), not the
connection between the systems.
ArchiveLink and Signed ArchiveLink connections between external applications and Enterprise
certificates Library Services require that the subject CN of the certificate and the name of the
application for Enterprise Library Services are identical. For details, see Section 4.10
"Configuring Security Settings for Enterprise Library Services" in Open Text
Enterprise Library Services - Installation and Upgrade Guide (EL-IGD).
For details on importing certificates into Archive and Storage Services, see Section 7
"Configuring security settings" in Open Text Archive and Storage Services -
Administration Guide (AR-ACN).
To create the application type:

• Follow the procedure of the first scenario (“To create the application type:” on
page 43), but this time use the following settings:
Application name: Enter bank_account as the application's identifier.
Description: Optional: Enter a descriptive name of the application,
for example Accounting system.
Active: Keep selected.
Protected: Select the box.
Delete If selected, the Metadata and RM Web Services API al-
notifications: lows a client application to retrieve information about
deleted (disposed) documents. This is important if a
third-party repository (e.g. SAP) must be synchronized
with Enterprise Library Services.
Password: Enter the password to access the application.
Confirm password: Enter the password again.

Chapter 20 Creating the application
Background:
• “Applications” on page 16
page 79

Chapter 21
Configuring logical archives and storage tiers
Note: Setting up a “real” archiving solution is an elaborate task, which this
guide is not meant to cover entirely. Amongst others, you have to decide which
kind of storage system and pool to use, which security measures to take, and if
and how to set up caching and compression. See the Archive and Storage Ser-
vices documentation for details.
Further For details on configuring archives, see Section 5 "Configuring archives and pools"
documentation in Open Text Archive and Storage Services - Administration Guide (AR-ACN).
Background:
page 79
21.1 Creating the storage tiers

What are Storage tiers designate different types of storage. Pools can be assigned with storage
storage tiers? tiers and thus with storage devices. Applications can use storage tiers to move
certain kinds of content to a certain storage device.
To create the storage tiers:

3. Expand the Enterprise Library Services > Archive and Storage Services >
System node and select Storage Tiers.
4. In the action pane, click New Storage Tier.
5. On the General page, enter OnlineData as the Name (and a short description of
the storage tier).
6. Click Finish.
7. Repeat the steps 4 to 6, but this time enter OfflineData as the Name for the
storage tier.

Chapter 21 Configuring logical archives and storage tiers
21.2 Creating the logical archive

What are logical A logical archive defines the logical organization unit. It does not determine where
archives? and the way the content is archived.
In our scenario, all content of the type “bank account” coming from the leading
application goes to the same logical archive.
To create a logical archive:

3. Expand Enterprise Library Services > Archiving and Storage Service.
5. In the action pane, click New Archive.
6. In the New Archive wizard, enter the archive name and description:
Archive name
Unique name of the new logical archive. Consider the “Naming convention
for archive components” on page 45.
In our example, enter accounts.
Description
Brief, self-explanatory description of the new archive.
7. Click Next and read the information carefully.
8. Click Finish to create the new archive.
21.3 Creating the hard-disk volume

To be able to create a HDSK pool in the next section, first you have to define a hard-
disk volume as a local storage device.
Note: Using a hard-disk volume as a local storage device is only recommended
for test purposes. Ensure that the volume is large enough to store your test
documents.
To create a hard-disk volume:

• The steps are identical to those of the first scenario; see “Creating the hard-disk
volume” on page 46.

What are pools? At least one pool has to belong to each logical archive. A pool points to a certain
type of physical storage devices that are written in the same way.

In our example scenario, only one kind of pool is presented – the HDSK (write-
through) pool.
Note: HDSK pools are not intended for use in productive archive systems, but
for test purposes and special requirements.
To create a (HDSK) pool:

• Except for selecting the logical archive created in “Creating the logical archive”
on page 92, the steps are identical to those of the first scenario; see “Creating the
pool” on page 47.

Chapter 22
Configuring storage providers and rules
Further For details on configuring storage providers and rules, see Section 4.4 "Configuring
documentation Content Archiving for Enterprise Server" in Open Text Enterprise Library Services -
Installation and Upgrade Guide (EL-IGD) and Section 6 "Archive Storage Provider
configuration" in Livelink ECM - Content Archiving for Enterprise Server - Installation
and Configuration Guide (CA-IGD).
Assuming you already configured the connection to Archive and Storage Services,
we confine ourselves to exemplifying the setup of the two storage providers and
their rules.
Background:
page 79
22.1 Setting up the storage providers

What are With storage providers, you can add external storage systems to Enterprise Server.
storage For Enterprise Library Services, the external system has to be Archive and Storage
providers?
Services.
To add the storage providers:

3. Expand Enterprise Library Services > Enterprise Services and select the
Storage Providers node.
4. In the action pane, click New Provider to open the New Provider wizard.
5. In the Name field, enter accountsOpen.
From the Type box, select Enterprise Archive.
Click Next.

Chapter 22 Configuring storage providers and rules
6. From the Logical Archive box, select the logical archive to use with the new
provider (accounts).
As the Storage Tier, select OnlineData.
To allow the deletion of Archive and Storage Services content when deleting an
account, select Delete Documents from Archive.
As Content Move jobs are needed, select Allow Content Move Operation.
Click Next.
7. Click Finish.
8. Repeat the steps 4 to 7, but this time use the following settings:
Name: accountsClosed
Type: Enterprise Archive

Logical Archive: accounts
Storage Tier: OfflineData

Delete Documents from Archive: Select
Allow Content Move Operation: Select
22.2 Setting up the rules

What are When an object is added to Enterprise Server, storage rules determine on which
storage rules? storage provider it is stored. Rules are evaluated in order from the top of the list to
the bottom.
Complex rule This scenario requires two rules. The second rule has two input values – “Enterprise
Library Type” and “RM Status”. As this is a complex rule, we cannot use
Administration Client, but have to configure the rule on the Livelink administration
page.
To set up the first rule:

• Follow the procedure of the first scenario (“To set up the storage rule:” on
page 50) to set up the first rule, but this time use the following settings:
Logical Storage Provider: accountsOpen
Rule: Enterprise Library Application is '?'

Value: BankAccounts
To set up the second rule:

1. On the Livelink administration page, from the Storage Provider Settings
section, click Configure Storage Rules.

22.2 Setting up the rules
2. On the Configure Storage Rules page, click the button.

Note on already existing rules:
If there are already other rules configured, click the button where the
new rule is to appear. You can sort the rules later using the and
buttons.
Take care that the new rule does not conflict with the others.
3. From Rule, select And '?'.
4. Within the Value area, from the inner Rule list, select Enterprise Library Type
is '?'.
5. From Enterprise Library Type, select acc.accounts.
6. Click the lower button.
7. Within the Value area, from the inner Rule list, select RM Status...
8. From the inner Value list, select CLO...CLOSED.
9. From Logical Storage Provider, select accountsClosed.
10. Click the button.
11. Click Submit.

Chapter 23
Configuring the RSIs and the classification
Background:
page 79
23.1 Configuring the RSIs

Further For details on working with RSIs, see Livelink ECM™ - Enterprise Server Records
documentation Management - User's Guide (LLESRCM-UGD).
What are RSIs? A Record Series Identifier (RSI) defines which actions to take in which order for an
object. Within this scenario, the actions to take are:
1. When the object's status changes from “open” to “closed”, put it under retention
for two years and change the storage provider from “accountsOpen” to
“accountsClosed”.
2. After the retention period, allow the deletion of the object.
An RSI with two stages can reproduce the mentioned actions. To implement the RSI,
proceed as follows.
Note: You have to create the code tables beforehand; see “Creating status
codes” on page 83.
To create the RSI:

• Follow the procedure of the first scenario (“To create the RSI:” on page 51), but
this time, use the following settings:
RSI: ACCOUNTS
Status: OPN
Under Disposition Control: Keep cleared.

Chapter 23 Configuring the RSIs and the classification
To create the RSI schedule:

Management.
3. On the RSI page, click the Functions icon for the RSI (ACCOUNTS), and then
choose Create Schedule.
4. On the Add RSI Schedule page, click the Classified Objects radio button.
5. From the Stage drop-down list, select v01.
6. In the Rule Type section, click the Event based radio button.
7. Click Continue.
8. On the RSI Schedule – Event Conditions page, from the Property drop-down
list, select Status.
9. In the Status field, select OPN.
10. Click Continue.
11. On the RSI Schedule – Action To Perform page, from Default Process, click the
Update Storage Provider radio button.
From the New Status drop-down list, select CLO.
12. Click Add Item.
Stage: f02
Rule Type: Calculated Date
14. On the RSI Schedule – Date to Use page, from the Date To Use drop-down list,
select Status Date.
15. In the Years field, type 2.
16. Click Continue.
17. On the RSI Schedule – Event Conditions page, from the Property drop-down
list, select Status.
18. In the Status field, select CLO.
19. Click Continue.
20. On the RSI Schedule – Action To Perform page, from Default Process, click the
Destroy radio button.
From the New Status drop-down list, select CLO.
21. Click Add Item.


Further For general information on working with classifications, see Livelink Classifications -
documentation Resource Guide (LLESCLS-H-UGD).
For details on administering Enterprise Library Services classifications, see Section
1.3 "Administering Classifications" in Livelink ECM - Enterprise Library Services -
Enterprise Library Search and Classifications (LLESELS-AGD).
One In our simple model, we need only one classification – “A-01 (Bank Accounts)”. All
classification documents coming from the example system are classified in such way.
To set the classification:

1. On the Livelink administration page, from the Enterprise menu, choose
Classifications.
2. From the Add Item menu, click RM Classification.
3. Specify (at least) the following settings:
Name: Enter A-01 (Bank Accounts).
Selectable: Select the box.
File Number: Enter the file number, i.e. a unique name for the
classification.
Note: The file number can consist of any characters.
Creation Date: Usually, select the current date.

Status: Select OPN.
Status Date: Usually, select the current date.
Essential: Select YES.
Storage Medium: Select HD.
RSI: Type ACCOUNTS or browse for the RSI by clicking Search
RSI's from the Select RSI drop-down box.
4. Click Add.

Chapter 24
Configuring Content Move
Further For details on configuring Content Move jobs, see Section 5 "Content Move
documentation configuration" in Livelink ECM - Content Archiving for Enterprise Server - Installation
and Configuration Guide (CA-IGD).
What are With the Enterprise Server module Content Move you can physically transfer
Content Move content stored on one storage provider to another. To do so, you schedule Content
jobs?
Move jobs.
In our example scenario, all closed accounts are to be moved to another storage tier.
To define the Content Move job:

1. On the Livelink administration page, from the Content Move - Configuration
section, click Configure Move Jobs.
2. Click Add Content Move Job.
3. On the Add: Content Move Job page, specify the following:
Name: Enter a name for the job, e.g. fast2slow.
Condition: Select Requested Nodes.
“Requested Nodes” means that Records Management defines
which objects to move in this case.
Recurrence: If you want to run the job periodically, select this box and spec-
ify the dates and times.
Scheduling: Set the start date and time of the job and its duration.
Enabled: Select this box.
(If you do not select it, the job cannot be performed).
Testing job If you want to test the created Content Move job before actually executing it,
proceed as follows.
To simulate the Content Move job:

1. From the Content Move job's functions menu, select Simulate Job.
2. Click the job's link to display the Properties > Specific page.

Chapter 24 Configuring Content Move
3. In the Status and Statistics section, check the results of the simulation.
Start job In addition to the schedule of a job, you can also start it manually.
To start the Content Move job:

• From the Content Move job's functions menu, select Start Job.
Stop job If you want to cancel a job's execution, proceed as follows.
To stop the Content Move job:

• From the Content Move job's functions menu, select Cancel Job.
Background:
page 79
• “Migrating with Livelink ECM – Content Archiving for Enterprise Server”
on page 25

Chapter 25
Setting a hold
What are holds? With assigning a hold to an object, you can prevent the object from being deleted or
moved. Creating and assigning holds are optional tasks, which are included for the
sake of completeness.
This can be necessary if an account has been closed but must not be transferred to
the other storage tier, for example for technical reasons.
First, you have to create the hold. Afterwards, you can assign it to any object.
The procedures for both actions are identical to those of the first scenario; see
Background:
page 79

Chapter 26
Searching for items
Further For details on administering the Enterprise Library Services search, see Livelink ECM
documentation - Enterprise Library Services - Enterprise Library Search and Classifications (LLESELS-
AGD).
For general information on using the search functionality, see Livelink User Online
Help - Enterprise Library Search (LLESELS-H-UGD).
The configuration for the search functionality is identical to the first scenario; see
“Creating the Enterprise Library index” on page 63 and “Creating Enterprise
Library search slices” on page 65.
Background:
page 79

Chapter 27
Read-only access from Enterprise Server
What is read- You can access objects archived in Enterprise Library Services from the Enterprise
only access from Server Web GUI. The objects are handled similar to other Enterprise Server objects.
Enterprise
Server? However, you cannot change or delete EL objects from within Enterprise Server –
regardless of the retention settings.
The folder structure within Enterprise Server reflects the implemented document
model one-to-one. Hence, you can navigate through all of the Enterprise Library
Services content as usual.
See the Enterprise Server Online Help for general information on working with the
Web GUI.
To access EL objects from Enterprise Server:

1. On the Livelink administration page, from the Enterprise Library
Administration section, click Open the Enterprise Library Volumes.
2. On the Enterprise Library Volumes page, open any of the displayed volumes by
clicking its link.
3. Navigate through the Enterprise Server Web GUI as usual.
See also the notes on displaying properties in “Read-only access from Enterprise
Server” on page 69.
Background:
page 79

Chapter 28
Configuring and running a disposition search
What are With a disposition search, you can find all objects in Enterprise Library Services that
disposition match the criteria defined in the corresponding RSI. Subsequently, it is possible to
searches?
process the found objects according to the RSI, for example change their statuses.
Advanced disposition search settings:
In addition to the configuration mentioned below, you can make use of more
advanced features:
• You can create disposition groups to combine several disposition searches.
• You can schedule disposition searches.
See the documentation for details.
To define the two disposition searches:

Management.
2. On the Records Management page, click the Disposition link.
3. On the Dispositions page, from the Add Item menu, select Disposition Search.
4. On the Add: Disposition Search page, in the Name field, type search_v01 as the
name for the new disposition search.
5. Click Add.
6. From the new disposition's functions menu, select Properties > Specific.
7. From the Stage list, select v01.
Keep Maximum Retention cleared.
8. In the Date Specifications section, select Manual (Select Date Range).
In the To drop-down lists, select the current date.
Alternatively, select the date until which to be searched.

Chapter 28 Configuring and running a disposition search
9. In the Search Criteria section, in the RSI field, type the name of the RSI to use
(ACCOUNTS).
Alternatively, click Select RSI... > Search RSI's and select the RSI in the
displayed window.
10. From Default Process, select Destroy.
11. Keep the other settings and click Update.
Name: search_f02
Stage: f01
Default Process: Update Storage Provider > New Status: CLO
Start disposition Now you can start the disposition searches. However, this only makes sense after
searches the creation of objects within Enterprise Library Services.
Important
Running a disposition search does not perform any action on the found
objects.
(Exception: Auto Process Search Results is selected.)
To start the disposition search:

1. From the new disposition's functions menu, select Start Search.
2. To see if any objects were found, change the refresh interval from Do not re-
fresh to a different value. After the corresponding time, the view is refreshed.
Stop disposition The disposition searches do not terminate by default. Instead, you have to stop them
searches manually.
To stop the disposition search:

• From the new disposition's functions menu, select Stop.
Background:
page 79

Chapter 29
Deleting items
What does Objects, which are not subject to retention management, can be removed. In some
deleting mean? cases, they shall be removed. In terms of disposition management, this means to
systematically search for these objects and delete them altogether.
The deletion can either be automatic or require manual confirmation, depending on
the selection of Auto Process Search Results.
Note: Enterprise Library objects can only be deleted through disposition
searches or through the Metadata and RM Web Services API.
To delete objects using a disposition search:

1. Configure and run the disposition search (see the chapter before).
2. When the search is finished (and if results were returned), from the functions
menu of the disposition, select View All Results.
3. On the Disposition Results page, select the Process check box for each object you
want to process.
4. Click Perform Action this page and confirm your decision.
Related Topics:
Background:
page 79

Part 4
Appendix
Chapter 30
Administration clients for Enterprise Library
Services
In the following section “Working with Administration Client”, the basic
functionality of Administration Client is presented. Administration Client is used
for most of the configuration and administration tasks of Enterprise Library
Services, for example.
Parts of the administration are done inside a Web browser, in particular Enterprise
Server-related tasks. See “Accessing the Livelink Administration Page” on page 119
for information on how to start the administration of Enterprise Server and its
modules.
30.1 Working with Administration Client

Administration Client is used to configure and administer Enterprise Library
Services installed on different operating systems. Administration Client itself is
based on Microsoft Management Console (MMC), and can only be installed on
Windows systems. As you can connect to any system with Administration Client,
you need one Windows installation for administering Enterprise Library Services –
even if completely UNIX-based.
To start Administration Client:

• Click Start > All Programs > Open Text > Open Text Administration.

Chapter 30 Administration clients for Enterprise Library Services
Administration Client Terminology
Figure 30-1: Administration Client overview
Console tree The Administration Client window is vertically divided into three major parts. The
left-hand part – the console tree – shows the available configuration objects (also
called nodes), like Archiving and Storage and Libraries.
Result pane The middle part – the result pane – is horizontally divided into a top and a bottom
area. Depending on the selected object in the console tree, the corresponding results
and information are displayed. Clicking an entry in the top area leads to the display
of corresponding details in the bottom area.
Note: Some fields allow multiline entries (e.g. descriptions). If these entries are
displayed in single-line list views, the character is used to indicate the end of
a line (carriage return). Final carriage returns at the end of descriptions are not
displayed.
Action pane The right-hand part – the action pane – contains all available actions that can be
performed on the selected object or result. Actions to be performed on objects are
shown in the upper, actions to be performed on results in the lower half.
Right mouse If you right-click an object or result in the result pane, a context menu opens. The
button menu provides the same actions as shown in the action pane. Thus, you get a fast
access to according functions.
Refresh If settings are changed or jobs are run, a refresh of all parts of the administration can
be enforced manually. This ensures that the current status of the system is
displayed. To enforce a refresh, click Refresh in the action pane.

30.2 Accessibility of Administration Client
Getting help As you can extensively customize Administration Client, only the default look is
described. To get further information on Administration Client or a selected object,
open the online help at any time by pressing F1.
Note: For general help on Microsoft Management Console (MMC), press F1
and select Microsoft Management Console in the contents tab to open the
corresponding online help.
30.2 Accessibility of Administration Client

The accessibility of Administration Client corresponds to the description in the
Online Help of Microsoft Management Console (MMC; see section “Accessibility for
MMC”).
Note: Administration Client is not started in author mode, thus not all
described keyboard shortcuts are available.
30.3 Accessing the Livelink Administration Page

The Livelink administration page is the starting point for most tasks you perform as
a Livelink administrator. The administration pages have a separate password, which
is encrypted and stored in the opentext.ini file. This password is set at when you
first configure Livelink, but it can be changed at any time.
Note: The Livelink administration page is also often referred to as the Admin
Home page or the Admin Index page.
The pages of the Livelink administration interface are intentionally not accessible
from the end-user interface. Users who have system administration privileges need
the URL for the Livelink administration page and the password to access the
administration pages.
Note that the password for the Admin user is different from the administration
password. By default, the password for the Admin user is livelink, but you should
reset this immediately.
Note: If you click a link on an administration page that requires you to work
with the system's data, you will be prompted to enter the Admin user's
password for these pages.
To access the Livelink administration page:

1. Go to the following URL:
<protocol>://<server>:<port>/<URL_prefix>/livelink.exe?func=admin
.index
where <protocol> is either http or https, <server> is the name of the Web host,
<port> is the port on which your Web server listens, and <URL_prefix> is the
URL prefix mapped to the <Livelink home>/cgi folder of the new version of
Livelink.

Chapter 30 Administration clients for Enterprise Library Services
Tip: If you are working on a Windows host, you can also access this page
by doing the following: Click Start, point to Programs, point to the
program folder name that was entered for Livelink (default is Livelink),
and then click Livelink Administration.
2. On the Livelink Administrator log-in page, type the Livelink administrator
password in the Password field, and then click the Log-in button.
Tips:
• At the bottom of most administration pages is the Admin Home link, which
returns you to the main Livelink administration page.
• Click Show As Tabs in the upper right side of the page to show the entries
per group only.
For further information, consult the Enterprise Server and module documentation.

Glossary
Administration Client
Administration Client is a snap-in for Microsoft Management Console (MMC).
As an administrator, you can use it to administer the majority of all Enterprise
Library Services functionality.
See also: Microsoft Management Console (MMC).
ArchiveLink
See: SAP ArchiveLink
Disposition Management
Objects that are subject to Disposition Management can be deleted at any time,
especially using a “disposition run”.
See also: Retention Management.
Document
A (Enterprise Library Services) document is any object that is archived via SAP
ArchiveLink. Documents are no subject to Retention Management.
See also: Item, Record, ArchiveLink.
Item
An (Enterprise Library Services) item is any object that is under Retention
Management.
See also: Document, Record.
Livelink Classifications
Livelink Classifications places Livelink items, such as documents, e-mails, or
HTML pages, into a hierarchical structure of classification trees. Classification
trees provide an alternative way to organize, manage, and browse Livelink
items.

Glossary
Livelink ECM – Records Management

Records Management is an optional module for Livelink ECM – Enterprise
Server that – in combination with Livelink Classifications – adds the ability to
apply records management classifications to objects in the Enterprise Server
repository.
See also: Livelink Classifications.
Microsoft Management Console (MMC)

Microsoft Management Console (MMC) is a component of modern Microsoft
Windows operating systems that provides system administrators with a flexible
interface through which they may configure and monitor the system.
For details, see http://msdn2.microsoft.com/en-us/library/ms692740.aspx.
See also: Administration Client.
MIME type
A file identification based on the MIME encoding system; de facto standard for
identifying Web content. The MIME Content Type consists of a type and subtype
separated by a slash; for example, text/plain and image/gif.
Object
Most general term for everything that Enterprise Library Services can deal with.
An (Enterprise Library Services) object is either a Document, an Item, or a record.
OCR
See: Optical Character Recognition (OCR)
Open Text Rendition Services

Rendition Services provides rendering functionality for Enterprise Library
Services objects but can also be used independently to generate reliable variants
from a multitude of source formats. Possible output formats are: PDF, PDF/A,
TIFF, and text.
Optical Character Recognition (OCR)

In general the mechanical or electronic translation of images of handwritten,
typewritten, or printed text (usually captured by a scanner) into machine-
editable text. In the context of Enterprise Library Services, you can use Open
Text Rendition Services to extract text from generated renditions. (OCR
functionality is provided by third-party software.)
See also: Rendition Services.
Record
An (Enterprise Library Services) record is any object that is under Records
Management. Records are a special kind of items.

Glossary
See also: Item, Document, Livelink ECM – Records Management.
Record Series Identifier (RSI)

A method for applying retention and disposal information to electronic records.
RSI schedules are used to define the lifecycle sequence of the object.
Rendition Services
See: Open Text Rendition Services
Retention Management
Items, i.e. objects that are subject to Retention Management, cannot be modified
or deleted before the retention period is over. The retention period can be fixed
(hardware protection) or variable (software protection).
See also: Document, Object, Record, Disposition Management.
RSI
See: Record Series Identifier (RSI)
SAP ArchiveLink
Additionally to Web Services, Enterprise Library Services have a SAP
ArchiveLink interface built in. ArchiveLink is the standard interface for
document archiving from SAP software and is defined by SAP as a HTTP based
protocol interface. For a more detailed description of ArchiveLink, refer to
http://help.sap.com/printdocu/core/Print46c/de/data/pdf/BCSRVARL/BCS
RVARL.pdf.
Variant
Enterprise Library Services objects consist of the metadata describing (aspects of)
the content and the content itself. Depending on the variant layout, different
representations of the content are possible – versions, renditions, or languages.
For example, the English and the German version of a text can be two variants of
the same object.
See also: Variant layout.
Variant layout
The variant layout defines a virtual hierarchy of version, language, and rendition
(MIME type) representations. Each Enterprise Library Services object can have
up to three levels. Each Enterprise Library Services object must have at least one
variant layout.

Index
Running jobs 103
Conventions
Conventions in this documentation 11
Logical archives 45
A Names 13
Abbreviations 13 Creating application 43, 89
Accessibility 119 Cross-reference
Action pane 118 Rendition Services 55
Admin Home page
See “Livelink administration page” D
Admin Index page Defining
See “Livelink administration page” MIME types 55
Administration Client 117 Deleting items 75, 113
Getting help 119 Diagram
Overview 117, 118 Enterprise Library Services 16
Terminology 117 Disposition Management 121
Administration Client 121 Disposition search 71, 111
Administration clients Configuring 71, 111
Livelink modules 119 Running 71, 111
Administration page dm.Document 21
See “Livelink administration page” dm.Folder 21
API 15 dm.Object 21
Application dm.RootFolder 21
Creating 43, 89 Document 121
Applications 16 Document model 19
ArchiveLink 121 Fixed retention 31
Audit interests 16 Folder types 20
Folders 22
B Item types 20
Built-in types 21 Items 22
Overview 20
C Property group types 24
Classification 52, 101 Property types 24
Code tables 35 Schema 21
Console tree 118 Variable retention 79
Contact information 13 Variants 22
Content Archiving 25 Documentation
Content Move 103 Enterprise Library Services components
Configuring jobs 103 10

Index
Programming reference 10 Lifecycle diagram

Related 9 Fixed retention 31
Variable retention 79
E Livelink administration page 119
Enterprise Library Services Livelink Classifications 121
Diagram 16 Livelink ECM – Records Management 122
Functionality 15 Logical archives 45, 92
Enterprise Library Services components Naming convention 45
Documentation 10
Enterprise Server M
Read-only access 69, 109 Microsoft Management Console (MMC)
Environment variable 12 122
Migrating content 25
F MIME type 122
Feedback 14 MIME types
Fixed retention 18, 30 Defining 55
Document model 31 Storing 55
Lifecycle diagram 31 Supported 55
Scenario overview 31 Syntax 55
Setup tasks 32 MMC
Folder type 37, 85 Introduction 117
Functionality 15
N
H Naming conventions 13, 45
Hardware protection 18
HDSK pools 47, 92 O
Hold 61, 105 Object 122
Objects
I Lifecycle 17
ILM.Folder 37, 85 OCR 122
ILM.Item 37, 85 Online help
Installation Accessibility 119
General procedure 27 Open Text Online 13
Item 121 Open Text Rendition Services 122
Item types 38, 86 Optical Character Recognition (OCR) 122
Items Overview 15
Lifecycle 17 Functionality 15
J P
Job ticket templates 57 Pools 47, 92
Jobs HDSK 47, 92
Content Archiving 25 Programming reference 10
Content Move 103 Property types 38, 86
L R
Lifecycle 17 Read-only access 69, 109
Items 17 Record 122
Objects 17 Record Series Identifier 51, 99

Index
Record Series Identifier (RSI) 123 Starting

Refreshing (Administration Client) 118 Administration Client 117
Related documentation 9 Livelink administration page 119
Release Notes 10 Status codes 35, 83
Rendition key 56 Storage
Syntax 55 Hardware protection 18
Rendition Services Software protection 19
Cross-reference 55 Storage providers 49, 95
Rendition Services 123 Storage tiers 91
Rendition Services profile 57 Syntax
Renditions 19, 55 MIME types 55
Rules 57 Rendition key 55
Targets 55
Result pane 118 T
Retention Tasks
Fixed 18 Fixed retention 32
Variable 19 Variable retention 80
Retention Management 123 Terminology
Right mouse button (Administration Client) Administration Client 117
118 Types
RSI 123 SAP ILM 37, 85
(See also “Record Series Identifier”) Typography 11
creating 51, 99
Creating schedule 52, 100 V
Rules 49, 95 Variable retention 19
Runtime and Core Services 15 Document model 79
Lifecycle diagram 79
S Scenario overview 79
SAP ArchiveLink 123 Setup tasks 80
SAP ILM Variant 123
ILM.Folder 37, 85 Variant layout 123
ILM.Item 37, 85 Volumes 46, 92
Types 37, 85
Scenario overview W
Bank accounts 79 Web Services API 15
Fixed retention 31 Write-through pools 47, 92
Invoices 31
Scenarios
Fixed retention 30
Schema
Document model 21
Searching 63, 107
Setup tasks
Fixed retention 32
Software protection 19
Standard Livelink items 21

OpenText Enterprise Library Services 10.1.0 Configuration and Scenario Guide

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Open Text® Enterprise Library Services

Configuration and Scenario Guide

This guide gives an introduction to overall concepts of Open Text

Copyright © by Open Text Corporation

Part 1 General information 7

2 Enterprise Library Services in detail...................................... 15

3 Scenarios overview ................................................................. 27

Part 2 Scenario I – Fixed Retention 29

4 Scenario overview ................................................................... 31

EL100100-GGD-EN-1 Open Text Enterprise Library Services iii

5 Creating status codes .............................................................35

7 Creating the application ..........................................................43

9 Configuring storage provider and rules.................................49

10 Configuring the RSI and the classification ............................51

11 Creating rendition targets and rules.......................................55

12 Setting a hold ...........................................................................61

14 Read-only access from Enterprise Server .............................69

Part 3 Scenario II – Variable Retention 77

17 Scenario overview ...................................................................79

18 Creating status codes .............................................................83

iv Open Text Enterprise Library Services EL100100-GGD-EN-1

19.2 Create item types and properties........................................................... 86

20 Creating the application.......................................................... 89

22 Configuring storage providers and rules .............................. 95

23 Configuring the RSIs and the classification .......................... 99

24 Configuring Content Move.................................................... 103

Part 4 Appendix 115

30 Administration clients for Enterprise Library Services ...... 117

GLS Glossary 121

IDX Index 125

EL100100-GGD-EN-1 Configuration and Scenario Guide v

8 Open Text Enterprise Library Services EL100100-GGD-EN-1

The following list gives a short overview of this guide:

1.1 Related documentation

EL100100-GGD-EN-1 Open Text Enterprise Library Services 9

Table 1-1: Documentation for Enterprise Library Services components

Component Available documentation

10 Open Text Enterprise Library Services EL100100-GGD-EN-1

Component Available documentation

Livelink ECM – EL Livelink ECM - Enterprise Library Services - Enter-

EL100100-GGD-EN-1 Configuration and Scenario Guide 11

• Filename, command, sample data

12 Open Text Enterprise Library Services EL100100-GGD-EN-1

1.3 Abbreviations and terms

Objects within Enterprise Library Services

1.4 Contact information

EL100100-GGD-EN-1 Configuration and Scenario Guide 13

• Open Text Developer Network (OTDN): developer documentation and

14 Open Text Enterprise Library Services EL100100-GGD-EN-1

2.1 Components of Enterprise Library Services

2.2 Enterprise Library Web Services API

EL100100-GGD-EN-1 Open Text Enterprise Library Services 15

Figure 2-1: Enterprise Library Services

16 Open Text Enterprise Library Services EL100100-GGD-EN-1

Audit interests can be configured per application.

2.4 Enterprise Library Services objects and their

The lifecycle of objects

EL100100-GGD-EN-1 Configuration and Scenario Guide 17

2.5 Fixed and variable Retention Management

2.5.1 Fixed retention

18 Open Text Enterprise Library Services EL100100-GGD-EN-1

2.5.2 Variable retention

2.6 Creating renditions