Ektron DMS400 Manual

Ektron DMS400
Manual
Version 1.1, Revision 2
Includes:
Setup Section
Administration Section
Users Section
Ektron® Inc.
5 Northern Blvd., Suite 6
Amherst, NH 03031
Tel: +1 603-594-0249
Fax: +1 603-594-0258
Email: sales@ektron.com
http://www.ektron.com
Copyright 2005 Ektron®, Inc. All rights reserved.
EKTRON is a registered trademark of Ektron, Inc.
Version 1.1, Revision 2, June 13, 2005
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Copyright 1999 - 2005 Ektron, Inc. All rights reserved.
LA10031, Revision 1.5
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Table of Contents
What’s New In This Manual ................................................1
Ektron DMS400 Setup .................................................... 2
Introduction .............................................................................................. 2
License Keys .......................................................................3
License Key Format ................................................................................. 3
Inserting the License Key......................................................................... 4
Replacing License Key after Installation............................................ 4
License Key Check .................................................................................. 4
Domains in which You Can Use the License Key .................................... 4
More Information...................................................................................... 5
Installing Ektron DMS400 ...................................................6
System Requirements.............................................................................. 6
Server Requirements......................................................................... 6
Client Requirements .......................................................................... 7
Performing the Install ......................................................... 8
Files Used to Perform the Install .............................................................. 8
Running Ektron DMS400 Server Setup ................................................... 8
Adding a User Account.................................................................... 19
Web Folders Setup for Microsoft Windows Server 2003 ....................... 21
Client Setup ........................................................................................... 23
Installing on a non-NTFS Server or Client ............................................. 25
The ASP.NET User Account............................................................ 27
Installed Folders and Files ..................................................................... 27
The EKT_ASSET_USER................................................................. 31
Registering Add Ons in Ektron DMS400 .........................32
Registration is Initiated from Asset Management Server ................ 33
Registration is Initiated from Content Management Server ............. 35
RegisterServer API Definition.......................................................... 35
Integrator ID Number....................................................................... 36
HTTP Get Page Call Format ........................................................... 36
Registration Packet Format ............................................................. 37
Global Connection Information ........................................................ 37
Information for Each Add On ........................................................... 37
Troubleshooting ................................................................38
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Setting Up the Indexing Service............................................................. 39
Installing the Acrobat PDF iFilter ........................................................... 48
Symptom ......................................................................................... 48
Cause .............................................................................................. 48
Resolution........................................................................................ 48
Disabling the System Indexing Service.................................................. 49
Symptom ......................................................................................... 49
Cause .............................................................................................. 50
Resolution........................................................................................ 50
Turning on the Asset Indexing Service .................................................. 52
Using Microsoft Windows Server 2003 as a Client ................................ 53
Symptom ......................................................................................... 53
Resolution........................................................................................ 53
Ektron DMS400 Administration................................... 55
Introduction ............................................................................................ 55
AssetManagement.Config ................................................56
Introduction ............................................................................................ 56
The AssetManagement.Config File........................................................ 56
Allowing File Types ................................................................................ 58
Steps to Add or Remove a File Type ............................................... 58
Setting the View Type ............................................................................ 59
Steps to Change Automatic Preview Setting ................................... 61
Asset Management Server Registration .........................62
AMS Server Registration ....................................................................... 62
Steps to Setup a New AMS Server Connection .............................. 62
Managing AMS Server Connections ............................................... 63
Updating Registration Information ................................................... 64
Register with an Asset Management Server (AMS) ........................ 64
Update Registration with an AMS that has a New Address ............ 65
Unregistering an Asset Management Server................................... 65
Reregistering an AMS that has been Unregistered ......................... 66
PDF Generation .................................................................68
Introduction ............................................................................................ 68
PDF Conversion Process....................................................................... 68
Local PDF Generation ........................................................................... 69
Setting Up a Local PDF Generator.................................................. 70
Enabling or Disabling PDF Generation .................................................. 76
Designating a Folder to Generate PDFs Automatically.......................... 77
Using Ektron DMS400 .................................................. 79
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Introduction ............................................................................................ 79
Using the Asset Management System ............................80
Supported Types of Assets .................................................................... 81
Security .................................................................................................. 83
Working with Office Documents ............................................................. 83
Notes on Working with Office Documents ....................................... 84
Creating a New Office Document .................................................... 84
Editing a Document’s Properties ..................................................... 87
Save, Check in, and Publish............................................................ 88
Importing One Office Document into the AMS ................................ 89
Importing Several Office Documents into the AMS ......................... 92
Importing Files Individually vs. Several at Once.............................. 94
The Work Offline Option .................................................................. 94
Editing an Office Document............................................................. 95
Working with Managed Files .................................................................. 97
Creating a New Managed File ......................................................... 97
Importing One Managed File ........................................................... 98
Importing Several Managed Files.................................................. 100
Editing a Managed File.................................................................. 102
Importing Files via Drag and Drop ....................................................... 104
Steps to Adding Files via Drag and Drop....................................... 105
Drag and Drop File Uploading Vs. the Add Content Buttons......... 106
Asset Workflow .................................................................................... 107
Viewing AMS Assets within the CMS................................................... 107
Deleting an AMS Asset ........................................................................ 107
Approving AMS Assets ........................................................................ 108
Adding Assets to Collections and Menus............................................. 108
Asset Reports ...................................................................................... 108
Using the CMS/AMS Search................................................................ 109
Additional Information ....................................................110
Supporting Documents .........................................................................110
Support .................................................................................................110
Sales .....................................................................................................110
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What’s New In This Manual
Wh at’s New In This Manu al
In this Ektron DMS400 manual, Version 1.1, you will find the
following new information:
• The installing Ektron DMS400 section has been reworked to
match the new Install procedure. See ”Installing Ektron
DMS400” on page 6.
• PDF Generation - You can have your Office documents
converted to PDF by Ektron, Inc. or locally on your own
network. See ”PDF Generation” on page 68.
• Drag and Drop support for uploading files - you can now
upload Office and Managed files via drag and drop. See
”Importing Files via Drag and Drop” on page 104.
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1
Ektron DMS400 Setup
Introduction
This section of the manual is dedicated to setting up Ektron
DMS400. It includes the following chapters:
• "License Keys," on page 3
• "Installing Ektron DMS400," on page 6
• "Registering Add Ons in Ektron DMS400," on page 32
• "Troubleshooting," on page 38
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License Keys
License Keys
Ektron controls the use of Ektron DMS400 through a license key, a
unique code assigned to your Ektron DMS400. Your license key is
included as an attached .txt file to the email that Ektron sends
when you request or purchase Ektron DMS400.
Typically, the AssetManagement.config file in the webroot/
AssetManagement folder stores the license key.
License Key Format
A license key consists of the following components:
• base URL of the server that communicates with Ektron DMS400
(domain name, computer network name, or IP address)
• descriptor tags
• a question mark
• a series of numbers
• a hyphen
• one or two digits signifying release number
For example:
<Licenses>
<License>yourdomain(exp-2005-04-30)(DMS)(users-10)?nnnnnnnnnnnnnnnnnnnnnnnnnnn-10</License>
<License>yourdomain(exp-2005-04-30)(UNK)(users-10)?nnnnnnnnnnnnnnnnnnnnnnnnnnn-10</License>
</Licenses>
Where the n’s appear above, you see digits.
Note that license keys cannot contain spaces or line breaks.
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License Keys
Inserting the License Key
If you download the executable (.exe) file, you are prompted to
enter a license key during installation.
WARNING!
If you install a test version of E k t ro n D M S 4 0 0 , and later purchase it, Ektron
sends you email with license keys for the purchased product. When you receive
new license keys, replace the old keys with new ones. If you do not, when the test
license key expires, users cannot access E k tr o n D M S 4 00 .
Replacing License Key after Installation
Sometimes, you need to change a license key after installation.
For example, you made a mistake when copying it into the license
dialog screen of the installation.
If you need to change the license key after installation, navigate to
your Web root directory. Within that, open
assetmanagement.config and insert the correct license key within
the <License> elements.
License Key Check
When you access Ektron DMS400, it uses a Web service to check
the license key(s) against the domain where your CMS is located.
• If the URL of any valid license key matches the URL of the
CMS server making the call, the DMS400 works.
• If no valid license key is found for the URL of the CMS server
making the call, the DMS400 is disabled.
Domains in which You Can Use the License Key
The license key is assigned to the base URL of your CMS, which is
typically your domain name. For example, if your domain name is
www.mycompany.com, the license key follows this pattern:
www.mycompany.com?1234567890. The key also works with
mycompany.com, that is, without the www.
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License Keys
Each domain name requires its own license key. For example, to
support the domain names, www.mycompany.com,
sales.mycompany.com and support.mycompany.com, you need
three license keys.
More Information
Additional information about licenses is available on Ektron’s web
site at the following address:
http://www.ektron.com/products.aspx?id=1143
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5
Installing Ektron DMS400
Installin g Ektron DMS400
System Requirements
Before you install Ektron DMS400, make sure your system meets
the requirements.
WARNING!
It is important to make sure your Microsoft® Windows® Server 2003 is updated
with the latest fixes from Microsoft, before installing E k t ro n D M S 4 0 0 .
Server Requirements
Component
Requirements
Recommended hardware
configuration
•
•
Microsoft® Windows® Server 2003
•
•
•
1 GB RAM or higher
•
•
Microsoft Windows Server 2003 (recommended)
Web application server
•
Microsoft ASP .NET Framework 1.1
Web server
•
Microsoft IIS 4.0 or higher
Operating System
Intel® Pentium Hyper-Threaded or Intel® XeonTM processor
Processor (with 800MHz Bus)
RAID Array for hard drives
MS SQL Server (If you are using an Ektron CMS, install on a
separate server.)
Microsoft Windows 2000/XP Professional
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Installing Ektron DMS400
Client Requirements
Component
Requirements
Operating System
•
Any IBM-PC compatible system. suggested: 166 MHz or faster
with at least 64MB RAM
For issues when using Microsoft Windows Server 2003 as a client,
see ”Using Microsoft Windows Server 2003 as a Client” on page 53.
Browser for Editing or Viewing
•
Microsoft Internet Explorer 5.0 or higher
•
•
Netscape 7 (IE 5.0 or later must also be installed)
Mozilla FireFox 1.0
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Installing Ektron DMS400
Performing the Install
This section explains how to setup Ektron DMS400 on servers and
clients. It includes the following topics:
• ”Files Used to Perform the Install” on page 8
• ”Running Ektron DMS400 Server Setup” on page 8
• ”Web Folders Setup for Microsoft Windows Server 2003” on
page 21
• ”Installing on a non-NTFS Server or Client” on page 25
• ”Installed Folders and Files” on page 27
Files Used to Perform the Install
The table below explains the files that are available to install Ektron
DMS400.
File
Description
dms400.exe
Installs the E k t r o n D M S 40 0 server files, sets up permissions for
folders, and creates a connection to your CMS. It can also launch the
client installation file (dms400client.exe), if that option is chosen
during the install.
Running Ektron DMS400 Server Setup
You can install Ektron DMS400 on the server that hosts your Ektron
CMS400.NET or on a separate server.
WARNING!
If your server has antivirus software and its script blocking feature is enabled, you
must disable script blocking before installing E k t ro n D M S 4 0 0 .
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Installing Ektron DMS400
Best Practices
Ektron recommends Installing the E kt r o n D M S 4 00 on a separate
server for the following reasons:
•
•
•
Step
The size of the data files are typically large
You want to keep a history of data files
Managing security concerns
Setup Screen
1.
Double click the executable file that was downloaded from the Ektron Web site.
2.
The installation program
checks your file system. If
you do not have an NTFS
file system (for example,
your system is FAT32), the
following warning appears.
For more information, see
”Installing on a non-NTFS
Server or Client” on
page 25.
3.
The following screen
appears. Click Next to
proceed.
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Installing Ektron DMS400
Step
4.
A screen displays the
Ektron License Agreement.
Please read it.
•
Click the I accept the
terms of the license
agreement radio button to
accept the agreement and
click Next.
•
Click the I do not accept
the terms of the license
agreement radio button If
you do not accept the terms
of the agreement.
•
You can print the license
agreement by pressing the
Print button
Setup Screen
Note: If you click the I do not
accept the terms of the
license agreement radio
button, you cannot continue the
setup program. Click Cancel to
exit.
5.
Enter license keys into the
field next to the Add button.
Enter one license key for
every kind of file being
managed by DMS. For
example, one key for Office
documents and another for
all other kinds of files.
<SeeAlso>See Also: :
”License Keys” on page 3
Click Add to add the
license key to the list of
license keys.
To remove a license key,
click it, then click Remove.
Click Next to proceed.
<SeeAlso>See Also: :
”Replacing License Key
after Installation” on page 4
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Installing Ektron DMS400
Step
Setup Screen
6.
On the Domain Name
screen, enter one of the
following in the Name field.
•
Domain Name - The
Domain where DMS400 will
be installed.
•
IP address - The IP
address of the machine
DMS400 will be installed
on.
Warning: An IP Address is
allowed, but not suggested
unless you have a static IP
address.
•
Machine Name - The
machine name DMS400
will be installed on.
Note: If did not enter a license
key, localhost is entered in the
Name field.
Then enter your Web Root in
the Web Root Field.
-
The Web Root is the
local path to the
Domain Name.
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Installing Ektron DMS400
Step
7.
Setup Screen
On the Secure Asset
Storage Location screen,
select a destination folder
or use the default.
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Installing Ektron DMS400
Step
8.
At the Select Features
screen, choose the
features you want to install.
•
Integration Files: E kt r o n
D M S 40 0 required server
files. This check box cannot
be changed.
•
Indexing Service Component: This feature supports
rapid searching of file contents and properties.
•
Adobe PDF iFilter 6.0:
Indexes PDF documents
using the Indexing service.
Setup Screen
Note: E k t r o n D M S 40 0
launches the Adobe PDF iFilter
6.0 executable during the install.
Follow the onscreen steps when
the installation screen appears.
•
E kt r o n DM S 40 0 Client
Component: Installs the
client -side control on this
server.
•
MSSQL Database: The
script for creating the
DMS400 database.
•
Microsoft Web Services
version 2.0
•
Microsoft MSDE2000:
Used to run the DMS400
database.
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Installing Ektron DMS400
Step
Setup Screen
9.
On the Indexing Service
Catalog Screen, enter the
following.
•
Name - The name of the
Asset Catalog. It must be
unique.
•
Location - The folder
where the asset catalog will
reside.
10. The create a DMS user
account question box
appears.
•
Would you like DMS to create a user account on your
system?
-
Click Yes, E k t ro n
D M S 40 0 creates a
user for you.
-
Click No to use an
existing account.
Note: If you click NO, go to
”Adding a User Account” on
page 19. When finished, return
and continue with next step.
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Installing Ektron DMS400
Step
Setup Screen
11. The Database Server
screen appears.
•
Database Server: Choose
a database from the dropdown box or click Browse
to choose from a list of all
database servers.
•
Connect Using: The
method of authentication
for using the database
server.
-
Windows
Authentication
-
SQL Server
Authentication
Login ID: Enter the login ID
for SQL server
authentication.
Password: Enter the
password associated with
the login ID.
Click Next
12. At the Ready to Install the
Program screen, your
choices are:
•
Click Install to Install the
program
•
Click Back to change any
installation settings
•
Click Cancel to cancel the
setup
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Installing Ektron DMS400
Step
Setup Screen
13. The setup program installs
all necessary files and sets
the proper permissions for
users.
14. If installing on Microsoft Windows Server 2003, the Web Folders install starts. See ”Web Folders Setup
for Microsoft Windows Server 2003” on page 21. After finishing the Web Folders setup, return to the next
step.
If you are not installing on Microsoft Windows Server 2003, continue to the next step.
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Installing Ektron DMS400
Step
Setup Screen
15. A completion message is
displayed.
Click Finish.
16. Enter the C M S 4 0 0. NE T
Workarea, click Settings >
Configuration > Asset
Server Setup.
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Installing Ektron DMS400
Step
Setup Screen
17. Click the Edit button.
18. Add the location of the
AMS in the Asset
Management Server
Address (URL) field.
19. Click Save.
20. The Adobe iFilter Setup
screen appears. Click Next
if you want to install the
ability to search through
PDF documents.
Otherwise, click Cancel.
If you proceed, you are
asked to agree to Adobe’s
license agreement and to
select a a destination
folder.
Then, the filter is installed.
The E k t r o n DM S 40 0 is now installed and connected to the C M S 40 0 . N E T
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Installing Ektron DMS400
Adding a User Account
Step
1.
Description
The user information
screen appears.
Important: E k t ro n D M S 4 0 0
needs a user to set
permission on that can
communicate through basic
authentication. You can select
an existing account or create
a new one. If E k t ro n
D M S 4 0 0 and C M S 4 0 0 . NE T
are installed on different
systems, the account must be
usable by both systems over
the domain.
•
User Name: Type in a
user name or click
Browse to find a user. If
you click browse continue
to ”Browse for a User
Account.” on page 20.
Then return, enter a
password and click Next.
•
Password: Type the
password for the user.
•
New User Information:
Select this button to create a new user. If you
click the New User Information button, see”New
User Information” on
page 20
Click Next to continue. Return
to ”The Database Server
screen appears.” on page 15
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Installing Ektron DMS400
Step
Description
Browse for a User Account.
•
Domain or Server: Enter
a domain or server name
or click Browse to
choose one from a list.
•
User name: Enter a user
name or click Browse to
choose one from a list.
Note: You must specify a
domain or server before
browsing to a user.
Click OK, return to ”The user
information screen appears.”
on page 19
New User Information
•
Domain or Server: Enter
a domain or server name
or click Browse to
choose one from a list.
•
Group: Enter a group in
which to add the user or
click Browse to choose
one from a list.
•
User name: Enter a user
name.
•
Password: Enter a password for the user.
•
Confirm Password:
Confirm the password
Click OK, return to ”The
Database Server screen
appears.” on page 15
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Installing Ektron DMS400
Web Folders Setup for Microsoft Windows Server
2003
The MSDAIPP.DLL is no longer shipped with Microsoft Windows
Server 2003 making communication with Web folders impossible.
To correct this, Ektron DMS400 setup runs the Web folder setup
when it detects Microsoft Windows Server 2003.
The following steps explains installing Web Folders. These steps
assume that the install was started by Ektron DMS400 setup.
Step
1.
The Web Folders install
screen appears. Click Next
to continue.
2.
The Web Folders Identity
dialog box appears.
•
•
•
Add your Name
Setup Screen
Add your Organization
Click Next.
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Installing Ektron DMS400
Step
3.
Setup Screen
The Web Folders Product
ID dialog box appears.
This dialog box displays the
your product ID number.
•
Click Next.
4.
The Web Folders Selection
Choice dialog box appears.
•
Complete - installs all components.
•
Custom - you choose the
components to install.
•
Typical - installs the most
frequently used components.
After making a selection,
click Next.
5.
The Verify Ready All dialog
box appears.
•
Click Install Now.
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Installing Ektron DMS400
Step
6.
The Action dialog box
appears. The Setup is
installing Web folders.
7.
The We Are Done dialog
box appears.
•
Click OK.
Setup Screen
If you are installing Web
Folders as part of the
E kt r o n DM S 40 0 setup,
return to ”The Adobe iFilter
Setup screen appears.
Click Next if you want to
install the ability to search
through PDF documents.”
on page 18 to continue the
setup.
Client Setup
If you have a large client base to deploy, you should use
deployment software. A good Web site for deployment software
information and links is http://appdeploy.com/.
Step
1.
Setup Screen
Double click the executable file dms400client.exe. The file’s default location is
\webroot\AssetManagement\ektasset\clientinstall\
Note: This step is not necessary if the install was launched from the server setup.
If you are using Netscape Navigator or Mozilla Firefox as a client, you need to run this install.
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Installing Ektron DMS400
Step
2.
The following screen
appears. Click Next to
install E kt r o n D M S 4 00
client.
3.
The setup program installs
all necessary files.
Setup Screen
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Installing Ektron DMS400
Step
4.
Setup Screen
A completion message is
displayed.
Click Finish to complete
the installation.
Installing on a non-NTFS Server or Client
If you install Ektron DMS400 on a non-NTFS server, the following
warning message appears at the beginning of the server
installation.
After completing the installation, you must manually set
permissions on the following folders.
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Installing Ektron DMS400
NOTE
When using Windows Server 2003, you need to give the same permissions to
machinename\IIS_WPG that you do for ASP .NET User.
Folder
Local Machine User
Permissions
\(Domain Name or IP Address or Machine
Name)\assetlibrary
•
•
•
•
•
Read
•
•
•
•
Read
•
•
•
Read
•
Delete
•
•
•
Read
•
Write
ASP .NET User
<SeeAlso>See Also:
: ”The ASP.NET User
Account” on page 27
• <machinename>\II
Write
Create
Delete
S_WPG
(Windows Server
2003 only)
\inetpub\wwwroot\assetmanagement\
• ASP .NET User
• <machinename>\II
S_WPG
(Windows Server
2003 only)
\inetpub\wwwroot\assets\
• ASP .NET User
• <machinename>\II
S_WPG
(Windows Server
2003 only)
\inetpub\wwwroot\dmdata
• ASP .NET User
• <machinename>\II
S_WPG
(Windows Server
2003 only)
\inetpub\wwwroot\dmdata
EKT_ASSET_USER
Write
Create
Delete
Write
Create
Write
Delete Subfolders
and Files
Contact Ektron technical
support for the password
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Installing Ektron DMS400
The ASP.NET User Account
The ASPNet user account in a .NET system is created by the
following Microsoft file.
<WINDIR>\Microsoft.Net\Framework\[Current Version]\aspnet_regiis.exe
Run the executable file to set up the user account.
Installed Folders and Files
Here is a list of the folders and files that are created after the install
is complete.
Folder/
Files
Description
\assetcatalog
•
catalog.wci
Catalog location of Indexing Service
Important: The catalog.wci folder is created when the
index service runs the first time.
Note: The catalog.wci folder contains files for the indexing
service. These files vary depending on what is being
indexed.
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Installing Ektron DMS400
Folder/
Files
Description
\(Domain Name or IP Address or Machine
Name)\assetlibrary\
•
This is where your DMS assets are stored.
File names are encrypted.
•
•
•
Log4Net.Config
•
•
Ektron.ASM.PdfFileCopier.dll
Secure storage location for DMS400 assets
This subfolder location depends on the name you used in
the Domain Name screen during the install.
For example, If you use:
•
Domain Name: www.mydms.com
The subfolder is: \wwwmydmscom
•
IP Address: 193.123.321.123
The subfolder is: \193123321123
•
Machine Name: WorkSys1
The subfolder is: \WorkSys1
\intetpub\wwwroot\ASMFileDownload
\intetpub\wwwroot\ASMFileDownload
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PdfFileCopier.asmx
Web.Config
log4net.dll
28
Installing Ektron DMS400
Folder/
Files
Description
\inetpub\wwwroot\AssetManagement
Web application folder
\\inetpub\wwwroot\AssetManagement\backups
•
•
•
•
•
•
•
•
•
AssetManagement.asmx
•
•
•
ReadmeAdobeiFilter6.htm
•
Web.config
•
This folder contains backup information for
AssetManagement.Config
AssetManagementData.config
AssetManagementData.config_oracle
cmslocation.js
DownloadAsset.aspx
EktronSLA.txt
Global.asax
ifilter60.exe
(This file installs the Adobe iFilter)
RegistrationPage.html
Manual.pdf
(This Manual)
E k t ro n D M S 4 0 0
\inetpub\wwwroot\AssetManagement\bin
DLLs for DMS
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•
•
•
•
•
•
•
•
•
•
AssetManagement.dll
CsharpZipLib.dll
Ektron.ASM.AssetConfig.dll
Ektron.ASM.AssetSecurity.dll
Ektron.ASM.Configuration.dll
Ektron.ASM.Data.dll
Ektron.ASM.PluginManager.dll
Ektron.ASM.XmlUtility.dll
log4net.dll
Microsoft.Web.Services2.dll
29
Installing Ektron DMS400
Folder/
Files
Description
\inetpub\wwwroot\AssetManagement\ektasset
Core JavaScript and the test script
Ektr on DM S4 00 Manu al, Ver sion 1 .1, Revisi on 2
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
dms400.cab
•
•
unk.js
dms.js
dms.vbs
dmsutil.js
ektasset.js
ektassetdefaults.js
ektassetevents.js
ektassetincludes.js
ektassetmedia.js
ektassetmessages.js
ektmassupload.js
ektunknowndefaults.js
ektunknownevents.js
ektunknownincludes.js
packed_ektasset.js
packed_ektmassupload.js
testdms.htm
testevents.htm
testpagefn.js
testunk.htm
testunkevents.htm
unkutil.js
30
Installing Ektron DMS400
Folder/
Files
Description
\inetpub\wwwroot\AssetManagement\ektasset\clientin
stall
Client install files
\inetpub\wwwroot\AssetManagement\images
Icon images
\inetpub\wwwroot\AssetManagement\license
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•
•
•
•
•
•
•
•
•
•
dms400client.exe
•
•
•
•
•
•
•
•
•
•
•
•
•
•
adobe-pdf.gif
•
Ektron.ASM.AssetLicense.dll
dmsinstallnow.htm
dmsintro.htm
dmsintroxpsp2.htm
ieoptions2.gif
installactivex.gif
loading.gif
parseinstallparams.js
securitywarning_ewebeditpro.gif
verisign2.gif
HTML.gif
Image.gif
ms-access.gif
ms-excel.gif
ms-frontpage.gif
ms-notepad.gif
ms-powerpoint.gif
ms-project.gif
ms-publisher.gif
ms-visio.gif
ms-word.gif
SWF.gif
WinZip.gif
31
Installing Ektron DMS400
Folder/
Files
Description
\inetpub\wwwroot\AssetManagement\plugins
•
Ektron.ASM.OfficeDocuments.dll
(Lets you work with Microsoft Office documents.)
•
Ektron.ASM.UnkownDocuments.dll
(Lets you work with files other than Office
documents.)
•
•
•
ektasset.ocx
Plugin files that define the type of file a user is working
with
\inetpub\wwwroot\assets
Published assets
\inetpub\wwwroot\dmdata
Temporary data files that are waiting to be checked in,
saved, or published
\Program Files\Ektron\DMS400\
EktExplorer.ocx
ekversion.dll
The EKT_ASSET_USER
During the installation of Ektron DMS400, a user named
Ekt_Asset_User is created. The user is authenticated to write to
C:\inetpub\wwwroot\dmdata. If your computer has Windows XP, you
see this user on the log-in window (illustrated below).
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Registering Add Ons in Ektron
DMS400
This section explains how an asset management server is
registered to work with an Ektron Content Management System
(CMS).
As illustrated below, when the Asset Management System
(AMS) is integrated with a CMS, three computers are involved.
• Asset management server
• Content management server
• Content management client
NOTE
Although the same computer can function as all three, we assume they are
different for the purposes of this explanation.
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Registering Add Ons in Ektron DMS400
This system uses two interfaces to facilitate communication among
computers.
• Mojave interface - handles communications from the CMS
server to asset management server
• Asset Management interface - handles communications from
the asset management server to CMS
This section provides two scenarios for establishing
communications between the servers:
• ”Registration is Initiated from Asset Management Server” on
page 33
• ”Registration is Initiated from Content Management Server” on
page 35
Registration is Initiated from Asset Management Server
To set up the interface between Asset Management and CMS
systems, follow these steps.
1. Install a CMS
2. On the CMS server, set up a receiving page that calls the
Register Server function. For more information, see
”RegisterServer API Definition” on page 35.
3. On the Asset Management server, install the add-on files.
4. On the Asset Management server, set up security.
5. On the Asset Management server, run the installation program,
DMS400.exe. The installation program prompts you to identify
the CMS and the receiving page (illustrated below).
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Registering Add Ons in Ektron DMS400
6. The receiving page calls the Register Server function (set up in
Step 2). This function generates an Integrator ID number,
which uniquely identifies the CMS to the AMS server.
7. The Mojave interface sends the Integrator ID number to the
AMS server.
8. Upon receiving the Integrator ID number from the CMS server,
the AMS server assembles information about its add-ons and
connection information.
For the details of this packet, see ”Registration Packet Format”
on page 37.
9. The Mojave interface receives the registration packet and gives
it to the CMS. This information is used by the client CMS when
connecting to the AMS server.
10. The CMS server retrieves the registration packet from the
Asset Management interface. The server uses this information
to handle the add-ons and communicate with the AMS server.
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Registering Add Ons in Ektron DMS400
Registration is Initiated from Content Management Server
You would follow this procedure if the CMS site were moved and
the Asset Management server needs to be informed of the new
location, or if the previous registration needs to be corrected.
1. On the CMS system, the user is offered a page to re-register
the Asset Management. The page should use the Reregister
Server Web service and prompt the user to enter information,
such as:
• protocol
• server location
• port
• application name
NOTE
The receiving page calls the Register Server function. See ”RegisterServer API
Definition” on page 35.
2. The Mojave interface sends the CMS information to the AMS
server.
3. The Asset Management interface extracts information from
AMS server about the add-ons. It also assembles connection
information, which is used by the client CMS when connecting.
<SeeAlso>See Also: ”Registration Packet Format” on page 37
4. The CMS server retrieves the registration packet from the
Asset Management interface. The server uses this information
to handle the add-ons and communicate with the AMS server.
RegisterServer API Definition
This definition is sent to the Mojave interface, which registers the
integrating application (CMS) with the Asset Management server.
Boolean RegisterServer(ServerData* pServerData, BSTR* errMessage);
The serverdata is:
struct ServerData
{
BSTR Identification;
// Integrator ID Number
};
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Registering Add Ons in Ektron DMS400
At this time, only the Integrator ID number is provided.
<SeeAlso>See Also: ”Integrator ID Number” on page 36.
Integrator ID Number
The Integrator ID number is the ID of the integrating application, in
this case the CMS. It is geographically unique among all instances
of clients that interface with Asset Management.
IMPORTANT!
The generation of the ID must be guaranteed to be unique.
Integrator ID number is
• generated by the integrating application, such as CMS
• how the CMS wants to identify itself
• always used to refer to the integration site
• should not be the site address
If the site moves, it must use the ID and re-register with the AddOns.
Validation is performed for any Web Service calls against this ID.
HTTP Get Page Call Format
The call to the receiving page supplies the following information
either as URL parameters or calling parameters.
• integrator (CMS) protocol (HTTP/HTTPS)
• integrator server or IP address
• integrator port
• integrator registration receiving page (page that calls Mojave
registration)
• asset Management communication protocol
• asset Management server or address
• asset Management port
• asset Management web application name
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Registering Add Ons in Ektron DMS400
Here is an example:
https://192.168.0.33:777/cms400example/addonreg.aspx?url=http://192.168.0.22:8080//
assetmanagement
Registration Packet Format
The registration packet contains information from the Asset
Management interface. It is passed to the integrating client.
Below is the general format of the data returned. The details can
be worked out during implementation, but the following information
must be included.
Global Connection Information
• Connection and other information
• Format only supported by the Asset Management interface
• No client integration can know how to use this information
• The packet is passed to the SetURL call in Mojave
Information for Each Add On
The data for each add on should be given in sequence.
• plug-in type (the CMS uses this as the supertype)
• plug-in ID
• mime types supported by the plug-in
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Troubleshooting
Tr oubleshooting
This section explains how to fix problems that may occur with
Ektron DMS400.
Symptom
See this section
Error message: Install Indexing Service
”Setting Up the Indexing Service” on page 39
A search of PDF files on Ektron CMS
returns no results
”Installing the Acrobat PDF iFilter” on page 48
A search of asset files does not find an
asset on your Web site
”Turning on the Asset Indexing Service” on page 52
The server running E k t r o n D M S 40 0 is
running slowly; much of the resources
are being used even though the
computer is idle
”Disabling the System Indexing Service” on page 49
Error message: Windows Server 2003 no
longer ships MSDAIPP.DLL, thus
connecting to an FPSE server through
Webfolders, is no longer possible.
”Using Microsoft Windows Server 2003 as a Client” on
page 53
No content type dropdown list on the
View Contents of Folder screen. (An
example of the list is below.)
It is possible that you entered the license key incorrectly
during installation. The license key is stored in webroot/
assetmanagement.config. To see a description of the
correct format, go to ”License Key Format” on page 3.
To replace the license key after installation, see
”Replacing License Key after Installation” on page 4.
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Troubleshooting
Setting Up the Indexing Service
If you see the following error during installation, you need to set up
the indexing service manually.
The following steps explain how to do that.
Step
1.
Screen
Click Start > Control Panel
> Administrative Tools >
Computer Management.
The Computer
Management screen
appears.
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39
Troubleshooting
Step
Screen
2.
Click the plus sign (+) next
to Services and
Applications.
3.
Click Indexing Service.
4.
Click the stop button to halt
the indexing service, if it is
running.
Note: If the Index service is
running, the start button
grayed out.
is
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Troubleshooting
Step
5.
Right click Indexing
Service, then click New >
Catalog.
6.
At the Add Catalog Screen:
•
In the Name text box, add
the catalog name.
•
In the Location text box,
identify the folder that will
store the asset catalog.
Screen
Note: By default, during
installation E k t ro n D M S 4 0 0
names the catalog Asset and
associates it with the location
c:\assetcatalog. The installer
can change the default location.
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Troubleshooting
Step
7.
Screen
Click OK.
The Computer
Management screen shows
your new Indexing Service.
8.
Right click the Asset
catalog, then click New >
Directory.
•
This is the directory the service indexes.
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Troubleshooting
Step
9.
Screen
In the Path text box, add
the folder of the secure
storage location. Make sure
the Include in Index radio
button is marked Yes.
Note: By default, during
installation, E k t ro n D M S 4 0 0
uses c:\(Domain Name, IP
Address or Machine
Name)\assetlibrary.
10. Click OK. Then, click the
plus sign (+) next to Asset
to view the Directories
folder.
In the Directories folder, the
new directory is displayed.
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Troubleshooting
Step
Screen
11. Right click Assets, then
click Properties.
12. On the Tracking tab,
uncheck all boxes and
choose None for WWW
Server.
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Troubleshooting
Step
Screen
13. On the Generation tab,
uncheck Inherit above
settings from Service.
Then click OK.
•
The Index files with
unknown extensions and
Generate abstracts check
boxes can be checked or
empty. It is the administrators choice.
14. Right click Indexing
Service, then click All
Tasks > Tune
Performance.
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Troubleshooting
Step
Screen
15. Click the Customize radio
button.
16. Click the Customize
button.
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Troubleshooting
Step
Screen
17. Change Indexing to
Instant.
18. Click OK and OK again to close both dialog boxes.
19. Click the Start button to
start the service again.
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Troubleshooting
Installing the Acrobat PDF iFilter
This section describes how to install the Acrobat PDF iFilter. PDF
iFilter is a free downloadable application which lets you index PDF
documents with Microsoft® indexing clients, so that users can
easily search for text within PDF documents.
Symptom
While trying to search Adobe Acrobat PDFs on Ektron CMS, your
search returns no results.
Cause
The Acrobat PDF iFilter is either not installed, or is installed
incorrectly on your server.
Resolution
To resolve the issue, follow these steps to make sure that the
Adobe PDF iFilter is installed correctly.
Step
Screen
1.
•
•
•
•
Ensure your server meets
one of the following requirements.
Microsoft Windows 2000 Professional, Service Pack 2
Microsoft Windows XP Professional, Service Pack 1
Microsoft Windows 2000 Server, Service Pack 3
Microsoft Windows 2003 Server
Each environment must contain Microsoft Indexing Services.
2.
Download the PDF iFilter from http://www.adobe.com/support/downloads/detail.jsp?ftpID=2611to the
machine where you wish to install it.
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Troubleshooting
Step
Screen
3.
•
Windows XP and 2003 Server: Click Start > Control Panel >
Administrative Tools > Computer Management. In left-side Console Tree, highlight Indexing Service under Services and Applications. Under Action Menu, choose Stop. Close window.
•
Windows 2000 and 2000 Server: Click Start > Settings > Control
Panel > Administrative Tools > Computer Management. In leftside Console Tree, highlight Indexing Service under Services and
Applications. Under Action Menu, choose Stop. Close window.
Stop all appropriate clients,
using one or more of the
following methods.
4.
Uninstall any previous version of PDF iFilter.
5.
Double-click the downloaded PDF iFilter 6.0 EXE file and follow the on-screen instructions.
6.
Start all appropriate clients,
using one or more of the
following methods.
7.
Re-index your system with
the appropriate clients,
using the following method.
•
Windows XP and 2003 Server: Click Start > Control Panel >
Administrative Tools > Computer Management. In left-side Console Tree, highlight Indexing Service under Services and Applications. Under Action Menu, choose Start. Close window.
•
Windows 2000 and 2000 Server: Click Start > Settings > Control
Panel > Administrative Tools > Computer Management. In leftside Console Tree, highlight Indexing Service under Services and
Applications. Under Action Menu, choose Start. Close window.
•
Windows 2000/2000 Server/XP/2003 Server: Open the Computer
Management Console (mentioned above). In the left-side Console
Tree, open Services and Applications > Indexing Service. Open
the Asset Catalog listed under Indexing Service by clicking on the
plus sign (+) next to the Catalog name. Click on Directories. For
each directory listed in the right pane that contains PDF files, rightclick on it and select All Tasks > Rescan (Full).
For more information about troubleshooting and known issues with
the Adobe Acrobat PDF iFilter, see the readme.htm file. The file’s
default location is C:\Program Files\Adobe\PDF IFilter
6.0\readme.htm.
Disabling the System Indexing Service
Symptom
The server running Ektron DMS400 is running slowly; much of its
resources are being used even when the computer is idle.
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Troubleshooting
Cause
The Microsoft Windows Indexing service is turned on during
installation. This service indexes every file on the server, and the
resources required to carry out that task slow down other activities.
NOTE
Ektron recommends turning off all indexing services other than the DMS Asset
indexing service.
Resolution
To resolve the issue, follow these steps to disable the Windows
indexing service. This change does not affect DMS’s ability to find
files because it uses a different indexing service.
Step
1.
Screen
Click Start > Control Panel
> Administrative Tools >
Computer Management.
The Computer
Management screen
appears.
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50
Troubleshooting
Step
2.
Click the plus sign (+) next
to Services and
Applications.
3.
Click Indexing Service.
4.
Click the Stop button to
stop the indexing service.
Screen
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Troubleshooting
Turning on the Asset Indexing Service
Step
1.
Screen
Click Start > Control Panel
> Administrative Tools >
Computer Management.
The Computer
Management screen
appears.
2.
Click the plus sign (+) next
to Services and
Applications.
3.
Click Indexing Service.
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Troubleshooting
Step
4.
Screen
Click the Start button to
start the indexing service.
Using Microsoft Windows Server 2003 as a Client
Symptom
You receive the following error message:
• Windows Server 2003 no longer ships MSDAIPP.DLL, thus
connecting to an FPSE server through Webfolders, is no longer
possible.
Resolution
Per MS Licensing, you can obtain webfldrs.msi from any downlevel OS, or any office product that shipped before Win2K3 (not
Office 2003) and install the WebFolders client. Doing so will keep
you compliant with licensing.
Installing WebFolders from Office 2003 is only allowed if you have
an Office 2003 license for each Win2K3 server you plan to install
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Troubleshooting
WebFolders on.
For more information on installing Web Folders, see ”Web Folders
Setup for Microsoft Windows Server 2003” on page 21.
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Ektron DMS400 Administration
Introduction
This section explains the Administration of Ektron DMS400. It
includes the following chapters:
• "AssetManagement.Config," on page 56
• "Asset Management Server Registration," on page 62
• "PDF Generation," on page 68
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AssetManagement.Config
AssetManagement.Config
Introduction
This section explains how to use the AssetManagemt.Config file to
help configure the Ektron DMS400. By making changes in the
AssetManagement.Config file, you can:
• control what file types users can upload. For more information,
see "Allowing File Types," on page 57
• control whether users automatically preview an asset when the
link is clicked. If not the user needs to click the view preview
button to view the asset. For more information, see "Setting the
View Type," on page 59
• add license keys. For more information, see "License Keys," on
page 3
For a description of the AssetManagement.Config file, see ”The
AssetManagement.Config File” on page 56
The AssetManagement.Config File
The following table describes the AssetManagement.Config file
tags, and how they are used.<
Tag
Description
<WebAppPath>
The path of the Web application. This is the path to the AssetManagement
folder. The default location is: C:/Inetpub/wwwroot/
AssetManagement.
<WebApp>
The Asset Management folder. The default is /AssetManagement/.
<StorageLocation>
The location of the Asset Library. The default location is: C:/(Domain Name
or IP Address or Machine Name)/assetlibrary/.
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AssetManagement.Config
Tag
Description
<WebRoot>
The web root of the server. The default is: C:/Inetpub/wwwroot/.
<WebShareDir>
The folder where temporary data files that are waiting to be checked in, saved,
or published are stored. The default is /dmdata/.
<CatalogName>
The name of the Asset Catalog. This name is used when setting up the index
service.
<CatalogLoc>
The folder location of the Asset Catalog. This location is used when setting up
the index service. The default is: C:/assetcatalog/.
<PublishStorageLoc>
The folder location where published assets are stored. The default is: C:/
Inetpub/wwwroot/assets/.
<PublishStorageName>
The name of the folder where published assets are stored. The default is: /
assets/.
<DomainName>
Can be Domain Name, IP Address or Machine Name. An example is: localhost.
This is the address a web client system uses to open managed documents
through HTTP.
<InstalledVersion>
The version number of the E k t ro n D M S 4 0 0 installed.
<FileTypes>
Files types that users are allowed to upload to E kt r o n D M S 4 00 . For more
information, see ”Allowing File Types” on page 57. The default file types installed
are *.doc,*.xls,*.ppt,*.pdf,*.gif,*.jpg,*.jpeg,*.txt,*.log,*.vsd,*.dot,*.zip
<Build>
The build number of E k t ro n D M S 4 0 0
<ViewTypes>
View Types allows users to preview an Office document when a they click an
Office document in the Workarea. For more information, see ”Setting the View
Type” on page 59. The default is document.
<Licenses>
Your license key. See Also: ”License Keys” on page 3
Allowing File Types
Administrators control what types of files are used with Ektron
DMS400 by editing the file types list in the
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AssetManagement.Config
AssetManagement.config file. Reasons for limiting the file types
include:
• Security - For example, you do not want users to load .exe files
to Ektron DMS400 server
• Ease of Management - For example, you want your Ektron
DMS400 server to store .doc files only
The <FileTypes> tags, in the AssetManagement.config file,
contain the list of file types users can upload. The default file types
are:
*.doc,*.xls,*.ppt,*.pdf,*.gif,*.jpg,*.jpeg,*.txt,*.log
,*.vsd,*.dot,*.zip.
Steps to Add or Remove a File Type
To add or remove a file type from the list, follow these steps.
1. Open the AssetManagement.config file. The default location
is (webroot)/AssetManagement.
2. Find the <FileTypes> Tags. All file types must appear
between the two tags. For example,
<FileTypes>*.doc,*.xls<FileTypes>.
3. Add or remove any file type.
NOTE
Commas must separate the file types and file types must be formatted as
wildcard.extension. For example, adding an .mp3 file type to the list after *.zip,
looks like this: *.zip,*.mp3
4. Save and close the AssetManagement.config file.
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AssetManagement.Config
Setting the View Type
When users are in the Workarea of CMS400.NET, they preview an
Office document by clicking on its link. The following is an example
of the preview that appears when they click an Office document’s
link.
You might not want the preview to appear when a user clicks an
Office document’s link. Some reasons for this are Web page load
speed and lowering bandwidth usage on your network.
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AssetManagement.Config
By setting View Types to blank, a preview doesn’t appear until it is
asked for. The following is an example of what appears when a
user clicks an Office asset’s link and the preview is set to not
appear.
You control the preview in the AssetManagement.config file, this
setting is controlled by the <ViewType> Tag. The table below
describes the two settings available for the <ViewType> Tag.
Setting
Description
Example
document
Allows the automatic preview when
clicking an Office document’s link.
<ViewType>document<ViewType>
blank
Disables the automatic preview when
clicking an Office document’s link.
<ViewType><ViewType>
Steps to Change Automatic Preview Setting
To change automatic preview setting for office document’s follow
these steps.
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AssetManagement.Config
1. Open the AssetManagement.config file. The default location
is (webroot)/AssetManagement.
2. Find the <ViewType> Tags. For example,
<ViewType>document<FileType>
3. Choose a setting as described in the table above, see
"Setting," on page 60
4. Save and close the AssetManagement.config file.
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Asset Management Server Registration
Asset Management Server
Registration
AMS Server Registration
For administrators, using Ektron CMS400.NET to initiate a
connection to an AMS or change your AMS server registration
information is easy. The following sections explain how to register
and manage an AMS with Ektron CMS400.NET.
• ”Steps to Setup a New AMS Server Connection” on page 62
• ”Managing AMS Server Connections” on page 63
Steps to Setup a New AMS Server Connection
NOTE
These steps do not need to be completed if you completed the Setup Connection
during the E kt r o n D M S 4 00 install.
1. From the Workarea, click Settings > Configuration > Asset
Server Setup.
2. Click the Edit button (
).
3. Add the location of the AMS in the Asset Management Server
Address (URL) field.
4. Click Save (
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Asset Management Server Registration
The following appears.
Clicking the Show detailed registration information link reveals
which plug-ins and extensions are registered. The following is an
example.
Managing AMS Server Connections
From Ektron CMS400.NET, you can manage your AMS server
connections. The following sections describe the ways AMS is
managed:
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Asset Management Server Registration
• ”Updating Registration Information” on page 64
• ”Register with an Asset Management Server (AMS)” on
page 64
• ”Update Registration with an AMS that has a New Address” on
page 65
• ”Unregistering an Asset Management Server” on page 65
• ”Reregistering an AMS that has been Unregistered” on
page 66
Updating Registration Information
Updating registration information is useful when your AMS
registration information gets corrupted or lost. Follow these steps
to update your registration information.
1. From the Workarea, click Settings > Configuration > Asset
Server Setup.
2. Click the Edit button (
).
3. Select the Update registration information radio button.
4. Select an asset management server to update from the
dropdown list.
5. Click Save (
).
Register with an Asset Management Server (AMS)
Use this option to register Ektron CMS400.NET with a second AMS.
This allows you to keep separate servers for different types of
assets. For example, you might want to keep all the Human
Resource documents on a separate server.
1. From the Workarea, click Settings > Configuration > Asset
Server Setup.
2. Click the Edit button(
).
3. Select the Register with an asset management server
(AMS) radio button.
4. Add the location of the AMS in the Asset Management Server
Address (URL) field.
5. Click Save (
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Asset Management Server Registration
The following appears.
Update Registration with an AMS that has a New Address
If you move your AMS to a new server or change the existing
server’s address, you can update the connection information by
following these steps.
1. From the Workarea, click Settings > Configuration > Asset
Server Setup.
2. Click the Edit button (
).
3. Select the Update registration with an AMS that has a new
address radio button.
4. Select the AMS to update by choosing it from the Select asset
management server dropdown box.
5. Add the new location of the AMS in the Asset Management
Server Address (URL) field.
6. Click Save (
).
Unregistering an Asset Management Server
If you decide not to use an AMS, you can unregister it from Ektron
CMS400.NET. Unregistering an AMS does not delete the
information from the database nor the assets themselves. When
you unregister an AMS, you are making it inactive. This provides a
way to restore the AMS to Ektron CMS400.NET if you change your
mind. See Also: ”Reregistering an AMS that has been
Unregistered” on page 66
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Asset Management Server Registration
The following steps explain how to unregister an Asset
Management Server.
1. From the Workarea, click Settings > Configuration > Asset
Server Setup.
2. Click the Edit button (
).
3. Select the Unregister an asset management server radio
button.
4. Select the AMS to update by choosing it from the Select asset
management server dropdown box.
5. Click Save (
)
Reregistering an AMS that has been Unregistered
You can reregister an AMS that has been unregistered in Ektron
CMS400.NET. Doing this re-establishes the information contained
in the database. Your assets are again available to your users with
the original content ID numbers assigned to them.
The following steps explain how to reregister an AMS.
1. From the Workarea, click Settings > Configuration > Asset
Server Setup.
2. Click the Edit button (
).
3. Select the Register with an asset management server
(AMS) radio button.
4. Add the location of the AMS in the Asset Management Server
Address (URL) field.
5. Click Save (
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Asset Management Server Registration
The following appears.
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PDF Generation
PD F G e n e ra tio n
Introduction
PDF (Portable Document Format) is a type of file developed as a
means of distributing compact, platform-independent documents.
Each document is self-contained, packing text, graphics, and fonts
into a file.
Office documents stored in Ektron DMS400 can be automatically
converted to PDF format when used in conjunction with Ektron
CMS400.NET. Then, when adding the Office document to a Web
page, a visitor sees the PDF version of the document.
Why use PDF?
• Files easily cross multiple platforms, including Microsoft, Apple,
Linux, and Unix.
• Documents keep their formatting and appear the same on a
computer screen or when printing.
• File size is typically smaller, which means less bandwidth
usage.
• Free viewing application that allows any Office documents,
once converted, to be viewed by anyone with a PDF viewer.
• Eliminates the need for a different viewer for each file type.
PDF Conversion Process
The PDF conversion of an Office document starts when it is
published. At that point, a copy of the file is sent to an Ektron
server for PDF generation. After the server generates the PDF, it
returns the PDF to the DMS400.
When the PDF returns, it doesn’t appear in the CMS400.NET
Workarea, only the original published Office document appears.
The DMS400 stores the PDF file in its secure location. Subsequent
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PDF Generation
editing is done in the original Office document, and each time it’s
published, a new PDF is generated.
Once the Office document is added to a Web page, the Web page
shows the PDF version of the it. This means visitors of the site only
need a PDF viewer installed to view any Office document on your
site.
Local PDF Generation
By purchasing a separate license for the PDF generation software,
PDF documents can be created on a local network. Reasons for
generating a PDF locally include:
• Speed: Office documents take less time to be converted to
PDF format
• Security: Office documents never leave the local network
• Quality: You can configure the output quality of the Office
documents
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PDF Generation
Setting Up a Local PDF Generator
This section describes setting up a local PDF generator. It
includes:
• Editing the Web.Config
• Setting up the EktronPDFGenerator folder
• Installing the PDF generation software
• Starting the PDF generation service on your server
Following these steps to set up a local PDF generator on your
network.
1. Open the Web.config file located in
\webroot\ASMFileDownload.
2. Find the following line and change pdfgenerator.ektron.com
to localhost.
<add key="Ektron.ASM.PdfFileCopier.PdfFileGenerator.PdfGenerator"
value="http://pdfgenerator.ektron.com/EktronPdfGenerator/
PdfGenerator.asmx"/>
3. Save and close the file.
4. Extract the zip file you received for PDF generation from
Ektron, Inc.
It creates two directories:
- Pdf995
- EktronPDFGenerator
5. Copy the EktronPDFGenerator folder to your webroot. For
example, \inetpub\wwwroot.
6. Navigate to the Control Panel > Administrative Tools >
Internet Information Services.
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PDF Generation
7. Click Web Sites > Default Web Site
8. Right click the EktronPDFGenerator folder and choose
Properties.
9. Click the Directory Security tab.
10. In the Anonymous access and authentication control area,
click edit.
11. Verify that Anonymous access is checked.
- If it is checked, click OK. Do not change any other settings
in this dialog box.
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PDF Generation
- If it is unchecked, click the checkbox to add a check. Then
click OK. Do not change any other settings in this dialog
box.
12. Click the Directory tab.
13. Click the Create button.
14. Click OK. Do not change any other settings in this dialog box.
15. Open a Web Browser.
16. In the Address field, insert the following line:
http://localhost/EktronPdfGenerator/PdfGenerator.asmx
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PDF Generation
17. Verify the following page appears.
18. Navigate to the pdf995 folder that was installed earlier.
19. Double click pdf995s.exe
If the following dialog box appears, click No.
20. Run ps2pdf995.exe.
21. Click Accept on the PDF995 User Configuration Screen.
22. Run omniformat.exe.
23. Click Accept to accept the OmniFormat End User Agreement.
24. Run ToolsetKey.exe
25. Enter your name in the Name text box.
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PDF Generation
26. Enter your license key in the Key Value text box.
NOTE
This license is separate from Ektron DMS400 and Ektron CMS400.NET. The
license is provided to you when you purchase the PDF generation software.
27. Create new directory under C:\ called pdfoutput.
28. Navigate to C:\omniformat.
29. Double click OmniFormat.exe.
30. Click Options.
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PDF Generation
31. Check the Move Converted Files to Output Folder checkbox.
32. When the Open dialog box appears, select the C:\pdfoutput
folder.
33. Click OK.
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PDF Generation
34. On the OmniFormat Options dialog box, click Install
OmniFormat as a Service.
35. If the Install is successful, the following dialog box appears.
Click OK.
36. Click OK to close the Options box.
37. Exit OmniFormat.
38. Navigate to Control Panel > Administrative Tools >
Services.
39. Right click the OmniFormat from Pdf995 service and choose
Properties.
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PDF Generation
40. On the General tab, make sure the Startup type is Automatic
and that the Service status is not disabled. (Do not click Start
now.)
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PDF Generation
41. On the Log On tab, check the Allow Service to interact with
desktop checkbox.
42. Return to the General tab and click Start service.
43. Click OK.
44. Drag and drop a test word file on the C:\omniformat\watch
folder. A PDF file appears in C:\pdfoutput
NOTE
This might take a few minutes depending on the size of the document and the
speed of the system.
Enabling or Disabling PDF Generation
Administrators decide if this feature is enabled and to which folders
it applies. By enabling this feature for CMS400.NET,
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PDF Generation
administrators can change a folder’s properties to allow PDF
generation. The following steps explain how to enable or disable
this feature.
1. In the CMS Workarea, click Settings > Configuration >
Setup.
2. Click the Edit Properties button (
).
3. Click the Enable Office documents to be published as PDF
checkbox.
4. Click the Save button (
).
Designating a Folder to Generate PDFs
Automatically
By setting a folder’s properties to allow PDF generation, all Office
documents published in that folder have a PDF created for them.
For an introduction to PDF generation, see ”Introduction” on
page 68
The steps below explain how to change the folder property for PDF
generation.
NOTE
Existing subfolders do not inherit PDF generation. Each subfolder needs to be set
individually. However, when creating a new subfolder, it inherits the PDF
generation setting from the parent folder. Administrators can change the setting
while creating a new subfolder.
1. In the Workarea click the Content folder button.
2. Click the folder for which you want to enable PDF generation.
3. Click the View Properties button (
).
4. Click the Edit Properties button (
).
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PDF Generation
5. Click the Publish Office Documents as PDF checkbox.
6. Click the Save button (
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Using Ektron DMS400
Introduction
This section of the manual is dedicated to using Ektron DMS400
Asset Management System. This section includes the following
chapter:
• ”Using the Asset Management System” on page 80
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Using the Asset Management System
Using the Asset Management
System
IMPORTANT!
This chapter references C M S 4 0 0. NE T . CM S 40 0 . N E T is a separate product that
requires its own license. Please contact Ektron Sales for details
(sales@ektron.com).
The Asset Management System (AMS) lets you import Microsoft
Office documents and any other kind of file into Ektron
CMS400.NET. (Non-Office files are known as managed files.)
Collectively, these files are known as assets.
After being saved in the Ektron CMS400.NET, asset files can be
updated and tracked like HTML content blocks. If you’re familiar
with how content blocks are handled, much of what you already
know applies to assets. For example, assets
• can be stored in folders with content blocks, or in separate
folders that you create just for them
• are assigned content ID numbers
• capture summary, search data, comment, and schedule
information
• inherit permissions and approvals from their folder properties
• progress through a workflow (check out, check in, publish)
• provide a history and let you restore an earlier version
• can be searched, including some Office document properties
• can have foreign language editions
• can have a task assigned to them
• appear on content reports
• update the Smart Desktop listing of files awaiting approval,
checked out, tasks, to expire
When a file is imported to the CMS then saved, a copy of it is
saved to the asset management server. From then on, whenever a
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Using the Asset Management System
user edits and saves the file, a new copy is stored. In this way, you
can review previous versions of any asset and restore a prior
version if needed.
The rest of this chapter explains how to use the Asset
Management System with Ektron CMS400.NET through the
following topics.
• ”Supported Types of Assets” on page 81
• ”Security” on page 83
• ”Working with Office Documents” on page 83
• ”Working with Managed Files” on page 97
• ”Importing Files via Drag and Drop” on page 104
• ”Asset Workflow” on page 107
• ”Viewing AMS Assets within the CMS” on page 107
• ”Deleting an AMS Asset” on page 107
• ”Approving AMS Assets” on page 108
• ”Adding Assets to Collections and Menus” on page 108
• ”Asset Reports” on page 108
Supported Types of Assets
• Microsoft Office 2000 or later documents: Word, Excel,
Powerpoint, Project, Publisher, Visio, etc.
• Managed files: any Windows-executable file such as .zip files,
PDFs, .txt files, graphic files such as .gif and .jpeg, etc.
NOTE
The file types available for upload are determined by your administrator. If you try
to upload a file that is not available, you might see the following error message:
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Office Documents
You can edit any Office document within the Content tab, just like
an HTML content block. The host application’s toolbar appears
below Ektron CMS400.NET’s tabs on the Edit Content screen.
You can insert summary, search data, schedule, comment, and
task information for the Office document. From the View Content
screen, you can use standard toolbar buttons to perform actions
such as view history, submit for publishing, and delete.
For more information, see ”Working with Office Documents” on
page 83.
Managed Files
Ektron CMS400.NET can track and control any non-Office type of
file that runs on your computer (for example, .PDF, .gif and .zip).
When editing these file types, the host application appears in a
separate window. The Ektron CMS400.NET View Content screen
appears in the background.
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You can use the host application to edit the file, then switch to the
View Content screen to insert information such as summary and
search data. Use standard toolbar buttons to perform actions such
as view history, submit for publishing, and delete.
For more information, see ”Working with Managed Files” on
page 97.
Security
For the purposes of security, assets are treated like content blocks.
Your system administrator applies security to each folder,
determining which user groups can perform which tasks on the
contents of the folder. For more information, see the "Setting
Permissions" chapter of the Ektron CMS400.NET Administrator
Manual.
Working with Office Documents
This section explains how to work with MS Office documents
through the following subtopics.
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• ”Notes on Working with Office Documents” on page 84
• ”Creating a New Office Document” on page 84
• ”Importing One Office Document into the AMS” on page 89
• ”Importing Several Office Documents into the AMS” on page 92
• ”Importing Files Individually vs. Several at Once” on page 94
• ”The Work Offline Option” on page 94
• ”Editing an Office Document” on page 95
Notes on Working with Office Documents
• If you have an Excel spreadsheet open outside the AMS then
you open one within it, and navigate to another template page
on your Web site, then return to the spreadsheet outside the
AMS, a new, open worksheet appears. Close it.
• If you are working with an Excel spreadsheet, the File and
Open toolbar buttons within Excel appear active (that is, not
grayed out) but are not operable.
• If you access an Office document on a Web page, you must
close that instance of the browser before proceeding to another
Web page. If you do not close the browser and continue to add
or edit assets, the original document continues to use up your
computer’s resources.
Creating a New Office Document
To create a new Office document, follow these steps.
1. From the Workarea, select the Content folder.
2. Select the folder in which you want to place the document.
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NOTE
To learn about working with folders, see ”Working with Folders and Content
Blocks” in the C M S 4 0 0. NE T User Manual.
3. Click the down arrow next to the add dropdown list to view a list
of items you can add.
4. Select Office Documents.
5. The default language appears in the View: dropdown list. To
save the document under a different language, click the
dropdown list and select the language.
6. Click the Add Content button (
).
7. The Insert New Document Object screen appears.
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NOTE
The list of object types is determined by the applications installed on your
computer. For example, an MS Project file type only displays if MS Project is
installed.
8. If the document does not yet exist, check the Create New
button. Then, select the type of document you want to create
and press OK.
If the document already exists, see ”Importing One Office
Document into the AMS” on page 89.
9. The application assigned to the document type appears within
Ektron CMS400.NET.
10. Enter a Title and add content to the document.
11. Decide whether the content should be added to the Quicklinks
Table and if the content should be searchable. See Also: ”Add
to Quicklinks Table” and ”Content Searchable” in the Ektron
CMS400.NET User Manual.
12. If desired, add a summary, search data, a schedule, and
comments. See Also:
•”Adding a Content Block Summary” in the Ektron
CMS400.NET User Manual
•”Adding or Editing Search Data” in the Ektron CMS400.NET
User Manual
•”Scheduling Content to Begin and End” in the Ektron
CMS400.NET User Manual
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Using the Asset Management System
13. If desired, you can edit the document’s properties. See Also:
”Editing a Document’s Properties” on page 87
14. Check in or submit the content for publishing as you would a
content block. See Also: ”Save, Check in, and Publish” on
page 88 and ”Adding a Content Block” in the Ektron
CMS400.NET User Manual.
Editing a Document’s Properties
If the host application (such as Microsoft Word) has a Properties
screen, you can access it by clicking File > Properties or the
Properties option on the host application’s Document
Management menu.
NOTE
C M S 4 00 . N E T installs the Document Management menu on the Office
application.
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Save, Check in, and Publish
When you finish editing a document, you have four options for
what to do next. They are explained in the following table.
You can carry out any option by clicking an Ektron CMS400.NET
toolbar button.
or a Document Management menu option (illustrated below).
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Action
Document
Management Menu
Option
Check document in so you and others
can continue to edit it.
Check in
Submit document into approval chain.
Upon approval, publish content to Web
site.
Publish or submit for
publishing
Save recent changes. Use to save latest
changes before continuing.
Save to DocServer
Save file to local computer.
Work Offline
Toolbar
button
or
See Also: ”The Work Offline Option” on
page 94
Discard changes made in current editing
session.
Undo Check out
Importing One Office Document into the AMS
Your computer or network may have Office documents that you
want to manage using the AMS. Follow these steps to import any
document into Ektron’s AMS.
See Also: ”Importing Files Individually vs. Several at Once” on
page 94 and ”Drag and Drop File Uploading Vs. the Add Content
Buttons” on page 106
1. From the Workarea, select the Content folder.
2. Select the folder in which you want to place the document.
NOTE
To learn about working with folders, see ”Working with Folders and Content
Blocks” in the C M S 4 0 0. NE T User Manual.
3. Click the down arrow next to the add dropdown list to view the
asset types you can add.
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4. Select Office Documents.
5. Click the Add Content button (
).
6. The Insert New Document Object screen appears.
NOTE
The list of object types is determined by the applications installed on your
computer. For example, an MS Project file type only displays if MS Project is
installed.
7. Check the Create From File button.
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8. Click the Browse button and browse to the file you want to
import into AMS. Click OK.
9. The document appears within the host application.
10. Enter a Title and add content to the document.
NOTE
If you want to retain the original document name, insert the full filename into the
Title field. For example, you could enter mydocument.doc.
11. Decide whether the content should be added to the Quicklinks
Table and if the content should be searchable. See Also: ”Add
to Quicklinks Table” and ”Content Searchable” in the Ektron
CMS400.NET User Manual.
12. If desired, add a summary, search data, a schedule, and
comments. See Also:
•”Adding a Content Block Summary” in the Ektron
CMS400.NET User Manual
•”Adding or Editing Search Data” in the Ektron CMS400.NET
User Manual
•”Scheduling Content to Begin and End” in the Ektron
CMS400.NET User Manual
13. If desired, you can edit the document’s properties. See Also:
”Editing a Document’s Properties” on page 87
14. Check in or submit the content for publishing as you would a
content block. See Also: ”Save, Check in, and Publish” on
page 88 and ”Adding a Content Block” in the Ektron
CMS400.NET User Manual.
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Importing Several Office Documents into the AMS
Your computer or network may have several Office documents that
you want the AMS to manage. Follow these steps to import several
Office documents at once into Ektron’s AMS.
See Also: ”Importing Files Individually vs. Several at Once” on
page 94 and ”Drag and Drop File Uploading Vs. the Add Content
Buttons” on page 106
1. Place all files to be imported in the same folder on your
computer or network.
2. From the Workarea, select the Content folder.
3. Select the CMS folder in which you want to place the
documents being imported.
NOTE
To learn about working with folders, see ”Working with Folders and Content
Blocks” in the C M S 4 0 0. NE T User Manual.
4. On the View Contents of Folder screen, click the down arrow
next to the add dropdown list to view a list of items you can
add.
5. Select Office Documents.
6. Click the Add Several Files button (
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7. The View Contents of Folder screen splits into two sections,
resembling Windows Explorer. The left section displays the
folder structure of your PC and its network drives. The right
section displays the files in the selected folder.
8. In the left frame, navigate to the folder that contains the files
you want import.
9. In the right frame, click the checkbox next to each file you want
to import. You can only import files in the selected folder at this
time.
10. In the Title field, you can enter an optional title to apply to all
imported documents. See Also: ”Importing Files Individually vs.
Several at Once” on page 94
11. Decide whether the content should be added to the Quicklinks
Table and if the content should be searchable. See Also: ”Add
to Quicklinks Table” and ”Content Searchable” in the Ektron
CMS400.NET User Manual.
12. Click the Check in ( ) or Submit for Publishing button (
See Also: ”Save, Check in, and Publish” on page 88 and
”Adding a Content Block” in the Ektron CMS400.NET User
Manual.
).
13. The selected files are imported into AMS.
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Importing Files Individually vs. Several at Once
If you import files one at a time, you can assign each file a unique
title. Also, any summary, search data, schedule, comment and task
information applies to that file only.
If you import several at once, you are not required to assign a title.
If you do not assign a title, the file’s title is the same as its name,
including the extension. For example, Proposal for Town
Manager.PDF.
If you do assign a title to several files, appended to the title, in
parentheses, is the original file name including the extension. So
for example, if you import three personnel forms at once, and
assign them the title Personnel, the titles might look like this:
Personnel (Vacation Request.doc)
Personnel (Direct Deposit Form.doc)
Personnel (Absence Report Form.doc)
Also, any summary, search data, schedule, comment, or task
information you enter applies to all files. So, it would be efficient to
enter this kind of information if it applies to all or even most of the
files. For example, if you are importing 10 files and eight have the
same search data, insert the search data before checking them in.
Then, change the search data for the remaining two.
After you check in or publish these files, you can edit the summary,
search data, schedule, comment, or task information by selecting
the files individually.
The Work Offline Option
After creating or editing an asset, you can save it to your local
computer instead of the document server. To do so, click the Work
Offline button (
).
If you do, the asset remains in a checked-out state and only you or
a system administrator can check it in to work on it again. When
you check it in, the file on your local computer is loaded into the
Workarea.
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As a result, you can edit the asset on your local computer
anywhere, without a network connection. When you are ready to
return it to the document server, check it in, save it, or submit it for
publishing.
You must check the asset in on the same computer on which you
checked it out.
NOTE
A system administrator can check in any checked-out asset. If he does, the most
recently published asset gets checked in.
Editing an Office Document
After an Office document is stored in the AMS, follow these steps
to edit it.
1. From the Workarea, select the Content folder.
2. Select the document’s folder.
3. From the View Contents of Folder screen, click the document.
4. The View Content screen for the document appears. If the
document is checked in, it appears on the Content tab in the
Workarea but you cannot edit.
NOTE
Your administrator controls the initial view you see when you edit a dcoument.
The following table shows the two different ways you can preview a document.
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Mode
Image
Preview Turned on
Preview Turned off
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5. Click the Edit button (
).
6. The document opens in the host application.
7. Edit the document as well as its summary, search data,
schedule, tasks, or comments.
See Also:
•”Adding a Content Block Summary” in the Ektron
CMS400.NET User Manual
•”Adding or Editing Search Data” in the Ektron CMS400.NET
User Manual
•"Managing Tasks" in the Ektron CMS400.NET User Manual
•”Scheduling Content to Begin and End” in the EEktron
CMS400.NET User Manual
8. If desired, edit the document’s properties. See Also: ”Editing a
Document’s Properties” on page 87
9. Check in or submit the content for publishing, as you would any
content block. See Also: ”Save, Check in, and Publish” on
page 88
Working with Managed Files
This section explians how to work with managed files through the
following subtopics.
• ”Creating a New Managed File” on page 97
• ”Importing One Managed File” on page 98
• ”Importing Several Managed Files” on page 100
• ”Editing a Managed File” on page 102
Creating a New Managed File
Unlike an Office document, you cannot create a managed file
within Ektron CMS400.NET. Instead, you must create it on your
computer using the host application. After creating the file, import it
into the AMS.
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Importing One Managed File
To import a managed file into AMS, follow these steps.
See Also: ”Importing Files Individually vs. Several at Once” on
page 94 and ”Drag and Drop File Uploading Vs. the Add Content
Buttons” on page 106
1. From the Workarea, select the Content folder.
2. Select the folder in which you want to place the file.
NOTE
To learn about working with folders, see ”Working with Folders and Content
Blocks” in the C M S 4 0 0. NE T User Manual.
3. Click the down arrow next to the add dropdown list to view the
asset types you can add.
4. Select Managed Files.
5. The default language appears in the View: dropdown list. To
save the managed file under a different language, click the
dropdown list and select the language.
6. Click the Add Content button (
).
7. The Edit Content screen opens, as shown below.
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8. Click the Browse button.
9. Browse through your computer and network to the file you want
to import. When you do, the file’s path appears within the File
field.
10. Insert a Title.
11. Decide whether the content should be added to the Quicklinks
Table and if the content should be searchable. See Also: ”Add
to Quicklinks Table” and ”Content Searchable” in the Ektron
CMS400.NET User Manual.
12. If desired, add a summary, search data, a schedule, and
comments. See Also:
•”Adding a Content Block Summary” in the Ektron
CMS400.NET User Manual
•”Adding or Editing Search Data” in the Ektron CMS400.NET
User Manual
•”Scheduling Content to Begin and End” in the Ektron
CMS400.NET User Manual
13. Click the appropriate button to either check in (
) or publish
( ) the file. See Also: ”Save, Check in, and Publish” on
page 88 and ”Adding a Content Block” in the Ektron
CMS400.NET User Manual.
14. A window appears momentarily, indicating that the file is being
uploaded to the AMS server.
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Importing Several Managed Files
To import several managed files into AMS, follow these steps.
See Also: ”Importing Files Individually vs. Several at Once” on
page 94 and ”Drag and Drop File Uploading Vs. the Add Content
Buttons” on page 106
1. From the Workarea, select the Content folder.
2. Select the folder in which you want to place the files.
NOTE
To learn about working with folders, see ”Working with Folders and Content
Blocks” in the C M S 4 0 0. NE T User Manual.
3. Click the down arrow next to the add dropdown list to view the
asset types you can add.
4. Select Managed Files.
5. The default language appears in the View: dropdown list. To
save the managed files under a different language, open the
dropdown list and select the language.
6. Click the Add Several Files button (
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7. The View Contents of Folder screen splits in two, resembling
Windows Explorer. The left section displays the folder structure
of your PC and its network drives. The right section displays
the contents of the current folder.
8. In the left frame, navigate to the folder that contains the files
you want import.
9. In the right frame, click the checkbox next to each file you want
to import. You can only import files in the selected folder.
NOTE
If you select both Office documents and managed files, the Office documents are
imported as Office documents, and others are imported as managed files.
10. In the Title field, enter a title for all imported files. See Also:
”Importing Files Individually vs. Several at Once” on page 94
11. Decide whether the content should be added to the Quicklinks
Table and if the content should be searchable. See Also: ”Add
to Quicklinks Table” and ”Content Searchable” in the Ektron
CMS400.NET User Manual.
12. Click the Check in ( ) or Submit for Publishing button (
See Also: ”Save, Check in, and Publish” on page 88 and
”Adding a Content Block” in the Ektron CMS400.NET User
Manual.
).
13. The selected files are imported into AMS.
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Editing a Managed File
After a managed file is stored in the AMS, follow these steps to edit
it.
1. From the Workarea, select the Content folder.
2. Select the managed file’s folder.
3. From the View Contents of Folder screen, click the managed
file.
4. The Content tab displays the file name and a button to let you
view the file within its host application.
5. If you want to view the file before editing it, click the View readonly Asset button. If you do, the file opens for display
purposes only.
6. To edit the file, click the Edit button (
).
7. The following screen appears.
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8. To open the managed file in the host application, click Edit in
App. Then make your changes, save it in the host application
and click either the Check in (
button (
) or Submit for Publishing
).
- If you want to save this version of the file to your computer,
click Save to Local. If you do, a window appears. Navigate
to the desired folder then click the Save button.
- If you want to select another file on your computer or
network and save it under this name in Ektron CMS400.NET,
click Browse. If you do, a window appears. Navigate to the
desired folder then click the Open button. The new file is
saved under the old Ektron CMS400.NET name.
9. Edit the managed file as well as its summary, search data,
schedule, tasks, or comments.
See Also:
•”Adding a Content Block Summary” in the Ektron
CMS400.NET User Manual
•”Adding or Editing Search Data” in the Ektron CMS400.NET
User Manual
•"Managing Tasks" in the Ektron CMS400.NET User Manual
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• ”Scheduling Content to Begin and End” in the Ektron
CMS400.NET User Manual
10. Save the file within the host application.
11. Check in or submit the file for publishing, as you would any
content block. See Also: ”Save, Check in, and Publish” on
page 88
Importing Files via Drag and Drop
You can import files to the AMS using drag and drop. A single file
or multiple files can be added with this method. It doesn’t matter
whether the files are Office or Managed files.
NOTE
If you upload files using drag and drop whose types are not supported, the AMS
skips over them and continues uploading the next file. There is no warning to tell
you which files you are allowed to upload. See Also: ”Supported Types of Assets”
on page 81
When you drag and drop a file into the AMS, the file’s name
becomes its title. The file is assigned a content ID and submitted to
the approval process. If any of the following occurs, the file’s status
is set to checked in:
• you are required to fill out a search property field when adding
a file
• the folder in which you are adding the file is set to create PDF
documents when a file is published. See Also: ”PDF
Generation” on page 68
If you add more than one file with the same name or the same file
twice, the AMS assigns a number to the end of the title. For
example, when adding a second test.doc file, the new file is named
test.doc(1).
No information is added to Summary, Searchable Properties, or
Comments when a file is added via drag and drop. You can edit
these properties by clicking Edit (
), then clicking the
appropriate tab.
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Steps to Adding Files via Drag and Drop
1. In the Workarea, click the Content folder button.
2. Select the folder in which you want to place the files.
3. Open Windows Explorer.
4. Find the files you want to upload.
NOTE
You cannot drag and drop whole folders or subfolders. You can however grab all
files within a folder and drag and drop them.
5. From Windows Explorer, drag and drop the files onto the
Workarea drag and drop window.
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After you drag and drop the files, the following screen appears.
When the AMS is finished uploading the files, they appear in the
Workarea. If you do not see a file you wanted to upload, check the
following:
• your administrator allows the file is to be uploaded to the AMS
• you have the Asset Types dropdown box set to the type of file
you are looking for. Files upload to the right category no matter
which one is selected when you upload via drag and drop.
Drag and Drop File Uploading Vs. the Add Content Buttons
• Drag and drop file uploading allows you to add files quickly
without having to fill in details. The details can be entered later.
• A file added via drag and drop is submitted into the approval
process for that folder.
• Drag and drop requires fewer mouse clicks. You choose a
folder, use Windows Explorer to find the files, and drag and
drop them. The files are then added to the AMS.
Alternatively, by using the Add Content buttons (
)(
), you
can add detailed information such as summary, comment, and
searchable properties at the time of upload. When adding files
using the Add Content buttons, you have a choice whether
they are published (submitted to the approval chain), checked
in or saved. See Also: ”Save, Check in, and Publish” on
page 88
This process requires more mouse clicks than drag and drop.
You choose a folder, an asset type, browse to the folder where
the files are located, add the details, and publish the files. The
files are then added to the AMS.
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Asset Workflow
An AMS asset can proceed through the same workflow as a
regular content block. A diagram of this workflow is below.
Viewing AMS Assets within the CMS
To view an asset, follow these steps.
1. From the Workarea, select the Content folder.
2. Select the asset’s folder.
3. From the View Content screen, click the asset.
4. The View Content screen for the asset appears.
Deleting an AMS Asset
You can only delete an asset if its status is Checked In or
Approved. To delete an asset from the AMS, follow these steps.
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1. From the Workarea, select the Content folder.
2. Select the asset’s folder.
3. From the View Content screen, click the asset.
4. The View Content screen for the asset appears.
5. Click the Delete button (
).
Like a content block, an asset must go through the approval chain
before it is removed.
Approving AMS Assets
Assets are placed into the approval chain just like content blocks.
For more information, see ”Approving/Declining Content Blocks” in
the Ektron CMS400.NET User Manual.
Adding Assets to Collections and Menus
You can add an asset to a collection or a menu just as you would
an HTML content block. For more information, see ”Working with
Collections” and ”Working with Menus” in the Ektron CMS400.NET
User Manual.
Asset Reports
Ektron CMS400.NET provides several reports that track assets by
status.
Report
Displays assets in this status
For more information, see
Approvals
Requiring your approval
”Approvals Reports” in the
CM S 40 0 . N E T User Manual
Checked In Content
Checked in
”Checked In Report” in the
CM S 40 0 . N E T User Manual
Checked Out Content
Checked out
”Checked Out Report” in the
CM S 40 0 . N E T User Manual
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Report
Displays assets in this status
For more information, see
New Content
New (that is, created and saved
but never published)
”New Content Report” in the
CM S 40 0 . N E T User Manual
Submitted Content
Submitted for publication
”Submitted Report” in the
CM S 40 0 . N E T User Manual
Pending Content
Approved and pending a start date
”Content Pending Start Date Report” in
the C M S 40 0 . N E T User Manual
Refresh Reminder Report
End date has been reached
”Refresh Reminder Report” in the
CM S 40 0 . N E T User Manual
Expired Content
Expired date has been reached
”Expired Content Report” in the
CM S 40 0 . N E T User Manual
Content to Expire
Will expire within specified number
of days
”Content to Expire Report” in the
CM S 40 0 . N E T User Manual
For more information, see ”Content Workflow Reports” in the
Ektron CMS400.NET User Manual.
Using the CMS/AMS Search
See ”Search Content Folder” in the Ektron CMS400.NET User
Manual.
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Additional Information
Additional Information
Supporting Documents
You can find more detailed information about Administering Ektron
DMS400 in the following document:
• Ektron CMS400.NET Administration Manual > “Asset
Management Server Registration”
Support
If you are experiencing trouble with any aspect of Ektron DMS400,
please contact the Ektron Support Team via our Web Site, or by email:
support@ektron.com
http://www.ektron.com/support/index.aspx
Sales
For questions and answers about purchasing Ektron DMS400 from
Ektron, contact the sales department by sending an e-mail to:
sales@ektron.com
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Additional Information
Ektron, Inc.
5 Northern Boulevard, Suite 6
Amherst, NH 03031 USA
Tel: +1 603.594.0249
Fax: +1 603.594.0258
http://www.ektron.com
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