Welcome to GWAVACon

1
Welcome to GWAVACon

• Expanding GroupWise Document Management
• Session Speaker Name Danita Zanrè
• Company Caledonia
• Email danita_at_caledonia.net

2
About your Presenter

• Danita Zanrè
• Long time GroupWise User and Administrator(since
  WPO 2.0)
• Author of GroupWise books and articles
• GroupWise enthusiast extraordinaire!
• Learning to be a geek on Linux

3
What is a GroupWise Library

• The Library is an object in GroupWise that
  belongs to a Post Office
• Libraries are not limited to access by users from
  a particular Post Office

4
What objects are contained within Libraries

• Properties
• Sharing Rights
• Documents
• Indexes
• Word Lists
• Activity Logs

5
How are Libraries Defined

• GroupWise Libraries are created much like any
  other GW object
• Libraries have the following setup requirements
• Location of Documents
• Properties which are associated with documents
• Granting rights to Libraries

6
Do I need a Document Storage Location?

• Winds of Change!
• Clustering
• Disaster Recovery

7
Importance of the initial setup

• Using Document Storage Locations?
• Directory Naming for Document Locations
• Keep it short - no long directory names
• Volume Positioning
• Keep it away from the root of a volume
• Space Requirements
• Things will only get bigger
• Two areas to watch
• The document files themselves
• The files that control the libraries

8
Where to Place the Libraries

• Two choices Post Office or Library Storage Area
• Post Office
• Good things
• Moves with the Post Office
• Everything contained under the PO directories
• Bad things
• Can only move with the Post Office
• Once a library is defined under the Post Office,
  it cannot be moved

9
Where to Place the Libraries

• Two choices Post Office or Library Storage Area
• Library Storage Area
• Good things
• Better control of space
• Bad things
• Moving can be awkward

10
Single versus Multiple Libraries

• A single library is generally preferred because
• People can only put documents in one place
• A consistent set of defaults can be applied

11
Single versus Multiple Libraries

• However, if you need
• Radically different document properties
• Complete security by separation
• then Multiple libraries are the way to go
• But keep ONE library for each group

12
Libraries and Indexing

• Keep the documents close to the agents
• Storage Areas on the same server as the POA
• People access files one at a time
• The Indexer grabs them in bulk
• Ignore anything on dedicated indexers
• Hardware has more than caught up

13
Libraries and Indexing

• Indexing Frequency
• GW6.5 can be specified in minutes
• Previous versions only in hours
• Avoid continuous indexing

14
Getting the Word Out

• How to inform others about document changes
• Email
• Just send the number - internally anyway.
• Attaching a reference does include a copy of the
  file

15
Getting the Word Out

• How to inform others about document changes
• Shared Folders
• Notify doesnt help much
• Used as a document review area
• Reply to the document reference
• Set Folder View to By Discussion Thread
• Search Folders
• Requires the indexer to have run
• Usually requires custom fields

16
Document Types and Lookup Fields

• Why is the Document Type Important?
• Applies to all libraries
• Controls what happens to a document at the end of
  its life
• Can be used to separate documents into logical
  groups
• It can be easily added to by the Librarian

17
Document Types and Lookup Fields

• Lookup and Custom Fields
• Requires careful planning
• These cannot be edited or deleted after creation
• Lookups are only parent/child single level

18
Document Rights

• Document Rights
• View
• Edit
• Delete
• Share
• Modify Security
• Version Specific Rights

19
Library Rights

• Library Rights
• Librarian
• Other options act as a filter on document rights
• Set Official Version
• Reset In-Use flag
• Always remove the
• DELETE right

20
Which Applications Suit the Libraries and Which
Don't

• Good Application Types
• Single-User Files (one user at a time)
• Files that can be Full-Text Indexed
• mainly textual files
• ODMA Applications
• Most standard suite products

21
Which Applications Suit the Libraries and Which
Don't

• Bad Application Types
• Graphic Files (including CAD)
• PDF Files
• Cannot be indexed by GroupWise
• Can be indexed by NSearch

22
Alternative Ways to Access the Documents Easily

• The Purists Method
• Minimal Document References in Folders
• Set up Custom Fields for Searches
• Use Search Folders
• The Pragmatists Method
• Training on the Find command
• The Documents Folder

23
The Purists Method

• Document References within the Client
• Should be minimised
• Search Folders should be used
• Mandatory custom fields or sensible defaults
• Strict use of document types
• Why do it this way?
• Less load on the server
• More reliable searches (in theory)

24
The Pragmatists Method

• Live with the system overhead
• People like having everything in one place
• Too many fields are awkward
• Any individual doesnt use that many files
• Why do it this way
• Because life is complicated enough
• Space restrictions include document references

25
How to Strike the Balance

• Persuasion and Training
• The Find dialogue is cleverer than you think
• The Documents folder can be tuned
• Sell the advantages of the system
• No more multiple copies
• Old files can be found easily
• Aim to reduce the overhead
• Worst case - get a better server

26
Day-to-Day Maintenance

• Just the standard GroupWise checks
• Daily Structure Check
• Weekly Contents Check

27
Defusing the Occasional Crisis

• Lost Documents
• Save Errors
• Corrupt Rights
• File System Errors
• Checkout Errors

28
Defusing the Occasional Crisis

• Identifying documents
• How to get the document number into the file
• Importing documents
• GWPort32 is your friend

29
Errors on Saving Files

• Always put the checkout directory on a network
  drive
• Salvage is a good thing
• The default of TEMP gets too busy
• Temporary copies can be rescued
• Check out the original document
• Copy over the temporary file
• Check the document back in
• Watch for space restrictions

30
Other Types of Errors

• Corrupt Rights
• Either a GWCheck/Verify Security
• Fix manually from within the client
• File System Errors
• Machine crashes
• Checkout Errors
• File Naming conventions

31
Other Types of Errors

• Check-Out Errors
• Duplex Mismatches
• Insufficient Rights

32
Document Identification

• Macros within the Application
• Word
• Simple Approach
• Insert gt Autotext gtHeader and Footer gt Filename
  gets GW Subject
• Insert gt Autotext gtHeader and Footer gt Path and
  Filename gets ODMA/GRPWISE/otherstuff/Doc/Ver
• word really doesnt like empty subjects
• Macro Approach

33
Document Identification 2

• Macros within the Application
• Word Perfect
• Trickier, but can be done
• The ?ODMAName and ?ODMAPath Variables
• Use the checked out file name

34
Importing Documents

• For normal imports
• Use the facilities built into the client
• File/Import Documents
• When you need to specify the document number
• Use the GWPort32 utility
• Dates and times can be tricky
• Restoring documents
• Restore document from backup

35
GWCheck Options and Errors

• Three library specific options within GWCheck
• Archive / Delete Documents
• Delete Activity Logs
• Analyze/Fix Library

36
Archive/Delete Documents

• Documents created within a Library can be
• Archived
• Retained indefinitely
• Deleted

37
Archive/Delete Documents

• What happens is controlled by their document type
• This option has to be run for anything to happen
• Archived documents are stored under the Post
  Office directory structure - PO/LIBXXXX/ARCHIVE

38
Delete Activity Logs

• Document logging records all activities performed
  on the documents in a library. When document
  usage is heavy, activity logs can consume large
  amounts of disk space. Downside to purging the
  activity logs is if you are required to keep
  access records
• Activity logs are in the dmdlxxyy.db files.

39
Analyze/Fix Library

• This is the main option for Library maintenance
• For all options except Verify Library, all
  documents in each of the selected library
  databases are checked
• Usual advice is to check the top 4 options

40
Verify Library

• Checks the information for a Library object and
  verifies its integrity. If there are errors, they
  are either fixed or logged.
• This fixes problems with the DMSH.DB. It will
  also create a new DMSH.DB if the database does
  not exist in the NGWGUARD.DB and does not exist
  on disk. See TID 10027874 among others for an
  example

41
Fix Document/Version/Element

• Performs an integrity check to make sure of the
  following
• Each document has one or more versions linked
• Each version has one or more elements linked
• All versions are linked to a document
• All elements are linked to a version

42
Verify Document Files

• Determines if the blob exists for a document and
  if the document is accessible. If not, an error
  is logged for that document.
• You can recover a file by restoring it from
  backup.

43
Verify Document Files

• Possible scenarios for errors that would be
  logged
• If the file system on the network becomes
  corrupt, this option tells you which documents
  cannot be opened or which blob files are missing.
• If someone marked a file as Read Only or Hidden,
  this option would log an error and list the file
  as inaccessible.

44
Validate All Document Security

• Validates document security for the Author,
  Creator, and Security (document sharing) fields
• Users are identified with a Global Unique
  Identifier (GUID) number, which identifies each
  user. Users names can be changed, for
  circumstances such as marriage, but the GUID
  remains unchanged. However, GUIDs can be
  corrupted, thus changing a users unique ID.
  Security is controlled by GUIDs assigned to
  documents in the Author and Creator fields.
  TID2938038 refers to using this option.

45
Synchronize User Name

• The Author and Creator fields display users' full
  names
• If a user's name is changed, this option verifies
  that the name on document and version records is
  the same as the user's current display name. If
  not, the Author and Creator fields in documents
  and versions are updated to the newer name.

46
Remove Deleted Storage Areas

• After deleting a document storage area in
  ConsoleOne, the document storage area directory,
  and all documents in it, remain on the system and
  available to users.
• To delete the document storage area and move all
  documents to another location, select Remove
  Deleted Storage Areas. You will notice that Move
  Documents First is also selected. To delete the
  document storage area and all documents, select
  Remove Deleted Storage Areas and deselect Move
  Documents First.

47
Reset Word Lists

• Documents stored in a library are indexed and
  inserted into a generated word list. This allows
  users to search for a document by keywords as
  well as any word contained within a document. The
  document library word list may become outdated,
  and if this occurs, the word list must be
  regenerated. This option allows the program to
  regenerate the document library word list the
  next time an index operation is performed.

48
Database Overview

• Library Databases
• dmsh.db, common information lookup tables,
  custom fields, document types and location of
  library databases
• dmsd00yy.db, database containing information
  specific to this library
• dmddxxyy.db, property sheet information
• dmdlxxyy.db, activity log information

49
Repairing a Specific Database

• Any of the Library databases (dmsh.db,
  dmsd00yy.db, dmddxxyy.db, dmdlxxyy.db) can be
  checked for structural damage manually.
• Perform a GWCHECK, and in the User/Resource
  field, type in the name of the database that you
  need to check

50
GWCheck Document Errors

• Normal Housekeeping Errors
• 39 (5.5) or 93 (6.x) Unused blob files (deleted)
• Housekeeping of old DMS files that are no longer
  required
• 52 - GWCheck should move the orphaned file
  beneath the Post Office directorys , under
  ltPODirgt\WPCSOUT\OFS\ltStorageAreaDirgt. This can
  give the message Return from WpioDirCreate
  0x8209. This can be caused by having the DMS
  area directory off a volume root.
• 50 Orphaned blob files (deleted).

51
POA Library Errors

• Creation Errors
• Error 70 - Library was not created correctly or
  DMSH.DB doesnt know about it. TID 10011792
• 91 Databases in Store Catalog but not on
  disk.......... 21
• GWCheck used to create a library if you tried to
  check a library and misspelled the name
• Adopting GroupWise Libraries TID10066296

52
Useful TIDs for Reference

• General Information
• TID2913829 - What are these BLOB files anyway?
• TID2946559 - What are the component parts of a
  GroupWise library?
• TID2946595 - Guardian.db and Document Management

53
Useful TIDs for Reference

• GWCheck Information
• Error 52 messages are increasing when running
  Contents check on - TID10056201
• Error 52 Blob file with missing trailer. -
  TID10052239
• Try and avoid any clashes with the GWCheck times
  and system backup times

54
Other Places of Interest

• http//www.caledonia.net/cat-gw.html
• http//www.2ndc.com
• http//www.nexic.com
• http//www.computhink.com
• http//www.bachdm.com
• http//www.concentrico.net

55
Thank you

• Thank You for Coming to
• GWAVACon!