Release Notes Documentum Release 2.2.1

DCTM Release Notes 2.2.1 2

Released October 10, 2011 Copyright © Pearson Education, Inc. and/or one or more of its direct or indirect affiliates. All rights reserved

DCTM Release Notes 2.2.1 3

Contents Item Title Page Number

Introduction Issues and solutions for both enhancements and bug fixes.

5

DCTM-180 2.2 Metadata DRUC 6

DCTM-234 The Language drop-down list displayed incorrectly in UAT.

10

DCTM-259 Three content class/content type extensions were incorrectly applied in Documentum.

10

DCTM-488 The Production Workflow workflow was not used.

11

DCTM-628 Format definitions were incorrectly and/or inconsistently applied across repositories.

11

DCTM-752 The content type Foreword was incorrectly spelled Foreward.

12

DCTM-758 Two imprint metadata attributes were missing from Penguin Canada legacy folders.

12

DCTM-857 There was no way of searching Documentum by reuse availability.

12

DCTM-870 An incorrect label appeared during file and folder import.

13

DCTM-872 Users could not generate the List of Objects Under Folder report.

15

DCTM-876 The User Comments value is repeated during some Advanced and POU searched.

16

DCTM-881 When users attempted to create a new folder in an existing CRC Digital Content folder, an error message appeared.

17

DCTM-888 When Country was selected in the Edition Coverage Tier 1 drop-down menu in the Properties of a product folder, the values with special characters in the Edition Coverage Tier 2 drop-down menu displayed incorrectly.

18

DCTM-892 Documentum could not handle programs with names longer than 120 characters that were sent by PCS.

19

DCTM-897 Contributor roles in folder properties were incorrect.

19

DCTM Release Notes 2.2.1 4

Item Title Page Number DCTM-898 Taxonomy and Category folders could not be

created in or imported into Documentum. 20

DCTM-899 The existing metadata of some files and folders was set to null upon deployment.

21

DCTM Release Notes 2.2.1 5

Introduction Release 2.2.1 is an enhancement and bug fix release to the prior Pearson CMS releases of Documentum. Release Notes 2.2.1 describe:

• The issues and solutions for the (17) enhancements and/or bugs that were implemented and/or fixed in the Release 2.2.1 build.

• Known issues which have not yet been resolved.

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1. DCTM-180 - 2.2 Metadata DRUC Pan-Pearson standards and enhancement requests from the Business Units were the key drivers of the updates supported in the Developmental Ready Use Case (DRUC) R2.2.1 Metadata Requirements Release 2.2.1 incorporated Requirements. Issue It was sometimes difficult to find content in Documentum. Solution Pearson continues to deploy a taxonomy-based architecture in Documentum. Taxonomies will start to be supported as of this release. A taxonomy is a browsable structure, similar to a folder structure, where assets are organized topically. Content existing in work-in-progress or archive structures can be associated to topics in taxonomies. The purpose of a taxonomy in Documentum is to allow users a means to browse for potentially re-usable content by discipline. In the Documentum hierarchy, the topmost folder is called a Taxonomy folder. The folders beneath the Taxonomy folder are Category folders. Metadata can be applied to both types of folders. The Taxonomy folder carries the taxonomy name, or the name of the broader topic, such as Mathematics, Nursing, etc. The Category folder is under the Taxonomy folder and carries the description of the taxonomy and an alpha-numeric taxonomy value or code. Taxonomy objects are being made available in the 2.2.1 release, though taxonomy creation is really expected to start picking up momentum in early 2012, when the Higher Ed Workflow Redesign Project goes live. Until then, most users will not be participating in any taxonomy building. All users outside of the Higher Ed group will be notified by their business unit if they need to do any taxonomy work.

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Issue There were too many folder types in Documentum. Solution Two new kinds of folders are replacing the previous folder types, and are being made available for use: Product Folder and General Folder. You may recall that these objects were built in the 2.1 release but have remained hidden since then. In this 2.2.1 release, both new folders are visible and searchable. Product folders are intended to be used where folders represent a whole product or a program component. These are folders that are required to carry Pearson Common Metadata. General folders are meant to be used for all other folders. The overall strategy is for all projects and all businesses to eventually use only these two types of folders. In the meantime, though, each business unit is identifying its own approach for phasing in the use of these two folders, as mixing these folders with other folder types has search implications. Documentum users will need to look to their business groups for guidance about how and when to start using these new kinds of folders. Issue Documentum wasn’t intuitive enough to recognize all objects by their file extensions and then auto-populate metadata fields based on the extensions. Solution Documentum has been auto-populating some metadata based on the file extension of a file. In the 2.1 release, auto-population was defined for a few dozen file extensions whereas in 2.2.1, auto-population rules have been defined for the almost-1000 different file extensions that exist in Documentum today, but remember -- a file name must include a file extension in order to have any metadata auto-population occur. Upon import into Documentum, files will have some descriptive metadata auto-populated depending upon the file extensions of the files being imported. The attributes Content Class, Content Type, and Contributor Role are the most common pieces of metadata that will auto-populate.

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Issue Drop-down lists, or controlled vocabularies (CVs), were often confusing and lengthy. Solution A few attributes have enhancements to their controlled vocabularies:

• Business Unit has new values to support Penguin groups. • Content Type Tier 2 has some new terms: Database, Utility, Log File, Help, and

Executable. • Contributor Role has changed. Today in DCTM, users have one field called

Contributor Role. In the 2.2.1 release, Contributor Role transforms into two attributes – Contributor Role Tier 1 and Contributor Role Tier 2. This change was made to support the needs of several business units in capturing Title Sheet metadata on ISBN folders. All existing Contributor Role metadata will be transformed into Tier 1 and Tier 2 equivalents.

• Distribution Format has been updated to include values appropriate for eBooks. Issue Penguin Canada imprints were not listed in the value drop-down lists. Solution A new metadata attribute called Imprint is available on the Product Folder object type. This new attribute was implemented at the request of Penguin Canada. The drop-down list contains values pertinent only to Penguin Canada. As other business units may come to need this metadata, the values in the drop-down list may be extended in future releases.

Figure 1.1. New Penguin CA imprints added to the Product folder object type.

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Issue The Reuse Status option auto-populated when many Business Units preferred that it did not. Solution The Reuse Status option that exists in DCTM in 2.1 will continue to exist in the 2.2.1 release, however this metadata will no longer auto-populate. Each Business Unit will decide for itself whether its users should populate Reuse Status or not. Higher Ed, for example, will be using a Rights Management System (RMS), and this group will likely be the first group to stop populating Reuse Status metadata in Documentum as it will be captured in a RMS instead (See Figure 1.2). Users in other business units should look to their management for guidance on whether, and how, Reuse Status metadata should be used.

Figure 1.2. On the left-hand side of the graphic, a Rights Management System (RMS) is the designated authority source for capturing Rights metadata. On the right-hand side, Documentum is the authority source for descriptive asset metadata, like Title and Keywords.

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2. DCTM-234 - The Language drop-down list displayed

incorrectly in UAT. Issue The Language drop-down list in the prsn_product_folder object in UAT appeared as an edit link, an the values displayed in an incoherent order. The values in the list should display in alphabetical order. Solution The Language drop-down list no longer appears and an edit link, and the values in list display alphabetically. 3. DCTM-259 - Three content class/content type extensions

were incorrectly applied in Documentum. Issue The following content types had incorrect content class and content type metadata attributes:

• .swf (Flash) files were associated with the Moving Image/Video/Clip metadata attribute. However, their source files (.fla) were associated with Moving Image/Animation. Because .swf files are more commonly associated with animation, and because the .swf source files are already associated with animation, the .swf attribute content class/content type attribute should be changed to Moving Image/ Animation.

• .flv files were associated with the Moving Image/Animation attribute. Since .flv

files are used to play video files on PCs, the Moving Image/Video/Clip attribute would be more appropriate.

• .max files were associated with the Moving Image/Video/Clip attribute. However,

.max files are most commonly the products of 3D Studio Max, and animation software, so the Moving Image/Animation attribute would be more appropriate.

Solution The following updates have been made:

• .swf files are now associated with the Moving Image/Animation metadata attributes.

• .flv files are now associated with the Moving Image/Video/Clip attribute. • .max files are now associated with the Moving Image/Animation attribute.

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4. DCTM-488 - The Production Workflow workflow was not

used. Issue The workflow, Production Workflow, that resides in Development, Staging, and Production was not used. Solution The Production Workflow has been removed from Documentum. 5. DCTM-628 - Format definitions were incorrectly and/or

inconsistently applied across repositories. Issue There were a number of issues with format definitions in Documentum. Some definitions were being used to designate different file types even though all file types must be assigned unique definitions. Furthermore, some definitions were available in some repositories and not in others when all available definitions should be available across all repositories. Lastly, the extensions of some file types were changed upon import into Documentum rendering these files unusable. Solution The following updates have been made:

1. All file types have been assigned unique format identifiers. 2. All format definitions are available across all Documentum repositories. 3. Format definitions that were changed upon import have been corrected.

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6. DCTM-752 - The content type Foreword was incorrectly

spelled Foreward. Issue The content value Foreward in Content Type Tier 2 should have been Foreword. Solution The content value Foreward has been changed to Foreword. 7. DCTM-758 - Three imprint metadata attributes were

missing from Penguin Canada legacy folders. Issue The Allen Lane Canada, Portfolio Penguin, and Razorbill Canada metadata attributes were missing from Penguin CA legacy folders on Documentum. Solution Allen Lane Canada and Portfolio Penguin have been added as imprint attributes to Penguin CA legacy folders. 8. DCTM-857 - There was no way of searching Documentum

by reuse availability.

Issue Users were unable to search for files based on whether or not they were available for reuse. Solution The Reuse Status field has been added to the Advanced Search screen.

DCTM Release Notes 2.2.1 13

9. DCTM-870 - An incorrect label appeared during file and

folder import.

Issue When users attempted to import both files and folders into an existing Documentum folder, the label at the top of the Import screen listed the imports as files (indicating files only) rather than as objects (indicating both files and folders) (See Figure 9.1).

Figure 9.1. The label at the top of the Import screen did not differentiate between files (files) from folders (objects).

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Solution The label on the Import screen now displays File when files only are imported, and Object when both files and folders are imported (See Figure 9.2).

Figure 9.2. The label at the top of the Import screen now differentiates between files (files) from folders (objects).

DCTM Release Notes 2.2.1 15

10. DCTM-872 - Users could not generate the List of Objects

Under Folder report.

Issue When users clicked the TOOLS menu, selected Reports, and then the List of Objects Under Folder option, another browser window opened and displayed an error message (See Figure 10.1). Solution Users can now generate the List of Objects Under Folder report without receiving an error message.

Figure 10.1. Attempts to run the List of Objects Under Folder report produce an error message.

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11. DCTM-876 - The User Comments value is repeated during some Advanced and POU searched.

Issue When users attempted an advanced or POU search after clicking the Object Type drop-down menu and selecting the Product Folder, General Folder, or Common Folder values, and then clicking the Properties drop-down menu, the User Comments value displayed twice in the menu (See Figure 11.1). Solution The Advanced Search screen has been reconfigured to only display values once.

Figure 11.1. During advanced and POU searches with the Product Folder, General Folder, or Common Folder type selected in the Object Type menu, the Properties menu displayed the User Comments values twice.

DCTM Release Notes 2.2.1 17

12. DCTM-881 - When users attempted to create a new folder in an existing CRC Digital Content folder, an error message appeared.

Issue Users opened an existing CRC Digital Content folder and then clicked the FILE menu, selected New, and then Folder in order to create a new child folder. However, the process failed and produced an error message (See Figure 12.1). Solution The content value Foreward has been changed to Foreword. Solution The code has been modified to allow the creation of child (CRC SCO) folders within CRC Digital Content folders.

Figure 12.1. Users were unable to create child folders within CRC Digital Content folders and received error messages.

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13. DCTM-888 - When Country was selected in the Edition Coverage Tier 1 drop-down menu in the Properties of a product folder, the values with special characters in the Edition Coverage Tier 2 drop-down menu displayed incorrectly.

Issue On the Usage tab of the Properties of a product folder, there are two edition coverage drop-down menus: Tier 1 and Tier 2. The values that display in the Tier 2 menu depend on what is selected in the Tier 1 menu. When Country was selected in the Tier 1 menu, values with special character displayed incorrectly on the Tier 2 menu (See Figure 13.1). Solution The Edition Coverage menus on the Properties screen of product folders have been recoded to allow values with special characters to display correctly.

Figure 13.1. When Country was selected in the Edition Coverage Tier 1 drop-down menu, values with special characters displayed incorrectly in the Edition Coverage Tier 2 menu.

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14. DCTM-892 - Documentum could not handle programs with names longer than 120 characters that were sent by PCS.

Issue PCS allowed title fields to have a maximum length of 225 characters; however, Documentum only allowed a maximum of 120 characters. Solution The maximum characters that Documentum allows in program titles have been increased to 225 characters. 15. DCTM-897 - Contributor roles in folder properties were

incorrect. Issue When users click the Contributor Role Tier 1 drop-down menu and select a value, the Contributor Role Tier 2 drop-down menu did not display values based on the Tier 1 selection (See Figure 15.1). Solution The two Contributor Role menus have been remapped so that the Tier 2 menu displays values based on a Tier 1 menu selection.

Figure 15.1. The Contributor Role Tier 2 menu was supposed to display values based on what was selected in the Contributor Role Tier 2 menu; however, it did not.

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16. DCTM-898 - Taxonomy and Category folders could not be created in or imported into Documentum.

Issue When users attempted to create/import Category or Taxonomy folders in Documentum (See Figure 16.1), they received runtime error messages and their attempts failed (See Figure 16.2).

Figure 16.1. When users tried to create folders in or import folders into Documentum….

Figure 16.2. Their processes failed and runtime error messages displayed.

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Solution Import functionality was reconfigured to allow the creation or import of Category and Taxonomy folders. 17. DCTM-899 - The existing metadata of some files and

folders was set to null upon deployment. Issue When some files and folders were deployed, their metadata was rest to null. Example: Before deployment: Business: K-12 Learning Solutions After deployment: Business: <empty> Solution Scripts have been updated to remedy the previous nullification of metadata on affected files and folders.