What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Field Advisory

Abstract

This ‘What’s New’ document is intended to communicate the added features, new certifications, and changes that were introduced in the Documentum D2 4.1 Release. It is intended for internal use but the information herein may be shared with customers and prospects under an NDA. April 2013

What’s New in DOCUMENTUM D2 4.1

2 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Copyright © 2013 EMC Corporation. All Rights Reserved. EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. The information in this publication is provided “as is.” EMC Corporation makes no representations or warranties of any kind with respect to the information in this publication, and specifically disclaims implied warranties of merchantability or fitness for a particular purpose. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com.

3 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Table of Contents

Product Overview .................................................................................................... 4

Overview of Documentum D2 4.1 ............................................................................. 5

Documentum D2 4.1 Enhancements ........................................................................ 6

Usability ............................................................................................................................. 6

Collaboration ................................................................................................................... 10

Interoperability ................................................................................................................. 13

Extensibility ..................................................................................................................... 15

Enterprise Readiness ........................................................................................................ 17

Language Packs .................................................................................................... 19

References ............................................................................................................ 19

4 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Product Overview Documentum D2 is the advanced, configurable content-centric application client for Documentum ECM. D2 offers a highly intuitive and personalizable user experience that can accommodate individual preferences and working styles of different users while assuring compliance with organizational policies and standards. D2 makes knowledge workers more productive, reduces training costs, and accelerates user adoption of ECM applications. Documentum D2 takes the complexity out of ECM with a powerful configuration framework for creating purpose-built content solutions without the need to develop time-consuming customizations. This unique approach enables organizations to respond more rapidly to changing business needs and accelerate time-to-value for ECM deployments.

This offering includes:

Documentum D2: Provides advanced content management for the power user and enables business analysts to rapidly match their ECM solution functionality to changing business needs. Benefits include:

o For ECM users, Documentum D2 delivers ECM without its complexity, reducing training and making them more productive.

o The business analyst can be much more responsive to the needs of the business and accelerate time-to-value through the power of configuration.

o Content administrators achieve greater consistency of ECM rules and policies with wider user adoption and simplified information management and compliance.

Features include:

o Configurable and personalized user experience

o Widget-based portal-like approach to the user interface

o Intelligent thumbnail previews and instantaneous viewing of content

o Instant application deployment of highly configured rules and content policies

o Configurable metadata and creation dialogs

o Advanced Workflow, lifecycle and auditing capabilities all configurable for the content or user type

o Automated features for controlled content, such as property inheritance, auto-naming, auto-numbering, and auto-linking

o Simplified creation of relations and virtual documents

5 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

o Simple and advanced search with configurable search screens and custom search forms

Documentum D2 +Pack consists of add-on utilities that may be added to a Documentum D2 implementation to provide:

o Microsoft Office Integration: Synchronization of properties between Microsoft Office documents and Documentum metadata. For Outlook email messages, Documentum D2 +Pack captures metadata such as To, From, and Subject.

o Configurable PDF document generation: Augments PDF documents with cover pages, table of contents, watermarks, signature pages, header, footer and security settings.

o Recycle Bin: Manages the cancellation and deletion of documents by using a standard recycle bin approach. (Requires D2 3.1)

Overview of Documentum D2 4.1 Documentum D2 4.1 delivers increased productivity with a combination of user experience and extensibility improvements and new features for collaboration and administration. The focus for the release is:

Usability – New widget based UI extended to cover a broader set of advanced document management and content control capabilities, and run-time user preferences

Integration/Interoperability – Syncplicity Connector, IRM, Brava, BPM

Collaboration – Threaded discussions, virtual document editing, native annotations

Extensibility – Event model, enhanced external widgets, enhanced bi-directional widget communication, D2FS API, server-side plugins, menu editor for custom menus and actions

Enterprise Readiness – Delegated and distributed administration, system administration widgets, client-side filtering for large folders and groups, performance improvements, Documentum 7 compatibility

D2 versions 3.1 and 4.1 can continue to coexist in the same environment. Customers are entitled to both versions and can deploy whichever interface best suits their business requirements. Starting with D2 4.1, D2 3.1 will be a separate download.

Some product features that were previously available in D2 3.1 are now available in D2 4.1 with a new cross-browser widget-based user interface. In the following section, these features are marked with a bullet. Net new features are marked with a bullet.

6 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Documentum D2 4.1 Enhancements

Usability

Property Validation – Fields on Property forms can be configured with client-side validation rules, improving responsiveness and data accuracy.

Inheritance on Update – Updates to folder properties will now cascade to inherited properties in documents. In 4.0, inheritance only occurred at document creation time.

Enhanced Audit Trail Display: More user-friendly information is now available in the audit trail, such as a comparison of new/old values. The audit trail is easier to read and users have more control over what is displayed.

Query Forms: A new widget has been added to embed query forms. This highly configurable Query Form widget gives users the ability to quickly launch a search query on specified property values.

Drag and Drop: Drag and drop is enabled to import files and emails from the desktop file system. When dropped on an existing folder or document, properties are automatically inherited from the target to the new object. The same property values can be also be applied to all the files included in the drag operation when importing multiple files. Drag and drop is also enabled to copy or move folders or files between widgets.

Rendition Management: New UI controls are available for importing, exporting, and requesting renditions.

Relationship Management: New UI controls are available for creating and removing content relationships.

Import as New Version: A new version of a document can be imported. Previously a new version could only be created by editing a document.

Figure 1: Query Form

7 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Mass Update: A new UI and menu option is available for updating property values on multiple objects in a single operation.

Search Enhancements: Search has been enhanced with new dialogs for Advanced Search and Saved Searches, and with faceted navigation of search results.

Figure 3: Facet Selection

Figure 2: Advanced Search Dialog

8 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Figure 4: Faceted Search

Figure 5: Saved Search Dialog

9 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Workflow Enhancements: Workflow has been enhanced with new UIs for viewing completed workflows, task delegation, assigning dynamic participants at the start of a workflow, and sending a document to a distribution list for quick review and approval. A new workflow reporting widget has been added to display detailed information about completed and running workflows.

Figure 6: Distribution to Reviewers

Figure 8: Task Delegation

Figure 7: Workflow Overview Widget

10 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Print control enhancements: Enhanced UIs are available for controlled PDF print, view, export, and recall with the D2 +Pack.

Collaboration

Threaded Discussions: Users can now attach comments and participate in threaded discussions on documents. Comments are authored in a popup rich text editor. A new Comments widget allows users to easily follow the discussion about a selected document.

Figure 9: Print Controls

Figure 10: Rich Text Editor for Comments

11 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Virtual Document Editing: Virtual Documents are a powerful and unique Documentum feature that allows multiple authors to collaborate on a single large document. The Virtual Document widget has been enhanced with toolbars and menus for modifying and managing the components of a virtual document. Components can be added to a virtual document using Drag and Drop.

Figure 12: Virtual Document Widget

Figure 11: Comments Widget

12 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Native Annotations: D2 merges Microsoft Word document annotations (comments and track changes) from multiple users and manages them in the repository as related objects (Relations). These annotations are now supported across browsers and integrated into D2 Client with new menu and view options.

Figure 14: Native Annotation Menu Options

Figure 13: Drag and Drop a Child Component

13 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Document Comparison: Compare versions of a Word document.

Interoperability

Syncplicity Connector – Files can be shared directly from D2 to Syncplicity, allowing content to made available to users inside and outside an organization on multiple devices. Folders may be synched from a menu option or from a workflow task. An icon is shown on the folder/content to indicate that the content has been synched. Automatic shares can be set up by an administrator and limited to specific document types. Shares can also be manually initiated by authorized users.

Figure 15: Native Annotations Viewed in Relations Widget

Figure 17: Share to Syncplicity from D2

Context Menu

Figure 16: Shared Folders

14 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Figure 18: Sharing Configuration

Figure 19: Syncplicity Publishing Rules

15 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

IRM Compatibility – D2 can now interpret IRM security bits, requiring the use of an IRM client for any content that is IRM protected and is being shared externally with others (e.g. via Syncplicity). Access control of IRM protected content can be configured in D2 Config. The combination of IRM and Syncplicity integration ensures that content is protected when it moves out of the repository.

BPM – D2 can now participate in workflows designed with xCP Designer (while connected to the repository) or Process Builder. Workflows defined in xCP run on the process engine vs. the Content Server JMS used for Workflow Manager. This results in less load on Content Server. Workflow functionality in D2 remains limited to capabilities supported by Workflow Manager. For a comparison of Workflow Manager and xCP workflows, please see Functional Comparison of EMC Documentum Workflow and xCP on the EMC Support site (you may need to log in to the support site to enable this link)

Third-Party Integrations: Out of the box integrations are now available for the following third party components:

o euroscript Documentum Report Generator (eDRG): An EMC certified add-on for generating custom reports in a variety of formats

o IGC Brava document and image viewer

o Reveille Management Console application performance management solution

Extensibility

D2 4.1 introduces new extensibility and integration options that take D2 to a greater level of interoperability with other applications in your environment. There are now limitless opportunities to extend the functionality available to users within D2, to display information coming from external data sources and to ensure that D2’s powerful configurations are applied to documents managed and controlled in other enterprise applications. Customers and partners can take advantage of this extensibility without sacrificing the product’s inherent configurability and ease of deployment. New extensibility options include:

Bi-Directional Communication with External Widgets: External Widgets were introduced in D2 4.0, but could only receive parameter values from other widgets. In D2 4.1, External Widgets can now return information to internal widgets, and can also invoke certain actions directly in the D2 Client. This capability greatly enhances the value of external widgets for extending the functionality and user experience in D2. For example, a point on a map widget can be selected to initiate a search for all documents related to that location.

Unlike client applications that simply allow you to display external data, External Widgets are first-class additions to the D2 user experience that can seamlessly interact with your repository content. These widgets can be a Google Gadget (with thousands to choose from), a Webapp (e.g. a JSP page), or simply an external Web site.

16 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Actions and Events: A comprehensive set of JavaScript actions and events are available to all widgets within the portal. Actions can be invoked by any internal or external widget, based on the context, to request that a specific action be performed by any other widget. Widgets can also subscribe to any event available in the hub and can respond when a subscribed event is received.. Events can invoke other actions or events or just notify other widgets that an action has taken place.

For example, when an object (e.g. document or folder) is selected in a widget, the widget can send D2_ACTION_LOCATE_OBJECT to request that other widgets locate and display the same object. Similarly, a widget can subscribe to D2_EVENT_FILTER_CHANGED event to detect when a user has changed a filter.

Actions and events applicable to a widget are selected in D2 Config when the widget is configured. In this release, only external widgets can be configured to send actions, but any widget can be configured to respond to events.

Published API: D2FS is the SOAP-based Web Services API upon which the D2 UI is built. This same set of services can now be used to build alternative UIs, or invoked from an external application e.g. to ensure that D2 configurations are applied to repository content being created by the external application.

Plug-Ins: Two types of server side plugins can be used to further enhance the functionality of D2. Action plugins can define custom actions which can be invoked from custom menus. Listener plugins can intercept D2 events to extend or override their functionality.

Menu Editing: Administrators can extend the D2 Client UI with custom menus. Menus can invoke JavaScript actions or Java classes.

Figure 20: Action and Event Configuration

17 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Enterprise Readiness

Distributed and delegated administration for configurations: Access to configurations in D2 Config can now be filtered by application and by administrator/user groups. This gives each business unit the ability to manage the configurations that apply to them, without giving them access to the entire configuration matrix.

Enhanced Electronic signature support: Additional actions can be configured to require an electronic signature for property updates, manual lifecycle state changes, and document distribution acknowledgement.

User preference management: A new user preference widget allows users to manage certain display preferences, such as the number of items to show in a paginated list and list font and row size.

Figure 21: Menu Configuration

18 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Client-side filtering for large folders and groups: When accessing a large list, a user is prompted to enter a filter to reduce the list size. The size at which the prompt appears is configurable.

Performance Improvements and Bug Fixes: A number of performance enhancements and bug fixes were implemented in this release. When used with Documentum 7, D2 4.1 will also benefit from scalability and performance improvements in the Content Server.

Admin Node Widgets: A new set of administrative widgets allows administrators using D2 Client to easily manage their own dictionaries, taxonomies, users and groups.

Figure 23: Dictionary Admin Widget

Figure 22: Client Side Filter

19 What’s New in Documentum D2 4.1 EMC Confidential—Internal and Partner Use Only (May be Shared under NDA)

Language Packs Documentum D2 4.0 has Language Packs for these languages:

English

French

Italian

German

Spanish

Dutch

Brazilian Portuguese

Simplified Chinese

Japanese

Russian – new in D2 4.1

References For additional information, please refer to the following:

Guide to D2 4.1 Collateral (EMC Internal)

Documentum D2 4.1 - Another Breakthrough for Content Management (ECN)

Figure 24: Dictionary Properties Dialog