Enterprise Content Management
System , eCMS can be used for a wide range of applications:
Public web sites
Intranet and internal portals
Dealer Portals and extranet
eCMS provides a suite of integrated services for collaborative document management and digital asset management
ECM is used as a content warehouse
Enterprise content management as integrative middleware
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3. eCMS can be used for a wide range of applications:
– Public web sites
– Intranet and internal portals
– Dealer Portals and extranet
eCMS provides a suite of integrated services for
collaborative document management and digital
asset management
ECM is used as a content warehouse
Enterprise content management as integrative middleware
Introduction :
4. The Content Development
Lifecycle
The basic development cycle includes these
stages:
– Assign: a new task involving content creation
or editing is started
– Edit: content is created, edited and tested by
a content contributor or developer
– Review: content is tested and reviewed, with
possible rejection and recycling of the process
– Deploy: content is transferred from
development to production, which usually
involves transmission of the content to an
5. Assets
Asset: A file that contains data important to
your organization
Examples:
– Web pages
– Documentation files
– Image files
– Scripts or program code
– Configuration files
TeamSite safely stores your assets and controls
who can access or modify them
6. Access Control and Security
An ECM system must provide security during
all phases of content development and
delivery
Permission attributes can be assigned to assets
to control who can read or change the assets
The ECM system must also protect the
content when it moves from point to point,
making sure the content cannot be accessed
by unauthorized people
eCMS provides robust access control via user
login, role assignment, and file permission
control
7. Versioning Support
Each time an asset changes in an eCMS system
a new version of the asset is created
– Existing versions are never actually changed instead, the
new version supercedes the previous one
Types of version management tasks:
– Create new versions of assets
– Compare different versions
– If needed, revert assets back to previous versions
eCMS automatically protects existing versions of
assets and creates new versions for you
8. How Versioning Works
A paper-based example:
Copy and store every new
version of the document
New versions are made by
copying the top document, altering the copy
and storing the new version.
The "stack" of old documents represents
"audit trail", with the oldest versions on the
bottom .
The newest version of document is on the
top, making it the "current" version
1. Copy
latest
version
2. Change
Copy
3. Changed document
becomes new
"current" version
9. Process Control
An eCMS provides process control, enabling
coordination and tracking of content development
Process control functions by establishing defined
workflows, which can be modeled as flow charts
showing the steps required to produce new
versions
Each step in the process can be assigned to one or
more people, or can be automated
eCMS workflow is an advanced process control
system for content management
10. Development Simplification
Often, people in an organization who need
to change content are not content
development experts
These people need tools that allow them to
contribute content easily
For instance, a product manager should be
able to update product information on a web
site without needing to know how to edit
HTML files
eCMS implements development simplification
with Forms Publisher and ContentCenter
11. Content Intelligence
With lots of content comes the need for
finding, sorting, and categorizing assets
An ECM system should provide a way to tag
assets with metadata
For instance, a particular team may need to
tag each file with:
– Author name
– Content description
– Reason for the last change
12. Content Distribution
At the end of the development process, the content
must be moved from development environment to
the production environment
For instance:
– PDF files must be delivered to a printing service
– Web files must be transmitted to the public web
server
– Database records must be inserted into database
servers
– Program code must be compiled and handed off
to the installation team
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Notes This basic four-step process can become very elaborate and complex, and can be different for each organization.
Notes Asset control in an ECM system allows you to store, find, share, change, track, test, move and back up large numbers of assets efficiently and securely, with lowered risk of asset loss, defect, or exposure to unauthorized access.
Notes Assets can also be controlled by role, making it possible to specify not just who can access an asset, but what can they do to the asset. A role is an employee's position, job or function. For instance, an employee might function in the capacity of a content developer, or a programmer, or a tester. TeamSite defines its own set of roles, which map to the business roles in a typical content development organization. We'll introduce the TeamSite roles shortly.
Notes Do not confuse the word "change" with "save" or "edit" when thinking about versioning. In most ECM systems (including TeamSite,) you can open, edit and save an asset several times during routine editing. Each minor edit might only change a word or two. Your incremental "saves" are just to protect the work you have done in the last few minutes. There's nothing special about the document's content when you save it—in other words, you're not "done" with the update you're working on. Creating a version is a specific action in an ECM, whereby you are explicitly "tagging" the current content of the asset as significant. So you might save the file several times, and only when "done" with the task you set out to perform would you signal that you're ready to create a new version. Each ECM system has a different term or name for the version creation process. Creating a version in TeamSite consists of saving (again) and then performing a Submit .
Notes TeamSite automates this process for each file. You do not need to perform the individual steps, but you will control the overall process.
Notes An important aspect of process control is the intelligent management of group development. Content is usually developed by teams, with complicated patterns of work that can result in duplicated effort, conflicts about access to assets, and difficulty in handling the effects of changes made by one person on other people's work. An ECM system must provide: Isolated work environments where changes on content can be made without affecting others; Ways of marking (and possibly restricting) assets that are being worked on by others; Methods to periodically consolidate the changed assets together; Tools to merge content together from two or more developers into one logical version.
Notes Development simplification tools include form-based content insertion, automated content generation, and automated localization and internationalization tools.
Notes Metadata is data about data. It is a general term used in database and CM technology for methods used to define and categorize data. Some projects can contain millions of individual assets. In such large projects, finding, sorting, categorizing and tracking the content becomes more difficult than actually creating or editing the content. MetaTagger is Interwoven's powerful metadata management system, which can be used in combination with TeamSite. We will focus on TeamSite in this course, which has basic metadata management functionality.
Note Content can also be distributed to databases by Interwoven DataDeploy.