Introduction

Efficient collaboration in the workplace contributes greatly to a company's success. But knowledge sharing and information are often lost because of the inability to collaborate effectively either within the same department or across departments. This can result in customer dissatisfaction and eventually leads to loss of revenue.

Today, most enterprise content management solutions provide a means for information to flow seamlessly to the intended recipient. The means to route information, documents, memos in a timely manner to users or groups of users holding different roles is the key to a successful business practices in a highly collaborative environment.

Workflow is an integral part of the IBM Enterprise Content Management solution. There are different flavors of workflow available. DB2 Content Manager offers an integrated workflow solution, namely, built-in document routing. For more complex environments, customers can opt for WebSphere® MQ Workflow. In this series of three articles, you can come to a deeper understanding of DB2 Content Manager document routing. We also provide a comparison between DB2 Content Manager document routing and WebSphere MQ Workflow to help you better understand the differences and capabilities of each. The series of three articles are broken down as follows:

• IBM DB2 Content Manager document routing, Part 1: A guided tour to process modeling
  • Introduction to DB2 Content Manager document routing
  • Capabilities of DB2 Content Manager document routing
  • What is new in DB2 Content Manager document routing
  • Case Study - Claim Process
  • Implementation - Claim Process
  • Table of Comparisons - WebSphere MQ Workflow vs DB2 Content Manager document routing
• IBM DB2 Content Manager document routing, Part 2: A guided tour to API usage

  Using the same case study, this article demonstrates the usage of APIs for solution development.

• IBM DB2 Content Manager document routing, Part 3: A guided tour to client usage

  Experience the fruits of your labor by actually using the workflow defined in the same case study. The following client applications are considered in this article:

  • eClient - Web-based client
  • pClient - Windows-based client
  • CM Portlet - Portlet-based client

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Introduction to DB2 Content Manager clients

There are three out-of-the-box clients that DB2 Content Manager offers for its customers. These clients have the built-in capabilities for users to carry out document routing tasks, such as suspend, resume, and continue actions. This article walks you through the different clients (mainly Windows and Portlet). It shows you how easy the workflow feature is to use, and how the built-in capabilities make daily tasks much more manageable. DB2 Content Manager eClient is left out, as the functionalities and features are very similar to those of the Portlet. Shown below are the available clients for DB2 Content Manager.

• DB2 Content Manager Windows Client - Thick Client
• DB2 Content Manager eClient - Thin Client
• DB2 Content Manager Portlet 3.1 - CM Portlet

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Introduction to DB2 Content Manager clients walk-through

There are eighteen steps in this walk-through for the client usage. Listed below are the pseudo-steps. It could be handy to have a printed Claim scenario to follow. Due to the length of this article, we will focus on Content Manager Windows Client and Portlet.

• Logon to the client (USERID: ICMADMIN, PASSWORD:< Your_Password >)
• Search for a folder, XYZClaimFolder, based on a search template
• Open the folder to view the details
• Start a process on XYZClaimFolder with SimpleAutoClaimProcess by assigning a priority 50
• Go to the worklists
• Open the worklist, AllWorklist
• View the work in the worklist. The workpackage should stay at the SubmitClaim workbasket
• Select Continue in the drop-down menu. The workpackage will then move to the WaitForReportAndEstimate collection point
• The workpackage will stay in the WaitForReportAndEstimate collection point until the required documents are available in the folder being routed
• When the required documents are available in the WaitForReportAndEstimate collection point, the work package will move to the first decision point
• If the claim amount is larger than $500, two workpackages will be shown in the worklist as a result of the split node. One stays on the ReviewCredit workbasket, whereas the other stays on the ReviewLargeClaim workbasket.
• Select Continue in the drop-down menu for the ReviewCredit workbasket. The workpackage will move to the CheckFraudHistory business application node. If a user exit is defined, that exit will be invoked.
• Select Variables in the drop-down menu for the ReviewLargeClaim workbasket. Set the value of the APPROVE variable to ACCEPT or REJECT. Then select Continue in the drop-down menu for the same workbasket.
• If the claim is less than or equal to $500, the workpackage will stay on the ReviewSmallClaim workbasket.
• Select Variables in the drop-down menu for the ReviewSmallClaim workbasket. Set the value of the APPROVE variable to ACCEPT or REJECT. Then Select Continue in the drop-down menu for the same workbasket.
• Based on the value of the APPROVE variable, the flow will launch the PayClaimSubProcess subprocess and move to the PayClaim workbasket, if APPROVE=ACCEPT. Otherwise, it will move to the SendRejectionLetter workbasket.
• If the workpackage in the worklist stays on the PayClaim workbasket, select Continue in the drop-down menu on the workbasket. The flow will move to the SendThankYouLetter workbasket.
• If the workpackage in the worklist stays on either the SendThankYouLetter workbasket or the SendRejectionLetter workbasket, select Continue on the drop-down menu on the workbasket. The process is then terminated.

Refer to the diagram below for the scenario built in the previous article.

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Walk-through using Content Manager Windows client

• Log on to the Content Manager Windows Client using ICMADMIN/PASSWORD.
  Figure 2. Log on to Windows Client
  
  
• Import a document into Police Report, XYZ_PolReport
  Figure 3. Import a document into XYZ_PolReport
  
  
• Search using the basic search, the folder XYZClaimFolder. Once found, right-click on the 123 folder and select Attributes from the drop-down list. Edit by entering 700 for the attribute, CLAIM_AMOUNT.
  Figure 4. Edit the Claim_Amount
  
  
• Back to the folder, right-click and select Process -> Start on ... then select the process to start on SimpleAutoClaimProcess
  Figure 5. Start on the Process, SimpleAutoClaimProcess
  
  
• Now go to File -> Open worklists or simply Ctrl-K to open the worklist screen. Select AllWorklist and then double-click.
  Figure 6. Open Worklist
  
  
• Right-click on the workpackage and select Process -> info to check the status of the workpackage. You will see work package is at the SubmitClaim work basket.
  Figure 7. Verify Status - SubmitClaim work basket
  
  
• Right-click at the workpackage on the folder 123. Select Process -> Continue from the drop-down menu. Right-click at the workpackage and select Process -> Info, which shows that the workpackage is now at the WaitForReportAndEstimate collection point.
  Figure 8. Reaching WaitForReportAndEstimate collection point
  
  
• As WaitForReportAndEstimate is a collection point, in order to move the workpackage forward, we need to import a document into XYZ_AdjReport. (Refer to WaitForReportAndEstimate collection point definition)
  Figure 9. Select Info
  
  
• Since the CLAIM_AMOUNTis greater than $500, by right-clicking on the workpackage 123 and selecting Process -> Info, you will see two work baskets, ReviewLargeClaim and ReviewCredit due to the split node.
  Figure 10. Splitting
  
  
• Right-click on the workpackage 123 in the ReviewCredit work basket (Note: You can always check the information to determine which work package is in the ReviewCredit work basket). Continue the work package. The work package will be moved to the CheckFraudHistory business application node. If a user exit is defined, it will be invoked at this juncture.
  Figure 11. ReviewCredit to CheckFraudHistory
  
  
• Right-click at the workpackage currently sitting in the ReviewLargeClaim work basket. Select Process -> Variables. Enter REJECT in the APPROVE field. Continue the workpackage. The split previously is now joined back and you should be seeing one workpackage instead of two. Continue the workpackage again. The workpackage is moved to SendRejectionLetter.
  Figure 12. Reject at second decision point
  
  
• Continue the workpackage. The workpackage is then terminated with your worklist, AllWorklist empty.
• If, however, the CLAIM_AMOUNT is less than or equal to $500, the workpackage will take on the other route. It will reach the ReviewSmallClaim work basket from the first decision point. (Note: You can simply modify CLAIM_AMOUNT to a value say $450 and start the folder in the process again).
  Figure 13. Reaching ReviewSmallClaim
  
  
• Right-click on the workpackage, Process ->Variables. Enter ACCEPT in the APPROVE field. Continue the workpackage. The workpackage will reach PayClaim work basket in the PayClaimSubProcess.
  Figure 14. Reaching PayClaimSubProcess
  
  
• Continue the workpackage. It will now reach the SendThankYouLetter work basket.
  Figure 15. Reaching SendThankYouLetter
  
  
• Continue the workpackage. The workpackage is then terminated with your worklist, AllWorklist empty.

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Walk-through using Content Manager Portlet (3.1)

Prior to running this exercise, you should have already deployed the DB2 Content Manager Portlet Version 3.1 in your portal server. If you have not already done so, please refer to the How to get Content Manager Portlet section below for the steps to deploy it.

• Log on to WebSphere Portal Server using WPSADMIN/PASSWORD.
  Figure 16. Log on to Websphere Portal Server
  
  
• Go to the Content Manager portlet page at the left top corner.
  Figure 17. Go to the CM portlet page
  
  
• Log in as ICMADMIN/PASSWORD. Note that if you have SSO (Single Sign-On) enabled, you may skip this login step.
  Figure 18. Log in to Content Manager Portlet
  
  
• Import a document into XYZ_PolReport. You can start a document in a process during importing the document. However, since we need to simulate the flow to reach the collection point, WaitForReportAndEstimate, we will not start the imported document in a process automatically.
  Figure 19. Import a document
  
  
• Go back to Home. Do search on folder XYZ_ClaimFolder. Check the box 123 and select Edit attributes from the action list.
  Figure 20. Select edit attibutes
  
  
• Enter $700 for CLAIM_AMOUNT.
  Figure 21. Edit Claim_Amount to 700
  
  
• Start a process with a folder.
  Figure 22. Start a process with a folder
  
  
• Start it on process SimpleAutoClaimProcess.
  Figure 23. Start on SimpleAutoClaimProcess
  
  
• Go back to Home and choose Worklists. Note that CM Portlets users can navigate to the Worklists directly from the Home panel to perform workflow functions on the selected document(s) or folder(s). You should see the work package 123 is in the SubmitClaim work basket. Check the box for the work package and select Continue from the process drop-down action list.
  Figure 24. Continue at SubmitClaim
  
  
• The work package is now at WaitForReportAndEstimate collection point waiting for one incoming document from XYZ_AdjReport.
  Figure 25. Reaching WaitForReportAndEstimate
  
  
• Import a document into XYZ_AdjReport to move the work package on.
  Figure 26. Import a document into XYZ_AdjReport
  
  
• Since CLAIM_AMOUNT is greater than $500, you should see the work package 123 split into two. One stays in ReviewLargeClaim and the other in ReviewCredit work baskets.
  Figure 27. Split into two work baskets
  
  
• Continue the work package 123 on ReviewCredit by selecting Continue from the drop-action action list. It will move the work package to the CheckFraudHistory business application node. If user exit is defined at this node, it will be fired.
  Figure 28. Continue at ReviewCredit
  
  
• Select Process Variables from the process drop-down action list for work package staying in ReviewLargeClaim. Choose Reject.
  Figure 29. Select Reject for ReviewLargeClaim
  
  
• Continue the work package staying in the ReviewLargeClaim work basket. Continue the work package staying in the CheckFraudHistory business application node. The work package will now reach the SendRejectionLetter work basket. Continuing at the SendRejectionLetter work basket will now terminate the process. Your worklists should be empty by now.
  Figure 30. Reaching SendRejectionLetter
  
  
• If CLAIM_AMOUNT is less than or equal to $500, the work package will reach the ReviewSmallClaim work basket. (Note: You can repeat the steps above by deleting first the document imported into XYZ_AdjReport, and editing the CLAIM_AMOUNT to value $450 and start the process again.)
  Figure 31. Continue at SubmitClaim with CLAIM_AMOUNT 450
  
  
• You should reach the WaitForReportAndEstimate collection point as before.
  Figure 32. Reaching WaitForReportAndEstimate
  
  
• Import a document into XYZ_AdjReport as before to move the work package on to ReviewSmallClaim. Note: Without importing a document into XYZ_AdjReport, the work package will not move on since this is how WaitForReportAndEstimate is defined. Select Process Variables from the process drop-down action list. Choose ACCEPT.
  Figure 33. Reaching ReviewSmallClaim
  
  
• Continue the work package at ReviewSmallClaim. The work package will move to PayClaimSubProcess.
  Figure 34. Reaching PayClaimSubProcess
  
  
• Continue the work package. It will now reach the SendThankYouLetter work basket.
  Figure 35. Reaching SendThankYouLetter
  
  
• Continue the work package to terminate your process. Your worklist is empty once again.

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Conclusions

This article discussed IBM DB2 Content Manager document routing using Windows (pClient) and Portlet clients. We purposely left out the eClient as the functionalities in eClient are very much the same as those of Portlet, and readers are encouraged to use Portlet for content access. Leveraging the claim scenario and its process model constructed in a previous article, the article illustrates that managing and using workflow in the built-in Content Manager document routing is a breeze. With these simple walk-throughs, this article will then serve as a basis that readers can extrapolate on a bigger scale and in more complex business scenarios.

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Acknowledgements

Special thanks to Jane Kohn, Portlet Team Lead, IBM DB2 Content Management, Silicon Valley Laboratory for her time reviewing this article.

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Where to obtain a copy of IBM DB2 Content Manager 8.3

There are numerous ways to download Content Manager installation, either by downloading or ordering online. Follow the methods below accordingly.

• Business Partners

  There are two ways you can acquire the install codes:

  • OPTION 1: Partner World
  • OPTION 2: Order a copy of Demo Platform 8.3
    • Contact the FTSS at your locality.
• Customers

  There is only one option:

  • Purchase Content Manager 8.3 from IBM

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How to get Content Manager Portlet

• Go to Portal Catalogue. You need to have a PartnerWorld ID.
• Use the keyword CM V8.3 for the search.
• Download the portlet at the right corner link.
• Log in using your partnerWorld ID (Step 1)
• Fill the survey, view the license, and accept it (Step 2)
• Click Download to download the idm.war (Step 3)
• Download the documentation (right corner bottom) for instructions to deploy Content Manager Portlet 3.1

Resources

Learn

• Visit the IBM DB2 Content Manager support site for further help.
  
  
• Find more documentation in the IBM DB2 Content Manager Enterprise Edition Version 8.3 publication library.
  
  
• Visit the Content Management Information Center to access the information that you need for DB2 Content Manager.
  
  
• Find IBM Redbooks about DB2 Content Manager on a variety of subjects.
  
  
• Visit the developerWorks DB2 zone to learn more about DB2. You'll find technical documentation, how-to articles, education, downloads, product information, and more.
  
  

Discuss

• Visit the developerWorks blogs to get involved in the developerWorks community.
  
  

About the authors

Alan Yaung is a senior software engineer of Content Management Development at IBM Silicon Valley Laboratory. He is lead of Content Management Workflow Team. He has more than eight years of experiences in product development of enterprise content management solutions. Alan is a Content Manager Certified Solution Designer. He also has over 20 granted and pending patents.

Allan Tham works as a DB2 Content Manager Technical Presales Support Specialist for Business Partners. He helps business partners solve a wide range of technical problems. Allan is certified for DB2 Content Management administration. Prior to joining IBM, Allan worked in an end-user environment, where he was an Oracle DBA for three years.

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Table of contents

• Introduction
• Introduction to DB2 Content Manager clients
• Introduction to DB2 Content Manager clients walk-through
• Walk-through using Content Manager Windows client
• Walk-through using Content Manager Portlet (3.1)
• Conclusions
• Acknowledgements
• Where to obtain a copy of IBM DB2 Content Manager 8.3
• How to get Content Manager Portlet
• Resources
• About the authors
• Comments

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