Integrating IBM Workplace Web Content Management and Lotus Domino Document Manager

Legacy data stored in Domino Document Manager, but your organization moving to Workplace Web Content Management for Web publication? Don't migrate, integrate! Find out how easy it is to integrate both products and to add approval with Lotus Workflow.

Lei Zhao, Software Engineer, IBM Corporation

Lei Zhao is a software engineer in the Shanghai Globalization Laboratory (SGL), CSDL, IBM China. He joined IBM in February 2004 and participated in globalization and integration solution projects as both tester and developer. He has deep interests in Web services, Lotus products, and globalization solutions.



Qiangguo Tong, Software Engineer, IBM Corporation

Qiangguo Tong is a Software Engineer in Shanghai Globalization Laboratory (SGL), CSDL, IBM China. He has deep interests in J2EE, Lotus products, and wireless technology.



15 February 2005

Document and content management is a major requirement for today?s businesses. IBM Workplace Web Content Management is one product in the IBM Workplace family that helps users publish their corporate content to the Internet or an intranet. For many organizations, there are existing or legacy documents that need to be published, but re-creating these documents in Workplace Web Content Management is redundant and tedious work.

IBM Lotus Domino Document Manager (formerly called Lotus Domino.Doc) is a document management system that handles document review, approval, and archiving. Despite the world-class document life cycle management, publishing documents to a Web site with Domino Document Manager is not so easy. However, with the help of Workplace Web Content Management, you can develop a solution that makes it easy for you to publish existing data from Domino Document Manager to a Web site or intranet site.

In this article, we demonstrate how to integrate Domino Document Manager with Workplace Web Content Management 2.0 Domino Edition. In this integration solution, documents are initially developed in Domino Document Manager, using its content management capabilities. Workplace Web Content Management then publishes the Domino Document Manager documents either as HTML files or as file attachments. You can add the workflow capabilities of Workplace Web Content Management to the solution, enabling workflow control of all content and assets throughout an entire organization. Or you can integrate Lotus Workflow to make this integration more powerful and dynamic. In this article, we describe how to integrate Lotus Workflow into our solution.

This article assumes that you have experience with both Workplace Web Content Management and Domino Document Manager and are familiar with the terminology used in both systems. Knowledge of Lotus Workflow is also helpful.

Integration overview

The integration between Workplace Web Content Management and Domino Document Manager starts with the update of the Domino Document Manager Library databases. When you execute the updating action in the Workplace Web Content Management installation database, four subforms and some agents are added to the Library database. The subforms are:

  • ILWWCMFull DDoc
  • ILWWCM DDoc
  • ILWWCMProfile DDoc
  • ILWWCMSimple DDoc

These subforms are a bridge between Workplace Web Content Management and Domino Document Manager. They are used to structure Domino Document Manager documents in such a way that they can easily be converted to Workplace Web Content Management documents.

After updating the Library database, we create document types that correspond to each of the four subforms. In Domino Document Manager, a document type is a template for content. When you create a new Domino Document Manager document type, the document type name identifies the subform to use. If a subform of the specified name does not exist, you receive an error. Thus, in the integration, the created document type must have the same name as one of the four subforms.

When the document type is ready, we create a document and export it to the Workplace Web Content Management publishing database. There are two export modes: On Demand and Scheduled. The On Demand mode exports a document immediately, while Scheduled mode adds the document to a scheduled queue to be processed later. The export mode is set in the DDocLWFDefaultMode System Setting of the Workplace Web Content Management publishing database.

Besides selecting the export mode, we also set the export action. The actions include:

  • Convert to ILWWCM body
  • Add as ILWWCM attachment
  • Attach to ILWWCM body
  • Link ILWWCM attachment from body

The last thing to be considered is the workflow setting, integrating Lotus Workflow, but we'll discuss it later in this article.


Sample scenario

In this article, we use a very simple sample scenario to show you how to integrate these products. In this scenario, we export a text file to Workplace Web Content Management. In the next section, we provide the step-by-step configuration process.

Create a Domino Document Manager Library database

Create a Document Manager Library database named DomDocLib.nsf. For library creation instructions, refer to the Domino Document Manger help. The Library database is where all document types, File Cabinets, and to-be-exported documents reside.

Create a custom File Cabinet template

In the Lotus Notes client, create a new template named ILWWCMCab.ntf on the Domino Document Manager server. This template should use the default File Cabinet template (filecab.ntf) as its template.

After the creation, the template is automatically opened. Choose File - Database - Properties to open the Database Properties box. Click the Design tab and deselect the "Inherit design from template" option. Select the "Database is a template" option, enter a template name, and then close the properties box.

Update databases from the Workplace Web Content Management installation database

In the Lotus Notes client, open the Workplace Web Content Management installation database. Double-click Install comment to open it, and then click the Start Installation button.

On the Workplace Web Content Management page, select the "Install Domino.Doc and Lotus Workflow Integration Components? option, and then click Next.

Figure 1. Installation options
Installation options

In the next screen, enter the created Domino Document Manager Library database name in the Update Domino.Doc Library field. Enter the name of the File Cabinet template that you created in the Update Domino.Doc FileCabinet template field; enter the Workplace Web Content Management publishing database name in the Update ILWWCM Publishing field. Then click the Update Now button.

Edit the File Cabinet template DocEvents script library

In Domino Designer, open the File Cabinet template (ILWWCMCab.ntf) that you created. Open the Script Library view of the shared library. Because we don?t need to customize our DocEvents script library, rename the original DocEvents to something else, and then rename the ILWWCMDocDocEvents to DocEvents. For advanced users who want to customize their own DocEvents script library, refer to the Workplace Web Content Management InfoCenter for more detail.

Update the Domino Document Manager Library DocType form

In Domino Designer, open the Document Manager Library database (DomDocLib.nsf) that you created. Open the DocType form and add the ILWWCM DDoc Lib Options subform to the bottom of the form, but before the comment section.

After this step, all the subforms are added to the Domino Document Manager Library DocType forms for future use.

Create document types

In the Lotus Notes client, open the Document Manager Library database. Click the Library Administration button to switch to the Library Administration perspective. Click the Create Document Type button. When you complete the document, the Type Name field must be one of the following names:

  • ILWWCM DDoc
  • ILWWCMFull DDoc
  • ILWWCMProfile DDoc
  • ILWWCMSimple DDoc

These are the subform names that we mentioned earlier in this article.

Also, in the same document, set the File Cabinet template to the one that you created.

In the Field Attributes section, complete all the required fields. The Export_direct_to_ILWWCM field is required. In the Event based Initiation section of Workflow Options, set the ?Automatically initiate a workflow process upon the following event? field to ?First document check in.?

Figure 2. Workflow Options
Workflow Options

Under the ILWWCM DDocLWF Options section, click the Locate Database button to select the Workplace Web Content Management publishing database, then optionally set the default export settings, such as the workflow stage and export action.

Save the document type. Follow the same steps to create the other three document types.

Create a File Cabinet in the Domino Document Manager Library

In the Lotus Notes client, open the Document Manager Library database (DomDocLib.nsf). By default, the library is in the Non-Administration Perspective. Click the New File Cabinet button to open a new File Cabinet form. Under the General Information section, enter the title and the name of the File Cabinet template that you created. In our sample, we named the File Cabinet Bulletinfilecab, and the File Cabinet template is ILWWCMCab.ntf.

In the Security section, set Allowable binder types to "No Type, Categorized Binder;" set Default binder type to No Type. Set Allowable document types to ILWWCM DDoc, ILWWCMFull DDoc, ILWWCMProfile DDoc, and ILWWCMSimple DDoc. Set Default document type to ILWWCM DDoc.

Figure 3. Security Options
Security Options

After you save the File Cabinet, it appears in the File Cabinets list.

Now we have completed all the configuration steps. Next, we create documents in Domino Document Manager and export them to the Workplace Web Content Management publishing database.

Export documents from Domino Document Manager

In this section, you create a simple document in Domino Document Manager that contains one text file, and then export it to the Workplace Web Content Management publishing database.

  1. In the Lotus Notes client, open the Domino Document Manager Library database. If the database opens to the Administration Perspective, which displays the Create Document Type button in the left, then click the Library button to open in the Non-Administration Perspective.
  2. Open the File Cabinet, then open the binder. In our sample, it is the Default Binder.
  3. Click the New Document button to open a new document form. Enter the document title, and then attach the text file that you want to publish in the Document Content field. Because we created only one document type, we don?t need to select it. If there are several document types, select one for your document.
    Figure 4. New document
    New document
  4. At minimum, complete the required fields that you selected in the Create Document Type step earlier. Complete the optional fields as needed. In our sample, we set the target stage to draft stage.
  5. When saving and closing the document, you may be prompted to select the Check in mode. You can leave the default "Check in as a version" selected or select "Check in as a draft." If you select ?Leave checked out,? the DocEvent won?t be triggered because you won?t check in the document.
  6. After you close the document, the document is exported to the Workplace Web Content Management publishing database immediately or scheduled according to your Export Mode setting.
  7. In the Lotus Notes client, open the Workplace Web Content Management publishing database. The exported document displays in the draft document list.
    Figure 5. Workplace Web Content Management publishing database
    Workplace Web Content Management publishing database
  8. Open the document to see the content of the attached file displayed in the body field.

That is all it takes to export documents from Domino Document Manager to Workplace Web Content Management. You can export Domino Document Manager documents to different stages within the selected Workplace Web Content Management workflow. The available stages are draft, review, and published.


Lotus Workflow integration

Lotus Workflow is an application that allows your organization to plan, schedule, track, monitor, and archive its document-based work and projects. With Lotus Workflow, you can control the life cycle workflow of documents stored or created in Domino Document Manager.

By integrating Domino Document Manager, Lotus Workflow, and Workplace Web Content Management, you can implement the review and publish processes for your documents. The export action is done automatically as a result of a series of activities. Lotus Workflow provides more flexible workflow management than Workplace Web Content Management.

Let's continue the previous example by using Lotus Workflow to export the documents to the Workplace Web Content Management publishing database. Details about creating and configuring the Lotus Workflow database are beyond the scope of this article. For more information about how to use Lotus Workflow, refer to the product documentation. This article covers only the integration of the products.

The Organization Directory, Process Definition, Design Repository, and Application databases are required for a basic workflow. In this example, we create the databases listed in the following table.

Create Lotus Workflow databases
Database typeDatabase Name
Organization DirectoryILWWCM_OrganizationDirectory.nsf
Process DefinitionILWWCM_ProcessDefinition.nsf
Design RepositoryILWWCM_DesignRepository.nsf
ApplicationILWWCM_Application.nsf

Update Lotus Workflow using the Workplace Web Content Management installation database

In the Lotus Notes client, open the Workplace Web Content Management installation database, and select the ?Install Domino.Doc and Lotus Workflow Integration Components? option. Enter the Lotus Workflow Application database in the Update Lotus Workflow application field, and then click the Update Now button to update the application database.

The difference between this step and the corresponding update step earlier in the article is that we update the Lotus Workflow application here. This is the most important step of the integration between Lotus Workflow and Workplace Web Content Management. After the update, some Workplace Web Content Management components are added to the Lotus Workflow application, such as the ExportToILWWCM agent and four subforms, which are used in the following steps.

Set up organization information

In the Lotus Notes client, open the Organization Directory database, and then add two workgroups as editor and manager. The editor workgroup contains people who are responsible for the editing stage of the process. The manager workgroup contains people who are responsible for the approval stage of the process.

Create a Web Content Publish Process in Lotus Workflow

Start the Lotus Workflow Architect. Open the databases that you created. In the Lotus Workflow Architect, choose File - Create Process. Create a process like figure 6.

Figure 6. Sample Workflow process
Sample Workflow process

The sample workflow process illustrates the typical way to use Lotus Workflow for Web content management. At the Edit Activity stage, the editors are responsible for the Web content. After this stage, the content moves to the Approval Activity stage, where approvers or administrators are responsible for reviewing content and approving or rejecting it. If content is rejected, it is returned to the Edit Activity stage. If content is approved, it is exported automatically by the ExportToILWWCM agent at the Automatic Export Activity stage. If the approved Web content already exists, those who are responsible for the Overwrite decision stage choose whether to overwrite content only, to overwrite all fields, or not to overwrite.

After you create the workflow process, choose Process - Basic Properties. On the Own tab, select the process owner. On the Form tab, select the main form name ILWWCM LWF.

On the Initiators tab, select the All option so that anyone who accesses the application database can initiate a job. Then you can export a new document in Domino Document Manager to Lotus Workflow.

The settings of each activity are as follows in this table. The Automatic Export Activity, which contains the ExportToILWWCM agent, is mandatory. In each activity, select the "Also Notify about new activities by mail" option to enable email notification.

SettingDescription
Edit ActivitySelect the editor workgroup as the owner.
Approval ActivitySelect the manager workgroup as the owner. On the Decision tab, complete the following fields:
Decision Description: Approval?
Decision Choices: Approval, Disapproval
Approve Decision Routing PropertyTo edit activity, enter the name Disapprove. Set the Type to Condition and the Condition to @ JobProperty([Desition])="Disapprove".

To automatic export activity, enter the name: Approve. Set the Type to Condition and the Condition to @ JobProperty([Desition])="Approve".
Automatic Export ActivityIn the Action tab, select Agent as the action type. The agent is (ExportToILWWCM).
Overwrite decisionSelect the manager workgroup as the owner. On the Decision tab, complete the following fields:
Decision Description: Document already exists
Decision Choices: Overwrite Content Only, Overwrite All fields, Don't overwrite
Routing Relationship PropertiesDraw the links, and select each one to get the routing relationship properties. To end, set the Type to Else. To overwrite decision, set the Type to Condition and the Condition to @If(GetOverwriteSetting="Yes").

Save the process and name it ILWWCMExport, then activate the process.

Update document types in the Domino Document Manager Library database

In the Lotus Notes client, open the Domino Document Manager Library database. Click the Create Document Type button. Enter the document type that matches the name of the subform template and the type selected for Lotus Workflow. For example, if you select the form type as ILWWCM LWF, the document type is ILWWCM DDoc.

Under the Workflow Options, select "by path" in the "Specify location of workflow application" field, and in the Path field, enter the workflow application name. In the Event based Initiation section, select the "First document check in? option. Also select the process name that you previously created in the Lotus Workflow Architect.

Figure 7. Workflow Options
Workflow Options

Now the configuration of Lotus Workflow is complete. When you create a document in the Domino Document Manager Library database, set the field ?Export directly to ILWWCM? to No. When the OS Lotus Domino Workflow Backgrounder agent of the Lotus Workflow application runs, the document is transferred to the created workflow, and you can view it from the By Job Name view.


Conclusion

By integrating Domino Document Manager, Workplace Web Content Management, and Lotus Workflow, you can create a powerful, end-to-end content management system for document control, approval, and publication. Integration of these three products is easy to do with the Workplace Web Content Management installation database. Save yourself the trouble of re-creating Domino-based data in Workplace Web Content Management, and instead, make use of your existing Domino Document Manager and Lotus Workflow systems.

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