CM 8.x Create Document

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This task is used to store documents in Content Manager. You can select the Content Manager connection, can determine the document access control level, can change MIME type settings, and can select to use folders in Content Manager.

SharePoint only:
Document security is based on the configured item type, not on SharePoint document permissions.

Task summary

Table 1. CM 8.x Create Document task summary
Characteristic Value
Task name CM 8.x Create Document
Main purpose Map document attributes to item-type attributes and save the document in the repository
Usable with which source connectors? Email Connector, File System Source Connector, SharePoint Connector
Usable with which target connectors? IBM® Content Manager Connector
When needed? In email task routes if the bundled email data model is used, and in File System and SharePoint archiving task routes.
Placement in task route Can appear only after these tasks:
  • EC Extract Metadata
  • CM 8.x Configure Item Types
  • EC Prepare Email for Archiving or EC Finalize Email for Compliance
Produces which metadata? CM 8.x Create Document, Task Status
Configuration options

Connection

Select the appropriate connection to enable access to the target repository by IBM Content Collector.

Checkin Options

With these options, you determine the way a document is stored in Content Manager.
  • An access control list (ACL) is used to restrict access to content to a specific list of users. It must be created on the IBM Content Manager server. To use a different ACL for the document than the default ACL for the item type, select one of the entries under Access Control List. The list contains all access control lists that are available on the IBM Content Manager server. Or, you can select to create a new ACL based on Content Collector ACL metadata, or to define an expression to dynamically select an ACL. Use the Expression Editor to select the metadata reference or to define the expression for dynamic ACL selection. For more information see the topic about dynamic ACL selection.
  • The shortcut link is the URL that is used when a shortcut is added to an archived document. A shortcut link is required for specific File System or Microsoft SharePoint post-processing: creating shortcuts for File System documents or replacing Microsoft SharePoint documents with links. Based on the URL definition in the entry field, Content Collector generates a shortcut URL for each document that is processed by the task. Do not change the URL in the entry field. Only replace HOST and PORT with the name and port number of the IBM Content Collector Web Application service: 
    https://HOST:PORT/AFUWeb/RD.do?
r=%PID_ENCRYPTED&sum=%URL_CHECKSUM%&repositoryID=%REPOSITORY_ID_ENCRYPTED%&filename=%FILENAME%
    Important: Leave the Shortcut link field empty in email task routes. The Email Connector uses its own link format and ignores the contents of the Shortcut link field.
    To provide secure links to archived documents that require users to log on to the repository before they can access the content, provide the URL in this format:
    https://HOST:PORT/AFUWeb/SRD.do?
r=%PID_ENCRYPTED%&sum=%URL_CHECKSUM%&repositoryID=%REPOSITORY_ID_ENCRYPTED%
&am=%CHALLENGE_MODE%&filename=%FILENAME%
    In this case, the repository connection is established with the user's credentials and access to the item in the repository is granted based on the user's access rights.
    • Replace HOST and PORT with the name and port number of the IBM Content Collector Web Application service.
    • Do not alter any of the tokens %token_name% and adhere to the order of the parameters except for the parameter &sum. This parameter can appear anywhere in the parameter list.
    • If you have customized a user client and require the URL to contain more parameters, you can use the following tokens in the URL:
      • %PID_ENCRYPTED%: the encrypted persistent identifier of the item in Content Manager
      • %URL_CHECKSUM%: the checksum of the encrypted values
      • %REPOSITORY_ID_ENCRYPTED%: the encrypted unique identifier of the Content Manager repository
      • %CHALLENGE_MODE%: the access mode for the repository when secure links are used
      • %FILENAME%: the file name of the archived document
    • The ENCRYPTED tokens are encrypted with an algorithm that is compatible with the IBM Content Collector Web Application service. This means that you cannot use %PID_ENCRYPTED%, %ITEMTYPE_ENCRYPTED%, or %URL_CHECKSUM% with applications that do not use the IBM Content Collector Web Application service.
    In Microsoft SharePoint task routes, you can also construct URLs for use with IBM Content Navigator. Use the following format:
    http://HOST:PORT/navigator/bookmark.jsp?desktop=ICN_DESKTOP
&repositoryId=ICN_REPOSITORY&docid=%PID%&template_name=%ITEMTYPE%&version=current
    HOST:PORT
    Are the host name and port number for the IBM Content Navigator server
    ICN_DESKTOP
    Is the name of the IBM Content Navigator desktop
    ICN_REPOSITORY
    Is the name of the IBM Content Navigator repository
    The literal tokens desktop, repositoryId, docid, and template_name are case sensitive.

Create Folder

To work with Content Manager folders, select Create folder. In this case, further options become available:
Use hierarchical folders
Select this option to store documents in a hierarchical folder structure that is similar to a conventional file system. In this case, the file names are unique within a given parent folder. You can select this option only for documents that are collected from a file system or from a Microsoft SharePoint site and if you work with IBM Content Manager Version 8.4.3 or later. You can also select a folder item type.

Whenever possible, use this option when you configure folder creation. Hierarchical folders are an IBM Content Manager standard.

For more information about the hierarchical data model in IBM Content Manager see the topic about working with hierarchical item types in the IBM Content Manager product documentation.

Folder errors prevent document creation
If you select this option, the document is not archived in case of a failure to create a folder or a failure to file a document in a folder. If you do not select this option, the document is archived even if a folder error occurs. In this case, a warning message is written to the log file.
Folder name delimiter
Specify the character that separates the elements of the folder path.
Metadata Properties
Specify a set of string and string array properties that provides folder paths.
The strings are used as follows:
  • Empty strings are ignored
  • Non-empty strings are split on the delimiter character.
  • Any empty leading or trailing elements of a string are ignored
For example, if the delimiter is \ and one of the string values is \\mymachine\myshare\folder1\folder2, the result is:
  • mymachine
  • myshare
  • folder1
  • folder2
This represents the set of names that will be used to build a folder path. If after removing any empty elements the result is an empty list, the result is ignored.