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GroupWise 5.x Document Management Utilities

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Posted: 24 Apr 2003
 

Here's a nice little set of Document Management utilities that were created for GroupWise 5.5 and work like a charm. Novell Support doesn't support them anymore, but we hate waste so we said we'd give them a home here. If you haven't moved up to GroupWise 6 yet, these are for you.

  • GroupWise Document Report Writer (GWDocRep.exe)
  • GroupWise Document Exporter (GWDocExp.exe)
  • GroupWise Document Check Out / Check In (GWDocChk.exe)
  • GroupWise Document Filename Processor (GWDocNam.exe)

Download the Document Management Utilities here: http://www.novell.com/coolsolutions/tools/1669.html.

Check out the GroupWise Document Management Solutions site where you'll find the latest partner solutions, and articles to help you get the most out of Novell GroupWise Document Management.

Document Managment Utilities Documentation:

Section I: Common Interface

The utilities GWDocRep.exe, GWDocExp.exe and GWDocChk.exe each share similar interface and dialog boxes. This section describes functionality that is the same between these three utilities.

Scalability

GroupWise will only return close to 4000 documents after a query, even if there are more than 4000 documents in the library. If you have more than 4000 documents and want to export all documents, you will need to specify the starting document number and ending document number (i.e. 1 to 15000).

This will force the GroupWise Document Reporter to perform a query in groups of 4000 until the ending document number is reached.

Rights

These utilities operate through the GroupWise Object API. As a result, they are dependent upon the rights of the user logged in to GroupWise. If you need to perform operations on all documents in a library, you should be logged in as a user with "librarian" rights.

Find Dialog

The find dialog box is static between these three utilities. At the top you specify the library for which you want the action to be performed. You can also select the box "All documents in library". If you don't want to perform the action on all documents you can select a start and end range for document numbers. You may also run your find based on the following fields: Subject, Document Type, Author, Creator, Date Created and Date Modified. A field is also provided to "find only official document versions". Three fields allow you to specify a range: Document Number, Date Created and Date Modified.

Once you have defined your "find" or search criteria, select OK to save the settings.

Save Button

The Save button brings up a file dialog box that allows you to save the configuration you have chosen. This is useful if you will be running a report numerous times or in an automated procedure us a command line. The configuration file is saved as a .TXT file.

Open Button

The Open button brings up a file dialog box where you can browse for the configuration file you have previously saved.

Process

When you select "Run, Export, CheckIn or Checkout" the utilities will first perform the find operation. You will see it count up the number of hits on screen. After this operation is complete, a "document progress" dialog will show the total number of hits preceded by the number it is currently processing.

When the operations are complete you should receive a dialog box with the location of the log file.

Section II: GroupWise Document Report Writer

Output

The output dialog box is used to specify the method of output as well as the data to be reported. The methods of output include standard report format and delimited ASCII. The following are sample outputs:

Standard Format

Document Report: Jun-5-2000 2:30:20 pm

Library: ORM.ORM-DOC.NTS-ORM5

Number: 150
Version: 1
Subject: Proactive Expenditures
Description: Original
Author: Stan Wilson
Creator: Mary Johnson
Creation Date: Jun-2-2000 9:56:03 am
Modified Date: Jun-3-2000 10:34:15 am
Expiration Date: Jun-5-2001 10:39:47 am
Archived: No
Checked Out: No
In Use: No
Original File Type: doc
Staged Filename: 
ODMA Document ID: ::ODMA\GRPWISE\ORM.ORM-DOC.NTS-ORM5:150.1

Delimited ASCII

"ORM.ORM-DOC.NTS-ORM5","150","2","GroupWise MLT","Modified second table to show all 5.x enhancements", "Steve Swenson","Steve Swenson","Apr-10-1998 3:50:28 pm", "", "Jun-28-2000 10:40:42 am","No","No","No","wpd","","::ODMA\GRPWISE\ORM.ORM-DOC.NTS-ORM5:150.2"

Data available for output includes:

ODMA Document ID				Subject
Description					Author
Creator						Data Created
Date Modified					Expiration Data
Archived					Checked Out
In Use						Original File Type
Staged Filename					Document Type
Custom Fields (if created)

Report Location

This field allows you to specify the path where you would like the report to be created.

Command Line

You can run GWDocRep.exe in batch mode. The configuration file has to be on specified on the command line and it needs to contain "Run=Report" to automatically run it. If "Exit=1" is in the configuration file it will exit when it is done.

Section III: GroupWise Document Exporter

Location

The Document Exporter has a Location button that is used to specify how you would like the document tree created and how the documents will be sorted. You first provide a root directory under which the document tree will be built. A subdirectory may also be specified. Fields that can be used to build the directory structure include: Author, Document Creator, Document Type, Library and Custom Fields if used. The order in which these are used is dependent upon the order they are placed in the "Fields To Use" table. As you fill in the "Fields To Use" table, the subdirectory field above is populated. This dialog also allows you to create an export log if desired.

Process

When you select "Export" in this utility, it will first find all the documents that meet the "find" criteria and then begin copying out the documents to the specified directory structure. This utility receives the documents from the POA and then decrypts them and copies them to the specified directory. The documents names are in the format docnum_vernum.extension. Depending on the speed of the LAN and the size of the documents, this utility can take an extended period of time to complete. You will be able to see the progress of the operation.

If an export log is specified it will have a name similar to "Export Log Jun-5-2000 3;20 pm.txt"

Section IV: GroupWise Document Check Out / Check In

This utility is used the checkout and checkin documents en masse. Often it is used with virus scanners to eradicate macro viruses from document files.

Basic Operation

  1. Use Check Out to check out documents to a sub-directory called "CheckOut". This directory will automatically be created under the root location you specified. You must have rights to check out the document.
  2. Use Check In to check in document files found in the sub-directory called "CheckIn". This directory must be created under the root location you specified. The format for the files in this directory must match DOCNUMBER_DOCVERSION.EXT. Each document will be searched for within the library, then checked back in.
  3. By passing a configuration filename as a command line parameter, you can automate either process.

In the configuration file is an entry called "Run". If this is set to "CheckIn", then the check in process will automatically be started when the program starts and the configuration file is the command line parameter. If "Run" is set to "CheckOut", then the check out process will automatically be started. If the entry "Exit" is set to "1", the program will automatically exit if there are no errors.

Process

When performing a check out the documents are found via the query process and then decrypted and copied to the CheckOut directory. The status field is then set to "Checked Out" within the GroupWise database. This is identical to the process of performing a manual checkout from within the GroupWise client. A log file is automatically created at the root location specified.

When documents are being checked back into the system a "find" in the GroupWise database is not performed. Instead the utility goes to the CheckIn directory and scans for documents with the format docnum_vernum.extension. It then performs the checkin function for that document number in the library specified. Once the file has been successfully copied back to the Library, the copy in the CheckIn directory is deleted.

Command Line

It is best to have GroupWise running on the machine so you don't have to login each time the utility automatically runs.

Sample Batch File

cd C:\GWDocChk
GWDocChk c:\GWDocChk\Checkout1.txt
Insert Virus Solution Command Line
Move c:\GWDoChk\Checkout\*.* c:\GWDocChk\Checkin\
GWWait +1:00 /stat
GWDocChk c:\GWDocChk\Checkin1.txt

GWDocChk c:\GWDocChk\Checkout2.txt
Insert Virus Solution Command Line
Move c:\GWDoChk\Checkout\*.* c:\GWDocChk\Checkin\
GWWait +1:00 /stat
GWDocChk c:\GWDocChk\Checkin2.txt

GWDocChk c:\GWDocChk\Checkout3.txt
Insert Virus Solution Command Line
Move c:\GWDoChk\Checkout\*.* c:\GWDocChk\Checkin\
GWWait +1:00 /stat
GWDocChk c:\GWDocChk\Checkin3.txt

Using GWWait is optional.  GWWait /? tells you the utility options.

Sample Configuration Files

CreateLog=1 (1 create log file.  0 don't create log file.)
Run=CheckIn (Checkin or Checkout)
Exit=1 (1 means to automatically exit program when done.)

CheckOut1.txt

[SETTINGS]
Version=5.5
DocType=
Subject=
DocNumber=200
DocNumberEnd=205
LibraryName=PO1 Library
LibraryID=Dom1.PO1.PO1 Library
OnlyOfficialDocVersions=0
All=0
DateCreated=
DateCreatedEnd=
DateModified=
DateModifiedEnd=
Formula=
RootDir=c:\GWDocChk\
SubDir=
CreateLog=1
Creator=
Author=
Run=Checkout
Exit=1

CheckIn1.txt

[SETTINGS]
Version=5.5
DocType=
Subject=
DocNumber=200
DocNumberEnd=205
LibraryName=PO1 Library
LibraryID=Dom1.PO1.PO1 Library
OnlyOfficialDocVersions=0
All=0
DateCreated=
DateCreatedEnd=
DateModified=
DateModifiedEnd=
Formula=
RootDir=c:\GWDocChk\
SubDir=
CreateLog=1
Creator=
Author=
Run=CheckIn
Exit=1

Section V: GroupWise Document Filename Processor

This utility was created so that orphaned documents exported by GWCheck can be easily accessed. It does this by scanning the GWCheck log file for orphaned blobs and then sorting them by Library and Author. It also renames the files to [document number_version number.original extension].

GWCheck

GWCheck contains an option called a "contents" check. If you run a "Contents" check on a post office with "Document" checked on the databases tab, this option walks through every record in every partition to make sure the contents of the records are valid. This process goes through the DMDDnnxx.DB's, DMDLnnxx.DB's, DMSDnnxx.DB's and the DMSH.DB database files. When a contents check is run on the post office object, it has the additional feature of scanning for orphaned documents. To do this it goes to the NGWGUARD.DB to get the locations of the document storage areas. It then goes through each blob directory, opens each BLOB and checks to make sure it has a valid library record. If a BLOB does not have a library record anywhere in the post office, it considers the BLOB orphaned and copies it to a directory structure underneath the log directory. After this operation is completed, the administrator should check the log location for orphaned BLOBs. These files can be imported back into the system by anyone with rights to create documents in the library.

The documents that may have been exported in the above scenario are decrypted and decompressed but still have the original blob filename and are located in a hashed directory structure. Because of the unrecognizable filename and directory structure, it is difficult to parse through these documents to find out to whom they belong. In the event you have large numbers of exported documents or you are in a time critical situation, it would be very difficult to pass them to the correct owners. GWDocName.exe resolves this issue.

To run this utility, execute GWDocNam.exe from within Windows. Two fields are required for operation. The first field allows you to browse for the log file you wish to process. The second allows you to browse for the root export directory. After these fields are updated, click the "process" button. Statistics are provided at the bottom during runtime.


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