OpenText™ Archive Center

Scenario Configuration Guide

This guide describes how to setup scenarios for OpenText

Archive Center, including prerequisites and the usage of the
applications OpenText™ Archive Center Administration and
OpenText™ Archive Center Access.

AR210200-CGD-EN-01
OpenText™ Archive Center
Scenario Configuration Guide
AR210200-CGD-EN-01
Rev.: 2021-Apr-24
This documentation has been created for OpenText™ Archive Center CE 21.2.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.

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accuracy of this publication.
 Table of Contents
1 About Archive Center ................................................................ 7
1.1 Overview of terms and components .................................................... 7
1.2 Related documentation ...................................................................... 8
1.3 Collections ........................................................................................ 9
1.4 Data sources .................................................................................. 11
1.5 Supported scenarios ....................................................................... 12
1.5.1 Scenarios based on SAP ................................................................. 13
1.5.1.1 SAP ArchiveLink® scenario .............................................................. 13
1.5.1.2 Enterprise Scan scenarios ............................................................... 13
1.5.1.3 SAP ILM scenario ........................................................................... 15
1.5.2 File Archiving .................................................................................. 16
1.5.3 ECMPush scenario ......................................................................... 17
1.5.4 Custom CMIS-based scenarios ........................................................ 17
1.5.5 Archiving multi-document formats .................................................... 18
1.6 Tenants and users .......................................................................... 18
1.7 Rules and retention ......................................................................... 19
1.8 Permissions and access control lists ................................................ 20
1.9 Security .......................................................................................... 21

2 Setting up Directory Services ................................................ 23

2.1 Configuring OTDS ........................................................................... 23
2.2 Scenario-specific settings ................................................................ 25

3 Configuring scenarios based on Document Pipelines and

CMIS .......................................................................................... 27
3.1 Configuring the File Archiving scenario ............................................. 27
3.1.1 Correcting configuration variables .................................................... 28
3.1.2 Configuring secure connections ....................................................... 28
3.2 Configuring secure connections for Document Pipeline/CMIS
scenarios ........................................................................................ 31

4 Configuring the Enterprise Scan scenarios .......................... 33

5 Configuring the propagation to Content Server

(“ECMPush”) ............................................................................ 35
5.1 Prerequisites for ECMPush .............................................................. 35
5.2 Users and permissions .................................................................... 37
5.3 Enabling the REST API in Content Server ........................................ 37
5.4 Configuring categories and attributes for CMIS metadata ................... 39

6 Configuring the multi-document scenario ............................ 43

6.1 Onetime tasks for AFP archiving ...................................................... 44

AR210200-CGD-EN-01 Scenario Configuration Guide iii

Table of Contents

6.2 Configuring a new AFP type ............................................................ 46

6.2.1 Creating projects in Output Transformation Suite .............................. 47
6.2.2 Testing indexing projects ................................................................. 59
6.2.3 Configuring CMIS properties and data sources ................................. 61
6.3 Archiving AFP files .......................................................................... 63
6.4 Configuring logging for AFP archiving ............................................... 64

7 Administering the Archive Center server .............................. 67

7.1 What happens on the Archive Center server? ................................... 67
7.1.1 SAP ArchiveLink scenario ................................................................ 69
7.2 Tasks remaining for the Archive Center administrator ........................ 69
7.2.1 Creating tenants ............................................................................. 70
7.2.2 Enabling transaction logs ................................................................. 72
7.3 Configuring accounting and statistics ................................................ 72
7.3.1 Generating accounting information ................................................... 73
7.3.2 Collecting billing information ............................................................ 74
7.4 Configuring miscellaneous Archive Center options ............................ 76

8 Archiving with Archive Center Administration ..................... 79

8.1 Changing password ........................................................................ 79
8.2 Using accessibility options ............................................................... 80
8.3 Configuring collections .................................................................... 80
8.3.1 Properties of collections ................................................................... 81
8.3.2 Enabling ILM for a collection ............................................................ 83
8.4 Configuring the data sources of a collection ...................................... 85
8.4.1 Configuring File Share data sources ................................................. 86
8.4.2 Configuring Archive Mode data sources for Enterprise Scan .............. 88
8.4.3 Configuring ArchiveLink data sources ............................................... 89
8.4.4 Configuring CMIS data sources ........................................................ 89
8.4.5 Configuring Document Pipeline data sources .................................... 90
8.4.6 Finishing the configuration on Archive Center ................................... 91
8.5 Adding SAP systems and scan hosts ............................................... 91
8.6 Adding Content Server .................................................................... 93
8.7 Specifying investigation holds .......................................................... 94
8.8 Configuring rules and retentions ....................................................... 94
8.8.1 Retention area ................................................................................ 96
8.8.2 Rules area ...................................................................................... 96
8.9 Configuring jobs .............................................................................. 98
8.10 Viewing collection usage statistics .................................................... 99
8.11 Viewing overall usage statistics ...................................................... 100
8.12 Generating system key and viewing server information .................... 102

9 Working with OpenText Archive Center Access ................ 103

iv OpenText™ Archive Center AR210200-CGD-EN-01

 Table of Contents

9.1 Adding documents ........................................................................ 104

9.2 Searching collections .................................................................... 104
9.2.1 Predefined scopes ........................................................................ 107
9.2.2 Reference of CMIS properties ........................................................ 108
9.3 Exporting documents ..................................................................... 110

GLS Glossary 113

AR210200-CGD-EN-01 Scenario Configuration Guide v

Chapter 1
About Archive Center

1.1 Overview of terms and components

OpenText Archive Center is a lean, easy-to-install, easy-to-maintain archiving
solution based on the well-established core component Archive Server. It offers basic
metadata handling using a CMIS interface and supports various data sources, like
SAP and file systems.

Note: Archive Center can be used with or without the Application Layer. In
the latter case, Archive Center continues the feature set of previous Archive
Server versions (10.5.0 and before).

This documentation describes scenarios that use the Application Layer and
web clients explicitly.

For more information about the basic functionality of Archive Center, see also
OpenText Archive Center - Administration Guide (AR-ACN).

Archive Center OpenText™ Archive Center Administration is a web-based, easy-to-use client for the
Administration business administrators, which is included in Archive Center.

Archive Center is a multi-tenant solution: Several customers can use one Archive
Center without any risk of interference with each other. Business administrators
define and control the archiving activities by setting up and administrating
collections, which can only be accessed by members of their tenant group.

In each collection, a list of data sources defines the properties and sources of the
documents to be archived.

DPs Archive Center uses Document Pipelines (and their “DocTools”) to import
documents in various scenarios. The Archive Center installation provides the base
package “OpenText Document Pipeline Base” and a pipeline for document import
using CMIS (“OpenText Document Pipeline for Archive Center CMIS”) by default.
For more information, see also OpenText Archive Center - Scenario Configuration Guide
(AR-CGD).

Access OpenText™ Archive Center Access is a web-based, easy-to-use client included in

Archive Center, which allows access to the archive independently from the
archiving application.
This can, for example, be important in case of impending litigation. Using Archive
Center Administration, collections can be put on hold to protect all currently
archived documents from modification and deletion. The archived documents
within the collection can then be searched and all relevant documents can be
exported.

AR210200-CGD-EN-01 Scenario Configuration Guide 7

Chapter 1 About Archive Center

My Archive OpenText™ My Archive, similar to Access, is an easy-to-use web client that allows
access to the archive. In contrast, it allows individual users to access their archived
documents. Users can view, search, and download the documents only if they have
appropriate rights.

Archive Box The Archive Box option is intended for folders and documents that need to be
archived but are no longer in daily use. Thus, the required disk space on the file
server, including the total number of files, can be reduced. This is in contrast to the
shortcut scenario where every file is replaced by an individual link. If enabled for a
File Archiving data source, all folders and documents below the specified path are
archived and replaced by a single shortcut.

1.2 Related documentation

Product docu- The following documentation is available for Archive Center on OpenText My
mentation Support (https://knowledge.opentext.com/docs):

• OpenText Archive Center - Installation Guide for Windows (Extended Component

Installer) (AR-IASW)
This guide describes how to set up Archive Center on Microsoft Windows.
• OpenText Archive Center - Installation Guide for UNIX/Linux (AR-IGU)
This guide describes how to set up Archive Center on UNIX/Linux.
• OpenText Archive Center - Administration Guide (AR-ACN)
This guide describes all configuration-related and administration-related aspects
of Archive Center.
• OpenText Archive Center - Scenario Configuration Guide (AR-CGD)
This guide describes how to setup scenarios for Archive Center, including
prerequisites and the usage of the applications OpenText™ Archive Center
Administration and OpenText™ Archive Center Access.
• OpenText Archive Center - Cluster Installation Guide (AR-ICLU)
This guide describes how to set up Archive Center as a highly-available and
data-secure active-active cluster.
• OpenText Archive Center Administration - Online Help (ARBA-H-AGD), OpenText
Archive Center Access - Online Help (ARAC-H-AGD), OpenText My Archive - Online
Help (ARMA-H-UGD)
Online help is available for Archive Center Administration, Archive Center
Access, OpenText™ My Archive.
• OpenText Document Pipeline Info - Administration Guide (AR-ADP)
This guide describes how to use OpenText™ Document Pipeline Info.
• OpenText Archive Center - Programming Guide for the OpenText Archive Center API
(AR-PSA)
This guide describes how to access Archive Center using the OpenText Archive
Center API.

8 OpenText™ Archive Center AR210200-CGD-EN-01

 1.3. Collections

• OpenText Document Pipelines - Installation and Upgrade Guide (AR-IDPDP)

This guide describes how to install and upgrade the Document Pipeline
components.
• OpenText Document Pipelines - Overview and Import Interfaces (AR-CDP)
This guide describes concepts, tools, and scenarios of OpenText™ Document
Pipeline and gives detailed information on the standard DocTools.
• OpenText Document Pipelines - Programming Guide (AR-PDP)
This guide describes how to configure OpenText Document Pipelines and the
DocTools perldtn and perldte.

Release Notes The Release Notes describe the following aspects in detail:

• Software supported by the product

• Requirements
• Restrictions
• Important dependencies
• Last-minute changes regarding the documentation
• Identification codes of the current documentation

The Release Notes are continually updated. The latest version of the Archive Center
Release Notes is available on My Support (https://knowledge.opentext.com/
knowledge/llisapi.dll/Open/52712069).

1.3 Collections
All Archive Center Administration archiving activities are defined and controlled by
collections. Collections have the following in common:

• Each collection is owned by tenant administrators who are entitled to create,

view, and administrate the collection.
• For each collection, the tenant administrators specify and administrate the
collection’s properties and the list of data sources.
• The tenant administrators can enable or disable a collection.
If a collection is disabled, no more documents will be stored on Archive Center.
However, the tenant administrators cannot disable read access to documents that
are already stored on Archive Center.
• For investigation, for example, in case of impending litigation, collections can be
put on hold to protect all currently archived documents from modification and
deletion.
• The collection is mapped to a dedicated archive on Archive Center, which is
called a logical archive in terms of Archive Server. Except for the SAP ArchiveLink
scenario (see “SAP ArchiveLink® scenario” on page 13), the name of the logical

AR210200-CGD-EN-01 Scenario Configuration Guide 9

Chapter 1 About Archive Center

archive is derived from an identifier of the collection and an appended,

consecutive number.
The collection properties specified by the tenant administrator control the
respective properties in the corresponding Archive Center archive.

Properties The following collection properties are specified by the tenant’s administrator. For
more information, see “Configuring collections” on page 80.

Description
Collection name and purpose description

Storage
Storage properties of the collection (logical archive on Archive Center):

• Compression
• Single Instance: In case of archiving multiple instances of the same document,
the document is stored only once on Archive Center.
• Number of additional backup copies (none, one, or two)

Options
Options regarding SAP scenarios and content organization of the collection:

• ArchiveLink enabled: The mandatory name of the archive and, optionally,

the default SAP system to be used for the Enterprise Scan scenario and for
SAP ArchiveLink scenarios.
• Whether documents are organized into folders and subfolders, or stored on a
flat level (“folderless” collection)

Security
Security properties of the collection:

• Encryption
• Timestamps

Retention
Default retention settings of the collection:

• Retention period in days, months, or years

• Deletion after the retention period has expired

Default values “Default values for collections” on page 11 shows the default values for the
properties of a collection, which can only be changed by the Archive Center
administrator. For more information, see “Configuring miscellaneous Archive
Center options” on page 76.

10 OpenText™ Archive Center AR210200-CGD-EN-01

 1.4. Data sources

Table 1-1: Default values for collections

Property Default value

Compression off
Single Instance off
Additional Copies none
Encryption off
Timestamp off
Delete after expiry off

Background

• “Rules and retention” on page 19

Procedure

• “Configuring rules and retentions” on page 94

1.4 Data sources

Data sources specify the origin and properties of the documents that are archived by
a collection.

Types Archive Center Administration supports the following data source types:

• ArchiveLink, that is archiving documents from an SAP system. For more

information, see “SAP ArchiveLink® scenario” on page 13.

Note: ArchiveLink data sources are created automatically for the related
collection. You cannot edit the properties of an ArchiveLink data source.
• ILM, that is archiving documents from an SAP Information Lifecycle
Management system. For more information, see “SAP ILM scenario”
on page 15.

Note: ILM data sources are created automatically for the related collection.
You cannot edit the properties of an ILM data source.
• Archive Mode, that is archiving scanned documents within an OpenText
Imaging Enterprise Scan scenario. Data sources for Enterprise Scan require that
ArchiveLink is enabled for the collection. This data source can only be added on
Core Archive Connector. For more information, see “Enterprise Scan scenarios”
on page 13.
• File Archiving, that is archiving of documents (and folder metadata) located on
shared folders in the file system. For more information, see “File Archiving”
on page 16.

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Chapter 1 About Archive Center

• CMIS, that is archiving documents using another application over a standardized

interface (also called “machine-to-machine interaction”).
The following CMIS data sources are available: for a generic CMIS Client, or for
the OpenText products InfoFusion or Process Suite. For more information, see
“Custom CMIS-based scenarios” on page 17.

• Pipeline, that is ingestion of documents using a standardized Document Pipeline

for Archive Center CMIS. For more information, see “Document Pipeline for
Archive Center CMIS” on page 17.

Properties The properties of a data source specify the connection parameters and the download
options for archiving. The data source properties are specified by the tenant’s
administrator. For more information, see “Configuring the data sources of a
collection” on page 85.

Disabling The tenant’s administrator can enable or disable data sources. In case of the File
Archiving scenario, the enqueue job will not work if the data source is disabled.

Background

• “Rules and retention” on page 19

Procedure

• “Properties of collections” on page 81

• “Enabling ILM for a collection” on page 83
• “Configuring the data sources of a collection” on page 85
• “Configuring rules and retentions” on page 94

1.5 Supported scenarios

All supported scenarios fall into at least one of the following categories:

• Scenarios based on SAP, that is archiving from an SAP system, for example, in
the context of OpenText™ Archiving and Document Access for SAP Solutions or
OpenText™ Imaging Enterprise Scan

• File Archiving scenario, that is copying or moving existing documents from a file
share to Archive Center

• ECMPush scenario, that is (additionally) creating an object within OpenText™

Content Server for archived documents

• Other CMIS-based scenarios, that is archiving and potentially accessing

documents using a custom client or ingesting existing documents using a
Document Pipeline

• AFP scenario, that is archiving documents contained within a multi-document

format

12 OpenText™ Archive Center AR210200-CGD-EN-01

 1.5. Supported scenarios

1.5.1 Scenarios based on SAP

When creating the collection for ArchiveLink, the business administrator must
provide the name of the archive that the SAP system assigned (for example, A1).
Archive Center subsequently creates a logical archive with the identical name.

Archive Center supports the following scenarios based on an existing SAP

infrastructure.

1.5.1.1 SAP ArchiveLink® scenario

In case of the SAP ArchiveLink scenario, a dedicated collection represents the
archive for the SAP system. The data source is created automatically when the
corresponding authentication certificate has been uploaded to the archive.

An ArchiveLink data source is created automatically after uploading an

authentication certificate to the archive. This can be done using the ArchiveLink
request putCert. For each authentication certificate, one ArchiveLink data source
will be created. To enable the certificate, the business administrator enables the
corresponding data source.

Note: It is possible to add several ArchiveLink data sources to one collection.

However, one certificate can only be used with one data source and one data
source requires exactly one certificate.

Procedure

• “Properties of collections” on page 81

1.5.1.2 Enterprise Scan scenarios

Archive Mode data sources support scenarios with OpenText Imaging Enterprise Scan
for Archiving and Document Access for SAP Solutions.

Cloud only The Enterprise Scan scenario requires Archive Center, Cloud Edition (with Core
Archive Connector installed on-premises). On-premises installations of Archive
Center are not supported. However, “classic” Archive Center continues to support
Enterprise Scan. For more information, see Section 11 “Configuring scan stations” in
OpenText Archive Center - Administration Guide (AR-ACN).

Available scenarios
Archive Center supports a subset of all scenarios that are supported by Enterprise
Scan in general. Basically, the following paths of a scanned document are possible:

A corresponding business object already exists in the SAP system.

When the document is scanned, it must be attached to an existing business
object in SAP. This scenario is called “Late Archiving”; the corresponding archive
mode scenario in the Archive Center Administration web client is
Late_Archiving.

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Chapter 1 About Archive Center

Archive mode scenarios are sometimes also called “opcodes”.

To make the document known to the SAP system, barcodes are used. Therefore,
the BARCODE condition is usually required when configuring the scenario in
Archive Center Administration.
For more information, see “Workflow for the Late Archiving scenario”
on page 14.
A corresponding business object does not yet exist in the SAP system.
After the document is scanned, it must be attached to a business object in SAP
yet to be created. This scenario is called “Early Archiving.” The SAP system
controls the documents and routes them throughout the company. All business
tasks concerning the documents are performed with the electronic document
and use the workflow. Therefore, you do not need to configure an Archive
Mode.
For more information, see also Section 12.1.2 “Configuring SAP indexing and
archiving scenario” in OpenText Imaging Enterprise Scan - User and Administration
Guide (CLES-UGD).
Further scenarios
Enterprise Scan offers additional specialized scenarios, which involve custom
SAP tables and customized Document Pipelines. These scenarios require
consultation from OpenText Professional Services.
For more information, see OpenText Imaging Enterprise Scan - User and
Administration Guide (CLES-UGD) and OpenText Archiving and Document Access
for SAP Solutions - Scenario Guide (ER-CCS).

Workflow for the Late Archiving scenario

The overall course of action is as follows:

1. In Archive Center Administration, add the SAP system(s).

2. Create an “ArchiveLink-enabled” collection. Optionally, assign a default SAP
system.
3. Create an “Archive Mode” data source for the collection. Specify the scan
scenario and condition, the SAP assignment, and the location of the pipelines.
4. Add the scan host. Add the Archive Mode data source from above.

Workflow for managing Enterprise Scan configuration

The overall course of action is as follows:

1. Create a profile for the group. Either set the Implicit option or add the users
who belong to this profile explicitly.
2. On the scan host, configure Enterprise Scan, if not done already. For more
information, see Part II “Profiles and advanced configuration” in OpenText
Imaging Enterprise Scan - User and Administration Guide (CLES-UGD).

14 OpenText™ Archive Center AR210200-CGD-EN-01

 1.5. Supported scenarios

3. As administrator of the scan host, upload the configuration to Archive Center.

For more information, see Section 16 “Sharing, exporting, and importing the
configuration” in OpenText Imaging Enterprise Scan - User and Administration
Guide (CLES-UGD).
4. When users of a scan host sign in, their configuration settings are downloaded
from Archive Center and applied in Enterprise Scan.

Note: Do not mix up the two different kinds of profiles:

• In Enterprise Scan, a profile is a collection of configuration steps for a

specific scenario. It is uploaded and stored in Archive Center together with
further configuration settings.
• In Archive Center Administration, a profile represents a user group through
which the stored Enterprise Scan configuration can be mapped to the correct
users of the scan host.

Procedure

• “Configuring Archive Mode data sources for Enterprise Scan” on page 88

• “Adding SAP systems and scan hosts” on page 91

1.5.1.3 SAP ILM scenario

SAP Information Lifecycle Management (ILM) enhances the SAP standard delivery
with the ability to manage the lifecycle of live and archived data based on rules. To
enable SAP ILM archiving with Archive Center, you create a corresponding
collection in Archive Center Administration and enter the connection details in the
SAP system. In this scenario, potential rules and holds are managed by the SAP ILM
system and cannot be set in Archive Center Administration.

The content in ILM-enabled collections can neither be accessed through My Archive

nor Archive Center Access.

Procedure

• “Properties of collections” on page 81

• “Enabling ILM for a collection” on page 83
• “Configuring collections” on page 80

AR210200-CGD-EN-01 Scenario Configuration Guide 15

Chapter 1 About Archive Center

1.5.2 File Archiving

When file shares are configured in a File Archiving data source, they are scanned
and the found documents are archived. The metadata of the folders and files are
archived as well. In particular, this includes the permissions (ACLs). Users of the My
Archive web client can view, search, and download the documents to which they
had access before, but no other documents. Depending on the settings, the
documents on the file share are kept or replaced by shortcuts.

Note: Archive Center only evaluates “allow” ACLs on the file share, “deny”
permissions are ignored. This means that you cannot use the “allow”
permission for “everyone”, and the “deny” permission for dedicated users.
Instead, explicitly allow the users.

The folder structure below the configured root folder is preserved. Users of My
Archive or Archive Center Access will find the same structure when browsing the
archive.

Example 1-1: Mapping of file share folders to web navigation

The following structure in the file system

\\fileserver.example.com\documents\user1\this year
where \\fileserver.example.com\documents is the name of the file share
configured in Archive Center Administration, will be reflected in My Archive
by the following breadcrumb trail:

Collections » <collection name> » File Shares » \\fileserver.example.com

\documents » user1 » this year.

Archive Box
If you enable the Retire to ArchiveBox option for a File Archiving data source, all
documents below the specified path are archived. In the root folder of the specified
path, a single shortcut is created. Clicking the shortcut opens the corresponding
location in the My Archive web client, from which all documents are accessible. You
can configure whether the folders below the specified path are kept or deleted as
well.

Note: In contrast to the standard File Archiving, also system files are archived
and deleted in the Archive Box scenario.

Purpose The Archive Box option is intended for folders and documents that need to be
archived but are no longer in daily use. By using this option, you can reduce the
required disk space on the file server, including the total number of files. This is in
contrast to the shortcut scenario where every file is replaced by an individual link.

Closing When the next run of the file system scan does not find new files, already existing
Archive Boxes will be “closed.” This means that no documents can be added
anymore and the archived files cannot be changed or deleted.

16 OpenText™ Archive Center AR210200-CGD-EN-01

 1.5. Supported scenarios

Background

• “Permissions and access control lists” on page 20

• “Configuring OTDS” on page 23

1.5.3 ECMPush scenario

You can configure connections to Content Server in Archive Center. This allows you
to create corresponding entries in Content Server when documents are archived by
using corresponding rules, for entire collections or for defined subsets of documents.
For example, you can use the extensive features of OpenText™ Records
Management to manage retentions.

Storage When you add a Content Server in the Environment area, Archive Center
provider Administration configures the Archive Storage Provider in Content Server, if not
available yet. When you save a rule with a Propagate to Content Server action,
Archive Center Administration creates the storage provider in Content Server, if not
available yet.

Rule As soon as you configure the Propagate to Content Server action for the rule, all
documents fulfilling the rule will be pushed to Content Server.

Procedure

• “Adding Content Server” on page 93

• “Configuring rules and retentions” on page 94
• “Configuring the propagation to Content Server (“ECMPush”)“ on page 35

1.5.4 Custom CMIS-based scenarios

You can set up your own, custom scenarios based on Content Management
Interoperability Services (CMIS) interface. Besides using a custom client, which has
to take care of all required business logic, you can integrate with the products
OpenText™ InfoFusion (https://knowledge.opentext.com/knowledge/llisapi.dll/
open/KCProduct?id=435) or OpenText™ Process Suite (https://
knowledge.opentext.com/knowledge/llisapi.dll/open/KCProduct?id=467).

Document Pipeline for Archive Center CMIS

This data source allows to create custom solutions based on a Document Pipeline.
For example, you can ingest large amounts of already existing documents, including
metadata, into Archive Center programmatically. Compared to a CMIS client, the
development effort is considerably lower.

Further For more information about Document Pipelines, see OpenText Document Pipelines -
information Overview and Import Interfaces (AR-CDP).

Procedure

• “Configuring Document Pipeline data sources” on page 90

AR210200-CGD-EN-01 Scenario Configuration Guide 17

Chapter 1 About Archive Center

• “Configuring CMIS data sources” on page 89

1.5.5 Archiving multi-document formats

Multi-document formats are container documents, which include several to many
documents. The format supported by Archive Center is called Advanced Function
Presentation (AFP).

When an AFP file is archived, the Document Pipeline for Archive Center CMIS
extracts the information of the individual documents within the AFP file (content
and metadata) and stores it as Archive Center documents in CMIS. In contrast to
“normal” documents, the documents originating from an archived AFP file only
exist virtually as their content is being rendered from the AFP file on request. This
allows you to store the AFP file, potentially housing millions of documents, as a
single file in Archive Center, while still being able to access the individual content
(in PDF format) and metadata (through CMIS) easily.

Further For more information about configuring AFP archiving, see also Section 9.6.2
information “Archive Center DocTools for AFP” in OpenText Document Pipelines - Overview and
Import Interfaces (AR-CDP).

Procedure

• “Configuring the multi-document scenario“ on page 43

• “Configuring Document Pipeline data sources” on page 90

1.6 Tenants and users

Customers who use the Archive Center Administration web client to archive content
and documents to an external Archive Center are called tenants. Within OpenText
Administration Client (the administration tool for Archive Center), a tenant is
defined by a user group with an associated, dedicated policy. For each tenant, you
can assign multiple administrators to perform archiving with Archive Center
Administration.

Users In addition to the role of the Archive Center Administration users, there are two
other roles: the Archive Center Access users and the My Archive users. These users,
who have their own, dedicated policy, are allowed to search and download the
tenant’s documents on Archive Center (using Archive Center Access) or can use the
My Archive web client to access their own documents, respectively.

Important

• Ensure that every user of Archive Center is member of at least one tenant
group. Otherwise, certain scenarios do not work correctly because Archive
Center protects user information based on the tenant groups.
• The <name>_SU group is intended for technical users only. Do not add any
human users to this group as these users would have access to ACLs.

18 OpenText™ Archive Center AR210200-CGD-EN-01

 1.7. Rules and retention

Only a tenant’s administrator is entitled to create, view, or administrate collections.

The tenant’s administrator specifies and administrates the properties and the list of
data sources of a collection.

1.7 Rules and retention

The retention period is the time frame during which it is impossible to delete or
modify a document, for example, to facilitate compliance with regulations and meet
the demands of lifecycle management. In Archive Center, retention periods can be
assigned to collections, data sources, or individual documents.

The special retention periods “Permanent” and “Indefinite” can be applied to

collections or data sources.
Content under “permanent” retention cannot be deleted or changed anymore;
content under “indefinite” retention cannot be deleted or changed while the final
retention period is still unclear. As soon as an event occurs that defines the retention
period, the retention is set to “fixed” by a corresponding rule.

Note: Using rules is not possible for ArchiveLink scenarios.

Except for the File Archiving data source, metadata can be changed even if the
document is under retention.

Tags, rules, and policies

Terms When applying rule-based retention to documents, the following terminology is
used:

• Tag – Tags are arbitrary text strings, which can be assigned to documents using
rules. Users of Archive Center Access or My Archive can use the tags to filter
their search results.
• Rule – Rules define conditions that specify the actions to be performed on certain
documents. Possible actions are tagging, applying a retention policy, or adding
permissions.

• Retention policy – Retention policies define the retention period to be applied by

a corresponding rule.

Concept A rule defines which actions are performed based on criteria like data source, file
path, owner, or date. You can create rules and retention policies independently from
each other.

Hierarchy If more than one retention is possible for a particular document because several
rules apply to it, the retention is evaluated in the following order:
rule-based retention > data source-specific retention > collection-specific retention.
If two or more rules are valid for a document, the longer retention period is used.

AR210200-CGD-EN-01 Scenario Configuration Guide 19

Chapter 1 About Archive Center

Example 1-2: Evaluating retention rules

Let us assume we have a collection C with a data source DS. The collection has
a default retention period of 5 years and the data source has a default retention
period of 10 years.

The collection C may have two rules assigned to it: RC1 with a retention period
of 3 years and RC2 with a retention period of 2 years.

Furthermore, the data source DS may have a rule RDS with a retention period of
4 years.

Scenario 1
Assuming all rules evaluate to true, which retention period is set for the
document?
Rule > data source > collection; maximum of the rules: Rule RDS (4 years
retention period) is used.
Scenario 2
Assuming all rules except rule RDS evaluate to true, which retention period
is set for the document?
Rule RC1 (3 years retention period) is used as it has the highest retention of
all valid rules.

Procedure

• “Properties of collections” on page 81

• “Configuring the data sources of a collection” on page 85

1.8 Permissions and access control lists

In CMIS, three basic permissions exist, to which the ACLs of document or folder
objects are mapped:

• cmis:read – Permission for reading properties and reading content

• cmis:write – Permission to write properties and the content of an object. The
Archive Center repository defines this permission to include cmis:read.
• cmis:all – All the permissions of a repository. It includes all other basic CMIS
permissions.

If no explicit permission is set by an ACL or a rule, objects inherit the permission of

their parent folder by default.

File Archiving In case of File Archiving data sources, the archive job reads the permissions of the
file system and translates them into CMIS permissions. Users and groups from
Microsoft Active Directory are mapped to corresponding IDs in OTDS, to whom the
cmis:read permission is granted in CMIS.

20 OpenText™ Archive Center AR210200-CGD-EN-01

 1.9. Security

Therefore, users of My Archive can access the same documents as before, and only
these documents.

Access Users of Archive Center Access (eDiscovery) can access all documents that belong to
their tenant as the cmis:read permission is granted to this group on all documents
of the tenant.

Permission rules
Permissions have the following characteristics:

• As a default, if no permission rule applies, each user has read and write access on
all documents.
Technically, the <tenant>_UG group has read and write permissions.
• If a permission rule applies, then only those users and groups, who are listed in
the rule, have the selected permission.
• If multiple permission rules apply, then its union (that is, the “sum” of the rules)
is used.
If a user or group is listed multiple times with different permissions, then the
lowest permission applies.
• Super users (<tenant>_SU@OTInternal) and eDiscovery users
(<tenant>_ED@OTInternal) always have access to the documents. Their access
rights are not affected by permissions rules.

Related Topics

• “Configuring OTDS” on page 23

• “Configuring the File Archiving scenario” on page 27

1.9 Security
System keys To encrypt the content that is stored in a collection on the Archive Center, a
symmetric key (“system key”) is used. While only one key can be used at a time to
encrypt new content, you can generate new keys, which will replace the previous
keys. The previous keys are still required to decrypt the content that was encrypted
with them. The initial system key is created when the first encrypted collection is
created, or when a user generates a system key manually in Archive Center
Administration. For more information, see “Generating a system key” on page 102.

Encryption
When storing content (a component of a document in Archive Center terms), the
component gets a unique document key. The document key is encrypted with the
system key and then stored in the header of the component on the storage
system. This means that both keys are required to read the content.
Decryption
When retrieving content, the document key is decrypted using the system key
and then the component is read and decrypted using the document key.

AR210200-CGD-EN-01 Scenario Configuration Guide 21

Chapter 1 About Archive Center

Password policy
Archive Center, Cloud Edition, uses the default password policy of OpenText
Directory Services. This policy applies to all users created in Directory Services (in the
so-called “non-synchronized user partition”), for example, the passwords of the
business administrators for Archive Center Administration. The passwords of
possible synchronized users are not restricted by this policy (as they are managed by
the customers in their Active Directory.

Non-synchronized passwords must adhere to the following:

Password requirement Default setting

Minimum number of characters 8
Minimum number of digits 1
Minimum number of symbols 1
Minimum number of uppercase characters 1
Minimum number of lowercase characters 1
Minimum number of changes to previous 0 (disabled)
password
Number of unique passwords before an old 3
password can be reused

22 OpenText™ Archive Center AR210200-CGD-EN-01

Chapter 2

Setting up Directory Services

2.1 Configuring OTDS

The following settings are required to use OTDS successfully:

Partition, groups, and users

User information from Active Directory must be mapped to OTDS. OTDS
provides a connector to push changes of user information to Archive Center.
The connector is configured through the (synchronized) resource; see Resource
on page 23 below.
For more information, see Section 3.8 “Synchronized User Partitions” in
OpenText Directory Services - Installation and Administration Guide (OTDS-IWC).
Further, Archive Center requires the following technical partition, groups, and
users.

• A non-synchronized partition named, for example OTInternal. This

partition must be added to the access role of Archive Center.
The technical users for the Application Layer will be added to this partition
when creating tenants, for example ba.tenant@OTInternal.
• The access role of Archive Center requires the Include Groups from OUs
setting.
For more information, see Section 6.7 “Including/excluding groups from
organizational units” in OpenText Directory Services - Installation and
Administration Guide (OTDS-IWC).
• A user named system.cmis within the OTInternal partition. The password
should never expire. You do not need to remember the password as system.
cmis is only used as a technical user for the Application Layer (Archive
Center CMIS).
• A group called $PushConnector with an assigned user called, for example
pushconnector.

Resource
Archive Center is represented in OTDS by a resource (a unique name and an
identifier). You can create the resource in the OTDS web client, or you can use a
wizard in Archive Server Monitoring to create the resource after Archive Center
has been installed. In the latter case, select the “local user management” option
during the installation of Archive Center.
When creating the resource in the OTDS web administration client, specify the
following:

AR210200-CGD-EN-01 Scenario Configuration Guide 23

Chapter 2 Setting up Directory Services

• General page
Enter any Resource name, for example AC_server1.
• Synchronization page
Select User and group synchronization.
From the Synchronization connector list, select Archive Center.
In the This connector will area, select Create users and groups, Modify
users and groups, and Delete users and groups.
• Connection Information page
As Base URL, enter <protocol>://<server>:<port>/as_cmis/otdspc

Example: https://archive.example.com:8090/as_cmis/otdspc

As User Name, enter the user assigned to the $PushConnector group (see
Partition, groups, and users on page 23), for example pushconnector.
Enter any Password compliant with the password policy.

For more information, see Section 5.2.2 “Creating a synchronized resource” in

OpenText Directory Services - Installation and Administration Guide (OTDS-IWC).
Impersonation right
Directory Services requires the “impersonate user” right.
For more information, see Section 5.3 “Configuring access to your resources” in
OpenText Directory Services - Installation and Administration Guide (OTDS-IWC).
Attribute mapping configuration
The OTDS user attribute mapping and group attribute mapping depend on the
scenario. See “Scenario-specific settings” on page 25.
For more information, see also Section 5.2.1.3 “Using resource attribute
mappings” in OpenText Directory Services - Installation and Administration Guide
(OTDS-IWC).
ACLs
The CMIS ACLs must be based on OTDS user IDs (not on the user name).
Names of users and groups are treated case-insensitive in OTDS, while CMIS
allows for case-sensitive names. If the ACLs are based on the user name it can
happen that permissions are not mapped correctly, because CMIS distinguishes
between, for example access.default@OTInternal and access.
default@otinternal.

24 OpenText™ Archive Center AR210200-CGD-EN-01

 2.2. Scenario-specific settings

2.2 Scenario-specific settings

To run Archive Center scenarios, Directory Services is mandatory. In particular,
OTDS is used for the following scenarios:

File Archiving

Use Directory Services to let file share users be able to access their files using a
CMIS interface. File share users are mapped to Directory Services users.
Attribute mapping configuration
The oTExternalSID field must include objectSID, in the %s format.

My Archive

Use Directory Services to let users have web access to their archived documents
through My Archive. Allow the corresponding Directory Services users to access
Archive Center by adding them to the access role of Archive Center.
My Archive users must be members of the OTDS group OTInternal
\<tenant>_UG, either directly or through another group membership.

AR210200-CGD-EN-01 Scenario Configuration Guide 25

Chapter 3
Configuring scenarios based on Document
Pipelines and CMIS

Document Pipeliness (DocTools) are used by OpenText Archive Center File Archiving
and by custom scenarios that leverage Document Pipeline for Archive Center CMIS.

3.1 Configuring the File Archiving scenario

In the File Archiving scenario, Document Pipelines access file shares and upload
documents to Archive Center. When deploying the File Archiving scenario, you
must ensure that the file shares can be accessed.

On-premises installations
If the file share and the computer hosting Archive Center belong to the same
network, Archive Center has to be run by a domain user who is allowed to
access the files shares with read, write, and modify permission.
Cloud installations
If the computer hosting Archive Center belongs to a network other than the files
shares, use OpenText Core Archive and run it with a domain user who is
allowed to access the local file shares with read and write permission.

Restrictions The Archive Center service verifies that file shares comply with the following
restrictions:

• No IPv4 and IPv6 addresses are allowed within a file share.

• Only fully-qualified host names are allowed for the server name of a file share.
• The host names must be unique across the tenants. However, within a tenant, the
host name can be used several times.

Related Topics

• “Permissions and access control lists” on page 20

• “Configuring OTDS” on page 23

Procedure

• “Configuring File Share data sources” on page 86

AR210200-CGD-EN-01 Scenario Configuration Guide 27

Chapter 3 Configuring scenarios based on Document Pipelines and CMIS

3.1.1 Correcting configuration variables

If you have the Document Pipeline for File Archiving and use the File Archiving
scenario, several configuration variables can have wrong values after the
installation.

To correct configuration variables:

1. Start Administration Client, and then sign in to the computer hosting Archive
Center.

2. In the console tree, select the Archive Server > Configuration node.

3. Search the following configuration variables, and then set their value to the
respective value:

• Archive Server BC hostname (internal name: DP.FSA.BC_HOST)

Set to empty, that is clear the field.
• Archive Server BC: communication port (internal name:
DP.FSA.BC_PORT)
Set to the value of the Archive / CMIS Server: communication port
configuration variable.
• Archive Server BC server: communication protocol (internal name:
DP.FSA.BC_PROT)
Set to the value of the Archive / CMIS server: communication protocol
configuration variable.

For a description of how to set, modify, delete, and search configuration

variables, see Section 17 “Setting configuration variables” in OpenText Archive
Center - Administration Guide (AR-ACN).

4. For the change to take effect, restart the Apache Tomcat and Archive Spawner
services.

3.1.2 Configuring secure connections

If you want to use secured connections (TLS/SSL) for the File Archiving scenario,
you must configure the hostname in OpenText Administration Client.

To configure secure connections for the File Archiving scenario:

1. Start OpenText Administration Client, and sign in to the computer hosting

Archive Center

2. In the console tree, select the Archive Server > Configuration node.

3. Search the Archive / CMIS Server hostname configuration variable (internal

name: DP.FSA.CMIS_HOST), and then set its value to the fully-qualified name of
the computer hosting Archive Center, for example archive.example.com.

28 OpenText™ Archive Center AR210200-CGD-EN-01

 3.1. Configuring the File Archiving scenario

For a description of how to set, modify, delete, and search configuration

variables, see Section 17 “Setting configuration variables” in OpenText Archive
Center - Administration Guide (AR-ACN).

4. For the change to take effect, restart the Apache Tomcat and Archive Spawner
services.

Using self-signed certificates

If you want to use self-signed certificates, you must additionally configure the
truststore in OpenText Administration Client. The truststore must also be made
known to Tomcat.

Notes

• Alternatively to the procedure below, you can add your self-signed

certificate (and possibly your private root certificates) in the Java cacerts
truststore. For example, use a command like the following:
keytool -importcert -keystore cacerts -alias my_alias -file my_
certificate.cer

• If you configure the truststore as described below, the default Java cacerts
truststore will not be used by the File Archiving scenario.
• You still need to configure the truststore for the SSL connector in the Tomcat
server.xml file. For more information, see Section 1.3.4 “Configuring the
connector and securing Tomcat” in OpenText Archive Center - Installation
Guide for Windows (Integrated Archive Installer) (AR-IGW) or OpenText Archive
Center - Installation Guide for UNIX/Linux (AR-IGU).

OpenText recommends using certificates issued by a trusted certificate authority for

production systems.

To configure the truststore for the File Archiving scenario:

1. In Administration Client, search and then edit the following configuration

variables:

Note: These “hidden” variables are not visible by default. To make them
visible, click Customize Configuration View in the action pane, and then
select Show all (including hidden variables).

• SSL/TLS trusted certificates store path

Internal name: DP.FSA.FSA_TRUSTSTORE
Enter the path to the truststore file, for example:
C:\security\truststore.jks

• SSL/TLS trusted certificates store type

Internal name: DP.FSA.FSA_TRUSTSTORE_TYPE
Select the type of the truststore: PKCS12 or JKS format.

AR210200-CGD-EN-01 Scenario Configuration Guide 29

Chapter 3 Configuring scenarios based on Document Pipelines and CMIS

• SSL/TLS trusted certificates store password

Internal name: DP.FSA.FSA_TRUSTSTORE_PASSWORD
Enter the password of the truststore.

Important
Do not mix up the variables for the File Archiving scenario with the
corresponding variables for Document Pipeline for Archive Center CMIS.

2. Configure the truststore in Tomcat. Depending on your system, do the

following:

Windows

a. Start the Configure Tomcat tool or run tomcat8w.exe in the

<Tomcat_home>\bin folder.
b. Click the Java tab.
c. In the Java Options box, add the following lines:
-Djavax.net.ssl.trustStore=<path to truststore>
-Djavax.net.ssl.trustStoreType=<PKCS12 or JKS>
-Djavax.net.ssl.trustStorePassword=<password of truststore>

d. Click OK.

UNIX/Linux

a. Open the <Tomcat home>/bin/setenv.sh file in an editor.

b. Add the following to the CATALINA_OPTS entry (single line):
‑Djavax.net.ssl.trustStore=<path to truststore> ‑Djavax.net.
ssl.trustStoreType=<PKCS12 or JKS> ‑Djavax.net.ssl.
trustStorePassword=<password of truststore>

Example: The line for the CATALINA_OPTS variable might look like this:
CATALINA_OPTS="‑Xmx2048m ‑Djava.awt.headless=true

‑Djavax.net.ssl.trustStore=/path/to/JKSfile

‑Djavax.net.ssl.trustStoreType=JKS

‑Djavax.net.ssl.trustStorePassword=changeme $CATALINA_OPTS"

3. For changes to take effect, restart the Apache Tomcat and Archive Spawner
services.

30 OpenText™ Archive Center AR210200-CGD-EN-01

 3.2. Configuring secure connections for Document Pipeline/CMIS scenarios

3.2 Configuring secure connections for Document

Pipeline/CMIS scenarios
While the internal connection is bound to localhost for security reasons, an
encrypted channel requires the identical host name as used in the certificate. If you
want to use TLS/SSL for the internal communication between Archive Server and
Document Pipeline, you can set corresponding configuration variables.

To configure secure connections for Document Pipeline/CMIS scenarios:

1. Start OpenText Administration Client, and sign in to the computer hosting

Archive Center.

2. In the console tree, select the Archive Server > Configuration node.

3. Set the following configuration variables to the dedicated host name and port:
Host of the Archive Server (internal name: DP.COMMON.ALHOST)
Port of the Archive Server (internal name: DP.COMMON.ALPORT).

Note: For HTTPS, use the CN of the certificate as the host name.

For a description of how to set, modify, delete, and search configuration

variables, see Section 17 “Setting configuration variables” in OpenText Archive
Center - Administration Guide (AR-ACN).

4. Set the Archive Center Data Source Rest API communication host
configuration variable (internal name:
DP.EXACCMIS.EXACCMIS_BC_API_HOST) to localhost.
Set the Archive Center Data Source Rest API communication port
configuration variable (internal name:
DP.EXACCMIS.EXACCMIS_BC_API_PORT) to the HTTPS port, for example:
8090.

Set the Archive Center Data Source Rest API communication protocol
configuration variable (internal name:
DP.EXACCMIS.EXACCMIS_BC_API_PROTOCOL) to HTTPS.

Further For more information about creating a custom Document Pipeline, see Section 9.6
information “Document Pipeline for Archive Center CMIS” in OpenText Document Pipelines -
Overview and Import Interfaces (AR-CDP).
For more information about programming CMIS clients, see the OpenText
Developer Network (https://knowledge.opentext.com/knowledge/llisapi.dll/Open/
24128791).

Related Topics

• “Administering the Archive Center server“ on page 67

AR210200-CGD-EN-01 Scenario Configuration Guide 31

Chapter 3 Configuring scenarios based on Document Pipelines and CMIS

Procedure

• “Configuring CMIS data sources” on page 89

• “Configuring Document Pipeline data sources” on page 90

32 OpenText™ Archive Center AR210200-CGD-EN-01

Chapter 4
Configuring the Enterprise Scan scenarios

To use this scenario, the following prerequisites must be met:

• Archive Center must run in multi-tenant operation mode. The “on-premises”

mode is not supported. This means that only Archive Center running in the
OpenText Cloud is supported.
• The data source can only be configured on OpenText Core Archive.
• The SAP system must be configured in Archive Center Administration (on
OpenText Core Archive).
• The collection must be “ArchiveLink-enabled.”

For more information, see OpenText Imaging Enterprise Scan - Installation Guide
(CLES-IGD) and OpenText Imaging Enterprise Scan - User and Administration Guide
(CLES-UGD).

Background

• “SAP ArchiveLink® scenario” on page 13

Procedure

• “Configuring Archive Mode data sources for Enterprise Scan” on page 88

• “Adding SAP systems and scan hosts” on page 91

AR210200-CGD-EN-01 Scenario Configuration Guide 33

Chapter 5
Configuring the propagation to Content Server
(“ECMPush”)

The course of action to enable the ECMPush scenario is as follows:

1. Observe the prerequisites carefully (see “Prerequisites for ECMPush”

on page 35).
2. Decide on the permissions for the users (see “Users and permissions”
on page 37).
3. Configure Content Server to support the ECMPush scenario (see “Enabling the
REST API in Content Server” on page 37, “Configuring categories and
attributes for CMIS metadata” on page 39).
4. Add the Content Server connection in Archive Center Administration (see
“Adding Content Server” on page 93)
5. and create rules and actions for the documents to be pushed (see “Rules area”
on page 96).

Background

• “ECMPush scenario” on page 17

5.1 Prerequisites for ECMPush

Before documents can be pushed to Content Server, ensure that the following
prerequisites are met:

Content Server

• REST API
The REST API in the Archive Storage Provider module in Content Server must be
enabled.
• Folders
The folder (or folders) in which to store the documents in Content Server must
exist.
When you configure a folder in Archive Center Administration, you need to
enter the folder’s node ID. Nicknames are not supported.
• Categories, attributes
Optionally, categories and attributes must exist beforehand to store CMIS
metadata. Names and types must match. The categories must be added to each
folder into which the documents will be pushed correspondingly.

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Chapter 5 Configuring the propagation to Content Server (“ECMPush”)

• Records Management, retention

Optionally, to be able to use retentions, the OpenText™ Records Management
module must be installed on Content Server.
If you want to propagate retention information, you must assign a classification
to the parent folder of the pushed documents, and the documents must inherit
the retention from this folder.
Further, in the Records Management administration, Fixed Retention must be
enabled.

For more information, see Section 1.3.2 “Changing Records Management

Settings” in OpenText Content Server - Records Management (LLESRCM-UGD).

Directory Services

• Access roles
The user who will be configured in Archive Center Administration must belong
to the access roles of Archive Center and Content Server in Directory Services.
For more information, see “Users and permissions” on page 37.
• Trusted site
Add the Content Server URL in Trusted Sites.
• Impersonation
The Archive Center resource must be allowed to impersonate its users on the
Content Server resource anonymously:

36 OpenText™ Archive Center AR210200-CGD-EN-01

 5.2. Users and permissions

1. On the Actions menu of the Archive Center resource, click Impersonation

Settings.

2. Select the Content Server resource, select Anonymous for this resource, and
select Allow this resource to impersonate its own users.

3. Click OK.

4. Consolidate the Archive Center resource (Actions > Consolidate).

5.2 Users and permissions

User for REST API (Content Server)
In the Content Server administration, you specify a user who can use the REST
API extension and is allowed to operate with elevated privileges if needed.
This user does not need any other privilege than “login”. This setting enables
solutions to use the REST API with a low-privileged account while still being
able to perform all necessary operations, like creating a document node, or
setting ACLs on the new items.
All other users accessing the REST API extension will operate with the privileges
granted to them and may fail if any operation would require a higher privilege.
For example, the creation of a new document can fail if the parent folder is not
accessible by the current user.
Impersonation User (Archive Center Administration)
The user to be configured in Archive Center Administration must either

• be an administrator in Content Server (not recommended, compare “User for

REST API” above) or
• be configured in Content Server as user of the REST API (compare “To
enable the REST API in Content Server:“ on page 37), have the “login”
privilege on Content Server, and have read and write access on the target
folder.

5.3 Enabling the REST API in Content Server

To enable the REST API in Content Server:

1. Sign in to Content Server as administrator.

2. In Content Server Administration, click Configure the Archive Storage

Provider REST API extension in the Archive Storage Provider Administration
area.

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Chapter 5 Configuring the propagation to Content Server (“ECMPush”)

3. You can enable (or disable) the REST API on all instances of Content Server or
on the current instance only.

Enable the REST API (default)

To enable the REST API for all instances, select the check box.

Dedicated user allowed operate with all privileges (default)

Enter the user who will be given permission to use the REST API.
For more information, see “Users and permissions” on page 37.

Default Access mode

Specify how ownership and permissions are set:

Owner and group are inherited from parent node

New documents inherit their owner, group, and corresponding
permissions from the parent node.

Calling user defines owner and group

The caller defines owner and group. The corresponding permission
values are inherited from the parent node. If the technical account is
used this user will be set as owner and the department as group.

Actual performer defines owner and group

The actual performer defines owner and group. The corresponding
permission values are inherited from the parent node. If the technical
account is used then the superuser acting “on behalf” (for example,
Admin) will be set as owner and the department as group.

Instance-specific settings
Only relevant if more than one Content Server instance is used.
To use the values set above on all instances, keep Use default selected.
To overrule the default settings for this instance, either select Enable and
specify a user as described before, or select Disable.

38 OpenText™ Archive Center AR210200-CGD-EN-01

 5.4. Configuring categories and attributes for CMIS metadata

4. Click Save Changes and then restart Content Server.

5.4 Configuring categories and attributes for CMIS

metadata
You can store the CMIS properties as attributes of categories in Content Server. If a
mapping attribute exists, the corresponding metadata of the CMIS property will be
stored in the attribute when the document is propagated to Content Server.

For more information about categories and attributes in Content Server, see
OpenText Content Server - Categories and Attributes (LLESWAT-H-UGD).

Available All custom property types can be propagated. Further, “Mapping of CMIS
properties properties and Content Server attributes” on page 40 shows the default properties
that can be propagated, their data type, and the maximum required length of the
text field.

Requirements

Matching types
The attribute type must match the CMIS type (for example, string, integer, or
date).
Time and time zone
For Date: Field types, always select Include Time Field.
Date and time are propagated as UTC.
Maximum lengths
The maximum length of the Text: Field type is 254 characters. If you expect your
data to exceed this value, use Text: MultiLine with appropriate lengths instead.
For Text: MultiLine types, set the Columns to a maximum of 1024 and Rows
such that the effective size fits the content (max. content length = number of
rows × number of columns).

Example: A setting of Rows: 5 and Columns: 256 will hold up to 1280 characters.

AR210200-CGD-EN-01 Scenario Configuration Guide 39

Chapter 5 Configuring the propagation to Content Server (“ECMPush”)

For a reference of maximum lengths of the CMIS properties, see “Mapping of

CMIS properties and Content Server attributes” on page 40.

Multivalue fields
If you use CMIS multivalue fields (for example, ot:tags), set the number of
rows to an appropriate number (Max.#, Default #) and clear the Locked check
box.

Errors and logs

If a category contains an attribute of a different CMIS document type, the
attribute will be applied and filled correctly, but a warning is written to the log.
If a category contains an attribute that does not exist in CMIS, the attribute is
ignored and will stay empty.
If a category is missing some attributes that are defined in CMIS there will be no
warning or error.

Table 5-1: Mapping of CMIS properties and Content Server attributes

CMIS property Maximum length Attribute type

cmis:checkinComment 1024 Text: MultiLine
cmis:contentStreamFil 1024 Text: MultiLine
eName
cmis:contentStreamLen 32 bit Integer: Field
gth
cmis:contentStreamMim 100 Text: Field
eType
cmis:createdBy 100 Text: Field
cmis:creationDate — Date: Field
cmis:description 1024 Text: MultiLine
cmis:lastModification — Date: Field
Date
cmis:lastModifiedBy 100 Text: Field
cmis:name 255 Text: MultiLine
cmis:objectId 100 Text: Field
cmis:objectTypeId 100 Text: Field
cmis:secondaryObjectT 100 Text: Field
ypeIds (multivalue)
ot:business_document_ 255 Text: MultiLine
type
ot:confidentiality 255 Text: MultiLine
ot:datasourceid 255 Text: MultiLine

40 OpenText™ Archive Center AR210200-CGD-EN-01

 5.4. Configuring categories and attributes for CMIS metadata

CMIS property Maximum length Attribute type

ot:tags 255 Text: MultiLine
(multivalue)

Configuring CMIS metadata propagation in Content Server

To configure categories and attributes for CMIS metadata:

1. Create a category in the Categories Volume of Content Server.

The category must have the name of the document type. Colons (:) must be
replaced by hyphens (-).

Example: The document type cmis:document must become the category

cmis‑document.

2. Add an attribute for each property to store. As Name, enter the name of the
CMIS property, for example, ot:tags.

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Chapter 6
Configuring the multi-document scenario

Restrictions Archive Center supports archiving of AFP files. An AFP file is a document container,
not a simple, single file. The following restrictions apply:

• One container (AFP file) can contain up to 0xFFFFFF (about 16 million) business
documents.
• A single business document can have a maximum size of 0x7FFFFFFF bytes
(about 2 GB).
• The maximum offset in an AFP file is limited to 0xFFFFFFFFFF bytes (about 1
TB).
• Clients cannot use HTTP range requests.

Workflow The general course of action to enable the multi-document scenario is shown in
Figure 6-1. See the subsequent sections for details.

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Chapter 6 Configuring the multi-document scenario

Installation prerequisites:
o Archive Center
o License key for Output Transformation Suite
o Output Transformation Designer
Once

One-time configuration tasks:

o Configure client certificate and private key files
(in Administration Client)
o Create collection (in Archive Center Administration)

Configuration tasks for each new AFP type:

o Set up shared directory (in file system)
o Configure job schedule (in Administration Client)
o Create indexing project (in Designer)
o Create rendering project (in Designer)
o Create and import CMIS type description (in CMIS Workbench)
o Create data source (in Archive Center Administration)
Repeatedly

o Configure process to send AFP files to Document Pipeline

Configuration tasks for each new AFP file:

o Create subdirectory in the shared directory
o Copy AFP file, project files, color and font mapping file
o Create COMMANDS file
o Create LOG file when ready to archive
o Wait for the job to start processing the documents
o Monitor with Document Pipeline Info
o Monitor shared directory

Figure 6-1: Workflow for AFP archiving

6.1 Onetime tasks for AFP archiving

To use the multi-document scenario, observe the following prerequisites:

Archive Center version

Archive Center 21.2 (or later) is required.
Output Transformation Suite and license
The multi-document scenario uses a library from the OpenText™ Output
Transformation Suite to process AFP files. This software is installed together
with Archive Center by default with the specification version 16.5. To define the
structure of the metadata for the individual documents within the AFP file, you
have to create and edit project files in the OpenText™ Output Transformation

44 OpenText™ Archive Center AR210200-CGD-EN-01

 6.1. Onetime tasks for AFP archiving

Designer program. Output Transformation Designer does not need to be

installed on the Archive Center or Document Pipeline computer.
License – To use the Output Transformation Suite library, an additional license
key is required. You can retrieve the license file from your OpenText sales
representative. Copy the file named license.txt to the following locations:

Windows

Folders for license.txt:

<OT config DP>\ote\
<OT config AC>\ote\

Example: Location of license.txt:

%ProgramData%\OpenText\Document Pipeline Base <version>\config\
ote\license.txt
%ProgramData%\OpenText\Archive Server <version>\config\ote\
license.txt

UNIX/Linux

Directories for license.txt:

<OT config DP>/ote/
<OT config AC>/ote/

Example: Location of license.txt:

/software/opentext/config/config/ote/license.txt
/software/opentext/dpconfig/config/ote/license.txt

Upgrade – If you upgraded Archive Center, copy the license file from the
previous to the current <OT config AC>\ote folder.
Further information – Output Transformation Designer is available on My
Support (https://knowledge.opentext.com/knowledge/llisapi.dll/Open/
61445620). For more information, see “OpenText Output Transformation
Designer User Guide” (https://knowledge.opentext.com/knowledge/llisapi.dll/
Open/61440896).
PEM files
Configure the client certificate and private key files to be able to authenticate
using SecKeys (doctods DocTool).
In OpenText Administration Client, configure the paths to the PEM files in the
following configuration variables:

• Client certificate file

Internal name: DP.COMMON.DSH_CERTIFICATE_FILE
Specify the absolute path of the certificate file on the Document Pipeline
server; default value: <OT config>\Document Pipeline Base <version>
\config\seckey\cert.pem.

• Client private key file

Internal name: DP.COMMON.DSH_PRIVATE_KEY_FILE

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Chapter 6 Configuring the multi-document scenario

Specify the absolute path of the certificate file on the Document Pipeline
server; default value: <OT config>\Document Pipeline Base <version>
\config\seckey\key.pem.

Notes

• After installation, the default folder (<OT config>\Document Pipeline

Base <version>\config\seckey\) does not contain any PEM files. You
must copy your PEM files to the configured location manually. Further,
you must upload the certificate to Archive Center and enable it using
Administration Client.

• To test the system, you can use the default Archive Center PEM file (<OT
config AC>\config\setup\as.pem). In this case, the certificate is
already enabled on Archive Center. For security reasons, do not use as.
pem in production environments!

For more information, see Section 8.2.2 “SecKeys from leading applications and
components” in OpenText Archive Center - Administration Guide (AR-ACN).

Collection
Create a collection for the AFP files. Keep the ArchiveLink Enabled option set
to Off.
For more information, see “Configuring collections” on page 80.

The following sections show generic steps to configure the archiving of AFP files
based on the example provided with Output Transformation Suite.

6.2 Configuring a new AFP type

This section describes the required tasks to create an AFP type. Once prepared, you
can use this configuration for all subsequent AFP files with the same structure. For
example, the configuration provided below could be used for all further AFP files
holding similar credit card statements.

Notes

• The described workflow – creating an indexing and a rendering project, then

configuring the CMIS properties all in one go – is idealized. In reality, you
will probably have to prepare draft projects, test them with a sample of your
AFP files, and iterate until the result fits your needs.
Create the CMIS properties during this process and adapt them, if required.
However, do not import the type descriptions before they are finalized as
they cannot be removed from CMIS again.

• Only tasks specific for this scenario are described. The overall workflow is
shown in Figure 6-1. For more information, see the corresponding
documentation.

46 OpenText™ Archive Center AR210200-CGD-EN-01

 6.2. Configuring a new AFP type

6.2.1 Creating projects in Output Transformation Suite

You need a project (and project file) for the indexing of the AFP file and a project
(and project file) for the rendering.

• The indexing project defines when a new document begins, the metadata to be
extracted, and the names of the contained documents. For more information, see
the procedure below.
• The rendering project defines the output format of the contained documents.
Archive Center supports the formats PDF, PDF/A, and TIFF. The output formats
are rendered on request by a client (for example, My Archive) based on the
archived project file.
For more information, see the Output Transformation Suite documentation.
• AFP files may contain metadata in Tag Logical Element (TLE) format. For
example, AFP files created by OpenText™ Exstream™ Communications Server
use TLE metadata. TLE metadata can be extracted and made available in CMIS as
well.
For XFT and TLE properties, you can also check for multi-value or required
properties and specify the type of a property. For more information, see Step 9.

To configure the indexing project for AFP archiving in Output Transformation

Designer:

1. Define XFT fields and their corresponding CMIS property IDs.

2. In the Indexer, enable XFT indexing, TLE indexing, or both.

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Chapter 6 Configuring the multi-document scenario

3. In the Indexer, define the document breaking. Depending on the properties of

the documents within the AFP, configure a locator. As the discriminator for the
start of a new document, use account number, date, or page number, for
example.

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 6.2. Configuring a new AFP type

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 6.2. Configuring a new AFP type

4. In the Indexer, define the name of the documents.

Important
The names must be unique as all documents within an AFP file will
appear in the same folder.

Add a property holding the names below the

IndexOriginalDocumentCustomPropertySpecifyingDocumentName node in
the Properties pane.

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Tip: To ensure unique names, use the DOCNO variable.

5. In the Indexer, choose the XFT fields.

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 6.2. Configuring a new AFP type

6. Optional Locate the TLE properties to extract in Output Transformation Designer.

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Chapter 6 Configuring the multi-document scenario

7. Optional In the Indexer, add the TLE fields to index.

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 6.2. Configuring a new AFP type

8. Configure the Index Writer class (com.opentext.ecm.mdf.indexing.

IndexWriter).

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9. Configure the property name mapping for XFT, TLE, or both.

• CMIS property
If you configured the AFP indexing such that the name of a property match
the CMIS type, you do not need to define the property.
Otherwise, specify the mapping: Enter the Name of the property as
p:<name>, and enter the ID of the CMIS property as the Value.

• Type of property
You can specify the property types using the t: prefix.
Valid types are: integer, decimal, boolean, string, and date (see also
next item).

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 6.2. Configuring a new AFP type

If string is given, no checks are performed. If no type is given, then string

is assumed.
• Date format
To define a date format, add a setting with Name set to df:<CMIS
property>. The Value must correspond to the Java Simple Date Format
(https://docs.oracle.com/javase/8/docs/api/java/text/
SimpleDateFormat.html).
• Language
To define the language, add a setting with Name set to dfl:<CMIS
property> and Value set to the language code, for example: en.
You can specify the country by dfc:<name> and the corresponding country
code, for example: US.
• Multi-value properties
You can map several names to the same value. If a property can appear
several times within business documents (with different values, for example:
email addresses), this allows you to store them in the same CMIS type (or
their properties in the same CMIS property type).
These multi-value properties have to be marked using the mv: prefix.
Otherwise, multi-values are considered incorrect and the indexing will fail.
To specify a multi-value property, add a setting with Name set to mv:<CMIS
property> and Value set to true.

Example: As shown in Example 6-1, “Property name mapping for XFT or TLE”
on page 57, both p:ReferenceInvoiceVal and p:ReferenceWelcomeVal are
mapped to ss:Reference. As only either one of them appears in a document,
mv:ss:Reference is set to false.
In contrast, multiple occurrences of p:Monthly Pay Rate can be expected in an
annual statement, hence mv:ss:MonthlyRate is set to true.

• Required properties
You can mark a property as required or not required using the r: prefix.
To mark a property as required, add a setting with Name set to r:<CMIS
property> and Value set to true.
To mark a property as not required, add the setting with Value set to false.
By default, that is if no r: prefix is given, properties are not required. If a
document is missing a required property, then the indexing will fail.

Example 6-1: Property name mapping for XFT or TLE

Name Value
p:Customer Name ss:CustomerName
r:ss:CustomerName true
p:Invoice Due Date ss:InvoiceDueDate
df:ss:InvoiceDueDate yyyy-MMM-dd

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Chapter 6 Configuring the multi-document scenario

Name Value
dfl:ss:InvoiceDueDate en
t:ss:InvoiceDueDate date
p:ReferenceInvoiceVal ss:Reference
p:ReferenceWelcomeVal ss:Reference
mv:ss:Reference false
p:Monthly Pay Rate ss:MonthlyRate
t:ss:MonthlyRate decimal
mv:ss:MonthlyRate true

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 6.2. Configuring a new AFP type

6.2.2 Testing indexing projects

You can ease the creation of indexing projects by extending Output Transformation
Designer to show additional information. The following information can be
displayed in Output Transformation Designer: information about each business
document, summary of the maximum string lengths that occurred, and potential
errors.

Prerequisite You must add a JAR file to the Output Transformation Designer installation to
enable the display of additional information.

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Chapter 6 Configuring the multi-document scenario

To extend Output Transformation Designer to show additional information:

1. Copy the mdf-designer.jar file from the \<OT install>\Document Pipeline

CMIS 21.2\support directory to the <OTE_install>\custom\jars directory of
the Output Transformation Designer installation.

2. Restart Output Transformation Designer.

Running tests You can test your project files as usual in Output Transformation Designer.

To test indexing projects:

1. In Output Transformation Designer, run Execute on the Build menu for your
index project.

2. The Log tab of the Event window shows information and possible errors. You
can double-click an entry to display more details.

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 6.2. Configuring a new AFP type

6.2.3 Configuring CMIS properties and data sources

To configure the CMIS properties for AFP archiving:

• Add each custom CMIS property to be stored to the CMIS repository.

For example, create a type description in JSON format, and then use the CMIS
Workbench (https://chemistry.apache.org/java/download.html) to import it.

Tip: To create the JSON file, you can store the cmis:document type
definition as a JSON file by using the Save Type Definition function.
Afterwards, you can edit the file to reflect the new type. The new type
inherits all property definitions from cmis:document. Do not duplicate its
property types.

The document type used for AFP archiving must not be versionable.

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Note: You need a user with cmis:all permission. Members of the

<tenant>_SU groups have this permission, for example, default_
SU@OTInternal.

To configure a data source for AFP archiving in Archive Center

Administration:

• Configure the Pipeline data source to use the previously created CMIS type.

Source Dir is the directory into which the AFP generating application saves the
AFP files. This directory can be a shared network path. In this case, the user
who runs the Tomcat and Spawner services must have read and write
permissions on the share.
The document type used for AFP archiving must not be versionable.
For more information, see “Configuring Document Pipeline data sources”
on page 90.

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 6.3. Archiving AFP files

6.3 Archiving AFP files

This section describes the required tasks to archive individual AFP files. These tasks
usually can and should be automated.

To archive single AFP files:

1. Create a subfolder in the shared folder. This folder is configured as Source Dir
in the data source.

2. Copy the following files into the subfolder:

• AFP file to be archived

Example: bestbank.afp

• Designer project file for indexing; same for all AFP files of this type

Example: bestbank-indexing.d2eproj

• Designer project file for rendering; same for all AFP files of this type

Example: afp2pdf.d2eproj

• Font and color mapping table for rendering; same for all AFP files of this
type

Example: mfct.d2emfct

• Pipeline task description (COMMANDS file)

• Indicator file (LOG)
The indicator file must be written as the last file. Its presence signals that
writing all other files has finished. This ensures that only complete AFP files
are processed.

The names of the AFP, project, and mapping files are arbitrary. They must be
referenced in the COMMANDS file correctly.

Example 6-2: COMMANDS file for AFP

AFP_INPUT_FILE bestbank.afp
AFP_INDEXING_JOB_FILE bestbank-indexing.d2eproj
AFP_RENDERING_JOB_FILE afp2pdf.d2eproj
AFP_MFCT_FILE mfct.d2emfct

For more information about the technical background, see Section 9.6.2
“Archive Center DocTools for AFP” in OpenText Document Pipelines - Overview
and Import Interfaces (AR-CDP).

Schedule AFP files are processed according to the schedule of the DpAcCmisEnqueue job. If a
LOG file exists, the job starts archiving the AFP file as referenced in the COMMANDS file.

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Monitoring You can monitor the Document Pipeline using the OpenText Document Pipeline
Info tool. Further, you can monitor the shared folder, which will be cleaned
automatically after successful archiving.

6.4 Configuring logging for AFP archiving

Additionally to the standard logging of Archive Center (for example, see Section 33
“Analyzing problems” in OpenText Archive Center - Administration Guide (AR-ACN)),
the following information is useful in case of AFP archiving.

Log files

Archive Server
<Tomcat home>/logs/as.log
<Tomcat home>/logs/as-OTE-system.log
In rare cases (if configured, see Step 2 below):
<Tomcat home>/logs/as-OTE-jobs/*.rpt

Document Pipeline
<OT config>/log/DtAcAfpVerifier.log
<OT config>/log/DtAcAfpIndexer.log
<OT config>/log/DtAcAfpVerifier-OTE-system.log
<OT config>/log/DtAcAfpIndexer-OTE-system.log
In rare cases (if configured, see Step 2 below):
<OT config>/log/DtAcAfpIndexer-OTE-jobs/*.rpt

Upgraded If your system has been upgraded from version 16, you need to change the LOG_
system JDS_GROUP variable manually to be able to view log messages for the AFP archiving
components. If you upgraded to 21.2 from 16 and already changed the log group,
you do not need to perform this task again.

To enable logging for AFP archiving:

• Open the <OT config AC>/setup/AS.Setup file (for example, %ProgramData%

\OpenText\Archive Server 21.2\config\setup\AS.Setup) with an editor.

Locate the LOG_JDS_GROUP variable and append the following string if not
present already:
,com.opentext.ecm.mdf

Tip: Alternatively, you can delete the line containing the LOG_JDS_GROUP
variable to set it to the default value.

Setting log levels

You can change the log levels for the AFP archiving components as described below.

64 OpenText™ Archive Center AR210200-CGD-EN-01

 6.4. Configuring logging for AFP archiving

To configure log levels for AFP archiving:

1. In OpenText Administration Client, search and then edit the following

configuration variables. Set the log level as suits your needs for the components:

• Document Service (internal name: AS.AS.LOG_JDS)

The default log level is Errors and Warnings.
• OTE System and Jobs (internal name: AS.AS.LOG_OTE)
The default log level is Errors and Warnings.
• CMIS pipeline AFP log messages (internal name:
DP.EXACCMIS.DTACAFP_LOG_LEVEL)
The default log level is Info.

For a description of how to set, modify, delete, and search configuration

variables, see Section 17 “Setting configuration variables” in OpenText Archive
Center - Administration Guide (AR-ACN).

2. In rare cases (for example, when asked by OpenText Customer Support), it may
be necessary to enable the logging of Output Transformation jobs.

a. Edit the following files:

Archive Server
as-OTE-jobs/*.rpt log files are configured in the
<OT config AC>/ote/ac.xml file.

Example: %ProgramData%\OpenText\Archive Server 21.2\config\

ote\ac.xml

Document Pipeline
DtAcAfpIndexer-OTE-jobs/*.rpt log files are configured in the
<OT config DP>/ote/dp.d2esys file.

Example: %ProgramData%\OpenText\Document Pipeline Base 21.2\

config\ote\dp.d2esys

b. In each file, change the enabled attribute of the jobLog element and the
verboseJobReport and enableJobReport attributes of the jobManager
element to true.
...
<logging>
<systemLog systemLogLevel="Minimal">
<filedeflist name="FdSystemReport">
<filedef directives="{NOCRLF}" location="{acLogPath}as-OTE-
system.log"
ioHandlerFactoryInstance="" cache="" createDirs="true">
<ioCache enabled="false" cacheSize="32"/>
</filedef>
</filedeflist>
<messageFilter enabled="false"/>

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</systemLog>
<jobLog enabled="true" jobLogLevel="Verbose"
useNewMfctFontMappingMessageFormat="true">
<filedeflist name="FdJobReports">
...
</logging>

<logMessageOptions messageFormat="XenosFramework"/>
<inputMonitor sleepInterval="500"/>
<jobManager maxConcurrentJobs="5"
verboseJobReport="true"
enableJobReport="true"
applicationConfigPath="{d2eSysPath}"
consoleMessages="false">
<filedeflist name="FdIcuTables">
...

3. Restart Archive Center.

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Chapter 7
Administering the Archive Center server

This chapter covers the information and tasks relevant for the Archive Center
system administrator, that is the administrator of the Archive Server component of
Archive Center.

7.1 What happens on the Archive Center server?

System administrators should be aware of the following events, which are triggered
on the server when a business administrator performs the corresponding tasks.

New collection
When the business administrator creates a collection in the Archive Center
Administration client, the following happens on the Archive Center server.

Note: When creating collection and data source for SAP ArchiveLink, the
course of events differs. See “SAP ArchiveLink scenario” on page 69.

A. A logical archive is created. Depending A new pool and a new buffer for the
new archive will be created.
The name of the logical archive is derived from a randomly generated identifier
of the collection and an appended, consecutive number.
The configuration variable named Host Identifier (internal name:
AS.AS.BIZ_HOST_IDENTIFIER) holds the identifier string. You can change it
after installation if you prefer another name for the archive. The name must be
five characters long at most and must consist of letter (a-z, A-Z) or number (0-9)
characters only. See also “Tasks remaining for the Archive Center administrator”
on page 69.

Tip: If you create volumes following the naming convention above in

advance for a given tenant (that is a given host identifier), these volumes
will be attached automatically to new buffers and pools.
B. For the first new pool and the first new buffer, two corresponding disk volumes
are created.
The path for the automatically created disk volumes is set by the Archive Center
Installer and can be changed by editing the Root folder of the Buffer Volumes
(internal name: AS.AS.BA_DEFAULT_BUFFER_VOLUME_ROOTDIR)
configuration variable.
The created pools, buffers, and volumes adhere to the following naming
convention:
Archive: <short name>-<host identifier>-<m>
Pool: P<n>

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Buffer: <short name>-<host identifier>_<m>_P<p>B

Volume for pool: <short name>_<host identifier>_<m>_P<n>_<n>
Volume for buffer: <short name>_<host identifier>_<m>_P<p>B_<n>
where <m>, <n>, and <p> are consecutive, whole numbers starting with 1. <short
name> is the tenant’s Short name, which was defined when the tenant user
group was created; see “Creating tenants” on page 70.
P1 is the original pool, P2 is the first shadow pool, P3 is the second shadow pool.

Example 7-1: Automatically created pools and buffers for Archive

Center
The first pools and buffers created automatically look like this:
One archive: TENA1-OYXEM-1
One pool: P1
One buffer: TENA1_OYXEM_1_P1B
The first volumes attached automatically if present and adhering to the
naming convention look like this:
Up to three volumes for pool (and shadow pools): TENA1_OYXEM_1_P1_1 to
TENA1_OYXEM_1_P3_1
Up to three volumes for buffers: TENA1_OYXEM_1_P1B_1 to TENA1_OYXEM_
1_P3B_1

C. Write and purge jobs for the new pools are created (PoolWrite_<short
name>_<host identifier>_<m>_P<p>B, Purge_<short name>_<host
identifier>_<m>_P<p>B). They are scheduled to run every full hour by default.
Furthermore, Jobs for generating statistics are available to allow accounting.
These jobs are enabled depending on the operating mode. For more information,
see “Configuring accounting and statistics” on page 72.

New data source

When the business administrator creates a File Archiving data source within a
previously created collection, enqueue jobs are created (FsaEnqueue_<short
name>_<host identifier>_<m>).

Configuration changes
All archiving services monitor their configuration, and, if the configuration is
changed significantly, stop themselves. Examples of significant changes are:
Disabling or deleting of the collection or the data source; changing of values for
retention, archiving mode, journaling, archiving group, or allowed domains.
The scheduler will restart the job with changed configuration. If the collection or
data source is disabled, the service gets started and will immediately stop again. The
jobs for deleted data sources will be removed.

Related Topics

• “Tasks remaining for the Archive Center administrator” on page 69

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 7.2. Tasks remaining for the Archive Center administrator

7.1.1 SAP ArchiveLink scenario

Archive name Logical archives within the SAP ArchiveLink scenario must follow a special naming
convention. Usually, the name of the archive is set by the SAP system and consists of
an upper-case letter and a one-digit number, for example A1.

After the business administrator has defined the name of the archive of the SAP
system in Archive Center Administration, Archive Center subsequently creates a
logical archive of identical name.

Data source In contrast to the File Archiving scenario, it is not possible to create data sources
directly in Archive Center Administration. ArchiveLink data sources are created as
soon as a authentication certificate is sent from the SAP system to the Archive
Center.

Note: You can also send the certificate by other means, for example, by using
the putCert option of the certtool command; compare Section 8.5.1.4
“Creating a certificate using the Certtool” in OpenText Archive Center -
Administration Guide (AR-ACN).

This also triggers the creation of a data source.

7.2 Tasks remaining for the Archive Center

administrator
Tenants In cloud scenarios, tenant user groups must be created in Administration Client. For
more information, see “Creating tenants” on page 70.

Storage system As with every archiving solution, the storage system for Archive Center must be
planned, installed, and configured.

Volumes After the business administrator has created an archive (“collection”) using Archive
Center Administration, the Archive Center administrator must ensure that disk
volumes are attached to the pools and buffers of the new archive.

For more information, see Section 5 “Setting up the infrastructure” in OpenText

Archive Center - Administration Guide (AR-ACN).

Contact information

Save the administrator’s contact data in the Archive Center configuration. This
information is visible in the Archive Center Administration web client, and the
business administrator can easily contact the Archive Center administrator.
For more information, see “Configuring miscellaneous Archive Center
options” on page 76.

Jobs Check the scheduling of the new Archive Center jobs, for example, to balance peak
load. While the jobs are scheduled for typical scenarios, it can be required to re-
schedule them on your system.

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7.2.1 Creating tenants

A tenant is defined by a user group with an associated, dedicated policy. Tenants are
required by OpenText Archive Center. By default, the policy is
“BusinessAdministration” and is created automatically. The policy to be used by the
tenants can be configured as described in “Configuring a policy for tenants”
on page 71 below.

Important

• Ensure that every user of Archive Center is member of at least one tenant
group. Otherwise, certain scenarios do not work correctly because Archive
Center protects user information based on the tenant groups.
• The <name>_SU group is intended for technical users only. Do not add any
human users to this group as these users would have access to ACLs.

On-premises

In the on-premises scenario, only one tenant is allowed per installation of

Archive Center. The scenario is defined in the Operating Mode configuration
variable (internal name: AS.AS.BIZ_OPERATING_MODE).

To create a tenant user group:

1. Select Users and Groups in the System object in the console tree.
2. Click New Tenant in the action pane. The window to create a new tenant opens.
3. Enter the Tenant name and a Short name.

Tip: The short name is used as a prefix for the names of this tenant’s
logical archives, buffers, and jobs. Thereby, you can easily sort the
corresponding lists by tenants.

The following restriction apply to short names:

• They cannot exceed five characters.

• They must be unique over all tenants.
• You cannot change the short name after the tenant has been created.
4. Optional Cloud operating modes only: In the Contract ID field, you can enter any
unique, arbitrary text. This ID is used to identify the tenant when exporting the
billing information (XML file).
5. Optional Additionally to creating the tenant group, you can create the following
users:

Administration User
This user is added to the new tenant, with assigned policy
“BusinessAdministration,” and thereby is allowed to perform all tasks
related to Archive Center Administration.

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 7.2. Tasks remaining for the Archive Center administrator

Access User
This user is added to a new user group. The new group has the name <new
tenant>_ED and the assigned policy “ArchiveAccess,” and thereby is
allowed to perform all tasks related to Archive Center Access. This policy
enables the eDiscovery user to search for holds and create EDRM exports,
for example. The policy does not allow writing to archives; in particular,
setting holds is not possible.

6. Click OK.
The tenant user group with assigned policy is created.

Configuring a policy for tenants

You can assign another policy to be used for tenants by changing a configuration
variable.

To change a policy for tenants:

1. If required, create a new policy as described in Section 9.4 “Checking, creating,

or modifying policies” in OpenText Archive Center - Administration Guide (AR-
ACN).

2. Depending on your needs, change the value of the following configuration

variables from the default value to the name of the new policy.

Variable name Internal name Default value

Policy Name for Business AS.AS.BIZ_POLICYNAM BusinessAdministrati
Administrator E on
Policy Name for Archive AS.AS.BIZ_ACCESS_POL ArchiveAccess
Access ICYNAME
Policy Name for My AS.AS.BIZ_MYARCHIVE MyArchive
Archive _POLICYNAME

For a description of how to set, modify, delete, and search configuration

variables, see Section 17 “Setting configuration variables” in OpenText Archive
Center - Administration Guide (AR-ACN).

Related Topics

• “Configuring miscellaneous Archive Center options” on page 76

Background

• “Tenants and users” on page 18

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7.2.2 Enabling transaction logs

If the license model is based on transactions (that is you want to use the CMIS API
for custom integrations) you must enable a configuration variable on Archive
Center. For more information, see “Configuring accounting and statistics”
on page 72.

Note: The File Archiving data source is licensed per user. Enabling transaction
logs is not mandatory in these cases.

7.3 Configuring accounting and statistics

The following configuration variables enable or disable accounting functionality of
Archive Center. You can find them in the Configuration > Archive Center >
Document Service (DS) > Accounting and Statistics node; see also “Configuring
accounting and statistics” on page 72.

• Enable archiving and retrieval statistics

If set to on, the volume and performance of client archiving and retrieval
operations are collected per archive. The SYS_CONDENSE_STATISTICS job
condenses these values into corresponding values for hours, days, and months.
Internal name: AS.DS.STATISTIC

Important
If your license is based on transactions you must enable this option.
• Enable detailed transaction logs
If set to on, every ArchiveLink and CMIS request is logged into a transaction log
file. The SYS_EXPORT_TRANSACTIONLOG writes the transactions to CSV formatted
files (one file per archive and per day).
Internal name: AS.DS.TRANSACTIONLOG
• Enable storage allocation
If set to on, the amount of storage allocated to hold user data (including copies) is
collected by the SYS_SNAPSHOT_STORAGE_ALLOCATION job. When this data is
exported to CSV formatted files by the SYS_EXPORT_ARCHIVE_UTILIZATION job,
the data will be augmented by their corresponding statistics data (that is
archiving and retrieval operations).
Internal name: AS.DS.STORAGE_ALLOCATION

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 7.3. Configuring accounting and statistics

7.3.1 Generating accounting information

The Archive Center scenario offers the following jobs and options to configure the
generation of accounting information.

Important
Do not change the default scheduling of the accounting and statistics jobs.
Otherwise, the accounting results can become distorted.

SYS_SNAPHOT_STORAGE_ALLOCATION job
Purpose: Creates a snapshot of the current storage allocation
Note: Calculating the storage allocation can be an expensive operation and
should be scheduled deliberately. The job is labeled for the UTC day on which
the job is running, which can differ from the scheduled time (local server time).
Default schedule: daily at 23:55
SYS_EXPORT_ARCHIVE_UTILIZATION job
Purpose: Exports for each local archive one CSV formatted file per month
displaying the data read and written by clients and the storage allocation. Used
for volume-based licensing.
Location of the files: %ECM_VAR_DIR%/statistics/<archive>/<year>/
<month>/details/<YYYYMMDD>-<archive>.atl.csv
Format of the CSV files: date; components read; components written; bytes
read (MB); bytes written (MB); storage allocated (MB)
Note: This job should run once a day and must be scheduled after the SYS_
SNAPSHOT_STORAGE_ALLOCATION job and the first run of the SYS_CONDENSE_
STATISTICS job for a UTC day as it merges these two data sources according to
date.
Default schedule: daily at 0:20

Note: If your license is based on transactions you should run this job daily
to write CSV files. Alternatively, the corresponding information can be
extracted using a database report.
SYS_EXPORT_TRANSACTIONLOG job
Purpose: Exports for each local archive one CSV formatted file per day
displaying the received client requests.
Location of the files: %ECM_VAR_DIR%/statistics/<archive>/<year>/
<month>/details/<YYYYMMDD>-<archive>.dtl.csv
Format of the CSV files: date; local time; time zone; command; archive;
docID; bytes; result; user; application; IP address; interface
Note: This job can run several times per hour to avoid a backlog of entries to
export. This job is disabled in the “On-Premises” scenario.
Default schedule: every 15 min
SYS_CONDENSE_STATISTICS job
Purpose: Combines statistics, which are sampled per minute, to hours, days, and
months to speed up access to statistics when querying days or months.

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Chapter 7 Administering the Archive Center server

Note: Statistics are recorded according to their UTC timestamps. The server’s
time zones or daylight saving are not taken into consideration. That is, a day
from a statistics point of view usually is not identical to a calendar day in the
server’s or client’s time zone.
This job should run every hour.
Default schedule: hourly (0:15, 1:15, 2:15, ...)

7.3.2 Collecting billing information

For scenarios using CMIS, information about the number of users and amount of
transactions is required to be able to bill the customers. To this end, the Archive
Center Installer adds and schedules a job called RetrieveBillingData. The job is
scheduled to run at the end of each day by default.

Billing job The RetrieveBillingData job has the following characteristics:

1. Determining the maximum number of users for each tenant in OpenText™

Directory Services (OTDS).
2. Retrieving the amount of transactions from the accounting information; compare
“Generating accounting information” on page 73.
3. Exporting the collected data into an XML file. For each month, one file is written,
which contains the aggregated information of this month. For the current month,
this includes all days from the first to the current day of the month.
The name of the files is usage_<YYYY><MM>.xml. The default location of the files
is %ECM_VAR_DIR%\reports.

You can configure the location of the XML file as follows.

To change the storage location of the billing XML file:

• Enter the path to the directory in which to store the billing XML files as the
Value of the Output directory for billing reports configuration variable
(internal name: BILLING_REPORT_DIR).
For a description of how to set, modify, delete, and search configuration
variables, see Section 17 “Setting configuration variables” in OpenText Archive
Center - Administration Guide (AR-ACN).

XML structure The billing information in the XML file is structured as shown in the example.

Example 7-2: Structure of the billing XML files

<?xml version='1.0' encoding='UTF-8'?>

<Root Format="1.0" Generated="1437479082"
RangeFrom="07/01/2015" RangeTo="07/21/2015"
UnitDefinition="JEDEC">
<Tenants>

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 7.3. Configuring accounting and statistics

<Tenant Reference="<Contract ID>">

<Users Peak="50"</Users>

<!--Maximum number of (CMIS) users configured for

access to tenant-->
<Transactions Read="0" Write="0" Delete="0"/>

<!--Number of (CMIS) transactions to/from tenant--

>
<Volume Read="0" Write="0" Unit="B"/>

<!--Amount of (CMIS) data transferred to/from

tenant-->
<Collections>
<Collection Name="Collection1" ID="MT1-NETZI-1"
AL_enabled="false">
<Storage Capacity="84" Unit="MB"/>

<!--Amount of data currently stored in

collection-->
</Collection>
<Collection Name="SAPCollection" ID="MT1-
NETZI-2" AL_enabled="true">
<Storage Capacity="0" Unit="MB"/>

<!--Amount of data currently stored in

collection-->
<Volume Read="0" Write="974617880"
Delete="20165977" Unit="B"></Volume>

<!--Amount of (AL) data transferred to/from

tenant-->
</Collection>
</Collections>
</Tenant>
<Tenant Reference="<Contract ID 2>">
<Users Peak="0" Date="1436788044"></Users>

<!--Maximum number of (CMIS) users configured for

access to tenant-->
<Transactions Read="0" Write="0" Delete="0"/>

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Chapter 7 Administering the Archive Center server

<!--Number of (CMIS) transactions to/from tenant--

>
<Volume Read="0" Write="0" Unit="B"/>

<!--Amount of (CMIS) data transferred to/from

tenant-->
<Collections/>
</Tenant>
<Tenant Reference="<Contract ID 3>">
<Users Peak="0" Date="1436788044"></Users>

<!--Maximum number of (CMIS) users configured for

access to tenant-->
<Transactions Read="0" Write="0" Delete="0"/>

<!--Number of (CMIS) transactions to/from tenant--

>
<Volume Read="0" Write="0" Unit="B"/>

<!--Amount of (CMIS) data transferred to/from

tenant-->
<Collections/>
</Tenant>
</Tenants>
</Root>

7.4 Configuring miscellaneous Archive Center

options
Navigation path
> Configuration > Archive Server > Archive Server settings (JDS)
> Archive Administration Service > Contact Information or
> Configuration > Archive Server > Archive Server settings (JDS)
> Business Administration or
> Configuration > Archive Server > Archive Server settings (JDS)
> Business Administration > Default values for the administration web client

Configuration variables for Archive Center

Archive Center introduces several general configuration variables. For a description

of how to set, modify, delete, and search configuration variables, see Section 17
“Setting configuration variables” in OpenText Archive Center - Administration Guide
(AR-ACN).

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 7.4. Configuring miscellaneous Archive Center options

• Contact Information node

The configuration variables below the Contact Information node hold
information that is visible in the Archive Center Administration web client.
Thereby, the business administrator can easily contact the Archive Center
administrator.
For details, see Section 35.9.7.1 “Contact Information” in OpenText Archive Center
- Administration Guide (AR-ACN).
• Business Administration node
The configuration variables below the Business Administration node are used to
configure special settings of the Archive Center scenario.
For further details, see Section 35.9.11 “Business Administration” in OpenText
Archive Center - Administration Guide (AR-ACN).
• Default values for the administration web client node
The configuration variables below the Default values for the administration
web client node allows to overwrite the default configuration values within the
Archive Center Administration client.

To overwrite default values of Archive Center Administration:

1. Set the Overwrite internal default values configuration value to on.

Otherwise, the changes of the variables below will not be active.
Internal name: AS.AS.BIZ_SCENARIO_DEFAULTS_OVERWRITE

2. Set the default value for compression, encryption, encryption alterable or

read-only, additional copies, or single instance in the corresponding
variable.
For further details, see Section 35.9.11.2 “Default values for the
administration web client” in OpenText Archive Center - Administration Guide
(AR-ACN).
See also “Properties of collections” on page 81.

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Archiving with Archive Center Administration

Customers archive content and documents stored on their system to an external

Archive Center. All archiving activities are defined and controlled by tenant-specific
collections that are configured and administrated in OpenText Archive Center
Administration.

Note: In this guide, we assume Archive Center Administration connects to

Archive Center.

To sign in to Archive Center Administration:

1. Enter the URL for Archive Center Administration in your web browser:
<protocol>://<server>:<port>/archive/ba
where <protocol> is either HTTP or HTTPS, <server> is the host of Archive Center,
and <port> is usually 8080 (HTTP) or 8090 (HTTPS).

2. Enter your Username and Password. You must enter the full user name, which
consists of the ID and the OTDS partition, for example admin.
demo@OTInternal.
The user must have the BusinessAdministration policy assigned. This policy
is assigned automatically to the members of the tenant group created by the
Archive Center administrator.

3. Click Sign In.

Note: You may not be able to access Archive Center Administration and
Archive Center Access in the same browser instance. If the sign in fails you
will receive an error message.

8.1 Changing password

You can change the password of the business administrators in Archive Center
Administration. If you use synchronized users from your Microsoft Active Directory
to sign in, change their password in Windows.

To change the password:

• Click the name of the user in the upper-right area, and then select Change
Password.

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Note: The default policy allows to change the password only once a day.

8.2 Using accessibility options

Keyboard You can access all functions using only the keyboard. Use the TAB key to move
access forward to the next option or command. Use SHIFT + TAB to move backward.

Contrast You can enable high-contrast themes to make the interface easier to see.

To enable high-contrast themes:

1. Click the name of the user in the upper-right area, and then select Options.

2. To use a theme with white text on black background, select High Contrast
Black.
To use a theme with black text on white background, select High Contrast
White.
To revert to the default theme, select None.

3. Click Save.

8.3 Configuring collections

The Collections area lists the name and status of all currently defined collections.

Collections represent logical archives (in Archive Server terms) or repositories (in
CMIS terms). All collections are fully separate from each other.

To add a collection:

1. Click Add.

2. Specify the collection properties. For more information, see “Properties of

collections” on page 81.

3. Specify the data sources of the collection. For more information, see
“Configuring the data sources of a collection” on page 85.

To modify the properties of a collection:

• Do one of the following:

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 8.3. Configuring collections

• Click Actions and select Edit.

• Click the collection name and then click the (cogwheel) icon in the
Editing Collection ‘<collection name>’ dialog.

For more information, see “Properties of collections” on page 81.

To enable or disable a collection:

• Click Actions and select the corresponding action.

Background

• “Collections” on page 9

8.3.1 Properties of collections

Description
Define the general properties of the collection.

• Name: A unique description is mandatory.

• Purpose: A unique description is mandatory.
ILM only – In case of an SAP ILM-enabled collection, additional
configuration is required. For more information, see “Enabling ILM for a
collection” on page 83.

Storage
Define the storage properties of the collection.

• Compression: Saves storage space on the Archive Center.

• Single Instance: With Single Instance activated, a document or document
content is stored only once on the Archive Center, even if it is archived
multiple times, for example, by different users.
• Additional copies: Defines how many backup copies of an archived
document are available.

Options
Configure options for certain scenarios.

• ArchiveLink Enabled: If you want to set up an ArchiveLink or Enterprise

Scan data source, select this check box and enter the Archive Name below
(SAP scenarios only).
• Archive Name: The name of the logical archive that is used by the SAP
system (for example, A1).

Important
The Archive Name must exactly match the name used by the SAP
system. Otherwise, the connection will not work.

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• SAP Assignment: Select the default SAP system to be used by this collection.
This setting is only relevant for the Enterprise Scan scenario. If you do not
select an SAP system, you cannot use the <Default> option when configuring
the Archive Mode data source.
You configure the available SAP systems in the Environment area. For more
information, see “Adding SAP systems and scan hosts” on page 91.
• Folders: If set to Off, no folders will be created and all documents will be
archived on the same, “flat” level.

Restrictions for folderless collections

– You cannot use the File Archiving data source.

– You cannot browse for documents in Archive Center Access or My
Archive.
• ILM enabled: Set to on to create a collection to be used with ILM exclusively.
When the collection is saved, Archive Center Administration creates a
corresponding ILM data source automatically.
For more information, see “Enabling ILM for a collection” on page 83.

Security
Define the security properties of the collection.

• Encryption: Document data, in particular critical data, can be stored on the

Archive Center in an encrypted manner. The documents cannot be read
without an archive system and a key for decryption.

Note: The system key is used to encrypt all your collections. It is not
used for the collections of other tenants. You must create a system key
before you can create encrypted collections.

Important
Before you can create a system key, the Archive Center administrator
must configure the system key folder. For more information, see
Section 8.3.2 “Creating a system key for document encryption” in
OpenText Archive Center - Administration Guide (AR-ACN)

You can create a new system key by navigating to the Server area and
clicking New.
• Timestamps can be used for verifying documents. Requested documents are
delivered only if the timestamp is verified.

Retention
Define the default retention properties of the collection.
The default retention management of the collection is applied unless a data
source-specific retention management is defined in the Retention settings of the
data source or unless rules are used to apply retentions.

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 8.3. Configuring collections

Except for the None, Indefinite, and Permanent retentions, you must define a
retention policy before you can set a corresponding retention.

• Retention Period: A document stored on the Archive Center cannot be

deleted or updated as long as the Retention Period specified for the
collection has not expired.
• Delete after Expiry: The documents stored on the Archive Center can be
automatically deleted when the retention period for the collection has
expired.
This option is not available for the ArchiveLink and ILM data sources.
• Protection by Storage: If set to On, retention periods are propagated to the
final storage medium. The storage additionally ensures that the documents
are protected, often on a hardware level.
Only possible if Changes by Privileged Users is Off.
• Changes by Privileged Users: If set to On, the retention can be changed or
deleted by a dedicated group of users.
Only possible if Protection by Storage is Off.

Related Topics

• “Configuring rules and retentions” on page 94

Background

• “Rules and retention” on page 19

8.3.2 Enabling ILM for a collection

Restrictions for ILM-enabled collections
The following restrictions are imposed on collections by the SAP ILM specification:

• ILM transactions are not included in usage statistics page.

• Only one ILM data source is allowed per collection.
• You cannot use folderless collections.
• You cannot enable ArchiveLink.
However, it is possible to use ILM for ArchiveLink-stored documents: You can apply
ILM retention and holds to ArchiveLink documents that are stored in another
collection of the same tenant.
• In case of ArchiveLink documents, the SAP system must send both the docId
and contRep properties. If these properties reference documents that do not
exist, the ILM request will fail with an error message. If your scenario requires
those requests to be accepted (that is non-existing documents or archives shall be
ignored), contact OpenText Customer Support.

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Chapter 8 Archiving with Archive Center Administration

• You cannot change the Retention period (that is it must be None).

• You cannot enable the Delete after Expiry option.
• You cannot access objects using CMIS or SAP ArchiveLink directly.

Configuring ILM-enabled collections

Do the following to allow an SAP system to archive ILM documents.

To configure an ILM-enabled collection:

1. Add a collection.

2. On the Description tab, in the Purpose field, enter the following additional line:
acceptSidIn[<comma-separated list of SIDs>]

Important
acceptSidIn entries are valid only for ILM for ArchiveLink-stored
document scenarios.

Example: The following entry allows the SAP systems with SIDs C99 and D91 to archive
ArchiveLink-linked ILM documents:
ILM repository
acceptSidIn[C99,D91]

3. On the Options tab, set ILM enabled to on.

4. Click Save.
A corresponding ILM data source is created automatically.

5. Open the configuration settings of the data source.

The Connection tab shows the required parameters for connecting the SAP
system:

• Hostname
• Port: 8090

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 8.4. Configuring the data sources of a collection

• Service Path: /as_cmis/ilm/ILMCE-ILMCE-1

You will need this information to create the RFC connections in the SAP system.

6. On the SAP system, go to transaction “SM59 (RFC Destinations)” and configure

the connection. Use the dedicated user for ILM with the credentials you
received from OpenText.

8.4 Configuring the data sources of a collection

Data sources specify the location and properties of the documents that are archived
by a collection. For example, you can define data sources for File Archiving or for a
CMIS client.

Note: If a data source appears dimmed it is not available for editing.

To define and configure a data source of a collection:

1. In the Editing Collection <collection name> area, open the Data Sources tab.

2. Click Add and select the type of data source you want to create.
3. Specify the data source properties. For more information, see the section
corresponding to your data source below.

To modify the data source configuration of a collection:

1. Click the collection name and select the Data Sources tab.

2. To modify an existing data source configuration, click the name of the data
source, and then modify the data source configuration as required.

To enable, disable, or remove the data source of a collection:

• Click Actions and select the appropriate action.

Related Topics

• “Configuring the File Archiving scenario” on page 27

Background

• “Data sources” on page 11

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8.4.1 Configuring File Share data sources

For an Archive Center File Archiving scenario, specify the following:

Description tab
Name and Purpose: Mandatory fields. Name must be unique per collection.
Retire to ArchiveBox: If set to On - Delete Folders, all folders and documents
below the specified path in File Share are archived and deleted from the file
system. A single folder shortcut is created in the root folder of the file share.
If set to On - Preserve Folders, all documents and folders below the specified
path in File Share are archived. The documents are deleted while the (empty)
folders remain on the file system. A single folder shortcut is created in the root
folder of the file share.

Important

• If Retire to ArchiveBox is enabled, all found files will be archived and

deleted on the file share, including system files. Other settings will be
ignored.

• This setting cannot be changed after saving and enabling the data
source.

Connection tab
File Share: Specify host name, directory path, and name of the shared folder on
your system that is to be archived with the collection.
The connection must be specified as a valid CIFS path in UNC format: \\<host
name>\<shared folder>\
Click Verify to check if the File Share entry meets the required format and if it
can be accessed.

Note: Archive Center must be run with a domain user who is allowed to
access the local file shares with read and write permission.
The Archive Center service verifies that file shares comply with the
following restrictions:

• No IP addresses are allowed within a file share.

• Only fully qualified host names are allowed for the server name of a file
share.

Selection tab

• Matching Rule: Specify whether the File Matching files are to be included in
or excluded from archiving.

• File Matching: File names or file types of those files that are to be included in
or excluded from archiving.

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 8.4. Configuring the data sources of a collection

Example 8-1: Archiving only the music files in a shared folder,

which also contains the song text files

– Matching Rule: Include

– File Matching: *.mp3; *.wav

or

– Matching Rule: Exclude

– File Matching: *.txt; *.pdf

Options tab
Specify the archiving criteria.

• Create Folder Shortcuts: If set to On, a link to the My Archive web client is
added to the shared folder that was specified in Connection > File Share.
• Archived Files are: Defines if and how archived files remain on the file
system:

– Kept: Files archived with the collection are stored on the Archive Center
and remain on the file system.
– Replaced by Shortcuts: Files archived with the collection are stored on
the Archive Center and removed from the file system. Links to the
archived files on the Archive Center are provided on the file system
instead.

Note: For system files, no shortcuts are created independent of this

setting. The files are archived and can be accessed using Archive
Center Access, if applicable.

Important
This setting cannot be changed after saving and enabling the data
source.
• Only Archive Read-Only Files: Archiving can be limited to read-only files.
• Minimum Age in Days: Number of days that must have passed before files
will be archived.

– Modification: Minimum Age in Days refers to the number of days since

the file was last modified on the file system.
– Creation: Minimum Age in Days refers to the number of days since the
file was initially created on the file system.
• Minimum Size in KB: Minimum file size required for archiving. Smaller
files are not archived.

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Retention tab
Specify the appropriate retention if the data source uses a different retention
than the collection (as determined in the Retention tab of the collection’s
Properties dialog box).

Related Topics

• “Configuring rules and retentions” on page 94

Background

• “Archive Box” on page 16

8.4.2 Configuring Archive Mode data sources for Enterprise

Scan
Prerequisites To use this scenario, the following prerequisites must be met:

• This data source can only be added on Core Archive Connector.

• The SAP system must be configured. For more information, see “Adding SAP
systems and scan hosts” on page 91.
• The collection must be “ArchiveLink-enabled”. For more information, see
“Properties of collections” on page 81.

For an Enterprise Scan scenario, add an Archive Mode data source, and then specify
the following:

Description tab
Name and Purpose: Mandatory fields. Name must be unique per collection.
Archive Mode tab
Add an archive mode by clicking New Archive Mode in the menu and specify
the following:

• Scenario: Select Late_Archiving unless otherwise instructed. For more

information, see “Enterprise Scan scenarios” on page 13.
• SAP System: Select an SAP system configured in “Adding SAP systems and
scan hosts” on page 91 or keep <Default> selected to use the SAP system
assigned to the collection.
• Conditions: Select the BARCODE condition unless otherwise instructed.

Note: If this option is activated, the document can only be archived if a

barcode was recognized. For Late Archiving, this is usually required.
• Use Pipeline on: Specify the computer on which the Document Pipeline for
Enterprise Scan is installed.

– If the pipeline resides on the computer hosting Core Archive Connector,

select Proxy Host.

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 8.4. Configuring the data sources of a collection

– If the pipeline resides on the computer hosting Enterprise Scan, select

Scan Host.
– If the pipeline resides on another computer, select Remote Pipeline Host.
As URI to the Pipeline Host, enter the address of the remote computer in
the form <protocol>://<server>:<port>.

Example: http://pipeline.example.com:8080

Related Topics

• “Adding SAP systems and scan hosts” on page 91

Background

• “Enterprise Scan scenarios” on page 13

8.4.3 Configuring ArchiveLink data sources

Adding Data sources for ArchiveLink are added automatically whenever an authentication
certificate for the collection is uploaded to Archive Center. Usually, this is done by
the administrator of the SAP system.

Enabling The uploaded certificate must be enabled on Archive Center. Enabling the data
source also enables the certificate.

No further administrative tasks are required for ArchiveLink data sources.

Background

• “SAP ArchiveLink® scenario” on page 13

8.4.4 Configuring CMIS data sources

You can create generic CMIS data sources for your own CMIS-enabled client, or
create data sources for OpenText™ InfoFusion or OpenText™ Process Suite.

Note: Setting up CMIS scenarios requires consultation with OpenText

Professional Services.

For a CMIS scenario, specify the following:

Description tab
Name and Purpose: Mandatory fields. Name must be unique per collection.
Retention tab
Specify the appropriate retention if the data source uses a different retention
than the collection (as determined in the Retention tab of the collection’s
Properties dialog box).

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Connecting the CMIS clients

After you have saved the new data source, open its configuration dialog again.

Type ID
The Description tab shows the DataSource ID. This is the mandatory type ID
(ot:datasourceid) to be used.
Connection URI, binding
The Connection tab shows the connection URI (CMIS Services URI) and the
bindings that you can use (CMIS Browser Binding, CMIS Atom Binding, or
CMIS WSDL Binding).
As the root for this collection, use the shown repository ID. (This is the name of
the logical archive in Archive Center.)

Further For more information about programming CMIS clients, see also the OpenText
information Developer Network (https://knowledge.opentext.com/knowledge/llisapi.dll/Open/
24128791).

Related Topics

• “Configuring rules and retentions” on page 94

Background

• “Custom CMIS-based scenarios” on page 17

8.4.5 Configuring Document Pipeline data sources

For a Pipeline scenario, specify the following:

Description tab
Name and Purpose: Mandatory fields. Name must be unique per collection.
Options tab
Specify the details of the Document Pipeline:

• Source Directory: Enter the path to the directory where the documents to
process will be stored (also called exchange directory). On Windows, this must
be a UNC path. On UNIX/Linux, this can be any mounted directory. For
more information, see also Section 7.1.1 “Providing the documents and
attributes” in OpenText Document Pipelines - Overview and Import Interfaces
(AR-CDP).
• CMIS Base Path: Enter the base path in the CMIS repository. The default
start of the path, /Pipeline/, cannot be changed.
In case of a folderless collection, this option is not available.
• Object Type: Enter the name of the CMIS document type. If you have no
customized type, enter cmis:document.

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 8.5. Adding SAP systems and scan hosts

Retention tab
Specify the appropriate retention if the data source uses a different retention
than the collection (as determined in the Retention tab of the collection’s
Properties dialog box).

Related Topics

• “Configuring rules and retentions” on page 94

Background

• “Document Pipeline for Archive Center CMIS” on page 17

• “Archiving multi-document formats” on page 18
• “Configuring the multi-document scenario“ on page 43

8.4.6 Finishing the configuration on Archive Center

After you have set up a data source using Archive Center Administration, the
Archive Center system administrators are responsible for concluding the
configuration. In particular, they must prepare the storage device, attach volumes to
the created buffers and pools, and potentially reschedule jobs for the data sources.

For more information, see “Administering the Archive Center server“ on page 67.

8.5 Adding SAP systems and scan hosts

In the Environment > Systems area, you configure the SAP systems to be used for
SAP scenarios and the scan hosts for “Archive Mode” data sources.

Note: This data sources can only be added on Core Archive Connector.

To add an SAP system:

1. In the Environment area, select the Systems tab, and then click Add SAP
System.

2. Specify the following:

Connection
Name and Purpose: Unique descriptions are mandatory.
SAP System
Specify the connection parameters.

• Host: Name of the computer hosting the SAP system.

• Client: Three-digit client number.
• Feedback user: Name of the service user (“RFC user”) of the SAP
system.

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Background: A DocTool sends a notification message back to this SAP

user after a document has been archived using asynchronous archiving.
A separate feedback user (CPIC type) should be set up in the SAP
system for this purpose.
• Password: Password of the user.
• Instance: Two-digit instance number for the SAP system
Background: The value 00 is usually used here. It is required for the
sapdp<xx> service on the gateway server to determine the number of
the TCP/IP port being used (<xx> = instance number).
• Codepage: Four-digit number indicating the codepage
The default is 1100 (Western European, based on ISO 8859-1, 8-bit
character set).
Background: Relevant only for languages which require a 16-bit character
set for display purposes or when different character set standards are
employed in different computer environments. A four-digit number
specifies the type of character set that is used by the RFCs.

Tip: To determine the codepage of the SAP system, log into the
SAPGUI, and then select System > Status.
• Language: Language of the SAP system; default is English (E). If the SAP
system is installed exclusively in another language, enter the SAP
language code here.

3. Optional Click Verify Connection to test the parameters you specified.

To add a scan host:

1. In the Environment area, select the Scan Hosts tab, and then click Add Scan
Host.
2. Specify the following:

Connection
Name and Purpose: Unique descriptions are mandatory.

• Site: Name to identify the location of the scan system.

• Hostname: Name (or IP address) of the computer hosting the scan
system. Do not use the fully-qualified but just the short hostname.

Archive Modes
Click Add Archive Mode, and then select one of the Archive Mode data
sources you created in “Configuring Archive Mode data sources for
Enterprise Scan” on page 88.
One archive mode must be the default archive mode to be used. If you want
to use several archive modes with this data source, select Default for one of
them.

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 8.6. Adding Content Server

Filtering the You can narrow the list of scan hosts by entering a string in the Filter field. All scan
scan hosts list hosts are listed whose name, purpose, site, or hostname entries contain the string
(case-insensitive).

If the list is not filtered, you can use the buttons ( and ) to hide or show the
corresponding archive modes.

8.6 Adding Content Server

In the Environment area, you configure the (optional) connection to Content Server.

To add a Content Server:

1. In the Environment area, click Add Content Server, and then specify the
following:

Connection
Name and Purpose: Unique descriptions are mandatory.
Content Server
Specify the connection parameters.

• Content Server URL: URL to access Content Server, for example:

https://example.com/OTCS/cs.exe

• Impersonation User: OTDS user with administrative rights on Content

Server, for example:
[email protected]

• Archive Center URL: URL, including port, to access Archive Center, for
example:
https://archive.example.com:8090

2. Optional Click Verify Connection to test the parameters you specified.

For more information, see “Configuring the propagation to Content Server

(“ECMPush”)“ on page 35.

Background

• “ECMPush scenario” on page 17

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8.7 Specifying investigation holds

For investigation, for example, in case of impending litigation, collections can be put
on hold to protect all currently archived documents from modification and deletion.

Note: Only collections (that is logical archives on Archive Center) can be put
on hold. You cannot put a single data source on hold.

You cannot put a hold on SAP ILM-enabled collections. This can only be done
by the SAP system controlling ILM.

Characteristics of investigation holds

• All documents that were archived so far by the collection cannot be deleted or
modified until all investigation holds for the collection are released.
• The collection cannot be deleted.
• The collection can be used to archive new documents although the collection is
put on hold.
• To put a collection on hold for multiple investigation cases, each investigation
hold is identified by a unique investigation reference number.
• An investigation hold can put multiple collections on hold.
• Investigation holds are identified by a unique reference number (Reference No),
the investigation title (Reference Title), and a motivation comment (Comment).

To add an investigation hold:

1. To put a collection on hold, select Collections > <collection name> > Holds.

2. Click Add Hold.

To release investigation holds of a collection:

1. To release all holds of a collection, select Collections > <collection name> > Holds.

2. Click Release for the corresponding hold.

8.8 Configuring rules and retentions

Archive Center allows you to create rules, which can be used to apply a retention
policy, add permissions for certain users, or tag documents.

The following example shows how you can set retentions based on rules.

Example 8-2: Workflow for setting rules and retentions

In a typical scenario, the course of action might be like this:

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 8.8. Configuring rules and retentions

1. Prerequisite: Set up collections and data sources, for example, for the shared
folder holding all scanned letters that were sent to the Human Resources
department and the shared folder for the contract files.
2. In the Retention area, add a policy for the HR letters (General HR Letters)
and a policy for the HR contracts (All HR Contracts), and define the
corresponding retentions (one month and ten years, respectively). For more
information, see “Retention area” on page 96.
3. In the Rules area, add rules that put the letters and contracts under their
respective retention, for example:

• Rule named Contracts, applied to the HR Contracts DS data source of

the HR collection, with the action Apply Retention Policy All HR
Contracts.
• Rule named HR letters, applied to the HR Letters DS data source of
the HR collection, with the action Apply Retention Policy General HR
Letters.

For more information, see “Rules area” on page 96.

The result in Archive Center Administration looks like this:

Note the additional policy HR Default with its retention of two days. By
assigning this retention to the entire collection, this policy can be used to assign
a default retention to all documents.

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In fact, rules are intended for more complex scenarios. In this simple example,
the same result could have been achieved by assigning the retentions directly to
the corresponding data sources.

Related Topics

• “Configuring collections” on page 80

• “Configuring the data sources of a collection” on page 85

8.8.1 Retention area

The Retention area shows all existing policies and their retention periods.

To add a retention policy:

• Click Add Policy and specify a unique name and the retention period.

Note: A month is always calculated as 30 days.

A year is always calculated as 365 days.

To modify policies:

• Click the policy to edit it or use the Actions menu to edit or delete the policy.

8.8.2 Rules area

The Rules area shows all existing rules, including the collection and data source to
which they apply.

Rules are applied only when a document is created or updated, or when a new
version is checked in. When you add or edit a rule, this change will only affect new
or updated documents, or new versions of documents.

To add a rule:

1. Click Add Rule.

2. On the Definition tab, specify a unique name and select the collection or data
source to which the rule applies.
If you want to use further conditions, specify whether they are combined by
logical AND (all conditions must apply) or by logical OR (any one of the
conditions must apply). For more information, see the next step.

3. Optional On the Conditions tab, add further conditions if required. The following
conditions are supported per kind of data source:

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 8.8. Configuring rules and retentions

File Share
Owner, file name, file path, creation date, last modification date, MIME
type. For example text/plain.
All other data sources
MIME type, name of the document, confidentiality status, business
document type.

4. On the Actions tab, specify what happens when a document matches all
conditions. The following actions are supported:

Tag with
Type an arbitrary tag name, or use one of the already existing tags from the
list. Users of Archive Center Access or My Archive can use the tags to filter
their search results.
Notes

• You can use all characters except the following:

\%;,:<>|

• Tags can be 64 characters long.

• Tags are case-insensitive, that is you cannot add a tag named abc if
a tag named Abc already exists.
Apply Retention Policy
You can select one of the retention policies created before (see “Retention
area” on page 96) to apply the corresponding retention to all matching
documents.
Add Permission for
You can grant read or write permissions to certain users or groups for all
matching documents.
Enter an OTDS user ID or group ID.
Permissions have the following characteristics:

• As a default, if no permission rule applies, each user has read and write
access on all documents.
Technically, the <tenant>_UG group has read and write permissions.
• If a permission rule applies, then only those users and groups, who are
listed in the rule, have the selected permission.
• If multiple permission rules apply, then its union (that is, the “sum” of
the rules) is used.
If a user or group is listed multiple times with different permissions,
then the lowest permission applies.
• Super users (<tenant>_SU@OTInternal) and eDiscovery users
(<tenant>_ED@OTInternal) always have access to the documents. Their
access rights are not affected by permissions rules.

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Important
Take care when users of My Archive are allowed to add documents: If
you add a rule that does not include permissions for a certain user,
and if this user creates a document that fits the rule, the user will be
logged out and subsequently the document will be invisible in My
Archive for this user.
Propagate to Content Server
For all matching documents, corresponding entries will be created in
Content Server.
For more information, see “Configuring the propagation to Content Server
(“ECMPush”)“ on page 35.

To modify rules:

• Click the rule to edit it or use the Actions menu to edit, disable, or delete the
rule.

8.9 Configuring jobs

Each File Archiving data source creates its associated jobs to scan the file system and
archive found files. The Jobs area allows you to administer and monitor all jobs of
all collections.

Scheduling jobs The Status tab in the Jobs area shows all jobs that are currently scheduled. You can
change the schedule of a job by clicking Schedule in the job’s Actions menu. See also
“Recommendations” on page 99 below.

You can pause the scheduler by clicking the icon. Doing so will prevent all
scheduled jobs from starting. It will not stop running jobs.
Click the icon to activate the schedule again. Jobs that were skipped during the
pause will not be started.

Note: If the application server is restarted, the scheduler is started even if it

was paused before.

To refresh the list and update the schedule, click the icon.

Starting and You can start a job immediately and independent from the schedule by clicking Run
disabling jobs now in the job’s Actions menu.
You can prevent a job from being started by clicking Disable in the job’s Actions
menu.

Viewing If a protocol is available for a scheduled job, clicking the job in the list opens its
protocol protocol. All available protocols are listed on the Protocols tab.

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Recommendations
To avoid performance issues, you should plan the schedule of the jobs that work on
the file systems. In particular, the File Archiving jobs are involved.

By default, the jobs are scheduled to run every hour.

8.10 Viewing collection usage statistics

The collection usage statistics show the data volume usage of the selected collection.

You can inspect usage and transaction statistics for each collection separately.

Note: To display the combined usage of all collections, select Information >
Statistics. For more information, see “Viewing overall usage statistics”
on page 100.

To display collection-specific data volume usage:

• Select Collections > <collection name> > Usage.

The data volume usage for the specified period of time is displayed as chart.
Supported time periods:

Current month (daily)

This year (monthly)
Last year (monthly)
Last 3 years (monthly)

To display collection-specific transactions:

• Select Collections > <collection name> > Transactions.

The table shows the following data per day of the selected month:
volume read, written, deleted (in kB); number of documents read, written,
deleted.
You can filter the data to show only certain types of data sou rces. By default,
All Types are shown.

Note: Statistics are not shown until the corresponding day (GMT) is over.

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8.11 Viewing overall usage statistics

The Statistics area shows the summarized data volume usage of all collections, and
the peak number of users, and transaction volume and quantity.

Notes

• To display the data volume usage or transaction numbers for a specific

collection, select Collections > <collection name> > Usage or Transactions,
respectively. For more information, see “Viewing collection usage statistics”
on page 99.
• Statistics are not shown until the corresponding day (GMT) is over.

Storage volume usage

The Storage tab shows data volume usage in MB in the following formats:
Chart
The data volume usage for the specified period of time is displayed as chart.
Supported time periods:

Current month (daily)

This year (monthly)
Last year (monthly)
Last 3 years (monthly)
Overview ring diagram
The current daily data volume usage is displayed. This is updated every day.
The collections with the highest data volume usage are displayed as separate
ring segments. The remaining collections' data volume usage is displayed in a
single combined ring segment.

• Move the mouse over a ring sector to display the collection name and the
corresponding data volume usage in the center of the ring diagram.
• Name and data volume usage of those collections that are not shown
separately are listed when moving the mouse over the remaining
collections’ segment.

Peak user number

The Users tab shows the peak of total user count for each month in the following
formats:
Chart
The user peak for the specified period of time is displayed as chart.
Supported time periods:

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 8.11. Viewing overall usage statistics

Current month (daily)

Last month (daily)
This year (monthly)
Last year (monthly)
Last 3 years (monthly)
Overview ring diagram
The current peak of the user number per user group is displayed. This is
updated every day.
The shown user groups are:

Administrators – Users who are allowed to work with Archive Center

Administration
Access Users – Users who are allowed to work with Archive Center Access
My Archive Users – Users who are allowed to work with My Archive
Super Users – Technical users for CMIS

Transaction volume and quantity

The Transactions tab shows the volume usage of all transactions in MB and their
quantity. OpenText Cloud licensing is based on transactions, therefore, these
numbers are important to keep control of the costs. They are updated every day.

Volume Total and Volume Details

The total volume of read, written, and deleted documents in MB is displayed.
Move the mouse over a ring sector to display the corresponding numbers.
Quantity Total and Quantity Details
The total amount read, written, and deleted documents is displayed. Move the
mouse over the chart to display the corresponding values.

Types You can filter the data to show only certain types of data sources. By default, All
Types are shown.

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8.12 Generating system key and viewing server

information
The Server area provides the following information:

• Contact data of the Archive Center administrator.

The contact data must be provided in the Archive Server configuration. For more
information, see “Configuring miscellaneous Archive Center options”
on page 76.
• Configured features on the Archive Center (encryption, available data sources,
operating mode). If a system key was not yet created, you can generate a system
key. See “Generating a system key” on page 102 below.
• Archive Center location and time zone.

Generating a system key

The system key is used to encrypt all your collections. It is not used for the
collections of other tenants. You must create a system key before you can create
encrypted collections.

You can use Archive Center Administration to generate a new system key on
Archive Center. In this case, the new key is used for all documents that are archived
from this time forward. All documents that were archived before this key was
generated still must use the previous keys for decryption. The administrator of
Archive Center must assure the system keys against loss accordingly.

Important
Before you can create a system key, the Archive Center administrator must
configure the system key folder. For more information, see Section 8.3.2
“Creating a system key for document encryption” in OpenText Archive Center -
Administration Guide (AR-ACN)

To create a system key:

• In the Server area, click New.

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Working with OpenText Archive Center Access

To sign in to Archive Center Access:

1. Enter the URL for Archive Center Access in your web browser:
<protocol>://<server>:<port>/archive/access
where <protocol> is either HTTP or HTTPS, <server> is the Archive Center host, and
<port> is usually 8080 (HTTP) or 8090 (HTTPS).

2. Enter your Username and Password.

3. Click Sign In.

Note: You may not be able to access Archive Center Administration and
Archive Center Access in the same browser instance. If the sign in fails you will
receive an error message.

Holds The Business Administrator can set holds on collections. You can recognize

collections on hold by the lock icon .

Using accessibility options

Keyboard You can access all functions using only the keyboard. Use the TAB key to move
access forward to the next option or command. Use SHIFT + TAB to move backward.

Contrast You can enable high-contrast themes to make the interface easier to see.

To enable high-contrast themes:

1. Click the name of the user in the upper-right area, and then select Options.

2. To use a theme with white text on black background, select High Contrast
Black.
To use a theme with black text on white background, select High Contrast
White.
To revert to the default theme, select None.

3. Click Save.

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9.1 Adding documents

You can upload documents to a collection if you have the corresponding permission.
Uploaded documents are accessible by every user who can access the collection.

To add documents:

1. Unless the collection is “folderless”: Browse to the folder where you want to add
the document.

2. Click Add Document.

3. On the New Document page, do the following:

a. Optional Select the CMIS Object Type for the new document. If no
customizing was done, only the generic CMIS Document Type (technical
name: cmis:document) is available.
b. Click Choose File, and then browse for the file to upload.
c. Optional In the Name field, you can change the display name of the
document. By default, the file name is used.
d. Optional You can add further metadata, if required: A Description, the
Business Document Type (CMIS property ot:business_document_type),
and a Confidentiality tag.
e. Click Upload.

9.2 Searching collections

Browsing All available collections are shown in the Search area. Each collection represents a
collections logical archive on Archive Center. If selected, the available root folders of the
collection are shown (File Shares and/or Pipeline) and you can browse their
content. To get back, you can use the breadcrumb trail at the top of the page or use
the browser’s Back button.

Folderless collections cannot be browsed but show the last ten documents that were
uploaded using the web client.

Showing Archive Center can store multiple versions of a document. You can decide whether
versions you want to see only the latest version or each version of each document. Select
either Recent Versions (default) or All Versions.

Document Click a document to download it. To see a list of the document’s metadata, click
properties Properties on the Actions menu. The properties include information about the
original file, the archive in which it is stored, and additional metadata (CMIS).

You can edit properties except for documents that belong to a File Archiving data
source, and unless they are read-only or technical properties. Editable properties are
indicated by a pencil icon .

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 9.2. Searching collections

Searching If you want to search the documents for specific properties, you can use the free text
search, apply Filters, or use both.

Free text search

Click the magnifier button , and then in the text field, enter a term to search
for.
The result returns all documents whose name or other metadata is identical to
the search string. See the following list for details:

• You can use wildcard characters: Use * to search for a string of arbitrary
length, and use ? to search for a single character.
• The search is case-insensitive: *.pdf and *.PDF will both find all PDF files.

Example: Searching for *.pdf returns all PDF files.

Searching for *pdf* returns all PDF files but also, for example Creating_PDFs.
docx.
Searching for *pdf*.??? returns, for example Creating_PDFs.doc but not
Creating_PDFs.docx.

Keep in mind that a search for PDFs will not find a document named
Creating PDFs.docx because Creating PDFs.docx is indexed as two words
(that is as “Creating + PDFs.docx”, not as “Creating + PDFs + docx”).
• If you enter several terms, they are connected with logical OR. This means
that if you add terms, you will get more search results.
• You can prioritize search terms using the prefix +. You can exclude terms
using the prefix - (in this case, terms are connected with logical AND).

Example: +abc means that abc must be included.

-abc means that abc must not be included.

• The free text search operates on a subset of all object properties. The
corresponding CMIS properties are shown in “Predefined scopes”
on page 107.
• To search for a term belonging to a specific property, enter the following:
<property>="<search term>"

Example: cmis:repositoryId="DEM-TEST-1"

Filters
You can use filters to restrict the search result to certain values of metadata
properties. In other words: Free text search and filters are connected with logical
AND.

If not done already, click the magnifier button , click the plus sign (+) on the
right to Filters, and then select the property to search for.

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The following options exist:

~= (“contains”)
To search for data containing the adjacent value.
= (“equals”)
To search for data with exactly the adjacent value.
!= (“not”)
To search for data different from the adjacent value.
Must match
To enforce that the value must be included. This is equivalent to the +abc
example from above.
Must not match
To enforce that the value must not be included. This is equivalent to the -
abc example from above.

Should match
To allow that the value can be included. This is equivalent to abc in the
example: Presence of the term increases the relevance but is not mandatory
to appear in the result.
Click Update to show the result.

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 9.2. Searching collections

9.2.1 Predefined scopes

The following tables show which CMIS properties you can access through the free
text search and through filters.

Table 9-1: Common properties

Property Filter name Searchable with

free text?
cmis:contentStreamFileName — X
cmis:contentStreamLength Size —
cmis:contentStreamMimeType Mime Type X
cmis:creationDate Created Date —
cmis:isLatestVersion Recent Versions (separate menu) X
cmis:name Name X
cmis:versionLabel — X
ot:datasourceid — X
ot:docid — X
ot:retention_period Retention Expiry Date —
ot:tags Tags X

Table 9-2: File Archiving properties

Property Filter name Searchable with

free text?
ot:fsa_accessTime — X
ot:fsa_creationTime Creation Time —
ot:fsa_filePath Path X
ot:fsa_modificationTime Modified Time X
ot:fsa_owner File Owner X
ot:fsa_readOnly Read Only —
ot:fsa_symLink Symlink —
ot:fsa_systemFile System File —

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9.2.2 Reference of CMIS properties

Metadata in Archive Center is stored according to the OASIS CMIS 1.1 standard
(http://docs.oasis-open.org/cmis/CMIS/v1.1/os/CMIS-v1.1-os.html). Because the set
of queryable properties depends on the configuration, this help can only provide a
reference for attributes that are related to OpenText products. For more information,
see the following sections for properties that are added to the CMIS standard by
Archive Center.

Document Archive Center uses the following additional CMIS document types.
types

File Archiving documents

The CMIS document type ot:fsa_document has the following properties.

Property Description
ot:docid Archive Server document ID (string)
ot:fsa_accessTime Access time (datetime)
ot:fsa_acl ACL (string)
ot:fsa_creationTime Creation time (datetime)
ot:fsa_filePath File path (string)
ot:fsa_fileSize File size in bytes (integer)
ot:fsa_modificationTime Modification time (datetime)
ot:fsa_owner File owner (string)
ot:fsa_readOnly Read only? (Boolean)
ot:fsa_symLink Symbolic link (shortcut)? (Boolean)
ot:fsa_archiveFlag Archived file? (Boolean)
ot:fsa_hiddenFlag Hidden file? (Boolean)
ot:fsa_systemFile System file? (Boolean)
ot:checksum Checksum (string)
ot:tags Tags (string)
ot:compname Archive Center component name (string)
ot:datasourceid Data source ID (string)

File Archiving folder

The CMIS document type ot:fsa_folder has the following properties.

Property Description
ot:fsaf_acl ACL (string)
ot:fsaf_creationTime Creation time (datetime)

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 9.2. Searching collections

Property Description
ot:fsaf_filePath Folder path (string)
ot:fsaf_systemFolder System folder? (Boolean)
ot:fsaf_owner Folder owner (string)
ot:fsaf_readOnly Read only? (Boolean)
ot:fsaf_symLink Symbolic link (shortcut)? (Boolean)
ot:fsaf_archiveFlag Archived file? (Boolean)
ot:fsaf_hiddenFlag Hidden folder? (Boolean)

Archive Box folder

The CMIS document type ot:archbox_folder has the following properties.

Property Description
ot:arb_acl ACL (string)
ot:arb_creationTime Creation time (datetime)
ot:arb_filePath Folder path (string)
ot:arb_systemFolder System folder? (Boolean)
ot:arb_owner Folder owner (string)
ot:arb_readOnly Read only? (Boolean)
ot:arb_symLink Symbolic link (shortcut)? (Boolean)
ot:arb_archiveFlag Archived file? (Boolean)
ot:arb_hiddenFlag Hidden folder? (Boolean)
Archive Box is closed (no more files can be archived)?
ot:arb_isClosed
(Boolean)
ot:arb_
Searchable attributes (string)
searchableAttributes

Secondary The property ot:retention_period is added to the default secondary type

types cmis:rm_clientMgtRetention and holds the retention period of the document.

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Chapter 9 Working with OpenText Archive Center Access

9.3 Exporting documents

Besides downloading individual files, you can also export entire collections or parts
of them in EDRM XML-compliant form. In this case, Archive Center Access provides
the documents as a zipped file. The structure of the ZIP file can be chosen: Plain or
EDRM XML schema version 1.1 or 1.2.

EDRM The Electronic Discovery Reference Model is an industry standard for document
government and exchange. For more information, see the EDRM website (http://
www.edrm.net).

Plain export
The “plain” export generates a ZIP file with a structure reflecting the file system
structure.
EDRM 1.1 export
The “EDRM 1.1” export generates a ZIP file following the EDRM XML schema
1.1. It contains an XML file named EDRM.xml, which holds the metadata, and the
content in <number>.data format.
EDRM 1.2 export
The “EDRM 1.2” export generates a ZIP file following the EDRM XML schema
1.2. It contains an XML file named EDRM.xml, which holds the metadata, and the
content in <number>.data format.

To export search results:

1. Run a search query as described in “Searching collections” on page 104.

2. Click Export Results.

3. If the collection is on an investigation hold, you can select the investigation. In

this case, the EDRM.xml file contains the corresponding “CaseId” attribute.
Enter a Name and Comment, and then specify the Format of the export.
Click OK. The files are collected.

Notes

• Depending on the size, the generation of the export can take some time.
• To generate the export, the query is executed again. If documents are
added, changed, or deleted within the timeframe of the two queries, it is
possible that the exported files do not exactly match the search result.

To download exports:

1. On the Export menu, click the arrow icon on the right to the export to
download.

2. Click Download, and then click Yes.

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 9.3. Exporting documents

Note: If you get an “invalid format” error when you open a downloaded ZIP
file, try to use another program, like 7-Zip. The native Microsoft Windows
program cannot open ZIP files that contain paths larger than 260 bytes.

To delete exports:

• On the Export menu, click Delete, and then click Yes.

To view export details:

• On the Export menu, click Info.

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Glossary
Access control list (ACL)
Document or folder objects can have an access control list, which controls access
to the object. An ACL is a list of access control entries (ACEs). An ACE grants one
or more permissions to a principal. A principal is a user, group, role, or
something similar.

ACL

See: Access control list (ACL)

Advanced Function Presentation (AFP)

Coordinated set of document creation, viewing, archiving and printing hardware,
software and services. AFP defines native text, image, graphics and bar code
objects that can be combined to create page content and provides a means for
managing fonts, overlays and other resource objects.
One AFP file usually contains multiple, similar business documents, which share
common resources. Hence, AFP is a very storage-efficient format.

AFP

See: Advanced Function Presentation (AFP)

Application Layer
The Application Layer provides the extended functionality of OpenText Archive
Center and offers additional services for metadata archiving. Using the OpenText
Archive Center Administration web client, you can set up archiving scenarios
involving SAP, CMIS clients, or file systems (CIFS).

Archive Box
If enabled for a File Archiving data source, all folders and documents below the
specified path are archived and replaced by a single folder shortcut.
This option is intended for documents, and optionally folders, that need to be
archived but are no longer in daily use. Thus, the required disk space on the file
server, including the total number of files, can be reduced. This is in contrast to
the shortcut scenario where every file is replaced by an individual link (extended
Archive Center feature).

Archive mode
Specifies the different scenarios for the scan client (such as late archiving with
barcode, preindexing).

CMIS

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Glossary

See: Content Management Interoperability Services (CMIS)

Collection
Controls and defines all archiving activities and is mapped to a tenant-specific
logical archive (extended Archive Center feature).
See also: Data source

Content Management Interoperability Services (CMIS)

An open standard that allows different content management systems to inter-
operate over the Internet. CMIS defines an abstraction layer for controlling
diverse document management systems and repositories using web protocols.

Coordinated Universal Time (UTC)

Primary time standard by which the world regulates clocks and time. It is one of
several closely related successors to Greenwich Mean Time (GMT). For most
purposes, UTC is synonymous with GMT.

Data source
Specifies the origin and properties of the documents that are archived by a
collection (extended Archive Center feature)

Directory Services (OTDS)

OpenText Directory Services (OTDS) manages user and group identity
information for OpenText components. OTDS contains services for identity
synchronization and single sign on for all OpenText components.

DocID

See: Document ID (DocID)

DocTools
Programs that perform single, discrete actions on the documents within a
OpenText Document Pipeline.

Document ID (DocID)
Unique string assigned to each document. It enables the archive system to
identify the document and trace its location.

Document Pipeline (DP)

Mechanism that controls the transfer of documents to the Document Service at a
high security level.

DP

See: Document Pipeline (DP)

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 Glossary

Enterprise Scan
With Enterprise Scan, workflows can be implemented from receipt by post
through scanning and linking to the leading application, through to archiving.
After scanning, the pages can be checked carefully, straightened and cleaned up.
Several functions are available to improve contrast and legibility. Enterprise Scan
also provides support for sorting and archiving.

Exchange directory
The directory which is used for exchange of data to be retrieved or archived. This
directory is dedicated to the exchange between the leading application, the
Document Pipeline, and Archive Center.

GMT
Greenwich Mean Time; former global time standard. For most purposes, GMT is
synonymous with UTC.
See also: Coordinated Universal Time (UTC)

Hold
Logical archives can be put on hold, which means that its documents and
components cannot be changed or deleted. Adding further documents to the
archive is still possible.
In Administration Client, logical archives on hold are indicated by a check mark
in the On Hold column of the Original Archives list and by an entry in the
archive's Properties dialog box.
See also: Retention

ILM

See: SAP Information Lifecycle Management (ILM)

Job
A job is an scheduled, administrative task to run automatically at regular
intervals. It has a unique name and start command, which runs along with any
argument required by the command.

Late Archiving
In the Late Archiving with Barcode scenario, paper documents are passed through
the office and are not archived until all document-related work has been
completed. If documents are archived in this way, indexing by barcode, patch
code, or another indexing method is used to join the documents to the
corresponding business entries in SAP. Documents are identified by a barcode or
patch code on their first page.
See also: Enterprise Scan

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Glossary

Logical archive
Logical area on Archive Center in which documents are stored. Archive Center
can contain many logical archives. Each logical archive can be configured to
represent a different archiving strategy appropriate to the types of documents
archived exclusively there. An archive can consist of one or more pools. To each
pool, its own exclusive set of volumes is assigned, which make up the actual
storage capacity of that archive.

OTDS

See: Directory Services (OTDS)

Retention
Time frame during which it is impossible to delete or modify a document to
facilitate compliance with regulations and meet the demands of lifecycle
management. Retention is defined per logical archive and can be either fixed
(“hardware retention”; i.e. propagated to the storage system) or variable
(“software retention”; i.e. handled by the leading application).
Using the Application Layer, retention periods can also be assigned to documents
using rules.

SAP ArchiveLink
A standardized interface, mainly used to connect an SAP system with the archive
system.

SAP Information Lifecycle Management (ILM)

Enhances the SAP standard delivery with the ability to manage the lifecycle of
live and archived data based on rules.

SIA

See: Single Instance Archiving (SIA)

Single Instance Archiving (SIA)

Single Instance Archiving means that requests to archive the same component do
not result in an additional copy of the component on Archive Center. Instead, the
component is archived only once and then referenced by subsequent instances.

Tenant
A tenant consists of a defined user group for a customer. Tenants are entirely
delimited from one another.
In Archive Center, a tenant is defined by a user group with an associated,
dedicated policy (extended Archive Center feature).

UTC

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 Glossary

See: Coordinated Universal Time (UTC)

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