OMNIDOCS 8.

OmniDocs 8.1
User Guide

2015

Newgen Software Technologies Ltd.

A-6, Satsang Vihar Marg, Qutab Institutional Area
New Delhi - 110067, INDIA
Tel: 91-11-40770100, 26964733, 26963571
Fax: +91-11-26856936
E-mail: [email protected]
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Newgen Software Technologies Limited,
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 TABLE OF CONTENTS
CHAPTER 1 – OVERVIEW ................................................................................................... 1
CHAPTER 2 - TERMINOLOGY & CONCEPTS ..................................................................... 3
2.1 Cabinet ....................................................................................................................... 3
2.2 Folder ......................................................................................................................... 4
2.2.1 Folder Properties ................................................................................................. 6
2.2.2 Folder Operations ................................................................................................ 7
2.3 Document ................................................................................................................... 9
2.3.1 Document Properties ......................................................................................... 10
2.3.2 Document Operations ........................................................................................ 12
2.4 Users & Groups ........................................................................................................ 13
2.4.1 User Properties.................................................................................................. 14
2.4.2 Group Properties ............................................................................................... 15
2.4.3 User & Group Operations .................................................................................. 15
2.5 Access Rights & Privileges ....................................................................................... 15
2.5.1 Rights Calculation Process ................................................................................ 17
2.5.2 Types of Access Rights ..................................................................................... 17
2.6 Annotation ................................................................................................................ 20
2.7 Data Class ................................................................................................................ 20
2.8 Global Indexes.......................................................................................................... 22
2.9 Keywords.................................................................................................................. 23
2.10 Alarms, Reminders & Notifications ........................................................................ 23
2.11 Audit Log ............................................................................................................... 25
2.12 Image Server ........................................................................................................ 27
2.12.1 Basic terms used in Image Server ..................................................................... 28
2.12.1.1 Image Cabinet ................................................................................................ 28
2.12.1.2 SMS ............................................................................................................... 28
2.12.1.3 Site ................................................................................................................. 28
2.12.1.4 Volume ........................................................................................................... 29
2.12.1.5 Volume Block ................................................................................................. 29
2.12.1.6 Label .............................................................................................................. 31
2.12.1.7 VolBlockPath .................................................................................................. 31
CHAPTER 3 - KEY FUNCTIONALITIES OF OMNIDOCS ................................................... 32
3.1 Folder Operations ..................................................................................................... 32
3.1.1 Adding Folders / Sub-Folders ............................................................................ 32
 3.1.2 Viewing Folder Properties .................................................................................. 32
3.1.3 Moving / Copying Folder .................................................................................... 32
3.1.4 Searching Folder ............................................................................................... 33
3.1.5 Sharing Folder ................................................................................................... 34
3.1.6 Setting Alarm ..................................................................................................... 35
3.1.7 Viewing Audit Log ............................................................................................. 35
3.1.8 Exporting Audit Log .......................................................................................... 36
3.1.9 Deleting Folder .................................................................................................. 36
3.2 Document Operations ............................................................................................... 36
3.2.1 Adding Documents ........................................................................................... 36
3.2.2 Viewing Document Properties ........................................................................... 37
3.2.3 Move / Copy Document .................................................................................... 37
3.2.4 Searching Document ........................................................................................ 38
3.2.5 Sharing Document ............................................................................................ 39
3.2.6 Check-In / Check-Out Document ...................................................................... 39
3.2.7 Posting Document ............................................................................................. 40
3.2.8 Duplicate Document.......................................................................................... 40
3.2.9 Linking Document .............................................................................................. 40
3.2.10 Creating Versions ............................................................................................. 41
3.2.11 Viewing Audit Log ............................................................................................. 41
3.2.12 Setting Alarm .................................................................................................... 42
3.2.13 Downloading Document .................................................................................... 42
3.2.14 Deleting Document ........................................................................................... 42
3.2.15 Thumbnail......................................................................................................... 42
3.2.16 Forwarding a Document ................................................................................... 43
3.3 Data Class Operations.............................................................................................. 43
3.3.1 Adding Data Class ............................................................................................. 43
3.3.2 Modifying Data Class ......................................................................................... 44
3.3.3 Deleting Data Class ........................................................................................... 45
3.4 User Operations ....................................................................................................... 45
3.4.1 Adding User....................................................................................................... 45
3.4.2 Deleting User .................................................................................................... 45
3.5 Group Operations ..................................................................................................... 45
3.5.1 Adding Group .................................................................................................... 45
3.5.2 Modify Group ..................................................................................................... 45
3.5.3 Delete Group ..................................................................................................... 45
3.6 Image Server Operations .......................................................................................... 46
3.6.1 Adding Site ....................................................................................................... 46
3.6.2 Registering Site ................................................................................................ 46
3.6.3 Recovering Site ................................................................................................ 47
3.6.4 Adding Volume .................................................................................................. 47
3.6.5 Replicate Volume .............................................................................................. 47
3.6.6 Compact Volume ............................................................................................... 47
3.6.7 Create Volume Block ......................................................................................... 47
3.6.8 Compact Volume Block..................................................................................... 48
3.6.9 Recover Volume Block...................................................................................... 48
3.6.10 Move Volume Block .......................................................................................... 48
3.6.11 Change Default Volume Path ........................................................................... 48
3.6.12 Rename Volume ............................................................................................... 48
3.6.13 Change Volume Block Size .............................................................................. 48
3.6.14 Change Replica Type ....................................................................................... 48
3.6.15 Delete Volume Replica ..................................................................................... 48
3.7 Reports Management System .................................................................................. 48
3.8 Password Policy Manager ........................................................................................ 52
3.9 Owner Inheritance Policy .......................................................................................... 54
3.10 Maker Checker Feature......................................................................................... 54
3.11 OmniProcess ........................................................................................................ 54
3.11.1 Features of OmniProcess .................................................................................. 55
3.11.2 Configuring OmniProcess .................................................................................. 55
3.12 Easy RMS ............................................................................................................. 59
CHAPTER 4 - SERVICES & UTILITIES .............................................................................. 60
4.1 LDAP............................................................................................................................. 60
CHAPTER 5 - INTEGRATION FRAMEWORK .................................................................... 61
5.1 Introduction ................................................................................................................... 61
5.2 DMS Toolkit................................................................................................................... 61
5.2.1 WEB API ........................................................................................................... 61
5.2.2 XML API ............................................................................................................ 63
5.2.3 JavaBean API ................................................................................................... 69
5.3 Imaging Toolkit ......................................................................................................... 75
5.3.1 Image Viewer..................................................................................................... 75
5.3.2 Imaging Components ........................................................................................ 76
5.3.2.1 Image Viewer Applet ........................................................................................ 76
 5.3.2.2 OpAll Viewer .................................................................................................... 77
CHAPTER 6 – PRODUCT EXTENSIONS ........................................................................... 78
6.1 Record Management System ................................................................................... 78
CHAPTER 7 - ARCHITECTURE & TECHNOLOGY ............................................................ 79
7.1 Introduction ............................................................................................................... 79
7.2 OmniDocs Web Server Layer ................................................................................... 80
7.3 OmniDocs Application Server Layer ......................................................................... 80
7.4 OmniDocs DataBase Server Layer ........................................................................... 81
7.5 OmniDocs Image Server .......................................................................................... 81
7.6 AuthenticationServer - LDAP .................................................................................... 83
CHAPTER 1 – Overview

OmniDocs is an Enterprise Document Management system for creating, capturing,

managing, delivering, and archiving large volumes of documents and content.
OmniDocs also integrates seamlessly with other enterprise applications and enable
these to manage unstructured content. OmniDocs handles scanned document
images, electronic documents, emails, and electronic data output from other
applications with equal efficiency and ease.

By integrating this dynamic content with business rules, workflows and people,
OmniDocs power seamless collaboration, communication, and knowledge sharing
across and beyond the enterprise.

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 Important Features Of OmniDocs

Unified repository for all document and folders across the organizations
including electronic files, paper images, and physical documents.

Organize Documents into Folders, Sub-folders hierarchy

Comprehensive Folder & Document level operations

Access permissions on Folders, documents and Data Classes

Document Check in, Check out & Version Control.

Support for dynamic linking of related documents

Add user-defined metadata and indexes to documents/folders

Supports definition and building of controlled vocabulary in form of keywords

which can be attached to documents

Full Text Indexing of both Image & common electronic documents

Exhaustive Document and Folder Searches

Search for documents or folders on profile, created/modified date

Search using user-defined index field values

Full Text Search on image and electronic documents

Localization kits for English, Hindi, Arabic, Chinese, Finnish, Japanese, and
Czech.

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CHAPTER 2 - Terminology & Concepts

2.1 Cabinet
A Cabinet is the root entity in the OmniDocs Document Management System, which
contains the entire repository, including folders, sub-folders and documents. It also
has the users/groups, access permissions, privileges etc.

OmniDocs supports creation, registration and simultaneous usage of multiple

cabinets on a single or multiple databases. Cabinets are supported on MS-SQL,
Oracle, and PostgreSQL.

A cabinet is a centralized unit of storage. OmniDocs is based on a hierarchical model

where the Cabinet is the top node in the hierarchy. At the next level are the Folders,
and then come Documents. A cabinet can contain multiple folders. A folder can
contain other folders (sub-folders)/documents/ shortcuts of documents.

A Cabinet can have Properties such as Security Level and Versioning.

Security level
For a User, the recommended security level is “Object Level Security”. A Cabinet
can be assigned Security Level during Creation. Security Level identifies the level of
Rights validation process. Also if the “cabinet level security” is selected then no
individual object level rights can be given on an object.

0 No Security. No Rights validation is done for any User.

1 Cabinet Level Security that is, a User who has Rights on
Cabinet has similar Rights on all objects.
2 Object Level Security. Rights validation on each Object is
done. User can be granted Rights on Documents, Folders,
etc and Rights validation is done to ensure that User has
required Rights before he can perform any operation on the
Object.

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Versioning
Versioning on Cabinet means whenever a document is checked in, a new Version is
to be created or the newly uploaded document is associated with existing Version
only. Versioning can be defined at Folder and Document Level also. If none is
specified at Document Level, Versioning flag is inherited from folder. Similarly, if
Versioning is not specified for Folder, then it is inherited from Cabinet.

2.2 Folder
A Folder is a repository for the documents and sub-folders. A document can be
stored in any user-defined folder. The user can create folders under a cabinet or
within folders (termed as Sub-folders). Typically, with each folder, you associate a
name and the system, which further keeps information as to who created the folders
and when were they created.
There are two kinds of folders present in OmniDocs:

OmniDocs
Folders

System defined User defined

folders folders

System-defined Folders
As the user logs on the OmniDocs Web, three system-defined folders, such as
Inbox, Sent Items, and Trash are displayed along with the folders present in that
Cabinet. These folders are made available for every user.

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Inbox
Inbox folder is the folder where you receive the posted documents. Each user has its
own Inbox folder. This folder consists of the following properties:
 The documents received in the Inbox folder can be filed in other folders.
 No document can be filed in the Inbox folder directly.
 Subfolders cannot be made under the Inbox folder.

Sent Items
Sent Items folder consists of copies of the outgoing messages.
This folder consists of the following properties:
 It consist copies of all outgoing documents.
 No documents can be filed in this folder.
 Sub-folders cannot be made in this folder.

Trash
Trash folder consists of deleted documents/folders in it. If any folder or document is
deleted from the cabinet, it is sent to the Trash folder.
The Trash folder consists of the following properties:
 Deleted documents from various folders are displayed in the Trash folder.
 Deleting the documents from the Trash folder permanently deletes the
document from the database.
 User cannot create folders or documents in the Trash folder.
 Trash folder cannot be deleted/ renamed/ moved.
 Documents lying in the Trash folder cannot be copied to other folders, they
can only be moved to another folder.
 Document cannot be viewed by clicking in the Trash folder.
 If a folder is deleted, it is moved to the trash along with all its documents.
Various operations such as moving, deleting, emptying the trash, and viewing
the properties of the selected folder or document can be performed.

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User-Defined Folders
The user can create folders in the Cabinet and can upload the documents to these
folders.
User defined folders consists of the following properties:
 Sub folders can be created within folders.
 Two folders with the same name cannot be made at the same level.
 Contents of each folder are displayed in the Folder content window in the right
pane of the desktop.
 Only user’s having Create rights can create folders.

Access Type of Folder supported by OmniDocs

It’s a Property of the Folder that specifies the type of control provided for other
Users in the System.
Valid values for Access Type are as follows:
1. Shared - Folder is shared and can be accessed by other Users depending
on the Rights available to them. It is denoted by value “S”.
2. Private - Folder is private and cannot be used by other Users except
Admin and Supervisor. It is denoted by value “P”.
3. Inherited - Folder will inherit Rights for other Users from its Parent Folder.
It is denoted by value “I”.
2.2.1 Folder Properties

Folder Properties Remarks

NoOfSubFolders Number of subfolders in folder
NoOfDocs Number of documents in folder
FolderId Index of folder
ParentId Parent folder index
FolderName Name of folder
DataDefIndex Data definition index
Owner Owner of folder
CreatedDateTime Creation date & time of folder
RevisedDateTime Revised date & time of folder

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 AccessedDateTime Accessed date & time of folder
ExpiryDateTime Expiry date & time of folder
FinalizedDateTime Finalized date & time of folder
Comments (Not Defined/ explicitly defined by
Comment
user)
Rights (Read/Create/Annotate/Modify/Delete)
UserRights
on folder
SiteIndex Site index of folder
LockByUser Name of User who Locked the folder
FoldRefFlag Folder reference flag
VersioningFlag Versioning flag
AccessType Access type (Shared/Private/Inherited)
EnableLog Option for generating log
LockStatus Whether folder is locked or not
FinalizedFlag Finalized flag
ImageVolIndex Image volume index
DataDefName Data definition name
Location Location of folder
OwnerName Owner name of folder
MappedDirectory Mapped directory

2.2.2 Folder Operations

The various folder operations present in the OmniDocs are:

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 Adding Folders/sub-folders

Viewing Folder properties

Moving/Copying Folder

Searching Folder

Sharing Folder

Setting an Alarm on Folder

Viewing Audit Log

Deleting Folder

NOTE: For details about each of these folder operations, please refer to Chapter 3
of the Web Desktop Reference Manual

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2.3 Document
In a Document Management System, the most important entity is the document
because everything in the System revolves around the document only. Document
consists of one or more related pages.

Document can be classified as Image Documents and Non Image Documents.

Image Documents are generally scanned paper Documents or Imported Documents
for e.g. TIF, TIFF, BMP, JPG, GIF, etc.
Non-Image Documents are generally Word-processed documents, Presentations,
Spreadsheets etc. generated through various applications. Non-Image Documents
are generally in Word, XLS, PPT, and DOC Format.
For viewing these documents you need native application.

Document Access Type

It’s a property of the Document that specifies the type of control provided to other
Users in the System. Valid values for Access Type are as follows:

1. Shared - Document is shared and can be accessed by other Users depending

on the Rights available to them. It is denoted by value “S”.
2. Private - Document is private and cannot be used by other Users except
admin and supervisor. It is denoted by value “P”.
3. Inherited - Document will inherit Rights for other Users from its parent folder. It
is denoted by value “I”.

Document Version
Document contents keep changing from time to time. OmniDocs engine provides
facility for maintaining versions for the document. User can enable Auto Versioning
at folder level. For all documents of a folder where Auto Versioning has been
enabled, Document Versions are created automatically when Image Properties
(ImageIndex) changes for that document. For each Document Version, user can
specify a comment for reference.

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2.3.1 Document Properties

Document Properties Remarks

DocumentId Index of document
Parent FolderId Index of folder
NoOfPages Number of pages in document
DocumentName Name of document
Owner Owner of document
CreatedDateTime Creation date & time of document
RevisedDateTime Revised date & time of document
AccessedDateTime Accessed date & time of document
ExpiryDateTime Expiry date & time of document
FinalizedDateTime Finalized date & time of document
FiledDateTime Filed date & time of document
CheckedoutDateTime Checked out date & time of document
Comment Comments (Not Defined/ explicitly defined by user)
Rights (Read/Create/Annotate/Modify/Delete) on
UserRights
document
DataDefId Data definition index
DocumentSize Document size
DocOrderNo Order number of document
FTSDocId Document index for Full text search (FTS)
LockByUser Name of User who Locked the document
CheckOutBy Name of user who checked out the document
FinalizedBy Name of user who finalized the document
FiledBy Name of user who filed the document
VersionNo Version number of document
Importance Importance of document
Confidential Whether document is Confidential or not
ArchivedFlag Whether document is to be achieved or not
NonImageFlag True for non-image document
DocRefFlag Document reference flag

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VersioningFlag Versioning flag
AccessType Access (shared/private/inherited) type
EnableLog Option for generating log
LockStatus Whether document is locked or not
CheckedoutFlag Checked out flag
PropertyFTSFlag Property FTS flag
DocStatus Document status
FinalizedFlag Finalized flag
Linked Whether document is Linked or not
Annotated Whether document is Annotated or not
DownLoaded Y if document is a downloaded document
ImageFTSFlag Image FTS flag
DocType Type of document
DataDefName Data definition name
Author Author of document
Location Location of document
OwnerName Owner name of document
UsefulInfo Useful information about document
This parameter contains index of dataclass and the
SortDDTfield index of its field on the basis of which the resultant
documents will be sorted

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2.3.2 Document Operations
The various document operations present in the OmniDocs are:

Adding Moving/Copying Searching Sharing

Document Document Document Document

Viewing
Check In/Check Posting Duplicating
Document
Out Document Document Document
Properties

Linking Viewing Audit

Creating Version Setting Alarm
Document Log

Sending a
Downloading Deleting
document as an
Document Document
attachment or a link

NOTE:
For details about each of these document operations, please refer to Chapter 3 of the Web Desktop
Reference Manual

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2.4 Users & Groups
A person who uses the System is referred as a “User” in the system. To access the
OmniDocs Web Desktop, the administrator creates Users. Every User in the system
has to be a member of some Group. Powers of a User in the system like whether he
can create a User or he can add Data Class to the System depends upon the
privileges that User has. Only two Users are created by default, while creating a
Cabinet.

Index Name Member of Group Privileges Comments

1 Supervisor Everyone, Supervisor, Public All
2 Supervisor2 Everyone, Supervisor, Public All

Whenever you have to access the OmniDocs Desktop, you have to specify the user
name and password. Similarly, for connecting to the Cabinet, the user name and
password is required. Apart from that, different types of users can be categorized as
follows:-
 Normal User: These users can login in system if total logged in users is less than
the maximum logged in license.
 Fixed Type User: Fixed user will always be able to login. They are the most
important users and always have login rights irrespective of any license.
 S Type User: Can be used for external application login, A S-Type user can have
multiple (concurrent) logged in sessions at the same time without losing any
session. For ex: If there are total 100 S-type licenses in the system then an S-
type user can login from 100 machines at the same time.
 Internal Portal Users: Internal Portal User license works on ratio concept, for
example it’s been considered that all users will not login on system at the same
time so If total 10 login sessions are allowed for internal portal user then
maximum of 100 users can be created because only 10 users will login at one
time conceptually.
 External Portal Users: Same as Internal Portal Users only ratio is different.

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2.4.1 User Properties

User Properties Remarks

UserId Index of user
UserName Name of user
PersonalName Personal name
FamilyName Family name
CreatedDateTime Creation date & time of user
ExpiryDateTime Expiry date & time of user
DeletedDateTime Deletion date & time of user
Password Password for login in OmniDocs

Comments (Administrator/Not Defined/ explicitly defined

Comment
by user)
UserAlive Whether user is alive or not
LoginStatus Whether connected or not
Privileges Privileges of user
InboxId Inbox index
SentItemId Sent item index
TrashId Trash index

Group Types supported by OmniDocs

General Group: All the groups created by the user and the system are termed as
General Group and is denoted by ‘G’.
Applications can have their own Group Type defined specifically for their use.

Three Groups are created by default, while creating a Cabinet.

Name Index Privileges Comments

Everyone 1 None Every User in the System is a member of

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 this Group. Members in this Group have no
Privileges defined in this System.
Supervisor 2 All Members in this Group have all Privileges
defined in the System.
Public 3 None (Reserved) Members in this Group have no
Privileges defined in this System.

2.4.2 Group Properties

Group Properties Remarks

GroupId Index of group
GroupName Name of group
Owner Owner of group
CreatedDateTime Creation date & time of group
ExpiryDateTime Expiry date & time of group
Comments (Not Defined / explicitly
Comment
defined by user)
Privileges Privileges of members in a group
2.4.3 User & Group Operations
The various User and Group operations present in the OmniDocs are:

Changing User
Adding User Deleting User
Properties

Adding Group Deleting Group

2.5 Access Rights & Privileges

One of the main features of OmniDocs Engine is Access Rights. Every operation on
an object requires the user to have a particular right on it. The Owner/Administrator
can define rights on folders and documents. Access Rights allows the User to share
documents, folder, Data Class and Annotations with other Users of the Group. The

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user can also assign rights to other users and group on the documents and folders,
which are created by him. These rights can be assigned by invoking the
Document/Folder properties. Moreover, the User can also customize the sharing of
Objects by assigning Access Rights on the Object. Depending upon the Rights,
Object will be available to the authentic Users and can be hidden from others. This
provides Security to the Objects created by the User and at the same time the Data
Flow is also not interrupted.

The Rights Assignment and Calculation are only applicable / calculated in case the
Access-type of the object (Folder/Document) is “Shared”. In case the Access-Type is
“Inherited” then the object inherits its access permissions from its parent.

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2.5.1 Rights Calculation Process
The Right string is a six-bit string where each bit corresponds to the Right of
performing some operation on the Object. The meaning of each bit is as given below
(from left to right).

Rights for any Object are stored in the form of an ACL (Access control list). It is
stored as a comma separated list of Rights for individual Users or Groups, which in
turn is in the format - U/G{Index}# rights string. For e.g. if ACL for a document is
U23#100111,G3#000000 it means that User with User Index 23 has Rights 100111
and Group with Group Index 3 has Rights 000000 on the document.

Calculation of Rights on an Object

Step 1 - Check the explicit Rights of the User on the object. If no explicit Rights are
assigned, then proceed to Step 2.
Step 2 - Get the explicit Rights on that object, assigned to all the Groups to which the
User belongs. OCRing of Rights of all such Groups gives the final Rights. However,
if no Rights are assigned to any such Group, proceed to Step 3.
Step 3 - Repeat Steps 1 & 2 for the parent of this object. If no Rights are returned for
the parent also, then continue the process with the subsequent parent objects.
This sequence is to be repeated till the Rights are obtained.
2.5.2 Types of Access Rights
There are three kinds of access rights:

Private

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If any document or folder is defined as a private then only its owner or supervisor
can access it.

Inherited
In the case of inherited access type, an object (it can be a folder or a document)
takes the rights from the parent. Hence, the user gets those rights that are available
on parent for the inherited type object.
The following example illustrates the inherited property of an object. Suppose there
is a sub-folder under a folder. If the owner sets the sub-folder as inherited, the rights
assigned to the folder are transferred to the sub-folder. The user can access the
folder as well as the sub-folder according to the rights assigned.

By default, the objects have Inherited rights. In case of Shared objects, they are
accessible to the users who have the shared rights and to the users who have
inherited rights.

Shared
The owner of a document or folder can share the information with the other users.
The document or folder becomes accessible to the other users depending on the
rights provided to them. The owner or supervisor of a document can change the
access type of an object (document or folder) to private, shared or inherited. They
can add user or remove user in case the document or folder’s access type is shared.
Sharing tab is visible only if user has assign rights privilege or he is either the owner
or the supervisor of that document/folder.
There are seven types of rights for accessing a document or a folder.
1. Read to read/view the object.
2. Create to create a folder, sub-folder, or document.
3. Annotate to apply annotations on the document.
4. Modify to modify a document or folder.
5. Delete to delete the selected document or folder.
6. Print to print the selected document or folder.
7. Copy to copy the selected document or folder.

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 Power of a User / Group to do some operations in a System is defined as
Privileges. In OmniDocs System they are defined with the help of a string of
bits where each bit defines some power given to User.
It is an 8-bit string defined in the table below. If value of bit is 1 then User has
that Privilege and if it is 0 then User doesn’t have that Privilege.

Bit Description
1 Add or Delete Users and Group in
the System.
2 Change User and Group property.
3 Add members to Group.
4 Not used.
5 Add, Modify or Delete Data Class.
6 Add, Modify or Delete Global Index.
7 Add, modify or Delete Rights.
8 Register, Modify or Delete Services.

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2.6 Annotation
Similar to the Manner in which User can mark the physical paper for some important
information or make a note on a sheet, a facility is supported in OmniDocs Engine for
adding Annotations to the document. There are two types of annotations in the
System. Each annotation has a unique Index in the System.
Image Annotations - such as underline text, marking rectangular, oval areas etc.
Image Annotation Type is “I”.
Text Annotations - used to add Notes to the document. Annotation Type is “N”
All annotation Data is stored in form of AnnotationBuffer. User can also assign
Rights for the annotations in order to secure them with other Users and Groups in
the System.

2.7 Data Class

Newgen OmniDocs provides the concept of user-defined indexing and meta-data
association with documents and folders. The administrator of the cabinet creates
data classes for the entire organization to use. Data classes are set of Indexes that
can be associated with the document or folder by providing the unique Entity to
them. These indexes store values associated with the data fields and are usually
obtained from the document itself. These Indexes or fields can be of different types.
Various types supported by OmniDocs Engine are:

Data Class Types Purpose

Integer For storing integer values
Text For storing text data. Maximum length
is 255 characters
Float For storing decimal data
Raw For storing raw data
Date For storing data in date format.

When a data class is associated with a document or folder it becomes an integral

part of folder or Document Property. It can be assigned, modified and searched
upon. For example, if we create a data class named employee containing Fields like

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emp_id, emp_name, emp_doj etc. It can be associated with all the employees record
and provide a quick way of searching on any fields. User can also provide a
constraint on fields. Various field constraints supported are given below:

Unique Mandatory
only unique values providing this
can be supplied value is
for this field compulsory

A sample Data Class is given below:

Data Class Name: Employee

FieldName Type Constraint
Emp_id Number Unique
Emp_Name Text
Emp_Doj Date

Newgen OmniDocs 8.1 User Guide Page 21

Data Class Operations
The various data class operations present in the OmniDocs are as follows:

Data Class Operations

Adding Data
Class

Modifying Data
Class

Deleting Data
Class

2.8 Global Indexes

Global Indexes are user-defined Indexes or fields that can be associated to any
document across different Classes. User can define any field in the Data Class as a
Global Index or Global Index can be defined separately.

These global indexes are assigned with the documents through the OmniDocs Web.
Global Indexes provide data field that can be searched for across the entire cabinet
for retrieving documents of different data-classes.

While creating global indexes, admin user can define picklist values and rights on
them. These defined picklist values and rights are useful whenever these global
indexes are used across multiple dataclasses.

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2.9 Keywords
Keywords are the words that you would like to associate with a document, so that
you can perform search on them. These keywords act as quick reference for the
documents. Further, a same keyword can be associated with the same type of
documents, making it feasible to search all of them in one go.

2.10 Alarms, Reminders & Notifications

Alarms are alerts that are sent to Users to inform that a particular action has been
performed and details about that operation. Alarms can be set on Folder or
Document for specified Users and Groups.

There are two types of Alarms as follows:

System Alarm - This alert is set by supervisor for System related operation. The
single system level alarm supported by the system is for Document Added.
User Alarm - These are alerts set by any User for some operations. Various User
level Alarms supported by System are

Newgen OmniDocs 8.1 User Guide Page 23

 User level Alarms supported by System

Document Deleted

Expiry date on document is reached

Document Uploaded

Document Modified

Notes Added

Document Moved

Document Renamed

Document Shared

Document Checked In

Document Checked Out

Alarms can be either acknowledged or deleted by User. Alarms that are

acknowledged by User will be generated again when the operation is performed
again.

Reminders are alerts based on Date and Time. Reminders can only be set on
Documents. When user sets a Reminder on document for some specified Date and
Time, Reminder will be generated for that document when the time elapses. It can
be set for different users or groups in the System.
User can send an immediate notification to the logged in user, any specific user, and
to all users or to a group. These notifications are displayed to the user in the
Alarms/Reminders screen.

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2.11 Audit Log
Audit Log is an account of the operations that are performed on the specified object
(viz. cabinet, folder or document) by any of the members of the cabinet.
There are three types of logs:

LOGS

2. Selective 3. Purge Audit

1. Audit Log
Logging Log

Audit Log
Log can be generated for all operations; some user actions in the system can be
Login and Logout, adding a Folder, changing Folder Properties, Uploading
documents, etc. This log is very useful for administrative purposes for monitoring
User activities.

OmniDocs provides various enhancement features of Audit Trail that helps the
OmniDocs Administrator select a user action for which the an audit trail can be
generated.

“Audit Log Old Value New Value” feature enables an administrator (member of
supervisor group) to see the Audit Log with old value and the new modified value of
the actions performed on the specified element. This functionality has been provided
in the Admin module only.

OmniDocs provides a build up Audit log feature, in which the IP address of logged in
user’s machine will also be captured along with other information. This can later help
in tracking if some mal practice is done.

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Selective Logging
The selective action logging is an enhancement made to the Audit Trail feature of the
OmniDocs. Unlike the earlier versions of OmniDocs, the Audit Trail with selective
action logging feature does not log all OmniDocs user actions regardless of the
needs of the OmniDocs Administrator.

The OmniDocs Administration consists of the Audit Preference feature that enables
the OmniDocs Administrator to select a user action from the list of Audit Actions for a
specific Audit Category for which the OmniDocs Administrator needs to generate an
audit log. The OmniDocs Administrator needs the log for performing an audit. The
OmniDocs Administrator may select all the audit categories to select all the user
actions available, select a specific category to select all users actions in that
category, or select a specific action in that category.

Purge Audit Log

The selective action-purging enhancement made to Audit Trail feature provided in
the OmniDocs enables the OmniDocs Administrator to select or purge an action from
a specific category between ranges of dates. The OmniDocs Administrator specifies
the range of dates in the Date Range pane for which the OmniDocs Administrator
needs to generate an audit log.

The OmniDocs Administrator can select a category to generate audit log for all
actions in that category or for a specific action in that category. In earlier versions of
the OmniDocs DMS, the OmniDocs Administrator was able to specify only the range
of dates between which all audit logs of all user actions regardless of categories and
the need of the OmniDocs Administrator was selected.

Export of Audit Log

The export of Audit Log is an enhancement made to Audit Trail in OmniDocs that
enables you to transfer Audit Log data to an excel file. This process of transfer of
Audit Log data is known as export of Audit Log.

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2.12 Image Server
Image Server handles the Storage and Retrieval of documents in WAN environment.
It stores documents using File System and maintains information about these
documents in database. Image Server has two essential components viz.

 Image Cabinet – This is the database component of Image Server. It maintains

information of all documents stored in Image Server. This information includes
location and size of document and other attributes relevant to mapping to actual
document on File System.
 Storage Management Server (SMS) – This component provides the actual
physical storage for the documents.

Image Server provides a client interface for communicating with Image Cabinet and
SMS.
Image Server consists of 3 basic building blocks. These building blocks are:

Site Volume VolBlock

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2.12.1 Basic terms used in Image Server
2.12.1.1 Image Cabinet
This is the database component of Image Server. It maintains information of all
documents stored in Image Server. This information includes location, size of
document and other attributes relevant to mapping of document on File System. The
Image Cabinet is part of cabinet which is build by selecting "Both" option at the time
of creating cabinet.

2.12.1.2 SMS
SMS is the Storage Management Server, which listens for requests from Image
Server client and consequently performs document addition or retrieval or any other
operation on request. You can connect any storage device to your system and
register it with SMS. Subsequently, you can access the storage system as and when
required through SMS.

2.12.1.3 Site
A Site represents a SMS. Sites are at the first level of hierarchy of the Storage
System. It stores the information on Volumes. The user can have multiple Sites
associated with one cabinet. Each site corresponds to the SMS running on that
location. The user has to register a site through the Web Administration. A Site is
identified by two attributes namely, SMS IP and SMS Port. The IP of the Server is
where the SMS is running and the Port on which it is listening. A Site serves as a
repository for Volumes each consisting of multiple volBlocks. Site name serves as a
logical name for identifying Sites.

Newgen OmniDocs 8.1 provides support for Amazon S3 and Hitachi Content
Platform (HCP) as storage media, that is, extended support for storage media is
provided through integration with Amazon S3 and HCP media storage. Client can
use Amazon S3 and HCP for storage of documents and other data.

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2.12.1.4 Volume
This Image Archive at a particular location is divided into storage units called
Volumes. A Volume is a logical unit, which can have multiple VolBlocks. Image
storage at a particular Site is divided into logical storage units called Image Volumes;
fundamentally volume and image volume are same. An Image Volume is used to
Group several Image Volume Blocks where each Image Volume Block corresponds
to a document data file, which is a Group of one or more document files
concatenated. There is no limit on the physical storage occupied by an Image
Volume. Every Volume has a default Volume path, which is a label on SMS, which
corresponds to a physical location on SMS.

2.12.1.5 Volume Block

Volume Blocks provide the actual physical storage for the documents stored in an
Image Volume. Image Server for a Volume Block (Image Volume Block) allocates no
actual physical space at the time of creation; the space is allocated as and when
required. The size of Image Volume Block is specified at the time of Volume
Creation. This size refers to the maximum size of the document data file that will be
created corresponding to each VolBlock in this Volume. Documents are added
serially in the document data file until the maximum size is reached. A new VolBlock
is created for the next document to be added after the maximum size is reached.
This VolBlock size is flexible and can be modified after Volume creation also.

If a document larger in size than the max VolBlock size is added. This file is dumped
completely in the current Volume block and a new one is created for next document"
with "If a document larger in size than the max VolBlock size then size of volBlock is
extended to dump bigger size file and a new volBlock is created for next document.
The concatenated string of Site ID, Volume ID, and VolBlock ID in base 36 notations
and prefixed by PN forms the name of a document data file in which data of the
volBlock is stored. This PN file provides the actual physical storage of documents.
These files contain actual document together with Image Cabinet recovery
information as headers.

Newgen OmniDocs 8.1 User Guide Page 29

The Relationship between all Image Server components is shown below:

Newgen OmniDocs 8.1 User Guide Page 30

2.12.1.6 Label
A Label basically represents the physical path where the data files corresponding to
volblocks will be stored. Storage on any Site is broken among multiple labels, for
better performance.

2.12.1.7 VolBlockPath
It represents the path of the actual data file on the SMS, corresponding to a volBlock.
It is stored in the format SMS: LabelName, here LabelName is the Label in which the
volBlock is added.

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CHAPTER 3 - Key Functionalities of OmniDocs

3.1 Folder Operations

3.1.1 Adding Folders / Sub-Folders
A folder is used to store and logically classify the documents. The user needs to
select the Cabinet name in which the folder is to be created. Database is referred to
as a Cabinet in OmniDocs. The user needs to give information about the new folder
that is to be added in the cabinet. The information includes the folder name and the
owner name that is creating the folder. The maximum length of the folder name
supported is 255 characters. The folder can also be assigned a different name for
reference during the creation process. At the time of creating the folder, the user can
also specify the access permission for the folder, such as Shared / Private / Inherit.
3.1.2 Viewing Folder Properties
 The folder properties allow the user to change the general folder properties,
such as folder name and the owner name. Only the owner of the folder has
the permission to change the owner name that has created the folder.
 If the folder path is too long then complete folder path will be shown in tooltip.
 When any folder is opened from the folder tree that folder will be highlighted in
bold to show which folder is open.
 Net count of the documents in a folder can be determined - Open any folder
and click on the link “get total no of docs” to check the net count of the
documents. Also in case of folder search, select any folder from folder list
and click on link “get total no of docs” to see the count of total documents.

3.1.3 Moving / Copying Folder

The user needs to select the cabinet in which the operation is to be carried out. It is
the process of moving or copying the selected folder in another selected folder. The
folder is not allowed to be moved or copied if some checked out document is present
in the folder or in any of the sub folder. The folder is also not allowed to be moved or
copied if any document present inside it is locked.
The user should have the Delete rights on the source folder and Write rights on the
target folder. The folders having keywords and data classes are moved as it is with

Newgen OmniDocs 8.1 User Guide Page 32

all these features intact to the folder. The user needs to rename the folder that is to
be moved if the folder with the same name already exists in the destination folder.
The user can either move or copy multiple folders at a time to the destination folder.
Moreover one can now search the destination folder where we want to move/copy a
particular folder.

User can move and copy folder from one location to another. To perform this, user
need to specify the destination folder where he/she wants to move/copy them. User
can search for the destination folder based on different search criteria, and can also
search sub-folders such that search is made through all levels of folders and not only
root-level folders. Also support of advance search is provided while searching for
destination folder. Advance search provide the complete folder search capability of
OmniDocs.

3.1.4 Searching Folder

Newgen OmniDocs allows the user to search for folders within the cabinet based on
certain criterion. Wild card search is allowed on Name, Owner name, and
IndexValue for data fields. Index values are unique values that stores the values as
specified by the user so that the search can be performed. Search results can be
sorted in ascending or descending order on folder name, index etc. The result of the
search is returned in batches and the maximum numbers of search records are
stored.

After the search is complete, the data such as number of records that fulfill the
search criterion irrespective of rights on individual folders is retrieved and displayed.
The creation time, expiry time, access time, and the revised date time of the folder
are displayed. In addition, during the search operation of the folder, the access type
of the folder is also displayed.
Blank Search is restricted in the OmniDocs because if user will perform a blank
search it will search in huge data which could make search very slow. Hence, blank
search restriction is put on OmniDocs.

The user can perform the following different types of searches in OmniDocs:

Newgen OmniDocs 8.1 User Guide Page 33

 General Search: It is used to search the folder on the basis of the Folder Name
and Owner.
 Date-based Search: It assists the user to search for folders which were
accessed, created, or modified by any user within a specified time.
 Data Class Search: It can be used to search the folder on the basis of the
Document or Data Class associated with the folder.
Search folder is provided both in OmniDocs admin and client web interface.
3.1.5 Sharing Folder
Every operation on an object requires the user to have a particular right on it. The
owner/administrator can define rights on folders. The user can assign rights to other
users and group on the folders that are created by him. He can assign rights on
folders on which he has the right to do so by the administrator. These sharing rights
can be assigned by invoking the Folder properties. The three different sharing rights
assigned to the owner are Private, Shared, and Inherited. In the Private sharing
rights, the documents will be visible only to the owner or to the supervisor. In the
Shared rights, five more sharing rights can be assigned by the owner to other users.
These sharing rights are Read, Create, Modify, Delete Annotate and Advanced.
Advanced right is further categorized into two more sharing rights as Copy and Print.
Read Only right is assigned, if you want the member to view the contents of the
folder and download them.
Create right is assigned, if you want the member to create subfolders in the folder or
add documents in the folder.
Modify right is assigned, if you want the member to be able to change the properties
of the folder.
Delete right is assigned, if you want the member to be able to delete the folder, or
move contents of the folder.
If Annotate rights are given to a member on a folder and some documents in the
folder have Inherited access type then the member gets Annotate rights on the
document implicitly.
Advanced right is assigned, if you want the member to download and print the
document.

Newgen OmniDocs 8.1 User Guide Page 34

3.1.6 Setting Alarm
An alarm is a notification that is flashed / emailed to the selected users on the
occurrence of the specified event. You need to select the members that will receive
the alarm on the occurrence of that event. The alarm will be triggered and would
appear in the selected member’s screen. In addition, all the members will also
receive an email notification about the particular action. This feature is used to keep
the team members updated with the changes being made in the document.
User can use the Inform mode for the alarm. Inform mode is the way by which the
user is informed when the alarm is generated. Presently there are two types of
Inform modes – Mail and Popup. The user who is setting the alarm and the user for
whom the alarm is set should have the Read rights on the document. A warning
message is returned to the user who has set the alarm when any alarm fails
Whenever an event related to a folder occurs like when a folder is added, moved,
deleted, and renamed, the selected user(s) get an email notification.

3.1.7 Viewing Audit Log

Audit log is an account of the operations that are performed on the specified folder or
the sub folder by any member of the cabinet. This is an application specific operation
and can also be performed by group of users. The viewing audit log operation is
associated to the data class. The audit logs generated are encapsulated into major
categories and are assigned unique IDs to store the different types of logs.

Audit log feature facilitates answers for 4 W’s including Who did What, When and
from Which system. Providing detailed information in audit trails, that is, Which User
performed What action, When (both Date and Time) and from Which system (with
client machine IP address), OmniDocs helps tracking unauthorized users.

The following error messages are noticed in the following situations while performing
Viewing Audit Log operation:
1. When the cabinet is locked for some administrative purposes.
2. When the user who tries to generate the audit log is expired.

Newgen OmniDocs 8.1 User Guide Page 35

3.1.8 Exporting Audit Log
The export of Audit Log is an enhancement made to Audit Trail in OmniDocs that
enables the user to transfer Audit Log data to an excel file. This process of transfer
of Audit Log data is known as export of Audit Log.
3.1.9 Deleting Folder
The folder selected for deletion is first moved in the Trash folder. In case, if the user
has mistakenly removed the folder then it can be retrieved from the Trash folder. For
confirm deletion of the folder, remove the folder form the Trash folder. But, if the
shortcut for the documents in the folder or in sub folders exists, then the
ReferenceFlag can be used to avoid deletion of the folder. Reference Flag specifies
whether to delete the folder, when the references exist for the documents within that
folder or any of its sub folders. Similarly, if some documents in the folder or in the
sub folder are locked or checked out, then in such a case those folders or sub
folders are also not allowed to delete. The user can delete multiple folders at a time.
While deleting a folder, all the references attached to the folder are also deleted.

3.2 Document Operations

3.2.1 Adding Documents
Adding document operation implies addition of documents in the connected cabinet
within the selected folder. Data definitions and keywords can be associated at the
time of addition of the document. Keywords are associated because these are
helpful while searching the document. The user can attach multiple keywords to the
single document.

The user can add an image as well as a non-image document in the cabinet. Image
document to be added is in the form of .tiff format while the non-image document to
be added is in the form of .txt, .doc, or .pdf format. The image documents that are
present in the .bmp, .jpg, .gif and .tiff formats are uploaded directly. The user can
add a document of no size as well as the large size files ranging 1-1.5 GB size.

The name of the document should not exceed 255 characters. It should also not
include special characters that are not permissible in the name of the document.

Newgen OmniDocs 8.1 User Guide Page 36

Moreover, if user wants to use some pre-defined names for all the documents being
uploaded to system then pick list support can be provided. While adding a document,
the “Document Name Picklist” feature allows user to select a name for document
from picklist that constitutes of some pre-defined frequently used values for
document name. Whether to use a pick list to pick names for document(s) or not is
configurable. Also values of document name pick list can be made configurable by
slight customization while implementation phase.

WebScan feature allows user to scan a document while uploading a document.

Document will be scanned as per pre-defined scanning configuration. If user does
not use any scanning configuration then default scanning configuration is used.
Whenever the document is added, it should not be added in the locked folder.

“Upload Multiple Document” feature allows user to upload multiple documents in a

single browse. Admin user can configure the maximum number of documents that
can be uploaded in a single browse. All the documents will be uploaded in a folder
selected at the time of uploading documents. Moreover, user can associate
dataclass with the uploaded documents such that same dataclass will be associated
with all documents uploaded.

3.2.2 Viewing Document Properties

The document property allows the user to change the general document properties,
such as document name, keywords, and the owner. The owner name is changed
only if the user is the owner of the document. The user is also allowed to associate
data class to a particular document and specify value to the fields. These fields will
serve as additional application specific information to the document.
3.2.3 Move / Copy Document
It is the process of moving or copying the selected document in the selected folder
within your cabinet. While copying or moving the document in the selected folder, the
user can also specify whether the data class information associated with the
document has to be copied or not in the destination folder.

Newgen OmniDocs 8.1 User Guide Page 37

The user can move the selected document to the desired destination folder if the
user has the Delete rights on the source folder and Write rights on the destination
folder. The user needs to have the Write rights and not the Modify rights to move the
document with data classes from the source folder to the destination folder. The user
can move multiple documents at a time from one folder to another folder. The user
will not be able to move the document if some another document with the same
name already exists in the target folder.
Moreover we can search the destination folder where we have to move/copy the
document.

User can move and copy document from one location to another. To perform this,
user need to specify the destination folder where he / she wants to move / copy
them. User can search for the destination folder based on different search criteria,
and can also search sub-folders such that search is made through all levels of
folders and not only root-level folders. Also support of advance search is provided
while searching for destination folder. Advance search provide the complete folder
search capability of OmniDocs.

3.2.4 Searching Document

Search for Documents provided by OmniDocs is a very robust search that allows the
user to define the search criteria to be as exact as the user wish. It allows the user to
search documents within the selected folder or sub folder. Wild card search is
allowed on Name, Keyword, Owner name, and Index Value for data fields and
Global Indexes and extracted text. Search can also be extended to the data
associated with the document. Search results can be sorted in ascending or
descending order of Document name, Revised date, and Time.

Search results are returned in batches and the maximum number of records that
fulfill the search criterion irrespective of rights on individual documents are returned.
In the Professional and Enterprise Editions, OmniDocs supports Full Text search on
documents.

The three different types of search in OmniDocs are:

Newgen OmniDocs 8.1 User Guide Page 38

 1. Full Text Search allows the user to search documents based on presence of a
particular text in the document / Action Item.
2. Intelligent Default Search is the default search. This is a Wild Card search
where all the words are ANDed and then searched. Moreover for each word in
the search, a Wild Card search is made (except the text in quotes), and then
the results are ANDed.
3. Advanced Search is a conditional search for which the query entered by you
is sent for search as it is. The system doesn't modify / enhance your query in
any way. This search is meant for advanced users who can comfortably
compose Full-Text search queries.
3.2.5 Sharing Document
Every operation on an object requires the user to have a particular right on it. The
owner can define rights on documents. The user can assign rights to other users and
group on the folders that are created by him. He can assign rights on documents on
which he has the right to do so by the administrator. The three different sharing
rights assigned to the owner are Private, Shared, and Inherited. In the Private
sharing rights, the documents will be visible only to the owner or to the supervisor.
Shared rights imply that the document is visible to users and groups that are
selected by the owner. In the Shared rights, five more sharing rights can be assigned
by the owner to other users. These sharing rights are Read, Annotate, Modify,
Delete, and Advanced. Advanced right is further categorized into two more sharing
rights as Copy and Print. In Inherited rights, the respective document inherits the
rights assigned to its parent.
3.2.6 Check-In / Check-Out Document
For changing the document image of any document present in the folder, the
document needs to be checked out. The user can check out any document and can
save it on the hard disk. During the period that a document is checked out, it cannot
be modified i.e., it exists in the cabinet as a "Read Only" copy. At the check in time,
the user can save the new file and can save it as a version of the checked out
document. The user who has checked out the document can only modify the
document property. Other users can modify the document property only after the
document is checked in. User can also create the information about the carry
forwarding of annotations when new version is created.

Newgen OmniDocs 8.1 User Guide Page 39

During the Check in process only the document image is changed, whereas the
information, such as data class, annotations, notes, and document properties remain
unchanged. In case, the user wishes to keep the same document image after Check
out, there is an option of Undo check out, which enables the user to retain back the
same document image. The file types having the extension as .gif, .bmp, .pcx, and
.dcx can be checked in directly.

3.2.7 Posting Document

The user can post documents to other users of the Cabinets. Posting of document
implies posting documents from one user of the Cabinet to the other user of the
Cabinet. If a data class is associated with the document to be posted and the logged
in user does not have Read rights on the data class, then the document is copied to
the target’s user inbox without the data class, otherwise it is moved with the data
class. Posting of the document can be done by the Supervisor or the Owner of the
document.

3.2.8 Duplicate Document

Sometimes the user may need to modify the document without tampering the original
document. For this purpose, you need to create a duplicate copy of the selected
document. The duplicate copy is a copy of the original document and is created in
the same folder. A document is duplicated when different users need to work on
different copies of the same document.

3.2.9 Linking Document

It implies linking related documents together, which is required for quick referencing.
It allows you to club the related documents pertaining to a particular task in the
connected cabinet. This operation is used to link document with multiple documents
in the system. This ensures that your decision making is a well informed one. The
user can also view the document even if it is checked out by some other user.

An application of this feature may be visualized in the case of a loan application.

Each application would have a number of documents associated with it. Typically,

Newgen OmniDocs 8.1 User Guide Page 40

each application would come with a bank statement, a proof of residence, a physical
verification report, etc. Store these documents as per your organizational
classification strategy and then link them. Now when you need to review this
application, select the application and click at links. The entire associated document
would be brought up for you.

3.2.10 Creating Versions

Documents Versions allow the user to keep track of the document changes through
its various stages of processing. Any version of the document may be viewed,
downloaded, worked on, and uploaded again as the subsequent versions. In the
Document List always the latest version of the document will be displayed to the
user. Older Versions of the documents do not have any thumbnails associated with
them as thumbnails are only generated for the latest version of the document.

To add a new version to the list, you need to check out the older version and then
check in the new version of the document. Each version of the document has a
comment associated with it which is entered by the user who Checks In the new
version of the document. This is a very powerful feature to keep track and baseline
your work.

3.2.11 Viewing Audit Log

Audit log is an account of the operations that are performed on the specified
document by any member of the cabinet. This is an application specific operation
and can also be performed by different group of users. The audit logs generated are
encapsulated into major categories and are assigned unique IDs to store different
types of operation logs.

Audit log feature facilitates answers for 4 W’s including Who did What, When and
from Which system. Providing detailed information in audit trails, that is, Which User
performed What action, When (both Date and Time) and from Which system (with
client machine IP Address), OmniDocs helps tracking unauthorized users.

Newgen OmniDocs 8.1 User Guide Page 41

3.2.12 Setting Alarm
An alarm is a notification that is flashed/emailed to the selected users on the
occurrence of the specified event. The user needs to select members that will
receive the alarm on the occurrence of the event. An alarm is of assistance to you in
keeping a track of the actions being performed on your document by the members of
the cabinet. Alarms further help you in tracking the operations on your documents.
The alarm will be triggered and would appear in the selected member’s screen. In
addition, all the members will also receive an email notification about the particular
action. This feature is used to keep the team members updated with the changes
being made in the document. The user can set different alarms for the same
operation that is generated at different instance of time.
Though an Alarm does not affect the execution of the operation, it would notify you
when the event has occurred. It would also notify you on the identity of the person
who has performed the triggering operation.

3.2.13 Downloading Document

The user can download the selected document and can save it on the local hard
drive. A user cannot download ActionItem documents. Blank documents of size zero
KB are also not allowed to be downloaded.
3.2.14 Deleting Document
The document selected for deletion is first moved in the Trash folder. In case, if the
user has mistakenly removed the document then it can be retrieved from the Trash
folder. For confirm deletion of the document, remove the document form the Trash
folder. A user can delete more than one document at a time.

3.2.15 Thumbnail
Thumbnail view is the small impression / preview of the document as an icon, along
with the name of the documents. Thumbnail view is preferred to show multiple pages
at a time without taking up much time to load the Web page. The user cannot see
the complete details of the image but can get an idea about the content of the
graphics.

Newgen OmniDocs 8.1 User Guide Page 42

Admin user can configure the size (dimensions) of thumbnail in configuration file. On
viewing thumbnail view for multiple page document, thumbnail of all pages is
displayed in the left pane. Only image type documents (.tiff, .jpeg, etc.) are
supported for thumbnail view.

3.2.16 Forwarding a Document

Newgen OmniDocs 8.1 provides facility of forwarding multiple documents in a single
mail. That is, a user can select multiple documents and by using Forward option user
can forward them.

While forwarding a document, support is given to forward a selected page range in

case of a multiple page TIFF document.

Newgen OmniDocs 8.1 facilitates “Multiple Document Forward” feature to let users
send multiple documents as attachment in mail to one or multiple users. Admin user
can configure the maximum size and number of documents that can be attached
with the mail in configuration file. If attached documents size increases the maximum
size allowed or number of documents increases the maximum documents allowed,
then it will generate a proper alert message.

3.3 Data Class Operations

3.3.1 Adding Data Class
To add a data class to the folder or to the document, the user need to login in the
Administration application mode. Newgen OmniDocs provides the concept of user-
defined indexing and meta-data association with documents and folders. Data
Definitions are set of Indexes that can be associated with the document or folder by
providing the unique entity to them. These indexes store the values provided so that
the user can perform search operation.

While adding the data class the user also needs to associate at least one data field
to it. In order to associate a data field to the data class, user needs to login in the
Desktop application mode. The data field can be of different types. The user can

Newgen OmniDocs 8.1 User Guide Page 43

associate field types of integer, date, float, long, and text. The size of all these data
fields varies as per the selected data field. The user can set the constraint for the
data field as Mandatory or Unique.

Newgen OmniDocs also provides DataClass field re-ordering that is, the admin user
can modify the order of dataclass fields according to ease of use. This will help in
cases when there are large numbers of dataclass fields and user wants to give
priority to some fields over others.

3.3.2 Modifying Data Class

The user can modify the data class or set it to blank if it is not mandatory. To perform
these operations, the user need to login in to the Desktop application mode. The
user can select the field type and can accordingly update the type of the data field.
The user can also change the name of the data class that is associated with the
folder, which in turn would be reflected in the folder.

Newgen OmniDocs 8.1 is enhanced to give rights on pick list values of dataClass
field values. Formerly the user could give rights on dataClass and dataClass fields
only but now user can further give rights on the field values of dataClass.

Admin User can assign rights to any user, group, or role on all picklist values of
dataClass field or on one picklist value of dataClass field. As per the rights assigned
on dataClass field value, user will be able to view folders / documents in web module
of OmniDocs.

Admin user can set the order of dataClass fields after adding them as per his/her
requirement. By-default dataClass fields appear in the order in which they are
created. In case, the dataClass has many fields then it becomes difficult to search for
some particular field. Using this feature, Admin user can set the order of dataClass
fields.

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 3.3.3 Deleting Data Class
The user can delete one data class at a time. The data class cannot be deleted if it is
associated either to the document or to the folder.

3.4 User Operations

3.4.1 Adding User
It is used to add a new user to the system. The user account is created for a fixed
duration of time and should be expired once the specified duration is finished. The
user password can have two consecutive same letters, should be alphanumeric also
the password is configurable through password policy.
3.4.2 Deleting User
It is used to delete a user from the system.

Admin User can delete a user from OmniDocs and can transfer its ownership to
some other existing user. In case the ownership is transferred to a new owner, then
it could be a user, group or role. On deleting a user from OmniDocs, information get
stored in database that which user is deleted and to whom the ownership has been
transferred. On executing the scheduler, it fetches information from the database,
transfers ownership to new owner, and then deletes the user.

3.5 Group Operations

3.5.1 Adding Group
It is used a new user group to the system. User must have the privileges to add
group in the system

3.5.2 Modify Group

User can modify any existing group. User can modify group name, its owner and
privileges etc. User must have the privilege to modify group in the system.

3.5.3 Delete Group

User can delete any existing group. User will be asked to confirm before deleting it.
User must have the privileges to delete group in the system.

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3.6 Image Server Operations
3.6.1 Adding Site
It is used to add documents on a system location where SMS is running. The user
can create a site only when the cabinet exists and once created it should be
associated with a volume. The user needs to assign a unique site address and the
port number to each newly-created site. The user also needs to create a label while
creating a new site.

A default volume is associated with every cabinet which is created in OmniDocs.

While creating volume, a site is to be associated with the volume. Site is created in
SMS (Storage Management Server) where documents are actually stored in the form
of PN files. Newgen OmniDocs 8.1 now supports creation of site in “Amazon S3
Server” and “Hitachi Content Platform” (HCP).
In Newgen OmniDocs 8.1, Admin User has three different options:
 “Add SMS Site” to add site to local SMS Server
 “Add AmazonS3 Site” to add site to Amazon S3 Server
 “Add HCP Site” to add site to HCP Server

Note: While adding site to Amazon S3 Server, user need to provide the Access Key
and Secret Key along with Site Name to connect with the Amazon S3 Server. Here,
Access Key is mapped to User Name and Secret Key is mapped to password.

Note: While adding site to HCP Server, user need to provide the Namespace, User
Name and Password along with Site Name to connect to HCP Server.

3.6.2 Registering Site

It is used to register a new Site with the Image Server.
The following error messages are noticed in the following situations while performing
Registering Site operation:
I. Invalid characters +,^,%,#,@,!,_,|,&,*,<,>,",?,\ in Site name.

Newgen OmniDocs 8.1 User Guide Page 46

 II. Please enter valid IP address.
III. Value entered is out of range.
3.6.3 Recovering Site
It is used to recover the Site information in the database if it is accidentally deleted.

3.6.4 Adding Volume

It is used to add a storage location in the form of a logical unit to the site. After the
process of adding a volume, user can modify the properties of volume and can add a
new replica site for this volume and can delete some old existing replica site for this
volume.

While adding new volumes to the system, Admin user can apply encryption on them.
The encryption algorithm used for encrypting volumes is “AES-128” and is not
modifiable. After applying encryption on volumes, it cannot be changed such that
while adding a new volume if encryption flag is set to True, then user cannot modify
it. Similarly, while adding a new volume if encryption flag is set to False, then in this
case also user cannot modify it later.

Admin User can configure whether to show checkbox to set encryption flag in UI or
not. By setting “EncryptVolume=1” in eworkstyle.ini file, the checkbox to set
encryption flag appears in the UI. In case, admin user does not set this value, then
the checkbox to set encryption flag will not appear in the UI.

3.6.5 Replicate Volume

It is used to replicate the documents belonging to a volume on the specified site.
3.6.6 Compact Volume
It is used to compact the specified volume. This operation will remove all the
documents that have been marked for deletion.
3.6.7 Create Volume Block
It is used to create a new Volume Block for the specified volume at the given Site.

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 3.6.8 Compact Volume Block
It is used to compact the specified volume block. This operation will remove all the
documents that have been marked for deletion from the specified volume block.
3.6.9 Recover Volume Block
It is used to recover all the information from the header that is stored in the PN file.
This feature is used when the PN file is present but its information from the image
cabinet is lost.
3.6.10 Move Volume Block
It is used to move a Volume Block to some other path. This operation will move all
the data present in a given Volume Block to some new path.
3.6.11 Change Default Volume Path
It is used to change the default volume path for a Volume at the specified Site.
3.6.12 Rename Volume
It is used to rename the already existing Volume.
3.6.13 Change Volume Block Size
It is used to change the size of the Volume Block for the specified Volume. The size
of the Volume Block can only be increased and it cannot be decreased.
3.6.14 Change Replica Type
It is used to change the replicate type for a Volume. For a Volume with replicate type
‘L’, replicate type can be changed only after it has been successfully replicated at all
the Sites.
3.6.15 Delete Volume Replica
It is used to delete the replica of a Volume on the specified Site. It is necessary that
before the actual deletion of the Volume, all its replicas must be deleted.

3.7 Reports Management System

The following types of reports are generated in OmniDocs:

1. Cabinet Summary Report

OmniDocs Cabinet Summary Report provides the summary of entire cabinet. It
provides the information about the total number of documents, folders, users,
groups, data-classes, global indexes etc.
Newgen OmniDocs 8.1 User Guide Page 48
2. Document Creation Report
This report provides the total number of documents created along with the folder
name in which they have been added and during the time period in which they were
created.

3. Folder Creation Report

This report provides the total number of folders created along with its sub-folders and
the time of their creation.

4. Document Data Report

This report provides the user with detail report about the document. User can search
a document at the cabinet or folder level. User can also generate the document
reports with the data-class criteria.

5. Folder Data Report

This report provides the user with detail report about the folder. User can search a
folder using Select Folder. User can also generate the folder reports with the data-
class criteria.

6. General Report
This report gives the description about the document and folders. It provides with
various options like Look In to locate documents or folders either at cabinet level or
folder level. Use the Date Range to search within a specified time. Now get the
report either on Documents or Folders based on the selection. Further criteria of
Dataclass and fields can be associated with the report.

7. Document Creation Summary Report

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This report provides the total number of documents created along with folder name
in which documents are added up to the folder expansion level and can be selected
in particular time duration.

8. Folder Creation Summary Report

This report provides the total number of folders created along with folder name and
in the specified time.

9. Document Data Summary Report

This report provides the option to select the Look In the cabinet or folder level. User
can also generate the document data summary report with the data-class criteria.

10. Folder Data Summary Report

This report provides the option to select the Look In the cabinet or folder level. User
can also generate the folder data summary report with the data-class criteria.

11. User Login Info Report

This report provides the information about the users who have logged in the
specified date range.

12. Folder ACL Report

This is the report of rights on folders.

13. Document without Data Definition Report

This report generates the report of total number of documents in a folder that have
no data class associated with them.

14. User Document Report

Newgen OmniDocs 8.1 User Guide Page 50
This generates the report of number of documents added by each user within a
folder.

15. Folder Data Field Report

This enables the user to generate the folder data report. It provides option to select
the folder in which to look-in. Also, there is an option to select the data class if you
want to generate the report of folders on which any particular data class is
associated.

16. Maker Checker Report

Reports of Maker checker functionality for dual authorization in user group operation.

17. Group Privilege Report

Group Privilege Report will generate the Report of group with assigned privileges
between the specified Date range.

18. User Listing Report

User Listing Report will generate the Report of users that has been created between
the specified Date range and Selected Group.

19. Dormant User Report

Dormant User Report will generate the Report of users that has not login into
OmniDocs between the specified Date range and Selected Group.

20. Failed Login Attempt

Failed Login Attempt Report will generate the Report of users that has been failed
while login into OmniDocs between the specified Date range and Selected Group

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3.8 Password Policy Manager
This feature provides the facility to Admin user to configure adding user passwords.
Using strong password policy mechanism, Admin user can configure the password
policy such that while adding user passwords it must be in compliance with this
policy. User passwords can be configured in many ways using various options
provided in the Password Policy Manager.

Password Policy Manager Window displays various parameters on which a user can
set the password. They are as follows:
1. Minimum Password Length
The minimum number of characters can be set for the password. User needs
to enter the password equal to or greater than this length. The password
length can be set by Admin member only.
2. Minimum Number of Special Characters
Minimum number of special characters that the user must use while entering
password is configurable. This operation can be done by admin member only.
3. Maximum Number of Login Attempts
The number of attempts that can be made by the user for successful login is
configurable. Once that count reaches user gets locked. This login attempt
count can be set by admin member only.
4. Password History Count
It is configurable that how many previous passwords user cannot use while
setting the new password. This operation can be done by admin member
only.
5. Allow Repeated Characters
Repetition of characters can be enabled or disabled by selecting Yes or No
respectively.
6. Change Password on First time Login
It is mandatory for user to change password as he logins for the first time. He
would not be able to login into OmniDocs unless he changes his password.
7. Support for Repeated Character
Allows the repetition of character in the password.

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 8. Password Expiry Notification
Notifies user for password expiry through the mail along with the alerts in UI.
When password of the user gets expired, he will not be able to login unless he
changes his password.
When user changes his password on or before password expiry date, its new
password expiry time set will be as many days ahead of current date time as
the number of days assigned for expiry earlier for the user.
9. Forgot Password
When user click on forgot password link to get a new password, a link through
mail is sent to registered email id to change the password. Accordingly, the
user will set his new password by clicking the sent link.
10. Password Algorithm
The Password algorithm can be defined in the password policy manager.
11. Number Of Days After Which User Account Expires
If the User does not log in to the system for number of days, for this the
Number of days after which user account expires can be defined.
12. Lower Case Character Count
Admin user can configure the minimum number of characters in the lower
case to be entered while adding a user password.
13. Upper Case Character Count
Admin user can configure the minimum number of characters in the upper
case to be entered while adding a user password.
14. Minimum Numeric Count
Admin user can configure the minimum number of numeric characters to be
entered while adding a user password.

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3.9 Owner Inheritance Policy
This feature enables the Ownership of the folders, subfolders and the documents to
be set. An owner inheritance policy is set to enable this feature.
1. Owner Inheritance at Cabinet Level
2. Owner Inheritance at Folder Level
3. Owner Inheritance at Document level

NOTE:
To learn in detail about Owner Inheritance Policy refer to Chapter 3 of OmniDocs Server Reference
Manual

3.10 Maker Checker Feature

Maker-checker (or Maker and Checker) is one of the central principles of
authorization in the Information Systems of financial organizations. In Maker and
Checker feature for each transaction, there must be at least two individuals
necessary for its completion. While one individual may create a transaction, the other
individual should be involved in confirmation or authorization of the same. Here the
segregation of duties plays an important role. In this way, strict control is kept over
system software and data thus bringing OmniDocs Administrative operations under
the preview of Dual-Authorization i.e. Maker-Checker so as to strengthen the
security of DMS.

3.11 OmniProcess
OmniProcess is used in case of distributed scanning and centralized processing of
files wherein files constitutes documents for a business object like credit card
application, Loan, Insurance Policy etc. The documents of a file are uploaded
through OmniScan in the first-look folder of a branch or a user and then checker
accepts/rejects a file by updating the file status and accepted files are then available
for access.

It provides a maker-checker scenario that allows creation of file, uploaded through

OmniScan with minimal indexing by the maker and QC, verification and processing
by the checker.

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OmniProcess handles multi-user environment for processing file and provides form
based indexing support. While processing a file, all the data and images for each
transaction are displayed to processing users. OmniProcess provides the user with
features, such as searching, processing and viewing the documents of a transaction.
Users can also set their preferences like dataclass indexes to be displayed in the
search result list and they can also specify the values for dataclass fields in form of
pick list. It also supports configuration of destination folder path for filing. It is mainly
used in case of structured documents and reports can also be generated on status of
file for a specified duration.

3.11.1 Features of OmniProcess

 Access/search based on dataclass.

 Users can set their preferences like dataclass indexes to be displayed in the
search result list.
 Support for administrator defined pick list in data class fields.
 If an instrument is in use, no other user can use that instrument unless the
instrument gets free from the first user.

3.11.2 Configuring OmniProcess

Use – Case
Let’s take an example of a bank having 5 branches viz. Chennai, Mumbai, Kolkata,
Delhi and Bangalore branch.
Further there are three types of files viz. Account Opening, Credit card and Loan.
Operator scans the loan related documents and uploads into the first-look folder

Newgen OmniDocs 8.1 User Guide Page 55

Step 1 - Configuring folder structure in OmniDocs
i. Branch wise folder name can be defined i.e.
a. Chennai
b. Mumbai
c. …
ii. Under the Branch folder, processes folders can be made as
a. Account Opening
b. Credit Card
c. Home Loan
iii. Under Processes like “Account Opening”, the folders for status or stages can
be defined like
a. New
b. Accepted
c. Rejected
iv. After scanning, the new loan applications will come under New Folder of that
particular branch and process. E.g. folders can be created on the basis of

Newgen OmniDocs 8.1 User Guide Page 56

 Account No i.e. “AC00001”or Credit Card No i.e. “CC000001” or Home Loan
No i.e. HL9632117 for each customer

Step 2 – Data Class Definition

For each File, a data class is defined in the cabinet. For example:
 Customer Account Info.
 Credit Card
 Home Loan
Can be defined from OmniDocs Admin

Step 3 – User/Group and Access Rights Definition

Branch wise group can be defined from OmniDocs Admin Users are defined under
that branch group Each Group is given rights on Branch folder for access / filing
purpose Branch wise group is given rights on each data class

Step 4 – Define Data Class Pick list for File Status & Branches
Implementer will define Pick list for File Status for each file & Branch Info.
E.g. For each File type, Status can be New, Accepted, Rejected Similarly, Branch
info of all branches is entered

Step 5 – Destination Path Configuration

Implementer will define the destination path corresponding to the above File-
Statuses.

Cabinet /$Branch_Name$/$DataClass/$Status$/
This would correspond to
Cabinet/Chennai/AccountOpening/Accepted/<File No.>

Desktop Configurator
OmniDocs has a very rich GUI Tailoring configurability support. Apart from
configuring system for new usage by configuring indexes, classification hierarchies,

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access permission, user-groups, user screen can also be quickly configured for
following aspects:

Desktop
Configurator

Desktop Search Tools

Reports
Settings configuration configuration

Change Tab
Folder tree
Logo configuration

In Folder Tree configuration, administrator can set the preferences for the document
list that is displayed for repository view. The preferences include, batch size that
allow an optimum utilization of the display area of your desktop, sort order which
allows the list to be sorted in ascending or descending order, sort on allows the
configurability to be set for the field on which sorting is to be performed. Moreover
the column headers for the list can also be decided by checking the corresponding
check boxes.

Using change logo option, the Logo visible at the top on the right side of the user
window can be replaced by the administrator by uploading a new image file.

Using tab configuration option, administrator can set the default tab and a
configuration under the selected tab to be opened when the user logs into the web
desktop

Using search configuration option, administrator can configure search criteria in

accordance with the requirement. In addition to system defined searches viz.
Document Search, Folder Search and Full Text Search, administrator can add new
search configurations on both folder and document. Rights can also be assigned to
the individual users/groups on different search configurations.

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Using tools configuration option, administrator can configure different scenarios for
document and folder filing. System provides two default configurations in form of
OmniProcess and Document Filing. OmniProcess provides a maker-checker
scenario that allows creation of file, uploaded through OmniScan with minimal
indexing by the maker and QC, verification and processing by the checker. In this
case complete folder is filed. It can be either accepted or rejected.

Similar to OmniProcess which is used for folders filing, document filing is used for
filing of documents. . In case of document filing only document rejection is possible,
single document cannot be accepted. This case is helpful in situations when only
one or two documents have to be rejected from a folder with large number of
documents. It also allows the administrator to configure the output settings,
document view, filing settings and access permissions

Using reports configuration option, administrator can configure various reports

mapping a business use case. It also allows the administrator to configure reports on
both document and folders. Also we can configure the output settings; dataclass
fields the need to be displayed and the access permissions.

3.12 Easy RMS

Easy RMS will provide some of the commonly-used Record Management System
(RMS) features from OmniDocs (OD) interface only. If RMS is also deployed on
same Server then user will be able to perform these RMS functions from OD search
interface.
Following RMS features are provided in OD interface:
1. Assign to FilePlan (Make Record) – User can select any existing document in OD

and using this feature user can create a record. This option will be available in

document operations in folder tree view and also from the search interface after

doing document search.

2. Search Record – User will be able to search records along with documents from

the search interface of OD.

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3. View Record – User can view any record from the search results. Record will be

opened in the image viewer.

4. View Properties of Record – User can view the properties of any record from the

search results. Properties window will be opened in read-only mode.

5. Request a Record – User can also request any record from the search results.

CHAPTER 4 - Services & Utilities

4.1 LDAP
OmniDocs LDAP services are used for operating system integrated security
purpose. LDAP service integrates with directory services for user authentication to
ensure maximum security to the user data. It synchronizes with directory services for
retrieving user or group related information and simultaneously supports single sign
on for authentication. LDAP services supports Windows NT and 2000 Active
Directory, iPlanet, and NDS services.

Single sign on (SSO) is mechanism whereby a single action of user authentication

and authorization can permit a user to access multiple applications where he has
access permission, without the need to enter login credentials again.

The user’s authorization details are present in the Domain or in LDAP server. These
details are accessed by OmniDocs Authorization Manager to allow users to assign
access permission to OmniDocs cabinet. The client machine has access to cabinets
only if the cabinet is mapped to the LDAP server.

The various features of OmniDocs LDAP are as follows:

 All the groups present in the domain are added in the cabinet.
 Users belonging to the selected Normal and Supervisor Group in the domain
will get added in the cabinet as Normal users and Supervisor users
respectively.
 A domain user which has been added in the cabinet can now login in the
cabinet using his domain user name and password.

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  Users which have been added in the cabinet will retain their group
memberships in the same groups as in domain.

CHAPTER 5 - Integration Framework

5.1 Introduction
OmniDocs system is built, in an open interoperable manner and various Server-side
and Client-side Integration tools are available for easy integration with OmniDocs.
System Integration Toolkit is available on all major platforms, application servers and
industry-standard databases. The different toolkits present are:
 XML based Document Management and Workflow API toolkit for System
Integrators.
 Localization toolkit for localizing to various languages.
 Image Enable toolkit for image enabling.

5.2 DMS Toolkit

5.2.1 WEB API
OmniDocs Web API is a web based integration framework for the integration of any
external application with OmniDocs. The GUI would enable the user to set the
configuration settings according to the type of work done by the user.
Using the API a user can:
 Create an application for configuring any external system for Image Enabling.
 Configure the Display functionality to customize the View as to whether a single
document or document list is to be displayed.
 Define Security settings to specify the timeout period so that the Image Enabling
View being shown to user will expire after the specified time. Access to Image
Enabling View can be restricted by specifying a list of servers which will be
granted access.
 Send the encrypted parameters in the WEB-API link.
 Generate and use Sample integration code to be used in external application for
carrying out the integration activity.

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Different Types of Integrations:
I. Document View - User can view particular document by searching on the
basis of "doc name" or "doc ID" or index based search can be made (using
dataclass). Searched document will be opened in Applet/OpAll viewer
(depending on the flag set for Applet Viewer or OpAll Viewer). In this
integration it is suggested to use doc ID for search
II. Document List - User can search the document list on the basis of "doc name"
or index based search can be made (using dataClass). All documents
satisfying the search criteria will be shown and user can view any document
from the list.
III. Folder View - User can search the document list of a particular folder. Folder
search can be made on the basis of "folder name" or index based search can
be made (using dataclass). Document list of searched folder will be shown
and first document will be opened in Applet/OpAll viewer (depending on the
flag set for Applet Viewer or OpAll Viewer). User can view any document from
the available list
IV. Advance Folder View – User can search the folder on the basis of "folder
name" or "folder ID" or index based search can be made (using dataClass).
Advance view for searched folder will show the folder tree, dataClass applied
on folder along with the fields values and document list of searched folder.
First document from the document list will be opened in Applet/OpAll viewer
(depending on the flag set for Applet Viewer or OpAll Viewer). User can open
any document from the available list.

In advanced view of folder, folder tree is displayed in the left pane along with
associated dataClass information (if any). The document list of searched
folder is displayed for the selected folder. By-default, first document in the
document list is open. User can search folder using folder name, folder index,
or dataClass criteria. In case, user selects dataClass as the search criteria,
then he/she need to specify the dataClass name and dataClass fields.

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5.2.2 XML API
The XML API component of the DMS toolkit is available on platforms like windows &
Linux and industry-standard databases such as MS-SQL & Oracle. XML API
provides socket-based interface to clients and supports all OmniDocs DMS
functionalities. OmniDocs DMS internally uses the XML API components and
supports several functional API calls.

How to use XML API ?

<?xml version="1.0"?>
<NGOConnectCabinet_Input>
<Option>NGOConnectCabinet</Option>
<CabinetName>odcabcat</CabinetName>
<UserName>supervisor2</UserName>
<CurrentDateTime>
</CurrentDateTime>
<UserExist>N</UserExist>
<MainGroupIndex>0</MainGroupIndex>
<UserType>U</UserType>
<Locale>en-us</Locale>
<ApplicationName>N</ApplicationName>
<Hook>Omnidocs Client</Hook>
</NGOConnectCabinet_Input>

<?xml version="1.0"?>
<NGOConnectCabinet_Output>
<Option>NGOConnectCabinet</Option>
<Folders>
<Folder>
<FolderIndex>0</FolderIndex>
<ParentFolderIndex>-1</ParentFolderIndex>
<FolderName>odcabcat</FolderName>
<OwnerIndex>1</OwnerIndex>

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 <CreationDateTime>2014-08-11 16:45:05.907</CreationDateTime>
<RevisedDateTime>2014-08-11 16:45:05.907</RevisedDateTime>
<AccessDateTime>2014-08-20 17:43:23.61</AccessDateTime>
<DataDefIndex>0</DataDefIndex>
<AccessType>S</AccessType>
<ImageVolumeIndex>1</ImageVolumeIndex>
<FolderType>G</FolderType>
<FolderLock>N</FolderLock>
<Location>R</Location>
<DeletedDateTime>2014-08-11 16:45:05.907</DeletedDateTime>
<VersionFlag>N</VersionFlag>
<ExpiryDateTime>2114-08-11 16:45:05.907</ExpiryDateTime>
<Comment>
</Comment>
<ACL>G1#010000011,</ACL>
<FinalizedFlag>N</FinalizedFlag>
<FinalizedDateTime>2014-08-11 16:45:05.907</FinalizedDateTime>
<ACLMoreFlag>N</ACLMoreFlag>
<LoginUserRights>1111111111</LoginUserRights>
<Owner>Supervisor</Owner>
<NoOfDocuments>0</NoOfDocuments>
<NoOfSubFolders>1</NoOfSubFolders>
</Folder>
</Folders>

<Cabinet>
<CabinetName>odcabcat</CabinetName>
<CabinetType>B</CabinetType>
<CreationDateTime>2014-08-11 16:45:05.907</CreationDateTime>
<VersionFlag>N</VersionFlag>
<SecurityLevel>2</SecurityLevel>
<FTSDatabasePath>odcabcat#2014-08-11 16:45:06</FTSDatabasePath>
<CabinetLockFlag>N</CabinetLockFlag>

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 <ImageVolumeIndex>1</ImageVolumeIndex>
<LoginUserIndex>2</LoginUserIndex>
<UserPasswordExpire>N</UserPasswordExpire>
<LastLoginTime>2014-08-20 17:41:49.163</LastLoginTime>
<LastLoginFailureTime>2014-08-21 09:20:36.653</LastLoginFailureTime>
<FailureAttemptCount>1</FailureAttemptCount>
<IsMakerCheckerEnabled>N</IsMakerCheckerEnabled>
<IsAdmin>Y</IsAdmin>
<EnableDDTFTS>N</EnableDDTFTS>
<BuildVersion>7.0.00</BuildVersion>
<UserName>Supervisor2</UserName>
<UserInbox>10</UserInbox>
<UserSentItem>11</UserSentItem>
<UserTrash>12</UserTrash>
<PersonalName>Supervisor2</PersonalName>
<Account>0</Account>
<Privileges>1111111111111111</Privileges>
</Cabinet>

<Services>
</Services>

<UserDBId>-1535110654</UserDBId>
<UserType>U</UserType>
<Status>0</Status>
<LeftLoginAttempts>5</LeftLoginAttempts>
</NGOConnectCabinet_Output>

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The different XML API function calls for the Cabinet operation are as follows:

Name Function
NGOConnectCabinet Used for connecting the cabinet to
the database.
NGODisconnectCabinet Used for disconnecting the cabinet
from the database.
NGOGetCabinetReport Used for getting the report of the
data status present in the cabinet.
NGOGetCabinetProperty Used for retrieving the cabinet
properties.
NGOChangeCabinetProper Used for modifying the cabinet
ty properties.
NGORegisterServices Used for registering a new service
on the cabinet.
NGOGetServices Used for getting the list of services
on the cabinet.
NGODeleteServices Used for deleting the list of
registered services from the cabinet.
GetBuildVersion Used to get the version of the
cabinet form the backend.

The different XML API function calls for the Folder operation are as follows:

Name Function
NGOAddFolder Used for adding a folder to the
cabinet.
NGOChangeFolderProperty Used for changing the properties of a
folder.
NGOCopyFolder Used for copying a folder to some
other folder.
NGOMoveFolder Used for moving a folder to some

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 other folder.
NGOGetFolderProperty Used for getting the folder
properties.
NGODeleteFolder Used for deleting a specified folder.
NGOSearchFolder Used for searching a specified
folder.

The different XML API function calls for the Document operation are as follows:

Name Function
NGOAddDocument Used for adding a document to the
specified folder.
NGOGetDocumentProperty Used for getting the properties of the
document.
NGODeleteDocumentExt Used for deleting either a single
document or multiple documents.
NGOMoveDocumentExt Used for moving either a single or
multiple documents to some folder.
NGOCheckInCheckOutExt Used for performing Check In or
Check Out operation on single or
multiple documents.

NGOCreateDocument Used for creating a version of the

Version document.
NGOPostDocument Used for posting a document to the
user’s Inbox.
NGOChangeDocumentProp Used for changing the properties of
erty an existing document.
NGOSearchDocumentExt This parameter contains index of
dataclass and the index of its field
on the basis of which the resultant
documents will be sorted.

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The different XML API function calls for Annotation operation are as follows:

Name Function
NGOGetAnnotationGroupList Used for getting the list of annotation
groups.
NGOSetAnnotation Used for setting an annotation on a
document
NGOAddAnnotation Used for adding an annotation on a
document.
NGOModifyAnnotation Used for modifying an annotation on
a document.
NGODeleteAnnotation Used for deleting an annotation
group.

The different XML API function calls for the User operations are as follows:

Name Function
NGOAddUser Used for adding a new user to the
system.
NGOGetUserListExt Used for getting the list of the users
available in the specified Group or the
entire Cabinet.
NGODeleteUser Used for deleting the specified user
from the system.
NGOGetUserProperty Used for retrieving property/details of
the specified user of the system.
NGOSearchUser Used for searching the user in the
system. The searched users can be
fetched and sorted on Name or Index.

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The different XML API function calls for the Group operation are as follows:

Name Function
NGOAddGroup Used for adding a new user group
to the system.
NGODeleteGroup Used for deleting the specified
user group from the system.
NGOAddMemberToGroup Used for adding a user to various
groups.
NGODeleteMemberFromGro Used for deleting a user from the
up group.
NGOGetGroupProperty Used for retrieving the
property/details of the specified
group of the system.
NGOChangeGroupProperty Used for adding a new user group
to the system.

5.2.3 JavaBean API

The JavaBean API component of the DMS toolkit is available on platforms like
windows & Linux, application servers such as Jboss, webSphere & WebLogic, and
industry-standard databses such as MS-SQL, Oracle. These API calls are simpler to
use as compared to XML API calls and are mostly used by Web based Java
applications, such as JSP and Servelets. It supports all OmniDocs DMS
functionalities for cabinet, folder and documents such as connect cabinet, get the
properties of cabinet, add folder, get folder list and add document, search document
etc. OmniDocs Web internally uses the JavaBean API calls.

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The different JavaBean API function calls for Cabinet operation are as follows:

Name Function
getGetListOfCabinetsXml Used for getting the list of different
cabinets registerd on ODTS.
getConnectCabinetXml Used for connecting database to the
cabinet.
getDisconnectCabinetXml Used for disconnecting the database
from the cabinet and kills the
database session
getGetCabinetPropertyXml Used to retrieve the properties of the
database cabinet.
getChangeCabinetProperty Used for modifying the properties of
Xml the database cabinet.
getCabinetReportXml Used for getting report on the status
of the data present in the cabinet.
getRegisterServicesXml Used for registering some new
services on the cabinet.
getGetServicesXml Used for getting the list of registered
services on the cabinet.
getModifyServicesXml Used for modifying registered
services on the cabinet.
getDeleteServicesXml Used for deleting a registered
service from the cabinet.

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The different JavaBean API function calls for Folder operation are as follows:

Name Function
getAddFolderXml Used for adding a sub folder to an
existing folder.
getGetFolderListExtXml Used for getting the list of the folders
available in the Cabinet.
getGetFolderPropertyXml Used for getting the property or
details of the given folder of the
system.
getChangeFolderPropertyX Used for changing the existing folder
ml property from the system.
getSearchFolderXml Used for searching folder in the
system, based on some specified
criterion.
getCopyFolderXml Used for creating a copy of the
folder at some specified location.
GetMoveFolderXml Used for moving a folder from one
location to another location.
getDeleteFolderXml Used for deleting an existing folder
permanently from the system.

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The different JavaBean API function calls for Document operation are as follows:

Name Function
AddDocument_MT Used for adding a document to
the Image Server.
A getCopyDocumentExt Used for copying the list of
documents into the destination
folder.
getSearchDocumentExtXml Used for searching the document
in the system based on specified
criterion.
getChangeDocumentPropertyX Used for modifying the properties
ml of an existing document.
getCreateDocumentVersionXml Used for creating a new version
for the document.
getModifyDocumentVersionXml Used for modifying the version
comment for a particular version
of a document.
getMoveDocumentExt Used for moving the document
from one folder location to
another.
getGetDocumentPropertyXml Used for retrieving property of
the document.
getCheckinCheckoutExtXml Used for performing checkin and
checkout operation on the
selected document.
getPostDocumentXml Used for posting a set of
documents to the Inbox folder of
a particular user.
getGetVersionListXml Used for getting the list of
versions for the specified
document.

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 getDeleteDocumentExt Used for deleting the document
from the folder.
getGetDocumentListXml Used for getting the list of the
documents in the destination
folder.
getLinkedObjectListXml Used to link document (object) to
the document (object).
GetUserLicenseInfo Used to get the license details of
the fixed users.
processUserLicense Used to set the license of the
fixed users.
searchUserXml Used to search users of a
particular cabinet.
getChangeUserPasswordXML Used to change the password of
the user once the user is
authenticated.
getAddUserXml Used to add a new user to the
system.
getDeleteUserXml Used to delete the specified user
from the system.
getsearchUserlistExtXml Used to search users of a
particular cabinet.
getAddUsersToGroupExtXml Used to add user to the specified
group.
setPasswordLengthXml Used to set the length of the
password entered by the user.
setPasswordLoginAttemptsXml Used to set the counter of the
number of attempts made to
login.
setPasswordHistoryCountXml Used to set the count of the
history of the password by a
user.
setSpecialCharCountXml Used to set the counter of the

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 number of special characters that
must be included in the
password.
setCaseSensitivityFlagXml Used to make the password case
sensitive.
setFirstTimeLoginFlagXml Used to check if the user has
logged in for the first time, if yes,
then he's prompted to change
the password.
getUserGroupPrivilegeFlagXml Used to combine or separate the
user and group rights/privileges.
generateReport Used to get a report on the status
of the data in the
cabinet/folder/document
getBinaryDataFromFile Used to retrieve the binary data
associated with the file.
deleteFile Used to delete a file with help of
its absolute name.
generateSummaryReport Used to get a summary report on
the status of the data in the
cabinet/folder/document
getProcessSupervisorAuth Used to find and set whether the
Supervisor is made powerless or
not. If supervisor is made
powerless its Supervisor rights
are stripped off and the user
becomes the normal user. Once
done rights cannot be restored
again.

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5.3 Imaging Toolkit
Imaging toolkit is designed to provide super-fast image processing operations to
OmniDocs Imaging libraries. It provides support to image enhancement, image
recognition, image compression, image conversion, and image manipulation
features. OmniDocs Imaging library provide supports to multiple file formats, such as
TIF, GIF, JPG, JFIF, BMP, DIB, PCX, DCX, and HTML. These libraries are available
on Windows, Linux, and UNIX platforms and supports data extraction through OCR,
ICR, MICR, and OMR.
The different functionalities of present in OmniDocs Imaging toolkit are:

File Formats and Compression

Image Manipulation

Image Enhancement

Image Analysis

Form Processing and Data

Extraction

5.3.1 Image Viewer

Image Viewer is in house developed viewer for image documents which provide user
with the capabilities to do out of operations like applying annotations, attach notes,
applying stamps and watermarks etc. Image viewer is very flexible and
indispensable tool for any document management system.

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The various characteristics of Image Viewer are:
 Provides built-in customizable toolbar for all images and annotation
operations.
 Available in different operation modes, such as Visible, Invisible, Fast display,
and Clip composition.
 Store and retrieve annotation objects to and from external files.
 Provides easy multi-user application software development.
 Provides multi layer security features, such as user rights on image and
annotation groups.
 Provides zooming at 25%, 50%, 75%, 100%, 125%, 150%, 200%, Fit-To-
Width, Fit-To-Page, Fit-To-Height, and custom specifications.
 Provides hand signatures using pressure sensitive pointing devices, such as
Tablet pens.
 Provides facility to hide or show annotation groups.
 During setting up of new environment, the user can define the text for
watermark; also the position of watermark can be configured.

5.3.2 Imaging Components

5.3.2.1 Image Viewer Applet
It is a lightweight multithreaded applet, based on Java beans architecture, which
comes along with OmniDocs. It uses Newgen’s Java-based imaging libraries to
support viewing, manipulating, and applying diverse annotations on documents of
various Image formats, such as TIFF, JPEG, GIF etc., and can be used with any
standard browser (IE/Netscape etc.). Image Viewer applet uses a unique
progressive display mechanism for optimized image display. It provides super fast
geometric operations like invert, flip etc. In addition, when image document is
opened in applet viewer user can perform the rotation of images in multiple of 90
degree angle and also can save the rotation. After saving rotation, the document will
be updated in repository as well.

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Another unique feature provided in image Viewer applet is disabling print-screen
option that is the user can disable the print-screen option to restrict the screen shot
capture of document from OmniDocs. This feature is configurable as user can
enable or disable this according to required use case.

Furthermore, the image Viewer applet supports viewing documents at various zoom
levels, and has with a special zoom lens to zoom in a particular part of a page. All
core image-processing functionality such as image decoding/encoding,
enhancement, brightness adjustment etc is also provided.

5.3.2.2 OpAll Viewer

OpAll Viewer is a highly advanced, lightweight HTML5 viewer, which like a document
viewer provides the functionality of viewing document images of various industry
standard formats in different view modes. The HTML5 Viewer allows viewing and
editing of plain as well as annotated images in file formats, viz. TIFF, BMP, GIF,
JPEG and HTML documents. Transfer of image and annotation data between server
and client takes place through the Hyper Text Transfer Protocol.

Image operations such as Print, Zoom, Rotate, Negate, Flip (Vertical/Horizontal) etc.
can be effected directly on to the downloaded image through appropriate method
calls. OpAll Viewer ensures superior image quality, flicker-free panning and
dragging, independent of the viewing mode and state.

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CHAPTER 6 – Product Extensions
6.1 Record Management System
Record Management system manages the complete life cycle of both physical as
well as electronic documents. It manages Physical documents from their creation,
use, storage, and maintenance to eventual destruction or permanent preservation
while retaining integrity, authenticity and accessibility of corporate records.

The major features include:

 Record Classification in terms of Classes , File plan, File Parts etc
 Establishes a uniform set of policies and standards for acquisition, classification,
retention, movement and disposal
 Tracking of Physical Movement of Documents.
 Accept/Reject Transfer Notes
 Record Request and Loaning Facility
 Email Notifications to notify users for the Overdue requested items
 Support for Barcode and Consignment Preparation & Tracking
 Security against unauthorized access through rights management (Create,
Modify, Delete etc)‫‏‬
 Reports on User-activity, overdue, storage structure, and Transfer Note Status.
 Comprehensive search on Fileplan and Records based on General Properties,
Date range and meta-data fields.

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CHAPTER 7 - Architecture & Technology
7.1 Introduction
OmniDocs is an Enterprise-class Document Management and Workflow system. It
allows users to manage image as well as electronic documents in a single central
repository.
It is a scalable, multi-tiered, platform-independent solution built using robust server-
side Java and J2EE technologies. It provides industry-strength security, supports
disaster recovery and provides fault-tolerance and high-availability

OmniDocs Architecture Diagram

The internal architecture of OmniDocs is depicted below:

Figure 7.1 OmniDocs Architecture

Newgen OmniDocs 8.1 User Guide Page 79

7.2 OmniDocs Web Server Layer
The primary function of a web server is to store, process and deliver web
pages to clients. The communication between client and server takes place using
the Hypertext Transfer Protocol (HTTP) or secure Hypertext Transfer Protocol
(HTTPs).

OmniDocs Web Server Layer generates user interface for OmniDocs functionalities.
This layer is present in between the Web Server and the front-end application
machines. OmniDocs Web Server Layer is built using platform independent
JSP/Java. OmniDocs supports deployment of multiple web servers, which can
seamlessly connect to the same or multiple transaction servers. This provides
support to scale-out OmniDocs web servers as the load on the system increases, in
terms of number of users connecting to the system.

7.3 OmniDocs Application Server Layer

An application server is a component-based product that resides in the middle-tier of
a server centric architecture. It provides middleware services for security and state
maintenance, along with data access and persistence . OmniDocs Application Server
layer is a Service Oriented Architecture (SOA) built using J2EE standard. It is
available through J2EE application servers such as WebLogic, JBOSS, Web Sphere.
It provides OmniDocs the flexibility, scalability and platform independent architecture
that a DMS system requires.

It abstracts the complexity and configuration of the underlying OmniDocs Engine and
exposes the functionalities as industry-standard complete XML interfaces over the
OmniDocs Engine, using which client applications can easily integrate their
applications, or develop new applications on top of the OmniDocs Engine to take full
advantage of the OmniDocs DMS. Internally, it interfaces with the Database through
JDBC and with Image Servers using XML. It is responsible for Transaction
Management, Connection Pooling and Session Management. This ensures that
there is no limit to the number of users accessing OmniDocs concurrently without
facing any impact on performance.

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7.4 OmniDocs DataBase Server Layer
OmniDocs Database Server Layer is a layer that is present in between the database
and the front-end machines. It acts as an interface between the two systems.

OmniDocs Database Server Layer implements the core business logic of OmniDocs
using Optimized Stored Procedures. It is available on MS-SQL Server and Oracle on
Windows and Linux platforms.

Deploying a clustered database solution: This deployment is also supported in

OmniDocs, wherein multiple databases can be deployed. This ensures better
response time as well as high availability. Each would have a separate set of
documents, with the option of replicating documents from one server to the other.
Such a scenario could be likely in case of multi-location deployment, and offline /
online document replication to alternative site/server.

Clustering offers two major advantages, especially in high-volume database

environments:

 Fault tolerance: Because there is more than one server or instance for users

to connect to, clustering offers an alternative, in the event of individual server

failure.
 Load balancing: The clustering feature is usually set up to allow users to be

automatically allocated to the server with the least load .

7.5 OmniDocs Image Server

Image Server is responsible for storage and retrieval of documents and for the entire
document lifecycle management, moving documents from online to offline storage,
data caching, replication etc.
The Image Server is highly scalable, and can support billions of documents and
terabytes of data. The Image Server is designed to support environments, where
Image Storage is distributed across multiple locations. The index information for the
archived images is maintained in a Centralized Index Database, and the actual

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images are stored in physical entities called Sites (SMS), which can be deployed at
the same or remote locations.

The Image Server consists of a Centralized Index Database (Image Server

Database) and multiple Storage Management Servers (SMS) located at multiple
sites.

Image Server Database

Image Server Database handles the storage and retrieval of documents. It stores
image documents using File System and maintains metadata information about
these documents in the database. This metadata information includes location and
size of image documents and other attributes relevant to mapping to actual
document on the File System.

The Image Server Database contains index information about sites, volumes,
volume-blocks and the documents stored within each volume-block. Index
information about a document includes the Volume-Id, and the Document-Id. This
index information may pertain to documents available at local or remote sites.
Typically, in OmniDocs, there is one single Image Server Database for each
Document Database.

Storage Management Server (SMS)

Storage Management Server manages the actual storage and retrieval of Image
Data, it listens for requests from Image Server client and consequently performs
document addition or retrieval or any other operation on request. You can connect
any storage device to your system and register it with SMS. Subsequently, you can
access the storage system as and when required through SMS.
Multiple SMS can be deployed for a single Image Server. Typically, this will happen
for scalability / availability at multiple locations for bandwidth management. SMS has
the concept of labels, created for different storage media attached to the SMS.
These labels are logical references to absolute path on the media.

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Scalability in OmniDocs provides support to/for the following:
1. Multiple Image Servers connecting to single or multiple database servers.
2. Unlimited volume/volume blocks on a single Image Server thus a single image
server can support billions of documents.
3. Unlimited Remote sites for optimized performance at remote sites.
4. Both access/addition at remote sites.
5. Both read/write caching for high performance.
6. Page-wise data fetching of multi-page images for better bandwidth utilization
(very useful in case image is transferred over network to remote server).

Replication
This is a concept of replicating/copying documents from a home site to one or
multiple replica site(s). Image Volumes of one site can be replicated to one or more
sites. Image Volumes can be configured for immediate replication as well as delayed
replication. A site where Image Volumes are replicated work as replica site; a replica
site is an alternate site where the document of the home-site is replicated. One
Volume can have multiple replica sites but have only one home site.

7.6 AuthenticationServer - LDAP

LDAP service integrates with directory services for user authentication to ensure
maximum security to the user data. It synchronizes with directory services for
retrieving user or group related information and simultaneously supports single sign
on for authentication. Single sign on (SSO) is mechanism whereby a single action of
user authentication and authorization can permit a user to access multiple
applications where he has access permission, without the need to enter login
credentials again. The user’s authorization details are present in the Domain or in
LDAP Server. These details are accessed by OmniDocs Authorization Manager to
allow users to assign access permission to OmniDocs cabinet. The client machine
has access to cabinets only if the cabinet is mapped to the LDAP Server.

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