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Content Manager 10.1 release
The following new features are available with the 10.1 release:
New Features
Platform Continuance
Content Manager 10.1 Introduces support for:
•IDOL, KeyView and Media Server 12.10
Operating Sytems:
•Windows 11 (64-bit)
•Windows Server 2022 (64-bit)
Compliance:
•Public Record Office Victoria (PROV) Version 3 VERS Encapsulated Objects (VEOs) compliance
Content Manager Microsoft Teams Integration
Theme: Total Cost of Ownership
An important feature in this release is the introduction of the Content Manager Microsoft (MS)Teams
integration. This new integration enables Content Manager to support the archiving of MS Teams data
as records. MS Teams is a collaboration tool that is being increasingly used by organizations for day-to
day business transactions and being able to capture and manage these transactions provides
organizations with information governance capabilities that have not been previously available as a
seamless integration. This integration provides functionality to allow organizations to automatically
capture conversations, files and post from MS Teams Channels and chats, as well as providing the
option for users to make the record creation decision. Content Manager functionality allowing users to
search for records and view record properties is also exposed within the MS Teams interface. Content
Manager records can also be added to Teams Channels, providing easier access to records within the
MS Teams application.
For more information regarding the new Teams integration features, please read pages 8-12 of the official
full release notes.
Content Manager Mobile App
Theme: User Experience
The new Micro Focus Content Manager Mobile app is a native application that enables users to
securely access Content Manager records from their mobile phone devices. The Content Manager
Mobile app is available on both Android and iOS platforms and can be downloaded and installed from
their respective stores, Google Play or Apple App Store. Mobile users can now create records while out
in the field, including attaching mobile artifacts such as photographs and documents, from their mobile
device, as well as search for and view existing records in their organisation’s Content Manager dataset.
For more information regarding the new Mobile App features, please read pages 12-16 of the official
full release notes.
Content Manager Web Client
Theme: User Experience
Grid View
The Content Manager Web Client now includes an option to display search results in a grid view
format, which provides a similar viewing experience to the Content Manager desktop client. The new
grid view is in addition to the existing list view option and users can toggle between the two options,
allowing for flexibility of working preferences and requirements, as well as user familiarity. Viewing data
in a grid format provides users with the ability to quickly compare data, and users often find this format
easier to understand and interpret.
Recycle Bin
The ability to send records to the Recycle Bin from the Content Manager Web Client has been
introduced in 10.1. The Recycle Bin functionality in the Web Client is the same as the behaviour in the
client. Records are sent to the Recycle Bin via the Action panel, Add/Remove - Add to Recycle Bin
option, and the user must select a reason for recycling as a part of the recycling process. Once records
have been sent to the Recycle Bin, they will only be accessible by users who have the required user
permissions to access them from the Recycle Bin tray displayed from the masthead menu Records –
Recycle Bin option, and if required, the users with appropriate permissions will be able to Restore
records from the Recycle Bin in the Web Client.
Content Manager Client
Theme: User Experience
Property Editor
The new Property Editor option allows users to update the properties of Content Manager objects,
either as a single object update, or as a multiple object update. The advantage of the Property Editor is
that it allows for the update of properties that were previously only accessible from the object property
form which meant that objects, such as Record Types, could only be updated one object at a time. In
10.1, using the Property Editor, the object properties on multiple objects of the same type can be
updated in a single update.
The Property Editor is accessed via the right-click menu on supported objects.
The supported objects are:
•Records
•Locations
•Record Types
•Classifications
•Thesaurus Terms
•Retention Schedules
•Consignments and Consignment Templates
•Origins
•Check in Styles
•Document Queues
•Spaces
•Meetings
Custom Tooltips
As an extension to the options to add Placeholder Text within fields and Custom Text fields on Record
Entry forms that were introduced in 10.0, Administrators now have the option to add custom Tooltips to
fields on Record Entry forms via the new Tooltip tab available on the Form field Properties dialog.
Cascade Properties
In the View pane for objects, it is now possible to include properties of the parent property on the child
object’s view pane, so details of the parent object can be seen without having to navigate from the child
object. For example, on records, users can include the additional properties about the container on the
contained record’s view pane. Only properties that can have properties, such as objects, can have
Cascading Properties applied to them in the view pane. To allow for Cascading Properties to be
configured on supported property types, the User Option – User Interface - Show Cascade
Properties in View Pane for Object Properties must be enabled.
For properties in the view pane that have content that is longer than two rows, there is now the ability to
expand and collapse the property row to allow improved access to the content in the property row.
Where appropriate, a scroll bar will also be added to the property row in the view pane.
Automatic Container Creation
The automatic creation of records to be used as a container for new records can be configured for
Classifications that are available to the auto-classification process and Check In Styles. This
automated container creation process was previously available for Origins, but its use has been
extended and enhanced in 10.1. Using the Create Container Settings on the supported object types,
Organizations can configure the record type to be used for the automatically created containers, when
containers should be created, as well as defining the metadata to be added as the container’s title.
When new records are created using Origins, Classifications, or Check In Styles that have the Create
Container settings configured, whenever records that require a container to be created, based on the
settings defined, a new container will be automatically created, and the record contained within in.
Event Monitor in client
The Event Monitor option in the Content Manager client gives users with the required permissions to
Content Manager, but who do not have access to Content Manager Enterprise Studio, the ability to
monitor the Event Processing status for the available Workgroup Servers.
To access the Event Monitor in the Content Manager client, from the Administration ribbon, in the
Other group, click Event Monitor.
The Event Monitor window will open displaying all active events with their processing data.
Export Metadata
The Export Metadata Tool is a new utility available in the Content Manager Client, or it can be invoked
using the Content Manager command line interface. As the name implies, it may be used to export the
metadata associated with existing records. The interface and functionality are closely modeled on the
existing Print Merge tool, but with one major improvement, namely optimized fields. These are fields
that can be efficiently retrieved from the database, so exporting ‘only’ these fields can greatly improve
export operations. Currently it only supports the exporting of Records.
Record Store Transfer
Accessed via the Administration ribbon, in the Other group, the new Record Store Transfer feature
provides support for the migration of electronic records from normal document stores to SEC-compliant
stores. Using this feature organizations can define what components of records, that is, the main
document, renditions and revisions, are to be included in the transfer. As this new transfer option is not
an ‘all documents to a new store’ transfer option, it may also be useful for organizations who have a
requirement for geographically localized stores to their users as it allows for the transfer of specific
documents to different stores.
This Record Store Transfer feature can also be run via the Content Manager Administration
Command Line Tool. The required settings file is generated via the Content Manager client Record
Store Transfer dialog, and then can be executed using the Command tool.
Theme: Total Cost of Ownership
XDMS (External Document Management System) Integration
Some new API methods have been added to allow records to be linked by an External Identifier to an
external document management system. The primary purpose of implementing this linkage is to allow
the advanced retention system to incorporate a confirmation loop to ensure the external document
system doesn’t get left with pointers to orphaned records.
As part of the advanced disposition feature, Content Manager automatically detects consignments that
contain externally managed records and then requires an acknowledgment from the external system
before disposal can proceed. This applies only to “Destroy” consignments, the acknowledgment can be
done either manually using the user interface or automatically by having the external system poll the
SDK for records pending destruction.
The following Content Manager objects constitutes the XDMS system:
•New Record types (External DMS Folder/Document)
•New state with consignment approval to confirm from the external system to proceed with disposal process.
Theme: Lifecycle Management
As a part of the Advanced Disposal Processing feature, a new component has been introduced,
Consignment Templates. Multiple Consignment Templates can be created for each Consignment type
and they allow Organizations to create generic templates that can be used as a starting point for the
creation of Consignments. These templates can also be used for automating the process of creating
Consignments using the Content Manager Administration Command Tool, or via the Windows Task
Scheduler.
There is now also the option to create a default Consignment Log Layout for each Consignment type
via the System Options – Disposal page. A default log format can be created for each type of
Consignment to contain specific record metadata relevant to the Consignment type, and can be
selected to use on Consignment Templates, or Consignments as they are created. Organizations can
also modify this layout ‘on the fly’ on individual Consignment Templates or Consignments, if required.
Microsoft Office Integration
Theme: User Experience
Email notifications - support secure SMTP servers with STARTTLS
Content Manager 10.1 supports the STARTTLS security option for connecting to SMTP servers, when
sending email alerts and notifications. This option is necessary when using an Office 365 mail server.
This new option is accessed and configured in the Content Manager Enterprise Studio, from the Home
ribbon, in the General group, click Options - Email Notifications tab.
Content Manager SharePoint Governance and Compliance
Theme: User Experience
Folder mapping for Owners
When folders are created in Content Manager from a SharePoint library, the Owner of the folders is
assigned to the System Administrator account. This automatic assignment of Owner can become an
issue when creating Consignments that require Owner approval, as the Owner is a System
Administrator account, rather than a business Owner. As a result, a manual review of each SharePoint
folder to determine the appropriate Owner before the Consignment is created is required.
This new feature allows the mapping of the Owner column in SharePoint to the Content Manager
Owner field for folders.
Content Manager Infrastructure
Theme: Cloud Optimization for MSP vendors
Single Sign On with OpenID Connect
OpenID Connect authentication in Content Manager has been enhanced so that Content Manager and
all Content Manager integrated applications share the same logon credentials, in the same user
session. Consequently, users with multiple Content Manager applications only need to log on once,
and when they sign out, they are automatically signed out of all Content Manager applications.
Theme: Total Cost of Ownership
SQL Text Indexing
In 10.1, the Content Manager text indexing engine that has been in place for many years has been fully
replaced with the Structured Query Language (SQL) text indexing capabilities built in to modern
relational databases. This capability was first introduced in Content Manager 10.0 as an alternative.
From 10.1 onwards SQL text indexing is the only way to index metadata such as titles, notes, text type
Additional Fields, Classifications, Location Addresses and Names and so on.
The introduction of SQL Text Indexing now indexes the Notes fields of other Content Manager objects,
such as Locations, that were not indexed in earlier releases of Content Manager. Indexing these Notes
fields allows users to now be able to search on the Notes fields for supported objects.
AWS Storage - new authentication options
Content Manager 10.1 supports two new authentication options for AWS S3 document stores -
Amazon Security Token Service (STS), and EC2 Instance Metadata Service (IMDS). The STS option
is necessary for accessing storage in the AWS C2S offering, while the IMDS option allows a
Workgroup Server running on an EC2 instance to use local EC2 metadata to connect to S3.
Post-install client configuration
The Content Manager client installer contains a file CMClientConfig.xml, which allows the
specification of datasets and HKCU registry values. This file can be customized with site-specific
settings and then replaced in the Content Manager client installer. The settings in CMClientConfig.xml
are applied the first time Content Manager runs after installation.
Enhanced Features:
Content Manager Client
Theme: User Experience
Alerts
When creating or modifying Alerts, users now have the option to associate a specific Email Template
to be used when sending the Alert email notification. These Email Templates are only available for use
on Alerts, and are Alert object type specific, they cannot be accessed via the Administration – Email
Templates dialog.
Revisions
The limit on the number of Revisions has been updated and there is now no practical to the number of
Revisions that can be added to records.
Working with Thesaurus Terms and Relationships
The process to add and remove Thesaurus Terms and Relationships on multiple records has been
enhanced. For Thesaurus Terms and Relationships new menu options have been added to the record
right-click Details menu.
View Rights - Ribbon tab
To enable easier access to determine why certain ribbon options are not available to a user in the
Content Manager client, a new tab called Ribbon has been added to the View Rights dialog.
Edit Caption Improvements
The Edit Caption dialog has been redesigned in 10.1. The dialog now allows Administrators to filter the
displayed list of captions to show either Objects, Generic Items or User Option Sets, then to further
filter the list to a specific object type, e.g., Actions other relevant filters, depending on the selected
category. Administrators can also further refine the displayed list of captions to include captions that
only match a particular search term. Captions that have the search term in the Internal Name or
Description will be returned in the search list.
Print Merge Improvements
The ability to create Print Merge Configuration files has been introduced. These Print Merge
configuration files allow users to create template Print Merge files which can be saved for easier
creation of Print Merge documents, shared with other users via an Export and Import function, and
easily loaded via the Print Merge dialog, saving time and effort in having to rebuild a Print Merge each
time they need to generate a Print Merge for the different tasks they complete.
Option to use a Check In Style for record creation
From the Content Manager User Options – Documents page, users can set a default Check in Style to
be used when dragging and dropping a document on to Content Manager to create a new record. The
Check In Style’s Record Type will be selected by default on the Check In document dialog, and any
default settings associated with the Check In Style will be applied to the new record. This default
Check In Style will also be used when processing a dropped folder, or multiple documents.
Ability to set the format of the URL Link
When creating an URL Link from Content Manager, users now have the option to select a display
format for the link, either Windows Client format, e.g.,
contentmanager://record?DB=45&Type=97&Items=1&[Item1]&URI=1 or the format defined by the
Content Manager Web Server URL in the System Options – Web Services page; Administrators
can also set this option as a Global Setting, if required.
Theme: Lifecycle Management
Transfer Consignment acknowledgment
As a part of a Transfer consignment, there is an option to flag a Consignment, or Consignment
Template that the Consignment cannot be completed until acknowledgment that the transfer has been
received by the Organization.
Theme: Total Cost of Ownership
Document Store Pools
In previous releases of Content Manager, when creating Document Stores, organizations had the
option to associate the store to the general document storage pool. In this release, the Document Pool
option has been extended to allow for multiple Document Store Pools to be created and assigned to
Document Stores, or to Record Types, to allow Content Manager to save new electronic objects to the
best available store within the selected pool.
Easier access to Log files (Setup Info)
To allow for easier access to the Log files generated by Content Manager processes, the Content
Manager Setup Information window, accessed via the File ribbon, now contains a group called Log
Files. Within this group, there are sub-groups for Client Logs and Server Logs, with a list of the latest
log files that have been created available. The log files can now be opened directly from the Content
Manager Setup Information window by double clicking the Edit option.
Microsoft Office Integration
Theme: User Experience
Improved support for remote workers in Office Integration
The Content Manager Microsoft Office integration no longer attempts to connect to Content Manager
as the Office Application opens, instead, the connection is completed when the user chooses an action
from the Content Manager ribbon, or from the Content Manager options in the File menu. This improves
the experience of remote workers who may not always have a connection to Content Manager.
Note: More detail can be found in the
release notes, found here
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