General ECM Questions

IBM FileNet P8 Interview Questions and Answers - I

  • IBM FileNet P8
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1. What is Life Cycle in FileNet?

A lifecycle defines a sequential set of states a document passes through. Actions can be triggered at each transition:

  • Common states: Draft → Review → Publish → Close

  • Actions: Promote or Demote
    It helps automate governance based on the document’s current state.

2. What are Events and Subscriptions?

  • Event: Trigger when an object is created, updated, deleted.

  • Subscription: Binds an event (e.g. Creation) to an event action (e.g. start workflow).
    Example: A document creation event triggers a workflow for approval.

3. What are Properties in FileNet?

Metadata fields attached to an object (Document, Folder, etc.).
Types: String, Boolean, DateTime, ID, Float, Object, etc.

  • Supports choice lists, multi-value, default values, object references.

4. What is a Custom Object?

  • Object without content or versioning

  • Stores structured business metadata

  • Can be filed in folders, trigger events, participate in workflows
    Useful when content is not needed but structured metadata must be stored.

5. What is an Annotation?

An object used to comment on or add notes to documents.

  • Attached to specific version of a document

  • Has its own content, security, event subscriptions

  • Not versioned independently of the base document.

6. What is a Folder?

A container object used to organize documents.

  • Hierarchical

  • Can hold documents, custom objects

  • Filing does not duplicate content

  • Supports custom properties, lifecycle, and events.

7. What is a Document in FileNet?

A primary object that may include content, properties, and versioning.

  • Can be filed, versioned, secured, audited

  • Can have lifecycle, subscriptions, content search indexing

  • Can be rendered, published, or linked to external systems.

8. What is FileNet P8?

An IBM platform for ECM (Enterprise Content Management) combining:

  • Content Engine (CE)

  • Process Engine (PE)

  • Application Engine (AE)
    Handles documents, workflows, compliance, and business rules.

9. How to upgrade from FileNet P8 3.5 to 4.0?

Key differences:

  • CE re-written in Java, runs in J2EE app server

  • GCD now stored in DB (XML format)

  • Enhanced content caching

  • Communication over EJB/Web Services

  • Process Routers replaced with Connection Points

  • Cross-platform (Windows, Linux, UNIX)

10. What’s the History of FileNet P8?

  • Founded: 1982

  • Acquired by IBM: 2006 for $1.6B

  • First to deliver:

    • Document Imaging (1985)

    • Business Process Management (BPM)

    • COLD (Computer Output to Laser Disk)
      Developed its own OS (FDOS) and file system before common standards like TCP/IP and NFS.

    • 11. What is an Object Store?

      An object store is a secure repository backed by a database used to store:

      • Documents

      • Folders

      • Custom Objects

      • Metadata (classes, properties, etc.)

      12. What components must exist before creating an Object Store?

      • A database for storage

      • Connection pools and data sources in the application server

      • An administrative user with database access

      13. What are Object Store folders and nodes (as seen in FEM)?

      Key folders include:

      • Choice Lists – Predefined property value lists

      • Document Class – Definitions of document types

      • Document Lifecycles – Lifecycle policies and actions

      • Events – Contains Event Actions and Subscriptions

      • Index Areas – For content-based retrieval

      • Property Templates – Reusable property definitions

      • Publishing Queue – Tracks document publishing requests

      • Root Folder – Top-level system and user folders

      • Saved Searches – Saved query definitions

      • Search Results – Query execution results

      • Security Policies – Security control templates

      • Storage Policies – Directs document storage location

      • Unfiled Documents – Content not stored in folders

      14. What is ECM (Enterprise Content Management)?

      ECM involves tools and strategies used to capture, manage, store, and deliver content in digital form to support business processes.
      It helps in managing unstructured data like documents, forms, and emails.

      15. Explain the concept of Classes in FileNet.

      • Every object in FileNet belongs to a Class

      • Classes define the object’s behavior, security, and properties

      • All objects of a class behave the same but hold different data

      16. What are the predefined classes in Content Engine?

      Some important system-defined classes:

      • Document, Folder, Custom Object, Annotation

      • Choice List, Property Template, Storage Area

      • Document Lifecycle Policy, Event Action, Security Policy

      • Link, Index Area, Subscription, Version Series

      17. What is a Custom Object (again, more detail)?

      • Non-versionable, metadata-only container

      • Can be hidden, filed, and secured

      • Can be subclassed and extended

      • Used for lightweight business objects

      18. How do you create a subclass of Document in FEM?

      Steps:

      1. Open FileNet Enterprise Manager (FEM)

      2. Navigate to the Object Store → Classes → Document Class

      3. Right-click → New Class

      4. Follow the wizard to define name, properties, and security

      19. What are Properties in FileNet?

      • Key-value pairs that store metadata for objects

      • Can be required, multi-value, system-generated, or user-defined

      • Reuse possible via Property Templates

      20. What is a Connection Point in FileNet?

      A Connection Point maps to an Isolated Region in Process Engine.

      • It's used by Workplace, Process Designer, and other tools

      • Set via Site Preferences in Workplace

      • 21. What is an Isolated Region in FileNet?

        An Isolated Region is a logical subdivision of the workflow database that stores:

        • Work queues

        • Rosters

        • Event logs

        • Workflow definitions
          Each Workplace app or workflow uses a specific isolated region via a Connection Point.

        22. Can we create a subclass of the Folder class?

        Yes.

        • You can create subclasses of the Folder class in FEM

        • You can also define custom properties for these new subclasses

        23. What is a Choice List?

        A Choice List is a predefined set of values for a property.
        Benefits:

        • Prevents user input errors

        • Simplifies data entry

        • Ensures consistent metadata values
          Can be grouped or nested for better usability.

        24. Explain the concept of Documents in FileNet.

        Documents:

        • Belong to a document class

        • Are versionable

        • Have properties/metadata

        • Can include content or be metadata-only

        • Can be filed in folders, attached to workflows, or participate in lifecycles

        25. What are Compound Documents in FileNet?

        Compound Documents:

        • Containers that link multiple documents together

        • Allow reuse of components (e.g., embedded files or sections)

        • Improve document integrity, management, and consistency
          Example: Policy handbook with linked templates and legal terms.

        26. Explain the concept of Folders in FileNet.

        FileNet folders:

        • Organize documents and objects

        • Can be nested and secured

        • Support custom properties, event subscriptions, and security inheritance

        • Can be hidden or shown using system properties

        27. What is a Property Template?

        A Property Template is a reusable definition of a property (metadata field):

        • Data type, default values, single/multi-value settings

        • Once defined, it can be reused across multiple classes

        • Central point for localization and consistency

        28. Key Features of Content Engine (CE):

        1. Auditing & Trace Logging

        2. Choice Lists & Classes

        3. Document & Compound Document Support

        4. Folders & Property Templates

        5. Search, Publishing, XML support

        6. Deployment & Migration tools

        7. Lifecycle, Events, Import/Export

        29. What is a FileNet P8 Domain?

        A domain is a logical grouping of:

        • Object stores

        • Index areas

        • Storage areas

        • CE servers
          Each CE server belongs to one domain and can only access resources within it.

        30. What is GCD (Global Configuration Data)?

        The GCD is the core metadata store for a FileNet domain. It defines:

        • Sites, servers, virtual servers

        • Object stores

        • Storage/index areas

        • Add-ons, markings, fixed content devices
          Stored in a database, not a file system, as of FileNet 4.0+

        • 31. What is an Event Action?

          An Event Action defines the task to perform when an event is triggered.
          You can:

          • Call a Java class using a class path

          • Use a Code Module (JAR/class file)

          32. What is an Event Subscription? List events and their descriptions.

          A subscription links an object/class to an event action and specifies trigger events.
          Common event types:

          • Checkin, Checkout, Create, Delete, Promote, Demote

          • ChangeState, File, Unfile, Freeze, Unlock

          • CustomEvent, CancelCheckout

          33. How to create a Custom Event?

          1. In FEM, create a class from Custom Event base class

          2. Add it to the object store

          3. Use it in subscriptions

          34. What is a Workflow Subscription?

          It launches a workflow automatically when a trigger event (like document creation) occurs on an object.

          35. Describe Audit Logging.

          Audit Logging captures activity on auditable objects and creates entries like:

          • Create, Modify, Delete, Checkin, Access, etc.

          36. What info does an Audit Entry contain?

          • Event type, method

          • User and timestamp

          • Object ID, class, and result (Success/Failure)

          • Changed properties

          • Query or security change logs

          37. What objects are auditable?

          E.g.:

          • Document, Folder, Custom Object

          • Event Action, Property Template

          • Security Policy, Storage Area, Subscription, etc.

          38. What events are auditable for all classes?

          • Create, Delete, Retrieve, Update, ChangeClass

          • Query, ModifySecurity, AccessDenied

          • For documents: Promote, Demote, Freeze, Checkin, Checkout, Classify, etc.

          39. FileNet Workplace Left-side Hierarchy?

          • Tasks → Inbox, Active Workflows

          • Browse → Object Stores

          • Search → Simple Search

          • Tools → Add Document, Workflow, Policies

          • Admin → Preferences, Config Console

          40. What is PCC (Process Configuration Console)?

          Used to configure:

          • Isolated regions

          • Queues, rosters

          • Event logs

          • Enable/disable audit and stats logging

          41. What is Process Administrator?

          Used to:

          • Search/manage workflows

          • Edit workflow data

          • Monitor or terminate workflows

          42. Use of Site Preferences in Workplace?

          Controls:

          • UI behavior

          • Security settings

          • Application behavior for all users

          43. What is a Search Template? How to create it?

          Template for reusable searches
          Create via Workplace:

          1. Author → Advanced Tools → Search Designer

          2. Select Object Store, Object Type

          3. Define search criteria and save template

          44. What is Process Designer?

          Tool to:

          • Create/modify workflow definitions

          • Define steps, routing, participants, data mapping

          45. What is Workflow Definition?

          A visual representation of a business process.
          Includes:

          • Steps

          • Routing logic

          • Participants

          • Launch/data rules

          46. Difference between getInstance() and fetchInstance()?

          • getInstance() → Doesn’t fetch properties; requires fetchProperties()

          • fetchInstance() → Retrieves properties immediately using a filter

          47. Important FileNet Terms

          • ACE: Access Control Entry

          • ACL: List of ACEs

          • Authentication: Verifies identity

          • Authorization: Grants permissions

          • Component Queue: External workflow interactions

          • Event Action: Executes tasks when events occur

          • Subscription: Binds event triggers to actions

          48. FileNet 4.0 Architecture & AE/CE/PE Communication

          • AE ↔ CE: EJB or Web Services

          • CE: Runs in J2EE server

          • PE ↔ CE: CORBA/IIOP
            All communication is layered and secure.

          49. Content Engine Architecture

          • Based on Java API

          • Runs on J2EE app server

          • Object-oriented repository

          • Supports compound documents, content-based retrieval, auditing

          50. Process Engine Communication Model

          • Uses Connection Points to map isolated regions

          • Communicates with CE via ORB/IIOP

          • Supports email notifications, business rules, and simulation

          to be continued . .

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