The IBM FileNet Event Framework in version 5.5.x supports external notification systems by enabling events within the content repository (like document creation, updates, or deletions) to trigger actions that send data or alerts to external systems — such as email servers, webhooks, messaging queues, or third-party applications.

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📡 How Event Framework Supports External Notifications

✅ 1. Custom Event Action Handlers

• You can write a Java-based Event Action Handler that gets triggered by a subscription.

• This handler can:

o Call external REST APIs

o Send messages to Kafka, JMS, or MQ

o Write to external logs

o Trigger email or SMS notifications

📌 You implement the EventActionHandler interface:

java

CopyEdit

public class NotificationHandler implements EventActionHandler {

    public void onEvent(ObjectChangeEvent event, ExecutionContext ec) {

        // Fetch object metadata

        Document doc = (Document) event.get_SourceObject();

        String name = doc.get_Name();

        // Call external webhook (e.g., using HttpURLConnection or Apache HttpClient)

        // Send JSON payload with document details

    }

}

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✅ 2. Asynchronous Event Queue (AEQ)

• For scalability and non-blocking execution, Event Actions can be executed asynchronously.

• This decouples the user action (e.g., uploading a document) from the notification logic.

• You can configure an Asynchronous Event Queue (AEQ) to route events to a handler that pushes updates to external systems.

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✅ 3. Integration via External Process Engine Workflows

• Instead of writing Java code, you can auto-launch a workflow using the Event Framework.

• The workflow can:

o Call external services via Integration Steps

o Send emails via Email Step

o Store audit records

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✅ 4. Event Subscriptions on Documents or Folders

• Create subscriptions (in ACCE) on document classes or folders.

• Attach them to custom Event Actions (like the handler above) to monitor:

o OnCreateObject

o OnCheckin

o OnDeleteObject

o OnChangeState

This makes it flexible to define which events will notify the external system.

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📘 Example Use Case

🔔 Notify a Slack Channel When a Contract Is Uploaded

1. Create an Event Action that posts a message to a Slack webhook with document metadata.

2. Attach the Event Action to a subscription on the ContractDocument class (OnCreateObject).

3. Set it to execute asynchronously.

➡️ Result: Any time a new contract is added, the Slack channel gets a real-time message.

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🧠 Summary

Feature Role

Event Action Handler Encapsulates logic to notify external systems

Subscription Binds events (like document creation) to handlers

AEQ Ensures scalable, non-blocking event processing

Workflow Integration Leverages low-code notifications and integration points

IBM Information Lifecycle Governance (ILG) includes a key product called IBM Content Collector (ICC), which is used to archive content from various source systems into IBM FileNet Content Manager. There are multiple ICC components (connectors), each tailored to a different source system.

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🧩 Components of ICC (IBM Content Collector)

There are several components (also called connectors) in the ICC family, including:

Component Description

ICC for File Systems Archives files from shared drives or local file systems.

ICC for Email (e.g., Microsoft Exchange, Domino) Archives and manages email data.

ICC for SAP Integrates with SAP systems to archive business documents and metadata.

ICC for SharePoint Archives content from SharePoint libraries and lists.

ICC for IBM Notes (Lotus Notes) Archives Notes emails and content.

ICC for Databases Archives records from relational databases.

ICC for Microsoft Teams (optional via connectors) Archives chat and file content.

These components may be deployed standalone or integrated into FileNet Content Manager or BAW for policy-driven archiving.

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🛠️ Implementing ICC for SAP

🔗 Goal:

To archive SAP documents and data to IBM FileNet, improving compliance and offloading SAP storage.

Steps:

1. Install ICC for SAP

o Use IBM Installation Manager to install ICC core and ICC for SAP module.

2. Set up SAP ArchiveLink Integration

o Configure SAP to use IBM FileNet as an external content repository via ArchiveLink.

o Define document types and repositories in SAP (OAC0, OAC2, OAC3 transactions).

3. Configure ICC for SAP

o Use ICC Configuration Manager to define:

 Archive tasks and schedules

 SAP content types and metadata mappings

 Target FileNet object store and document classes

4. Secure and Test the Connection

o Ensure connectivity between SAP, ICC, and FileNet.

o Run test jobs for document archiving and retrieval.

5. Go Live

o Monitor jobs via ICC logs and SAP archive logs.

o Configure retention, legal holds, and auditing if required.

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🛠️ Implementing ICC for SharePoint

🔗 Goal:

To archive SharePoint documents (and optionally metadata) into FileNet for long-term storage and compliance.

Steps:

1. Install ICC for SharePoint

o Install ICC core components and ICC for SharePoint connector.

2. Configure SharePoint Connection

o Use ICC Configuration Manager to:

 Connect to the SharePoint farm

 Define site collections and libraries to archive

 Provide authentication credentials (e.g., service account)

3. Define Archive Rules

o Choose archiving strategies:

 Full vs incremental

 Archiving documents with metadata

 Archiving only selected content types or libraries

4. Map Metadata to FileNet Classes

o Configure metadata mapping from SharePoint to FileNet document class properties.

5. Schedule Archive Jobs

o Create and schedule jobs for periodic archiving.

o Optionally, configure delete-on-archive if SharePoint storage needs to be reduced.

6. Monitor and Audit

o Use ICC job monitoring tools to track progress and troubleshoot.

o Verify content is accessible from FileNet with full metadata.

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✅ Summary

Task ICC for SAP ICC for SharePoint

Integration Type SAP ArchiveLink SharePoint API

Key Tool ICC Config Manager + SAP OAC* ICC Config Manager

Target FileNet (Object Store) FileNet (Document Classes)

Supports Metadata? Yes (from SAP document types) Yes (from SharePoint fields)

Automation Archive jobs + SAP triggers Scheduled archive jobs

IBM Content Collector (ICC) is part of IBM's Information Lifecycle Governance (ILG) suite and provides connectors for collecting, archiving, and managing unstructured content from various source systems like file systems, email servers, enterprise applications, and collaboration tools. The purpose is to move content into IBM FileNet for compliance, storage optimization, or information governance.

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📦 List of ICC Components and Their Usage

Here are the main ICC components (connectors), a brief on how each is used, and their pros/cons:

Component Description Usage Pros Cons

1. ICC for File Systems

| | Archives content from Windows or UNIX/Linux file systems. |

| ✅ Use | Define folder structures to scan, apply filters (by age, extension, size), and archive content into FileNet. Can delete or leave stubs. | | ➕ Pros | Easy to implement, supports large volumes, offloads storage. | | ➖ Cons | Metadata extraction limited; potential duplicate data if not filtered properly. |

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2. ICC for Email (Exchange / Domino)

| | Archives emails from Microsoft Exchange, Outlook, or IBM Domino. | | ✅ Use | Set policies to archive based on age, size, subject, mailbox rules. Integrates with Outlook for seamless access to archived emails. | | ➕ Pros | Reduces email server load, supports journaling, maintains full fidelity. | | ➖ Cons | Requires coordination with email admins; journal processing may need high processing power. |

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3. ICC for SAP

| | Integrates with SAP systems using ArchiveLink to store SAP business documents in FileNet. | | ✅ Use | Set up ArchiveLink in SAP (OAC0, OAC2, etc.), configure repositories and ICC archiving rules. | | ➕ Pros | Certified by SAP, ensures long-term archiving, integrates with SAP workflows. | | ➖ Cons | Requires SAP expertise; setup is more complex than file-based archiving. |

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4. ICC for SharePoint

| | Archives documents, list items, and metadata from SharePoint sites. | | ✅ Use | Define site collections, libraries, content types; configure archive tasks and metadata mapping to FileNet classes. | | ➕ Pros | Reduces SharePoint storage, preserves metadata, improves compliance. | | ➖ Cons | Requires SharePoint admin access; permissions and API limits can complicate implementation. |

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5. ICC for IBM Notes (Lotus Notes)

| | Archives content from IBM Notes mailboxes and applications. | | ✅ Use | Similar to ICC for Exchange; supports filters and mailbox processing. | | ➕ Pros | Helps retire older Notes environments, integrates with FileNet. | | ➖ Cons | IBM Notes is legacy; fewer environments still use it. Limited new support.

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6. ICC for Databases

| | Archives records from structured databases like Oracle, SQL Server, DB2. | | ✅ Use | Define SQL queries to extract data; export result sets into XML/CSV/PDF and store in FileNet. | | ➕ Pros | Captures structured business data, helps with GDPR compliance and storage reduction. | | ➖ Cons | No live data link; snapshot-only. Requires schema knowledge and cautious query design. |

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7. ICC for Microsoft Teams (via extensions or connectors)

| | Archives chat and file content (requires add-ons or integrations). | | ✅ Use | Archive Teams conversations and files stored in OneDrive or SharePoint backend. | | ➕ Pros | Supports compliance needs for regulated industries. | | ➖ Cons | Not a native ICC component—needs third-party or custom integrations.

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🧠 How to Use ICC Components (General Steps)

1. Install ICC Core + Connectors

Use IBM Installation Manager to install ICC base and add the specific connector module.

2. Configure Source and Target

o Connect to the source system (e.g., file server, SharePoint, SAP).

o Connect to the target repository (usually IBM FileNet).

3. Define Archive Tasks

o Set conditions (age, size, metadata)

o Define retention and delete/archive rules

o Map metadata to FileNet document classes

4. Schedule or Trigger Tasks

o Manually or automatically based on schedules or events

5. Monitor Jobs

o Use ICC's logging and monitoring tools to audit success/failure of archiving tasks.

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✅ Pros of ICC

• Centralized content archiving across multiple sources

• Tight integration with FileNet for policy and retention control

• Reduces load on source systems

• Enhances compliance and discovery readiness

• Supports metadata mapping and custom classification

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❌ Cons of ICC

• Setup complexity, especially for enterprise systems like SAP and SharePoint

• Requires coordination with system admins (email, SAP, SharePoint)

• Customizations or scripting may be needed for advanced use cases

• Licensing costs per connector/component

To implement IBM Content Collector (ICC) for File Systems and Email, you need to follow a structured process involving installation, configuration, archiving rules setup, and testing. Below is a practical, step-by-step guide for both:

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🗂️ ICC for File Systems — Implementation Guide

✅ Purpose:

Archive files from local or network file systems to IBM FileNet, typically based on rules like age, size, or file type.

📦 Prerequisites:

• ICC Base and ICC for File Systems component installed

• IBM FileNet Content Manager (target repository)

• Access to network shares or local folders

🛠️ Steps:

1. Install ICC Core + File System Connector

• Use IBM Installation Manager

• Install:

o ICC Core

o ICC for File Systems

o Configuration Manager

2. Open ICC Configuration Manager

• Define a Collector Task (e.g., ArchiveOldHRFiles)

• Specify:

o Source: Folder path (e.g., \\HRShare\EmployeeDocs)

o File filters (e.g., *.pdf, files older than 2 years)

o File metadata to extract (optional)

3. Define Target Repository (FileNet)

• Configure connection to Content Platform Engine (CPE)

• Map file metadata (e.g., filename, last modified date) to FileNet document class properties

4. Configure Archiving Behavior

• Choose to:

o Copy, move, or delete original files

o Optionally leave stub files

o Define conflict resolution rules (e.g., skip duplicates)

5. Set Archive Schedule

• Manual run, or set a schedule (e.g., nightly, weekly)

6. Test and Deploy

• Run a test with a small set of files

• Validate archived files in FileNet (check metadata/classification)

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✉️ ICC for Email (Exchange or Domino) — Implementation Guide

✅ Purpose:

Archive email content into FileNet for compliance, eDiscovery, and storage optimization.

📦 Prerequisites:

• ICC Core and ICC for Microsoft Exchange or Domino installed

• Admin credentials for email server access

• Mailboxes to archive identified

• FileNet repository available

🛠️ Steps:

1. Install ICC Core + Email Connector

• Use IBM Installation Manager

• Install:

o ICC Core

o ICC for Microsoft Exchange or Domino

o ICC Configuration Manager

2. Configure Mail Source Connection

• Provide:

o Exchange server hostname (or Domino server)

o Access credentials (admin account with mailbox access)

o Protocol (MAPI or EWS for Exchange)

3. Define Archive Rules

• Filter emails based on:

o Age (e.g., older than 6 months)

o Size

o Subject/sender/receiver

o Folder (e.g., Inbox, Sent Items)

4. Map Metadata and Define FileNet Target

• Choose a FileNet document class

• Map email metadata (Subject, Sender, Sent Date, etc.) to class properties

5. Select Archive Behavior

• Choose whether to:

o Leave a stub in Outlook

o Replace with a link

o Fully remove email after archiving

6. Set Schedule and Notifications

• Define job schedule (daily/weekly)

• Configure alerts for failures or audit purposes

7. Run Test Jobs

• Run on a pilot mailbox

• Validate:

o Archived content in FileNet

o Stubbed email in Outlook (if configured)

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✅ Pros of Using ICC for Files and Email

Feature ICC for Files ICC for Email

Storage reduction ✔️ Offloads NAS/SAN ✔️ Shrinks mailbox size

Compliance ✔️ Retention + audit ✔️ Legal hold support

Custom rules ✔️ File filters ✔️ Policy-based archiving

Metadata mapping ✔️ From file system ✔️ Full email metadata

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❌ Common Challenges

Challenge Details

Permissions Ensure read/write access to files/mailboxes

Metadata mapping May need custom mappings or scripts

Mailbox access Admin account must be properly configured (esp. for Exchange)

Performance Large archives may require batching or tuning

Here’s a detailed guide on how to implement IBM Content Collector (ICC) for:

1. IBM Notes (Lotus Notes)

2. Databases

3. Microsoft Teams (via extensions/integrations)

Each section includes implementation steps and a pros/cons table.

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1️⃣ ICC for IBM Notes (Lotus Notes)

✅ Purpose:

Archive emails and content from IBM Notes (formerly Lotus Notes) into FileNet for compliance, storage reduction, or email system decommissioning.

🛠 Implementation Steps:

1. Install ICC for Notes

o Use IBM Installation Manager to install ICC Core and ICC for Notes.

o Ensure the Lotus Notes client is installed on the ICC server.

2. Configure Notes Environment

o Provide admin credentials with access to mail files.

o Configure Domino directory access (names.nsf).

3. Set Up Archive Task in ICC Configuration Manager

o Define:

 Target mail files (user mailboxes)

 Archive conditions (e.g., age, sender, folder)

 Metadata mapping (Subject, From, To, Sent Date)

4. Configure FileNet Repository

o Map email data to FileNet document classes.

o Set up retention and optionally enable stubbing.

5. Test and Schedule Jobs

o Run pilot jobs.

o Schedule for regular execution.

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✅ Pros and ❌ Cons

Pros Cons

Helps decommission legacy IBM Notes systems Notes is outdated — increasingly rare

Captures full metadata + attachments Complex Notes/Domino access setup

Supports stubbing in Notes client May require Notes scripting knowledge

Reduces storage and supports audits Limited long-term vendor support

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2️⃣ ICC for Databases

✅ Purpose:

Archive structured data from relational databases (DB2, Oracle, SQL Server, etc.) into FileNet, typically for compliance, reporting, or offloading old data.

🛠 Implementation Steps:

1. Install ICC for Databases

o Use Installation Manager to install ICC Core and Database module.

o Set up JDBC drivers for target DBMS.

2. Define SQL Archive Tasks

o Use ICC Configuration Manager to:

 Write SQL queries to extract records.

 Define export format (XML, CSV, PDF).

 Define batch size and data handling rules.

3. Configure FileNet Integration

o Define target object store and document class.

o Map extracted columns to class properties.

4. Schedule Archiving

o Run manual or scheduled jobs.

o Optionally, delete data after archiving if offloading is required.

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✅ Pros and ❌ Cons

Pros Cons

Works with any JDBC-compatible RDBMS Snapshot-based; not live connection

Easy to configure repeatable jobs Requires careful query design

Great for legacy system data archiving Data integrity responsibility is manual

Helps reduce active database size Cannot archive relational dependencies easily

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3️⃣ ICC for Microsoft Teams (via Integration)

✅ Purpose:

Archive Microsoft Teams messages, attachments, and files to FileNet for governance, retention, and legal hold.

❗ Note: IBM does not provide native ICC support for Microsoft Teams. Instead, it’s achieved via:

• Custom connectors

• Third-party solutions

• Email journaling + Teams export APIs

🛠 Implementation Approach:

1. Use Microsoft Compliance Center / Graph API

o Extract Teams chat messages and files via Graph API or journaling.

o Export data in JSON, EML, or HTML format.

2. Use ICC for File Systems or Email to Ingest

o Archive exported files (JSON, EML) via:

 ICC for File Systems (for logs)

 ICC for Email (if messages are journaled to mailboxes)

3. Map Metadata

o Extract metadata like User, Date, Channel, Message Text

o Store as document properties in FileNet

4. Schedule Jobs

o Run scheduled scripts to pull/export content and archive via ICC.

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✅ Pros and ❌ Cons

Pros Cons

Enables Teams data compliance and eDiscovery No native ICC connector; needs workaround

Works with Microsoft Graph API Requires custom scripting or 3rd-party tools

Supports archiving chats, attachments, metadata Limited real-time capture

Meets legal hold and retention goals More complex to implement and maintain

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🔚 Summary Table

ICC Component Ideal Use Case Pros Cons

ICC for IBM Notes Archiving legacy email Full metadata capture, helps migration Legacy tech, requires Domino expertise

ICC for Databases Structured data retention Flexible, works with any RDBMS Manual SQL, not live-linked

ICC for Microsoft Teams Teams compliance & eDiscovery Meets legal needs, flexible No native connector, custom effort needed

Integrating IBM Datacap with IBM FileNet Content Manager 5.5.x enables intelligent document capture workflows, where documents scanned or processed through Datacap are automatically classified, indexed, and stored in FileNet.

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📌 Integration Overview

The integration typically follows this pipeline:

1. Capture & Process Documents – Using IBM Datacap

2. Extract Metadata – Via OCR, ICR, barcode, rules, etc.

3. Export to FileNet – Store documents and metadata into FileNet repository

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🛠️ Step-by-Step Integration Process

✅ Prerequisites

• IBM Datacap installed (usually v9.1+)

• IBM FileNet 5.5.x installed (Content Platform Engine)

• A configured FileNet Object Store with document classes and properties

• Datacap Export connector for FileNet (part of standard install)

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🪜 Steps to Integrate

1. Set Up FileNet Document Classes

• In FileNet Workplace XT or ACCE:

o Create Document Classes with required metadata properties

o Ensure appropriate security permissions for Datacap service user

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2. Configure Datacap Application

• Use Datacap Studio to:

o Design capture workflow (Scan, OCR, Validation, etc.)

o Define metadata fields that match FileNet document class properties

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3. Configure the FileNet Export Task Profile

In Datacap Studio or Datacap Application Manager:

• Add ExportFilenet step to your workflow

• Configure these properties in the export rule:

Field Description

ObjectStore FileNet Object Store name

DocumentClass FileNet document class

Username/Password Credentials of the FileNet service user

CE_URI URL of the Content Engine (e.g., http://server:port/wsi/FNCEWS40MTOM)

PropertyMapping Map Datacap fields (e.g., InvoiceNumber) to FileNet properties

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4. Deploy and Test

• Run a test batch:

o Scan or import sample documents

o Validate metadata extraction

o Confirm export to FileNet with metadata

• Use ACCE or Content Navigator to verify content and metadata

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5. Optional Enhancements

• Use Case Manager to link to case types

• Enable retention policies on stored documents

• Integrate with BAW for process automation

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✅ Benefits of Integration

Benefit Description

Intelligent capture OCR/ICR/barcode recognition before storing

Metadata accuracy Auto-filled, validated metadata fields

Seamless storage Directly into FileNet with classification

Automation-ready Enables downstream workflows in FileNet/BAW

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❌ Common Issues

Issue Cause/Solution

Export fails Check CE_URI, permissions, or mapping errors

Metadata mismatch Ensure property names and data types match

Document class not found Check spelling/case sensitivity in config

Large file errors Adjust Datacap memory or batch size settings

IBM Content Federation Services (CFS) is a feature of IBM FileNet that allows you to access and manage external content repositories (like SharePoint, Documentum, file systems, or other CMIS-compliant systems) as if they were part of FileNet.

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📌 What Are Content Federation Services (CFS)?

CFS provides a virtual bridge between FileNet and external content sources. It allows users to:

• View, search, and retrieve external documents in IBM Content Navigator (ICN)

• Index and classify external content within FileNet’s object stores

• Apply FileNet security, metadata, and retention policies to federated content

There are two types:

Type Description

CFS-View Read-only access to external content; content remains in its native system

CFS-Export Ingests external content into FileNet (copies the content) for long-term storage or compliance

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⚙️ How to Configure CFS (High-Level Steps)

✅ Prerequisites:

• IBM Content Platform Engine (CPE) 5.5.x installed

• IBM Content Navigator (ICN) for user access

• External repository with API access (e.g., CMIS, SharePoint, file server)

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🪜 Configuration Steps

1. Install CFS

• Usually bundled with FileNet CPE installer

• On a separate or the same application server as FileNet (WAS, Liberty)

2. Create a Federated Connection in ACCE

1. Open ACCE (Administrative Console for Content Engine)

2. Navigate to your Object Store

3. Under External Data Sources, create a new Federated Connection

Key configuration fields:

o Name: Friendly name

o Repository Type: e.g., CMIS, SharePoint, File System

o URL: CMIS endpoint or repository URI

o Authentication: Credentials or token

o Protocol: CMIS 1.0 / 1.1 or custom adapter

3. Configure a Federated Class Definition

• Define how external documents map to FileNet document classes

• Map metadata fields (e.g., filename, last modified) to FileNet properties

4. Create a Federated Object Store (optional)

• Acts like a virtual object store pointing to external content

• Used mainly for CFS-View

5. Access via IBM Content Navigator

• In ICN Admin Desktop, configure a repository using the federated connection

• Users can now browse, search, or retrieve external documents

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🔄 Example Use Cases

Use Case Description

CFS-View of SharePoint Allow users to search and view SharePoint documents via ICN

CFS-Export of File Server Ingest archived PDFs from a file server into FileNet for retention

Documentum migration View and selectively migrate documents from Documentum to FileNet

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✅ Pros and ❌ Cons

Pros Cons

Centralized access to multiple repositories Performance depends on external system speed

Reduces migration needs Read-only for CFS-View

Easy to enforce FileNet metadata/search May require custom connector for non-CMIS systems

Supports hybrid content governance Complex for large-volume exports (CFS-Export)

Connecting IBM Content Collector (ICC) with IBM FileNet involves configuring ICC to export captured content—such as files, emails, or documents—to a FileNet Content Platform Engine (CPE). This integration allows ICC to store, classify, and apply retention to content in a centralized, compliant repository.

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✅ High-Level Integration Workflow

1. Capture Content (e.g., from file system, email, database)

2. Classify & Extract Metadata (using ICC tasks)

3. Map Metadata to FileNet Document Class

4. Export to FileNet Object Store

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🛠️ Step-by-Step Integration Guide

🔧 1. Prerequisites

• ICC Base installed + required connector (Email, File System, etc.)

• IBM FileNet 5.5.x environment (CPE + Object Store)

• ICC user credentials with access to FileNet

• Document class and metadata properties set up in FileNet

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⚙️ 2. Set Up FileNet Target in ICC

Open IBM Content Collector Configuration Manager and perform the following:

➤ Add FileNet as a Target System

• Go to Target Systems > IBM FileNet P8

• Fill in:

o CE URI: e.g., http://filenet-server:9080/wsi/FNCEWS40MTOM/

o Object Store Name

o Username/Password

o Optional: Enable SSL if using HTTPS

➤ Test the connection

• Ensure the ICC service account can log in and access the object store.

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🗃️ 3. Map Content to FileNet Document Classes

In the Collector Task:

• Choose Export Target: FileNet

• Select:

o Object Store

o Document Class (e.g., Email, ScannedDocs)

• Map ICC fields (e.g., Sender, Subject, FileName, LastModified) to FileNet document properties.

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🔄 4. Define Export Behavior

• Choose export options:

o Archive or move

o Create a stub (optional)

o Set document properties like Retention, Security, or Folder path

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📅 5. Schedule or Trigger Export

• Set job to run on a schedule, or after capture

• Optionally trigger export manually from ICC

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🔍 6. Validate Integration

After running a job:

• Open IBM Content Navigator or ACCE

• Search for archived content

• Confirm metadata is correctly mapped and content is accessible

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✅ Benefits of ICC-to-FileNet Integration

Feature Benefit

Centralized repository Unified access and governance of captured content

Metadata mapping Enables rich search and classification

Retention support Apply FileNet retention and compliance rules

Scalability Handles large content volumes via scheduled jobs

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❌ Common Issues and Fixes

Issue Cause Fix

Export fails Incorrect CE URI or credentials Check logs and verify connection in Configuration Manager

Missing metadata Improper field mapping Recheck field-to-property mappings in ICC task

Slow export Network issues or large batches Use batching, optimize indexing and storage

The purpose of using IBM Content Navigator (ICN) plug-ins with IBM FileNet is to extend, customize, or enhance the user interface and functionality of Content Navigator beyond its out-of-the-box capabilities—especially for FileNet-based applications.

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✅ Primary Purposes of ICN Plug-ins for FileNet

1. UI Customization

• Add or modify menus, toolbars, panels, or dialogs

• Tailor user experience to business workflows

2. Custom Actions

• Define new right-click or toolbar actions on documents, folders, or search results (e.g., “Send for Approval” or “Redact Text”)

3. Integration with External Systems

• Call external REST APIs or internal JavaScript services

• For example: push metadata to an ERP system when a document is saved

4. Enhanced Metadata Behavior

• Apply custom logic to pre-fill, validate, or conditionally display metadata fields in document class entry templates

5. Event Handling

• Run custom logic when events occur (e.g., onDocumentLoad, onCheckIn, onSearch)

6. Case Manager Enhancements (ICM/BAC)

• Add custom case widgets or buttons when using Case Manager (which sits on ICN)

• Extend case pages with extra functionality like dashboards or BI integrations

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🧩 How Plug-ins Work

An ICN plug-in is typically a Java-based WAR file containing:

• JavaScript files (for UI behavior)

• Java classes/Servlets (for back-end integration)

• Plugin configuration XML (to register actions, services, menus, etc.)

They are deployed via the ICN admin desktop or by placing the WAR in the ICN installation directory.

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🏗 Example Use Cases

Use Case Description

Add "Email Document" button Custom toolbar button to send documents via SMTP

Validate invoice metadata Enforce business rules during document entry

Highlight overdue cases Color-code documents in search results by deadline

Show SAP data in side panel Fetch and display ERP data next to FileNet docs

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✅ Benefits

Benefit Description

User-centric customization Make the UI more intuitive and task-specific

Seamless system integration Tie FileNet into broader business platforms

Faster adoption Users see only what they need, increasing productivity

Workflow enhancement Add intelligence or automation to manual tasks

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❌ Considerations

Limitation Detail

Requires development skills JavaScript + Java + ICN plugin SDK

Upgrade compatibility Plug-ins must be tested after ICN/FileNet upgrades

Deployment complexity Changes may need to be coordinated with DevOps/IT

To expose IBM FileNet repositories to external applications securely, you need to implement controlled, authenticated, and encrypted access using approved APIs and middleware while enforcing security best practices. This allows trusted external systems to access FileNet content, metadata, or functionality without compromising compliance or data integrity.

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✅ Recommended Approaches

1. Expose via REST API (CMIS / FNCM REST)

🔹 FileNet CMIS API

• CMIS (Content Management Interoperability Services) is a standard REST API.

• Exposes document/folder services to any CMIS-compliant client.

• URL pattern:

https://<hostname>:<port>/cmisatom or /cmisbrowser

🔹 FileNet Native REST API (FNCM)

• IBM’s FileNet-specific REST services for advanced operations.

• URL pattern:

https://<hostname>:<port>/wsi/FNCEWS40MTOM/

✅ Security Tips:

• Use HTTPS only

• Require authentication via LDAP/WebSphere/SSO

• Define CORS policies to restrict allowed domains

• Use application-specific service accounts

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2. Use IBM Content Navigator (ICN) Plugins or Services

If the external application is web-based or part of a UI:

• Create ICN plug-ins that provide REST endpoints or widgets.

• External apps can call custom services within ICN with appropriate user context.

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3. Expose via IBM Business Automation Workflow (BAW)

For process-oriented integrations:

• Create BAW services that interact with FileNet (via Java API or REST)

• Expose those services as secure REST endpoints

• Good for systems needing to trigger workflows or store documents into FileNet as part of a process

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4. Web Services via FileNet Enterprise Manager (WSI)

• Legacy SOAP-based WSI interface (FNCEWS40MTOM)

• Supports full CRUD operations and workflow interaction

• Useful for older enterprise integrations

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5. Use a Secure Gateway or API Gateway

• Put FileNet behind an IBM API Connect, NGINX, or Azure API Gateway

• Add:

o Throttling

o Rate limiting

o OAuth 2.0 or JWT token authentication

o IP whitelisting

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🔐 Security Best Practices

Best Practice Explanation

HTTPS Everywhere Encrypt all traffic using TLS

Use SSO / OAuth Leverage enterprise IAM systems like LDAP, SAML, or OIDC

Limit permissions Apply least-privilege roles to service accounts

Audit access Enable FileNet and WAS/Liberty logs for all external API usage

IP and domain filtering Restrict API access to approved IPs or DNS names

Rate limit API access Protect backend services from abuse

Token-based access Use short-lived access tokens instead of static passwords

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🧩 Example Use Cases

Scenario Approach

External app uploading documents Use REST or CMIS with service account

Portal showing FileNet documents Use ICN plugin with viewer integration

ERP posting invoice metadata Use REST API or BAW service

Third-party audit app Read-only CMIS integration with strict permissions

📘 What is CMIS (Content Management Interoperability Services)?

CMIS (Content Management Interoperability Services) is an open standard (OASIS) that allows different content repositories and ECM (Enterprise Content Management) systems—like IBM FileNet, Alfresco, SharePoint, Documentum, and others—to interoperate via standardized APIs.

It enables developers to build applications that can work across different content management systems without being tied to a specific vendor.

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🕰️ Brief History of CMIS

Year Milestone

2006–2008 Originally developed by IBM, Microsoft, EMC

2008 Donated to OASIS for standardization

2010 CMIS 1.0 ratified as an OASIS standard

2013 CMIS 1.1 added enhancements like secondary types and JSON (browser binding)

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🛠️ Installing and Configuring CMIS on IBM FileNet

IBM FileNet provides CMIS support out of the box starting from version 5.2+. No separate installation is needed, but you do need to enable and configure it.

✅ Step 1: Verify CMIS is Installed

The CMIS web applications are typically deployed as part of the FileNet Content Engine (CE):

• cmisatom.war – AtomPub binding

• cmisbrowser.war – Browser binding (JSON-based)

• cmisws.war – Web Services (SOAP, deprecated)

These are usually located in:

<CE_INSTALL_DIR>/configure/profiles/<profile_name>/war

✅ Step 2: Deploy CMIS WAR Files

Deploy the desired WAR files to your application server (WAS or Liberty):

• Deploy to context paths like:

o https://<server>:<port>/cmisatom

o https://<server>:<port>/cmisbrowser

✅ Step 3: Configure CMIS in FileNet

1. Open ACCE (Admin Console for Content Engine)

2. Make sure your Object Store has:

o Document classes and properties

o Security settings for the CMIS user

3. Validate that CMIS access is allowed for the desired users/groups

✅ Step 4: Test CMIS Access

You can test CMIS via a browser or CMIS client:

• AtomPub: https://yourserver:port/cmisatom/

• Browser Binding: https://yourserver:port/cmisbrowser/

✅ Step 5: Develop Using CMIS

You can use CMIS from:

• Java (Apache Chemistry OpenCMIS)

• Python (cmislib)

• JavaScript (browser binding)

• Postman or REST clients for testing

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✅ Common Operations in CMIS

Action Endpoint

List repositories GET /cmisbrowser/

Browse folders GET /cmisbrowser/<repoId>/root

Upload a document POST /cmisbrowser/<repoId>/folderId with multipart/form-data

Download document GET /cmisbrowser/<repoId>/objectId/content

Query metadata POST /cmisbrowser/<repoId>?cmisaction=query

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✅ Pros of CMIS

Advantage Details

Vendor-neutral Works with any CMIS-compliant system (Alfresco, FileNet, etc.)

RESTful API Browser binding allows lightweight JSON/HTTP access

Standards-based Easier integration, less vendor lock-in

Cross-platform Works with many programming languages

Query support CMIS query language (similar to SQL)

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❌ Cons of CMIS

Limitation Details

Limited feature set Doesn’t expose full repository capabilities (e.g., FileNet workflows, case types)

Performance overhead Not optimal for large-scale batch operations

No eventing or hooks No push notifications or triggers; polling required

Schema rigidity Not ideal for dynamic or heavily customized metadata models

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🔧 Tools and Libraries

Tool Purpose

Apache OpenCMIS Java client library

cmislib Python CMIS client

Postman Test CMIS REST endpoints

CMIS Workbench GUI tool to test and browse CMIS endpoints

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📦 Sample Use Case

Scenario: A third-party web portal needs to allow users to upload and view documents stored in IBM FileNet.

Solution:

• Use CMIS browser binding for authentication and document management