KB185030 - WD97: ODMA: How Word 97 Works with DOCS Open (PC DOCS)

MORE INFORMATION

DOCS Open is a document management solution that enables you to control, organize, access, and share information. Word processing documents, spreadsheets, presentations, forms, images, e-mail messages, or any type of file you want to save can be managed through DOCS Open.

DOCS Open is an open architecture, working in virtually any computer environment to manage network-based information across a variety of applications, platforms, databases and networks. DOCS Open creates a document profile for each document you create. To retrieve a document, you select a search that locates the document profiles that you or someone else has created.

How DOCS Open Works

A Document Profile is associated with every DOCS Open document that you create. The Document Profile form is analogous to a library catalog card. It contains customizable attribute information (author, document title, client number, project, application type, and so forth) which describes a DOCS Open document. When you want to retrieve a document, you simply select a search that locates the Document Profiles that were created by you or other DOCS Open users.

DOCS Open lets you search remote file servers automatically and provides you with a host of powerful, easy-to-use search features. You can search for any words or phrases in the text of the document or the Document Profile. Document Profiles are stored in a DOCS Open Library.

How Word 97 Integrates with DOCS Open

As an Open Document Management (ODMA) compliant application, Word 97 searches the Windows Registry during start-up for either of the following keys to determine if a document management system (DMS) is installed.

   HKEY_LOCAL_MACHINE\Software\Classes\ODMA

-or-

   HKEY_LOCAL_MACHINE\Software\Classes\ODMA32

If DOCS Open is found as installed in this registry key, Word 97 initiates calls (hooks) into DOCS Open using ODMA integration. As a result of this integration, several default Word functions are either replaced or supplemented with the DOCS Open interface. Items that are replaced are supplemented include the following commands on the File menu:

Open
Close
Save
Save As
Save as HTML
Versions
Properties

Microsoft Word 97 does not have full ODMA integration for all features. To compensate for this, DOCS Open installs the Wordin80.dot template, usually located in the "\Program Files\Microsoft Office\Office\Startup" folder, which adds four additional menu commands (through the use of macros) to Word 97 as listed in the following table.

NOTE: The macro name that adds the menu command is listed inside the parentheses below the menu command. For example, the macro name is shown as (<macroname>).

   Menu Command Added
   (Macro Name)              Menu     Function of Menu Command
   ------------------------------------------------------------------------

   Save With Options         File     This command provides a dialog box
   (PasswordProtectDocument)          before saving that allows you to
                                      password protect the document and
                                      also allows you to choose the file
                                      format your document should be saved
                                      in.

   DOCS Open Footer          Insert   This command adds a footer to the
   (Footer)                           current document based on the values
                                      stored in a profile.

   DOCS Open Mail Merge      Tools    Microsoft Word 97 does not provide
   (PCDOCSMailMerge)                  ODMA integration for a mail merge.
                                      DOCS Open provides macro integration
                                      for using the mail merge feature in
                                      Word 97.

   About DOCS Open           Help     This command displays which version
   (AboutPCDOCS)                      of DOCS Open you are using.

Additionally, DOCS Open modifies the functionality of three other native Word menu commands. These Word menu commands are modified by a macro with the same name as the built-in Word command.

NOTE: If you rename these macros, the DOCS Open menu command functionality will be disabled and the normal Word menu command functionality will return. The macro name is listed inside the parentheses below the menu command. For example, the macro name is shown as (macroname).

   Command Modified
   (Macro Name)          Menu               Function of Menu Command
   ------------------------------------------------------------------------

   File                  Insert             Brings up the DOCS Open Quick
   (InsertFile)                             Retrieve dialog box.

   From File             Point to           Brings up the DOCS Open Quick
   (InsertPicture)       Picture on the     Retrieve dialog box.
                         Insert menu

   Highlight Changes     Point to Track     This menu command was
   (ToolsRevisions)      Changes on the     mistakenly included in the
                         Tools menu         DOCSOpen Wordin80.dot template.
                                            The modified menu command
                                            displays the old Word 95 for
                                            Windows Revisions dialog box.

Several other macros are included in the DOCS Open Wordin80.dot template. These macros are either not used or have no effect on Word 97.

ExitWord
FileSaveAsPassword
PCDOCS

During the installation and integration of DOCS Open, one of the following keys is written into the Windows Registry:

16-bit version:

      HKEY_LOCAL_MACHINE\Software\Classes\ODMA\PCDOCS

32-bit version:

      HKEY_LOCAL_MACHINE\Software\Classes\ODMA32\PCDOCS

NOTE: This is the registry key that informs ODMA-compliant applications that DOCS Open is installed on the computer. If the key is removed from the Windows Registry, DOCS Open ODMA integration with Word 97 will be disabled.

Features of DOCS Open

Search and retrieval capabilities as well as version control and security provide you with access to documents. Additionally, DOCS Open provides system administration features such as storage management for document archival and document activity tracking. These features are detailed in the following table.

   Feature                  Description
   -----------------------------------------------------------------------

   Open Architecture        Supports all of the leading SQL databases,
                            networks, and desktop operating systems. It is
                            the only document management solution that
                            supports multiple text, imaging, and workflow
                            engines.

   Application              Provides seamless integration with all the
   Integration              major desktop applications. It also supports
                            cross-repository connections automatically
                            without requiring the user to specify an
                            alternate library.

   Quick Retrieve           Brings up a list of the last 30 documents you
                            edited, and allows you to launch the document
                            by double clicking on its name.

   Attribute Indexing       Lets you find documents matching any entries in
                            any one or more of the fields on the Document
                            Profile.

   Content Search           Full-text retrieval enables you to search the
                            text of your documents or profiles with
                            specific words, phrases, or words within the
                            proximity of each other.

   Quick Search             Allows you to store frequently-used searches
                            for quick access. Quick Searches can be
                            accessed from DOCS Opens Desktops Search
                            menu, from Quick Retrieve, and they can be
                            iconized on the desktop.

   Global Network           Allows you to search on Wide Area Networks as
   Searching                easily as on Local Area Networks.

   Version Tracking         Lets you store up to 99 major versions of a
                            document. You can also store up to 26
                            sub-versions of each major version.

   Form Selection           Allows your administrator to set up multiple
                            Profile Entry and Profile Search forms from
                            which you can choose when creating and
                            searching for documents.

   Security                 Allows you to grant document access rights to
                            other users or groups in your organization.

   Check-in/Check-out       Tracks documents that users have copied from
                            the network and notes when they will be
                            returned. It also enables you to lock documents
                            so they temporarily cannot be edited by other
                            users.

   Document History         Provides a log of every activity performed on a
                            document.

   Projects                 Allows you to logically group related documents
                            in electronic folders.

   Templates                Lets you save forms or boilerplates created in
                            any application to be retrieved and used.

   Storage Management       Enables you to delete or archive documents
                            after a specified period of time.

System Requirements

The following are system requirements needed to run DOCS Open:

Workstation:

Intel processor or compatible system
Windows 3.x (for desktop functions only, administration requires Win95 or higher), Windows 95, Windows NT Workstation
16MB RAM, 32MB recommended

Server:

Intel, Alpha, and others
Microsoft Windows NT Server, Novell NetWare 3.x/4.x, Banyan VINES, UNIX, and others
Microsoft NT SQL Server, Oracle, and Sybase
Memory and disk space varies depending upon above server combinations used

REFERENCES