This IBM Rebooks guide prepares new IBM Connections users or IBM Connections 4.0 experts for the latest Connections 4.5 version with the Connection Content Manager (CCM) add on.
This guide covers what the users need to know to get ready for the upgrade. Whether they are a 4.0 customer stepping into ECM or a Quickr Customer with migration questions to the New CCM platform.
Bringing social to document management
What do we mean by social content management and how does one bring social business into something like document management?
Social content management puts content in context. One can share thoughts, find experts, and seek out information from their social networks or internal systems. When this information is found, it can be published and provide faster response times when decisions need to be made and provide better customer relationships.
There are four parts involved in creating this content management, namely
- Content collaboration
Content collaboration lets employees find content whether found in desktop applications or online services.
- Document management and email integration and
Document management and email integration speeds up regular tasks by automating processes based on context that has specific business value.
Mobility lets employees create, access, and update content from anywhere using their email and other collaboration applications.
- Content collection
Content collection lets organizations collect and manage email, files, business data, to extract insights from the abundant business content found in an organization.
IBM Connections Content Manager is better socially
IBM Connections Content Manager (CCM) provides a rich social networking and content management experience inside IBM Connections communities. It is an add-on piece of software to IBM Connections
that democratizes organizational content and engages people to collaborate as part of the content creation process. This in turn helps your organization improve decision-making and enhance business results.
IBM Connections Content Manager is designed to help enable organizations to combine the social collaboration features of the IBM Connections Suite with embedded content management capabilities to connect people to people, and people to information, content and knowledge.
The follow are a few reasons that makes IBM Connections Content Manager better for your organization from a social business perspective:
- These enhanced offerings lets document management that is built into IBM Connections bring functions, like check-in and check-out to your whole organization.
- Through the use of tagging documents, following or liking one's documents can make the pre-internet style document management get reborn for the modern world.
- Comments on documents are not another click away but right in front of you properly placed and managed for proper conversations to take place.
- There is even a hit counter to show how many times a document has been accessed, liked or downloaded to validate if the document is worth your time or the one you seek
Benefits gained from using IBM Connections 4.5 with CCM
IBM Connections Content Manager 4.5 is a new and a separately purchased offering. IBM Connections 4.5 is a required prerequisite for Connections Content Manager 4.5. IBM Connections 4.5, when combined with IBM Connections Content Manager 4.5, adds features designed to help make communities easier for people to use and share information with team community members.
All of these benefits are provided with confidence in an automated, security-rich and controlled content management process designed to help accelerate productivity and business efficiency. And should your organization expand and require it, IBM Connections Content Manager 4.5 can provide a seamless upgrade path to a more robust IBM Enterprise Content Management solution.
One of the new features available as part of Connections Content Manager 4.5 is community owners can create content libraries directly from within a community. Community libraries provide traditional content library capabilities, such as:
- Check-in and check-out - Members can access and check out files, and lock them to prevent other users from making updates at the same time.
- Version Control - Members can see who has updated content at a glance and roll back to previous file versions if there is a need to recover older content.
- Access control - Community owners can set file-level access to the library, helping give them tighter control over who can see sensitive content.
- Approval process - Members can collaborate on shared files and send them through an established review cycle to obtain the approval of selected members of the community.
Community library content is searchable from across IBM Connections, and the results are merged with the other Connections content search results.
Community libraries provide these additional social features:
- Download counts
Users can create multiple libraries in a community. Also, community members can remain current with content updates from the community activity stream.
The social experience is further enhanced by these new features which are included in IBM Connections 4.5:
- You can like status updates and comments about status updates directly from the activity stream in your community.
- Use the @mention feature to mention your colleagues in status updates or status update comments and share your news directly with them. This feature can help encourage people to respond to the update thread and participate in the conversation, which is designed to help drive the adoption of the platform.
- New features in ideation blogs let you export ideas from your community's ideation blog to a file. You can also mark an idea as a duplicate and merge votes with the corresponding idea.
- Forums are easier to use so you can share information and collaborate with others.
- You can use the like feature to recommend a forum topic or reply.
- You can sort lists of topics by the number of likes or replies or by date modified.
Making IBM Connections Content Manager an element of your social business strategy helps you realize the following benefits:
- Content can become a more active part of the social business when it is made accessible via the activity stream.
- Content quality can be improved through enhanced feedback and collaboration made possible via social features such as tagging, rating, and recommendations.
- Can help detect and correct errors earlier using features such as check-in, check-out, and version rollback.
- Can help maintain control over sensitive information through document and folder level security.
- Content can be located and accessed more quickly using the integrated capability for searching across all social and enterprise content.
- Confidence and trust in content can be elevated using the integrated features for review and approval.
- Comprehensive mobile support makes content accessible when you need it.
IBM Connections Suite 4.5 continues to include IBM Sametime Advanced and IBM Sametime Unified Telephony Lite Client.
The Benefits for Lotus Quickr Customers upon migrating to IBM Connections 4.5 and CCM
: Both versions of Lotus Quickr for J2EE and Domino are included in this section unless otherwise noted.
When you migrate your data from Lotus Quickr to IBM Connections you want to know where everything will be placed. The migration tool has been prepared to provide a smooth transition. Below are some of the details related to the migration of the data.
Place reader, author, and editor are migrated to a community as a community member. Place owner and manager are migrated to a community as a community owner. For group members, if a group member is reader, author, or editor in place, it is migrated as a group member as a community member. Lastly, if a group member is an owner or manager in place, it is expanded to individual members and migrated to a community as person owners.
The migration tool migrates Lotus Quickr rooms and folders as folders in CCM. Information, such as creator, last updated by, creating, updating timestamp, and descriptions are preserved. The hierarchy is also preserved.
Lotus Quickr documents created from the upload, import, page, and ms forms are migrated to CCM by default. If you want to migrate documents created from simple custom forms, you must migrate the custom forms first. For the document created from upload, import, and ms forms, the attachment name, by default, is the document name in CCM. For a page and document created from simple custom forms, the document name includes an .html extension after migration. Multiple attachments in a page are also migrated.
There are also some page behaviors that change after migration. In Quickr Domino, page content appears when you open a page in the UI. However, after migration, you must download it and open it in browser to view the content. Also, because CCM does not integrate a rich text editor, the page content is viewable only after migration.
The migration tool migrates a custom form to CCM as a document class. After this, documents created from the forms are also migrated to CCM with your custom fields.
From IBM Lotus Quickr for Domino 8.5.1 Fix Pack TBD or higher, Lotus Quickr for Domino provides a migration tool. It allows end user to migrate contents in Lotus Quickr for Domino to IBM Connections Content Manager (CCM).
Figure 1 shows the architecture of Lotus Quickr for Domino migration to IBM Connections Content Manager (CCM). The migration tool is implemented as a new qptool
command of qptool
migration. It is delivered through the Lotus Quickr for Domino 8.5.1 Fix Pack and supports both Domino 8.5.1 and Domino 8.5.3. The migration tool calls IBM Connections public API to create a community, migrate membership, and create a library in the community. The migration tool also calls FileNet public API to migrate Quick Domino contents to FileNet, which is associated with the IBM Connections community library.
Figure 1. Architecture of Quickr Domino Migration to CCM
Libraries in Quickr places, including folders, documents, history versions, and comments can be migrated to IBM Connections Communities. Existing Lotus Quickr Linked Libraries and Libraries that have been integrated with IBM Connections also can be migrated.
The following items are covered by the migration tool.
- A Quickr for Domino place will be migrated as a community in Connections.
- Quickr for Domino place membership will be migrated to community.
- A Quickr for Domino room will be migrated to CCM as folder, hierarchy will be preserved.
- A Quickr for Domino folder will be migrated to CCM as folder, hierarchy will be preserved.
- Quickr for Domino documents created from uploads, imports, pages, simple custom forms, and Microsoft office forms will be migrated to CCM.
- The information of creator, last editor, created timestamp, last updated timestamp will be migrated with the documents and folders.
- Versions and comments will be migrated together with the documents.
- Simple custom forms will be migrated to CCM as document classes.
- ACLs (Access Control Lists) will be migrated to CCM along with associated documents, folders, and rooms.
The following items are not covered by the migration tool:
- Wiki and Blog places.
- Task, Calendar, forum, list, link, or custom library.
- Html forms and the documents based on the html forms Draft. All drafts need to be completed before migration.
- Content in Trash.
- Local members.
- Workflow state. All workflows need to be completed before migration.
- reply complete delete (classify)
What's new in IBM Connections 4.5
IBM Connections Content Manager 4.5 is a new, separately available add-on offering to IBM Connections 4.5. IBM Connections 4.5, together with IBM Connections Content Manager 4.5, provides rich content libraries for Communities, integrating content management and social capabilities (tagging, liking, commenting) so that members can interact with content in a community library in a social and dynamic way. For more information about community libraries, see What's new in Communities?
IBM Connections 4.5 includes the following enhancements:
- Interact with and respond to content faster by liking status updates and inline comments in the activity stream.
- Recommend a Forum topic or reply by liking it. You can sort lists of topics by likes, replies, or date modified.
- Ability to @-mention users in private communities. You can also use @mention in status updates (or status update comments) and share your news directly with your colleagues.
- Export ideas from your community's Ideation Blog to a file. You can also mark an idea as a duplicate and merge votes with the corresponding idea.
- Email preferences to specify how often you receive update notifications from third-party applications registered for use in your organization.
For a summary of what's new in each application for 4.5 and 4.5 Cumulative Refresh (CR) 1, see these topics for more details:
- What's new in Activities?
For version 4.5, the options to attach a file, add a link to a file, and add a link to a folder moved. While you are editing an activity, entry, or to-do item, click Add Custom Fields to add a link to a file or to a folder. Click Attach File to upload a file to the activity, entry, or to-do item.
- What's new in Blogs?
You can now edit or delete comments that you post or comments for blogs that you own.
- What's new in Communities?
When joining or adding members to a community, users now get immediate access to libraries. Use drag and drop to upload files to a library. You now have the ability to upload multiple files into a community library or linked library.
- What's new in Files?
Files can now be linked to from community applications such as Wikis and Blogs.
- What's new in Forums?
You can use the Like feature to recommend a forum topic or reply. You can sort lists of topics by the number of likes or replies or by date modified
- What's new in the Home page?
Use the @mention feature to mention specific colleagues in your status updates or status update comments and share your news directly with them.
- What's new in Profiles?
You can now Like status updates and comments on a person’s profile page.
- What's new in Wikis?
You can insert a link to a library document in a wiki page. The wiki page must be owned by a community.
- The What's New in IBM Connections video is also available.
IBM Connections plug-ins updates
IBM Connections mobile application updates