Content Management and Capture

My client's application uses FileNet for all documents. They have used the FileNet doc versioning options but their users found that to be too tedious to download the document, make changes, save it and check it back in so they created an alternate option of using Sharepoint to version the documents. However, since Sharepoint moved to the cloud they are concerned about their throttling and hit has caused issues recently. Is anyone aware of other options for document versioning or has anyone else used other options for document versioning? My client can create a on prem file version like they did previously but they would prefer not to if not needed. Thank you in advance for the input. 

Hi Emily, the user task you describe to make changes in a document can be improved by using Edit Service for users that prefer to start their search and/or browsing from the Content Navigator Web UI https://www.ibm.com/docs/en/content-navigator/3.0.15?topic=components-configuring-edit-service-client-content-navigator

and/or Navigator for Microsoft Office (NMO) https://www.ibm.com/docs/en/content-navigator/3.0.15?topic=overview-content-navigator-microsoft-office for users that prefer to start their journey from within the office app.

Both perform their service through small installations added on the user's PC.

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Mathias Korell

Original Message:
Sent: Mon January 08, 2024 02:55 PM
From: Emily Koehne
Subject: FileNet doc versioning options beyond Sharepoint

My client's application uses FileNet for all documents. They have used the FileNet doc versioning options but their users found that to be too tedious to download the document, make changes, save it and check it back in so they created an alternate option of using Sharepoint to version the documents. However, since Sharepoint moved to the cloud they are concerned about their throttling and hit has caused issues recently. Is anyone aware of other options for document versioning or has anyone else used other options for document versioning? My client can create a on prem file version like they did previously but they would prefer not to if not needed. Thank you in advance for the input. 

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Emily Koehne
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Integration with Office Online Server is another option: Configuring IBM Content Navigator with Office Online Server - IBM Documentation (you have to host your own office online server, though, Microsoft has restricted the APIs on the O365 option in a way that makes it not possible right now).

A quick pro-con:

Edit Service is very light weight, very fast, easy to deploy, doesn't impact workstation/MSOffice performance because it's stand-alone and not an add-on. Users must start in the browser, it's not obvious inside MSOffice Apps that the doc is living in FileNet, there's some magic in the background every time they press save that syncs a minor version up (and a major version when they close the file). Any mime-type is supported, and whatever the default app for the mime-type on that workstation will open, so it's not MSOffice only. Not all applications, however, manage the open file in a way that the Edit Service can detect (Notepad, on Windows, as an example) and the changes will get synced to the server when the file changes, but the close out can't be detected and the major version check in may not happen.

Navigator for Microsoft Office is generally not seen as light weight. While it is a very small package, it is an add-on for MSOffice. That means it will impact performance of MSOffice applications and increase load times. It can, however, be a better user experience for some users. For legacy-outlook users, it allows uploading emails and attachments into FileNet in situ (I'm not sure if there's been or is planned to be an update for the new, modern outlook client @RUTH Hildebrand-Lund may know). For other MSOffice apps you have access to your repo in app, so you can do all of your work without flipping to the web application, in theory. You can also write Navigator Plugins that extend the in-app UI. This is a very flexible option.

Office Online Server is the lightest option, but also the most restricted. It allows you to edit MSOffice documents in-browser using an integration with a self-hosted Office Online Server. It's simple, straight-forward, and does what it says on the tin, nothing more nothing less.

Best,

Eric

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Eric Walk
Director

O: 617-453-9983 | NASDAQ: PRFT | Perficient.com

Original Message:
Sent: Thu January 11, 2024 04:04 AM
From: Mathias Korell
Subject: FileNet doc versioning options beyond Sharepoint

Hi Emily, the user task you describe to make changes in a document can be improved by using Edit Service for users that prefer to start their search and/or browsing from the Content Navigator Web UI https://www.ibm.com/docs/en/content-navigator/3.0.15?topic=components-configuring-edit-service-client-content-navigator

and/or Navigator for Microsoft Office (NMO) https://www.ibm.com/docs/en/content-navigator/3.0.15?topic=overview-content-navigator-microsoft-office for users that prefer to start their journey from within the office app.

Both perform their service through small installations added on the user's PC.

------------------------------
Mathias Korell

Original Message:
Sent: Mon January 08, 2024 02:55 PM
From: Emily Koehne
Subject: FileNet doc versioning options beyond Sharepoint

My client's application uses FileNet for all documents. They have used the FileNet doc versioning options but their users found that to be too tedious to download the document, make changes, save it and check it back in so they created an alternate option of using Sharepoint to version the documents. However, since Sharepoint moved to the cloud they are concerned about their throttling and hit has caused issues recently. Is anyone aware of other options for document versioning or has anyone else used other options for document versioning? My client can create a on prem file version like they did previously but they would prefer not to if not needed. Thank you in advance for the input. 

------------------------------
Emily Koehne
------------------------------

My client's application uses FileNet for all documents. They have used the FileNet doc versioning options but their users found that to be too tedious to download the document, make changes, save it and check it back in so they created an alternate option of using Sharepoint to version the documents. However, since Sharepoint moved to the cloud they are concerned about their throttling and hit has caused issues recently. Is anyone aware of other options for document versioning or has anyone else used other options for document versioning? My client can create a on prem file version like they did previously but they would prefer not to if not needed. Thank you in advance for the input.