Open Document Management API (ODMA) is a standard managed by the Association for Information and Image Management (AIIM). A Document Management System (DMS) allows an install base to manage its documents. A DMS is a client-server application, from a server, that includes version control, security, project management, and file/content querying features. WordPerfect, Quattro Pro, and Corel Presentations use ODMA to integrate with a DMS, allowing it to take control of the Open and Save dialog boxes.
Most DMSs let you decide whether to use the API of the DMS or the native API of the current application. For instance, the DOCSOpen API has a menu option called "Native Application!" that switches you to the API of the current application; for example, the WordPerfect File Open or File Save/As dialog box. Use the Go To/From Document Manager button to switch back to the API of the DMS. This button is only available when the ODMA32.DLL is present in the \Windows\System (Windows 95 or 98) or \Windows\System32 (Windows NT) folder.
The path/filename attributed to a document saved via a DMS is obscure; for example, @PFDesktop/::ODMA/::ODMA/PCDOCS/SERVERNAME/1001/1. This is only the reference name used between your application and the DMS. This reference points to a document profile that acts like a library card and lets you retrieve your documents. The name you assigned to your document, such as "Corporate Newsletter, August 1998," appears in the application Title Bar, MRU list, Application Bar, Window menu, and wherever you find the path/filename displayed.
If Open Document Management API is installed on your system, a DMS API Open dialog box, such as the one shown below, opens by default. If the dialog box does not appear, ODMA is not installed on your system or is not properly set up, and you should call your in-house DMS administrator.
If ODMA is installed on your system, a DMS API Save dialog box, such as the one shown below, opens by default. If the dialog box does not appear, ODMA is not installed on your system or is not properly set up, and you should call your in-house DMS administrator.
To open a file using ODMA
1 Click File Open.
2 In the DMS API dialog box, double-click the file you want to open.
To switch back to the native application from ODMA
Click the Go to/from document manager button.
To save a file using ODMA
1 Click File Save or Save as.
2 From the DMS options list box, choose the file format you want.
3 In the DMS save dialog box, e.g., the DOCSOpen "Document Profile" dialog box, type the required information.
Notes
Each DMS dialog box differs in appearance and requires its own list of information to be filled out, such as the document name, author, document type, etc. The dialog box shown above shows typical examples of the descriptions you are asked to give.
In most cases, you are not asked for a path or filename. Instead, you are asked for the document description and other required information as determined by your DMS administrator.
Using Entrust
Entrust is an upgrade component for WordPerfect that lets you encrypt and digitally sign documents in WordPerfect using the Entrust security system. You need an Entrust server to use WordPerfect Entrust integration.
The Entrust Document security dialog box
The Document Security dialog box provides access to all of the built-in security functions for WordPerfect, using the buttons in the top row. For quicker access to any of these functions, you can add buttons for them to the WordPerfect toolbar. For information, see "The Entrust Settings dialog box."
When Entrust is installed, the Document Security menu item appears in the WordPerfect File menu. A corresponding button is also added to the toolbar.
The Entrust log on dialog box
The Entrust log on dialog box is used to log on to the Entrust security system. To log on, enter a user profile and a password. Entrust remembers up to six of the most recently used user profiles and lists these names in the User Profile list box. Entrust also associates your network logon ID with the last user profile you used to log on to Entrust. When you log on again, the same user profile is automatically entered in the User Profile field.
The Work offline check box lets you log on when access to the X.500 directory service is unavailable. If you are running Entrust in "Lite" mode, this check box is disabled.
If you have a logoff timeout interval set in your Entrust Client options, Entrust automatically logs you off the Entrust system if Entrust is not used for the specified amount of time. This guards against unauthorized use of your Entrust account while you are away from your desk or working in another application, such as WordPerfect. To stay logged on to Entrust while you are working in WordPerfect, ensure your timed document backup interval in WordPerfect is less than the Entrust logoff timeout interval. For example, if your timed document backup interval is set to 10 minutes and your Entrust logoff timeout interval is set to 5 minutes, then change the document backup to 4 minutes or the Entrust logoff timeout to 11 minutes. This way, your timed backup always occurs within the Entrust logoff timeout interval. Of course, this only works if your timed backup accesses an Entrust security function, such as encrypting or signing the file. If the document being backed up is not encrypted or signed, Entrust isn't called. Also keep in mind that a timed backup occurs only when a document has been modified since the last backup.
The Entrust Security information dialog box
The Security information dialog box displays security status information for each open document in WordPerfect. It provides information about whether a document is encrypted or signed, and, if signed, by whom and who the certifying authority is for the digital signature. If a document is extracted from an archive, the name of the archive file is included with the document name. You can use this information to determine what action needs to be taken to get a document in the state you want when it is saved and closed.
Click on any document in the list to make it the active document. Double-click a document to make it active and close the dialog box.
The Entrust Overwrite existing file dialog box
The Overwrite existing file dialog box appears when you extract a file from an archive and a file with the same name exists in the directory where you are extracting it. You can overwrite the existing file, extract it in a different location, or cancel the operation.
The Entrust Secure delete dialog box
The Secure delete dialog box is used to erase files completely from a disk using the Entrust secure delete mechanism. Files deleted in this manner cannot be recovered; therefore, be careful when selecting files to delete. After clicking the OK button, you are asked for confirmation before the delete process begins.
The Encrypt and sign dialog box
The Encrypt and sign dialog box can be used in several ways.
You can
encrypt and sign a document that is currently not encrypted or signed
change the current security mode of a document; for example, if a document is only signed and you want to encrypt it as well
select the recipients for an encrypted document
save a document in Entrust Client (archive) file format
save an encrypted or signed document without encryption and without a signature (original WordPerfect format)
The default option is determined by the default file save mode settings, specified in the Settings dialog box. If the default mode keeps each document in its current mode, then the option initially selected reflects the current state of the document. For example, if the document is currently encrypted and signed, the same option is selected as the default, or if the default file save mode is Sign only, this option is always selected as the default despite the document's current state. You can change the option if you wish to save the file in a different mode.
If you are encrypting a document for others, you must select the recipients. The Recipients box lists the currently selected recipients, if any. Only you and these recipients are able to read the document. Click Add to add new recipients to the list, or Remove to delete selected recipients from the list. The same list of recipients is used when saving any document with encryption; a separate list is not maintained for each document. If you are sending several documents to different individuals, you must change the list for each document before saving it.
The Entrust Recipients dialog box
The Recipients dialog box lets you select the names of recipients from several sources, such as
a personal address book
recipient lists
a public address book
an X.500 directory service that you access on a network
This dialog box is similar to the one you use in the Entrust Client when creating recipient lists. You can access it from either the main dialog box or from the Encrypt and sign dialog box. Its main purpose, however, is not to create recipient lists but to select the recipients for one or more documents. You must use the Entrust Client to create and edit recipient lists.
The Entrust Settings dialog box
The Settings dialog box lets you change the default security properties applied when documents are saved in WordPerfect. The first group of options sets the default file save mode that is best suited to the level of security in your department. The option you select determines how a file is saved when you use the File save command. It is also applied to the timed document backup file. You can override the default file save mode by selecting a different option in the Encrypt and sign dialog box.
Keep each document in its current mode is the most suitable option in many instances. When this option is selected, WordPerfect maintains the current security properties of each document you open and save using the File Save command. For example, if a document is unencrypted and unsigned, it remains that way until you decide to save it encrypted, signed, or both. If you change the security mode of a document, the document is maintained in that mode until you change it.
The last option in the File save mode group is used to restore encrypted or signed files to their original WordPerfect format, unencrypted and unsigned. You typically select this option only when you are preparing to remove Entrust from WordPerfect and need to convert all of your documents back to their original format. After setting this option, open each document that needs to be converted and save it.
The first option in the second group lets you select the Entrust archive format for encrypted and signed documents. Usually, these documents are saved in Entrust file format. This is the most secure method, since documents are encrypted in memory before they are saved to disk, including temporary and timed backup files. This can be especially important if these files are written to a network drive. However, if you need to exchange files with another user who does not have Entrust installed, select the Entrust archive format.
When you create or open an Entrust archive file in WordPerfect, a plain text file is also created; this is the file that appears in the document window. If you do not want these unsecured files to remain on your drive when the associated documents are closed, select the option to delete them. The Entrust secure delete method is used to erase the files. To delete the files, close the documents before you exit from WordPerfect. If you exit WordPerfect with the documents still open, the files cannot be deleted. A warning message is displayed when this occurs so that you can delete the files manually.
The option to display a warning message any time a file is saved unencrypted is useful if you occasionally need to disable encryption, but you must remember to turn it back on for sensitive documents.
The Entrust Toolbar buttons dialog box
The Toolbar buttons dialog box lets you select buttons to put on the WordPerfect toolbar for commonly used security functions. The top button is for the main dialog, which contains buttons for all of the other functions.
Using IFilter
The IFilter (WPDFILT.DLL) is a filter used by the Microsoft Index Server, which is a content-indexing program. The Microsoft Index Server indexes the documents on a server based on the keywords they contain. These indices are used to return your search queries. When you search for a particular string or phrase, the Index Server returns all the documents that contain the string or phrase. Microsoft Index Server can read only the following file types: .WPD, .HTML, .DOC, .XLS, .PPT, and .TXT.
IFilter lets you publish your WordPerfect documents on the Internet or intranet. You can search these documents the same way you search an HTML document, without having to convert your WordPerfect documents to HTML.
You can install this filter on the Web server machine. The filter detects all WordPerfect documents lying in the root or virtual root directories of the server, and helps to index them. This WordPerfect filter conforms to the index server specification set out by Microsoft.
To install the Microsoft Index Server
The IFilter is a self-extracting DLL, which automatically installs the filter in the right place and makes the corresponding registry entries.
