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Document Version Question

Documentumguru

I've a requirement as part of the workflow, user will be sending a task to a group of users and all of them should be able to work on the same document at the same time, I know it defeats the purpose of Content Management.

Can we doing something like, DocumentA is send through workflow, let us say if we have 20 users in a group receiving, all 20 of them get a different versions, so they can all Edit the same document at the same time?

The actual process is that Group of users will get the document and they will all work on them at the same time ( due to time limitation) it's their process and send it back to Workflow Supervisor, then he goes through each of the versions and take the best doc or whatever.

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Comments

DCTM_Guru

The way to implement this is to allow all users the ability annotate the document and only allow document coordinator to edit/version the document.

DocumentumNewbie

Is annotation available in webtop OR its separate license like Brava?

DCTM_Guru

Its separate license.

DocumentumNewbie

Are there any other EMC products for that, What are the options ?

DCTM_Guru

Most viewers are third party products (eg Brava, Daeja, Snowbound, etc) and require additional license. EMC has PAS (PDF Annotation Services), which is limited to just annotating PDF files.

Documentumguru

Do you know the cost for Brava? user base is 10,000. Let us say 2,000 con-current users.

lesliec323

Brava for Documentum (D2, Webtop, TaskSpace/xCP or EPFM) can be purchased off the EMC Select Price List in one of two different configurations either Brava for Documents/Imaging or Brava for CAD. Brava for Documents/Imaging has all the formats listed at the following link except the CAD formats where as Brava for CAD has all the formats listed http://www.bravaviewer.com/enterprise_formats.htm. Your EMC Account Manager will be able to get you the pricing.

Documentumguru

Can we write code to make 50 versions of the document (if we have 50 users)

For example, If User A is starting the workflow and he/she send the task to X, Y, Z and all 3 of them should be able to edit the doc, So what we are planning to do

When User A Send the task out to X, Y & Z, we will make three different versions and, let us say

version 1.1 document owner will be X

version 1.2 document owner will be Y

version 1.3 document owner will be Z

Then we do not want to give users versioning option, so they will check the document as same version and User A can review all of the versions of the documents and compares them against each other and do whatever they need to do.

Do you see any issues with this?

I know it defeats the purpose of Content Management Solution, but it's the requirement.

DCTM_Guru

This will not work. As soon as you make ver 1.2, user X will not be able to get to ver 1.1 and edit it easily. At this point, you might as well make 50 copies of the same document.

I would hate to be User A and have to figure out all the different revisions. The requirement can be easily solved by using 3rd party annotation tools. This is best practice and is what most customers use if they have this requirement.

Documentumguru

Customer do not want to buy another license.

So we will make 50 copies of the document called ITPub_userX, ITPub_userY, and so on, it's messy, but that's the only other solution we can think of now.

bacham2

This is a ridiculous solution! How is the superuser supposed to consolidate all the changes? Will he open the 50 documents one by one and try to figure out what changed?

That's what annotations tools are for. The return on investment will come pretty quick when compared to your solution.

Documentumguru

Unfortunately that's what they want to do. Review each one of the copy.

Pretty laborious:)

lastnitescurry

Documentumguru wrote:Unfortunately  that's what they want to do. Review each one of the copy. Pretty laborious:)

Users/Customers are 99% stupid when it come to Document Management. It is not their business so why should they be?

Unfortunately you have the hard task of explain and educated them what is necessary. I suggest the following:

Request time and resources to build two demos/POC solutions:

Demo 1: Crazy workflow with unique document for each reviewer. Results goto manager/Supervisor user to combine.
Demo 2: Get demo version of Brava for Webtop. Demo licence is 1 month from install date on a (windows) machine.

Complete the two POC solutions.... doubt if you can get demo 1 working in a month!!! well done if you can.... Compare and Contrast the two solutions.....

how long to build POC?
how easy to maintian?
how easy to train users?
how easy to enable/add auditing?
costs? demo 1 development cost VERSUS demo 2 licence costs
costs? extra storage for x50 versions for each doc sent on crazy workflow
?
?

Personally I'm working with Brava for Webtop (6.7sp1) at the moment. I do have a few grips about how they have written their Webtop code {i.e. custom layer bypasses webtop and goes straight to webcomponent } but Bravas' document viewing, annotation, reviewing, redaction,... features are rock solid. Its their business and they seem to do it well