Chapter 3. Document Manager solution design and planning 55
3.2.2 Define data model
In the planning session, you identified the types of the documents your
Document Manager solution must handle. At a very high level, they are
correspondence documents, proposal documents, and reference documents.
In this section, we discuss the document data model that controls how you want
to store the documents in the repository and how you want to retrieve them.
Specifically, you need to define the following data model elements for the
documents:
򐂰 Attributes
򐂰 Item types and document classes
Attribute (library property) definitions
An attribute (also known as library properties in Document Manager) stores a
unit of data or values that describe a certain characteristic or property of an item
(an item can be a document or some other type of a content file). Examples of
attributes are proposal number and customer name. You use attributes to search
for an item. In the planning session, the process included identifying the
characteristics of a document type. You can use what you identified from that
session here.
Sometimes you can end up with different attributes for different document types.
Some of the attributes store similar information and they should not be created
twice for different documents. Attribute groupings and reuses help simplify the
system and avoid potentially creating too many attributes. Early consolidation or
grpMarketing X
grpSales X
grpFinancials X
grpViewers X
Attention: You assign groups to the appropriate roles, and you associate
roles with the appropriate document classes and states.
We discuss classes and states in the next section, Define data model. Once
you have read that section, you may want to return to this section to redefine
your groups and roles to ensure that your design meets your business
processes and requirements.
Groups Approvers Creators Reviewers Viewers
56 IBM DB2 Document Manager with IBM Records Manager Solution Guide
separation of the right attributes help avoid problems later in the implementation
phases.
In our case study, we defined sales, marketing, and services proposal
documents to have the following common attributes: Customer Name, Customer
Number, Request for Proposal Number, Proposal Subject, Create Date, Author,
Potential Revenue, Delivery Date, and From (customer e-mail). We defined the
correspondence documents to have the following document attributes: Customer
Name, Customer Number, From, To, Date Received, Request for Proposal
Number, and Mail Subject.
Table 3-4 shows the attribute definitions for the sample solution.
Table 3-4 Attributes (library properties)
Name Display name Attribute type Character
type
Character
length
Customer
Name
Customer
Name
Variable
character
Extended
alphanumeric
32
Customer
Number
Customer
Number
Variable
character
Extended
alphanumeric
32
RequestPropNum Request for
Proposal
Number
Variable
character
Extended
alphanumeric
32
Proposal Number Proposal
Number
Variable
character
Extended
alphanumeric
32
Proposal Subject Proposal
Subject
Variable
character
Extended
alphanumeric
32
Author Author Variable
character
Extended
alphanumeric
32
Potential
Rev
Potential Rev Variable
character
Extended
alphanumeric
CreateDate Create Date Date
DeliveryDate Delivery Date Date
eMailNumber eMail Track
Number
Double
From From Variable
character
Extended
alphanumeric
64
To To Va riabl e
character
Extended
alphanumeric
256

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