60 IBM DB2 Document Manager with IBM Records Manager Solution Guide
Table 3-7 shows the classes that we define for documents we store under the
LibraryObject item type.
Table 3-7 LibraryObject classes for the sample case study
To manage who can access what documents in the system, you need to define
Access Control Lists (ACL). An ACL is a mapping between users or user groups
and privilege sets. Access control lists are authorization schemas that define
who can read, write, and delete items from the content repository. We cover this
topic in more detail in Chapter 5, “Security” on page 91.
3.2.3 Defining life cycle processes
For documents that go through different states (Document Manager controlled
classes), you identify the states that the documents go through and model them
in Document Managers’ life cycles.
The process of translating the different states that your documents go through
into Document Managers life cycle consists of the following steps:
1. Identify the classes that are control classes.
2. Define the states that a document goes through during the change and
approval processes. Example of states are Draft, Review, and Approval.
3. Map roles to states. This defines who (having the role) can access the
document when the document is at that state. For example, in the sample
application, users with the
Approvers role are mapped under the Approval
state of a document class
Sales Proposal. This means that users belonging to
this role can access the sales proposal documents when the documents are
at the Approval state.
Reference Documents Store reference documents, such as meeting minutes,
budgets, presentations, and video.
This is a stateless class because the documents of this type
do not go through a life cycle. All other classes are controlled
classes that go through a life cycle.
Document Template Store company standard document templates.
Saved Search Store Document Manager predefined queries.
Chapter 3. Document Manager solution design and planning 61
We discussed roles in 3.2.1, “Define users, groups, and roles” on page 52.
This is a good time to go back and review what you have defined and refine
4. Graphically create the document process model using the Document
Manager Designer tool.
In the case study, a person receives a request for a sales proposal creates a new
sales proposal document and adds it into the Document Manager system. When
the document is first added into the system, it starts out in the
Draft state. After
the salesperson finishes writing the proposal, the salesperson transitions the
document to the
Review state. A team member in the Reviewers role reviews the
document and transitions the document to the
Approval state. Then, a
supervisor in the Approvers role approves the document and transitions it to the
Issued state. At the Issued state, the document is automatically declared as a
record and the document is rendered into a non-editable PDF document. Once
the PDF version of the proposal is available, the salesperson can send it to the
customer. At this point, the life cycle of the document, as defined in Document
Manager, is complete.
Based on the business process, we define the following states that the sales
proposal documents must go through in their life cycle:
We also define the following roles for the sales proposal document life cycle (or
you can define this earlier and redefine at this stage):
Creators: Users who create the proposal.
Reviewers: Users who review the proposal.
Approvers: Users who approve the proposal for publication.
Viewers: Users who can view the proposals.
We map the roles to the states, see Table 3-8.
Table 3-8 Mapped roles to states for a sales proposal document class
Draft Creators, Viewers
Review Reviewers, Viewers
Approval Approvers, Viewers
Issued Approvers, Viewers