Product: OpenText Content Server

Version: 16
Task/Topic: Features and Functionality
Audience: Decision Makers, Administrators
Platform: All
Document ID: 500231
Updated: March 24, 2016

Overview of New Features for OpenText

Content Server 16 and Modules
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Contents
Summary ......................................................................................................................5 
Smart Content Server User Interface ........................................................................ 6 
What is it? .................................................................................................. 6 
Why did we build this feature? .................................................................. 6 
How is it used? .......................................................................................... 6 
Content Server User Interface Functional Areas of Note ................................ 7 
Technology ................................................................................................ 7 
Content Server Widgets ............................................................................ 7 
Smart Content Server UI ........................................................................... 7 
Supported Item Types ............................................................................... 8 
Supported Commands/Operations ............................................................ 9 
Connected Workspaces ........................................................................................... 11 
About Connected Workspaces ................................................................ 11 
Why did we build this feature? ................................................................ 11 
How is it used? ........................................................................................ 11 
Functional Areas of Note................................................................................ 12 
Role-based landing pages ....................................................................... 12 
Workspace perspective ........................................................................... 12 
Workspace team ...................................................................................... 14 
How do I access Connected Workspaces? ................................................... 14 
Content Server Social Functionality ....................................................................... 17 
About Social Collaboration? .................................................................... 17 
Why did we build this feature? ................................................................ 17 
How is it used? ........................................................................................ 17 
Functional Areas of Note................................................................................ 17 
Commenting ............................................................................................ 17 
Activity Feeds .......................................................................................... 18 
User Profiles ............................................................................................ 19 
Physical Objects Dashboard Report ....................................................................... 22 
How do I access the Physical Objects Dashboard Reports? .................. 22 
Physical Item Summary⎯ Physical Objects Dashboard......................... 22 
Transfers⎯ Physical Objects Dashboard ............................................... 22 
Storage Management⎯ Physical Objects Dashboard ............................ 23 
Circulation Statistics⎯ Physical Objects Dashboard .............................. 23 
Email Notification Templates for Records Management and Physical
Objects................................................................................................................. 24 
How do I access Email Notification Templates? ...................................... 24 
To configure Email Templates ................................................................. 24 
Records Management Disposition Improvements ................................................ 27 
The Advanced RM Disposition Review Workflow Step ........................... 27 
Required Security Clearance ................................................................................... 31 

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What is Security Clearance? ................................................................... 31 

Why make security clearance levels or supplemental markings
required system-wide? ...................................................................... 31 
What if I only need required security clearance levels or
supplemental markings within certain folders? ................................. 31 
Removal of LAPI ....................................................................................................... 32 
Why did we remove this? ........................................................................ 32 
Assessing impact..................................................................................... 32 
My Account Menu ..................................................................................................... 33 
Installed Modules ...................................................................................................... 34 
Search Improvements............................................................................................... 35 
Measuring Search Relevance ........................................................................ 35 
% Successful ........................................................................................... 35 
Result Position......................................................................................... 35 
Number of Steps ...................................................................................... 35 
Search this Folder Only ................................................................................. 36 
User Context for Search Relevance .............................................................. 38 
Search for Exact Substrings .......................................................................... 38 
Search for Currency Values ........................................................................... 39 
Search Engine Configuration ......................................................................... 39 
Directory Walker............................................................................................. 39 
Recent Items .............................................................................................................. 40 
About Recent Items? ............................................................................... 40 
Why did we build this feature? ................................................................ 40 
How is it used? ........................................................................................ 40 
Recent Items Configuration ..................................................................... 42 
Email Services ........................................................................................................... 43 
Conversation IDs ........................................................................................... 44 
eLink............................................................................................................... 44 
Email Link .................................................................................................................. 45 
Recycle Bin ................................................................................................................ 47 
How is it used? ........................................................................................ 47 
Directory Services .................................................................................................... 51 
Document Conversion Server ................................................................................. 53 
Challenge ................................................................................................ 53 
Changes .................................................................................................. 53 
EXIF / XMP Metadata ................................................................................................. 55 
Object Importer ......................................................................................................... 57 
Status and Monitoring .............................................................................. 57 
Import Locations ...................................................................................... 57 
Content Suite Viewer ................................................................................................ 58 
Enterprise Connect, Office Editor ........................................................................... 60 
Ecosystem ............................................................................................... 60 
Why is this important? ............................................................................. 60 

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Outlook Quick Steps ................................................................................ 60 

Why is this important? ............................................................................. 60 
Enterprise Connect Save As Redesign ................................................... 61 
Why is this important? ............................................................................. 61 
Microsoft Office Ribbon Enhancements .................................................. 61 
Why is this important? ............................................................................. 62 
Revamped Context Menus for Explorer and Outlook.............................. 63 
Why is this important? ............................................................................. 63 
Context Menu Designer ........................................................................... 64 
Preview in Explorer.................................................................................. 65 
Lotus Notes and EML Format.................................................................. 65 
Content Server Specific Features............................................................ 65 
Enterprise Connect 16 Microsoft Platforms ............................................. 66 
Enterprise Connect 16 Compatibility ....................................................... 66 
Supported Environments and Compatibility .......................................................... 67 
About OpenText ........................................................................................................ 68 

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Summary
This document is targeted for Content Server Administrators (the person or people responsible for
deploying, administering, and maintaining OpenText Content Server). It contains highlights about the new
features that have been added to Content Server 16.

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Smart Content Server User Interface

What is it?
The smart Content Server user interface is a state-of-the-art, extensible and role-based user interface
which follows simple and intuitive interaction patterns for Content Server. The user interface layer is
clearly separated from the business logic to improve supportability. Additionally, re-usable user interface
parts (widgets) are provided. These widgets will allow for seamless integration of parts of the new UI into
business applications such as SAP.

Why did we build this feature?

The user interface enhancements were built to:

• Deliver a simple and intuitive user experience for Content Server and Extended ECM users,
reduce training effort, and improve user adoption and satisfaction.
• Provide a role-based user interface that tailors the user experience to the user’s needs, reduces
complexity, and increases productivity.
• Enable tablet support (in addition to desktop support) allowing anytime, anywhere access to
content with a consistent user experience.
• Provide a platform that makes it simple to build and extend UIs for custom interfaces (Content
Server REST API, CS UI widgets)

How is it used?
It’s an alternative user interface for users with specific roles; for example, users who only access content
(consumers), users who upload content (producers), or Extended ECM users working with Connected
Workspaces. It can be accessed by using a URL syntax that is specific to the smart Content Server UI.

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Content Server User Interface Functional Areas of Note

Technology
• Client side rendering: HTML5, JavaScript, CSS
• Content Server REST API and CS UI Widgets

Content Server Widgets

• Re-usable CS UI Parts consisting of a collection of HTML, JavaScript and CSS
• Adapted to different UI’s with CSS
• Used in CS UI integrations and in the smart CS UI

Smart Content Server UI

• The UI is tailored to the user’s needs, the complexity is reduced.
• Prevents users from being overwhelmed by information and functionality.
• Enables users to be more efficient, increases productivity.
• The UI is responsive, supporting both desktops and tablets
• Flexible Page configuration concept (perspective management)

Figure 1: Role-based User Interface

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Supported Item Types

The following lists the Content Server item types that are currently supported by the user interface
enhancements.

Subtype ID# Comment

Business Workspace 848 See section on Connected Workspaces
Collections 298 Limited support, access items in collections
Compound Document 136 limited support, behaves like folder
Document 144
Email Folder 751 limited support, behaves like folder
Email Volume 750 limited support, behaves like folder
Enterprise Workspace 141 behaves like folder
(EWS)
Folder 0
Personal Workspace 142 behaves like folder
(PWS)
Project 201 limited support, behaves like folder
Saved Queries 258
Shortcut 1
URL 140

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Supported Commands/Operations
Items that can be added:
• Documents
• Folders
• URL Items (Web Addresses)
• Shortcuts
Uploading documents:
• Single and multi-document upload
• Drag & Drop
Search
• Keyword search
• Custom View searches
• Saved queries

Social operations
• Comment
• Reply
• Favourite
• Search for users to follow

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The following lists the most important Content Server commands that are currently supported by the user
interface enhancements:

ITEM TYPE ACTION

Document Click action: Open/View
Download
Edit
Copy
Move
Add Version
Share (= Email a link)
Reserve/Unreserve
Delete
Comment
Folder Click action: Open
Copy
Move
Share (= Email a link)
Delete
URL Click action: Open (External URL)
Copy
Move
Delete
Move
Share
Delete

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Connected Workspaces

About Connected Workspaces

Enterprise Content Management is not a discipline on its own but used to better support the actual
business processes. The purpose of Connected Workspace is to provide insight from the data, the
content, the people and the task perspective. A Connected Workspace represents a meaningful entity in
an organization, e.g. your customer, a sales opportunity, a project, or even a community of people with
common interests.
Connected Workspaces are the evolution of Business Workspaces from Extended ECM, with uses cases
from Template Workspaces and Content Server Projects. They can also be used decoupled from leading
systems, support the new Smart View User Interface, and are therefore much more versatile for your
organization.

Why did we build this feature?

We have created Connected Workspace because many organizations have challenges with ECM
adoption: End-users don’t want an additional burden but are expecting true benefits and simplification of
their daily work; administrators struggle with large, rigid and difficult to change systems.

How is it used?
It’s a business rules and template based system that provides powerful tools with great flexibility for the
administrator and, the business rules save the end-users a lot of work, the business rules and templates
also drive the new role-based Smart View user interface.
The attractive use interface provides business-centric perspectives and widgets.
Social-based collaboration tools are built in, the foster the adoption because end-users don't have to
switch between different tools.

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Functional Areas of Note

Role-based landing pages

End-users in different functional areas within an organization have different needs. Content Server now
can serve different landing pages to different groups based on configurable rules. Furthermore, end-users
want “their” business objects from their daily work right in front of them in a dashboard.

Sample landing page with access to Sales specific workspaces.

Sample landing page with access to expert working groups.

Workspace perspective
The workspace represents a meaningful business entity and is providing more contextual information than
a pure folder holding some business documents. The workspace can have business relationships to other
workspaces. It is detailed by business metadata as well as content metadata. A workspace has its own
team allowing business-level control over the participants. It stores documents, e-mails and other content.

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It aggregates all news and events in an easy-to-consume fashion and it supports the collaboration on
cases with checklists and workflows.
In the Smart user interface we created a dedicated layout for Connected Workspaces. The most notable
elements are a special header area and multiple tabs for the details.

Perspective for a customer workspace

The main descriptive elements about the workspace are located in the header. It also contains an activity
feed with the latest information from the collaborators. The overview tab also has the primary business
context like the related workspaces (in this case the sales opportunities), the members of the account
team and detailed metadata.

Documents in the customer workspace

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Browsing the workspace content is another key element; it‘s available on the second tab of the
workspace. All Content Server capabilties are available inside the workspace as well.

Perspective for a sales opportunity workspace

Different workspace types have different configurations. Depending on the business needs, information
can be served in a dedicated way.
Workspace team
The team represents the roles in an organization or business process. Every workspace has its own
team. The business users can assign the participants directly without involving the IT department.
Leveraging the team roles for access control provides security, maintainabilty and flexibility at the same
time.

How do I access Connected Workspaces?

When using Connected Workspaces, an administrator will configure workspace types and prepare
workspace templates. On the landing page, end users have “Workspaces” tiles to navigate to

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workspaces of interest. The sample page below has three different widgets pointing to Customers, Sales
Opportunities and Sales Orders.

The collapsed view as shown here has the recently accessed workspaces and favorited items which can
be opened directly from here. Clicking on the magnifier icon in the header of the widget allows to quickly
filter the items. Filtering happens automatically in the background as soon as you stop typing. For access
to more items or in case there are no recently access workspaces yet, click on the expand item in the
bottom right corner of the widget.

The expanded view allows to filter on the entire set of workspaces of the given workspace type. Filters
can be used on all columns with the magnifier icon.
The customer “Global Trade AG (1031)” represents a workspace with a complete set of demo data.

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An alternative landing page perspective has also been made available for the guide tour. The link
“Account Executive” on the Connected Workspaces introduction page leads to a landing page that the
users with such a role could see immediately after login.

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Content Server Social Functionality

About Social Collaboration?

Our purpose is to enable social collaboration across all EIM applications and to leverage the results to
improve the experience of discovering relevant information across EIM systems to improve decision-
making ability and to provide business insight based on that information. The primary focus of the project
is to enhance collaboration for Content Server objects. The secondary goal is providing EIM applications
with tools that allow the social elements of those applications to be managed within Content Suite.

Why did we build this feature?

We have added these integrated social features to:

• Enhance collaboration capabilities within Content Suite, allowing organizations to drive context
around their content without leaving the system.
• Offer users secure and pervasive ways to have conversations with each other about information,
and to keep that knowledge associated to the content that they discuss.
• Leverage the connections between people, content, and actions to provide effective ways to
discover enterprise information.
• Allow users to create collaborative environments that are designed to help teams get work done
directly within Content Server, without depending on outside communication channels such as
email.

How is it used?
All social functionality is embedded in Content Server 16 and can be accessed as a part of the new
Content Server 16 Smart View user interface. Social components such as chat and activity feeds will be
enabled on demand by role, and offer configurations that can be customized to specific business use
cases.

Functional Areas of Note

Commenting
Drive communication and collaboration around content through tightly integrated commenting features.
The commenting widget is integrated into the content list view and the activity feeds, allowing users to
comment, and reply to comments directly inline, without being sent to a separate Content Server page.
Features include @mentions if you wish to draw a user’s attention to a comment, attachments, and
replies. Commenting is fully backwards compatible with Content Server Pulse from previous Content
Server versions.

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Activity Feeds
Activity feeds allow users to monitor activity within the system at a macro or micro level, providing users
with the pulse of the system at any time.

Feeds can be customized and filtered to show relevant data:

• Content Updates - includes events such as new version added and comments
• Attribute Updates - Events related to attribute changes

Feeds can also be isolated to specific users or content:

• All Users - Shows events for all system users
• Specific User Sets - Shows the events only for a specific set of users. For example, the users
that I am following.
• My Updates - Shows the events that the current user is associated with or where they have been
mentioned
• Attributes - Includes Content Server attribute updates based on user-defined rules.

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User Profiles
Effective collaboration is about people. The User Profile will allow users to quickly and easily learn about
their peers, see what they are doing in the system, and communicate with them. User Profile
management includes:
• A User Widget that includes a mini-profile pop-up when users hover over a user name
• User Profile Viewer
• Users I follow / Users following me management
• User Settings

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Physical Objects Dashboard Report

The Physical Objects dashboard report provides a statistical view of your physical objects management in
an easy to digest format. The Physical Objects dashboard report is comprised of four components that
can be viewed together or individually.
• Physical Item Summary – to quickly access total counts of physical items by type and facility
• Transfers – to track transfers of physical items to and from office locations and your organization’s
storage facilities or third party facilities
• Storage Management – provides a total count of the physical items in storage and storage
capacity for all facilities
• Circulation Statistics – displays real time circulation statistics with links to reports for requests to
borrow, items borrowed, overdue items, items flagged for pickup and items returned.
How do I access the Physical Objects Dashboard Reports?
The Physical Objects Dashboard can be accessed by selecting Physical Objects from the Enterprise
menu, and then Reports. The following figures and descriptions explain each component.

Physical Item Summary⎯ Physical Objects Dashboard

The Physical Item

Summary report provides
a total of all physical
items and subtotals by
item type. You can filter
item type subtotals by
home location or facility.

Transfers⎯ Physical Objects Dashboard

The Transfers dashboard

provides counts and links
to total transfers,
transfers not sent,
transfers sent and not
received and transfers
received. From these
reports, you can access
a list of items included in
each transfer.

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Storage Management⎯ Physical Objects Dashboard

Quickly view how much

storage capacity you have
with the Storage
Management Summary.
Click View details to
access capacity reports for
each of your facilities
which includes the amount
of space within each area
of the facility.

Circulation Statistics⎯ Physical Objects Dashboard

Circulation statistics will

give you detailed
information for the entire
circulation process – from
Requests to borrow,
processing Borrowed
items, assessing Pending
acknowledgements,
tracking Overdue items,
arranging for the pickup of
items Flagged for pickup to
a history of items
Returned.

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Email Notification Templates for Records Management

and Physical Objects
Email Notification Templates are designed for organizations that need to ensure clear and correct
instructions are relayed to users working with records and physical items. For example, disposition
reviewers may need to have specific information to complete their assignment to review records in
accordance with internal compliance policies. Or, the Records Manager may want to tailor a message to
borrowers who have overdue physical items. And, users may want to receive these instructions in their
language of choice.
How do I access Email Notification Templates?
New Email Templates tabs has been added to the System Settings area for Records Management and
Physical Objects.
To configure Email Templates
To configure an email template, go to the Email Templates tab:
1. Select the desired Template.
2. Select the Language of choice.
3. Select the MIME Type.
4. Modify or add any new text in the subject or content of the message. The OpenText Email Editor can
be used to add your corporate branding and design, include links to policy documents and modify
text. Insert replacement tags into subject or content in order to add system generated metadata.
5. Click Preview to assess your customized email, Restore system default to return the system
template and Submit to save your changes.

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To configure Physical Object Email Templates, go to the Physical Objects System Settings > Email
Templates tab and complete the steps as list above for Records Management Email Templates.

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Below is a sample customized notification email sent to a records disposition reviewer.

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Records Management Disposition Improvements

In addition to user experience improvements such as, removing the Records Management, Physical
Object and Classification menus from the Enterprise menu (except for users with permission to access
these workspaces), and providing the option to hide specific fields on the Records Detail page, we are
introducing a number of improvements to the dispositioning process, including:
• An advanced disposition workflow review process (see below for more details)
• Ability to delete multiple disposition snapshots
• Along with Move (introduced in CS10.5), two new actions are available in the disposition results
snapshot⎯Collect and Apply Hold. Once electronic or physical records are added to a Collection,
additional actions can be performed.
• Disposition Export results can include category/attribute information
• Non-containers can be actioned first when results contain parents/children (eliminates previous
process errors)
• Disposition actions Change Status and
Mark Official performed on a container
can also apply changes to sub-items.

The Advanced RM Disposition Review Workflow Step

Your organization may have complex

review and approval processes involving
multiple reviewers and approvers prior to
disposing of records. You may need to
tailor instructions for various reviewers
and approvers. And, you may want to
include other actions during the
disposition review process, such as
sending notifications to Legal.
In Content Suite 16, we provide the
option for two disposition reviewers as
part of our standard records disposition
review process. Organizations with
complex disposition reviews will be able
to take advantage of the new RM
Disposition Review workflow step to
customize their dispositioning needs in
Content Suite 16.

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The RM Disposition Review step is configured much like other user/group workflow steps, however the
Assignee rules are based on RM dispositioning. For example, the step can be assigned to the Owner of
the records returned in the disposition snapshot. Workflow Roles are not permitted.

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Permissions, Comments,
Attributes and Attachments
can be configured for use
as well as including other
types of workflow steps,
such as the Evaluate step
or Form Tasks.

To enable the Advanced Disposition Review process, create a workflow map to define your dispositioning
process that encompasses the RM Disposition Review step. Ensure the RM Disposition Review Package
is enabled on the map’s General Settings.

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Next, create your Disposition Search. Within the Review Process tab select Advanced Review for the
Review Process Type and define the Review Process Workflow.

Users with a disposition review assignment can be notified via an email containing a link to their
Assignment or can access their disposition review assignment from their Personal menu > Assignments
page. To quickly view their records for review, assignees click the RM Disposition Review link in the
workflow package. Clicking the View in new window link makes it easier for the reviewer to view the
complete snapshot in order to complete their review.

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Required Security Clearance

What is Security Clearance?
Security clearance levels and supplemental markings provide an extra layer of security ensuring only
designated users have access to specific information.
Some organizations who work with highly confidential information take advantage of applying security
clearance levels and supplemental markings to their content to ensure information is only visible to users
with the same or higher security clearance levels and supplemental markings.
Why make security clearance levels or supplemental markings required system-wide?
Some organizations need to be certain security clearance levels and/or supplemental markings have
been applied throughout Content Server, and asked for a means to ensure this was enforced. However,
they wanted to make this a requirement only for certain object types, such as documents and folders.

New System settings are

available to the CS
Administration > Security
Clearance Administration
> Configure Supported
Object Types page to
ensure security clearance
levels and supplemental
markings are required by
object type.

Configuring Security Clearance Level Required or Supplemental Markings Required on the Configure
Supported Object Types page, will result in the required field displaying on the add item page for the
selected object type. Those object types cannot be added unless the security clearance level or
supplemental marking is selected.
What if I only need required security clearance levels or supplemental markings within certain folders?
For example, I have folders with highly-sensitive documents only certain users should access or I need to
ensure security levels and/or supplemental markings are applied to content in this area of the system.

Two fields have been

added to the Security
Clearance tab for
containers to select
Required for sub-
items for
Supplemental
Markings and
Security Clearance
Level.

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Removal of LAPI

Why did we remove this?

In Content Server 16 LAPI has been removed. As a replacement to LAPI, Content Web Services and the
Content Server REST API should be used. This change has been broadcast for a number of years. Some
of the reasons for the removal include:
• Standards - There are accepted ways to interact with Content Web Services, using known
protocols. LAPI is a proprietary protocol. It represents an obstacle to acceptance by IT and
network management. The usual tools that administrators have for monitoring, packet inspection,
load balancing and such are going to have more difficulty with LAPI conversations. This will
become worse in hosted and shared environments.
• Encryption - The LAPI protocol is not encrypted. Using accepted protocols like SOAP and/or
HTTP, encryption is available through simple web server configuration.
Assessing impact
If you require assistance determining whether your existing integrations use LAPI, or understanding which
LAPI functions are in use, OpenText has a test patch available that you can install on your Content Server
9.7.1, 10.0 or 10.5 systems to record LAPI activity. The output can then be used, in conjunction with
OpenText Customer Support to help determine what alternative APIs may be useful.

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My Account Menu
The top level main menu in the classic user interface has been adjusted to provide a “My Account” menu.
This gathers related items together, and provides similarity with the new Smart UI, both in terms of
contents and location as the right-most menu.

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Installed Modules

Content Server 16 includes more modules installed as part of the standard product. This is part of
OpenText’s ongoing commitment to reducing the complexity of installation and upgrades. An additional
benefit is that third-party developers have fewer variations of installed components to consider.
These modules, which are optional in Content Server 10.5, are now part of the standard installation:
• Forms
• WebForms
• Email Services
• Enterprise Connect (server components)
• Office Editor (server components)
• Pulse
• Renditions
• eLink
• Object Importer / Exporter (requires license key)
• ActiveView
• Content Suite Viewer (requires Brava Server components)
In recent Updates, the Archive Storage Provider and Content Move modules were incorporated into
Content Server 10.5, and these modules are also included in Content Server 16.

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Search Improvements
Measuring Search Relevance
Content Server has many parameters available for tuning search relevance. The challenge today faced
by organizations is understanding how changes in these settings affect relevance. Without empirical data
of search success, changes in search tuning have been largely based on personal opinions and
perceptions. With Content Server 16, you can now apply some science to optimizing search relevance.
Content Server 16 tracks three key parameters that are measurements of search success. These results
are displayed graphically on a daily basis. You can adjust search parameters, wait a couple of days, then
review whether the search success has improved or declined, and adjust accordingly. The measurements
are:
% Successful
The ratio of searches where one of the common actions is selected on at least one result, such as
opening, downloading, viewing, examining properties, and so forth. Not all actions are tracked, so this will
never be 100%. The relative value is important, high scores are better.
Result Position
For successful results, the position in the list of results. This is only measured when “relevance” is the
search sorting order. Lower numbers are better. If a selected result was in the fourth row of the third page,
then its position would be 24.
Number of Steps
For a successful search, the number of search refinements needed before selecting the result. Steps
include going to the next page or applying a search facet. In general, fewer steps are preferable to more
steps.
The relevance reports are accessible from the Manage Search Statistics administration page:

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And appear like this:

Search this Folder Only

A new capability is being added, to search within the current folder only (excluding any subfolders). This
feature is added as part of the existing “Location Modifier” framework for search. When selected, the
search is constructed using the OTParentID search region instead of the OTLocation search region.
The administrator access is through the Configure Search Location Modifiers page:

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Selecting Exclude Sub-Folders will present the configuration for this feature:

If enabled, the user will see this location modifier as an option in the search bar, and in the Location
search component of Advanced Search (including Custom View searches) for locations for which the
feature is valid.

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User Context for Search Relevance

The traditional adjustments in Content Server for scoring search relevance include parameters such as
the type of document, results with key metadata values, and recentness. Starting with Content Server 16,
we are adding context-sensitive adjustments such as:
• Boosting scores for documents created by the current user
• Adjusting scores for items in the current user’s personal workspace
• Adjusting scores for items in the current folder, or folder tree
• Boosting results found in the last few locations the user has worked in
These adjustments are possible due to enhancements in the search engine that allow per-query variables
to be used as part of the relevance computation.

Search for Exact Substrings

A frequent request from organizations has been the ability to search for exact substrings within a
metadata value. The typical use cases are for part numbers. For example, if a part number is:
XUTU2-09W40B-SNW
Then the users might typically refer to the part as a substring of this, perhaps:
TU2-09W4
Traditional search methods cannot address this problem due to work boundaries, punctuation or
whitespace. The search engine can now be configured to specify that a metadata field should have this
property for indexing and search. When so configured, other search modifiers (such as stemming,
thesaurus, and regular expressions) are ignored.
At this point in time, the configuration for this feature is not yet exposed in Content Server. You can
configure field on text metadata values by appropriate editing of configuration files. The features in the

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search engine were incrementally delivered in Search Engine 10.5 updates, and documentation can be
found in the Champion Toolkit Document Understanding Search Engine 16.0.

Search for Currency Values

Many organizations have requested the ability to search on currency values in metadata fields. The
search engine has been enhanced to provide this capability, although configuration of it has not yet been
exposed in the administration pages and currently must be set up by editing INI files. See the
Understanding Search Engine 10.5 white paper for details.
When declared as a currency type, the search engine will discard preceding and trailing text, and interpret
the remaining numbers and punctuation as best it can to fit common currency expression patterns.
Internally, these are then stored as long integers with two implied decimal points. Searches to the exact
penny (two decimals), or range searches are possible. The Search Engine can convert existing text fields
that conform to currency syntax to a currency field. The following are examples of how strings in these
currency fields are treated:

• $US 4,568 Æ 4568.00

• 69998.87 CDN Æ 68889.87
• -98.887,55 Æ -98887.55

Search Engine Configuration

Over the last few years, the OpenText Search Engine has been enhanced with more efficient modes of
operation that allow more objects to be stored in a partition (Low Memory Mode), and more efficient
indexing by storing index information in new ways. These new methods have proven themselves to be
generally superior. As a result, we are deprecating the older competing modes of operation.
The administration interfaces for search are effectively forcing “Low Memory Mode” and “Incremental
Merge Storage” methods. The alternatives including use of RAM storage are eliminated, so no settings
are visible.
If the existing search index uses the deprecated methods, then an index conversion will occur after
synchronization and restart. If desired, you can avoid this conversion by making the equivalent changes
to search configuration in older versions before upgrading.
Similarly, the “Update-Only” mode of operation for search partitions is being deprecated. The automatic
update-only mode has proven reliable in the last few years, and is generally superior. This will remove
considerable complexity from the management and configuration of the search grid. Note: this change is
scheduled for late in the development cycle, and has some likelihood of not being available in the final
product.

Directory Walker
The Directory Walker feature allows file systems to be crawled and indexed, without creating objects in
Content Server. The Directory Walker has been significantly improved to run faster with less system
impact.

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Recent Items
About Recent Items?
This new feature will allow users to view their recently accessed items and container objects. Historically,
some of this capability was incorporated in the Recommender module, but the Recommender
implementation has several limitations. It is inconvenient to access, and is generated on a five-minute
agent, so that newly accessed items are not immediately visible.
Why did we build this feature?
Easy access to recently used items is clearly a benefit to usability. Given its prominence as a widget in
the new graphical interface, improvements in behavior were deemed necessary.
How is it used?
When items are accessed, the access is recorded in the database. In addition, for select operations, the
container in which the access occurred is recorded. This allows a user to select recently accessed items,
or to locate folders and containers in which they have recently worked.
From the classic interface, the Recent Items menu has been added for quick access.

The recent items list (below) is a virtual container you can browse. Standard browse tools such as sorting
or filtering makes it easy to refine the list. By default, the list is sorted by recent access.

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Because it is a virtual folder, you can also use the Recent Items list to help select locations in the Target
Browse dialog, as seen below. Recent Items will be displayed as a folder under the user’s personal
workspace.

The new implementation is more efficient than the Recommender version. Internally, all existing features
that leveraged the previous Recommender list of recently accessed items have been updated to use the
new Recent Items system, and the Recent tab on the Personal Recommendations page has been
removed.

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Recent Items Configuration

The administrator can disable this feature if necessary (not recommended). There are two configuration
settings, one for the maximum number of items to remember per user, and the other for the maximum
number of days that items should be remembered. The cleanup of this list happens on a scheduled basis
once per day.

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Email Services
Content Server 16 adds features to make email a primary subtype. Historically, email messages added
using Enterprise Connect or Email Management were created as subtype 749, and their metadata was
extracted into fields in the database and search index that could be used for various applications.
Otherwise, an email message was simply a document file in Content Server. No longer.
First, email is now a selectable type when using the Add Item feature:

If using the Drag-and-Drop method of uploading, an uploaded file that has the extension .msg is
assumed to be an email message, and added as a type 749.
This capability is possible in part due to enhancements in Document Conversion Server and the
Document Filters. These components are now capable of extracting the necessary email metadata fields
that Content Server uses to create the 749 subtype. Previously, only the clients working directly with
Microsoft Outlook or Exchange could extract this metadata.
These features are only available with Exchange email (.msg files).

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Conversation IDs
Another improvement is that Content Server now extracts and stores the Conversation ID (sometimes
referred to as the Email Thread ID). In addition to new development applications that are possible, a
function to find all the email messages for a particular conversation is available.

eLink
Elink functionality has been improved and inconsistencies have been eliminated.
1. eLink enabled folders can be configured to create Email objects for inbound emails.
2. Email Folders can be enabled for use with eLink

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Email Link
The Email Link feature has been changed to send a generic link to an item. Previously, the system would
be configured to send a properties or open link.

This change instead creates a generic item reference that is inserted as the URL in the email body.

When a user selects one of these links, the choice of whether they open the item or open the properties is
determined by the recipient. This is an often-requested change.

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If a user receives a link, they can now determine the behavior. The user’s preference is located on the
General tab of their My General Settings page.

The administrator controls the default setting for new users, or for users that have never specified a
preference.

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Recycle Bin
Organizations have long desired the ability to restore items that have been deleted. Historically, there
have been two choices: the Recycle Bin module or the Undelete module. These two solutions have been
widely used, and have somewhat different behaviors.
Starting with Content Server 16, both of the modules are deprecated, and a new Recycle Bin capability is
being built into the product.
The new approach offers many advantages. It has a superior feature set, and is more efficient. Perhaps
most importantly, by having a single built-in capability, we simplify integration and training for users and
developers. You no longer need to consider how systems with one or the other module or no module
installed will behave.
How is it used?
If the Recycle Bin is enabled, when a user deletes an item, it is not removed from the system. Instead, it
is marked in the database as deleted, and is not visible to users or applications using standard API calls.
After a defined number of days, the item will be scheduled for “purge” (the final deletion) using a
Distributed Agent task.
There is a special volume, the Recycle Bin, which displays deleted items. Using the Recycle Bin (found
on the Tools menu), items can be restored to their previous location. Users can restore items for which
they have Delete permission. Administrators can restore any items, for any users.
Administrators also have access to a Purge feature, which can be used to immediately delete the item
from the system.

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Administrators have some configuration options. The Recycle Bin capability can be disabled, in which
case the Recycle Bin menu item is not available and, when items are deleted, they are marked as
deleted and immediately given to a Distributed Agent task for removal.

The administration page contains a link to edit the Restorable Node Types (below). Some node types
MUST be restorable, usually those which are containers for other types. On the review page, these
mandatory restorable types are listed for reference. The remaining node types that can be deleted and
restored are configurable. Administrators have the option of deselecting those types which they do not
want to be restorable. Those which are not identified as restorable will be sent to a DA task for purge at
the time they are deleted.
Similarly, a link to page that lists the subtypes which can never be restored is included for reference
purposes.

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We also introduce the concept of the Recycle Bin Administrator. This is a usage privilege that grants a
user full access to the Recycle Bin capabilities. This allows users who are not full admins or system
administrators to be designated as managers of the Recycle Bin features. This privilege is restricted by
default, and can be edited by administrators on the Administer Object Usage and Privileges page.

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During upgrades, an existing Recycle Bin or Undelete Volume will be converted to a standard Content
Server folder named “Legacy Recycled Bin” or “Legacy Undelete Volume”, located in the Enterprise
workspace. This folder will be visible only to Recycle Managers or admins. These privileged users will be
able to purge the older items, or copy/move them in lieu of restore capability. Links to these folders will
be provided from the new Recycle Bin page.

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Directory Services
The Content Server Directory Services (CSDS) feature has been removed, and is no longer available.
OpenText Directory Services (OTDS) is now the sole authentication and user management method for
Content Server 16.
Traditionally, OpenText Directory Services has been optimized for production environments, especially
those with complex requirements or landscapes. This is appropriate, and continues to be the preferred
product deployment method.
In order to simplify the installation and deployment of simpler systems (for example, development,
demonstration, and test systems), a version of OTDS is included in the Content Server 16 installation. If
you choose to use an Internal OTDS, then a version wrapped in a lightweight Jetty application server is
installed and configured.
In this mode of operation, OTDS is installed and managed like other Content Server services, as seen
below.

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At installation time, you have the option of selecting an internal or external OTDS instance. An external
instance would be the typical production environment, with OTDS and Tomcat separately installed.

At first startup after selecting an Internal OTDS, the software will be installed and configured. This may
require a couple of minutes.
For existing customers performing upgrades, the tools formerly used to migrate settings from CSDS to
OTDS are no longer necessary, as they are built into the upgrade process.
The concept of internal (non-synchronized) user and group management remains in Content Server. The
user and group information entered into Content Server in this way is transparently backed by the
associated instance of OTDS.

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Document Conversion Server

Challenge
With each installation of Content Server, the Document Conversion Server has been used for a number of
purposes. Roughly speaking, there is a batch mode of operation where DCS runs as a service in the
search indexing workflow, and there is “everything else”.
In the “everything else” category, DCS has been used in a variety of ways. Without getting too detailed,
these include:
• Run as a service over a proprietary socket protocol to support the Hit Highlight feature.
• Create and run a new process on an Admin server each time a View as web page request
occurs.
• List email attachments when called directly by front-end servers.
• Run on CGI, IIisapi or LLSERV processes for MIME type detection.
• Support email processing (new requirements, method to be determined).
The net result is inconsistency and DCS processes running in many ways, on different servers. The
current implementation also requires significant numbers of different data paths and configuration file
settings.

Changes
The use of DCS with Content Server is being re-imagined for 16. DCS has been provided with an
embedded lightweight web server, and exposes a DCS REST API for internal use. Each of the
applications of DCS is being converted to use this common approach. The existing socket API will be
deprecated.
View as web page, Hit Highlight, listing email attachments, and MIME type detection will all leverage an
Admin server file cache and the DCS REST API. Using a DCS REST API provides future scalability, using
standard load-balancing techniques, for large environments in the event that demand for these services
increases.
Most of the changes are internal. There will be differences in configuration and administration. Some
settings will move from INI files into the database with an administration interface. Several settings are no
longer relevant, since the various usage methods have been consolidated.
Each Admin server with file cache enabled may have a DCS available. The Document Conversion
Service tab of a DCS process instance is shown below. Note the new settings for the DCS web service,
such as Number of Threads and Queue Size, which determine how many requests can be serviced or
pending before the instance reports “busy”
When a DCS capability is required, preference will be given to a DCS instance that is running on the
same system (e.g. Admin Server). This selection runs faster, since less file transfer is required. However,
if DCS is not running on the same instance, then a remote DCS will be randomly selected from the
available pool and used.

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EXIF / XMP Metadata

EXIF (or XMP) metadata is generally attached to media files. For example, cameras will attach EXIF
metadata to photos, adding information such as the GPS location, resolution, image size, camera type,
etc. Photo and media software will often also add this XMP data to PDF files.
The OpenText Document Filters now have the ability to extract this data from media files (JPEG, TIFF,
PDF). The metadata is exposed in DCS (Document Conversion Server), where it can be included as
searchable metadata in the search index, or retrieved using the DCS REST API.
Since the XMP metadata is potentially unbounded, a list of the most common useful XMP metadata fields
is defined and extracted / indexed by default. Some metadata fields are mapped to their existing OTDoc
prefixes as follows:
• DateTimeOriginal=OTDocCreateDate
• DateTimeOriginal=OTDocCreateTime
• ModifyDate=OTDocLastSaveDate
• ModifyDate=OTDocLastSaveTime
• OTDocNameOfCreatingApplication
• OTDocAuthor
• OTDocTitle
• OTDocSubject
• OTDocKeywords
• OTXMP_Format
• OTXMP_DocumentID
• OTXMP_InstanceID
The following XMP metadata fields are added with the prefix OTXMP_
• ImageWidth
• ImageLength
• ImageHeight
• Compression
• Make
• Model
• PixelXDimension
• ExifImageWidth
• PixelYDimension
• XResolution
• YResolution
• ResolutionUnit

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• GPSLatitudeRef
• GPSLatitude
• GPSLongitudeRef
• GPSLongitude

This list can be tuned / edited in the DCS.INI file.

If you want unrestricted extraction and indexing of all XMP fields, a setting in the DCS.INI file allows this
behavior, but is generally not recommended.

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Object Importer
Object Importer and Object Exporter are frequently used modules for bulk export and import of data to or
from Content Server.
For Content Suite 16, Object Importer and Object Exporter modules have been combined into a single
module called Object Importer, which is installed with Content Server. Use of Object Importer requires a
separately purchased license key.
Status and Monitoring
The Object Importer process status page has been enhanced with several new capabilities. The status
conditions have been extended to cover additional cases. Jobs that have been cancelled have new
status codes reflecting the period during shutdown. Administrators can “stop” jobs (which allow resuming
later), or cancel jobs (which complete at the current object being processed).
Administrators can also force a job to be considered completed, which simplifies recovery of the system in
the event that the system unexpectedly terminates while a job is running.
The status page will now display the last 50 jobs, even those which are complete. Previously, only
running jobs were displayed.
A new purge feature will also clean out records of older jobs from the database, simplifying system
maintenance.
Import Locations
Previously, Object Importer was forced to use the Upload directory if it was defined, otherwise a working
directory for imports could be created. The new implementation is significantly more flexible, allowing you
to choose the Upload Directory, an arbitrary import directory, or specify absolute paths in the import file.
These same controls can be expressed in the control file for automated imports.
Some minor changes in the XML syntax were implemented to support this, although existing XML import
definition files are still compatible.

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Content Suite Viewer

Content Suite Viewer 16 provides basic viewing and printing functionality for common document and
image formats.
Features
• Provides simple zoom and page controls, rotate and print
• HTML5-based: No download or plug-in required on the client
• Supports DOC, XLS, PPT, PDF, TIFF, JPG, BMP, GIF and PNG file formats
The Content Suite Viewer module is now included in the Content Server installation. By default the
Content Suite Viewer is disabled. Activation of Content Suite Viewer requires configuration on the Admin
pages as well as extra server components. The extra server component is in the Manual Setups folder of
the ISO under ‘Brava Server Components” (OpenTextBravaServerComponents_16.0.exe).
Below is the Admin page used to activate Content Suite Viewer:

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Clicking on the View link in the Content Server interface opens the document for viewing:

Clicking on the arrow in the left margin opens the thumbnail panel:

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Enterprise Connect, Office Editor

Enterprise Connect is an alternate desktop interface to the standard OpenText Content Suite platform
web environment that makes working with business content, applications, and processes incredibly easy
for users.
It integrates seamlessly with the productivity tools business users work in every day such as Microsoft
Office (365), Microsoft Outlook, Windows Explorer, Adobe Acrobat and IBM Lotus Notes..
Ecosystem
Enterprise Connect, Office Editor, and Email Services modules are part of Content Server 16 core
installation
They are no longer considered additional and separate modules that need to be installed and maintained
separately
The lifecycle and updates will be in tandem with Content Server 16
Why is this important?
As part of reducing the total cost of ownership and as part of easing the pain of administering the different
components of the Enterprise Connect ecosystem and the different modules that make up EC, all the
modules have been bundled with Content Server 16 installation.
Consequently all patches will be rolled up with Content Server updates to further easy administration.
Outlook Quick Steps
This is a feature that is designed to reduce the time it takes to file emails to Content Server. It offers a
single click action to copy or move email(s) to Content Server. It works with any Content Server container
Outlook quick steps are defined by the users and available throughout Outlook ribbon and context menus.
Defining a quick step is as easy as 1, 2, and 3
1. Give the Quick Step a name
2. Specify a Content Server destination folder
3. Specify whether it’s a move or copy operation

Why is this important?

Many Enterprise Connect customers use the powerful Outlook integration to file emails to a specific
business workspace or project in Content Server. This is usually part of a strict business process for filing
emails/ correspondence that are part of contract etc.

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Enterprise Connect Save As Redesign

Refreshed the critical Enterprise Connect Save As dialog for all Microsoft Office application and enhanced
the dialog to display all the contents of the destination folder.
Removed the confusing choices that forced a user to choose whether to save the document as a new
document or a new version

Why is this important?

The Enterprise Connect Save As dialog is what many of users use to save a document directly from a MS
Office application to Content Server. It has had limitations where the contents of a folder, that a user
wishes to save to, are not displayed in the dialog. It also had confusing options whether a user wants to
save a new document or save as a new version of an existing document.
With Enterprise Connect 16 the redesigned dialog mirrors the native Office save dialog.
Microsoft Office Ribbon Enhancements
Added document properties directly into the ribbon of an active Content Server document to provide
faster and quicker access to view or update common Content Server properties.

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Added document links directly into the ribbon of an active Content Server document, to provide a quick
and convenient way to share a Content Server documents with other users.

Why is this important?

Prior to introducing this feature, a user who is currently editing a document from Content Server and
wishing to send a link to some other user for review, would have to navigate out of the current document
and locate the document using Enterprise Connect or the Web interface. This feature allows the user to
accomplish this without navigating out of the current office application.

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Revamped Context Menus for Explorer and Outlook

Promoted and organized commonly used actions on documents and folders to Top Level context menus.
Improved user performance by moving less commonly used actions to an advanced sub-menu.

Why is this important?

Prior to this enhancement in Enterprise Connect 16, the context menu did not have any particular
structure to it and displaying the context menu was expensive as it included any action defined by
Content Server regardless if the user frequently used it or not. The bloated menu was not performant.
The new context menu is more streamlined and fast. The most commonly used actions are at the top and
are quick to appear to the user.

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Context Menu Designer

The context menu designer is an administrative tool that makes it easy to hide/show context menu
actions and allows companies to tailor the user experience.
It also allows enables administrators to promote actions from the Advanced Sub menu to the top level
menu.

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Preview in Explorer
Promoted document preview in Explorer to occupy the entire preview panel rather than just a tab.
Removed redundant tabs that are available through context menu actions.
Added a registry configuration setting to revert to old behavior if desired.

Lotus Notes and EML Format

Added an option to save Lotus Notes emails in EML format through an administrator controlled option.
The default format is still DXL

Content Server Specific Features

• Links to Content Server documents can be sent from Explorer, Outlook and Office ribbon.
Enterprise Connect 16 uses the new Content Server link format
Eg: http://<servername>/OTCS/cs.exe/link/11016
• Added support for new Content Server Recycle Bin
• Added for Content Server Recent Items

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Enterprise Connect 16 Microsoft Platforms

• Windows 7, Windows 8 and Windows 10
• Microsoft Office 2010, 2013, 2016 and Office 365 Desktop Pro

Enterprise Connect 16 Compatibility

Content Server 
16.0 Supported
Supported
EC module 16
OE Module 16
EC 16.0 EC 10.5.2
OE 16.0 OE 10.5.2
Supported

Content Server 
10.5
EC module 10.5.2
OE module 10.5.2 Supported

Content Server 
10..0
EC module 10.5.2
OE module 10.5.2

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Supported Environments and Compatibility

Check the OpenText Content Server 16 Release Notes for the latest information of supported platforms.

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About OpenText
OpenText is the world’s largest independent provider of Enterprise Content
Management (ECM) software. The Company's solutions manage information for all
types of business, compliance and industry requirements in the world's largest
companies, government agencies and professional service firms. OpenText supports
approximately 46,000 customers and millions of users in 114 countries and 12
languages. For more information about OpenText, visit www.opentext.com.

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www.opentext.com
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Copyright © 2016 OpenText SA and/or OpenText ULC. All Rights Reserved. OpenText is a trademark or registered trademark of OpenText SA and/or OpenText ULC. The list of trademarks
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owners.