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EMC® DocumentumArchive Services for Reports

Version 2.5

Mining Client User GuideP/N 300-009-201

A01

Archive Services for Reports, Mining Client User Guide2

Copyright © 2006 - 2009 EMC Corporation. All rights reserved.

Published September, 2009

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Preface

Chapter 1 Introduction What are the ASR Mining Tools and How Do They Work? ............................. 10 The ASR Report Mining Strategy......................................................................... 12

Chapter 2 Mining Client Operations Mining Client User Interface................................................................................. 14 Mining Client Functions ........................................................................................ 15

Importing PDFs into the docbase................................................................... 15Mining a PDF document ................................................................................. 16Filtering data collected from a mined document......................................... 18Filtering Data on PDFs in the Documentum Inbox ..................................... 23Manipulating filtered data .............................................................................. 25

Archive Services for Reports, Mining Client User Guide 3

Preface

As part of an effort to improve and enhance the performance and capabilities of its product lines, EMC periodically releases revisions of its hardware and software. Therefore, some functions described in this document may not be supported by all versions of the software or hardware currently in use. For the most up-to-date information about product features, refer to your product release notes.

If a product does not function properly or does not function as described in this document, please contact your EMC representative.

Audience This document is part of the EMC Documentum Archive Services for Reports documentation set, and is intended for use by system administrators.

Relateddocumentation

Related EMC Documentum documents are listed here. For the latest versions of all documents, go to the EMC technical library, at http://Powerlink.EMC.com, in the path: Home > Support > Technical Documentation and Advisories:

◆ Archive Services for Reports, Installation Guide

◆ Archive Services for Reports, Administrator’s Guide

◆ Archive Services for Reports, Extern Store Plug-in for Content Server, Installation Guide

◆ Archive Services for Reports, Error Message Guide

◆ Archive Services for Reports, Search Service Installation Guide

◆ Archive Services for Reports, Search Service Administrator’s Guide

◆ Archive Services for Reports, Release Notes

◆ Archive Services for Reports, Mining Template Editor Installation and Administration Guide

◆ Archive Services for Reports, Mining Server / Client Installation and Administration Guide

◆ Archive Services for Reports, Mining Client User Guide

◆ Archive Services for Reports, 3rd Party Software License Readme

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Preface

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Preface

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Preface


1

The main sections of this chapter are:

◆ What are the ASR Mining Tools and How Do They Work?.................................... 10◆ The ASR Report Mining Strategy ............................................................................... 12

Introduction

Introduction 9

Introduction

What are the ASR Mining Tools and How Do They Work?The ASR mining tools are a set of programs that allows all report content in PDF format to be extracted and cached for data mining. For a general overview of the mining tools alone, and in conjunction with the ASR Enterprise Processing Server, refer to Figures 1 and 2.

◆ The Mining Template Editor creates a mining template in XML format, based on the content of a given standardized enterprise report type in PDF format. The standardized PDF report file is typically generated by EMC Archive Services for Reports, but any valid PDF file can be mined. The XML template file and the PDF report are subsequently imported into a Documentum repository and assigned document types associated with the mining process (asr_mining_template for the XML template file, and for the PDF report file, any document type that has been associated with a mining template).

The Mining Template Editor is intended to be used by system administrators or power users who have some understanding of print-stream paging and can correctly identify critical data fields. The Mining Template Editor is easy to use, employing a graphical template generation interface that eliminates the need for low-level programming. The Template Editor runs stand-alone in a Windows environment. For details on using the Mining Template Editor, refer to the ASR Mining Template Editor User Guide.

◆ The Mining Client initiates mining on a PDF report that resides in a Documentum repository, based on its associated mining template, and stores the results in the mining server database. The ASR Mining Client also exports mining results directly to CSV files and Excel spreadsheet files.

The mining client runs as an add-in to Documentum Webtop, and is accessed via a web browser. The mining client presents in two modes, depending on user permissions (user membership in either of two Documentum user roles: asr_mining and asr_mining_admin).

• If the Webtop user is a member of the asr_mining role, the mining client supports:

– ad hoc mining of PDFs in the repository (the PDF must have been assigned a document type that is associated with an ASR mining template).

– exporting the mining results to CSV and Excel files. • If the Webtop user is a member of the asr_mining_admin role, the mining

client supports the mining user functions, and also:

– establishing mineable document types and the mining operations associated with them, such as which mining template to use for the given document type, selecting automatic mining, enabling and disabling mineability, etc.

– configuring mining operations -- job intervals, etc.– setting up notifications for mining jobs– viewing mining job status – pausing and resuming mining functions

◆ The Mining Server processes maintain contact with a relational database (the mining cache database) that stores the data mined from enterprise reports. The mining cache database must be the same database that supports the Documentum repository. Oracle and Microsoft SQL Server are supported. The mining server processes interact with the mining client to initiate mining, store


Introduction

the results in the mining cache database, and send notification of job completion and status via the Webtop interface and also via email. The mining server processes are referred to collectively as the mining server pipeline.

Figure 1 ASR Mining Tools Overview

What are the ASR Mining Tools and How Do They Work? 11

Introduction

Figure 2 ASR Mining Tools with ASR Enterprise Processing Server

By enabling system users to mine report data from PDF files on the fly, the ASR mining tools add another dimension to Enterprise Report Management.

The ASR Report Mining Strategy

The ASR report mining tools have been designed to provide customers with mining tools that eliminate the need for regular system administrator involvement.

Once a set of templates are created by the Mining Template Editor and imported to the Documentum repository, reports can easily be mined and filtered using the ASR Mining Client’s clear, intuitive interface built into Documentum Webtop. Unlike other mining tools, ASR mining tools are specifically targeted towards enabling users to easily and efficiently mine data whenever it is needed.


2

This chapter describes the various mining tasks that can be performed by Webtop users who are members of the asr_mining role.

The main sections of this chapter fall under these headings:

◆ Mining Client User Interface ....................................................................................... 14◆ Mining Client Functions............................................................................................... 15

Mining ClientOperations

Mining Client Operations 13

Mining Client Operations

Mining Client User InterfaceWhen logged in to Webtop and a member of the asr_mining role, a user will see the several ASR Mining Client user interface features, including the following -- refer to Figure 3 on page 14:

◆ The Mining menu in the Webtop command row

◆ The Mining-related column headings in the files area, which will show mining information, when available, for PDF files.

Figure 3 Mining User Interface in Webtop

Note: Right-click menus are available in the Mining user interface.



Mining Client FunctionsASR Mining functions are available for PDF files displayed in Webtop. The mining functions available to the ASR mining client user are:

◆ Mining PDF documents that have a document type that the ASR Administrator has defined as a mineable document type. Any PDF file that is in the repository and also has a mineable document type can be mined. PDFs can find their way into the repository in any allowable way, including:

• Importing the PDF file using Webtop and, during the importation, selecting a document type the the Mining Administrator has defined as mineable. For details, see “Importing PDFs into the docbase” on page 15.

• Ingested into the repository by way of ASR Store in Documentum, with a document type that is defined as mineable.

◆ Filter data that is cached in the mining database after mining a PDF document.

◆ Filter data on mined PDFs in the Documentum Inbox (mined PDFs are listed in the inbox if the Mining Administrator has enabled DCTM Inbox notification).

◆ Manipulating filtered data -- Exporting filtered data to comma-separated file (CSV) or Excel spreadsheet file, and double-clicking information in the filter results screen to display the associated logical document.

Importing PDFs into the docbase

If you have occasion to filter a PDF report file that is not yet in the Documentum docbase, you can import the file using Webtop. When doing so, it is important to assign a mineable document type to the file, otherwise it will not be mineable. Consult with your Mining Administrator for the appropriate document type name to assign for the type of report file that you are importing.

Figure 4 Assign a mineable document type when importing a PDF file

Mining Client Functions 15


Mining a PDF document

A PDF document is mineable if Webtop presents it with NOT CACHED in the Mining Cache column. You can right-click the file (or select the file and click the mining command) and select Mine Document. If the document is listed as CACHED, then it has already been mined.

Note: Multiple PDF files can be selected for mining in one operation. All files selected for a given mining operation must have “NOT CACHED” displayed in the Mining Cache column in Webtop.

Figure 5 Right-Click the PDF and select Mine Document

If a PDF file has no information in the Mining Cache column, then its document type is not associated with a mining template. In that case, you should consult with your Mining Administrator on setting up the PDF’s document type for mining.



After clicking Mine Document, a confirmation screen is presented to show which file/s will be mined.

Figure 6 Confirm the selection of the PDF file for mining

Click OK. You will see a screen with the message -- Mining Request Result: The job has been queued. Depending on the size of the PDF report file, and the template that defines which data will be mined from the file, the mining job may take some appreciable time.

During the mining process, Webtop will present various information in the Mining Cache column and Cache Purge Date column for the PDF file being mined:

◆ Queued to be mined -- The mining job is in the job queue, but has not yet been started.

◆ MINING -- the mining job is running.

◆ CACHED -- the mining job has completed and the data collected has been cached in the mining database.

◆ MINE FAILED -- the mining job did not complete successfully.

◆ Cache Purge Date -- the date on which the data collected will be purged from the mining database. This date is set by the Mining Administrator, and is typically some days or weeks in the future. When the purge date is reached, the PDF’s mined data is removed from the database, and the Mining Cache column will show NOT CACHED for the PDF report file.

Note: The Mining Administrator can purge the cached data manually, before the cache purge date.



Filtering data collected from a mined document

When a PDF report file shows “CACHED” in the Mining Cache column in Webtop, its data has been collected in the mining database, and can be filtered for viewing. You can right-click the file, or select the file and click the Mining command, and then select Filter Data to begin setting up your filter.

Figure 7 Click Mining and select Filter Data

After clicking Filter Data, you will see the Filter Criteria form, in which you can begin to narrow down the selected data to show just what is of interest to you for today.

IMPORTANT!The mining cache filter mechanism has a limit of 1000 records returned for viewing. With large reports, it will be possible to write filter clauses that are general enough that the limit of 1000 will prevent all of the relevant data from being presented. To be sure that your filtered results are all of the relevant data, make your filter clauses specific enough to return fewer than 1000 records.



The base form has two parts, as shown:

Figure 8 The Filter Criteria Form

Filter Results By:The options in the Filter Clause are:

◆ Region Name: Your choice in this dropdown list determines the values available in the Field Name list.

Note: To see all of the data available in the report (up to 1000 rows), select nothing and leave the other filter options blank, and click Filter.

◆ Field Name: The choices in this dropdown list show the fields that are defined for the region selected in the Region Name option. The Field Name list is empty if the Region Name is either PDF or empty.

Note: To see all of the data available in the report (up to 1000 rows), select nothing and leave the other filter options blank, and click Filter.

◆ Not: This is a boolean operator that applies to the Operation field. Check this box if you want the opposite of the operation field. For instance, if you select “Begins with” as the Operation, then checking the “Not” box makes the operation “Does Not Begin With.”

◆ Operation: The operations you can select determine the types of data you will receive.

• Equal -- Looks in the selected region and field for an exact match with a text string or number entered in the “value” option.

• Less than -- Looks in the selected region and field for an arithmetical value less than a number entered in the “value” option. If you have a text string in the “value” option, then filtering with the “Less than” operation gives an error.



• Greater than -- Looks in the selected region and field for an arithmetical value greater than a number entered in the “value” option. If you have a text string in the “value” option, then filtering with the “Greater than” operation gives an error.

• Begins with -- Looks in the selected region and field for data that begins with the alphanumeric string entered in the “value” option.

• Ends with -- Looks in the selected region and field for data that ends with the alphanumeric string entered in the “value” option.

• Like -- Select this for a fuzzy search. Enter something in the “value” field that is like the ones you’re looking for.

• Less than or equal to -- Looks in the selected region and field for an arithmetical value less than or equal to a number entered in the “value” option. If you have a text string in the “value” option, then filtering with the “Less than” operation gives an error.

• Greater than or equal to -- Looks in the selected region and field for an arithmetical value greater than or equal to a number entered in the “value” option. If you have a text string in the “value” option, then filtering with the “Greater than” operation gives an error.

◆ Value: Enter a number or alphanumeric text string or a date to search for. A field name should be selected in the Field Name option, and the entry in the Value option should be of the relevant data type (string, integer, decimal, date or currency). For example:

• If the Field Name option shows “CustomerName”, then the Value entry should be a text string.

• If the Field Name option shows a price, then the Value entry should be a decimal or an integer. Note that while currency is a valid data type, the Value entry does not allow currency symbols.

• If the Field Name option suggests a date, then the Value entry should be a date. Note that if the Field Name describes a date, then the Value option allows selecting a date from a calendar, as well as typing a date by hand.

You can get an idea of the types of values used for the fields in your report if you filter the data with just PDF selected in the Region Name option, and all other options blank. The results returned will include all of the data in the report, with column headings being field names, and you will be able to see the data formats used in the various fields.

◆ Predicate: Use this option if you are going to add another filter clause to your filter command. This is a boolean operator; select either “and” or “or.”

Note: The Region Name and Field Name dropdown lists contain the names of the regions and fields that were defined in the mining template that is associated with the PDF report file on which you are filtering. For details on specific regions and fields, confer with the persons involved with defining the mining template for this report type. For details on regions and fields generally, refer to the ASR Mining Template Editor Guide.

Note: Filtering is enabled for PDFs that show “CACHED” in the Mining Cache column in Webtop. If the mining administrator purges the selected PDF from the mining database while you are filtering its data, you may get a message “No Data to display”. In this case, check the Webtop listing for the PDF file, to see whether it still shows “CACHED”.



Note: PDF reports that show “CACHED” in the Mining Cache column in Webtop have been mined and can be filtered. If a Webtop user checks out a report and replaces it with a newer, different version, but with the same filename and document version, the Mining Cache column will still show “CACHED”, but the data in the cache database will be for the older version of the report. Filtering on the newer PDF will give unpredictable results. To avoid this, make sure to increment the document version when replacing PDF reports that are to be mined. The incremented version will cause the PDF to be listed in Webtop as “NOT CACHED”, and the file can be mined again.

◆ Add another filter clause: Click this option to add a second filter clause, if needed, which will be applied to the results returned from the first clause.

Order Results By:You can control the order of presentation of filtered data by selecting region and field names on which to sort. For example, if your filter is looking for total item price values greater than 30,000, you can then select for relevant field values like customername, to ensure that the filtered results are grouped by customer name. Your options in the Order Results By filter clause are determined by the region and field names defined in the mining template that is associated with the PDF report file on which you are filtering. If an additional Order Results By clause is needed, click the Add Another Order Clause option.

Strategy:If you select nothing, and click Filter, you will get the largest possible list of the data from the PDF report file.

Figure 9 All information for the PDF report



You will then be able to see the types of information that was collected. In most cases, you will be able to narrow the information categories in order to find just the information you want to see. For example, in the figure above, if we want to see just the information for Customername Micro Lab, we can click Change Filter and then set up the regions and field and operators as follows...

Figure 10 Filtering on Customername Micro Lab

... and clicking Filter yields a smaller set of data...

Figure 11 Two records for Customername Micro Lab

The Filter form is quite flexible, containing boolean operators Not, And, and Or, as well as the ability to add additional filter statements. A little experimentation will be all that is needed to learn how to extract the data of interest to you in your reports.



Filtering Data on PDFs in the Documentum Inbox

If your Mining Administrator has enabled mining job notifications for the Documentum inbox, then the results of the mining jobs you initiate will be listed in your Documentum inbox. You will see mining jobs interspersed with other notices that you normally receive in the inbox.

Figure 12 Documentum inbox showing PDFs that have been mined

You can filter the mined data directly from the notices in the inbox. Right-click on a PDF and select View. You’ll see the PDF listed as shown below.



Figure 13 Right-click the filename under the Name column, and select Filter Data

Now right-click on the filename under the Name column, and select Filter Data. You will be able to create filter clauses as described in the previous section, “Filtering data collected from a mined document” on page 18.

Note: If you have selected a document that was mined some time ago, it may have passed its purge date, in which case right-clicking will present Mine Document, instead of Filter Data. In this case, you can mine the document again, if necessary.



Manipulating filtered data

When the Filter Results screen is displayed in the browser, you can double-click any row in the results to open the report file to the page that contains the corresponding data. Click the back button in the browser to return to the Filter Results screen.

You can save the content of the Filter Results screen to a file; either a comma separated file (CSV) or an Excel spreadsheet file -- both of which can be read by the Excel spreadsheet program.

To export filtered data to a file, click either of the export icons in the upper left of the Filter Results screen...

Figure 14 Click to export filtered data to a file

You will receive a File > Save As dialog that allows selecting the output location and stipulating the filename for the saved file. The results will be editable in the Excel spreadsheet program.

Note: If you receive a blank web browser window, or a message about blocked popups or downloads, then you must change the security settings for downloads in your web browser.

In Internet Explorer, click Tools > Internet Options and on the Security tab click Custom Level. In the Security Settings dialog, under the Downloads section, click Enable for Automatic Prompting for File Downloads.

In Firefox, click Tools > Options and on the Content tab, deselect "Block pop-up windows."


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