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Linking to Documents on a Shared Network Drive
Site has thousands of documents on a NETWORK drive in a FOLDER HIERARCHY....how do you link
April 15, 2014
10:59 am
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klemeeri
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URGENT NEED.

 

Sites have tens of thousands of documents in a hierarchy folder structure housed on a local shared network drive.  They have built this over the years and there's no "true" DMS in place.

Within a site, a given pump may be installed in 100 different locations.  The related documents (i.e. a pump manual, technical guide, etc.) would be applicable to each.  The site wants to have only (1) file on the Network Shared Drive...and link the document via a URL to all their applicable Assets in Maximo.  This minimizes space requirements and simplifies document updates (only update one doc instead of 100).

This functionality does not seem to work in Maximo.  You can link to a web url like Google, etc. but using a path to the document in a folder on a shared netwrok drive will not work. 

IBM states the functionality is not supported and was never designed with that in mind.

 

Any suggestions on how to manage the URL approach would be appreciated.  Need is very urgent.

 

April 15, 2014
1:59 pm
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Chon
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April 26, 2014
5:15 am
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sckl
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I also required this but was not able to implement it with "default" approaches

- File on Fileshare with UNC path: Maximo converts the UNC path (\\\\server\\share\\file.end) into http:////server/share/file.end

- Other test: "file://server/share/file.end" is converted into http://file//server/share/file.end

- Other test: "file://///server/share/file.end" is converted into http://file/////server/share/file.end

 

I also required a link to a notes document (from IBM itself) - opened a PMR (approx 2-3 years ago) and got response that this is not supported.

Notes link look like: Notes://SERVER/C12576FE003AAA2B/7799D16BF0289E7848257042002B72C5/80323AFE1BAF1A82A621B5166F65DD7B

 

If you have a solution --> I'd appreciate if you could share it with us!

May 5, 2014
8:40 am
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sckl
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I just found following resource:
(Maximo has the possibility to connect an external DMS - however - the integration seems to need some customization)

http://www-304.ibm.com/softwar.....1TW10MA2K#

 

When you open the maximoguide.CHM file and move to

Maximo > Customizations / Configurations > Document Management System

 

=> this is a possibile solution. However, if someone has already experience with this feature (e.g. with Lotus Notes as "DMS" (Notes Link) or Standard Filesystem as "DMS" (UNC Path), again I'd appreciate any tips. I just created a PMR @ IBM to check if there is already something available. If there're some news, I'll post them.

 

Best Regards
Klaus

May 5, 2014
8:57 am
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klemeeri
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We resolved this with a standard config setting.  Seems it was input in one of our boxes but not the other environments.

 

Thank you for the help.

May 19, 2014
11:53 pm
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sckl
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I've now managed to solve it using "Launch in Context".

I've added two entries into database (according to developer guide) maximo.DMSAPISETTING, I've added two LIC entries

For Filesystem: Target Browser: FS; URL: File:///{URLNAME}

For Notes: Target Browser: NOTES; URL: Notes://{URLNAME}

Then I've added four signature options, two per DMS. One is to enable the LIC possibility and one to enable/disable the visibility of DMS icons in the Attachment view (combined with conditional expression in security group config). Then I've modified the attachment view (library.xml) (dialog id="viewattachments") and added two columns where an ICON of the DMS is shown to have a link to the DMS (see screenshot). The URL entered for a document has to be without leading Notes:// or File:///

To complete the integration, the dialog (library.xml) for entering DMS entries into the document library has to be completed.

December 29, 2014
11:16 am
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siva kumar
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Hi,

 

I need some help on DMS Integration with Maximo. Any one have idea on this ?

 

Could some one please share the configuration/integration steps ?

 

Regards,

Siva

April 23, 2015
11:57 am
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mleadbetter
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sckl said
I've now managed to solve it using "Launch in Context".

I've added two entries into database (according to developer guide) maximo.DMSAPISETTING, I've added two LIC entries

For Filesystem: Target Browser: FS; URL: File:///{URLNAME}

For Notes: Target Browser: NOTES; URL: Notes://{URLNAME}

Then I've added four signature options, two per DMS. One is to enable the LIC possibility and one to enable/disable the visibility of DMS icons in the Attachment view (combined with conditional expression in security group config). Then I've modified the attachment view (library.xml) (dialog id="viewattachments") and added two columns where an ICON of the DMS is shown to have a link to the DMS (see screenshot). The URL entered for a document has to be without leading Notes:// or File:///

To complete the integration, the dialog (library.xml) for entering DMS entries into the document library has to be completed.

A Tantalising glimpse at a possible solution, but no screenshot to see what you did in viewattachments any more detail or clues available?

April 27, 2016
9:46 am
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sckl
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mleadbetter said

sckl said
I've now managed to solve it using "Launch in Context".

I've added two entries into database (according to developer guide) maximo.DMSAPISETTING, I've added two LIC entries

For Filesystem: Target Browser: FS; URL: File:///{URLNAME}

For Notes: Target Browser: NOTES; URL: Notes://{URLNAME}

Then I've added four signature options, two per DMS. One is to enable the LIC possibility and one to enable/disable the visibility of DMS icons in the Attachment view (combined with conditional expression in security group config). Then I've modified the attachment view (library.xml) (dialog id="viewattachments") and added two columns where an ICON of the DMS is shown to have a link to the DMS (see screenshot). The URL entered for a document has to be without leading Notes:// or File:///

To complete the integration, the dialog (library.xml) for entering DMS entries into the document library has to be completed.

A Tantalising glimpse at a possible solution, but no screenshot to see what you did in viewattachments any more detail or clues available?

l'll try with the Notes example. File System is slightly different because you need to use "File:///" in the Launch In Context-Entry instead of "Notes://"

 

1.) entry in Table DMSAPISETTING (via SQL)

INSERT INTO "MAXIMO"."DMSAPISETTING" (DMSNAME,USEPARAMETER1,USEPARAMETER2,USEPARAMETER3,USEPARAMETER4,USEPARAMETER5,CLASSNAME,DMSAPISETTINGID) VALUES ('NOTES',0,0,0,0,0,'psdi.util.DMSManager',nextval for DMSAPISETTINGSEQ);

2.) Add Launch in Context Entry (System Configuration > Platform Configuration > Lauch in Context)

Launch Entry Name: NOTES
Description: Link into Notes
Console URL:  Notes://{URLNAME}
Target Browser Window:   NOTES

3.) Add Sigoptions in the required applications (System Configuration > Platform Configuration > Application Designer)

Open the desired Application (e.g. INCIDENT)
Select Action > Add/Modify Signature OptionPress on "New Row" and add following two entires:
- Option: ISNOTES   Description:   Is Notes Doclink    Within Advanced Signature Options:   "None"
- Option: NOTESDMS   Description:   Link to Notes Doc    Within Advanced Signature Options:   "Associate to launch entry..." --> Select "NOTES"

4.) Add "New Row" in Administration > Conditional Expression Manager

Condition: ISNOTES
Description: Is it a Notes Doclink
Type: Expression
Expression: :DOCTYPE='Notes'
Always Evaluate: Yes

5.) Create an Icon with 26x26px and name it    img_notes.gif, put onto the Admin Workstation, rebuild EAR and redeploy it

Path (Default, please modify for other skins or path): D:\IBM\SMP\maximo\applications\maximo\maximouiweb\webmodule\webclient\skins\tivoli13\images\

6.) Add a column to the application XML. You can choose between LIBRARY.XML (global) or within the Application itself

The Column looks like:

<tablecol filterable="false" hidden="false" id="attachments_tablebody_5_noteslink" mxevent="NOTESDMS" mxevent_desc="Open Link in Notes" mxevent_icon="img_notes.gif" sigoption="ISNOTES" sortable="false" type="event"/>

Put it in a table where you show the attachments (e.g. dialog "viewattachments"), I have it before the column with dataattribute="document"

7.) Give the desired Security Groups permission to view the Link (Security > Security Groups)

- Choose the group where you manage application permissions
- switch to tab "Applications"
- in the upper table, choose the Application "Incidents" (or Service Requests however)
- Search for Option "Is Notes Doclink" --> Check "Grant Access" and enter "ISNOTES" into Condition

8.) Import the changed application XML (or LIBRARY.xml) through Application Designer. Restart Application Server if necessary. Re-Login is necessary at least for the changed permissions.

 

I've no description on how to add such links. I'm currently trying to search for a solution on how to add such links via Integration (Webservice), which is enough for my case. To test, you can do it via SQL (take care..).

a.) Add Entry into table DOCINFO (DB2)

INSERT INTO "MAXIMO"."DOCINFO" (DOCUMENT,DESCRIPTION,CREATEDATE,CHANGEBY,CHANGEDATE,DOCTYPE,CREATEBY,URLTYPE,DMSNAME,URLNAME,PRINTTHRULINKDFLT,USEDEFAULTFILEPATH,SHOW,DOCINFOID,LANGCODE,HASLD,CONTENTUID) VALUES
('TEST','Test for Notes Link',current timestamp,'MAXADMIN',current timestamp,'Notes','MAXADMIN','DMS','NOTES','HereIsTheNotesLink','1','0','1',nextval for DOCINFOSEQ,'EN',0,nextval for DOCINFOSEQ);

b.) Add Entry into table DOCLINKS

INSERT INTO "MAXIMO"."DOCLINKS" (DOCUMENT,OWNERTABLE,OWNERID,DOCTYPE,GETLATESTVERSION,CREATEBY,CREATEDATE,CHANGEBY,CHANGEDATE,PRINTTHRULINK,COPYLINKTOWO,DOCLINKSID,DOCINFOID) VALUES
('Test','INCIDENT',{TICKETUID from the desired Ticket},'Notes',1,'MAXADMIN',current timestamp,'MAXADMIN',current timestamp,1,0,nextval for DOCLINKSSEQ,{DOCINFOID from previous SQL result});

 

I don't find a button to add a screenshot, therefore I can't show you the "result" and you have to believe me Wink.

It's an icon within the Attachment view which is visible if it's a Notes Link. It opens another Browser Tab when you click on it.

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