SharePoint / Documentum Integration

SharePoint and Documentum offer distinctly different approaches to managing content, but there are actually many areas of overlapping functionality. Each method has its place and application, its pros and cons.

So, when should you use SharePoint, and when should you use Documentum?

A SharePoint solution applies when your scenario looks like this:

• Back-office and desktop environments are focused around  Microsoft (SQL, Server 2003/2008, Office 2003/2007, BizTalk),
• File sizes are typically less than 25MB,
• Environments are hosted via an Application Service Provider,
• Internet access is critical and you have an enterprise search portal,
• Departmental collaboration is important, and

• ERP or CRM systems in the environment support, and leverage SharePoint web parts-based integration.

A Documentum solution applies when your scenario looks like this:

• Workflows are initiated with high-volume scanning and indexing (like Captiva),
• Complex workflow and integration requirements exist,
• There is a need for complex document lifecycles in a regulated environment (e.g., you generate quarterly reports, SEC documentation, etc.), and
• Formal record-management policies are needed. 

The key is that each platform is useful for different scenarios-when planning the content management solution for your enterprise, consider your needs.

What happens when you need both? That's where integration happens.

Depending on requirements, an integration between SharePoint and Documentum can be relatively simple, or extremely complicated. Crown Partners has implemented both using various approaches and deployments.

For scenarios where the key requirement is to be able to make Documentum content available for read-only consumption within a SharePoint environment, Crown's SPIN component can be used to easily push content to SharePoint.  SPIN leverages EMC Documentum's Site Caching Services (SCS) in conjunction with a special wrapper component created by Crown Partners to enable users to publish content to SharePoint.

SPIN was developed using MS .NET and can be used to publish content to either existing SharePoint libraries or to libraries created on the fly. Content metadata and security settings are applied as part of the publishing process using standard SharePoint Object Model constructs, with the end result being that content in SharePoint appears to the user as standard SharePoint objects.

SPIN Publishing processes are configured using Documentum Administrator. When a publishing operation occurs, SPIN uses SCS to transfer all content files and associated metadata (using an XML data file) that meets the specified publishing criteria to the publishing target using the HTTP/HTTPS protocol. The publishing target is (typically) a web server instance associated with a SharePoint installation. Because XML files are used to transfer metadata and configuration information to the publishing target, it is not necessary to install/maintain a database in the publishing environment.

Once content and meta data has been transferred, a post-sync script is executed that parses the transferred data and associated parameter file(s) (files that contain pointers to metadata files and the locations of content files) and then places content and sets associated metadata within the SharePoint library structure.

During publishing SPIN will (depending on configuration) automatically create new SharePoint content types for all configured Documentum object types, creating any appropriate SharePoint site columns to store configured metadata.  When content within Documentum is deleted, the next time the publishing process executes the document in SharePoint is automatically removed, unless the document is referenced in other SharePoint locations in which case the document is simply flagged for removal. When content (or metadata) is updated in Documentum, these updates are pushed to SharePoint the next time the publishing process runs.

SPIN also supports multi-threading of the publishing operation, thereby providing extensive control over the publishing process, allowing SPSite and SPWeb open operations to be executed only once per SharePoint site collection and/or web site. 

Therefore, it is important that the user has permissions both to the destination site collection as an owner, as well as to be able to read the Farm Configuration database. In other words, this user should be treated just like an application pool service account.

Crown Partners has been fortunate to be involved in many kinds of SharePoint/Documentum integrations. If the out-of-the-box SharePoint integration doesn't fit the bill, ask us about devising a custom integration from spec based on your enterprise's requirements.

Learn more here, or contact us at info@crownpartners.com.

Questions or comments? info@crownpartners.com