Working with assets in the Document Management System
The Document Management System (DMSDocument Management System; Ektron's way of managing assets (Microsoft Office files and other types of files)) lets you import Microsoft Office files and other types of files into Ektron. Collectively, these files are called assetAn external file, such as a Microsoft Word document or image, stored in one of these Ektron siteroot folders: assets, privateassets, uploadedfiles and uploadedimages. An asset can be managed like native Ektron content.s. When you import and save an asset to Ektron, a copy of it is saved to the Document Management server. Then, whenever you edit and save the asset, a new copy is stored, letting you review and, if needed, restore a prior version.
To edit an asset, download it to your local computer, edit it and the upload it again into Ektron.
Assets have the following qualities:
After you save an asset, you can update and track it like other content. Assets are treated like other content for security purposes. A system administrator applies security to each folder, determining which user groups can perform which tasks on its content. For more information, see Managing folder and content permissions and Checking document management permissions.
The AssetControl and ImageControl server controls are associated with DMS content.
You may save an external file in Ektron as a library item or an assetAn external file, such as a Microsoft Word document or image, stored in one of these Ektron siteroot folders: assets, privateassets, uploadedfiles and uploadedimages. An asset can be managed like native Ektron content.. The following list compares each option. See also: Working with files in the library.
By default, Ektron lets you store these file types as assetAn external file, such as a Microsoft Word document or image, stored in one of these Ektron siteroot folders: assets, privateassets, uploadedfiles and uploadedimages. An asset can be managed like native Ektron content.s. An administrator can add or delete file types on the Settings > Configuration > Asset Server Setup screen.
NOTE: Ektron does not support double extensions, such as filename.aspx.vb.
If you try to upload an unsupported file type, an error message appears.
To learn how to edit the supported asset types, see Configuring document management.
This section explains configuring the Document Management feature. By changing these settings, you can:
There are 2 ways to configure a Document Management server:
In either case, you are editing the AssetManagement.config file. While the Workarea screen provides a quick way to update this information without accessing the Ektron server, some tags can only be updated in the AssetManagement.config file.
You can update some AssetManagement.Config
tags from the Workarea.
Prerequisite
- Only Administrators Group members can access the Asset Server Setup screen.
The following list describes the AssetManagement.Config
file’s tags that you can edit from this screen in the Workarea.
.doc, .xls, .ppt, .pdf, .gif, .jpg, .jpeg, .log, .vsd, .dot, .zip, .swf, .wma, .wav, .avi, .mp3, .mp4, .rm, .wmv, .ra, .mov, .odb, .odt, .odf, .odp, .odg, .ods, .png, .docx, .xlsx, .pptx, .vsdx, .wmf, .xml, .htm, .html, .flv
IMPORTANT: You can only add file extensions that are listed in the siteroot/web.config file property ek_DMSFileTypeWhiteList
.
See also: Using the file type whitelist
Administrators control which file types are allowed by editing the AssetManagement.config
file. Reasons for limiting file types include:
The <FileTypes>
tag in the AssetManagement.config file contains the file types users can upload.
To add or remove a file type from the list:
Edit the Workarea > Settings > Configuration > Asset Server Setup > Asset Management Configuration screen.
or
Open the siteroot/AssetManagement.config file.
FileTypes=””
element. All file types must appear between the quotes. For example, FileTypes=”*.doc,*.xls”
.NOTE: Use a comma to separate file types. Also, format file types as wildcard.extension. For example, adding an .mp3 file type after *.zip looks like this: *.zip,*.mp3
AssetManagement.config
file.C:\assetslibrary
dmdata
The siteroot/web.config file property ek_DMSFileTypeWhiteList
contains the same default file types as those on the Asset Management Configuration screen and AssetManagement.config file.
<add key="ek_DMSFileTypeWhiteList" value="*.odb,*.ods,*.odg,*.odp,*.odf,*.odt,*.doc, *.xls,*.ppt,*.pdf,*.gif,*.jpg,*.jpeg,*.log,*.vsd,*.dot,*.zip,*.swf,*.wma,*.wav,*.avi, *.mp3,*.mp4,*.rm,*.wmv,*.ra,*.mov,*.png,*.docx,*.xlsx,*.pptx,*.vsdx,*.wmf,*.xml,*.htm, *.html,*.flv" />
A server administrator can use this property to restrict which file types may be uploaded to Ektron. For example, if an Ektron administrator wants to add a new file type, someone who can edit files on the Ektron server must first add it to the web.config ek_DMSFileTypeWhiteList
property. This provides additional security over which file types can be uploaded to Ektron.
Conversely, if a server administrator wants to remove an allowed file type from the Asset Management Configuration screen/AssetManagement.config file, the administrator must first remove it from the ek
_DMSFileTypeWhiteList
property.
DMSDocument Management System; Ektron's way of managing assets (Microsoft Office files and other types of files) can store and help you manage assetAn external file, such as a Microsoft Word document or image, stored in one of these Ektron siteroot folders: assets, privateassets, uploadedfiles and uploadedimages. An asset can be managed like native Ektron content.s.
When you use the New > DMS Document file import option, you enter an Ektron title for the file. When you import a file using any other method, its title is the file name without the extension. So for example, mypicture.jpg
becomes mypicture
in Ektron. While it may appear that the file extension was removed, it is retained and reappears for assets when you use the Edit option, on the View Contents of Folder screen. The original file extension also appears when you check out.
You cannot import a file whose name and extension match a file already in the folder. If you import a file of the same name but a different extension into the folder, a number is appended to the file name. For example, mypicture(2)
.
You cannot import files whose name includes a percentage sign (%) or ampersand (&).
Ektron provides several ways to import assets.
siteroot/assets
or siteroot/PrivateAssets
folder then manage them using Ektron. To add an asset via the New > DMS Document menu option:
NOTE:
Or, from the View Contents of Folder screen toolbar, click Add Assets (). This screen appears.
NOTE: If you want to retain the original document name, insert the full filename into the Title field. For example, enter mydocument.doc.
This option requires Internet Explorer and Office 2003 or higher on your computer. Also, you must enable ActiveX controls in your browser settings. To do this, open Internet Explorer and go to Tools > Internet Options > Security Tab > Custom Level button. Within that screen, under ActiveX controls and plugins, find Script ActiveX controls marked safe for scripting* and click Enable.
IMPORTANT: If you will apply the same information (summaryA short description that supplements a content item's title on a Web page. Content authors compose a summary when creating or editing content. Server controls and widgets can display a content title and summary to attract readers to the full story. Summaries can include images and text formatting., metadataInformation about a content item, such as its title and language. Some types of metadata are [Searchable.] Can be found by the search. [Meta tag.] Resides in a content’s source code, helping search engines find it. [HTML tag.] Information about content used by a Web browser. [Content tags.] Keywords that can be assigned to content and library items. * Simple Dublin Core. 15 standard fields that cover useful information about content., categories, and so on) to several files, place them in the same Windows folder before starting this procedure.
See also: Managing Microsoft Office assets.
To add assets to Ektron via the New > Multiple DMS Documents menu option:
NOTE: If you later change your computer's Office version, update this setting from the Add Assets button > Multiple DMS Document option > Switch Office version option.
NOTE: If your website uses an https secure site setting, you may see errors after uploading assets. If this occurs, open your site’s web.config
file and change the value of the add key="ek_UseSSL"
setting to true
.
Multimedia files contain audio, video, or both. File types include .wav, .mpeg., .swf, .avi, and .wma.
Ektron supports multimedia files that run on these players.
If you import a multimedia file that does not play on a supported player, it is treated like any other asset but cannot be played within Ektron. If you try to play a file in the Workarea, or a site visitor tries to play a file but no supporting media player exists on the user’s computer, you are prompted to download and install the player.
NOTE: To learn about importing embedding external content (such as content from YouTube, Vimeo, DailyMotion, Google maps or an Iframe) into HTML content via the editor, see Embedding external content.
Every multimedia file type has a corresponding MIME type. For example, an mp3 file's MIME type is audio/mpeg. Supported MIME types are defined in the mediasettings
element of the web.config
file as follows:
<add key="application/x-shockwave-flash" value="Flash" /> <add key="audio/x-wav" value="WindowsMedia, Quicktime, Realplayer" /> <add key="audio/x-wav-default" value="WindowsMedia" /> <add key="audio/x-pn-realaudio" value="WindowsMedia, Quicktime, Realplayer" /> <add key="video/x-avi" value="WindowsMedia, Quicktime, Realplayer" /> <add key="video/x-avi-default" value="Quicktime" /> <add key="video/x-msvideo" value="WindowsMedia, Quicktime"/> <add key="video/x-msvideo-default" value="WindowsMedia"/> <add key="audio/x-ms-wma" value="WindowsMedia"/> <add key="audio/mpeg" value="WindowsMedia,Quicktime"/> <add key="video/x-realvideo" value="Realplayer"/> <add key="video/x-ms-wmv" value="WindowsMedia"/> <add key="audio/x-realaudio" value="Realplayer"/> <add key="video/quicktime" value="Quicktime"/>
To determine if a multimedia file type is supported, go to HTML Multimedia, then go to the web.config
file section to see if the MIME type exists and insert the player name within the value element. For example:
<add key="audio/mpeg" value="WindowsMedia"/>
In this example, WindowsMedia
is the only supported player for mp3 files. If you know that other players can run mp3 files, insert additional players after WindowsMedia
. To get the exact name of the player, review the value
elements in web.config
file section.
If you want Ektron to support additional MIME types, add them within the <mediaSettings>
element using the following syntax:
<add key="MIME type/subtype" value="supported media player(s)"/>
For example:
<add key="video/x-ms-asf" value="WindowsMedia"/>
To identify a player as the default for a MIME type, use the following syntax within web.config
.
<add key="MIME Type/subtype" value="default player"/>
For example:
<add key="video/x-msvideo-default" value="WindowsMedia"/>
You must also add new file types to the supported file list in the assetmanagement.config
file. See also: Using the file type whitelist.
After a multimedia file is imported into Ektron, you can view supported media players’ properties on the Edit Content screen's Content tab. Players defined for the file’s MIME type are checked. You may uncheck any media players that you do not want to operate a particular file.
web.config
, you cannot uncheck its checkbox.The Width and Height fields determine the size (in pixels) of the media player when it appears in the Workarea and on your website. The remaining properties are determined by the media player (QuickTime in the example above).
When you visit a page that hosts a multimedia file, Ektron tries to match media players on the user’s computer with those defined in the web.config
file for the file’s MIME type. Ektron then displays a list of choices for every supported media player for the file.
You can change the multimedia player’s style properties by modifying the EKTTabs.css
style sheet. This file is installed to sitefolder/Workarea/csslib
.
For example, you can change the color of the text that selects a player to red by changing the value of the color property.
.EktTabActive
{
padding: 2px 2px 2px 2px;
top:10px;
text-decoration:none;
position: relative;
background-color:white;
border: solid thin navy;
color:Red;
font-weight:bolder;
}
Here is the result.
You can set up a mapped network folder then drag and drop folders or assetAn external file, such as a Microsoft Word document or image, stored in one of these Ektron siteroot folders: assets, privateassets, uploadedfiles and uploadedimages. An asset can be managed like native Ektron content.s into it. You can also delete and move assets using the mapped network folder. The advantage of this method is that you can upload documents without installing or learning how to use Ektron.
When using drag and drop, you can choose individual assets or a folder. Only supported file types may be uploaded. If you choose a folder, Ektron recreates that folder structure, even if it is several levels deep.
NOTE: You cannot choose a language for assets in a mapped network folder because they are automatically assigned the Ektron default language (set in the siteroot/web.config
file at the ek_DefaultContent Language
element). Also, you can only work with assets in the default language.
Prerequisite
- Basic Authentication must be disabled in IIS.
- You must have the path to your Ektron website.
- You must have an Ektron username and password.
- You must verify that WebDav is installed on your client system, and enabled on the Ektron server that hosts your site. See http://www.iis.net/learn/publish/using-webdav/using-the-webdav-redirector.
For Windows 8, open File Explorer then click Computer > Map Network Drive.
http://CMSMIN870037/ekdavroot
and click Next. An Ektron login screen appears.NOTE: Your access to folders and ability to drop files into them are determined by your Ektron folder permissions (collected in Step 7). See also: Managing folder and content permissions
The status of an asset dropped in a mapped network folder depends on the workflowA core element of Ektron, workflow lets you set up a sequence of approvers who control the publication of content to your website. and the user who signed in to the folder.
Also, if the content’s folder requires metadata or a taxonomyA content-level categorization system that uses one-to-many relationships (such as Ronald Reagan is to Actor, Governor, and President) to create a scalable organization of content. A taxonomy lets your site visitors go content independent of the folder structure. category which has not been entered, its status is Checked In (I).
Ektron’s DMS feature creates a mapped, ekdavroot
network drive for many functions. For example, if you sign on to Ektron and create a new folder, a new mapped, ekdavroot
network drive is created.
If you find that ekdavroot
folders clutter up your My Network Places folder, you can delete them. Deleting ekdavroot
folders has no impact on your ability to use Ektron.
To learn about importing Microsoft Office assets, see
Prerequisite
Before you begin working with Microsoft Office documents:
- Your computer should have MS Office 2003 or higher.
- Problems can arise if you try to open a document created with Office 2007 or 2010, and your computer has an earlier version of Office. The best solution is to upgrade to Office 2007/2010.
If you cannot, install the Microsoft Windows Compatibility Pack. See Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint File Formats.
When installed, you can work with Office 2007/2010 documents using an earlier version of Office.
- If you import an Excel spreadsheet then click it from its Ektron folder, you see Download this file name. Click the download link to view the file.
To work with an Office document, you check it out and save it to your computer, edit it, then upload it to Ektron.
While an Office document is checked out, only you or an Ektron administrator can check it back in. Other users cannot edit it. You may use this feature to work on the document on your computer, copy it to another computer, or even email it to someone who does not have access to Ektron.
Follow these steps to update an Office document.
IMPORTANT: There are several ways to import a document into Ektron. Some methods retain the original file name while others let you assign a name. When you check out and save a document to your computer, it is saved under the original file name, which may be different from its Ektron name. The original file name is on the screen that appears after you select Check out and Save as. Make note of the original file name, because you use it to identify the file after it is saved to your computer.
NOTE: Your browser controls the location of downloaded files.
NOTE: If you change your mind and do not edit the document, but simply close Office, the document remains Checked Out (O). Use the Check In menu option to check it in.
NOTE: You must have delete permissions for the folder that contains the document. See also: Managing folder and content permissions. Also, it is good practice to check for broken quicklinks before deleting documents. See Checking links before deleting.
To delete an Office document:
You would typically save an Office document to your computer to distribute it to others, or if you want a personal copy. You should not save a document to your computer if you plan to edit it then replace the version in Ektron—doing this may overwrite edits made by other users.
If you want to edit a document, use the Check out and Save As menu option. The option sets the content to checked out status, which prevents non-administrator users from editing it until you check it back in.
To save an Office document:
This feature converts Office documents to HTML format, which means they are formatted to display within a browser. As a result, anyone visiting your site can view the document, whether or not Microsoft Office is installed on their computer.
NOTE: You can publish only Microsoft Word and Excel documents as HTML. Ektron does not support publishing Powerpoint or Visio documents as HTML.
There are 2 ways to save an Office document in HTML format.
ekdavroot
folder in your Web root. You don’t need to drag and drop document to Ektron.Regardless of how you save Office documents as HTML, be careful to set up procedures that prevent HTML content from being overwritten. For example:
In this scenario, the edits made in step 2 are overwritten by step 3. You should establish procedures to avoid such problems.
When saving a Word document, after you choose Save as from Word’s File menu, there are 2 choices for saving as HTML.
NOTE: When saving an Excel document, Save as Web Page (*.htm, *.html) is the only option.
NOTE: For a description of the differences between these options, see About using filtered HTML.
You should save as Web Page, Filtered because the resulting HTML is almost identical to the original document. The save as Web Page is not a good option because its HTML content does not match the original document and may cause problems when being edited.
If you save an Office document that includes images, they appear when anyone is editing the document as well as when it appears on your website. In addition, the images are saved to the corresponding Ektron Library folder. In this way, other Ektron users can apply the images to HTML content as needed.
See also: Working with files in the library
This procedure assumes the Office document has been saved to Ektron. Procedures for doing this are explained in Managing Microsoft Office assets.
ekdavroot
folder on the server that hosts Ektron.The status of the document depends on the workflowA core element of Ektron, workflow lets you set up a sequence of approvers who control the publication of content to your website. and the user who signed in when the mapped network folder was created.
If you are having any problems with permissions, use this section to verify that your user and folder settings are assigned properly. You can view current user permission settings for affected folders in Viewing network server diagnostics.
When the Document Management functionality is installed, permissions are granted to several users for the following folders.
siteroot\AssetManagement\dmdata
. Set by Ektron during installation, dmdata has settings for both the file system and IIS.The assigned permissions vary depending on your server’s operating system.
The following table shows which users and permissions should be enabled for the folders listed above. Use this information to troubleshoot permission problems. See also: Managing folder and content permissions.
User |
Windows 2000 Pro or XP Pro |
Windows 2003 Server |
Windows 2003 Enterprise Edition |
IIS_WPG User |
|
|
|
IUSR_ The IUSR_ account is required only if |
|
|
|
IUSR_Group |
|
|
|
ASP.NET User |
|
|
|
User Defined (The User Defined user account is required only if |
|
|
|
The following list shows extended permissions for use with the Document Management functionality.
When you remove FrontPage Server Extensions from the Web root, the extensions also are removed from folders under the Web root folder.
If you're using Windows 8 or 2012, press the Windows key ()/Q then enter
IIS.
This section explains how to fix problems that may occur with Ektron assets.
Problem. Cannot drag and drop assets into Ektron
Symptom. You cannot drag and drop assets into Ektron.
Resolution. See Removing Front Page server extensions.
Problem. Target Directory Already Exists
Symptom. While trying to drag and drop an asset, an error message appears: The target directory already exists.
Resolution. Check the
impersonate
element of theweb.config
file. If it is set totrue
, make sure the anonymous access account has at least write access to thedmdata
andassets
directories.
Problem. Cannot Update Published DMS Documents
Symptom. When you try to publish DMSDocument Management System; Ektron's way of managing assets (Microsoft Office files and other types of files) documents, Ektron sometimes does not allow them to update.
Resolution. Make sure your production server is not running Windows XP. You cannot use XP as a production server for DMS.
Problem. Removing aspnet_isapi.dll from the List of Wildcard Application Maps
Symptom. When you try to upload an asset, you get the error message “Failed to upload documents.”
Cause. Remove the
aspnet_isapi.dll
from the list of Wildcard Application Maps.Resolution.
- Open IIS.
- Go to your Ektron website.
- Underneath the website, click Asset Management > dmdata.
- Right click dmdata and choose Properties.
- Click the Virtual Directory tab.
- Click Configuration.
- Look in the Wildcard Application Maps area. If
aspnet_isapi.dll
appears, remove it.- Click OK.
Problem. ERRMSG: AssetManagement error: Failed to save asset
Symptom. After recently moving the ASM database to a new SQL server that has never hosted an ASM database, the following error appears while adding a DMS asset.
AssetManagement error: Failed to save asset. Internal Message: RAISERROR could not locate entry for error 2000000002 in sysmessages. at Ektron.ASM.Documents.Asset.Create(enAssetStatus state) at Ektron.ASM.Documents.AbstractAssetManagement.Create(AssetMetaData assetMetaData, enAssetStatus state) at Ektron.ASM.PluginManager.PluginHandler.Create(AssetMetaData assetMetaData, enAssetStatus state) at AssetManagement.AssetManagementService.Create(AssetMetaData assetMetaData, enAssetStatus state) at Mojave.AssetManagementProxy.Create(AssetMetaData assetMetaData, enAssetStatus state) at Ektron.Cms.DataIO.EkContentRW.AddContentv2_0(Collection ContObj) at Ektron.Cms.EkException.ThrowException(Exception ex) at Ektron.Cms.DataIO.EkContentRW.AddContentv2_0(Collection ContObj) at Ektron.Cms.Content.EkContent.AddNewContentv2_0(Collection ContObj)Cause. During the creation of the ASM database, a total of 7 messages are written to the sysmessages table in SQL Server’s master database. Each installation of SQL Server has its own master database and, in a typical move from one location to another, changes to the master database are not brought over.
If the ASM database was moved, and these messages are not in the sysmessages table in the new location's master table, the above error appears instead of a standard error message.
Resolution. Run this set of SQL scripts against your database. They add appropriate messages to the sysmessages table in the master database.
/********************************************************************************/ sp_addmessage 2000000001, 10, N'Error in %s: Error %d inserting into %s. %s', US_ENGLISH, FALSE, REPLACE go /********************************************************************************/ sp_addmessage 2000000002, 10, N'Error in %s: Insert into %s returned %d rows. %s', US_ENGLISH, FALSE, REPLACE go /********************************************************************************/ sp_addmessage 2000000003, 10, N'Error in %s: Failed creating record because primary key already exists. %s', US_ENGLISH, FALSE, REPLACE go /********************************************************************************/ sp_addmessage 2000000004, 10, N'Error in %s: Error %d updating into %s. %s', US_ENGLISH, FALSE, REPLACE go /********************************************************************************/ sp_addmessage 2000000005, 10, N'Error in %s: Update into %s returned %d rows. %s', US_ENGLISH, FALSE, REPLACE go /********************************************************************************/ sp_addmessage 2000000007, 10, N'Error in %s: Error %d deleting into %s. %s', US_ENGLISH, FALSE, REPLACE go /********************************************************************************/ sp_addmessage 2000000008, 10, N'Error in %s: Delete into %s returned %d rows. %s', US_ENGLISH, FALSE, REPLACE goThis snippet utilizes the
sp_addmessage
stored procedure from the master database, which adds the appropriate messages to the correct table.NOTE: Although it is possible to recode these as an INSERT statement that can run directly against the sysmessages table, that procedure is not recommended.