IBM Cloud Pak for Business Automation

Demos and Labs 2024

Lab Guide – Business Automation Navigator

on Cloud Pak for Business Automation

V 1.6 (for CP4BA 23.0.2)

Sundeep Anne
[email protected]

Matthias Jung, Ph.D.

[email protected]

JAM 2021
NOTICES
This information was developed for products and services offered in the USA.
IBM may not offer the products, services, or features discussed in this document in other countries. Consult your local IBM
representative for information on the products and services currently available in your area. Any reference to an IBM product, program,
or service is not intended to state or imply that only that IBM product, program, or service may be used. Any functionally equivalent
product, program, or service that does not infringe any IBM intellectual property right may be used instead. However, it is the user's
responsibility to evaluate and verify the operation of any non-IBM product, program, or service.
IBM may have patents or pending patent applications covering subject matter described in this document. The furnishing of this
document does not grant you any license to these patents. You can send license inquiries, in writing, to:
IBM Director of Licensing
IBM Corporation
North Castle Drive, MD-NC119
Armonk, NY 10504-1785
United States of America
The following paragraph does not apply to the United Kingdom or any other country where such provisions are inconsistent with local
law: INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS PUBLICATION "AS IS" WITHOUT WARRANTY OF ANY
KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF NON-INFRINGEMENT,
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties
in certain transactions, therefore, this statement may not apply to you.
This information could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein;
these changes will be incorporated in new editions of the publication. IBM may make improvements and/or changes in the product(s)
and/or the program(s) described in this publication at any time without notice.
Any references in this information to non-IBM websites are provided for convenience only and do not in any manner serve as an
endorsement of those websites. The materials at those websites are not part of the materials for this IBM product and use of those
websites is at your own risk.
IBM may use or distribute any of the information you supply in any way it believes appropriate without incurring any obligation to you.
Information concerning non-IBM products was obtained from the suppliers of those products, their published announcements or other
publicly available sources. IBM has not tested those products and cannot confirm the accuracy of performance, compatibility or any
other claims related to non-IBM products. Questions on the capabilities of non-IBM products should be addressed to the suppliers of
those products.
This information contains examples of data and reports used in daily business operations. To illustrate them as completely as possible,
the examples include the names of individuals, companies, brands, and products. All of these names are fictitious and any similarity to
the names and addresses used by an actual business enterprise is entirely coincidental.

TRADEMARKS
IBM, the IBM logo, and ibm.com are trademarks or registered trademarks of International Business Machines Corp., registered in many
jurisdictions worldwide. Other product and service names might be trademarks of IBM or other companies. A current list of IBM
trademarks is available on the web at “Copyright and trademark information” at www.ibm.com/legal/copytrade.shtml.
Adobe, the Adobe logo, PostScript, and the PostScript logo are either registered trademarks or trademarks of Adobe Systems
Incorporated in the United States, and/or other countries.
Cell Broadband Engine is a trademark of Sony Computer Entertainment, Inc. in the United States, other countries, or both and is used
under license therefrom.
Intel, Intel logo, Intel Inside, Intel Inside logo, Intel Centrino, Intel Centrino logo, Celeron, Intel Xeon, Intel SpeedStep, Itanium, and
Pentium are trademarks or registered trademarks of Intel Corporation or its subsidiaries in the United States and other countries.
IT Infrastructure Library is a Registered Trade Mark of AXELOS Limited.
ITIL is a Registered Trade Mark of AXELOS Limited.
Java and all Java-based trademarks and logos are trademarks or registered trademarks of Oracle and/or its affiliates.
Linear Tape-Open, LTO, the LTO Logo, Ultrium, and the Ultrium logo are trademarks of HP, IBM Corp. and Quantum in the U.S. and other
countries.
Linux is a registered trademark of Linus Torvalds in the United States, other countries, or both.
Microsoft, Windows, Windows NT, and the Windows logo are trademarks of Microsoft Corporation in the United States, other countries,
or both.
UNIX is a registered trademark of The Open Group in the United States and other countries.
© Copyright International Business Machines Corporation 2020.
This document may not be reproduced in whole or in part without the prior written permission of IBM.
US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

CP4BA Demos and Labs 2024 Page 2 of 68

Table of Contents

1 Introduction .......................................................................................................................... 4
1.1 Business Automation Navigator .................................................................................................... 4
1.2 Lab Overview .................................................................................................................................. 4
1.3 General Lab Instructions ............................................................................................................... 4
2 Exercise: Creating Entry Templates for Managing Documents and Folders ............................... 6
2.1 Introduction ................................................................................................................................... 6
2.2 Exercise Instructions ..................................................................................................................... 7
2.2.1 Creating Entry Templates to Manage Folders .......................................................................... 7
2.2.2 Creating Entry Templates to Manage Documents .................................................................. 10
2.2.3 Associate Entry Templates with Folders ................................................................................ 14
3 Exercise: Adding Documents using Entry Templates ............................................................. 16
3.1 Introduction ................................................................................................................................. 16
3.2 Exercise Instructions ................................................................................................................... 16
3.3 View and export modified properties in the Audit History .......................................................... 19
3.4 Changing the Entry Template during a document check-in ........................................................ 19
4 Exercise: External Data Services (EDS) ................................................................................. 30
4.1 Introduction ................................................................................................................................. 30
4.2 Exercise Instructions ................................................................................................................... 30
5 Exercise: Search Content and Simple Search Content ........................................................... 36
5.1 Introduction ................................................................................................................................. 36
5.2 Exercise Instructions ................................................................................................................... 36
5.2.1 Search Content ....................................................................................................................... 36
5.2.2 Simple Search Content ........................................................................................................... 39
6 Exercise: Creating Favorites ................................................................................................ 42
6.1 Introduction ................................................................................................................................. 42
6.2 Exercise Instructions ................................................................................................................... 42
7 Exercise: Content Redaction using IBM Daeja Viewer ............................................................ 45
7.1 Introduction ................................................................................................................................. 45
7.2 Exercise Instructions ................................................................................................................... 45
7.2.1 Role-based Redactions .......................................................................................................... 45
7.2.2 Utilizing Role-based Redaction: ............................................................................................. 49
7.2.3 Permanent Redaction ............................................................................................................. 51
7.2.4 Merge and Split ....................................................................................................................... 52
8 Exercise: Edit Service client feature with local Microsoft Office Apps ..................................... 55
8.1 Introduction ................................................................................................................................. 55
8.2 Edit Service client Setup .............................................................................................................. 55
8.3 Exercise Instructions ................................................................................................................... 60

CP4BA Demos and Labs 2024 Page 3 of 68

1 Introduction
1.1 Business Automation Navigator
IBM Business Automation Navigator1 (BAN) is a feature-rich, browser-based interface where you can work
with the business applications you need, to complete your tasks.
BAN is originally targeting users who work with the IBM Content Service capabilities. It integrates searching,
browsing, working with documents like viewing, or checking documents in and out of content repositories, and
provides integration with Microsoft Office applications.
In addition to the extensive content management related capabilities, access to the Case client, business
applications, dashboards, custom plug-ins, and more can be configured.
BAN uses the concept of desktops. These desktops can be configured very flexibly, any number of them may
be created. Thus, BAN can easily be configured to support different use cases and user groups.

1.2 Lab Overview

This lab demonstrates how to use BAN as part of Cloud Pak for Business Automation. It focuses mostly on the
Content Services-centric capabilities including the MS Office integration. The use cases shown are generic.
Most applications will utilize one or more of the concepts demonstrated in the exercises.
Exercise “Creating Entry Templates for Managing Documents and Folders” demonstrates how to define
Entry Templates, and how users can streamline their work and control how documents are managed in the
repository by defining the location, document class, property values, etc.
Exercise “Adding Documents using Entry Templates” shows how to add documents into a repository using
the entry template created in the previous exercise.
Exercise “External Data Services (EDS)”. EDS help to access external data whenever the business user
invokes a service through the web client. This exercise demonstrates one of the many use cases for EDS:
how to validate properties while adding a document.
Exercise “Search Content and Simple Search” illustrates two ways of how to search for content that is stored
in repositories. It demonstrates how the searches can be adapted to user needs and that those searches can
be saved into FileNet P8 repositories for later reuse.
Exercise “Creating Favorites” describes how to create favorites. Favorites allow users to quickly find items
that they work with frequently.
Exercise “Content Redaction using IBM Daeja Viewer” explains how business users can hide parts of a
document, e.g., to hide sensitive information for users without a need to know. The exercise also demonstrates
how users can save a document with redactions and how to use the merge & split feature.
Exercise “Edit Service client feature with local Microsoft Office Apps” demonstrates how to download,
install, and configure the Edit Service client feature, and use it with the user’s Navigator desktop and their
locally installed Microsoft Office apps.

1.3 General Lab Instructions

_1. If you are performing this lab as a part of an IBM event, access the document that lists the available
systems and URLs along with login instructions. For this lab, you will need to access the ICN desktop. It is
recommended to store the URL as a bookmark, so you can refer to it easily.

1
Business Automation Navigator (BAN) in Cloud Pak for Business Automation (CP4BA) or IBM Content
Navigator (ICN) in traditional deployments both refer to the same product with slightly different
configurations. Throughout the lab guide, mostly the general term IBM Navigator is used.

CP4BA Demos and Labs 2024 Page 4 of 68

_2. Please download all the sample documents from the Lab Data folder. They will be used for the Adding,
Searching, and the Merge & Split documents exercises.
_3. Obtain a username and the password for the lab. Note the password, you will require it multiple times.

Throughout the lab document various screenshots show the name of the object store being used as “content”
(all lowercase). Depending on the environment you are using, the object store might have a slightly different
name such as “CONTENT” (all upper-case), or “CONTENTrepo”. This has no implications on any of the steps
in the lab document.

In the lab instructions there are sections marked with a grey bar on the left side, like this one. In these
sections, additional explanations are given. For example, about concepts and additional features.

CP4BA Demos and Labs 2024 Page 5 of 68

2 Exercise: Creating Entry Templates for Managing Documents
and Folders
2.1 Introduction
Entry Templates are created in an IBM Navigator desktop, typically by a relatively small set of users such as
managers, supervisors etc. and are used by a much larger number of users, typically clerks etc. Some of the
key capabilities of entry templates and advantages of using them are as follow:
- Documents, folders, form data, and custom objects can be created with entry templates.

- Users who are not administrators can create entry templates. For example, a project manager can
create the entry templates used by the project team.

- Entry templates support records management by providing a simplified and customizable method of
declaring a document as a record.

- Entry templates can specify the folder in which the object will be filed, can either prevent or allow the
user to change the folder, and can restrict the user to select a particular folder or its subfolders.

- The layout and order of the properties, including default property values, can be specified in an entry
template, and the template designer can select to show or hide each property to users of the template.

- Entry templates can specify whether a document can be added as a major or minor version and can
specify whether a user can change this setting.

- Entry templates predefine the document or folder class of a document uploaded, or folder created,
thereby making sure users select the right one for a specific task.

- Entry templates can specify the access rights for the object, and the designer can elect to hide or show
the access rights for the user to modify.

- Entry templates can serve as placeholders for documents that a user provides while processing a
FileNet P8 workflow step. When the user clicks the entry template in a workflow step processor, the
entry template wizard prompts the user to add a document and the new document replaces the entry
template attachment.

- Folders can be configured with an allowed set of entry templates to further assist a user to select the
correct entry template for a specific folder.

- Dependent properties can be specified too using Entry templates and EDS. For example, user can set
up Region and Branch Office choice lists properties to the entry templates. When the user selects a
different region, the Branch Office list is cleared and populated by a different list of branch offices
using EDS.

CP4BA Demos and Labs 2024 Page 6 of 68

2.2 Exercise Instructions

This exercise is designed based on the “Client Document” document class and its properties “Document
Title”, “Client Name” and “Reference ID” which are part of the Client Onboarding solution. For instructions
on how to create custom document classes and their properties in the FileNet Content Engine Administrative
Console (ACCE) to use when creating entry templates, please refer the Content lab 1 “Setting up FileNet
Content Platform Engine for Automation Projects on Cloud Pak for Business Automation”.

2.2.1 Creating Entry Templates to Manage Folders

_1. Open the browser and navigate to the IBM Navigator desktop by using the ICN Lab URL provided to you.
Log in using the username and the password which you obtained before.
Once logged in to the desktop, your home page/desktop should be shown like below.

_2. Click on the Home menu/hamburger icon in the top left corner next to IBM Navigator. The navigation
pane displays the features available in the desktop as shown below. Click on either the last entry Entry
Template Manager2 of the navigation pane or the Entry Template Manager tile on the desktop itself.

2
You will only see the “Administration” item at the bottom of the list if the user you are using has
administrator access.

CP4BA Demos and Labs 2024 Page 7 of 68

_3. Select Folder Entry Template from the New Entry Template dropdown menu as show below.

_4. In the section Define the Entry Template, provide a Name and Description of the folder entry template.
For example, enter "Entry Template for folder creation" as name or you can also include your lab user id in
the name field like “userxx Entry Template for folder creation” to identify your template from another user
in the multi-user environment. And make sure to keep "Shared with" set to "Only me" to not interfere with
other participants in a multi-user environment.3

_5. In the section Set the Item Storage Location, select the Hide the Save in field radio button and keep
the remaining two options unchanged.

3
The value shown in the screenshots for the “Save in“ dropdown and for the “Default Save in location” may
differ as pointed out before in section “1.3 General Lab Instructions” from the value you see. The value is the
name of the object store which depends on the setup of the environment you are using.

CP4BA Demos and Labs 2024 Page 8 of 68

_6. No changes are required in the Set the Item Properties section. Note that in this section, different folder
classes and properties can be configured.

_7. In the section Set the Item Security, you need to modify both the members of the Owner and Reader
section. Depending on the environment you are working with, that may require a different set of changes:
• For the Owner section the goal is to have only #CREATOR-OWNER and the administrative user
(this will either be cp4admin or cp4badmin) listed and remove all other entries like the group
GeneralUsers by clicking the small x at the right of the name.

ensure you have removed GeneralUsers group, and your access list looks like the one in the screenshot below.

• For the Reader section the goal is to have only the groups CE_EnvironmentOwners and
P8Administrators listed.
Remove the Authenticated users entry by clicking the small x again. In case Authenticated users is
the only entry listed as Reader click on the Select… button, search for the groups
CE_EnvironmentOwners and P8Administrators and move each of them to the list of selected
items, select Reader in the Permissions dropdown list in the lower right corner of the dialog, before
clicking the Add button.
This way, folders created with this entry template will only be visible for members of the administrator
groups and the user creating it plus the named administrative user are owners.
Select the Hide the Security section radio button to configure to hide the security section from the entry
template while creating folders.

_8. Click the Save and Close button.

CP4BA Demos and Labs 2024 Page 9 of 68

The entry template is now shown in the Entry Template Manager list and is ready for creating folders in the
repository content. When you right-click on the entry template, some of the key options are Copy, Open, and
Edit.

_9. Click on the entry template. In the popup window, enter userxx Client Documents (replacing userxx
with your username) as Folder Name and click Add. Your new folder will be created in the root of the
repository content.

2.2.2 Creating Entry Templates to Manage Documents

The Document Entry Template is created in the same way as you created the Folder Entry Template in the
previous section.
_1. Click on New Entry Template and then select Document Entry Template as shown below.

Below screenshot shows different sections in blue color on the left side menu in the new Document Entry
Template dialog. Each section has mandatory fields which need to be completed for the entry template
creation.
_2. In the section Define the Entry Template, provide a Name and Description for the document entry
template. For example, enter Entry Template for Client Documents or you can also include your lab user id
in the name field like “userxx Entry Template for Client Documents” to identify your template from another

CP4BA Demos and Labs 2024 Page 10 of 68

user in the multi-user environment. And make sure to keep "Shared with" set to "Only me" to not interfere
with other participants in a multi-user environment.

Note: The entry template security is set up to share the entry template only with the user defining it.
_3. In the section Set the Item Storage Location, from the dropdown menu select the userxx Client
Documents folder you previously created to store the documents. To hide the save in field from the users
who want to use this entry template for adding documents, check the Hide the Save in field radio button as
shown below.

_4. In the section Set the Item Properties, select the document class Client Document from the dropdown
menu. This Client Document class and its properties are created as part of Client Onboarding solution. For
more information on how to create a new document class and properties, please refer the Content lab 1
“Setting up FileNet Content Platform Engine for Automation Projects on Cloud Pak for Business Automation”.
Check the Hide the class checkbox as shown below to hide the class name from the user.

By clicking the Edit Layout… button, the layout of the property fields, and their labels can be configured
according to the needs. Optionally, the layout of the entry template can be adapted here. If this is done,
please note that each entry field has a set of properties, which influence the layout and the behavior,
when modified.
For the fields to show up nicely, its recommended to set their width to 80% of the window width.

CP4BA Demos and Labs 2024 Page 11 of 68

_5. In the section Set the Item Security, the security settings for the created documents can be specified.
The default settings shown for the new entry template come from the document class’s default instance
security, which were configured in the section Updating the default Instance Security in the Content lab 1
“Setting up FileNet Content Platform Engine for Automation Projects on Cloud Pak for Business Automation”.
You need to again modify both the members of the Owner and Reader section. Depending on the
environment you are working with, that may require a different set of changes:
• For the Owner section the goal is to have only #CREATOR-OWNER and the administrative user
(this will either be cp4admin or cp4badmin) listed and remove all other entries like the group
GeneralUsers by clicking the small x at the right of the name.

ensure you have removed GeneralUsers group, and your access list looks like the one in the screenshot below.

• For the Reader section the goal is to have only the groups CE_EnvironmentOwners and
P8Administrators listed.
Remove the Authenticated users entry by clicking the small x again. In case Authenticated users is
the only entry listed as Reader click on the Select… button, search for the groups
CE_EnvironmentOwners and P8Administrators and move each of them to the list of selected
items, select Reader in the Permissions dropdown list in the lower right corner of the dialog, before
clicking the Add button.
As the Owner field includes #CREATOR-OWNER, the user who adds the documents will automatically get
owner access to the created documents.
Select the Hide the Security section radio button to configure to hide the security section from the entry
template while adding documents.

Note that also Security Templates and Security Inheritance can be configured. Security Templates can
assign different security settings on different lifecycle stages of the document. With it, a user checking
out a document can for example get elevated security on the document. Interested readers are referred
to https://www.ibm.com/docs/en/filenet-p8-platform/5.5.x?topic=policies-about-templates for details.
_6. Leave all other settings as is and click the Save and Close button. The new document entry template is
now listed in the list of templates for the Entry Template Manager.

CP4BA Demos and Labs 2024 Page 12 of 68

CP4BA Demos and Labs 2024 Page 13 of 68
2.2.3 Associate Entry Templates with Folders
Associating entry templates with a folder allows to preconfigure how documents and folders can be added to
this folder. Valid options are preconfigured in the entry templates for document and folder classes, security
settings, property values, etc., and can even be hidden to avoid misconfiguration. With entry templates
specified, the user interface of IBM Navigator can even be configured to disallow any other way to create
documents and folders.
_1. Click on Browse Content in the home menu or the Browse Content desktop tile. Select the folder which
userxx Client Documents you created using your folder entry template in the previous exercise. Right-click
and open the Properties dialog for the folder.

On the Associate Entry Templates tab, you can select from the available entry templates which you created
in the previous section.

CP4BA Demos and Labs 2024 Page 14 of 68

_2. Press the Shift-key on the keyboard, then click once on both entry templates to select both. Then click
the Add button to add them to the list of entry templates associated with the folder. Click Save.

CP4BA Demos and Labs 2024 Page 15 of 68

3 Exercise: Adding Documents using Entry Templates
3.1 Introduction
Using entry templates for adding documents to a repository has several advantages. By preconfiguring
configuration information such as property values, security information or the document class, users don’t
need to provide this data again and again for every document, thereby saving time, and avoiding errors.
Hiding sections of the entry template furthermore makes sure that the intended configuration is not changed
accidentally. Finally, property values of added documents or folders can be arranged nicely making it easier
to add the data in some useful order.

3.2 Exercise Instructions

This section shows how to add the documents for the Client Document class. Two possibilities are shown,
the first one will directly invoke the entry template to add a document, the second one uses it implicitly by
adding a document to the userxx Client Documents folder, utilizing the fact that an entry template was
associated with this folder.
_1. In your browser, download the Redbook Customizing and Extending IBM Content Navigator and from
this URL: https://www.redbooks.ibm.com/redbooks/pdfs/sg248055.pdf and rename the downloaded file to
Customizing and Extending IBM Content Navigator.pdf. Note that this file and filename is used in below
exercises. Also make sure you have downloaded the documents from the Lab Data folder.
_2. From the Home menu, choose the Entry Template Manager. Click on the entry template Entry
Template for Client Documents which you created in an earlier exercise of this lab, to start adding a
document using that entry template.

_3. Choose the file downloaded in step 1. In case you saved the downloaded file as Customizing and
Extending IBM Content Navigator.pdf keep the Document Title as the derived value, otherwise set the
document title to that value. The title is used later in the search-related exercises. Specify a Client Name
and Reference ID and click the Add button.
Note that the Reference ID property allows alphanumerical values. How to implement property
validations and load the property data with external data services (EDS) is discussed in the EDS exercise.

CP4BA Demos and Labs 2024 Page 16 of 68

_4. Open the Home menu and choose Browse Content again. Navigate to the usrxx Client Documents
folder. Note that the folder content now contains the newly added document.

_5. From a folder on your local computer containing the files from the Lab Data folder, select the file DL for
Redaction.pdf, and the Document for Edit service feature.docx file. With both files selected use drag &
drop to move them into the IBM Navigator browser window.
The pre-configured document entry template is automatically used to add both documents in one
interaction. The document class and the security settings have been preselected, and the security settings
are hidden. Supply the property values as in below screenshot, and leave Apply the same properties to all
documents selected. Click on Add and observe that the documents are uploaded in the background while
the you can continue working.

The order of the properties might be different for you. You can also try with other property options by
selecting the Apply different properties to each document option when adding multiple documents with
different property values.

CP4BA Demos and Labs 2024 Page 17 of 68

_6. In the same way, folders can be created by clicking the New Folder button. As only one Folder entry
template was associated with the userxx Client Documents folder, it is automatically invoked when the
New Folder button is clicked. Provide a sample folder name and click Add to add the folder.

You can also add sample documents to the userxx Client Documents folder from the Browser Content
pane either by using the context menu that appears when you right-click in the left-hand tree view or by
clicking the Add Document button in the center pane. Notice that IBM Navigator will also use the entry
template which you associated to the folder in the previous exercise.

CP4BA Demos and Labs 2024 Page 18 of 68

3.3 Changing the Entry Template during a document check-in
This section shows how to select a different entry template to assign to document during “check-in” the
document, which also updates the document class. In the below steps, you are changing the entry template
for email documents added by an entry template during the checking in a document.

_1. From the Home menu, choose the Entry Template Manager. Click on the entry template “Entry Template
for Folder creation” which you created in an earlier exercise of this lab, In the popup window, enter userxx
Email Documents (replacing userxx with your username) as Folder Name and click Add. Your new folder
will be created in the root of the repository content.

_2. Create another Entry template as “Entry Template for Email Documents” in the same way as you
created the “Entry Template for Client Documents” in the previous section. Enter Name and Description as
shown in below screenshot. Make sure to select Storage location as “userxx Email documents” folder which
you created in the above step.

CP4BA Demos and Labs 2024 Page 19 of 68

_3. Select the “Email” Document class and checkmark “hide the class” in the Item properties tab.

_4. Set the item security like “Entry template for client documents” entry template and click on save &
Close.

CP4BA Demos and Labs 2024 Page 20 of 68

_5. You can see the newly created Entry Template for Email Documents in the Entry Template manager
menu as shown below.

_6. Select Open from the right Click menu on the “Entry Template for Email Documents”.

_7. Create one word document on your local desktop as “Change Entry Template.docx” and choose that
word document from your local desktop and click Add button as shown below.

CP4BA Demos and Labs 2024 Page 21 of 68

_8. Go to “Brower Content” from the hamburger menu and click on userxx Email Documents folder. You
can see the “Change entry Template docx” which you added by an “Entry Template for Email
documents”.

_9. Select Check Out -> “Check Out only” from the right click menu of the “Change entry Template.docx”
document as shown in below screenshot.

CP4BA Demos and Labs 2024 Page 22 of 68

_10. You can see the lock icon once you check out the document, Select the “Check In” from the right
click menu.

CP4BA Demos and Labs 2024 Page 23 of 68

_11. You can see the drop-down menu for changing the Entry Template from “Entry Template for Email
documents” to “Entry Template for Client Documents” as shown below.

For the lab

_12. Choose the “Change entry Template.docx” document from your local desktop and Enter the
Document Title, Client Name and Reference ID properties and click “Check In” as shown below.

CP4BA Demos and Labs 2024 Page 24 of 68

_13. Move the document to the “userxx Client Documents” folder which is relevant to hold Client
documents by right menu Folders-> Move to Folder menu option as shown in below screenshot.

CP4BA Demos and Labs 2024 Page 25 of 68

_14. Click on “Move” button.

_15. You can see the document moved to userxx client Document folder from the Browse Content menu.

3.4 View and export modified properties in the Audit History

This Section shows how to view and export the modified properties for an updated events of a document in
the audit history. In the below steps, you are viewing and exporting the Audit history event list for the
previously added document” Change Entry Template.docx”

Audit History is a class level configuration. For this lab, Administrator added below audit definitions to a
Client Document class, enables auditing, and configures Audit history in the ICN Desktop as part of
deployment script. Users with audit permissions, can view the event history.

CP4BA Demos and Labs 2024 Page 26 of 68

_1. Select Properties option from the Right click menu on “Change Entry Template.docx” document as
shown below.

_2. Click on the History tab from the Properties pop-up page. You can see the list of events which you
performed on previous sections. The event counts are displayed for Get Content 1, Update 2, and Checkin
1.

CP4BA Demos and Labs 2024 Page 27 of 68

_3. Click on the Show All events to see more action events performed on previous sections.

_4. Click on Export and select Export all items option.

CP4BA Demos and Labs 2024 Page 28 of 68

_5. You can see the event list of the document from the downloaded CSV file.

CP4BA Demos and Labs 2024 Page 29 of 68

4 Exercise: External Data Services (EDS)
4.1 Introduction
External Data Services (EDS) is a feature available for IBM Navigator applications and integrates with
Business Automation Workflow (BAW) workflow properties. The idea is to allow using an external data
source such as a database to provide allowed values for properties. It can also be used for a number of
additional use cases, like dependent property values or custom validation of property values.

Navigator EDS Plug-in Jar Custom Data

Client Upload in Extension base
Application Navigator Server

4.2 Exercise Instructions

This exercise introduces you to one aspect of using custom EDS data source plug-ins, which is how to
validate properties while adding a document with an entry template for managing documents. For the
property called Reference ID of the Client Document class, two types of validations need to be done. First
to ensure a value is provided (it is a required field) and second, no special characters are entered.
An external data service can validate user input on a property and enforce property formatting when adding
a document. The sample EDS plug-in uses a regular expression in the custom extension code to limit the
allowed values to be alphanumeric. If the EDS plug-in is used, the property is marked as required and a
validation error will be shown in case it is left empty or in case the value is containing special characters that
are not allowed. See below screenshots for examples of these behaviors.
Samples EDS in action
For this exercise, a sample data source plugin “edsDataSourceSamplePlugin.jar” was created following the
technical steps described further down. This custom EDS plug-in has been uploaded to the environment and
registered both in IBM Navigator and the ICN desktop that you are using throughout the lab. Therefore, it has
already been active when you uploaded one or multiple documents through the document entry template.
Exercise Steps
_1. Click on the Entry Template Manager from the Home menu. Click on the Entry Template for Client
Documents entry template to launch it.

_2. Choose any sample document from your local desktop, add a Document Title, Client Name and leave
the Reference ID field blank. Click Add to try to add the document to the respository. The dialog will let you

CP4BA Demos and Labs 2024 Page 30 of 68

know that you need to provide a value for the Reference ID field as shown below. The little red asterisk in
front of the Reference ID label also indicates that this is a mandatory field.

_3. Add a Reference ID that contains special characters (e.g., include $). When trying to add the document,
you will get notified that this string property cannot contain any special characters as show below. IBM
Navigator will not allow you to add the document until you adhere to the constraints imposed on the
properties’ value by the custom EDS plug-in.

_4. Click Cancel as you don’t want to add the document.

CP4BA Demos and Labs 2024 Page 31 of 68

Developing the Samples EDS
Note that below section describes the technical sequence of steps to create and configure a Custom
EDS data source plug-in. It is meant for you to read through it but not do any practical development
work. Depending on your interest you may skip this section and continue with the next exercise.
Sample code for an EDS data source plug-in is provided in the https://github.com/ibm-ecm/ibm-content-
navigator-samples GitHub repository. The sample code includes two plug-in-API classes,
GetObjectTypesAPI and UpdateObjectTypeAPI.
Below sample EDS plug-in code uses two java classes (GetObjectTypesAPI and UpdateObjectTypeAPI), two
json files (ObjectTypes.json and Documentclass_PropertyData.json), and the build.xml file to compile and
build the EDS plug-in for above Reference ID property validation example.
The sequence in which an EDS is executed is simple and has just two steps:
1. Get the list of objects to validate.
2. Call the validation routine when one of the listed objects is accessed.

_1. Get the list of objects: GetObjectTypesAPI.java

The first step is to let IBM Navigator know which object types to validate. Navigator will call the
GetObjectTypesAPI java class and expects a JSON array with the set of objects to validate using a json data
file (ObjectTypes.json). For this sample, just the class name of the Object Class, as defined in ACCE, is used.
In the general case, this might depend on the object store name, which is passed as a parameter
(repositoryId).
Below example shows how to enable EDS for objects of the class object type “Client Document”. Code snippet
for step 1:
@WebServlet(name = "GetObjectTypesServlet", urlPatterns = { "/types" })
public class GetObjectTypesServlet extends HttpServlet {

protected void doGet(HttpServletRequest request, HttpServletResponse response)

throws ServletException, IOException {
String repositoryId = request.getParameter("repositoryId");
//Return a JSON response with the Object Class
String fullResourceName = "com/ibm/ecm/sample/edsds/data/ObjectTypes.json";
logger.logDebug(this, methodName, request, "Attempting to load resource: " +
fullResourceName);

InputStream objectTypesStream =
this.getClass().getClassLoader().getResourceAsStream(fullResourceName);
if (objectTypesStream == null) {
throw new RuntimeException("Unable to load the data file.");
}

JSONArray jsonResponse = JSONArray.parse(objectTypesStream);

logger.logExit(this, methodName, request, "Returning: " +
(jsonResponse != null ? jsonResponse.toString() : "null"));
return jsonResponse;
} // of doGet
} // of class GetObjectTypesServlet

ObjectTypes.json file:
[
{"symbolicName": "Client Document"}
]

_2. Implement custom validation: UpdateObjectTypeAPI.java

The IBM Navigator plug-in will call the validation routine when the user interacts with an object of the
specified object type and will provide the current property values as a JSON object.

CP4BA Demos and Labs 2024 Page 32 of 68

The JSON object has 3 main sections:
1. Information about the Request
2. Information about the Object
3. Information about the User
Code snippet for step 2:
@WebServlet(name = "UpdateObjectTypeServlet", urlPatterns = { "/type/*" })
public class UpdateObjectTypeServlet extends HttpServlet {

protected void doPost(HttpServletRequest request, HttpServletResponse response)

throws ServletException, IOException {

String objectType = request.getPathInfo().substring(1);

// Get the request json

InputStream requestInputStream = request.getInputStream();
JSONObject jsonRequest = JSONObject.parse(requestInputStream);
String requestMode = jsonRequest.get("requestMode").toString();
String objectId = jsonRequest.get("objectId").toString();
String repositoryId = jsonRequest.get("repositoryId ").toString();

JSONArray requestProperties = (JSONArray)jsonRequest.get("properties");

JSONObject clientContext = (JSONObject)jsonRequest.get("clientContext");
String userid = (String)clientContext.get("userid");
String locale = (String)clientContext.get("locale");
String desktop = (String)clientContext.get("desktop");

(to be continued)

Each request will have a requestMode specified to identify the context in which the validation routine was
called:
1. initialNewObject and initialExistingObject: Indicates the first step in the sequence and is called
when an item – for example a document or folder– is opened or created.

2. inProgressChanges: Is called when a user updates a value in the user interface, if there are
dependent properties.

3. finalNewObject and finalExistingObject: Indicates the final step in the sequence and is called prior
to committing the changes to the server. To deny the commit request, the plug-in can return an
error.

Forcing the formatting of a specific property

To ensure all data is entered into the system correctly, the code enforces a specific format using a regular
expression – this is done by using the request modes initialNewObject and initialExistingObject and
returning the properly formatted JSON.
In the following example, the format of the ReferenceID property is checked:
// Create an Empty JSON response and write your results here
JSONObject jsonResponse = new JSONObject();
responseProperties = new JSONArray();

if (requestMode.equals("initialNewObject") || requestMode.equals("initialExistingObject"))
{
//ensure the Reference ID is in the proper format eg, US123
// the reg-ex for this format ([A-Z]{2})(\\d{3})
JSONObject temp = new JSONObject();
temp.put("symbolicName", "ReferenceID");
temp.put("format", " ^[a-zA-Z0-9]+$");
temp.put("formatDescription", "<br><ul><li> alphameric value allowed </li></ul>");
responseProperties.add(temp);
jsonResponse.put("properties", responseProperties);
}

CP4BA Demos and Labs 2024 Page 33 of 68

PrintWriter writer = response.getWriter();
jsonResponse.serialize(writer);

Validate values prior to saving

Above example shows how to validate that the data is in the right format. A different kind of validation check
is to check that the value of the ReferenceID property already exists in an external system. This can best be
achieved by adding a check for the finalNewObject and/or finalExistingObject request modes. As an
example, we assume here that all reference IDs except the ReferenceID US123 are valid, instead of looking
them up from an external system.
The input JSON object contains all property values in the requestProperties JSONArray. It was obtained by
extracting the property “properties” from the request passed to the method doPost(), see above. To find the
ReferenceID property the code has to loop through that array, as follows.
The following example expands on the previous formatting check:
if (requestMode.equals("finalExistingObject") || requestMode.equals("finalNewObject")) {
//The Incoming JSON will have the properties and their values in the requestProperties
array

// Loop through the properties and use simple name matching to find a property
for( int i = 0 ; i < requestProperties.size(); i++) {
JSONObject requestProperty = (JSONObject) requestProperties.get(i);

String propName = requestProperty.get("symbolicName").toString();

String propValue = String.valueOf(requestProperty.get("value"));
if (propName.equals("ReferenceID")) {
if (!propValue.equals("US 123")) {
// the value does not match our simple rule, add an error message to the
return JSON
JSONObject temp = new JSONObject();
temp.put("symbolicName", "ReferenceID);
temp.put("customValidationError", " has not been found in the
issue tracking system. Please ensure to enter a valid Reference ID.");
responseProperties.add(temp);
}
}
}
}
PrintWriter writer = response.getWriter();
jsonResponse.serialize(writer);

With these modifications, the sample EDS data source plug-in is ready to be compiled, using e.g., an Ant
build from the Eclipse IDE. The final step is to let IBM Navigator know that it needs to call this custom plug-
in. An administrator needs to perform the following steps for that:
1. Open the admin desktop in IBM Navigator and navigate to the Plug-ins section.

2. Click the New Plug-in button to register a new plug-in.

3. Select JAR file path and enter the path to the local edsDataSourceSamplePlugin.jar file, which is
the result of the build process above. In a container environment, the plug-in can be copied into a
persistent storage volume which is mounted by IBM Navigator in path /opt/ibm/plugins. Then the
plug-in needs to be loaded by clicking Load followed by Save and Close.

4. Click the New Plug-in button again to register another plug-in. For the JAR file path configure the
edsPlugin.jar file, which is located in the subdirectory “samples” of the IBM Navigator installation
directory. In a container environment, the file is already present in the IBM Navigator container
image with the name /opt/ibm/intPlugins/eDS/edsPlugin.jar, such as:

CP4BA Demos and Labs 2024 Page 34 of 68

 5. Click the Load button. In the External Data Service section towards the bottom of the page, select
Data Source Plugin and select the plug-in which got registered in step 3. Click Verify to verify the
configuration. Then click Save and Close.

6. Modify the desktop definition and configure it to load the plug-in newly registered in step 5.

For more information on how to create an EDS plug-in refer to EDSDataSourceSamplePlugin Code. External
Data Services are further discussed in the documentation on these pages:
https://www.ibm.com/docs/en/content-navigator/3.0.x?topic=navigator-external-data-services
https://www.ibm.com/docs/en/content-navigator/3.0.x?topic=services-sample-external-data-service
https://github.com/ibm-ecm/ibm-content-navigator-samples/tree/master/edsDataSourceSamplePlugin
Registering and configuring an EDS plug-in to reference a custom EDS data source plug-in - IBM
Documentation

CP4BA Demos and Labs 2024 Page 35 of 68

5 Exercise: Search Content and Simple Search Content
5.1 Introduction
With the “Search Content” feature, content such as documents and folders can be searched within one or
multiple repositories. The search is done by specifying the root document or folder class, and conditions for
the properties of the resulting content using search clauses. These search clauses can be combined with
logical expressions. Multiple search clauses are needed, for example to find documents with a specific
document title, created within the last month.
Furthermore, in each search clause different search operators such as equal, contains, starts with, etc. can
be used, and a full-text search can be combined with the search clauses.
Note that search performance depends on the properties being searched, the search clauses and the
order. If you search for example for the “Document Title” property, the search will be faster if an index
has been defined in ACCE for the “Document Title” property, and if the search clause specifies at least
the first few characters of the result value. This means, that a “starts with” condition for a search clause
will be executed much faster than the “contains” clause, even if an index is defined.
Search Content furthermore supports searching for content across multiple repositories. This is useful if the
items are spread across multiple repositories. For example, a user might use a cross-repository search to look
for client document records in one repository and billing records in another repository and display the result
in a single result page.

5.2 Exercise Instructions

In the first part of this exercise, searching for content will be demonstrated using the Search Content
capability. The second part of the exercise is dedicated to a second flavor of content search, the Simple
Search Content. The latter allows to enter a search string and customize the result set by defining additional
filter conditions.

5.2.1 Search Content

_1. In the Home menu, select Search Content. Alternatively use the Search Content tile on the desktop. The
Search Content tab opens. From the New Search pulldown menu, select New Search.

_2. In the New Search tab, select the Client Document document class as Class, and select the search options
(the property values and their values to use) according to the screenshot below. If you have specified different
values when uploading documents in previous exercises, you will need to specify these property values
instead. Click Search to search for matching documents. When selecting the class, note that it is also possible
to search for documents of multiple document classes and only search for a specific document class or also
its subclasses.
Property values are Case Sensitive because the environment is not configured for case insensitive
searches.

CP4BA Demos and Labs 2024 Page 36 of 68

_3. If you added the document in the previous exercise with Client Name Automation Elite Inc and
Document Title Customizing and Extending IBM Content Navigator.pdf, then there should be one result
document found. Right-click on the result document and select Properties. In the properties window for the
result document, select the Folders Filed In tab.

_4. Click on the userxx Client Documents folder and observe that using this shortcut you can open the
Browse Content feature with that folder’s content. Close the Browse Content feature and get back to the
Search Content feature. On the Search Content page, collapse the Search Results by clicking on that
section, open the Search Criteria again.
_5. Observe that there is a section where you can configure full text search options. Using the blue Text
options below the entry field, full text search options can be configured.

CP4BA Demos and Labs 2024 Page 37 of 68

_6. Observe that you can switch the default setting for searching from Match all to Match any criteria, by
clicking on the title Property options and selecting the appropriate option.

_7. Click on Search options next to the Search in field at the top of the dialog. Notice that it is possible to
specify if also older versions of the documents should be searched, and what types of documents to search.

_8. Click on Save. Give the search a name like Custom Search or you can also include your user id in the
name field like “userxx Custom Search” to identify your saved search from another user in the multi-user
environment. Leave all other fields as is. Finally click OK to save the search for later re-use. By default, a

CP4BA Demos and Labs 2024 Page 38 of 68

search is saved for the user who created it. By changing Share save with it can also be shared with other
users for who it might be relevant.

The new search will be listed on the navigation area on the left side.

5.2.2 Simple Search Content

_1. In the Home menu click on Simple Search Content as shown in below. Alternatively use the Simple
Search Content tile on the desktop.

_2. Type the word Customizing into the search entry field and hit Enter4. Note that you need to specify a
search phrase that is part of the Document Title of one or multiple of the documents you uploaded in
previous exercises. In case you used different document titles, adjust your search text accordingly.

4
In case the expected document is not showing up and you have recently added it, it may be the case that
the indexer has still to complete indexing the document. Try again after some time.

CP4BA Demos and Labs 2024 Page 39 of 68

 The last five queries are automatically saved and can be viewed by clicking the search box or pressing the
down-arrow key while the focus is on the search box. A list will only show up if prior searches were done
by the user.
When the search box is empty, a hint is displayed in grey in the search entry field. The hint “Search
content” is displayed if full text search is available. Otherwise “Search documents” is displayed.

Administrators can update the repository configuration to set the maximum number of results that are
returned by the search. This is done on the “Search” tab of the repository configuration, via the field
“Number of Simple Search results”. Also, a timeout to limit long-running searches can be set. In the
desktop definition on the “General” tab, the file type filters can also be configured. The file type filters
define the filter options available in the Simple Search Content.
When documents in the search results are updated or deleted, the filters are scanned. The modified
documents are assessed for not matching the filter options that they did match when the search was first
run. If any document gets out of sync with the filters, users are notified and given the option to reset
the filters. The user can select to continue to use the stale filters until they are reset, or a new search is
run. Any filters which were selected at the time the filters became out of sync, are not reapplied to not
interrupt the user’s workflow. For example, the user can continue changing the filtered documents even if
they no longer match the filter criteria.
_3. To access faceted search filters, click Show filters. In general, you can filter by Class, Modified By,
Modified On, Added By, Added On, File Type, and Size. File Type filter options are driven by IBM Navigator’s
configurable file types, which allow users to add options that reflect the type of documents they work with as
shown below. If all matching documents share a single value for any specific search filter, the filter option is
still displayed but disabled. In your case only one document was found, therefore all filters are disabled.

CP4BA Demos and Labs 2024 Page 40 of 68

_4. Search for documents using the keywords edit service. This should result in two documents being
found. Use a File Type filter for Word documents to find the respective document you uploaded previously
from the lab data folder.

Note: This document will be used in the Edit Services client feature exercise.
_5. Close the Simple Search Content tab.

CP4BA Demos and Labs 2024 Page 41 of 68

6 Exercise: Creating Favorites
6.1 Introduction
Users can create Favorites to quickly find the items that they work with frequently. Favorite items are added
to the Favorites view in the IBM Navigator and in IBM Content Navigator for Microsoft Office. Adding a
favorite is as easy as selecting an item in the repository and clicking “Add to Favorites”.

6.2 Exercise Instructions

In this exercise you will learn how to add favorites to the Content Favorites screen and how it will help you
to navigate to frequently used items faster.
Content Favorites
_1. From the Home menu in top left corner, select Content Favorites. Alternatively use the Content
Favorites tile on the desktop.

_2. Initially your favorites are empty as shown below.

CP4BA Demos and Labs 2024 Page 42 of 68

_3. Open the Browse Content feature by either selecting it from the Home menu or by clicking the Browse
Content tile on the desktop.
_4. Add a document or folder to your favorites by right-clicking on the document or folder and then selecting
Add to Favorites as shown below.

_5. A dialog opens to save the folder or document as a favorite, allowing customization of the name.

_6. Notice the yellow star in front of the folder name, after adding the folder to your favorites. If yellow star
doesn’t show up like below screenshot, then close and reopen “Browser Content”

CP4BA Demos and Labs 2024 Page 43 of 68

_7. You can also add an entry template from the Entry Template Manager to the favorites list as shown
below. Navigate to the Entry Template Manager, select an entry template and select Add to Favorites from
the context menu.

Note again the yellow star in front of the name which indicates a favorite item.

_8. Try it out with the saved search too.

_9. Go back to the Content Favorites feature selecting it from the Home menu or clicking on the tab if you
did not close it. Observe the newly added favorites. Use these favorites to quickly access often used items
without having to find them on the other tabs in your IBM Navigator desktop.

CP4BA Demos and Labs 2024 Page 44 of 68

7 Exercise: Content Redaction using IBM Daeja Viewer
7.1 Introduction
In this exercise you are going to learn about the special flavor of annotation used for role-based redaction,
permanent redaction, and the merge & split feature from the IBM Daeja Viewer. The redaction feature allows
to protect content like Personal Sensitive Information data (like Names, SSN, Email, and IP address,
Biometrics, Genetic information) from viewers without a need to know. It is available in two modes. Both, the
Permanent Redaction feature, and the Role-based Redaction feature are available within the Daeja Viewer.
The Permanent Redaction feature achieves the redaction by creating a new redacted version of the document.
The Role-based Redaction feature keeps the document unchanged and displays the document content either
as-is if the user accessing it has the permission to see its content without redaction or shows it with redactions
for other users. Desktop administrators have the ability to define and configure different roles & policies and
redactions reasons as per business requirements.

7.2 Exercise Instructions

Note that below section describes the role-based redaction configuration steps that an administrator
would need to perform. Depending on the context in which you perform the lab you might not have admin
privileges to access the administration capability.
- If you are an administrator, please continue to perform all section.
- If you are not an administrator, your environment will have been setup by your administrator based on
these steps and the required redaction reason configurations should already exist Check with your
administrator to see if you should a) follow along with 7.2.1 within the Administrator UI with access, b) skip
to 7.2.2 to continue with the user steps.
In any case the required redaction reason etc. should already exist in your environment. There are shown
for information purposes, and nothing is to be performed.

7.2.1 Role-based Redactions

Role-based redaction allows to create redactions which display different redactions of the same document
depending on the role of the user looking at the document. They are created by placing a black rectangle
annotation on the sensitive data and selecting a redaction reason. The redaction reason, and the role
specification which indicates, which users can place redactions, and which users are able to see the
sensitive data in spite of the redaction being placed, are made on the IBM Navigator administration desktop.
See https://www.ibm.com/docs/en/content-navigator/3.0.x?topic=components-configuring-role-based-
redactions-filenet-p8-repositories for details.
Role-based Redaction configuration steps (REFERENCE ONLY, Administrator already performed - Role-
based Redaction configuration steps):
_1. Click on Administration at the bottom of the IBM Navigator home menu.

CP4BA Demos and Labs 2024 Page 45 of 68

_2. Click on Role-based Redactions in the menu on the left.

_3. Click on the New Redaction Reason button as shown below.

_4. Enter the Name and Description of the redaction reason and then click on Save and Close.

CP4BA Demos and Labs 2024 Page 46 of 68

_5. Navigate to the Policies and Roles tab and click the New Redaction Policy button as shown below.

_6. Enter a Name and add the Driver License Number reason to the list of Selected Reasons as shown
below.

_7. Scroll down and click on New Editor Role...

CP4BA Demos and Labs 2024 Page 47 of 68

_8. Enter the Name and add the group GeneralUsers to the Selected Redaction Editors. These are those
users who you want to give the ability to annotate the sensitive information. Click the Save and Close
button.

_9. Scroll down and click on the New Viewer Role… button.

_10. Enter the Name and add the user cp4admin or cp4badmin depending on your environment to the
Selected Users and Groups. Click the Save and Close button.

_11. Save and Close the new redaction policy after you selected the editor and viewer roles.

CP4BA Demos and Labs 2024 Page 48 of 68

7.2.2 Utilizing Role-based Redaction:
_1. From the IBM Navigator desktop, navigate to the Content Favorites or Browse Content feature. Find the
document named DL for Redaction.pdf in the folder you previously created.
_2. Right-click on the document and select Open or click on the name in the name column.

_3. The document will open in the Daeja Viewer as shown below. Note that by default the document opens in
standard annotation mode. On the right-hand side menu you can find the Filled rectangle button to black
out sensitive data as indicated in the screenshot.

CP4BA Demos and Labs 2024 Page 49 of 68

_4. Select the Filled rectangle tool from the vertical toolbar on the right and draw a redaction to hide the
sensitive data as shown below. Right-click the redaction annotation and click the Edit redaction reason
icon.

_5. In the Select redaction reason dialog select the only available redaction reason Driver License
Number5 and click the OK button.

Note: Users possessing the editor role can toggle redaction visibility using the leftmost icon from the top
toolbar. By that they can temporarily show the sensitive data using the toggle. Editors can also decide to
remove the role-based redaction at a later stage.
In your environment the role-based redaction for the Driver License is set up so that members of the
GeneralUsers group possess the editor role whereas the cp4admin/cp4badmin administrator user only
possesses the viewer role for this redaction reason. This allows normal users to create role-based
redactions on documents. In case you have access to the admin credentials in your environment, you can
login with the user who have possesses the viewer role, open the same document which you redacted
and observe that you have no ability to neither make the sensitive data visible nor remove the redaction
permanently.

5
In case you are performing the lab using an admin user the name of the Redaction Reason has a trailing
“admin”.

CP4BA Demos and Labs 2024 Page 50 of 68

7.2.3 Permanent Redaction
_1. In case you no longer have it open, navigate to the Content Favorites or Browse Content feature and
open the DL for Redaction.pdf document in the folder you previously created.
_2. The document will open in the Daeja Viewer as shown below. Find the Redaction Mode options as
indicated in the screenshot. The Redaction Mode options allows to toggle between Permanent Redaction
mode and Normal Annotation mode. While the black rectangle annotation can be deleted again, the black
rectangle redaction is permanent and cannot be deleted.

_3. Switch to the permanent redaction mode by clicking the indicated icon above. A popup window asks
how to save the new permanently redacted document version. Reply Yes to save unsaved annotation and in
next Popup select the New Version to store it in the same FileNet Content repository as a new version of the
existing document.

_4. If you have already hidden the sensitive data of the Driver’s License Number in the previous role-based
redaction exercise, then you may not need to do anything in this step. Otherwise, redact the DL license
number by selecting and dragging the filled rectangle from right-hand side menu.

CP4BA Demos and Labs 2024 Page 51 of 68

_5. Click on the Redact button (as shown above) to permanently store the redacted document as a new
version. Then select normal annotation mode again. The redaction has been made permanent and can no
longer be removed or temporarily switched off.
_6. Close the IBM Daeja Viewer.

7.2.4 Merge and Split

For documents in FileNet Content Manager, users can rotate, cut, and copy or paste one or multiple pages
from existing documents into a new document or an existing document. When merging and splitting
documents has been completed, the new or updated document can be saved back into the repository.
All the documents that are being used on a Merge & Split operation must be from the same repository.
For example, if you cut a page from document A, copy a page from document B, and paste them both into
a new document C, document A and B must be from the same repository and document C will be saved
into that same repository too.
Merge and Split exercise steps:
_1. Open the multi-pages document Customizing and Extending IBM Content Navigator.pdf from the
Browse Content or Content Favorites feature as shown below.

_2. The Merge and Split button is only available if Daeja Viewer is displayed in its own browser window,
which is not the case in the default configuration. In the opened document, click on the Open in new
window button in the top right corner.

CP4BA Demos and Labs 2024 Page 52 of 68

_3. Click on the Merge and Split button in the top toolbar as shown below.

_4. The thumbnail view opens showing multiple pages on one screen. The size of the thumbnails can be
adjusted by using the buttons in the toolbar at the bottom of the page. Select all the table of content pages
by clicking on the first page, then press the Shift button on the keyboard and click on the last page.
_5. Click the Copy icon to copy the selected pages.
_6. Click the small + sign next to the tab for the open document to add a new and empty document.

_7. In the newly created document, click the Paste icon (to the right of the Copy icon), to insert the copied
pages from the original document.
_8. Click the Add Document icon in the top right corner to save the newly created document to the
repository.

CP4BA Demos and Labs 2024 Page 53 of 68

_9. The Add Document dialog opens. Enter a Document Title and Reference ID (e.g., TEST1). Click the Add
button to save the document into the repository.
_10. After that, all users with access rights to the document can see the new document that was created
using one of the features of “merge and split”. Note that Daeja viewer has lots of other features like a print
option. You can discover more of these options in the right-hand side menu toolbar.

CP4BA Demos and Labs 2024 Page 54 of 68

8 Exercise: Edit Service client feature with local Microsoft
Office Apps
8.1 Introduction
This exercise covers the Edit Service client feature which will help users to add or edit a document (using
check-in and check-out) easily in Microsoft apps like Microsoft Word, PowerPoint, and Excel that are locally
installed on a user’s workstation.
If the Edit Service client is enabled in the IBM Navigator desktop configuration and the user clicks Edit -> Edit
with Desktop apps, the file is checked out and opened in the appropriate application on their workstation.
Additionally, if the user is creating or adding new documents to the repository and saving their changes, the
changes are checked-in into the repository.
You need to enable the Edit Service for one or more repositories that are associated with the desktop before
you can use the Edit Service client feature.
If you don’t have the Microsoft Office apps installed or don’t want to setup (download, install, and configure)
the Edit Service client on your local workstation due to whatever reason, then you can still read through this
exercises for awareness of the capability.

8.2 Edit Service client Setup

Below are the Edit Service client setup steps which are required for this exercise:
_1. Edit Services client download

Depending on your access rights, you may be able to find and download the base version of Edit Service client
from IBM Fix Central. IBMers can also download the Edit Service client from the internal Software downloads
site and external users can download from the Passport Advantage Online for Customers site by using their
IBM Passport Advantage credentials with the below part numbers. Be sure to download a version that is
compatible with the version of IBM Navigator you are using in your environment.
Find and download the compatible Edit Service client version and part number based on the IBM Navigator
version you are using. Refer to the following screenshots to find out what your IBM Navigator version is.
Your actual screens may vary from the following screen shots shown here, as these screenshots have been
captured from a CP4BA v23.0.1 IF002 environment.

CP4BA Demos and Labs 2024 Page 55 of 68

 Below Edit Service client version and part numbers may vary based on the Cloud Pak for Business
Automation version that you are using. You may need to install or upgrade the Edit Service client
according to your IBM Navigator version.
If your IBM Navigator version is 3.0.15, then you need to install at least Navigator Edit Service (NES) v3.0.15
or any later iFix after downloading it from IBM Fix Central https://www.ibm.com/support/fixcentral/ or any of
the other locations.

Steps for downloading from IBM Fix Central:

_1. Open IBM Fix Central using above link in a browser.
_2. Search the product by entering Content Navigator in the product selector and by selecting
Installed Version as 3.0.15 and your operating system as Platform or All as shown below. Click
Continue.

CP4BA Demos and Labs 2024 Page 56 of 68

 _3. Click Continue again.

CP4BA Demos and Labs 2024 Page 57 of 68

 _4. You can refine the search by putting something like NES-IF001 into the Filter fix details field at
the right side of the screen as shown below. That way you should find an entry like 3.0.15-NES-MAC
for MAC or 3.0.15-NES-IF001-WIN for Windows.

_5. After you agreed to the license, click the type of download and proceed accordingly.

CP4BA Demos and Labs 2024 Page 58 of 68

_2. Edit service client installation steps:

For Mac OS users, please follow and complete below Edit Service installation steps
https://www.ibm.com/docs/en/content-navigator/3.0.14?topic=components-installing-edit-service-
mac-os.

Windows users need to first extract the downloaded ZIP file into a directory.
If you have an older version of the Edit Services client already installed, please close the Edit Service
client using the Exit option in its context menu in the taskbar as shown below, before upgrading the Edit
Service client or applying an iFix version.

To start the installation process, execute the ICNEditClient.exe file contained in the directory. After that
follow the screenshot below that show how to install the Edit Service client on Windows.
On the first screen click Next >.

After accepting the license on the next screen, click on Next > again. The installer will prompt you to select
the install folder and if you want to install the client only for yourself (only for me) or all users (for all users).
You can choose the option “for all users” if one or multiple users want to use the Edit Service client on the
workstation you are installing to. Otherwise choose the option “for your username only”. After you have
made your selection, the install starts directly. When done, click Finish to complete the installation.
In a situation where the Edit Service client has no connection to the Internet special steps need to be
taken as described in the documentation to configure the Edit Service client
https://www.ibm.com/docs/en/content-navigator/3.0.14?topic=components-configuring-edit-service-
client-content-navigator

Similarly, in case SSO should be configured, either click on Use Single Sign-On in the context menu of the
taskbar Edit Service client icon or follow the alternative procedure that is also described in above link. By
default, SSO is not enabled, and Edit Service client will always prompt you for your user credentials when
your user session has expired.

CP4BA Demos and Labs 2024 Page 59 of 68

8.3 Exercise Instructions
Edit Service client feature:
Scenario 1 – From the Simple Search Content feature pane
_1. Click on the Home menu next to IBM Navigator and select Simple Search Content.

_2. You can search for the document with the title called Document for edit service or you can also
search for any other existing MS Word document from the search pane as shown below.

_3. After you have searched for the document which you want to edit with your local Microsoft Word
desktop app, right click on the document and select Edit > Edit with Desktop apps as shown below.

CP4BA Demos and Labs 2024 Page 60 of 68

 _4. The Edit Service client will prompt you for your login credentials. as shown in below.

If the login screen does not come up, instead an SSL validation error might be shown in the ICN
Content Navigator Edit Service popup in the lower right corner. If this is the case, you need to follow
the instructions in the documentation Disabling automatic validation of IBM Content Navigator
server SSL certificate for the Edit Service client on how to disable certificate validation. After that you
need to exit and restart the Edit Service client to activate the setting. Once done repeat step 3.

_5. The document is opened in your local MS Word desktop app as shown below.
Note: You may get an error at this step if the Edit Service client is not installed properly and the
document will not be opened in your desktop app.

CP4BA Demos and Labs 2024 Page 61 of 68

 _6. Make an arbitrary to change to the document.
_7. After you save or close the document when having modified it, you will see a popup in the
bottom right corner as shown below that the modified document is being updated in the repository.

You can use the Edit Service client for Microsoft Word, Excel, and PowerPoint documents.

CP4BA Demos and Labs 2024 Page 62 of 68

 _8. You can also create a new document or next version of an existing document using the Edit
Service client from the Browser Content pane as shown below.

_9. Enter Document for Edit service feature_1.docx as Document Title and enter a Client Name
and Reference ID in the entry template popup window as shown below.

Note that here you are creating the new document based on a copy of the existing document, not a
new version of the existing document.

CP4BA Demos and Labs 2024 Page 63 of 68

 _10. Once the document opens in the local Microsoft Word app, add some data, save and close it.

_11. You can see the new document is created in the userxx Client Documents folder.

_12. In the Browse Content feature, select one or multiple documents. Right-click to bring up the
context menu and then select Send Email → As an Attachment.

CP4BA Demos and Labs 2024 Page 64 of 68

 The Edit Service client opens a new email in your local Microsoft Outlook app and adds the selected
document or a ZIP file containing all selected documents as attachment.

You can also try out the other right-click menu options.

8.4 Bookmark is integrated with Edit service to edit documents

The bookmark link is now integrated with Edit Service client from v3.0.14 onwards. You can see how easily
access the Edit Service for document editing using the bookmark urls.

_1. Right click on link-> View Link option on the Document for Edit service feature.docx from the “Browse
Content” menu.

CP4BA Demos and Labs 2024 Page 65 of 68

_2. You can see the shortcut url of the document form view link pop-up view Link page. Click on copy link as
shown below.

_3. Copy the below example link into notepad and append isEditService=true to the url and paste in web
browser as shown below

Example bookmark url “https://cpd-ibm-cp4ba.swat-dev-01-464887bc828751e1b00625ca9211fbca-

0000.eu-
de.containers.appdomain.cloud/icn/navigator/bookmark.jsp?desktop=ICN&data=M3TWSIzTi&isEditServic
e=true”

_4. If you already installed the Edit service and logged into the Edit service client and performed pervious
exercises, then the document will open in local Microsoft word app as shown below to edit the document
from your local app.

CP4BA Demos and Labs 2024 Page 66 of 68

_5. You can see the document open on your local Microsoft word app.

_6. Once you updated the document and hit the ctrl-s to save the document then you can see document is
being updated into the repository on bottom right corner as shown below.

CP4BA Demos and Labs 2024 Page 67 of 68

_7. When you close the document from your local word app, then you can see Document is being checked
into the repository as shown below.

Congratulations you have successfully completed IBM Business Automation Navigator lab.
We hope you enjoyed it.

CP4BA Demos and Labs 2024 Page 68 of 68