FileNet Interview Questions and Answers - Table of Content
1. Define ECM?
IBM FileNet Interview Questions and Answers 2021
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1) Define ECM?
Ans: Enterprise Content Management is a process of managing and handling the complete lifecycle of the content of an organization. The organization has content in various forms such as scanned images, Word docs, PDF files, spreadsheets, etc.
The ultimate goal of using ECM is to minimize any risk and enhance productivity, efficiency, and improve customer services by enhancing process visibility and eliminating paper-based tasks.
2) Describe FileNet technology?
Ans: FileNet can be defined as an Enterprise Content Management product suite introduced by IBM. FileNet can be used by enterprises to manage their business and content processes. The FileNet P8 platform is the latest version of FileNet that provides a framework for making custom enterprise systems with much functionality and it can be customized for managing specific business needs.
Enterprise Content Management product suite has three components
Content Management tools
- FileNet Content Manager (CM): It works as an essential content management solution in the FileNet P8 platform.
- FileNet Image Service (IS): It is mainly used to store and manage documents.
Business Process Management products
- FileNet BPM: Effective management of workflows to reduce cycle times and improving productivity by improving and streamlining complex processes are done by BPM. It has three components; Process Analyzer, Process Simulator, Process Engine.
3) Brief about File Store policy?
Ans: FileNet stores documents in a physical folder called File Store. Multiple File Stores can be created in FileNet at different locations. This setup is called File Store Farm and the policy that allows the distribution of documents in File Farm is called File Store Policy.
4) Describe Content Engine Web Services (CEWS)?
Ans: Content Engine Web Services (CEWS) are used to establish communication with Content Engine. They use loosely coupled frameworks (such as service-oriented architecture) for connecting components.
All features present in the CE server can be accessed by using CWES provided by FileNet Content Manager. FileNet provides a unique Web Service Description Language (WSDL) to use a Web Services interface. WSDL files can generate CEWS clients or stub classes.
5) Define the Search template and stored search?
Ans: Workplace Users can avail of a simple search function to search for various objects. Customized searches can be created using simple search to search for files, folders, documents, etc. Configuration of search options and criteria can be done by using the search view from the user preference page of workload. Below is the image of the search designer tool.
Using search designer tools, administrators can configure predefined searches called stored searches and search templates. Search templates and stored searches can be created and modified by this search designer tool. Both are created and managed by administrators with access rights to Search Designer which is an important part of author advanced tools.
Both searches can be deleted or changed at any point of time later if needed and they are stored in an object-store. Users can select the search criteria to search any object store for any files, documents, etc using search templates or stored searches.
6) Brief about the document lifecycle?
Ans: The document lifecycle can be defined as a sequence of states (such as draft, publish, close, review, etc) that a document goes through during its lifetime and it includes the actions triggered when a document moves from one state to another state. A document can be moved forward or backward in its lifecycle by applications or users
7) Define root classes in FileNet?
Ans: A parentless class is called a root class. There are various root classes such as an event, choice list, annotation, document class, etc. in the FileNet object store but they have their ‘parent class’ property as None. The creation of an object store leads to the creation of root classes automatically and other properties and subclasses can be defined or added to the object store after the creation of root classes.
8) Describe Workflow Roster?
Ans: Workflow Roster is a part of the Process Engine VM Database (VMDB). It is a database structure that can store all information about work items or workflows in an isolated region. An efficient way to locate specific workflows in the Process Engine is assisted or provided by workflow rosters.
Whenever a newly isolated region is created in the Process Engine, a new DefaultRoster is created for that particular region but more rosters may be created to make administrative tasks easy by using the Process Configuration Console.
9) How many types of Queues are there in the Process Engine?
Ans: Work items under processing are arranged in queues in Process Engine. These queues are controlled by using the Process Configuration Console (PCC). There are four different types of queues present in Process Engine.
- Work queues: Work items are present in work queues that await processing. Work queues can be accessed and work items can be processed by more than one user to ensure faster processing of work items present in them.
- Component queues: Component queues facilitate the processing of workflow steps by using external entities like Java Message Service. Process Configuration Console is used to configure a component queue with an adapter like JMS.
- System queues: System queues are queues that are used by only Process Engine and no user or admin can access them. Some examples of system queues include instruction sheet interpreter and conductor.
- User queues: User queues hold work items assigned to users or/and tracked by users. With the initialization of a newly isolated region, two types of user queues are automatically created (Inbox and Tracker).
10) Describe document class in FileNet Content Engine?
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Ans: Objects get their properties and security features based on their class in the object model of the FileNet P8 platform. Document class helps in the classification of a document as per its properties and security settings.
When any class is assigned to a document, the properties and security settings of that class apply to the content of that document as it is inside that document.
Document class of a document determines the security of the document and other system-generated properties like storage location. Users can classify a document class of a document either manually or automatically.
When a user classifies the document class manually, the document class name has to be provided while adding the document to the Content Engine repository.
If a user chooses for automatic classification of the document class, the document class is assigned by the Document Classification Manager of the Content Engine based on the classification module for that particular type of document.
11) Explain an Isolated Region?
Ans: A logical subdivision of the workflow database in the Process Engine is called an Isolated Region. It contains queues for work items, rosters, event logs, and other configuration-related information.
Some important points to understand isolated regions better
- Isolated regions are present in the Process Engine.
- One Process Engine can have many Isolated regions.
- Isolated regions are created and managed by the Process Configuration Console(PCC).
- Many isolated regions cannot connect to the same Content Engine.
- Default Inbox, DefaultRoster, and event log are created every time we create a newly isolated region.
FileNet Enterprise Manager is used by system administrators to define isolated regions. To define an isolated host in the Content Engine, an Isolated region number, a password, the process engine host, and communication point are required.
12) Define event actions & subscriptions?
Ans: There is a framework provided by Content Engine for providing user-implemented actions when custom or system events on Content Engine objects are triggered. An event action can be defined as a user-implemented action. A developer codes an event action.
When some actions like object creation, object modification, and object deletion are performed in an object store, it triggers some events. For example, the 'create event' is triggered when a document is created in an object-store. The create event launches a workflow to approve the new document and post the content approved to a website.
Here the creation of the document is the event trigger and the launch of workflow is the event action. The creation of the documents leads to the launch of the workflow.
The association of the event trigger with an event action is called a subscription. A single event trigger can cause many event subscriptions.
13) Write the differences between Workplace and Workplace XT?
Ans: Below is some of the differences between FileNet Workplace and Workplace XT.
- Workplace XT is a new version of the Workplace.
- The workplace is supported by FileNet P8 3.8 but the newer versions of FileNet P8 like FileNet P8 P4 support Workplace XT.
- Workplace XT and Workplace have almost the same features.
- The workplace provides dedicated tools for customizing the workplace but Workplace XT does not support customization at all.
- Workplace XT has some benefits over Workplace.
1. It is faster and user-friendly.
2. It has a better folder structure.
14) What is FileNet BPF?
Ans: FileNet BPF is used for the development of BPM applications as it offers a configurable framework to do so. BPM applications are Ajax-based applications that provide users with a user-friendly interface. BPF facilitates the development and customization of BPM applications by not only providing a framework for configuration but also providing predefined screens and functionalities.
There are two components of BPF.
- BPF Explorer: It is used to define and configure BPF applications. BPF Explorer is a Microsoft Management Console- based tool.
- BPF Web application: The BPF Web application is a configurable and customizable portal for configuring and customizing BPM applications and UI containers. It is deployed on J2EE.
15) How many databases are used by FileNet Content Engine to store data?
Ans: There are two or more databases available in the FileNet Content Engine to store data.
- Global Configuration Database
- Object store databases (one or more than one)
There can be one or more object stores in a FileNet P8 domain. Every object store requires its own database either an existing one or a newly created one by using an object store creation wizard in FEM.
16) Name the protocol used to connect to the Application Engine or Content Engine by the Process Engine?
Ans: Internet Inter Object Request Broker Protocol (IIOP) is used for communication between the Process Engine and Application Engine. Application Engine has a Content Engine installed in it so they both communicate through direct API calls.
17) Describe what P8 means in FileNet P8?
Ans: FileNet consists of 8 products so P8 means 8 products. Following are the eight products.
- Content Manager
- Records Manager
- Team Collaboration Manager
- Business Process Manager
- Web Content Manager
- Image Manager
- Forms Manager
- Email Manager
18) Where are documents stored in FileNet Content Engine?
Ans: Documents can be stored in FileNet Content Engine after configuration at the following locations.
- File Store
- Fixed Storage Devices
- Database (as blobs)
19) What is a File Store?
Ans: FileNet stores documents in a physical folder called File Store. Multiple File Stores can be created in FileNet.
20) Explain the use of Content Engine Query Builder?
Ans: FileNet users can search for Content Engine objects and perform the bulk operations on them by using Content Engine Query Builder. It is an important part of FileNet Enterprise Manager software that comes with the ability to install the Content Engine.
Functions of Content Engine Query Builder are
- Using property values to find objects as a search criterion.
- Create, run, and save simple searches.
- Create, run, and save SQL queries.
- Create and save search templates that prompt for criteria when they are launched.
- Launch search templates.
The Content Engine Query Builder action’s tab has some operations that can be done such as
- Delete objects.
- Undo documents checkout.
- Run JScript or VBScript.
- Add objects to the export manifest.
- Perform lifecycle actions like a set exception, promote, reset, demote, clear exception.
- Change security settings by removing or adding groups and users along with giving deny and allow permissions.
21) Explain the use of the FileNet Consistency Check utility?
Ans: FileNet Enterprise Management (FEM) has a utility part called the FileNet Consistency Check tool. It is mainly used to verify whether the files stored in the FileStore correspond to metadata in the CE database or not. It is used commonly after events like a system restore, power loss, and system crash to ensure data consistency.
22) Describe different ways to secure documents in FileNet CE?
Ans: Securing documents means defining rights and access control to document users. There are two ways of securing documents in FileNet CE.
Access Control List: Access Control List defines access rights regarding the control of actions a particular user can take on a particular object. All users do not have equal access to control rights. Access control rights include viewing content, updating or modifying content, publishing, updating access rights, and updating metadata.
A default instance security ACL is created when a class is created and the objects under that class inherit the class properties. An object can have one or more ACLs. An authorization framework performs the task of mapping or assigning access rights to particular user groups or users based on the configured LDAP repositories.
Marking sets: Marking sets in FileNet CE define the level of security for objects apart from the normal object security model. Based on specific property values, access to objects is controlled using marking sets.
23) Explain the difference between a minor version and a major version?
Ans: There are two-level versioning schemes supported in the Content Engine. Any document can be either in a major version or a minor version. Documents in a major version denote that they are completed, whereas documents in a minor version denote that they are incomplete or in-progress.
Documents can be promoted from minor versions to major versions and demoted from major versions to minor versions. When more than one version is not required on a document class level, two-level versioning can be disabled.
24) Explain the need of using multiple Isolated Regions?
Ans: A logical subdivision of the workflow database in Process Engine is called an Isolated Region. It contains queues for work items, rosters, event logs, and other configuration-related information.
Different isolated regions can be created to facilitate two different processes or departments in an organization that have different workflow patterns. It is recommended to have two different isolated regions for two different departments to ease the maintenance of systems and ensure effective workflow.
25) Describe the use of the Process Administrator?
Ans: Work in progress can be viewed and managed by an administrator with the help of the Process Administrator. It is a Java Applet-based UI that can be accessed from IBM's workplace's admin section.
Some tasks that Process Administrator can perform include searching for workflow, searching for work items, searching for workflow events, etc.
Process Administrator helps to manage work items and workflows in the below ways.
- It allows assigning and reassigning work to users.
- It allows changing workflow properties or attributes like workflow group members and data field values.
- It completes work and sends it to the next step.
- It terminates work and sends it to the termination step.
- It allows the deleting of work, work items, or workflows.
Process Administrator facilitates admins to search in the following areas
- User queues
- Component queues
- System queues
- Workflow roster
- Work queues
- Event logs
Process Administrator assists in selecting work items by opening Process Tracker.