Microsoft KB Archive/185030

= WD97: ODMA: How Word 97 Works with DOCS Open (PC DOCS) =

Article ID: 185030

Article Last Modified on 1/22/2007

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APPLIES TO


 * Microsoft Word 97 Standard Edition

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This article was previously published under Q185030



SUMMARY
This article describes what DOCS Open(R) from PC DOCS, Inc. is and how Microsoft Word 97 for Windows integrates with DOCS Open.



MORE INFORMATION
DOCS Open is a document management solution that enables you to control, organize, access, and share information. Word processing documents, spreadsheets, presentations, forms, images, e-mail messages, or any type of file you want to save can be managed through DOCS Open.

DOCS Open is an open architecture, working in virtually any computer environment to manage network-based information across a variety of applications, platforms, databases and networks. DOCS Open creates a document profile for each document you create. To retrieve a document, you select a search that locates the document profiles that you or someone else has created.

How DOCS Open Works
A Document Profile is associated with every DOCS Open document that you create. The Document Profile form is analogous to a library catalog card. It contains customizable attribute information (author, document title, client number, project, application type, and so forth) which describes a DOCS Open document. When you want to retrieve a document, you simply select a search that locates the Document Profiles that were created by you or other DOCS Open users.

DOCS Open lets you search remote file servers automatically and provides you with a host of powerful, easy-to-use search features. You can search for any words or phrases in the text of the document or the Document Profile. Document Profiles are stored in a DOCS Open Library.

How Word 97 Integrates with DOCS Open
As an Open Document Management (ODMA) compliant application, Word 97 searches the Windows Registry during start-up for either of the following keys to determine if a document management system (DMS) is installed.   HKEY_LOCAL_MACHINE\Software\Classes\ODMA

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  HKEY_LOCAL_MACHINE\Software\Classes\ODMA32 If DOCS Open is found as installed in this registry key, Word 97 initiates calls (hooks) into DOCS Open using ODMA integration. As a result of this integration, several default Word functions are either replaced or supplemented with the DOCS Open interface. Items that are replaced are supplemented include the following commands on the File menu:


 * Open
 * Close
 * Save
 * Save As
 * Save as HTML
 * Versions
 * Properties

Microsoft Word 97 does not have full ODMA integration for all features. To compensate for this, DOCS Open installs the Wordin80.dot template, usually located in the "\Program Files\Microsoft Office\Office\Startup" folder, which adds four additional menu commands (through the use of macros) to Word 97 as listed in the following table.

NOTE: The macro name that adds the menu command is listed inside the parentheses below the menu command. For example, the macro name is shown as.   Menu Command Added (Macro Name)             Menu     Function of Menu Command

Save With Options        File     This command provides a dialog box (PasswordProtectDocument)         before saving that allows you to                                      password protect the document and also allows you to choose the file format your document should be saved in.

DOCS Open Footer         Insert   This command adds a footer to the (Footer)                          current document based on the values stored in a profile.

DOCS Open Mail Merge     Tools    Microsoft Word 97 does not provide (PCDOCSMailMerge)                 ODMA integration for a mail merge. DOCS Open provides macro integration for using the mail merge feature in                                     Word 97.

About DOCS Open          Help     This command displays which version (AboutPCDOCS)                     of DOCS Open you are using. Additionally, DOCS Open modifies the functionality of three other native Word menu commands. These Word menu commands are modified by a macro with the same name as the built-in Word command.

NOTE: If you rename these macros, the DOCS Open menu command functionality will be disabled and the normal Word menu command functionality will return. The macro name is listed inside the parentheses below the menu command. For example, the macro name is shown as (macroname).   Command Modified (Macro Name)         Menu               Function of Menu Command

File                 Insert             Brings up the DOCS Open Quick (InsertFile)                            Retrieve dialog box.

From File            Point to           Brings up the DOCS Open Quick (InsertPicture)      Picture on the     Retrieve dialog box. Insert menu

Highlight Changes    Point to Track     This menu command was (ToolsRevisions)     Changes on the     mistakenly included in the Tools menu        DOCSOpen Wordin80.dot template. The modified menu command displays the old Word 95 for Windows Revisions dialog box. Several other macros are included in the DOCS Open Wordin80.dot template. These macros are either not used or have no effect on Word 97.

ExitWord

FileSaveAsPassword

PCDOCS

During the installation and integration of DOCS Open, one of the following keys is written into the Windows Registry:

16-bit version:

     HKEY_LOCAL_MACHINE\Software\Classes\ODMA\PCDOCS 32-bit version:      HKEY_LOCAL_MACHINE\Software\Classes\ODMA32\PCDOCS

NOTE: This is the registry key that informs ODMA-compliant applications that DOCS Open is installed on the computer. If the key is removed from the Windows Registry, DOCS Open ODMA integration with Word 97 will be disabled.

Features of DOCS Open
Search and retrieval capabilities as well as version control and security provide you with access to documents. Additionally, DOCS Open provides system administration features such as storage management for document archival and document activity tracking. These features are detailed in the following table.   Feature                  Description ---

Open Architecture       Supports all of the leading SQL databases, networks, and desktop operating systems. It is                           the only document management solution that supports multiple text, imaging, and workflow engines.

Application             Provides seamless integration with all the Integration             major desktop applications. It also supports cross-repository connections automatically without requiring the user to specify an                           alternate library.

Quick Retrieve          Brings up a list of the last 30 documents you edited, and allows you to launch the document by double clicking on its name.

Attribute Indexing      Lets you find documents matching any entries in                            any one or more of the fields on the Document Profile.

Content Search          Full-text retrieval enables you to search the text of your documents or profiles with specific words, phrases, or words within the proximity of each other.

Quick Search            Allows you to store frequently-used searches for quick access. Quick Searches can be                           accessed from DOCS Opens Desktops Search menu, from Quick Retrieve, and they can be                           iconized on the desktop.

Global Network          Allows you to search on Wide Area Networks as   Searching                easily as on Local Area Networks.

Version Tracking        Lets you store up to 99 major versions of a                            document. You can also store up to 26 sub-versions of each major version.

Form Selection          Allows your administrator to set up multiple Profile Entry and Profile Search forms from which you can choose when creating and searching for documents.

Security                Allows you to grant document access rights to                            other users or groups in your organization.

Check-in/Check-out      Tracks documents that users have copied from the network and notes when they will be                           returned. It also enables you to lock documents so they temporarily cannot be edited by other users.

Document History        Provides a log of every activity performed on a                            document.

Projects                Allows you to logically group related documents in electronic folders.

Templates               Lets you save forms or boilerplates created in                            any application to be retrieved and used.

Storage Management      Enables you to delete or archive documents after a specified period of time.

System Requirements
The following are system requirements needed to run DOCS Open:

Workstation:


 * Intel processor or compatible system
 * Windows 3.x (for desktop functions only, administration requires Win95 or higher), Windows 95, Windows NT Workstation
 * 16MB RAM, 32MB recommended

Server:


 * Intel, Alpha, and others
 * Microsoft Windows NT Server, Novell NetWare 3.x/4.x, Banyan VINES, UNIX, and others
 * Microsoft NT SQL Server, Oracle, and Sybase
 * Memory and disk space varies depending upon above server combinations used

