Bizagi offers out-of-the-box support for integration with on-premise ECM systems.
Documents uploaded in a process activity are stored by default in the Bizagi Server (or a network file Server).
With ECM integration, you may define your corporate central document repository (ECM system) in Bizagi, so that the uploaded documents are directly stored there.
In execution, end users will only need to attach documents in Process instances in Bizagi, and these will be automatically sent to the ECM.
Possibilities in ECM integration are:
•Upload a document.
•Fill out or update its metadata.
•Check-out the document or undo its check-out.
•Check-in the document.
•Delete the document.
Access to an on-premise ECM over the internet, inherently depends upon factors which are beyond Bizagi PaaS control, such as a higher latency in data transmission, fluctuations, interference and congestion affecting the speed of the channel, the quality of the networks used during transmission, etc.
All of these factors can affect your overall user experience, and you will, therefore, need to mitigate them, consider them during your application design, or gauge them when planning to use them in Bizagi PaaS.
We recommend that you:
1. Ensure you choose a Bizagi PaaS data center whose location offers best latency when communicating with your premises.
2. Consider using a bandwidth that optimally supports the volume of information you are expecting to synchronize.
3. Design your repository integration so that it relies ideally on an asynchronous treatment.
4. Evaluate beforehand (e.g. test by carrying out a PoC) whether the performance impact for integration in a cloud architecture is appropriate for the requirements of your applications.
To do this, consider variables such as the location your end users will be accessing Bizagi PaaS, the use of a network with similar characteristics as expected for a production environment, or the volume of data being exchanged with your on-premise data source (e.g, the approximate file size of documents), among others.
For the ECM integration, it is required that the ECM system complies with the CMIS 1.0 standard (Content Management Interoperability Services).
This standard consists of a generic set of Web services that expose the capabilities of the ECM and handle metadata.
Web services supported in Bizagi's CMIS 1.0 support are those provided as SOAP standard.
Most major players in the ECM industry support the CMIS standard.
For more information about the CMIS standard and its services specification, refer to http://docs.oasis-open.org/cmis/CMIS/v1.0/cmis-spec-v1.0.html.
Bizagi can be easily integrated with those leading products in the market which support this standard, such as: SharePoint, Alfresco, Documentum, Filenet or DocuShare.
Once you ensure that your ECM system complies to the CMIS 1.0 standard (for a technical detail and further information on this standard, refer to CMIS compatibility and technical reference), what you will need in your ECM for Bizagi's use is:
•Having a folder in your ECM repository so that Bizagi can store documents in there (and having well-defined any relevant metadata).
•Having a service account to use for the connection in Bizagi which has proper rights in that folder (i.e read and write access).
What you need to do
Within the ECM integration, these steps are carried out:
1. Configuring the ECM.
This step is done to ensure that your ECM system complies to and offers CMIS 1.0 Web services.
For more information about this, refer to Preconfiguring the ECM.
2. Setting the ECM in Bizagi.
This step involves:
•Registering in Bizagi that ECM system.
This means specifying its URL location and specific repository (folder), and any additional information to connect to the ECM.
•Defining which File attributes in your Processes data model are to be stored directly in that ECM.
Within this definition, you will set the specific folder to which the uploaded documents will be stored.
•Considering in your user interface (activity forms), the appropriate control and configuration for the file attributes.
At this point, you may also define how will the metadata associated to that ECM repository.
For more information about this, refer to Setting the ECM in Bizagi.
If you wish to view a CMIS compatibility sheet regarding Bizagi's capabilities, refer to the CMIS Compatibility and technical reference.