This support question came up in our forum and a member by the name “sckl” (Thanks!) has posted a great answer.  I figured I’d post it here for everyone to read.

Question:

Sites have tens of thousands of documents in a hierarchy folder structure housed on a local shared network drive.  They have built this over the years and there’s no “true” DMS in place.

Within a site, a given pump may be installed in 100 different locations.  The related documents (i.e. a pump manual, technical guide, etc.) would be applicable to each.  The site wants to have only (1) file on the Network Shared Drive…and link the document via a URL to all their applicable Assets in Maximo.  This minimizes space requirements and simplifies document updates (only update one doc instead of 100).

This functionality does not seem to work in Maximo.  You can link to a web url like Google, etc. but using a path to the document in a folder on a shared netwrok drive will not work.

IBM states the functionality is not supported and was never designed with that in mind.

Answer:

1.) entry in Table DMSAPISETTING (via SQL)

INSERT INTO “MAXIMO”.”DMSAPISETTING” (DMSNAME,USEPARAMETER1,USEPARAMETER2,USEPARAMETER3,USEPARAMETER4,USEPARAMETER5,CLASSNAME,DMSAPISETTINGID) VALUES (‘NOTES’,0,0,0,0,0,’psdi.util.DMSManager’,nextval for DMSAPISETTINGSEQ);

2.) Add Launch in Context Entry (System Configuration > Platform Configuration > Lauch in Context)

Launch Entry Name: NOTES
Description: Link into Notes
Console URL:  Notes://{URLNAME}
Target Browser Window:   NOTES

3.) Add Sigoptions in the required applications (System Configuration > Platform Configuration > Application Designer)

Open the desired Application (e.g. INCIDENT)
Select Action > Add/Modify Signature OptionPress on “New Row” and add following two entires:
– Option: ISNOTES   Description:   Is Notes Doclink    Within Advanced Signature Options:   “None”
– Option: NOTESDMS   Description:   Link to Notes Doc    Within Advanced Signature Options:   “Associate to launch entry…” –> Select “NOTES”

4.) Add “New Row” in Administration > Conditional Expression Manager

Condition: ISNOTES
Description: Is it a Notes Doclink
Type: Expression
Expression: :DOCTYPE=’Notes’
Always Evaluate: Yes

5.) Create an Icon with 26x26px and name it    img_notes.gif, put onto the Admin Workstation, rebuild EAR and redeploy it

Path (Default, please modify for other skins or path): D:\IBM\SMP\maximo\applications\maximo\maximouiweb\webmodule\webclient\skins\tivoli13\images\

6.) Add a column to the application XML. You can choose between LIBRARY.XML (global) or within the Application itself

The Column looks like:

<tablecol filterable=”false” hidden=”false” id=”attachments_tablebody_5_noteslink” mxevent=”NOTESDMS” mxevent_desc=”Open Link in Notes” mxevent_icon=”img_notes.gif” sigoption=”ISNOTES” sortable=”false” type=”event”/>

Put it in a table where you show the attachments (e.g. dialog “viewattachments”), I have it before the column with dataattribute=”document”

7.) Give the desired Security Groups permission to view the Link (Security > Security Groups)

– Choose the group where you manage application permissions
– switch to tab “Applications”
– in the upper table, choose the Application “Incidents” (or Service Requests however)
– Search for Option “Is Notes Doclink” –> Check “Grant Access” and enter “ISNOTES” into Condition

8.) Import the changed application XML (or LIBRARY.xml) through Application Designer. Restart Application Server if necessary. Re-Login is necessary at least for the changed permissions.

I’ve no description on how to add such links. I’m currently trying to search for a solution on how to add such links via Integration (Webservice), which is enough for my case. To test, you can do it via SQL (take care..).

a.) Add Entry into table DOCINFO (DB2)

INSERT INTO “MAXIMO”.”DOCINFO” (DOCUMENT,DESCRIPTION,CREATEDATE,CHANGEBY,CHANGEDATE,DOCTYPE,CREATEBY,URLTYPE,DMSNAME,URLNAME,PRINTTHRULINKDFLT,USEDEFAULTFILEPATH,SHOW,DOCINFOID,LANGCODE,HASLD,CONTENTUID) VALUES
(‘TEST’,’Test for Notes Link’,current timestamp,’MAXADMIN’,current timestamp,’Notes’,’MAXADMIN’,’DMS’,’NOTES’,’HereIsTheNotesLink’,’1′,’0′,’1′,nextval for DOCINFOSEQ,’EN’,0,nextval for DOCINFOSEQ);

b.) Add Entry into table DOCLINKS

INSERT INTO “MAXIMO”.”DOCLINKS” (DOCUMENT,OWNERTABLE,OWNERID,DOCTYPE,GETLATESTVERSION,CREATEBY,CREATEDATE,CHANGEBY,CHANGEDATE,PRINTTHRULINK,COPYLINKTOWO,DOCLINKSID,DOCINFOID) VALUES
(‘Test’,’INCIDENT’,{TICKETUID from the desired Ticket},’Notes’,1,’MAXADMIN’,current timestamp,’MAXADMIN’,current timestamp,1,0,nextval for DOCLINKSSEQ,{DOCINFOID from previous SQL result});

I don’t find a button to add a screenshot, therefore I can’t show you the “result” and you have to believe me .

It’s an icon within the Attachment view which is visible if it’s a Notes Link. It opens another Browser Tab when you click on it.