5
Content Management Functions

This chapter covers Oracle iFS's content management functions. Topics include:

• Overview of Oracle iFS Content Management

• Introduction to Versioning

• Windows: Making a File Versioned

• Windows: Viewing a File's Version History

• Windows: Accessing a Previous Version of a File

• Windows: Removing Versions

• Web: Making a File Versioned

• Web: Accessing a Previous Version of a File

• Web: Working With Multiple Versions of a File

• Introduction to Check In and Check Out

• Windows: Checking Out a File

• Windows: Checking In a File

• Web: Checking Out a File

• Web: Checking In a File

• Web: Canceling a Check Out

• Introduction to Locking

• Windows: Locking and Unlocking Files

• Web: Locking and Unlocking Files

Overview of Oracle iFS Content Management

Oracle iFS gives you the ability to manage your data in two significant ways:

• You can use the file versioning feature to save the current version and any subsequent versions, by checking versioned files in and out. When you check in a versioned file, Oracle iFS automatically creates a version history that lets you access previous iterations of the document. When the version history is created, you are given the option of including comments for yourself and others about the changes made and what prompted them.

• Or you can use the locking feature, to prevent anyone from making edits to your work. You can lock folders, as well as files that haven't been versioned. When you lock a file or folder, no change history is created, since you aren't allowing changes.

Locking is useful when you are the sole content manager of a folder and it's ready to publish. By locking the folder, no further changes may be made to it.

Versioning also adds value when you are the sole author of your files, because it allows you to retain data that you might need again in the future. But it is especially useful when you are working collaboratively with other content contributors on one or more files.

Introduction to Versioning

Versioning allows you to retain the original and any subsequent copies of a file in the database, while you make revisions to the file on your local drive.

Versioned files must be checked in and out of the database. Checking out a file means that no one will be able to edit that file while you work on it. Checking the file in again frees it for editing by individuals with the appropriate permissions.

Whenever you check in a versioned file, Oracle iFS automatically keeps a copy of the older file as well as the new version, and, over time, builds a version history for the file. For example, if you check out a memo, change it, and save your changes, then decide that you made a mistake, you can retrieve the previous version, or an even older version, instead of trying to reconstruct it from memory.

Here is an example of a Version History:

Figure 5-1 Version History lists all versions of a file

The versions shown in the Version History may be viewed only; they cannot be changed. Users with appropriate permissions can download a previous version to their local drive and edit it. When the file is uploaded, it becomes the current version but cannot be edited until you check the file in again.

How Versioning Works

You make a file versioned using a single command ("Make File Versioned" on the Windows interface, "Make Versioned" on the Web interface). A versioned file is automatically given additional attributes that store information about the file family (all versions of the file) and each version of the file as it is created.

To protect the file from being overwritten, if you save a new copy of a versioned file, that act itself creates a new version of the file. If you check out the file and save new versions of the file, Oracle iFS stores the new copies but doesn't create a new version until you check the file back in.

You can use the iFS Versions tab on the Properties window of the Windows interface, or the History command on the Edit menu of the Web interface, to view and access previous versions of the file. You can even restrict access to the older versions for a particular type of user. In this way, a published website may be an older version than the version the content developers are currently working on.

Because Oracle iFS adds special attributes to versioned files, to retain these attributes you must check the file out and copy it to your local drive to edit it. The next time you check in the file (not necessarily the next time you save the file), a new version is created.

For example, if you were to check out a file, you could then edit the checked-out version. You could make several changes, saving after each one. When you were done editing, you could then check in the file. At that point, a new version would be created, and would be the version directly after the one you checked out. Alternatively, if you don't check out the file, but make changes to it and save them, each time you save the file a new version is created.

An Example of Versioning

Let's say you have written a report, a presentation, and a flowchart that must be reviewed by three people: a content editor, a subject matter expert, and the head of your department. Assume that all three people have the correct permissions to edit each file.

1. Upload the three files to Oracle iFS, following the directions in Chapter 3, "Managing Files and Folders".

2. Make all the files versioned, as described in the following sections.

3. Apply the appropriate ACL to the files. Refer to Chapter 6, "Managing Access to Files" for more information on ACLs. With the Web interface, you can apply the ACL as you upload.

4. Notify your three reviewers that the files are ready for review.

At this point your reviewers are able to check out each file and download it to a local drive to make their edits. If a file is already checked out by another reviewer, they will not be able to edit it until it is checked in again. This approach results in multiple versions of the file, each modified by a different reviewer.

How to Copy Versioned Files

Whenever you check out a versioned file, the best practice is to copy it to your local hard drive. In many cases, especially with Microsoft Office documents, it's a good idea to work on a local copy of the file, then upload the final version. The reason for this is that some applications cause Oracle iFS metadata about the file to be lost, along with previous versions, when the file is saved.

• In Windows Explorer, you can copy a file by right-clicking the filename, then dragging and dropping the file into a local folder. When you drop the file, a menu will be displayed. Choose Copy Here, and the file will be copied.

• If you are working with the Web interface, right-click the name of the file you want to save to your local drive. On the context menu, click Save as link and select the directory to which you want to save the file.

Note: To prevent others from editing the originals while you work with them, versioned files that you copy to your local drive for editing must be checked out before you copy them.

Nonversioned vs. Versioned Files

The first time you upload a file into Oracle iFS, the file is nonversioned. Whether that original is retained in the database as changes are made to it depends on whether it becomes a versioned file, or remains nonversioned. The following subsections explain what you can do with versioned versus nonversioned files.

Nonversioned Files

Here's what you can do with a nonversioned file:

• Delete the file - Results in the file no longer being displayed in the folder, and removes it from the repository if there are no linked files.

• Modify file content: Updates the file's content; results in overwriting the old content. No history is saved.

• Change ACLs: Allows the user to select a system ACL to associate with the file.

• Lock the file: Prevents anyone, including the system administrator, owner, or person who locked it, from deleting or modifying file attributes or content without first unlocking the file.

• Unlock the file: Cancels the lock, allowing deletion and modification of the file by users with appropriate permissions.

• Rename the file: Allows you to change the file name.

• View file properties: Allows you to see the file path, description, owner name, last modification date, expiration date, and other properties of the file.

• Make the file versioned: Results in a Family, VersionSeries, and VersionDescription being created for the file on background. The file is now available for check-out.

Versioned Files

The unique characteristic of a versioned file is that a version history is saved for it. You can access the history of changes, and view older versions, although older versions are available as read-only files. Only the most recent version is editable. Here's what you can do with a versioned file:

• View the history: Provides a list of the file's versions; neither the content nor the attributes of older versions can be modified.

• Delete the file from the File List: Results in the file no longer showing up in the folder, and removes all versions from the repository if there are no linked files. You can also delete previous versions using the Version History list. However, you cannot delete the most current version from the Version History list.

• Delete a specific file version: Removes that specific version of the file from the history. The version numbers are not collapsed when a specific version is deleted.

• Link a specific file version: You can create a link from a specific version to a different folder than the one containing the current version. For example, you might store the current version in your Work In Progress folder, and store an earlier version in the Published folder.

• Rename the file: (Web interface only) Allows you to change the file name.

• View file properties: Allows you to see the file path, description, owner name, last modification date, expiration date, and other properties of the file.

• Modify file attributes: Allows you to change certain file attributes; does not create a new version.

• Change ACLs: Allows you to select a system ACL to associate with the file.

• Lock a specific file version: Prevents anyone, including the system administrator, owner, or person who locked it, from deleting or modifying the attributes or content of a specific version without first unlocking the file.

• Unlock a specific file version: Cancels the lock, allowing deletion and modification of the version by users with appropriate permissions.

• Check out the versioned file: Reserves the file for modification only by the person who checked out the file.

• Modify the content of a checked-out file: Permits the person who checked out the file to delete or modify the most current version's attributes or content.

• Cancel the check-out (Web interface only): Allows the person who checked out the file to cancel the check-out. No new version is created; the file is freed for deletion, modification, or check-out by anyone with appropriate permissions.

• Check the file in: Creates a new version with the edited content; allows the person who checked out the file to add a check-in comment.

  Note: Changing a versioned file's content and checking it back in will always result in a new version.

Windows: Making a File Versioned

All file versions can be viewed and managed from the iFS Versions tab of the Windows Properties window. To make a file versioned:

1. Right-click the desired file. If you want to version multiple files, hold down the Ctrl key and select the files, then right-click.

2. Choose Make File Versioned.

Figure 5-2 Select Make File Versioned from the context menu

3. Since this is the first version of the file, you may type a comment to associate with all the files you selected for versioning.

   A confirmation message is displayed.

4. Click OK to version the file, or Cancel to abort versioning.

Windows: Viewing a File's Version History

To view the version information for a file in the Windows interface:

1. Right-click the file whose version information you want to view.

2. From the bottom of the context menu, choose Properties.

3. In the Properties window, select the iFS Versions tab.

The iFS Versions tab is broken into three sections, described in the table below.

Section	Description
Primary Version Series	Lists all available versions of the file by number.
File Information	Lists the file name, the date it was created, the date it was last updated, and an optional comment about that version.
Other Version Attributes	Lists properties specific to this particular file such as Version label, and properties applicable to its Version Family. These are related to the regular attributes described in Chapter 3.

Windows: Accessing a Previous Version of a File

To access a specific version of a file, other than the most current version, you must make a copy of the version you want to work with:

1. Right-click on the file in Oracle iFS, and choose Properties from the context menu.

2. In the Properties window, select the Versions tab.

3. Select the version you want to copy.

4. Click the Copy to... button.

5. Navigate to the folder location where you want the copy to be placed.

6. Click OK.

   The version you selected is now copied to the chosen location. You can rename the file, modify it, and either replace the current version or maintain it as a separate file.

Windows: Removing Versions

To remove one or more versions of a file from the database:

1. Right-click on the file(s) in Oracle iFS, and choose Properties from the context menu.

2. In the Properties window, select the iFS Versions tab.

3. Select the version(s) you want to remove.

4. Click the Remove button.

5. Click OK.

   Only versions prior to the latest version can be deleted. You cannot delete all versions. One must remain after your delete.

Web: Making a File Versioned

To make a file versioned:

1. In the File List, click the Select checkbox to the left of the file you want to make a versioned file. You can select more than one file at one time. To select all the files, click the Edit icon and choose Select All.

2. Click the Check In/Out icon and choose Make Versioned.

Figure 5-3 On the Web interface, use the Check In/Check Out icon for versioning

You can tell a file has been versioned, because the file name is displayed in the File List in boldface type. Oracle iFS handles the versioning tasks for you automatically.

Web: Accessing a Previous Version of a File

To access a previous version of a file, use the History function:

1. In the File List, click the Select checkbox to the left of the file for which you want to view the version history. You must select a versioned file - i.e., a file name that is in bold face type.

2. Click the Edit icon and choose History. The File List displays all of the versions of the file currently stored in the Oracle iFS repository, along with a status icon, the file size, any comments about the version, and the date each version was last modified.

   In the Status column, you may notice a pencil with a red line through it, denoting that the history files are read-only.

Figure 5-4 Version History shows the current and previous file versions

3. Click the file name or Type icon of any version to open it and review its contents.

Note: If you want to edit the earlier version, click the Select checkbox to the left of the file you want to edit. Click the Edit icon, and select Copy from the drop-down menu. Paste the file to a local directory. By editing an earlier version and uploading it to a directory where the file currently appears, you can make an earlier version the latest version. This involves deliberately overwriting the current version with a previous version. No data is lost; what was the current version is saved. For information on uploading files to Oracle iFS, see Chapter 3, "Managing Files and Folders".

Web: Working With Multiple Versions of a File

On the History Of... Web page, there is a Select checkbox beside each version that allows you, if you have the appropriate permissions, to perform the following functions with a given version.

Table 5-2 Version history functionality

Icon	Functions Available
Edit	Cut, Copy, Select All, Rename, Properties, Parents, Apply ACLs to the selected version(s).
Delete	Delete the original version and/or a subsequent version or versions. You cannot, however, delete all versions. The most current version must remain in the database.

Introduction to Check In and Check Out

The Check In/Check Out feature lets you collaborate with others working on the same files, while making sure that no one inadvertently writes over a file that you are working on.

In order to use the Check In/Check Out feature, the file must be a versioned file.

Checking in or checking out a file is similar to locking and unlocking a file, except that a new version of the file is created whenever the file is checked in. This preserves a version history of the file. Locked files are similarly protected, but cannot be modified until they are unlocked, and do not preserve a version history. Any saved changes in a locked file overwrite the previous (and only) version of the file. For more information, see "Overview of Oracle iFS Content Management".

How Does Check In/Check Out Work?

When several people have access to the same files at the same time, two users may try to change and save the same file at the same time. Here is what may happen if you don't use a check in/check out system:

10:00 a.m.	Aneli opens the file and begins to make changes.
10:30 a.m.	Josh opens the saved version of the same file and also begins to make changes.
11:00 a.m.	Aneli completes her changes and saves the file.
11:30 a.m.	Josh completes his changes and saves the file, and overwrites Aneli's changes.

To avoid this problem, the Check in/Check out function prevents other users from saving changes to a file that is already checked out. When you know you are working collaboratively and want to protect the changes you make from being inadvertently overwritten, you can protect your work by following the check in/check out process:

• Be sure the file is versioned.

• Check out the file before you make any changes to it.

• Copy the file to a local drive.

• Make your changes.

• Save the file.

• Copy the file back to the appropriate Oracle iFS folder.

• Check in the file so that others can read and work with it.

• (Optional) Add a comment describing the changes you made.

What Happens When a File Is Checked Out?

When a file is checked out, the person who has the file checked out is allowed the permissions granted to their ACE. Other users see a lock icon in the file Status column on the Web interface, and have read permission only. They will not see the new version of the file until it is checked in.

• They can view the original file and make copies of it to their local drive. The copy can then be renamed, edited, saved, e-mailed to others, and otherwise treated as a normal file.

• They are not allowed to change the original file in iFS, save it, rename it, or change the properties of that file until it is checked in.

What Happens When a File Is Checked In?

After changes to a file have been made and the file has been saved, the person who checked out the file checks it back in. Once the file is checked in:

• Other users can see the new version.

• Other users can check out the file from the database.

• Other users can make changes to the text, save the file, rename the file, and change the attributes of that file.

Of course, this list assumes that the other users have the required security privileges to access the file.

Windows: Checking Out a File

To check out a file:

1. Right-click the file to check it out. If you want to check out multiple files simultaneously, select all of the files, then right-click the selected files. You cannot check out locked files or nonversioned files.

2. From the context menu, select iFS Check Out.

   The system displays a confirmation message.

3. Click OK to acknowledge the message.

Note: In the Windows interface, there is no visual cue, other than the confirmation message, to tell you the file is checked out. To avoid confusion, the best practice is to make a copy of the checked-out file to your local drive, edit and save it there, then paste it back to its original Oracle iFS folder before checking it in again.

Windows: Checking In a File

Checking in a file creates a new version of the file. If you plan to make incremental changes to a file and want to keep each version, then you must check the file out and back in each time you make changes to it. Otherwise, if you just keep updating the file, only the version you check in is kept. Alternatively, if you don't check out the file, each time you update it, a new version is automatically created. You do, however, run the risk that someone else will work on the same file you are working on and overwrite your work.

To check in a file:

1. In Windows Explorer, drag a revised version of the file into the file's Oracle iFS folder to update the checked-out version.

2. Right-click the file to check it in. If you want to check in multiple files simultaneously, select all of the files, then right-click them.

3. From the context menu, select iFS Check In.

4. In the optional Revision Comment field, enter a comment describing the changes you've made, and click the OK button. The system displays a confirmation dialog box.

5. Click OK to complete the check-in.

Note: If you decide that you don't want to update a file you've checked out, there is no command in the Windows interface that lets you cancel the check-out. Use the Web interface to cancel the check-out, which releases the file to other users without creating a new version.

Web: Checking Out a File

To check out a file using the Web interface:

1. Click the Select checkbox(es) to the left of the file(s) you want to check out. You can select more than one file at a time. To check out all the files, choose Select All from the Edit menu.

2. Click the Check In/Out icon, and choose Check-out.

You now have full read/write access to the file, if you have the appropriate permissions. Other users have read-only access to what was the latest version until you check in the file.

Web: Checking In a File

To check in a file or files using the Web interface.

1. Upload the changed file(s) to the File List from which you checked it out. For information on uploading files, see Chapter 3, "Managing Files and Folders".

2. Click the Select checkbox(es) to the left of the file(s) you want to check in. You can select more than one file at a time and check in all of the files at once. If you do, the revision comment you enter will apply to all of the files.

3. Click the Check In/Out icon and choose Check-in.

4. Type any check-in comments and click OK.

Other users now have full read/write access to the file, if they have the proper permissions.

Web: Canceling a Check Out

If you have checked out a file, but decide not to check in changes, you can cancel the check out rather than checking in the file. This releases the file to other users without creating a new version of the file.

To cancel a check out using the Web interface:

1. Click the Select checkbox(es) to the left of the file(s) for which you want to cancel the check out.

2. Click the Check In/Out icon and choose Cancel Check-out.

When you cancel the check out, the file reverts to the version at check out. If you have made changes to the checked-out file, and want to save those changes, copy the file to another location before cancelling the check out.

Introduction to Locking

If your files are not versioned, you can prevent them from being overwritten by using the Oracle iFS locking feature. Both files and folders can be locked and unlocked. Locking is useful when you want to retain a file in the database, but don't want to allow changes to it, and, therefore, don't require a change history.

Locking a file or folder prevents it from being deleted, moved, or modified until the person who locked the file unlocks it. When a file or folder is locked, no one, including the person who locked it, can accidentally change or delete it. The person who locked the file can open it and edit it, but those edits will not be saved.

Locking overrides the write and delete permissions of users other than the individual who locked the file. Those users can still open the file and download it to their own directories, if they have the appropriate permissions. However, the only person who can unlock it is the person who locked it.

You cannot delete a locked file or folder. If you attempt to delete an unlocked folder that has one or more locked files in it, you will not be allowed to do so.

Note: You cannot lock versioned files. Versioned files are protected automatically by the check-in/check-out process.

Windows: Locking and Unlocking Files

You can lock and unlock files and folders in the Windows interface by setting their Read-only property.

To lock files or folders:

1. Right-click the file(s) or folder(s) you want to lock and choose Oracle iFS Lock from the context menu. If you want to lock multiple files, select the files, then right-click the selected files and choose Oracle iFS Lock from the context menu.

2. Click OK to save your change.

You can verify that your file has been locked by right-clicking the file name and choosing Properties from the context menu. On the General tab, the Read-only checkbox will be checked. Or, you can look at the iFS Attributes tab. The LockState indicator will be set to "1."

To unlock files or folders, reverse the process:

1. Right-click the file(s) or folder(s) you want to unlock and choose Oracle iFS Unlock from the context menu.

2. Click OK to save your change.

Again, you can verify that the lock has been removed by looking at the Read-only checkbox on the General tab or the LockState indicator on the iFS Attributes tab of the Properties menu.

Web: Locking and Unlocking Files

To lock a file or folder:

1. Click the Select checkbox to the left of the file you want to lock.

2. Click the Check In/Out icon and choose Lock.

   A lock icon appears in the Status column of the file(s) you locked.

Figure 5-5 The Lock icon

When the lock icon has a key in it, as in the example above, you are authorized to unlock the file and work with it. When there is no key in the lock, you cannot unlock the file.

To unlock file(s) or folder(s):

1. Click the Select checkbox to the left of the file(s) or folder(s) you want to unlock. Before you can unlock a file or folder, a lock icon with a key should appear in the Status column for that object.

2. Click the Check In/Out icon and choose Unlock.

The lock icon will be removed from the Status column, and the file or folder can now be opened.