| Oracle® Real-Time Collaboration Administrator's Guide 10g Release 1 (10.1.1) Part Number B14495-02 |
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View PDF |
| Oracle® Real-Time Collaboration Administrator's Guide 10g Release 1 (10.1.1) Part Number B14495-02 |
|
|
View PDF |
The details of every Oracle Web Conferencing session and each one-to-one instant message sent with Oracle Messenger can be archived and stored in the Oracle Real-Time Collaboration repository. This chapter contains the following sections:
All Web conferences are archived and stored in the Oracle Real-Time Collaboration repository. The following sections describe what information is stored, what information can be made viewable by other users, and how users and administrators can modify archives.
All conference archives are stored in the Oracle Real-Time Collaboration repository. Each conference host can review the data shown in Table 7-1.
Table 7-1 Conference Details Stored in Oracle Real-Time Collaboration Archives
| Information | Shown by Default? | Can Be Edited? |
|---|---|---|
|
Conference title |
Yes |
Yes |
|
Conference key |
Never published |
Yes |
|
Host's Name |
Yes |
No |
|
Conference ID |
Yes |
No |
|
Conference start date and time |
Yes |
No |
|
Conference duration |
Yes |
No |
|
Voice start time |
Yes |
No |
|
Voice duration |
Yes |
No |
|
Number of attendees |
Yes |
No |
|
Number of anonymous attendees |
Yes |
No |
|
Number of listening attendees (applicable only if voice streaming was used) |
Yes |
No |
|
RecordingsFoot 1 |
No |
No |
|
Details about each attendee: Name E-mail address Company Postal address Telephone number Time enrolled for conference Time entered conference Time left conference Time entered voice stream Time left voice stream Any additional data gathered using Enrollment or Additional Information fieldsFoot 2 |
No |
No |
|
Documents uploaded to Materials and made available before the conference |
No |
No |
|
Documents uploaded to Materials and made available after the conference |
No |
No |
|
URLs visited during the conference |
No |
No |
|
Chat transcripts |
No |
No |
|
Poll results |
No |
No |
All items with "Yes" for "Shown by Default" appear in the published conference record. A host can see all of the information, even information that is not shown by default. Hosts can also decide whether to keep certain parts of the archive hidden from other users, as described in "Controlling What Archive Detail Can Be Viewed"
Hosts can use the Archives pages to edit the title or the conference key for a completed conference. Administrators should keep this in mind if they have created any integrated services that rely on conferences maintaining the ID created when the conference was created.
By default, conferences are published in an archive listing that is visible only to the conference host, and to each conference attendee who is a registered user. The basic information about a conference is visible to the host and attendees (the items listed as shown by default in Table 7-1). Hosts and attendees view the listing from My Archived Conferences under the Archive tab.
If a conference required a conference key, users must enter the key in order to view the archive.
Hosts can choose to publish a conference as they exit the conference (provided the PublishOption property is set, as described in "Controlling Archives"). Hosts can also update the conference archive by clicking the Update icon for that conference from their My Archived Conferences page, then choosing whether the conference is published, and which information to publish.
A host can additionally choose to publish any of the items that are not shown by default (items with a "No" under "Shown by Default" in Table 7-1). Only the conference host can choose to publish information about a conference.
By default, only attendees of a conference can view any part of the conference archive that the host chooses to make visible, as described in "Controlling What Archive Detail Can Be Viewed". However, hosts may choose to create a public conference archive so that non-attendees may view the archive, by choosing to list the archive on a public Web page.
By default, the security restrictions of the actual conference (as shown in Table 7-2) are applied to the archive. For example, if only registered, invited users could attend the conference, only those users can view the archive.
Table 7-2 Audience and Visibility Settings to Control Conference Access
| Audience Setting | Visibility Setting | Accessibility |
|---|---|---|
|
All Users |
List conference on public Web page |
Both nonregistered and registered users may attend. Any user can see the conference on the Scheduled Conferences page, without logging in. Any user can view the conference in the Archived Public Conferences listing, if the host publishes the conference. |
|
All Users |
Off (not listed) |
Both nonregistered and registered users may attend, if they are given the conference key. Registered users who were invited can see the conference under My Conferences. The conference does not appear in the Scheduled Conferences or Archived Public Conferences listings. Registered users who attended can view the archive under My Attended Conferences. |
|
Registered Users |
List conference on public Web page |
Only registered users may attend. Any registered user can see the conference in the Upcoming Conferences table, or view the conference in the Archived Public Conferences listing, if the host publishes the conference. Nonregistered users cannot view the conference listing or archive. |
|
Registered Users |
Off (not listed) |
Only registered users may attend. Registered users who were invited can see the conference under My Conferences. The conference does not appear in the Scheduled Conferences or Archived Public Conferences listings. Registered users who attended can view the archive under My Attended Conferences. |
|
Registered Users by Invitation Only |
Off (not listed); this is the only possible setting for this audience |
Only registered users who have received an invitation from the host can attend, and only registered users who attended can view the archive under My Attended Conferences. The conference does not appear in the Scheduled Conferences or Archived Public Conferences listings. |
In addition, a host can do either of the following to further restrict access:
Add or change the conference key used to access a completed conference, requiring users to enter that key before viewing the archive.
Require attendees to enroll in order to view the conference archive. When they enroll, attendees must enter their name, address, company, telephone, e-mail address, and any additional information specified by the EnrollmentInfoText property. See "Configuring the Enrollment and Join Conference Dialogs" for details.
An administrator can further control access to conference recordings by setting the ConferenceRecordingPlaybackEnabled and ConferenceRecordingDownloadEnabled properties to false. If false, then users authorized to view the archive cannot download or play back the conference recording. Only the meeting host may play back the conference recording, but the meeting host will not be able to download it. See "Controlling Archives" for details about these properties.
The Oracle Real-Time Collaboration repository includes conference recordings made by each user, and the files that users have uploaded using the Materials tab on the Web client page. The materials files may include Microsoft Office files, images, text files, HTML files, and other documents that users plan to share during a conference.
Each user can view the amount of space used in the repository for his own recording and materials data, by clicking Preferences on the Web client pages and selecting Space Usage. If space usage is high, users can delete recordings from the archives, and delete materials from their materials repositories.
Message archives can be stored in the Oracle Real-Time Collaboration repository, although they are not stored by default. The following sections describe how to save Oracle Messenger archives, and the archive content.
Archives can be saved both on the server side, and on each client's side. Message archives can be enabled in either or both of the following ways:
Server side: By default, server-side message archiving is disabled. Administrators can set an Oracle Real-Time Collaboration property, IMArchiveEnabled, to save message archives to the Oracle Real-Time Collaboration repository. See "Controlling Archives" for details about setting this property.
Message archives are only available to those users who participated in the messaging session. That is, if an administrator chooses to save archives to the repository, each Oracle Real-Time Collaboration user will be able to view only the messages that they participated in, using the Archive tab in the Oracle Real-Time Collaboration Web Client.
Client side: By default, message archiving is enabled in Oracle Messenger, and users can set the size of the locally-stored archive. Users can choose to disable saving their messages locally, by choosing Tools and then Options from the Oracle Messenger client window, and then removing the checkbox from Save Messages under Instant Messages.
To view a message archive, users can right-click on a contact name and choose View Message Archive.
By default, message archiving is enabled in Oracle Messenger, and message archives are stored locally on the user's machine. To disable Oracle Messenger archiving by default when Oracle Messenger is installed, do the following:
Open the $ORACLE_HOME/j2ee/OC4J_imeeting/applications/imeeting/imtapp/im/messenger/feature.jsp file in a text editor.
Edit the following line:
<archive_messages enabled=ÓtrueÓ override=ÓfalseÓ>4</archive_messages>
to replace <archive_messages enabled="true" with <archive_messages enabled="false", as follows:
<archive_messages enabled=ÓfalseÓ override=ÓfalseÓ>4</archive_messages>
In addition, to force the user's message archiving setting to be disabled when they upgrade to a newer version of Oracle Messenger, change override="false" to override="true". If message archiving is forced off when the user upgrades, they must explicitly enable message archiving in their Oracle Messenger client after they upgrade.
Message archives contain the text of each message session exchanged with another user, stored by user and sorted by message date. If message archives are saved, either on the client side or the server side, the following information is stored:
Name of the contact
Date the message session was exchanged
Entire text of the messages in the session
Users can view their messages under Message Archive on the Archive tab, and sort the messages by contact name or message date. Users can also right-click a contact name in the Oracle Messenger window to view all messages from that contact, sorted by date.
Only participants in a message can view the message archive. Administrators do not have any special privileges to view messages between other users.
Note:
Text chat conferences (a chat window with three or more users) are not archived, and participants cannot view archives of those chat sessions.You may want to publish a statement explaining what conference and instant messaging data is being stored, to comply with requirements about informing users that written or verbal communications are being recorded and stored. You can create a statement on a web page and then link the Oracle Real-Time Collaboration Web Client pages to it, so that the statement is available to all users.
You use the PrivacyLink and ShowPrivacyLink properties to add the link to your privacy statement from the Oracle Real-Time Collaboration Web pages. See "Customizing the Privacy Statement Link" for details.
Conference hosts can delete archives of conferences from the Oracle Real-Time Collaboration Web Client pages. However, although those conferences are no longer available through client pages, related data (chat transcripts, polls, references to presented documents and presented URLs) remains in the information storage database. A PL/SQL package, rtc_purge_meetings_pkg.purge, lets administrators purge this detail for deleted conference records.
The command is:
rtc_purge_meetings_pkg.purge(l_info_only TRUE|FALSE, l_commit_size any number)
The value for l_info_only is either TRUE or FALSE. If TRUE, then the script writes the meeting IDs for meetings with active_flag = 'N' into the RTC_LOGS table, but does not purge the meetings IDs from the database tables. If FALSE, the script permanently removes the deleted meeting IDs from the History table.
The value for l_commit_size is any numeric value. The default is 1,000.
For example, to use the API to write the meeting IDs for deleted meetings into the RTC_LOGS table, do the following:
Log in to the computer containing the Oracle Real-Time Collaboration repository, using the RTC_APP user name and password.
At the command prompt, run the following API command:
exec rtc_purge_meetings_pkg.purge(l_info_only TRUE,l_commit_size 1000);
Execute the Commit command.
Check the RTC_LOGS table to see whether the meeting IDs were added.
