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Content Management Guide

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Adding Content to a BEA Repository

Content contributors create content in the BEA repository through the Virtual Content Repository. The Virtual Content Repository is accessible through the Portal Administration Console and provides access to all configured BEA repositories.

Creating content involves associating a content file with a content type and uploading the file to the repository. If your BEA repository takes advantage of library services, it includes the ability to track content versions and use content workflows that enforce a publication process.

This chapter includes the following sections:

Note: Before content can be created, you must first create content types, design your repository hierarchy, and (if using Library Services) add content workflows, see Using Content Folders in Your BEA Repository,Using Content Workflows in Your BEA Repository and Using Content Types in Your BEA Repository.

 

Viewing the Virtual Content Repository

The Virtual Content Repository allows you to view your content repositories in three ways: Content, Types, and Repositories.

The Virtual Content Repository is typically accessed through the Portal Administration Console, see Figure 10-1.

Figure 10-1 The Virtual Content Repository within the WebLogic Portal Administration Console

The Virtual Content Repository within the WebLogic Portal Administration Console

Table 10-1 lists each view and the tasks you accomplish in each view.

Table 10-1 Summary of the Views of the Virtual Content Repository
Virtual Content Repository View
Associated Tasks
Content view (Click Manage | Content)
  • Add content to the repository
  • Search for content
  • Delete content
  • Modify content
If using BEA's library services, you can also:
  • View version history
  • Check out content
  • Check in content
  • For more information about library services, see
Types view (Click Manage | Types)
  • Add content types
  • Modify content types (adding or removing property definitions)
  • Delete content types
Repository view (Click Manage | Repositories)
  • Connect repositories to the Virtual Content Repository
  • Edit repository properties such as search settings and caches
If using BEA's library services, you can also:
  • Add content workflows
  • Modify content workflows
  • Delete content workflows

 

Working with BEA Repository Content When Using Library Services

Typically, when you use a BEA repository, it is enabled to use BEA's library services which enables versioning and content workflows. This chapter assumes your BEA repository uses library services, which means that you must check in content when you create it and check content out before modifying it. Library services also includes content workflows which means that content must always be assigned a workflow status, such as "Draft" or "Published". For more information about using content workflows, see Using Content Workflows in Your BEA Repository.

Note: You can allow or disallow users from being able to create or modify content by using Delegated Administration. For detailed information about setting up Delegated Administration on content resources, see the WebLogic Portal Security Guide.

You can add content to a repository using content management tools in the Portal Administration Console.

Note: You can also add content to your repository using Microsoft Explorer or other Microsoft applications, if your administrator has enabled your repository to do so. For information about adding content to your repository using Microsoft Explorer or other applications, Using WebDAV with Your BEA Repository.

This section includes the following topics:

Overview of BEA's Library Services

When you use a BEA repository to store your content, you can enable that repository to use library services. Library services provide versioning, workflow, as well as customized workspaces for content contributors. For instructions on how to enable a BEA repository to use library services, see Enabling Library Services for a BEA Repository.

Adding Content

When you add content to your repository, you either upload an existing file to your repository and associate the file with a content type or you can create HTML content directly in the repository. To create HTML content, see Creating HTML Content.

In this example, you create content using the "book" content type, which is one of the default content types that is included with your BEA repository. Your repository may have other customized content types that differ from this example.

Note: This example also assumes you are using a library services-enabled repository. If you are not using library services, you are not prompted to check in your content or select a workflow status.

To add a content file to your repository:

  1. In the Manage | Content tree, select the repository to which you want to add content.
  2. In the Browse area, click Add Content to view the Add Content dialog.
  3. In the Add Content dialog,
    1. Type a name for the content.
    2. Select the book content type from the Type drop-down list.
    3. Click Add to view the Add Node page.
  4. In the Add Node page,
    1. Associate content with a file by clicking Upload File in the Primary Properties area.
    2. Click Browse to select a content file from your filesystem.
    3. If you know the type of encoding you wish to use, select it from the drop-down list. If not, leave the default.
    4. Optionally, select the MIME format that matches the content you selected.
    5. In the Other Properties area, provide values for the properties listed. These property values are used by portal developers to retrieve your content.
  5. Click Save. Your content item is saved and remains checked out of the repository.

    6. While content is checked out of the repository, it is displayed in the Workspace View under the Checked Out Items folder.

  6. To view your content item, select the Workspace View tab and navigate to your content item within the Checked Out Items folder.
  7. Click the content item you created to view its properties.
  8. In the Versioning and Workflow area, click Check In to view the Content Check In dialog.
  9. Select a status from the Check in with Status drop-down list.
  10. Enter any comments in the comments text box.
  11. Click Check In.

Creating HTML Content

When adding content that includes a property that allows you to include a binary file, you can use the content editor to create HTML file. The content editor allows you to create HTML forms as well as HTML documents.

To create HTML content:

  1. In the main menu, select Content > Content Management.
  2. View the Manage | Content tree by clicking Content at the top of the resource tree.
  3. In the Manage | Content tree, navigate to the repository location where you want to create the content item.
  4. In the Browse tab, click Add Content.
  5. In the Name field, enter the name for the new content item.
  6. In the Type field, select the content type you want to associate with the content item.
  7. In the Add Node tab, enter the required property values.
  8. To add an HTML file using the content editor, use the following steps:
    1. In the Primary Property section, click Create Document.
    2. Use the content editor to add an HTML file.
  9. Click Save.
Tip: You can also cut and paste HTML from existing documents (such as Microsoft Word or other applications that save as HTML) into the content editor.

Modifying Content

You can modify repository content by updating the property values associated with the content, updating the associated file, or changing the workflow associated with the content.

When using a library services-enabled repository, you must check out content before you can modify it.

To edit content:

  1. In the main menu, select Content > Content Management.
  2. View the Manage | Content tree by clicking Content at the top of the resource tree.
  3. In the Manage | Content tree, navigate to the content that you want to edit. If you are using library services, content will be in the Workspace View > My Assigned Items folder or in the Repository View.
    4. Note: If you are NOT using library services, you can view content by choosing Manage | Content in the resource tree and navigating to the content you want to modify.
  4. In the resource tree, click the content you want to edit to view the Summary page
  5. In the Versioning and Workflow section of the Summary page, click Check Out.
  6. Navigate to the Checked-Out Items folder in the Workspace View and click the content you want to edit.
  7. You can edit the content name, its properties, change the binary file associated with the content, or change the workflow associated with the content.
  8. To edit the content name:
    1. Within the Summary page, click Name & Type to view the Edit Name dialog.
    2. In the Edit Name dialog, type the new name and click Update.
    3. If finished modifying your content, click Check In.
      4. Note: If you are NOT using library services, you do not need to check in content.
    4. Optionally, in the Check In dialog, choose a new workflow status for the content.
  9. To edit a content property,
    1. In the Properties section, click Properties.
    2. In the Other Properties section, select the property(ies) you want to edit by marking the check box in the Edit column.
    3. Click Edit to view the value text box for each property you selected.
    4. Edit the value and click Save.
    5. If finished modifying your content, click Check In.
      6. Note: If you are NOT using library services, you do not need to check in content.
    6. Optionally, in the Check In dialog, choose a new workflow status for the content.

Updating Binary Content

Binary properties are usually the primary property, although you can have more than one binary property within your content.

To update a binary file:

  1. In the Properties section, select the property you want to edit by marking the check box in the Edit column. If editing a primary property, click Edit in the Edit column.
  2. In the Property section, click Download File.
  3. In the Open dialog, choose to save to disk or to open the file.
  4. After copying the file to your local drive, make and save your changes.
  5. When ready to upload your changes, click Upload File.
  6. Click Browse to navigate to your updated file.
  7. Click Save.
  8. If finished modifying your content, click Check In.
    9. Note: If you are NOT using library services, you do not need to check in content.
  9. To change the workflow associated with the content:
    1. Within the Summary page, click Versioning & Workflow to view the Update Workflow dialog.
    2. In the Update Workflow dialog, select a new workflow from the drop-down list.
    3. Click Update.
    4. If finished modifying your content, click Check In.
Note: If you are NOT using library services, you do not need to check in content.

Deleting Content

You can delete content or content folders from your repository at any time. When you delete content, you delete any children content items of the deleted item. If you do not want to delete the children content items of the item you are deleting, use the Move command to move them to another location within the repository before deleting the parent content item. see Moving Content.

If your repository is library services-enabled, when you delete content, you delete all versions of that content. If you do not want to delete all version, you can choose to retire a content version instead, see Retiring Content for more information.

To delete content:

  1. From the main menu, select Content > Content Management.
  2. In the Manage | Content resource tree, navigate to the content you wish to delete.
  3. Right-click the content item you want to delete and select Delete from the menu.
  4. In the Delete dialog, click Delete.

Moving Content

You can move content or a content folder to another location within the repository.When you move content, you also move any children items.

To move content or a folder,

  1. In the Manage | Content tree, navigate to the content that you want to edit.
  2. Right-click the content and choose Move.
  3. Click OK in the Move dialog.
  4. Navigate to the repository location (folder or content) where you want to move the content.
  5. Right-click on the repository location (folder or content) where you want to copy the content item and choose Paste.
  6. Click OK in the Paste dialog to confirm.

Linking Content

Some content types allow you to link to other content within the Virtual Content Repository. Content links allow you to associated content so it can be easily maintained and updated.

In order to use a content link, the content type associated with the content must include a link property. For more information about setting up a link property in a content type, see Using Link Properties.

Note: When using versioning, you cannot link to content that has not been checked in to the repository at least once. In order to link to content, that content must have a version number of at least 1.
  1. Navigate to the content that you want to add a content link.
  2. Click the Properties tab.
  3. In the Other Properties section, select the property you want to edit by marking the check box in the Edit column.
  4. Click Edit.
  5. Click Update Link to view the Update Link dialog. Figure 10-2 shows an example of a link property.
    6. Figure 10-2 Example of a Link Property


    Example of a Link Property

  6. Use the Repository drop-down list to select a repository to search.
  7. Use the search text box to find the content to which you want to link. Type a keyword in the text box and click Search.
  8. Within the search results, click the content to which you want to link.
  9. Click Update Link.

When finished, you can view the path to the linked content using the Properties tab.

Renaming Content

You can rename content or a content folder in the BEA repository.

Note: For library services-enabled repositories, when you rename content, you do not create a new version of content.

To rename content or a content folder:

  1. In the Manage | Content tree, navigate to the content that you want to rename.
  2. Right-click the content and select Rename.
  3. In the Rename dialog, enter in the new name for the content item and click OK.

The resource tree now shows the new name for the content.

Copying Content

You can copy content or a content folder to another location in the repository.

Note: For library services-enabled repositories, when you use the Copy command, the content item's version history is deleted. If you want to retain version history information, use the Move command, see Moving Content.

To copy content or a content folder,

  1. In the Manage | Content tree, navigate to the content that you want to edit.
  2. Right-click the content and choose Copy.
  3. Click OK in the Copy dialog.
  4. Navigate to the repository location (folder or content) where you want to copy the content.
  5. Right-click on the repository location (folder or content) where you want to copy the content item and select Paste.
  6. Click OK in the Paste dialog to confirm.

The content displays in its new location.

Previewing Content

You can preview binary files associated with content. Previewing binary files allows you to verify that they were uploaded properly. When you preview files, you can choose which application on your hard drive with which to preview the file.

To preview content:

  1. In the main menu, select Content > Content Management.
  2. View the Manage | Content tree by clicking Content at the top of the resource tree.
  3. In the Manage | Content tree, navigate to the content that you want to edit. If your repository uses library services, your content may be available in the Workspace View.
  4. In the Summary tab, click the Preview icon.
  5. If necessary, select an application with which to preview the content.

 

Searching for Content within Your Repository

As your repository grows, you can save time by using the Virtual Content Repository's search features to find the content you want to work with. You can search the version history of a particular content item (if using library services), as well as conduct a search of the entire repository. You can also do a full-text search of repository content to search the binary files for keywords or subjects.

This section includes the following topics:

Searching for Content By Name

If you know the name of the content you need to find, you can search for it by name. To search for content by name:

  1. In the Manage | Content tree, select the repository you want to search.
  2. In the right pane, select the Search tab.
  3. In the Name field, select an operator from the drop-down list (contains, doesn't contain, and so on) and type the name that you wish to use.
  4. Click Search.

Searching for Content By Property Value

You can use the property search when you know the properties used for the content you want to find. For example, if you want to find all content that was published on a certain day, you would search the "published date" property for a value of the date you want to find.

When you search for content according to property values, you can search published content, unpublished content or all content. To search your repository for content using property values, do the following:

  1. In the Manage | Content tree, select the repository you want to search.
  2. In the right pane, select the Search tab.
  3. Click Advanced Search Options in the Search section.
  4. Select whether you want to search Published content or New (unpublished) content by marking the appropriate check box. Mark both check boxes if you want to search for all repository content.
  5. Click Or Search Specific Properties.
  6. Specific the properties for which you want to search, in the Search Specific Properties section. Use Table 10-3 for specific instructions on each criteria.You can use any or all of the criteria. If a criteria is left blank, it is not used in the search.

    7. Table 10-3 Specific Properties Search Criteria
    Search Criteria
    Usage
    Matches any condition
    Matches all conditions
    Choose whether you want your search to include any of the conditions you specify or all of them by marking the appropriate option.
    Type
    Selecting a type determines which content type you want to find. Choose the content type(s) you want to search from the drop-down list.
    Include Subtypes
    If you want to search for individual property values within the content type(s) you selected, mark Include Subtypes.
    Type Properties
    Define the property values for which you want to search. Select a property from the drop-down list, choose an operator (contains, equals, and so on) to use, and enter the value you are searching for.
    Dates
    You can search according to the date content was created or modified.
    Select Created or Modified from the drop-down list, select an operator (before, after, and so on), and use the calendar tool to select a date for which to search.
    Creator or Editor
    You can search for content according to the user name that created it or modified it.
    Select Created By or Modified By from the drop-down list and enter a user name in the provided field.
    Binary Content
    You can search for the binary file associated with content. For example, you can search for the size or the name of the file you want to find.
    Using the drop-down list, select the property of the binary file you want to search (file name, file size, or MIME type), select an operator and provide a value.
    Path to Content
    You can search for content according to the folder or sub folder that it resides in within your repository. This is referred to as the Path to Content.
    Fill in the folder name(s) you want to search using the following format:
    /foldername/subfoldername/contentname

  7. When finished entering criteria, click Search. Your results display in the Search Results section.

Searching the Full Text of Content

You can search the full text of a content item which includes both its associated property values as well as the associated content file. Full-text search can only be used to find repository content that has been published for delivery to your portal.

For example, you can use full-text search to find content of different content types that might include the same information.

To use a full-text search to find content, do the following:

  1. In the Manage | Content tree, select the repository you want to search.
  2. In the right pane, select the Search tab.
  3. Click Advanced Search Options in the Search area. Figure 10-3 provides an example of the Search area.
    4. Figure 10-3 Search Tab within the Repository View


    Search Tab within the Repository View

  4. Mark Published to search for content that has been published for delivery to your portal. Full-text search does not work on unpublished content.
  5. Mark Full Text Search.
  6. In the text box provided, type the keywords for which you want to search. The text you provide will be used to search both the property values for content and the associated binary files.
  7. Click Search.

Using Expressions to Search for Content

You can use expressions to search for content within your BEA repository, see WebLogic Portal Interaction Guide for a complete reference to building content queries.

 

Using Versioning

If your BEA repository is library services-enabled, your content is automatically versioned, which means a new copy of content is saved whenever you check in content to the repository. Content versions are numbered and can be searched and managed as other content.

Checked out content is displayed in the Content Workspace tab.

This section includes the following topics:

Checking Out Content

If you are using a library services-enabled repository, versioning is enabled. Before you can modify content within the repository, you must check it out.

You can check out content from two locations:

To check out content from the Repository View:

  1. From the main menu, select Content > Content Management.
  2. Select Manage | Content to view the content resource tree.
  3. From the Repository View, navigate to the content you want to check out.
  4. In the Versioning & Workflow section of the Summary tab, click Check Out.
  5. To edit your content, navigate to the Workspace View where the content item will be listed in the Checked-Out Items folder.

To check out content from the Workspace View:

  1. From the main menu, select Content > Content Management.
  2. Select Manage | Content to view the content resource tree.
  3. In the Workspace View, navigate to the content you want to check out. (My Workspace > Assigned Items >content_name).
  4. In the Versioning & Workflow section of the Summary tab, click Check Out.
  5. To edit your content, navigate to the content item within the Checked Out Items folder.

Your content item is now displayed in the Workspace View under the Checked Out Items folder. Use the steps listed in Modifying Content to edit your content.

Checking In Content

When working with content within a BEA repository that has library services-enabled, you must check in content before it becomes available to other users and portal search queries.

You use the Workspace view to check in content.

To check in content from the Workspace View:

  1. From the main menu, select Content > Content Management.
  2. Select Manage | Content to view the content resource tree.
  3. In the Workspace View, navigate to the content you want to check in. (My Workspace > Checked-Out Items >content_name).
  4. In the Versioning & Workflow section of the Summary tab, click Check In.

Retiring Content

Retiring content means that it can no longer be used in search queries or displayed in your portal. When your BEA repository uses library services, retiring content offers an alternative to deleting content from your portal. If a repository is library services-enabled, if you delete content, all versions of that content are deleted, see Deleting Content.

When you retire content, you change the workflow status of content item to Retired status. This topic assumes you are using the default content workflow. If you are using a custom workflow, the name of the Retired status may be different. Please see your content management administrator for more information.

Note: Content workflows are only available if your repository is library services-enabled.

To retire a content version:

  1. From the main menu, select Content > Content Management.
  2. In the Manage | Content resource tree, navigate to the content you want to retire.
  3. In the Versioning & Workflow section of the Summary tab, click Check Out.
  4. In the Versioning & Workflow section of the Summary tab, click Check In to check in the content with the Retired status.
  5. In the Check In Content dialog, select the Retired status from the Check In with Status drop-down list.
  6. Click Check In.

Viewing Version History

You can view the version history for any content item in your repository. Version history information includes the date content was modified, the name of the user who modified the content, and the status of the version.

To view the version history of a content item:

  1. From the main menu, select Content > Content Management.
  2. In the Manage | Content tree, select the content item whose version history you want to search. You can use the Search tab, see Searching for Content By Name.
  3. Select the Version History tab.

Searching Content Versions

You can search the version history of a content item either by what is contained in the version comments or by using advanced options such as when the content was modified and by whom.

To search within the version history of a content item,

  1. In the Manage | Content tree, select the content item whose version history you want to search. You can use the Search tab, see Searching for Content By Name.
  2. Select the Version History tab.
  3. Within the Search section, you can search the version comments field for the content item for specific text. Enter the text you want to find and click Search.
  4. Optionally, you can use the Advanced Search Options to search the version history by workflow status, date modified or by the user name who modified the version you are looking for, see Table 10-4.

    5. Table 10-4 Advanced Search Options for Searching the Version History of a Content Item
    Search Criteria
    Usage
    Modified By
    Searches for content versions that were modified by the user name you specify.
    Workflow Status
    Searches for content versions that have the workflow status you specify.
    Checked in
    Searches for content versions that were checked in before or after the date you specify. You can also specify a single date.

  5. After defining your search criteria, click Search.

Publishing a Different Version of Content

In some cases you may want to change the content version that is published within your portal. You can do this by checking out a previous version of a content item and transitioning it to Published status. To do this. check out the version of content you want to publish and check it back in with the Published status.

Note: This example assumes you are using the default content workflow. Your content workflow may have different status names. See your content administrator if you have questions.
  1. Check out your content, see Checking Out Content.
  2. Navigate to your content in the Checked-Out Items folder within the Workspace View tab.
  3. Optionally, make any changes to the content such as updating the associated file and so on.
  4. Click Check In to view the Check In dialog.
  5. In the Check In dialog box, select the new published status from the drop-down list.
  6. Click Check In.

 

Using Content Workflows

If your repository is library services-enabled, you assign a status to your content each time a new version is created.

Content created in a library services-enabled BEA repository uses the default content workflow, unless a customized workflow has been implemented. WebLogic Portal's default content workflow includes the following statuses: Draft, Ready for Review, Rejected, Published and Retired, see Figure 10-4.

Note: Depending on how your administrator has set up security for your content repository, you may not have access to all workflow statuses.
Figure 10-4 Changing Workflow Status when Checking In Content in the Portal Administration Console

Changing Workflow Status when Checking In Content in the Portal Administration Console

This section assumes your repository uses the default content workflow and includes the following topic:

Changing the Workflow of Content

When using a library services-enabled BEA repository, you can change the content workflow that is associated with a content item. For example, if all of your content uses the default workflow, but you would like a particular content item to follow a different workflow, you can change the workflow associated with that content. For information about creating content workflows, see Creating or Modifying a Content Workflow Document.

Note: It is possible to select a content workflow that is not compatible with the current workflow, see Using Content Workflows in Your BEA Repository for more details or ask your content administrator.
  1. In the main menu, select Content > Content Management.
  2. View the Manage | Content tree by clicking Content at the top of the resource tree.
  3. In the Manage | Content tree, navigate to the content that you want to edit. Use either the Workspace View > My Assigned Items folder or the Repository View.
  4. In the resource tree, click the content you want to edit to view the Summary page
  5. In the Versioning and Workflow section of the Summary page, click Check Out.
  6. After checking out the content, click Versioning and Workflow to view the Update Workflow dialog.
  7. From the Update Workflow dialog, select a content workflow to use and click Update.
  8. If finished modifying your content, click Check In.

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