16 The Oracle UCM Adapter

An adapter provides a bridge between Oracle URM (which contains the content management policies) and the adapter server's content vault (which stores additional content). Corporations can then manage records, retention policies, and legal holds across multiple systems from a single location.

An adapter sends information back to the Oracle URM server so it can maintain an up-to-date catalog of the enterprise's important content. By doing so, companies can apply their records and retention policies to more content, more consistently, with less administrative effort and less disruption for users. These same benefits apply to litigation searches and holds. The Oracle UCM Adapter for Oracle Content Server (hereafter abbreviated as the UCM Adapter) obtains these policies from the server and applies them to the content items stored in the vault.

Multiple adapters can be used with Oracle URM to manage an enterprise's content needs. This chapter discusses how to configure and use one specific adapter, the UCM Adapter.

This chapter contains the following topics:

Concepts

• "UCM Adapter Overview"

• "UCM Adapter Configuration"

• "Synchronizing Data"

Tasks

• "Defining a New Outgoing Provider"

• "Editing an Outgoing Provider"

• "Disabling the Adapter's Outgoing Provider"

• "Deleting the Adapter's Outgoing Provider"

• "Registering an External Source"

• "Unregistering and Removing an External Source"

• "Viewing External Source Configuration Settings"

• "Viewing Outgoing Provider Configuration Settings"

• "Mapping a Custom Metadata Field"

• "Editing a Mapped Metadata Field"

16.1 UCM Adapter Overview

This section provides an overview of the UCM Adapter and its components. It contains the following topics:

• "Architecture"

• "Oracle URM and the UCM Adapter"

16.1.1 Architecture

The major components involved in a typical UCM Adapter installation include:

• Oracle URM: Enables organizations to manage their content and retention policies, disposition processes and litigation or audit holds in a central repository. These policies, dispositions, and holds can then be applied to external repository content through the UCM Adapter.

• Oracle Content Server: Stores and manages content in a repository.

• Oracle UCM Adapter for Oracle Content Server: Communicates between Oracle URM and the UCM Adapter server's content vault. The UCM Adapter provides common retention functionality as follows:

  • Identifying the content in the repository that is of interest to Oracle URM.

  • Performing searches and declaring the applicable content items to Oracle URM.

  • Performing disposition actions on the existing content items when their retention periods end.

  • Establishing and removing holds and freezes on the content items, as necessary.

16.1.2 Oracle URM and the UCM Adapter

Oracle URM manages records and retention policies, disposition processes, and litigation holds or freezes in a central repository. Those policies, dispositions, and holds can be applied to content stored in multiple repositories by using adapters. The repositories may be any server or application that holds content whose retention is to be controlled.

The UCM Adapter server's content vault holds content that must be preserved for a retention period, specified in a corporate retention schedule, and then destroyed according to a corporate disposition process. The records are preserved in place because the UCM Adapter ensures that the record remains unalterable during the retention period. Upon request, the UCM Adapter server's content vault can purge the content at the end of the retention period.

The UCM Adapter server's vault may also hold content that does not need to be retained. When retention of this content is no longer necessary, it can be disposed of according to the disposition processes stored within Oracle URM.

There is an obligation to ensure that any material that is subject to a litigation or audit hold (freeze) is not deleted, either by a user or as part of a disposition process. The UCM Adapter enables Oracle URM to ensure deletions do not happen.

Note:

Content items that are non-records and are not subject to a litigation or audit hold are not transferred to Oracle URM. Instead, these documents remain in the UCM Adapter server's content vault and only their metadata is stored in Oracle URM.

The UCM Adapter is the communications intermediary between Oracle URM and the UCM Adapter server's repository. Content is stored in and remains in the UCM Adapter server's content vault while Oracle URM simultaneously enforces corporate retention policies, disposition processes, and legal holds on the stored content.

Figure 16-1 UCM Adapter Retention Functions Overview

Description of "Figure 16-1 UCM Adapter Retention Functions Overview"

The UCM Adapter can be configured to provide the following basic retention functions:

• Registration: The UCM Adapter self-registers with Oracle URM, ensuring that Oracle URM knows about the UCM Adapter server's content vault and is thus ready to manage the stored content within the repository.

• Configuration: UCM Adapter configuration includes collecting the proper identification and credentials information for Oracle URM security and communications. Configuration information also includes mapping metadata fields and defining searches.

• Query Oracle URM: The UCM Adapter queries Oracle URM for certain information. For example, it may need to retrieve retention schedules for specific items of interest. Or the UCM Adapter may need to request Oracle URM metadata for content items and obtain lifecycle information.

• Manage Communications: The UCM Adapter monitors batch processes, handles communication errors with Oracle URM, and handles large work requests by grouping them into communication blocks and processing the response in chunks.

• Repository Monitoring and Batch Declare: The UCM Adapter monitors its server's content vault by periodically searching the repository and informing Oracle URM of any changes in the repository that may affect disposition processes or audit holds. For example, the UCM Adapter will inform Oracle URM about new content checkins that need to be managed.

• Perform Oracle URM Tasks: The UCM Adapter periodically checks Oracle URM for tasks to be performed within the repository. These tasks enable Oracle URM to abide by the corporate retention policies and disposition processes. Typical tasks include:

  • Oracle URM may use the UCM Adapter to perform a search within the UCM Adapter server's content vault and provide a list of items matching the search criteria.

  • When a litigation hold applies to managed content within the UCM Adapter server's content vault, Oracle URM may use the UCM Adapter to retrieve a list of affected items and preserve them to ensure that they are not edited or destroyed.

  • When a litigation hold is removed, the UCM Adapter can be used to stop preserving the affected items and dispose of them according to retention schedule rules and instructions.

• Logging and Auditing: The UCM Adapter provides consistent logging for the activities it coordinates. The UCM Adapter contributes event information to the log files that are then uploaded to Oracle URM, consolidated, and stored.

16.2 UCM Adapter Configuration

The initial step in setting up the UCM Adapter is to access the Records menu on the remote server where the UCM Adapter will reside. Select Records then Configure then Enabled Features from the Top menu. Select the Adapter option.

When the UCM Adapter option is chosen on the Enabled Features Page on a remote repository, the necessary component software is enabled. The system must then be restarted in order for the installation to be complete.

Next define an outgoing provider on the UCM Adapter server and register the repository source. The documents in that repository will be managed using Oracle URM retention policies.

After registration of the source a check is automatically made to compare content on the UCM Adapter and the Oracle URM repository. A list is presented of items which do not match those items on the Oracle URM repository. At that time the items on the UCM Adapter repository can be deleted to make sure the two systems are in sync.

Next metadata fields should be mapped. The UCM Adapter repository may contain a wide variety of documents and may have custom fields which do not directly correlate to those on the Oracle URM repository. When UCM Adapter documents are classified into groups, there can be a wide variety of retention categories associated with the content. The metadata fields between the two repositiories must be mapped so the content is categorized correctly.

Note that the UCM Adapter does not synchronize security groups with Oracle URM. If using Oracle I/PM with the UCM Adapter and later plan to synchronize data with Oracle URM, the security groups will not match. Oracle I/PM creates new security groups dynamically, as needed for applications. Therefore, plan to set up the same security groups on Oracle I/PM and the UCM Adapter that will be used on Oracle URM.

In previous versions of this adapter, a Configure Source Disposition Actions screen was used to specify actions for the adapter to complete. That screen is no longer available so those options cannot be limited when using the current system.

For complete details about defining and using providers, see the Oracle Fusion Middleware System Administrator's Guide for Content Server.

Important:

Revisioning of external items differs from revision of items stored on Content Server. For example, if an item is created on the adapter system and is synchronized to Oracle URM, it appears as a single item. However, if that item is revised on the adapter system then synchronized to Oracle URM, the item now appears in the category as two items, not one item with two revisions. Both items have the same content ID, which is the default behavior for external items.

This section describes the basic tasks needed to configure and use the UCM Adapter:

• "Configuring Sources and Providers"

• "Managing Fields"

16.2.1 Configuring Sources and Providers

Use these procedures to configure the source and provider.

• "Defining a New Outgoing Provider"

• "Editing an Outgoing Provider"

• "Disabling the Adapter's Outgoing Provider"

• "Deleting the Adapter's Outgoing Provider"

• "Registering an External Source"

• "Unregistering and Removing an External Source"

• "Viewing External Source Configuration Settings"

• "Viewing Outgoing Provider Configuration Settings"

16.2.1.1 Defining a New Outgoing Provider

Use this process to define an outgoing provider:

1. Click Records then UCM Adapter from the Top menu. Click Configure then Source Registration.

   The Register Source Page is displayed.

2. Click Add.

   The Add or Edit New Provider Page is displayed.

3. Enter the required information in the appropriate fields.

4. Click Add when done.

16.2.1.2 Editing an Outgoing Provider

Use this process to define an outgoing provider:

Note:

The Adapter does not allow you to edit the outgoing provider if it is linked to an external Oracle URM source. You must first undo this link before editing the outgoing provider.

1. Click Administration then Providers from the Main menu.

   The Provider List Page is displayed.

2. Navigate to the provider to edit and click Info.

   The Provider Information Page is displayed.

3. Click Edit.

   The Add or Edit New Provider Page is displayed. Edit the information as needed and when done, click Save.

16.2.1.3 Disabling the Adapter's Outgoing Provider

To disable an existing outgoing provider on the Adapter server:

1. Click Administration then Providers from the Main menu.

   The Provider List Page is displayed.

2. Navigate to the provider to disable and click Info.

   The Provider Information Page is displayed.

3. Click Disable.

   A prompt appears to confirm the choice.

4. Click OK.

   The outgoing provider is disabled.

16.2.1.4 Deleting the Adapter's Outgoing Provider

To delete an existing outgoing provider on the Adapter server:

Note:

The Adapter does not allow you to delete the outgoing provider if it is linked to an external Oracle URM source. You must first undo this link before deleting the outgoing provider.

1. Click Administration then Providers from the Main menu.

   The Provider List Page is displayed.

2. Navigate to the provider to delete and click Info.

   The Provider Information Page is displayed.

3. Click Delete.

   A prompt appears to confirm the choice.

4. Click OK.

   The outgoing provider is removed from the Providers table.

16.2.1.5 Registering an External Source

Only one source per adapter can be registered.

Follow this procedure to register an external source.

1. Click Records then UCM Adapter from the Top menu. Click Configure then Source Registration.

   The Register Source Page is displayed.

2. Enter the required information in the appropriate fields.

3. Click Register when done.

16.2.1.6 Unregistering and Removing an External Source

Important:

Unregistering a source clears the data on the external source. You should export and archive the data before unregistering a source.

Follow this procedure to unregister an external source.

1. Click Records then UCM Adapter from the Top menu. Click Unregister Source.

2. A prompt appears to confirm the action. Click OK to continue.

Follow this procedure to remove an external source and the database tables associated with the source.

Important:

If you remove an external source, you must reconfigure the external source in order to use it again.

1. Click Records then Configure from the Top menu. Click Retention then Remove External Sources.

   The Remove External Source page is displayed.

2. This page lists all registered external sources. Highlight the name of a source to remove and click Remove or click Reset to clear the highlighting. To remove multiple items, hold down the shift key and highlight multiple items.

3. To delete the database tables associated with the source(s), click the checkbox next to Delete External Source Database Tables. All database tables associated with the external source will be deleted.

16.2.1.7 Viewing External Source Configuration Settings

To view the external Oracle URM source configuration settings, click Records then UCM Adapter from the Top menu. Click Configuration Information. The Source Configuration Information Page is displayed.

16.2.1.8 Viewing Outgoing Provider Configuration Settings

Follow this procedure to view outgoing provider configuration settings:

1. Click Administration then Providers from the Main menu.

   The Provider List Page is displayed.

2. Navigate to the provider to delete and click Info.

   The Provider Information Page is displayed.

16.2.2 Managing Fields

Make sure to match custom metadata fields that exist on the Adapter's remote source to fields already in use on the local Oracle URM source. If fields do not exist that match those on the Adapter, create a custom metadata field to accomodate the Adapter data.

This section describes the tasks needed to map custom fields:

• "Mapping a Custom Metadata Field"

• "Editing a Mapped Metadata Field"

16.2.2.1 Mapping a Custom Metadata Field

To add a Oracle URM custom metadata field to a remote source:

1. Click Records then UCM Adapter from the Top menu. Click Configure then Custom Fields.

   The Map Custom Fields Page is displayed.

2. Click Add.

   The Map/Edit Custom Field Dialog is displayed.

3. A list of custom metadata from the remote source is available in a dropdown list. Select a metadata field for use from the list and enter a name and caption for that field to be stored in the Oracle URM database table.

4. Click OK.

   The custom metadata field is added to the list of custom metadata fields on the Map Custom Fields Page.

5. To change the field order, use the Up or Down arrow keys to move the position of the field.

16.2.2.2 Editing a Mapped Metadata Field

To edit a previously mapped field:

1. Click Records then UCM Adapter from the Top menu. Click Configure then Custom Fields.

   The Map Custom Fields Page is displayed.

2. Select a metadata field from the list, and click Edit.

   The Map/Edit Custom Field Dialog is displayed.

3. Alter information as needed and click Update.

   The Map Custom Fields Page is displayed.

4. To change the field order, use the Up or Down arrow keys to move the position of the field.

16.3 Synchronizing Data

After configuring the Adapter for use with Oracle URM, determine a synchronization schedule to ensure that content on both systems, the Adapter and the Oracle URM system, are consistently kept in sync. This section describes the tasks involved in establishing synchronization.

The systems can also be synchronized on an as-needed basis by selecting an option from the UCM Adapter menu. Note that these operations synchronize all items involved in the operation. For example, all content involved in freeze events are synchronized. Individual freeze events cannot be selected to be synchronized.

Important:

Revisioning of external items differs from revision of items stored on Content Server. For example, if an item is created on the adapter system and is synchronized to Oracle URM, it appears as a single item. However, if that item is revised on the adapter system then synchronized to Oracle URM, the item now appears in the category as two items, not one item with two revisions. Both items have the same content ID, which is the default behavior for external items.

The following options can be synchronized:

• Retention Schedule: synchronizes the entire retention schedule between the two systems

• Content: choose from the following types of synchronization operations:

  • Upload: find and synchronize recently uploaded content

  • Delete: find and synchronize newly deleted items

  • Freeze: find and synchronize items which have been frozen or unfrozen.

• Content Dates: synchronizes any date field which has changed. If both the external source and the local repository have different dates, the earliest date is used regardless of whether it is on the Adapter or the Oracle URM repository.

• Mark Complete: synchronizes items that are ready for approval and completion of disposition processing.

• Upload Archives: synchronizes uploaded archives.

• Mark Vital: synchronizes items marked for vital review.

• All: synchronizes all possible operations.

The following sections discuss synchronization:

• "Performing As-Needed Synchronization"

• "Scheduling Synchronization"

• "Viewing Synchronization Logs"

16.3.1 Performing As-Needed Synchronization

Follow this procedure to synchronize content based on specific synchronization operations:

1. Click Records then UCM Adapter from the Top menu. Click Synchronize then click the type of synchronization to perform.

2. The operation is performed.

3. If the operation completes successfully, a message is displayed. Click OK to continue.

4. If an error occurs, a message is displayed. Check the synchronization logs to view the details of the operation and which items may have failed synchronization. See "Viewing Synchronization Logs" for details.

16.3.2 Scheduling Synchronization

Follow this procedure to set up a schedule to perform regular synchronization:

1. To access this page, click Records then UCM Adapter from the Top menu. Click Configure then Scheduled Events.

   The Configure Scheduled Events Page is displayed.

2. Choose the unit of time measurement from the pulldown list and the amount of time to elapse between synchronizations.

3. Choose a time for synchronization which will not affect system performance.

4. Click Save when done.

16.3.3 Viewing Synchronization Logs

Follow this procedure to view logs that are automatically generated during any synchronization activity, either on-demand or scheduled.

1. Click Records then UCM Adapter from the Top menu.

2. Click Logs then choose the type of log file to view.

   The Synchronization Log Page is displayed.

3. To view additional details about the logged event, click View Items from the operation's Action menu.

4. To rerun the operation, click Rerun Task from the operation's Action menu.