8 Working With Content Folders and Files

This section covers these topics:

Note:

See also Chapter 9, "Working With E-mail."

8.1 About Content Folders

Content folders offer a familiar, tree-like structure in Windows Explorer and supported e-mail applications (Microsoft Outlook and Lotus Notes) that provides convenient access to files on a content server, without having to use that server's own user interface (web-based or otherwise).

Oracle Content Server

On Oracle Content Server instances (that is, servers of type 'UCM Server'), content folders are shown under Contribution Folders or Content Server Folders in the server's integration hierarchy in Windows Explorer and your e-mail application. The node is called "Contribution Folders" for Oracle Content Server 11gR1 and "Content Server Folders" for Oracle Content Server 10gR3 and 7.5.2.

Note:

Content folders are available on client computers only if the content server administrator has enabled the folders functionality on the server. If this is not the case, you will not see a Contribution Folders or Content Server Folders node in the integration hierarchy.

The folder structure that you see under Contribution Folders or Content Server Folders is identical to that in the Oracle Content Server web interface (under 'Browse Content'), as illustrated in Figure 8-1. You only see folders and files for which you have access privileges.

Figure 8-1 Contribution Folders in Windows Explorer and Oracle Content Server's Web Interface

Description of Figure 8-1 follows
Description of "Figure 8-1 Contribution Folders in Windows Explorer and Oracle Content Server's Web Interface"

Oracle Content Database Servers and Other WebDAV Servers

On Oracle Content Database servers and other WebDAV servers, content folders are shown directly under the defined server connection in the integration hierarchy in Windows Explorer and your e-mail application. The folder structure that you see in the integration hierarchy is identical to that in Oracle Content DB's web interface or Oracle Drive. You only see folders and files for which you have access privileges.

Interacting With Content Folders and Files

You work with content folders and the files in them in much the same way as you do with other, local folders and files on your computer. You can copy and paste objects, drag and drop objects, right-click objects to open context menus, and so on. In addition, you can perform a number of content management tasks on the folders and files on the server. Depending on the server type and setup, you may check files out of the server, check them in, make them available for offline use, view content information, and so on.

Note:

There is no access to administrative functions through the desktop integration interface. All administrative functions are performed through the Oracle Content Server web user interface.

The following sections provide more information about content folders:

8.1.1 Content Folder Metadata Inheritance

When you create a new content folder on an Oracle Content Server instance (that is, a server of type 'UCM Server'), the metadata from its parent folder automatically populates the metadata fields for the new folder. This allows the folder to initially "inherit" metadata, but enables you to make changes to the new folder. Subsequent changes to a parent folder's metadata do not affect the metadata for existing subfolders.

The content server administrator can enable the metadata propagation feature to apply a parent folder's metadata to all the subfolders and files in it.

8.1.2 Content Folder Context Menus

When you right-click a folder in the integration hierarchy, a context menu comes up, which provides a number of options that are relevant to the folder in that particular situation (as is customary in Microsoft Windows). This context menu includes a number of standard Windows items (such as Copy and Delete), but also has a number of content management options specific to Desktop Integration Suite. The context menu for folders may include any of the following options:

Note:

The list below only shows the context menu options specific to Desktop Integration Suite. Other options may be available, including options related to other Oracle content management products such as Oracle Universal Records Management (Oracle URM) or Oracle Information Rights Management (Oracle IRM). See the documentation of these products for more information on these options.

  • New Folder: Enables you to create a new contribution subfolder in the current folder.

  • New Project: Enables you to create a new collaboration subproject in the current project.

  • Open: Opens the selected folder in a new window, with the folders pane not visible (when selected in folders pane), or opens the selected folder in the content pane (when selected in the content pane).

  • Make Content Available Offline: Creates local copies of all content in each selected contribution folder or collaboration project in a special cache location on your computer. You can then view these files (in read-only mode) even if you are not connected to the content server. For more information, see Section 8.23, "Working With Offline Content Folders and Files."

  • Refresh Offline Content: Updates the offline file cache on your local computer to reflect the latest content of the corresponding contribution folder(s) or collaboration project(s) on the content server. For more information, see Section 8.23.4, "Refreshing Offline Content."

  • Remove Offline Content: Deletes the content in each selected collaboration folder or collaboration project from the offline file cache on your local computer (not from the content server!). This means you can no longer view these files when you are not connected to the content server. For more information, see Section 8.23.5, "Removing Offline Content."

  • Search... (UCM servers only): Opens a search form on the current content server where you can specify criteria and search for items on that server based on these criteria. For more information, see Section 7.13, "Searching a Content Server."

  • Propagate (UCM servers only): Copies the metadata of each selected contribution folder or collaboration project to all subfolders and files in that folder or project. For more information, see Section 8.1.1, "Content Folder Metadata Inheritance."

  • Copy: Copies each selected contribution folder or collaboration project and all its content into the copy-and-paste buffer. You can then create a copy of the folder(s) or project(s) by pasting them to a different location. (You can also press the Ctrl+C key combination to do this.) For more information, see Section 8.13, "Copying Content Folders and Files."

  • Paste: Pastes the contents of the copy-and-paste buffer into the current location. (You can also press the Ctrl+V key combination to do this.)

  • Create Shortcut (UCM servers only): Creates a shortcut to the selected contribution folder or collaboration project at the same folder or project level in the integration hierarchy. For more information, see Section 8.19, "Working With Shortcuts to Content Folders and Files."

  • Delete: Removes the selected contribution folder or collaboration project, including all its content, from the integration hierarchy (and also from the content server!). (You can also press the Delete key to do this.) You should use this option with great care. For more information, see Section 8.15, "Deleting Content Folders and Files."

  • Rename: Enables you to give the selected contribution folder or collaboration project in the integration hierarchy a new name. (You can also press the F2 key to do this.) For more information, see Section 8.12, "Renaming Content Folders and Files."

  • Content Information... (UCM servers only): Displays the content information page on the server for the selected folder or project in the integration hierarchy. For more information, see Section 8.11.2, "Viewing and Modifying Content Information of Folders or Files."

  • Properties: Displays a dialog that provides information about the selected folder or project in the integration hierarchy. For more information, see Section 8.11.1, "Viewing and Modifying Properties of Folders or Files."

  • Advanced Properties (Oracle Content DB servers only): Displays a window that displays the properties about the selected folder in the integration hierarchy. For more information, see Section 8.11.3, "Viewing and Modifying Advanced Properties of Folders or Files."

  • Sharing (Oracle Content DB servers only): Displays a window where you can set the properties for sharing the selected folder(s); in other words, who has access to the folder and who can create content in it. For more information, see Section 8.11.4, "Viewing and Modifying Sharing Properties of Folders or Files."

8.2 About Content Files

Content files are files stored and managed on a content server. You work with content files in the integration hierarchy of a content server in much the same way as you do with other, local files on your computer. You can copy and paste files, drag and drop files, right-click files to open context menus, and so on. In addition, you can perform a number of content management tasks on the files on the server. Depending on the server type and setup, you may check files out of the server, check them in, make them available for offline use, view content information, and so on.

The following sections provide more information about content files:

8.2.1 Content File Versioning

Oracle Content Server

Oracle Content Server can store multiple files of the same name as separate content items. However, in the integration of Oracle Content Server with Windows Explorer and e-mail applications, file names in content folders need to be unique (in the same way that a folder in Windows cannot contain two files of the same name). Because of this requirement, when you add a file to a content folder that already contains a file of the same name, it is automatically checked in as a new revision of the existing file on the server. For example, if process.doc is in a folder on the server and you add a second process.doc file to that same folder, then the second file becomes a new revision of the first file (even though they may be completely different documents). If process.doc is in a folder and you add process2.doc or process.xls to that folder, then they remain separate content items because they have different file names.

The file name that is displayed in the Name column in Windows Explorer or your e-mail application and in the Name field of the Content Properties dialog is the same as the original file name in the content server repository. When you rename content through the Windows Explorer integration, the original file name also changes to reflect the new name.

If Oracle Content Server is set up to automatically generate content IDs, then the content IDs follow the established numbering convention. If this option is not enabled, checking in a new content item through Windows Explorer or an e-mail client generates a unique sequential content or message ID.

Oracle Content Database Servers

When you add a file to a content folder on an Oracle Content Database server that already contains a file of the same name, then it depends on the folder settings how this is handled. If automatic versioning is enabled for the folder, the file is checked in as a new revision of the existing file on the server. If manual versioning is enabled, then the existing file is simply overwritten (in other words, the content folder behaves exactly like standard Windows folders on your local computer).

Other WebDAV Servers

When you add a file to a content folder on a WebDAV server that already contains a file of the same name, then it depends on the server settings how this is handled. Unless the WebDAV server has special versioning features, the existing file is simply overwritten with the new file (in other words, the content folder behaves exactly like standard Windows folders on your local computer).

8.2.2 Content File Metadata

Metadata is "data about data." It enables the content server to keep track of all items managed on the server, and also helps with searching for items, controlling access, and so on.

When you check a file in to an Oracle Content Server instance, you associate information with that file that uniquely identifies it so that you can easily locate the file in the content server at any time. Oracle Content Server uses three types of metadata: default, optional, and custom. The specific metadata fields used depend on how your system administrator has configured the server.

Default metadata fields are preconfigured for the software and include the content ID and primary file. The content ID is a unique identifier for each content item on the server and is often assigned automatically. If the system is set up to allow you to enter a content ID, you can do so in the content check-in form. Some of the default metadata fields are mandatory: a content item cannot be checked in with any of these fields left blank. Mandatory metadata fields are marked with an asterisk (*) on the content check-in form.

If you provide no title for the file being checked in, the file name is used as the title.

Desktop Integration Suite can "remember" the metadata values used at check-in and automatically populate metadata fields each time you check in a new content item. For more information, see Section 7.14, "Setting Metadata To Be Remembered for Form-Based Check-ins."

Whenever you check a file in to Oracle Content Server, default metadata values are automatically assigned to the content. These default values, which are set by the system administrator through Oracle Content Server's web interface, are evaluated in the following order:

  1. Folder: When you add a file to a contribution folder on the server, that file inherits any default metadata values for the folder that have been set through Oracle Content Server's web interface.

  2. User: For any metadata defaults not set for the folder, the user's default metadata values (as set in the user profile) are applied.

  3. System: The system default values are applied to any fields that are not set by either the folder metadata or the user's default metadata.

  4. E-mail: If the EmailMetadata component is installed on the content server, e-mail specific default metadata is assigned to the content.

After you check content in to the content server, you can change the metadata for the content on the Content Information page (see Section 8.11.2, "Viewing and Modifying Content Information of Folders or Files").

Caution:

If you change the security group, content type, or account of a content item, you will change the URL of that item in the content server and may also change who has access to the item.

If you change metadata for a folder, the new metadata is applied to all content you add to the folder after the change. The metadata of the content that is already in the folder prior to the change remains the same.

When you create a new content folder, the metadata from its parent folder automatically populates the metadata fields for the new folder. This allows the folder to initially "inherit" metadata, but enables you to make changes to the new folder.

Subsequent changes to a parent folder's metadata do not affect the metadata for existing subfolders. If you want to apply a parent folder's metadata to subfolders and content items, you can use the metadata propagation feature.

8.2.3 Local Caching of Content Files

Desktop Integration Suite may use temporary copies of files and store them on your local computer. By default, the temporary storage cache is located in the following directory:

  • Windows XP: C:\Documents and Settings\USER\Application Data\Stellent\SyndicationCache

  • Windows Vista and Windows 7: C:\Users\USER\AppData\Stellent\SyndicationCache

where USER is the profile name of the current computer user (for example, jsmith). The 'SyndicationCache' directory stores all offline files associated with Desktop Integration Suite in separate subdirectories for each content server.

The following files are stored in your local cache:

  • copies of files that you checked out of the content server,

  • read-only copies of files on the content server that you specifically marked to be available offline (so that you can access these files even if there is no connection to the server),

  • modified files managed by a content server that you have not yet checked back in to that server (typically checked-out files that were edited), and

  • newly created files in Microsoft Office applications that were not checked in successfully (for example, because no server connection could be established).

Note:

You can change the offline cache location on your computer if the defaults do not meet your organization's file storage requirements. For more information, see Section C.4, "Changing the Location of the Local File Cache."

8.2.4 Content Management Actions on Files

You can perform various content management actions on files on a content server:

  • View: When you view a file on a content server, it opens in its associated application in "read-only" mode, but it is not checked out of the content server. You can make changes to the file in the application, but you will have to save it as a new file (with a new file name) and check it in to the server as a new content item. Depending on the file type and state, you may be able to check out a "read-only" document directly in a Microsoft Office application, so you can make changes and check it back in to the server as a new revision. For more information, see Section 8.7, "Viewing Content Files."

  • Open: When you open a file on a content server, it opens in its associated application in full edit mode and it is checked out of the content server. The file is locked on the server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out"). You can make changes to the file as required. When you check the file back in to the content server, it is checked in as a new revision of the existing content item. In Microsoft Office applications, you are given the opportunity to do this when you close the document or exit the application; other file types must be checked in using Windows Explorer. For more information, see Section 8.8, "Opening Content Files." (Please note that opening a content folder simply shows the contents of that folder.)

  • Check out (and check in): When you check out a file from a content server, it is downloaded from the server and placed in the offline cache on your computer. The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out"). The checked-out file is not opened in its associated application. (This is how checking out a file is different from opening it.) You can process the file as desired, and check it back in to the server when you are ready. For more information, see Section 8.9, "Checking Out Content Files."

    When you check in a file to a content server, it is uploaded and submitted to the content server. You can check in files as new revisions of content items already on the server, or new files as new content items. Once you check a file in to a server, it is stored on that server and other users have access to it in accordance with their assigned privileges. For more information, see Section 8.10, "Checking In Content Files."

  • Make available offline: When you make files available offline, you create copies of these files in a cache directory on your local computer, so that you can access these files even if there is no connection to the server. For more information, see Section 8.23, "Working With Offline Content Folders and Files."

Table 8-1 provides a side-by-side comparison between these content management actions on files on a server.

Table 8-1 Content File Actions

Action Checked Out of Content Server? Available in Offline Cache (1)? Opened in Associated Application?

View

No

No (3)

Yes (4)

Open(2)

Yes (5)

Yes

Yes (6)

Check Out

Yes (5)

Yes

No

Make Available Offline

No

Yes

No

Notes

  1. The file is copied to a temporary location on your local computer and can be accessed in offline mode. For more information, see Section 8.2.3, "Local Caching of Content Files."

  2. Please note that opening a content folder simply shows the contents of that folder.

  3. The file is copied to your local computer as a temporary file, but cannot be accessed in offline mode.

  4. The file is opened in "read-only" mode. You can make changes to the file, but you will have to save it as a new file (with a new file name) and check it in to the server as a new content item. In Microsoft Office applications, you may be able to check it out directly depending on the file type and state, so you can make changes and check it back in to the server as a new revision.

  5. The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out").

  6. The file is opened in full edit mode. You can make changes to the file as required. When you check the file back in to the content server, it is checked in as a new revision of the existing content item. In Microsoft Office applications, you are given the opportunity to do this when you close the document or exit the application; other file types must be checked in using Windows Explorer.

8.2.5 Content File Status

Content items shown in the integration hierarchy are preceded by an icon which identifies their application type, as is customary in Microsoft Windows, as well as their content management status. Table 8-2 lists the available status icons with their description. Please note that each of these status icons is an overlay of the application icon for the content item (see Figure 8-2 for an example of a Word application icon with a checked-out status icon).

Figure 8-2 Status Icon Overlaid on Top of Microsoft Word Application Icon

Status icon overlaid on top of application icon.

Table 8-2 Status Icons for Content Items

Icon Description
Status icon, which is described in the Description column.

This icon is used to indicate that you have currently checked out the content item. The versions of your locally cached copy and the original file on the content server match; that is, no changes have been made to either version since the file was checked out.

It is not always possible to obtain the user login information on content servers other than Oracle Content Server instances. Files that you have checked out yourself may then be marked as if someone else than you checked them out (showing the padlock icon; see below).

Please note that all shortcuts to a checked-out file will also show this icon, since they are linked to the original file.
Status icon, which is described in the Description column.

This icon is used to indicate that you have currently checked out the content item. However, the versions of your locally cached copy and the original file on the content server do not match; more specifically, the modified timestamp of the file in your local cache has changed. This will typically be the case if you made changes to your local copy and have not checked the item back in to the content server yet. The icon provides a visual reminder for this.

Please note that all shortcuts to a checked-out file will also show this icon, since they are linked to the original file.
Status icon, which is described in the Description column.

This icon is used to indicate that someone other than you has currently checked out the content item, and the file is locked. You cannot check out the item, but you can still view it or make it available offline on your computer.

If you move the mouse cursor over the icon, you see a yellow box that includes the user name of the person who checked out the item.
Status icon, which is described in the Description column.

This icon is used to indicate that there is a conflict between the locally cached copy of a content item and the original file on the content server. This will typically happen if the file in the local cache is modified, but it is not checked out to you (for example, because someone cancelled the checked-out status of the file in the content server). You also see this status if you have made changes to a file in a workflow, but have not yet approved or rejected the file.

You can remedy this situation in either of two ways:

  • If you do not mind losing all changes to your local copy, then you can right-click the item and choose the Discard Changes option in the context menu. The locally cached copy is then moved in the recycle bin, effectively deleting it (unless the cache directory is located on a network share; in that case it is deleted directly).

  • If you want to keep all changes to your local copy, then you can right-click the item and choose the Move to Desktop option in the context menu. The local cached copy is then moved to your desktop, and you can check out the original file and check in the file on your desktop.
Status icon, which is described in the Description column.

This icon is used to indicate that the content item is currently available offline (that is, in local cache for your read-only access). The versions of your locally cached copy and the original file on the content server match; that is, no new revision has been checked in to the content server since you selected the file for offline availability.

Please note that only files can be made available offline, not folders. When you select the Make Content Available Offline option in the context menu of a folder, all content items in that folder (and any subfolders) are made available offline.
Status icon, which is described in the Description column.

This icon is used to indicate that the content item is currently available offline. However, the versions (more specifically, the dID attribute) of your locally cached copy and the original file on the content server do not match. This would, for example, be the case if someone updated the original item on the content server, and your local copy is still an older revision.

You can remedy this situation by right-clicking the file or its folder and choosing the Refresh Offline Files option (for files) or Refresh Offline Content option (for folders). This updates the copy in your local cache with the latest revision on the content server (and the icon turns into a blue cylinder again).

8.2.6 Content File Context Menus

When you right-click a file in the integration hierarchy, a context menu comes up, which provides a number of options that are relevant to the file in that particular situation, as is customary in Microsoft Windows. This context menu includes a number of standard Windows items (such as Copy and Delete), but also has a number of content management options specific to Desktop Integration Suite. The context menu for files may include any of the following options:

Note:

The list below only shows the context menu options specific to Desktop Integration Suite. Other options may be available, including options related to other Oracle content management products such as Oracle Universal Records Management (Oracle URM) or Oracle Information Rights Management (Oracle IRM). See the documentation of these products for more information on these options.

  • View: Opens each selected file in its associated application in 'read-only' mode; that is, it is not checked out of the content server, and if you make any changes, you must check it in as a new content item. For more information, see Section 8.7, "Viewing Content Files."

  • Open: Opens each selected file in its associated application in full edit mode; that is, it is checked out of the content server, and if you make any changes, you can check it in as a new revision of the content item. For more information, see Section 8.8, "Opening Content Files."

  • Check Out: Retrieves each selected file from the content server and makes it available for editing. For more information, see Section 8.9, "Checking Out Content Files."

  • Undo Check Out: Cancels the checked-out status of each selected file on the content server. For more information, see Section 8.9.3, "Undoing a File Check-Out."

  • Check In: Uploads each selected file to the content server and stores it on that server. If it is a new content item, you must provide metadata. If it is an existing content item, it inherits the metadata from the previous revision. For more information, see Section 8.10, "Checking In Content Files."

  • Discard Changes: Moves the locally cached copy of a content item to the recycle bin, effectively deleting it (unless the cache directory is located on a network share; in that case it is deleted directly). This option is available if there is a conflict between the locally cached file copy and the original file on the content server.

  • Move to Desktop: Moves the locally cached copy of a content item to the Windows desktop. This option is available if there is a conflict between the locally cached file copy and the original file on the content server. Moving the file to the desktop allows you to check out the original file and check in the file on your desktop.

  • Make Available Offline: Creates local copies of all selected files in a special cache location on your computer. You can then view these files (in read-only mode), even if you are not connected to the content server. For more information, see Section 8.23, "Working With Offline Content Folders and Files."

  • Approve: Marks the current file in a workflow as approved and allows it to move to the next step in the workflow. You can approve files only if they are not currently checked out. For more information, see Section 8.22, "Working With Content Files in Workflows."

  • Reject: Marks the current file in a workflow as rejected and returns it to the previous step in the workflow. You can reject files only if they are not currently checked out. For more information, see Section 8.22, "Working With Content Files in Workflows."

  • Copy: Copies each selected file in the integration hierarchy into the copy-and-paste buffer. You can then create a copy of that file by pasting it to a different location. (You can also press the Ctrl+C key combination to do this.) For more information, see Section 8.13, "Copying Content Folders and Files."

  • Paste: Pastes the contents of the copy-and-paste buffer into the current location.

  • Copy Links: Copies the URL of each selected file in the integration hierarchy into the copy-and-paste buffer. You can then paste these URL(s) into any Windows application (for example, an e-mail message) to provide direct links to the file(s). For more information, see Section 8.20, "Copying Content File Links."

  • Create Shortcut (UCM servers only): Creates a shortcut to each selected file in the same integration hierarchy folder as the referenced file or files. For more information, see Section 8.19, "Working With Shortcuts to Content Folders and Files."

  • Delete: Removes each selected file from the integration hierarchy (and also from the content server!). (You can also press the Delete key to do this.) You should use this option with great care. For more information, see Section 8.15, "Deleting Content Folders and Files."

  • Rename: Enables you to give the selected file in the integration hierarchy a new name. (You can also press the F2 key to do this.) Please note that this option is not available when the file is currently checked out of the content server. For more information, see Section 8.12, "Renaming Content Folders and Files."

  • Content Information... (UCM servers only): Displays the content information page on the server for the selected file in the integration hierarchy. For more information, see Section 8.11.2, "Viewing and Modifying Content Information of Folders or Files."

  • Properties: Displays a dialog that provides information about the selected file in the integration hierarchy. For more information, see Section 8.11.1, "Viewing and Modifying Properties of Folders or Files."

  • Advanced Properties (Oracle Content DB servers only): Displays a window that displays the properties about the selected file in the integration hierarchy. For more information, see Section 8.11.3, "Viewing and Modifying Advanced Properties of Folders or Files."

  • Sharing (Oracle Content DB servers only): Displays a window where you can set the properties for sharing the selected file; in other words, who has access to the file. For more information, see Section 8.11.4, "Viewing and Modifying Sharing Properties of Folders or Files."

8.3 Online and Offline Mode

Folders and files can be in online and offline mode. In online mode, you need a live connection to the content server to have access to the folders and files on it. You log in to the server and then you have access to all folders and files in accordance with your assigned privileges (see Section 7.10, "Connecting to a Content Server").

In offline mode, there are read-only copies of folders and files in a special cache location on your local computer (see Section 8.2.3, "Local Caching of Content Files"). This means that you can view these folders and files (in read-only mode), even if you are not connected to the content server; in other words, when you are working with that server in offline mode (see Section 8.23.6, "Working Offline"). This may be useful in situations where you need access to content files, but you cannot connect to the server that they reside on. For example, you may need read-only access to a report for a presentation you are giving while traveling. You can then obtain a copy of the current version of that report before you disconnect from the server and have read-only access to that file while working offline.

Note:

If you check out an offline file, it is no longer read-only. You can make changes and check it back in.

You make files available offline (called 'syndicate' in Desktop Integration Suite versions prior to 11gR1) using their context menu (Make Content Available Offline for folders and Make Available Offline for files). Please note that if you select the Make Content Available Offline option in the context menu of a folder, it is not the folder itself that is made available offline, but all files in that folder, including files in subfolders. Only content items in a folder show the offline availability icon (blue cylinder; see Figure 8-3), not the folder itself. Also, this action is performed on the snapshot of the folder at that given time. If you add any new files to the folder, these are not automatically made available offline. You will need to make the folder available offline again to include the new files in the folder.

Files that are available offline show a cylinder in their file icon, which can be either blue or gray (Figure 8-3). In addition, the Make Available Offline option in the file context menu has a check mark.

Figure 8-3 Offline Availability Icons

Cylinder icons

The cylinder is blue if the versions of your locally cached file copy and the original file on the content server match; that is, no new revision has been checked in to the content server since you selected the file for offline availability. In other words, your local file copy is up to date. The cylinder is gray if the offline and online file versions do not match. This would, for example, be the case if someone updated the original item on the content server, and your local copy is still an older revision. In other words, your local file copy is outdated. When online, you can update an offline content folder by right-clicking it and choosing Refresh Offline Content in the context menu. All offline files in that folder are then overwritten with the most recent revisions of those files in the content server.

For more information, see Section 8.23, "Working With Offline Content Folders and Files."

8.4 Creating Content Folders

You can add content folders to the integration hierarchy in much the same way as you add folders on your local computer:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server on which you want to create a new content folder. If prompted, log in by entering your user name and password for that server.

  4. Browse to the location in the integration hierarchy where you want to add the new content folder. (For Oracle Content Server instances, you can add folders only under Contribution Folders or Content Server Folders).

  5. Move the mouse cursor to an unused area in the content pane (that is, away from any of the items listed in it), right-click, and choose New Folder (or New Project if you are adding a project folder).

  6. Provide the name of the new folder and press Enter.

  7. The new folder is created, and its folder information page is displayed in the preview pane. If you do not see this pane, turn it on (see Section 6.8, "Showing or Hiding the Preview Pane").

Considerations

  • When you add a new content folder, default metadata and settings are applied to that folder as defined by the content server administrator. You can change the default metadata for the folder while adding the new folder, or any time after you add it. For more information, see Section 8.11.2, "Viewing and Modifying Content Information of Folders or Files."

  • When you add files to the new folder, they inherit default metadata from the folder.

8.5 Creating New Content Files

Creating a new, managed content file basically consists of copying or saving a file to a content server. This checks the file in to the server as a new content item and makes it available to other users on the server in accordance with their assigned access privileges. There are various ways to upload a file to a server and check it in as a new content item:

Windows Explorer

Note:

A file is checked in to a folder on a server as a new content item only if that folder does not yet contain a file of the same name. Otherwise, the file is checked in as a new revision of the existing file (even though they may be completely different files). For more information, see Section 8.2.1, "Content File Versioning."

Microsoft Office

E-mail Application

Note:

E-mails are always copied intact; the attachment handling options have no effect except when using the Check In Mail Item toolbar button or menu item.

8.6 Modifying Existing Content Files

If you want to modify an existing content file (that is, a file that is already managed on a content server), you must first check it out of the server. A copy of the content file is then downloaded from the content server and placed in the offline cache on your computer (see Section 8.2.3, "Local Caching of Content Files"). The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out"). For more information, see Section 8.9, "Checking Out Content Files." After you have checked out a file, you can modify it as needed, and check it back in to the server when you are done.

There are various ways to modify an existing content file and check it back in to a server:

Windows Explorer

Microsoft Office

E-mail Application

  • Checked-in e-mail messages are not intended to be checked out, modified, and checked back in. E-mail messages are checked in to a content server for the express purpose of preserving them exactly as they were received. You can open a checked-in e-mail message from a server to view it in its associated e-mail application (and even make changes if you want), but you cannot check it back in to the server. You can, however, send the message to other people or save a copy on your local computer. For more information, see Section 9.8, "Opening Checked-In E-mail Messages."

8.7 Viewing Content Files

When you view a content file on a server, it remains checked in to the content server and a temporary copy is placed on your computer. The file opens in its associated application in "read-only" mode. You can make changes to the file in the application, but you will have to save it as a new file (with a new file name) and check it in to the server as a new content item.

If the file opens in Microsoft Word, Excel, or PowerPoint, you may be able to check out the "read-only" document from within the application using the Check Out option in the Oracle UCM menu or ribbon. This will enable you to make changes to the document and check it back in as a new revision of the existing content item. It depends on the current file state and format whether you can do this. You cannot check out the document if it is currently in the offline cache or if it is in a file format that does not support embedded Office properties (such as RTF, XML, or plain text). See Section 4.6, "Microsoft Office Document Properties" for more information on embedding custom Office properties. If you cannot check out the current "read-only" document, the Check Out option is not available.

The process to view a file on a content server depends on the application that you are using:

Note:

For a side-by-side comparison of viewing, opening, and checking out content files, see Section 8.2.4, "Content Management Actions on Files."

8.7.1 Viewing Files in Windows Explorer or E-mail Applications

Perform these steps to view a file in Windows Explorer or your e-mail application:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server which stores the file you want to view. If prompted, log in by entering your user name and password for that server.

  4. Select the file in the integration hierarchy that you want to view.

  5. Right-click and choose View, or double-click the file.

    The file opens in the application associated with its file type (for example, Microsoft Word for a .doc or .docx file).

Note:

By default, when you double-click a file in the integration hierarchy of a server, you view the file. You may change this default behavior to open the file in full edit mode ('open' rather than 'view'). For more information, see Section C.1, "Setting Advanced Windows Explorer Integration Options."

8.7.2 Viewing Files in Microsoft Office Applications

Perform these steps to view a file in a Microsoft Office application:

  1. Start Microsoft Word, PowerPoint, or Excel (depending on what type of file you want to view).

  2. Open the Oracle UCM menu or ribbon, and then choose Open....

    The Select Content dialog is displayed (see Section A.9, "Select Content Dialog").

  3. Select the View option in the bottom right corner of the dialog (this is not the default).

  4. Browse to, or search for, the Office document that you want to view, and select it. Make sure that you select a file that is compatible with the current Office application (for example, a word-processing document for Microsoft Word).

  5. Click OK.

    The file opens in the Office application in "read-only" mode.

8.8 Opening Content Files

When you open a content file on a server, it is checked out of the content server and a copy is placed in the offline cache on your computer (see Section 8.2.3, "Local Caching of Content Files"). The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out").

The process to open a file on a content server depends on the application that you are using:

Note:

For a side-by-side comparison of viewing, opening, and checking out content files, see Section 8.2.4, "Content Management Actions on Files." .

8.8.1 Opening Files in Windows Explorer or E-mail Applications

Perform these steps to open a file in Windows Explorer or your e-mail application:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server which stores the file you want to open. If prompted, log in by entering your user name and password for that server.

  4. Select the file in the integration hierarchy that you want to open.

  5. Right-click and choose Open.

    The file opens in the application associated with its file type (for example, Microsoft Word for a .doc or .docx file) in fully edit mode. You can modify the file as required, and check it back in to the server when you are ready (see Section 8.10.1, "Checking In Files in Windows Explorer").

Note:

By default, when you double-click a file in the integration hierarchy of a server, you view the file. You may change this default behavior to open the file in full edit mode ('open' rather than 'view'). For more information, see Section C.1, "Setting Advanced Windows Explorer Integration Options."

8.8.2 Opening Files in Microsoft Office Applications

Perform these steps to open a file in a Microsoft Office application:

  1. Start Microsoft Word, PowerPoint, or Excel (depending on what type of file you want to open).

  2. Open the Oracle UCM menu or ribbon, and then choose Open....

    The Select Content dialog is displayed (see Section A.9, "Select Content Dialog").

  3. Select the Open option in the bottom right corner of the dialog (this is the default).

  4. Browse to, or search for, the Office document that you want to open, and select it. Make sure that you select a file that is compatible with the current Office application (for example, a word-processing document for Microsoft Word).

  5. Click OK.

    The file opens in the Office application. You can modify the file as required, and check it back in to the server when you are ready (see Section 8.10.2, "Saving and Checking In Files in Microsoft Office Applications").

8.8.3 Reopening Recently Opened Microsoft Office Documents

Desktop Integration Suite keeps a most recently used (MRU) list in Microsoft Office applications, so you can quickly and conveniently open documents on Oracle Content Server that you worked on before. The most recently opened file is at the top of the list. If you hover the mouse cursor over a list item in Office 2007 or 2010, you see the content ID of the file as well as the server it resides on. Tooltips are not provided in Office XP (2002) and 2003. You can configure the maximum number of items shown in the list. See Section 4.5, "Most Recently Used (MRU) List" for further details.

To reopen a Microsoft Office document you worked on earlier, open the most recently used list for Oracle UCM and select the file you want to open. In Office XP (2002) and 2003, the list is located at the bottom of the Oracle UCM menu. In Office 2007 and 2010, it is in the Recent Content Items dropdown menu in the Oracle UCM ribbon. If the document was last opened in "read-only" mode ('view'), you are asked whether you want to open it in "read-only" mode again or if you want it opened in full edit mode ('open'). See Section 8.2.4, "Content Management Actions on Files" for a comparison between viewing and opening a file.

8.9 Checking Out Content Files

When you check out a file from a content server, the file is retrieved from the server and a copy is placed in the offline cache on your computer (see Section 8.2.3, "Local Caching of Content Files"). The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out").

If you check out a file in Windows Explorer or your e-mail application, the checked-out file is not opened in its associated application. (This is how checking out a file is different from opening it.) You can process the file as desired, and check it back in to the server when you are ready (see Section 8.10.1, "Checking In Files in Windows Explorer"). As long as the file is checked out, its file icon shows the checked-out status by a green check mark overlay of the application icon (Figure 8-4).

Figure 8-4 Checked-out Word Document

Icon of checked-out Word document.

In Microsoft Office applications, a content file on a server is automatically checked out when you open it using the Oracle UCM menu or ribbon. When you close the document or exit the application, you are given the opportunity to check the file back in to the server (see Section 8.10.2, "Saving and Checking In Files in Microsoft Office Applications").

Note:

For a side-by-side comparison of viewing, opening, and checking out content files, see Section 8.2.4, "Content Management Actions on Files."

The following sections provide more information about checking out files:

8.9.1 Checking Out Files in Windows Explorer or E-mail Applications

Perform these steps to check out a file in Windows Explorer or your e-mail application:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server which stores the file you want to check out. If prompted, log in by entering your user name and password for that server.

  4. Select the file in the integration hierarchy that you want to check out.

  5. Right-click and choose Check Out. (This option is available only if the selected file is currently not checked out.)

    The file is checked out of the server and its application icon shows a green check mark to indicate its checked-out status.

You can use the Offline Content Manager to manage your checked-out files.

8.9.2 Checking Out Files in Microsoft Office Applications

When you open a file in a Microsoft Office application, it is automatically checked out of the content server. For more information, see Section 8.8.2, "Opening Files in Microsoft Office Applications." When you close the document or exit the Office application, you are given the opportunity to check the file back in to the server. For more information, see Section 8.10.2, "Saving and Checking In Files in Microsoft Office Applications."

If you opened a file in "read-only" mode ('view'), you may be able to check it out from within the application using the Check Out option in the Oracle UCM menu or ribbon. You can then make changes to the document and check it back in as a new revision of the existing content item. It depends on the current file state and format whether you can do this. You cannot check out the document if it is currently in the offline cache or if it is in a file format that does not support embedded Office properties (such as RTF, XML, or plain text). See Section 4.6, "Microsoft Office Document Properties" for more information on embedding custom Office properties. If you cannot check out the current "read-only" document, the Check Out option is not available.

8.9.3 Undoing a File Check-Out

You can undo the check-out of a content file; that is, cancel the checked-out status of the file on the server. The file lock is then removed on the server and other content server users may check out the file. No changes are made to the file. Only a server administrator and the user who checked out a file can undo the check-out.

Perform these steps to undo the check-out of a file on a content server:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server which stores the file whose check-out you want to undo. If prompted, log in by entering your user name and password for that server.

  4. Select the file in the integration hierarchy whose check-out you want to undo.

  5. Right-click and choose Undo Check Out. (This option is available only if the selected file is currently checked out.)

    The file is no longer checked out and its application icon no longer shows a green check mark. Other users on the server can now check out the file.

8.9.4 Viewing All Your Checked-Out Files

You can view all files that you have currently checked out of an Oracle Content Server instance ("UCM server") in one convenient list. This enables you to check the file status, process the files, or cancel their checked-out status.

Note:

This is available only if you are connecting to an Oracle Content Server 11g instance.

Perform these steps to see a list of all your checked-out files on a content server:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server for which you want to see all your checked-out files. If prompted, log in by entering your user name and password for that server.

  4. Click the My Checked-Out Content node. (If the server does not have a node called My Checked-Out Content, then it is not an Oracle Content Server 11g instance.)

    The content pane lists all files that you have currently checked out on the current content server. Please note that all items show a green check mark in their icons to indicate their checked-out status (Figure 8-5).

Figure 8-5 Word Document Checked Out By Yourself

Icon of checked-out Word document.

You can work with the files in this list as you would with other content files; however, you cannot delete or rename files in your list of checked-out files. To check a file back in to the server, right-click the file and choose Check In. To cancel the checked-out status of a file, right-click it and choose Undo Check-Out.

8.10 Checking In Content Files

When you check a file in to a content server, it is uploaded and stored on that server. Other users on the server have access to it in accordance with their assigned privileges.

If you check a currently checked-out file back in to an Oracle Content Server instance, this file is checked in as a new revision of the existing content item. On Oracle Content Database servers and other WebDAV servers, the file that is checked in overwrites the existing file on the server.

You can check files in to a server only if you checked out that file yourself, or if you have administrator privileges for that server.

There are various ways in which you can check a file in to the server, depending on the file status and the application that you are using:

Note:

For more information on checking in e-mail messages and their attachments, see Section 9.5, "Checking In E-mail."

8.10.1 Checking In Files in Windows Explorer

When checking in files from Windows Explorer, you may check in existing content files (that is, files that are already managed on a content server) or new content files (that is, files that are not yet managed).

Checking In Previously Checked-Out Files

Perform these steps to check in a file that was previously checked out (see Section 8.9.1, "Checking Out Files in Windows Explorer or E-mail Applications"):

  1. Open Windows Explorer, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node.

  3. Click the server which stores the checked-out file you want to check back in. If prompted, log in by entering your user name and password for that server.

  4. Select the checked-out file in the integration hierarchy that you want to check back in to the server. All files that you checked out yourself have a green check mark in their file icons. You can see a list of all files that you have currently checked out of an Oracle Content Server instance by clicking the My Checked-Out Content node. You can check files in to the server from that list.

  5. Right-click and choose Check In. (This option is available only if the selected file is currently checked out.)

    The file is uploaded to the server and checked back in. Its application icon no longer shows a green check mark. Other users on the server can now check out the file again.

Note:

You can also check a currently checked-out file back in to the server using the Offline Content Manager.

Checking In New Files

You can check new, unmanaged files in to a content server and make them available to other users on that server in a variety of ways:

Note:

If Universal Records Management (Oracle URM) is installed on Oracle Content Server with its DoD compliance features enabled, then you may not be able to check in files by copying and pasting or dragging and dropping them into contribution folders. This is because the DoD compliance features make the Category or Folder field required, which means an item cannot be checked in if this field is empty. Since copying and pasting or dragging and dropping a file into a contribution folder often does not require any further user intervention, the check-in cannot complete successfully unless the content server administrator configured Oracle URM to enable such check-ins.

Considerations

  • When you check in an existing file on an Oracle Content Server instance ("UCM server"), it is checked in as a new revision of the existing content item. You can see the revision history of a file on its content information page on the server.

  • When a file is copied or moved to a folder on a content server, it is checked in to that server as a new content item only if the folder does not yet contain a file of the same name. Otherwise, the file is checked in as a new revision of the existing file (even though they may be completely different files). For more information, see Section 8.2.1, "Content File Versioning."

  • When you drag and drop or copy and paste a new file into a content folder on an Oracle Content Server instance, you may be asked to provide metadata for the file, depending on the settings for that content folder (see Section 8.21, "Enabling Metadata Prompting for Content Folders"). If you are not prompted to provide metadata, the file inherits the default metadata assigned to the content folder (see Section 8.2.2, "Content File Metadata").

8.10.2 Saving and Checking In Files in Microsoft Office Applications

When checking in files from Microsoft Office applications, you may check in existing content files (that is, documents that are already managed on a content server) or new content files (that is, documents that are not yet managed).

Saving and Checking In Existing Documents

Perform these steps to check in an Office document that was previously checked out (see Section 8.9.2, "Checking Out Files in Microsoft Office Applications"):

  1. Open an existing Office document on a content server in the Microsoft Office application, either from Windows Explorer or the Office application. For more information, see Section 8.8, "Opening Content Files."

  2. Make changes to the document as required.

  3. When you are ready to check the document back in to the server, open the Oracle UCM menu or ribbon, and choose Check In. The document is uploaded to the content server and checked back in, inheriting all metadata of the previous revision. If you had any unsaved changes in your document, these were saved before the check-in. By default, the document is checked out of the server again and reopened in the Office application, so you can continue to edit it. However, this behavior can be changed using a Windows Registry switch (see Section C.6, "Disabling Automatic Reopening of Documents After Check-ins").

    You can also choose Check In With Metadata... in the Oracle UCM menu or ribbon. This opens a dialog where you can modify the metadata of the content item before checking it in to the server (see Section A.11, "Check In Content Dialog (Check In With Metadata)"). After the check-in, the document is closed automatically.

Alternatively, you can also simply close the document or exit the application. A dialog is then displayed providing some save options for the current document (see Section A.14, "Check In Document Dialog," and Section A.15, "Save Changes and Check In Document Dialog," depending on whether the document currently has any unsaved changes). The table below lists all possible save scenarios for these dialogs, with an explanation of what happens for each of them.

Note:

The Save Changes option is provided only if your document currently has any unsaved changes. Also, if the document is currently in a workflow on Oracle Content Server, then the dialog includes an option called 'Document is ready for further workflow processing'. Select this option when you are ready reviewing the document and want to move the document to the next workflow step after checking it back in to the server. Please note that you still need to approve the file in the integration hierarchy before it actually moves to the next workflow step (see Section 8.22.2, "Approving or Rejecting Files in Workflows").
Save Changes Check In Edit Metadata Undo Check-Out Action
Yes Yes No n/a Any unsaved changes to the file are saved, and the file is automatically checked in to the content server as a new revision of the existing content item, inheriting all metadata from the previous revision.

After the file has been checked in to the content server, it is closed in the Microsoft Office application.
Yes Yes Yes n/a Any unsaved changes to the file are saved, and you are given the opportunity to modify the file's metadata before check-in. When you are done, the file is checked in to the content server as a new revision of the existing content item.

After the file has been checked in to the content server, it is closed in the Microsoft Office application.
Yes No n/a n/a Any unsaved changes to the file are saved, but the file is not checked in to the content server. This means that other users on the server cannot check out the file until you check it back in or undo the check-out.

The file is stored in a special cache on your local computer (see Section 8.2.3, "Local Caching of Content Files"). You can reopen the file from the Select Content dialog (see Section A.9.3, "Select Content: Offline Files")

After the file has been saved to the local cache, it is closed in the Microsoft Office application.

You should use the application's built-in save-as feature if you want to save the file in a different location than the local cache (that is, as an unmanaged file on your own computer).
No No n/a No The changes to the file are discarded and the file is not checked in to the content server. This means that other users on the server cannot check out the file until you check it back in or undo the check-out.

The file is stored in a special cache on your local computer (see Section 8.2.3, "Local Caching of Content Files"). You can open the file from the Select Content dialog (see Section A.9.3, "Select Content: Offline Files")

After the file has been saved to the local cache, it is closed in the Microsoft Office application.
No No n/a Yes Any changes to the file are discarded and the file is closed. The checked-out status of the content item is cancelled on the server, which means that other users on the server can check out the file.

Saving and Checking In New Documents

If you create a new document or open an unmanaged document from your local computer in a Microsoft Office application, you can check it in to a content server. This uploads and submits the file to the server and makes it available to other users on the server in accordance with their assigned access privileges.

Perform these steps to check in an Office document that is not yet managed on a content server:

  1. Open an existing, unmanaged Office document on your local computer in the Microsoft Office application (using the application's built-in file-open features), or create a new document.

  2. When you are ready to check the document in to a content server as a new content item, open the Oracle UCM menu or ribbon, and choose Save As New....

    The Save dialog is displayed (see Section A.10, "Save Dialog (Save As New)").

  3. You can check in the document in either of two ways:

    • by using a check-in form (Oracle Content Server instances only), or

    • by selecting a folder on a server where the document should be saved.

    For more information, see Section A.10.1, "Save: Check-in Form," and Section A.10.2, "Save: Folder."

    By default, a file is closed in the Microsoft Office application after it is checked in to a content server. Select the 'Reopen after check-in' check box if you want the document to be reopened automatically after it is checked in. (The file is also checked out of the content server again.) This is useful if you want to continue to work on the document after check-in.

After you check a document in to a content server, it is available to other users on the server, depending on the content item's assigned security restrictions and the user's assigned access privileges.

8.11 Viewing and Modifying Content Folder and File Properties

You can view the properties of a content folder or file and modify a number of them, if desired:

8.11.1 Viewing and Modifying Properties of Folders or Files

Perform these steps to view some Windows properties of a content folder or file:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server which stores the folder or file whose properties you want to view. If prompted, log in by entering your user name and password for that server.

  4. Select the folder or file in the integration hierarchy whose properties you want to view.

  5. Right-click and choose Properties.

    The Folder Properties dialog or Content Item Properties dialog is displayed. For more information, see Section A.7, "Folder Properties Dialog," and Section A.16, "Content Item Properties Dialog." These are basically standard Windows properties dialogs, with some added content management information.

  6. If required, you can change the folder or file name in the Name field. The name change will take effect immediately. Please note that the name is also changed on the content server, which means that everyone using that server who views the folder or file will see it by its new name.

  7. Click OK when you are done.

8.11.2 Viewing and Modifying Content Information of Folders or Files

You can view the content information of folders and files on an Oracle Content Server instance ("UCM server"). This enables you to see their assigned metadata and other content management properties (and modify them, if required). Please note that you may not be able to update metadata, depending on your security privileges on the content server. Only administrators and the "owner" of a folder or file can edit its metadata. The owner is typically the person who created the folder or checked in the file.

Note:

This is available only if you are connecting to an Oracle Content Server 11g instance.

Perform these steps to view the content information of a folder or file on an Oracle Content Server instance:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the Oracle Content Server instance which stores the folder or file whose content information you want to view. If prompted, log in by entering your user name and password for that server.

  4. Select the folder or file in the integration hierarchy whose content information you want to view.

  5. The preview pane, if enabled, displays the content information of the selected folder or file. If the preview pane is not visible, you can enable it (see Section 6.8, "Showing or Hiding the Preview Pane"). You can also right-click the folder or file and choose Content Information to open the information page in a separate window.

  6. The information page shows the metadata that is assigned to the selected folder or file on the content server (for example, its owner, metadata prompt setting, content type, security group, and so on).

    See the Oracle Fusion Middleware User's Guide for Content Server for more information on content information (metadata).

  7. The bar at the top of the page shows the available actions for the content folder and file. To edit any of the metadata, do either of the following:

    • For folders, open the Folder Actions menu and then choose Update.

    • For files, open the Content Actions menu and then choose Update.

  8. After you update any of the metadata, click Submit Update to save the changes. The changes take effect immediately.

Caution:

Be careful when changing the security group of a folder or file. If you assign these to a more restrictive security group, authors may no longer have permission to manage their own content items.

8.11.3 Viewing and Modifying Advanced Properties of Folders or Files

You can view the advanced properties of folders and files on an Oracle Content Database server. This enables you to check and manage these properties, depending on your assigned security privileges.

Note:

This is not available on Oracle Content Server instances or other, non-Content DB WebDAV servers.

Perform these steps to view the advanced Oracle Content DB properties of a folder or file on an Oracle Content Database server:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the Oracle Content Database server which stores the folder or file whose advanced properties you want to view. If prompted, log in by entering your user name and password for that server.

  4. Select the folder or file in the integration hierarchy whose advanced properties you want to view.

  5. Right-click and choose Advanced Properties.

    A content information window opens showing general Oracle Content DB properties of the selected folder or file.

8.11.4 Viewing and Modifying Sharing Properties of Folders or Files

You can view the sharing properties of folders and files on an Oracle Content Database server. This enables you to check and manage these properties, depending on your assigned security privileges.

Note:

This is not available on Oracle Content Server instances or other, non-Content DB WebDAV servers.

Perform these steps to view the sharing Oracle Content DB properties of a folder or file on an Oracle Content Database server:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the Oracle Content Database server which stores the folder or file whose sharing properties you want to view. If prompted, log in by entering your user name and password for that server.

  4. Select the folder or file in the integration hierarchy whose advanced properties you want to view.

  5. Right-click and choose Sharing.

    A content information window opens showing sharing Oracle Content DB properties of the selected folder or file. Depending on your assigned security privileges, you can determine which users have access to that folder or file and which roles they have been granted.

8.12 Renaming Content Folders and Files

You can rename content folders and files in the integration hierarchy in much the same way as other folders and files on your computer.

Renaming Folders and Files Directly in the Integration Hierarchy

Perform these steps to rename a content folder or file from the integration hierarchy:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server which stores the folder or file you want to rename. If prompted, log in by entering your user name and password for that server.

  4. Select the folder or file in the integration hierarchy that you want to rename.

  5. Right-click and choose Rename or press F2 on your keyboard.

  6. Provide the new name of the folder or file, and press Enter.

Renaming Folders and Files From the Properties Dialog

Perform these steps to rename a content folder or file from its properties dialog:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server which stores the folder or file you want to rename. If prompted, log in by entering your user name and password for that server.

  4. Select the folder or file in the integration hierarchy that you want to rename.

  5. Right-click and choose Properties.

    The Folder Properties dialog or File Properties dialog is displayed. For more information, see Section A.7, "Folder Properties Dialog," and Section A.16, "Content Item Properties Dialog."

  6. Provide the new name of the folder or file, and click OK.

Renaming Folders on Their Information Page

Perform these steps to rename a content folder from its information page:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server which stores the folder you want to rename. If prompted, log in by entering your user name and password for that server.

  4. Select the folder in the integration hierarchy that you want to rename.

    The information page of the selected folder is displayed in the preview pane.

  5. Click the Folder Actions menu and choose Update.

  6. Provide the new folder name in the Virtual Folder Name field.

  7. Click Submit Update at the bottom of the folder information page.

Considerations

  • When you rename a content folder on your local computer, this is reflected on the content server (and vice versa).

  • You cannot rename a file if it is currently checked out of the content server.

  • On Oracle Content Server, the title of a content file may (initially) be based on its file name. If you change the file name in the integration hierarchy, its title is not automatically modified the reflect the new file name (or vice versa).

  • If you rename a content folder or file, the names of any shortcuts to the folder or file are not updated automatically.

8.13 Copying Content Folders and Files

You can copy and paste items managed by a content server in much the same way as other files on your computer. After selecting the folders or files to be copied, you can use all standard Windows methods of copying and pasting items:

  • Right-click and choose Copy. Then, at the target location, right-click and choose Paste.

  • Press Ctrl+C on your keyboard. Then, at the target location, press Ctrl+V.

  • Choose Copy from the Edit menu. Then, at the target location, choose Paste from the Edit menu. (Please note that this is supported only in Windows Explorer, not in e-mail applications.)

  • Drag and drop the selected folders and/or files to the target location.

Please note the following:

  • Use the menu copy-and-paste options (not keyboard commands) when copying items between Lotus Notes and Windows Explorer. Lotus Notes has an internal clipboard and data from that clipboard is retained when using keyboard copy-and-paste commands. For example, if you use the keyboard to copy a Lotus Notes memo to your clipboard, paste it into a folder on a content server, then copy a file from Windows Explorer and attempt to paste it into the same content server folder, the result is the previous Lotus Notes memo.

  • If Universal Records Management (Oracle URM) is installed on Oracle Content Server with its DoD compliance features enabled, then you may not be able to check in files by copying and pasting or dragging and dropping them into contribution folders. This is because the DoD compliance features make the Category or Folder field required, which means an item cannot be checked in if this field is empty. Since copying and pasting or dragging and dropping a file into a contribution folder often does not require any further user intervention, the check-in cannot complete successfully unless the content server administrator configured Oracle URM to allow such check-ins.

Copying Multiple Items

You can select multiple items (folders or files or a combination of both) using the standard methods in Windows and copy them all at the same time. If multiple files are to be checked in to the content server as a result of the copy action, a dialog is displayed where you can provide metadata for the files before checking them in. For more information, see Section A.13, "Check In Content Dialog (Metadata Prompt)."

Copy Sources and Targets

You can copy items between various sources and targets:

  • From an unmanaged location to a content server: When you copy a file from an unmanaged location (for example, a folder on your local computer outside the integration hierarchy or a shared network location) to a content folder on a server in the integration hierarchy, then this file is checked in to that server. This turns the file into a managed content item on the server and makes it accessible to other users on that server. Depending on how the content server is set up, you may be prompted to provide metadata for the copied file before it is checked in.

    If you copy a folder, then all files in that folder (including subfolders) are checked in to the server as separate content items with their own content IDs. The folder is included in the integration hierarchy for everyone with the appropriate access privileges to see.

  • From a content server to an unmanaged location: When you copy a file from a content folder on a server in the integration hierarchy to an unmanaged location (for example, a folder on your local computer outside the integration hierarchy or a shared network location), then this file becomes an unmanaged file. The copied file is not managed by the content server, and it is not accessible to users on that server (of course, the original content item on the server is still accessible).

    If you copy a folder, then all files in that folder (including subfolders) are copied to the target location.

    Note:

    If you copied Microsoft Office documents, you may be able to check them back in to their originating Oracle Content Server instance, even if they are in a location outside the integration hierarchy. This depends on how the content server is set up; specifically, whether the DesktopTag feature is enabled. If this is the case, the Microsoft Office documents contain embedded information about the server location where they originated. This enables these documents to be uploaded to that same server location. You check these documents in using the Oracle UCM menu or ribbon in the Office application. For more information, see Section 4.6, "Microsoft Office Document Properties."

  • Within the content folder structure of the same server: When you copy a file from a content folder on a server in the integration hierarchy to a different folder on the same server, then a new content item is checked in to the server with a new content ID. This means that the server now stores two copies of the same file (in two different locations). Please note that these files are in no way connected; they are completely separate entities. Any changes to one file do not affect the other, and vice versa. The new content item keeps all the metadata from the original file, including the security group. However, if the folder you copy the file into has the Force Folder Security property set to 'True', then the copied file has its security group changed to match that of the destination folder (see Section A.8, "Hierarchical Folder Information Page").

  • Between two different content servers: In addition to copying a file within the same content server, you can also copy a file between different servers in the integration hierarchy. When you copy and paste between servers, the file you paste to the new location is checked in to that content server as a new, separate content item with a new content ID, unless a content item with the same file name and extension already exist in the folder. In that event, the copied file is checked in to the content server as a new revision to the existing file.

    When a new content item is checked in to the folder on the target server, you may be prompted to provide metadata for the new item. This happens if the target server is an Oracle Content Server 11g instance and metadata prompting has been enabled for the folder (see Section A.8, "Hierarchical Folder Information Page"). You are also prompted for metadata if any required metadata is missing. The default metadata values in the check-in form will be the ones specified for the content folder that the file was copied into.

8.14 Moving Content Folders and Files

You can move items to a content server in much the same way as other files on your computer. After selecting the folders or files to be moved, you can use all standard Windows methods of moving items:

  • Right-click and choose Cut. Then, at the target location, right-click and choose Paste.

  • Press Ctrl+X on your keyboard. Then, at the target location, press Ctrl+V.

  • Choose Cut from the Edit menu. Then, at the target location, choose Paste from the Edit menu. (Please note that this is supported only in Windows Explorer, not in e-mail applications.)

  • Drag and drop the selected folders and/or files to the target location within the integration hierarchy.

Please note the following:

  • If Universal Records Management (Oracle URM) is installed on Oracle Content Server with its DoD compliance features enabled, then you may not be able to check in files by cutting and pasting them into contribution folders. This is because the DoD compliance features make the Category or Folder field required, which means an item cannot be checked in if this field is empty. Since cutting and pasting a file into a contribution folder often does not require any further user intervention, the check-in cannot complete successfully unless the content server administrator configured Oracle URM to enable such check-ins.

Moving Multiple Items

You can select multiple items (folders or files or a combination of both) using the standard methods in Windows and move them all at the same time. If multiple files are to be checked in to the content server as a result of the move action, a dialog may be displayed where you can provide metadata for the files before checking them in. This happens if the target server is an Oracle Content Server 11g instance and metadata prompting has been enabled for the folder. You are also prompted for metadata if any required metadata is missing. For more information, see Section A.13, "Check In Content Dialog (Metadata Prompt)."

Move Sources and Targets

You can move items from unmanaged locations to a content server or between folders on the same server; you cannot move content items from a server to somewhere else outside of that server.

When you move a file from an unmanaged location (for example, a folder on your local computer outside the integration hierarchy or a shared network location) to a content folder on a server in the integration hierarchy, then this file is checked in to that server. This turns the file into a managed content item on the server and makes it accessible to other users on that server. Depending on how the content server is set up, you may be prompted to provide metadata for the copied file before it is checked in.

If you move a folder, then all files in that folder (including subfolders) are checked in to the server as separate content items with their own content IDs. The folder is included in the integration hierarchy for everyone with the appropriate access privileges to see.

8.15 Deleting Content Folders and Files

You can delete items managed by a content server in much the same way as other files on your computer. After selecting the folders and/or files to be deleted, you can use all standard Windows methods of deleting items:

  • Right-click and choose Delete.

  • Press Delete on your keyboard.

  • Choose Delete from the File menu. (Please note that this is supported only in Windows Explorer, not in e-mail applications.)

Considerations

  • You should be very careful deleting a folder. If you delete one, all subfolders and all revisions of all content items in that folder may also be deleted, which might affect everyone who uses that content server.

  • When you delete a folder or a content item, it may be permanently deleted or moved to a Trash folder, depending on how this was set up on the content server. See the Oracle Fusion Middleware User's Guide for Content Server for more information.

  • To delete a content item, you must have Delete (D) permission for the security group of that content item.

  • To delete a folder, you must be the owner of the folder or have Delete (D) permission for the folder's security group, and you must have Delete (D) permission for the security groups of all subfolders and content items within the folder.

  • If you have permission to delete a folder, the folder and its contents will be deleted from the content server. If, during the delete process, the system encounters content that you do not have permission to delete, the delete process will end at that item, and the remainder of the content in the folder will be retained.

  • You cannot delete the main nodes of an Oracle Content Server instance (such as Contribution Folders, Content Server Folders, My Checked-Out Content, and so on).

8.16 Propagating Folder Metadata

You can copy the metadata of a contribution folder on an Oracle Content Server instance to all subfolders and files in these folders. This feature is available only if the content server administrator has enabled it on the server and if you have the required permission level.

The content ID and title of items are always considered properties specific to those items and are never automatically propagated. Also, a folder can be excluded from metadata propagation from a higher-level folder by setting its Inhibit Propagation property on the Hierarchical Folder Configuration page to 'True' (see Section A.8, "Hierarchical Folder Information Page").

Perform these steps to propagate the metadata of a folder to all underlying folders and files:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the Oracle Content Server instance which stores the folder whose metadata you want to propagate. If prompted, log in by entering your user name and password for that server.

  4. Right-click the folder in the integration hierarchy whose metadata you want to propagate.

  5. Choose Propagate.

    The folder metadata is now copied to all underlying folders and files, unless a folder was specifically excluded from metadata propagation on its configuration page (using the Inhibit Propagation property).

Note:

You can also propagate metadata from a folder's configuration page (see Section 8.11.2, "Viewing and Modifying Content Information of Folders or Files").

8.17 Browsing to Content Files

You can browse to a file on a content server and select it further use. When browsing to a file, you navigate to it by moving down a tree structure of folders on the server until you have located the file you want to work with.

Windows Explorer and E-mail Applications

Perform these steps to browse to a content file on a server:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server whose folders tree you want to browse. If prompted, log in by entering your user name and password for that server.

  4. Move down the folders tree and select the file you want to work with.

Note:

You can right-click a selected file to see a menu that provides a number of relevant options for that file in that particular context.

Microsoft Office Applications

Perform these steps to browse to a content file on a server:

  1. Start Microsoft Word, PowerPoint, or Excel (depending on what type of file you want to open).

  2. Open the Oracle UCM menu or ribbon, and then choose Open....

    The Select Content dialog is displayed (see Section A.9, "Select Content Dialog").

  3. Open the Browse panel (see Section A.9.2, "Select Content: Browse").

  4. Click the server whose folders tree you want to browse. If prompted, log in by entering your user name and password for that server.

  5. Move down the folders tree and select the file you want to open in the Office application.

See also:

8.18 Searching for Content Files

You can search for a file on an Oracle Content Server instance and select it for further use. You search for files using a standard content server search form where you specify the search criteria that files should meet. You can then select a file in the search results list.

Note:

This is not available on Oracle Content Database servers or other WebDAV servers.

You can perform searches based on metadata (that is, information about files) or full text (that is, text contained in the actual files), or a combination of both. For more details on searching for files on the content server, see the Oracle Content Server documentation.

Windows Explorer and E-mail Applications

Perform these steps to search for content files on a server:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server whose content you want to search. If prompted, log in by entering your user name and password for that server.

  4. With any item in the server hierarchy selected, right-click and choose Search... in the context menu,

    or

    click the Search icon in the toolbar (Figure 8-6).

    Figure 8-6 Search Icon

    Search icon

    The Content Query Capture dialog is displayed (see Section A.17, "Content Query Capture Dialog"). This screen is basically the standard Oracle Content Server search form.

  5. Enter the search criteria in the form and click Search.

    The Search Results node for the content server lists all files on the server that meet the specified criteria. You can select the file in the list you want to work with.

Please note the following:

  • You can right-click a selected file to see a menu that provides a number of relevant options for that file in that particular context.

  • The search results list only shows actual files (content items) that meet the search criteria, not shortcuts to content items, even if these meet the search criteria.

  • The items in the search results list are the actual files (not a copy or pointer of some sort). If you delete a file from the search results list, you are removing the actual content item from the content server. Be careful when working with items in the search results list!

Microsoft Office Applications

Perform these steps to search for content files on a server:

  1. Start Microsoft Word, PowerPoint, or Excel (depending on what type of file you want to open).

  2. Open the Oracle UCM menu or ribbon, and then choose Open....

    The Select Content dialog is displayed (see Section A.9, "Select Content Dialog").

  3. Open the Search panel (see Section A.9.1, "Select Content: Search").

  4. Click the server you want to search. If prompted, log in by entering your user name and password for that server.

    Note:

    You will see only Oracle Content Server instances in the list of available servers, not any Oracle Content Database servers or other WebDAV servers.

  5. Specify whether you want to edit (open) or view the content item. For an explanation of the differences between opening and viewing content files, see Section 8.2.4, "Content Management Actions on Files."

  6. Enter the search criteria in the search form and click Search when you are done.

  7. The search results list is displayed, showing all files on the server that meet the specified criteria. Click the Select button next to the file you want to open in the Office application.

See also:

8.19 Working With Shortcuts to Content Folders and Files

This section covers the following topics:

8.19.1 About Content Folder and File Shortcuts

You can create shortcuts to folders and files on a content server so you can quickly access information that you use often. You can create two types of shortcuts:

  • Oracle Content Server shortcuts

  • standard Windows shortcuts

You create these shortcuts in different ways and they behave slightly differently.

Oracle Content Server Shortcuts

Unlike standard Windows shortcuts, Oracle Content Server shortcuts are not link files (.lnk), but rather copies of the referenced file. As long as they reside in the integration hierarchy of a content server, they are tightly linked to the content folder or file they reference. Their context menus have the exact same options as those of the original item. This means, for example, that you can check out a content file through its shortcut context menu. Also, the icons of file shortcuts reflect the current content management status of the original files. For example, if the original file is currently checked out of the content server, all shortcuts to that file will also show the checked-out icon (see Section 8.2.5, "Content File Status"). Please note that shortcuts to content items are never included in search results lists, even if these content items meet the search criteria.

If you create a shortcut to a content folder or file in the integration hierarchy, its name is the original folder or file name preceded by "Shortcut to," for example "Shortcut to Business Plan.doc." In addition, the shortcut icon shows a small arrow to indicate it is a reference to another item (Figure 8-7). The shortcut is placed in the same location as the original item: a shortcut to a file is in the same content folder as the file it references, and a shortcut to a folder is a folder at the same level as the original folder (preceded with "Shortcut to"). You can rename shortcuts as desired, and also copy them to other locations in the integration hierarchy of the same server or to a different server (see Section 8.19.4, "Copying Content Folder and File Shortcuts"). Please note that if you copy the shortcut to a location outside the Oracle Content Server hierarchy (for example, to your desktop), the file or folder may lose its link to the original item, depending on the content server configuration, and you may not be able to check a file back in to the server as a new revision of the existing content item when you open it.

Figure 8-7 Original File With Shortcut

File in Windows Explorer with a shortcut to that file.

When you double-click a shortcut to a content folder, its contents are displayed. When you double-click a shortcut to a content file, it is checked out of the content server (providing it is available and if you have permission to check it out) and opened in its associated application (see Section 8.7.1, "Viewing Files in Windows Explorer or E-mail Applications").

If you hover the mouse cursor over an Oracle Content Server shortcut, you see content information for its associated item, such as the content ID, file size, and the like.

Standard Windows Shortcuts

In addition to the special Oracle Content Server shortcuts, you can also create standard Windows shortcuts to content folders and files on a server. The shortcut is then a link file (.lnk) that points to the full URL of the referenced file or folder. If you hover the mouse cursor over a standard Windows shortcut, you see the URL of the referenced item.

When you double-click a shortcut to a content folder, its contents are displayed. When you double-click a shortcut to a content file, it is opened in its associated application in view mode. By default, you cannot check the file back in to the server as a new revision of the original content item.

8.19.2 Creating Content Folder and File Shortcuts

There are different ways to create a shortcut to a content folder or file:

  • Select a folder or file on a content server, right-click, and then choose Create Shortcut. This creates an Oracle Content Server shortcut in the same location as the original item (preceded by "Shortcut to").

  • Select a folder or file on a content server, then open the File menu, and then choose Create Shortcut. This creates an Oracle Content Server shortcut in the same location as the original item (preceded by "Shortcut to").

  • Select a folder or file on a content server for copying. Then, at a location outside the Oracle Content Server hierarchy (for example, your desktop), right-click and choose Paste Shortcut. This creates a standard Windows shortcut that points to the URL of the referenced item.

8.19.3 Renaming Content Folder and File Shortcuts

You can rename shortcuts to content folders and files on a server in much the same way as other folders and files on your computer. Select the shortcut and press F2, or right-click and choose Rename. Please note that renaming a shortcut does not affect the name of the original file and vice versa.

8.19.4 Copying Content Folder and File Shortcuts

You can copy and paste shortcuts to content folders and files on a server in much the same way as other files on your computer. After selecting the shortcut to be copied, you can use all standard Windows methods of copying and pasting it:

  • Right-click and choose Copy. Then, at the target location, right-click and choose Paste.

  • Press Ctrl+C on your keyboard. Then, at the target location, press Ctrl+V.

  • Choose Copy from the Edit menu. Then, at the target location, choose Paste from the Edit menu. (Please note that this is supported only in Windows Explorer, not in e-mail applications.)

  • Drag and drop the selected folders and/or files to the target location.

Please note that if you copy an Oracle Content Server shortcut to a location outside the Oracle Content Servers hierarchy (for example, your desktop), the item copied is not a shortcut, but the actual file, which is no longer linked to the original file. This means that you cannot check the file back in to the server as a new revision of the original file.

8.19.5 Deleting Content Folder and File Shortcuts

You can delete a shortcut to a content folder or file in much the same way as other items on your computer. After selecting the shortcut to be deleted, you can use all standard Windows methods of deleting it:

  • Right-click and choose Delete.

  • Press Delete on your keyboard.

  • Choose Delete from the File menu. (Please note that this is supported only in Windows Explorer, not in e-mail applications.)

Note:

When you delete a shortcut, only the shortcut itself is deleted. The folder or file on the content server that the shortcut pointed to remains intact.

8.20 Copying Content File Links

You can copy URL links to one or more content items on a server to the Windows clipboard and paste that information into an e-mail message, text editor, Office document, or another business document. For files on an Oracle Content Server instance, three URL links are copied for each content item: to the web-viewable file, the native file, and the content information page. For files on an Oracle Content Database server or other WebDAV server, only one link is copied: the URL of the file on the server.

To copy content file links, select one or more files in the integration hierarchy, right-click, and click Copy Links on the context menu. The link information is copied into the Windows clipboard, so that you can easily paste it into another file or application.

8.21 Enabling Metadata Prompting for Content Folders

When you drag and drop, copy and paste, or save a new file to a contribution folder on an Oracle Content Server 11gR1 instance, you may be asked to provide metadata for that file before it is checked in to the server. This only happens if the contribution folder was specifically configured to enable metadata prompting. If metadata prompting is not enabled for a folder, new files in that folder will always inherit the default metadata values for the folder as set through Oracle Content Server's web interface. Please note that if a required field does not have a default value assigned to it, you will always be prompted to provide metadata, even if the "Enable Metadata Prompts" option is disabled. For more information on metadata inheritance, see Section 8.2.2, "Content File Metadata."

Perform these steps to enable metadata prompting for a contribution folder on Oracle Content Server 11gR1:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the Oracle Content Server instance which stores the folder for which you want to enable metadata prompting. If prompted, log in by entering your user name and password for that server.

  4. Select the folder in the integration hierarchy for which you want to enable metadata prompting.

  5. The preview pane, if enabled, displays the content information of the selected folder. If the preview pane is not visible, you can enable it (see Section 6.8, "Showing or Hiding the Preview Pane"). You can also right-click the folder and choose Content Information to open the information page in a separate window.

  6. The information page shows the metadata that is assigned to the selected folder on the content server (for example, its owner, metadata prompt setting, content type, security group, and so on).

    See the Oracle Fusion Middleware User's Guide for Content Server for more information on content information (metadata).

  7. The bar at the top of the page shows the available actions for the content folder. To edit the metadata prompting setting, open the Folder Actions menu and then choose Update.

    The Hierarchy Folder Configuration page is displayed (see Section A.8, "Hierarchical Folder Information Page").

  8. Make sure that the Enable Metadata Prompts check box is selected.

  9. When you are done, click Submit Update to save the changes. The changes take effect immediately.

8.22 Working With Content Files in Workflows

Workflows on Oracle Content Server instances specify how content is routed for review and approval before it is released to the system. Users on the server do not have access to a file while it is in a workflow. If you have been designated as a reviewer for a file, you are notified by e-mail when you have a file to review.

Note:

A content item in a workflow is not available to other users on the server until it successfully moves through the entire workflow.

When working with files in workflows, you can do the following:

8.22.1 Viewing All Your Workflow Assignments

You can view all your current workflow assignments for an Oracle Content Server instance ("UCM server") in one convenient list in Windows Explorer or your e-mail application. This list shows all files currently in a workflow that you are assigned to review. You can approve or reject the files.

Note:

This is available only if you are connecting to an Oracle Content Server 11g instance.

Perform these steps to see a list of all your current workflow assignments on a content server:

  1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible (see Section 6.9, "Showing or Hiding the Folders Pane").

  2. Expand the Oracle Content Servers node. If you do not see this node in your e-mail application, enable it first (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").

  3. Click the server for which you want to see all your checked-out files. If prompted, log in by entering your user name and password for that server.

  4. Click the My Workflow Assignments node. (If the server does not have a node called My Workflow Assignments, then it is not an Oracle Content Server 11g instance.)

    The content pane lists all files on the server that you have currently been assigned to review. Please note that this list matches that in Oracle Content Server's web interface (under My Content Server). You can work with the files in this list directly to review them (see Section 8.22.2, "Approving or Rejecting Files in Workflows").

8.22.2 Approving or Rejecting Files in Workflows

If you are designated as a reviewer in a workflow on an Oracle Content Server instance, you will need to approve or reject all files in that workflow.

Reviewing Microsoft Office Documents

Perform these steps to approve or reject a Microsoft Office document in a workflow:

  1. Open the My Workflow Assignments node on the Oracle Content Server instance which stores the workflow items you need to review (see Section 8.22.1, "Viewing All Your Workflow Assignments"). The list shows all files on the server that you have been assigned to review. (You will typically receive an e-mail notification that you should review a content item on the server.)

  2. Open the document to be reviewed in its associated Office application, either by double-clicking it in Windows Explorer or using the Oracle UCM menu or ribbon in the Office application (see Section 8.8.2, "Opening Files in Microsoft Office Applications").

  3. If the workflow step was set up to allow editing of the content item, you can make changes, and check in new revisions.

    If the workflow step does not allow file editing, you can only review the file, but not make any changes and check in the file as a new revision.

  4. When you are done reviewing the file and making changes (if allowed and where required), close the file or exit the application.

    A dialog is displayed asking what you want to do with the file (see Section 8.10.2, "Saving and Checking In Files in Microsoft Office Applications"). If you are completely done reviewing the file and are ready to approve or reject it, make sure that you select the Document is ready for further workflow processing check box. This checks the file in to the server as a new revision and moves it from the Edit to the GenWWW state on the server, making it ready to go to the next step in the workflow. If you do not select this check box, the file is checked in to the content server as a new revision, but remains in the current workflow step, enabling you to retain ownership of the file. (The file remains in Edit mode and does not move to the GenWWW state.) You can then complete your review at a later time.

  5. When you are ready to approve or reject the file, select it in the My Workflow Assignments node, right-click, and choose Accept or Reject.

    If you choose Accept, the file moves to the next step in the workflow.

    If you choose Reject, a dialog is displayed where you must provide a reason for rejecting the file. After you click OK, the file is sent back to the most recent workflow step that permitted contribution. The users assigned to that contribution step receive an e-mail notification, so they can edit the file and submit it for review again.

Note:

A content item in a workflow is not available to other users on the server until it successfully moves through the entire workflow.

8.23 Working With Offline Content Folders and Files

This section covers these topics:

8.23.1 About Offline Folders and Files

In offline mode, folders and files are downloaded from a content server and read-only copies are created in a special cache location on your local computer (see Section 8.2.3, "Local Caching of Content Files"). This means that you can view these folders and files (in read-only mode), even if you are not connected to the content server; in other words, when you are working with that server in offline mode (see Section 8.23.6, "Working Offline"). This may be useful in situations where you need access to content files, but you cannot connect to the server that they reside on. For example, you may need read-only access to a report for a presentation you are giving while traveling. You can then obtain a copy of the current version of that report before you disconnect from the server and have read-only access to that file while working offline.

Note:

If you check out an offline file, it is no longer read-only. You can make changes and check it back in.

Files that are available offline show a cylinder in their file icon, which can be either blue or gray (Figure 8-8). In addition, the Make Available Offline option in the file context menu has a check mark.

Figure 8-8 Offline Availability Icons

Cylinder icons

The cylinder is blue if the versions of your locally cached file copy and the original file on the content server match; that is, no new revision has been checked in to the content server since you selected the file for offline availability. In other words, your local file copy is up to date. The cylinder is gray if the offline and online file versions do not match. This would, for example, be the case if someone updated the original item on the content server, and your local copy is still an older revision. In other words, your local file copy is outdated. When online, you can update an offline content folder by right-clicking it and choosing Refresh Offline Content in the context menu. All offline files in that folder are then overwritten with the most recent revisions of those files in the content server.

8.23.2 Making Folders and Files Available Offline

Perform these steps to make files and folders available for offline use:

  1. Open Windows Explorer and expand the Oracle Content Servers node.

  2. Click the content server which stores the file(s) or folder(s) that you want to make available offline. If prompted, log in by entering your user name and password for that server.

  3. Navigate to the folder(s) or file(s) in the content folder tree that you want to make available offline.

  4. Right-click and choose Make Content Available Offline (for folders) or Make Available Offline (for files). The selected files are now available in offline server mode.

Please note that if you select the Make Content Available Offline option in the context menu of a folder, it is not the folder itself that is made available offline, but all files in that folder, including files in subfolders. Only content items in a folder show the offline availability icon (blue cylinder; see Figure 8-8), not the folder itself. Also, this action is performed on the snapshot of the folder at that given time. If you add any new files to the folder, these are not automatically made available offline. You will need to make the folder available offline again to include the new files in the folder.

8.23.3 Viewing Offline Files

Perform these steps to view an offline file:

  1. Open Windows Explorer and expand the Oracle Content Servers node.

  2. Click the content server which stores the file(s) or folder(s) that you want to view. If prompted, log in by entering your user name and password for that server.

  3. Navigate to the folder(s) or file(s) in the content folder tree that you want to view.

  4. Right-click and choose View. The selected file is now opened in its associated application in read-only mode. For more information, see Section 8.7, "Viewing Content Files."

8.23.4 Refreshing Offline Content

The offline copy of a file is not automatically updated. This means that if a new file revision is checked in to the content server, your local copy is out of date. This is indicated by a gray cylinder overlay on the file icon (Figure 8-8). You can refresh offline files, so they are updated to their latest released revisions on the content server.

Please note that if you refresh an offline folder, the existing offline files in that folder (and all subfolders) are updated to their latest released revisions on the content server. Any files that were added to a folder after it was made available offline will not be made available offline if you refresh that folder. For that to happen, you need to right-click the folder and choose Make Content Available Offline in the context menu.

Perform these steps to refresh offline files:

  1. Open Windows Explorer and expand the Oracle Content Servers node.

  2. Click the content server which stores the file or folder that you want to refresh. If prompted, log in by entering your user name and password for that server.

  3. Navigate to the folder or file in the content folder tree that you want to refresh. You can select multiple folders and files if you want.

  4. Right-click and choose Refresh Offline Content. The selected files are now updated to their latest released revisions on the content server.

8.23.5 Removing Offline Content

Perform these steps to remove an offline file or folder, so they are no longer available offline:

  1. Open Windows Explorer and expand the Oracle Content Servers node.

  2. Click the content server which stores the file or folder that you want to remove. If prompted, log in by entering your user name and password for that server.

  3. Navigate to the folder or file in the content folder tree that you want to remove. You can select multiple folders and files if you want.

  4. Right-click and choose Remove Offline Content. The selected files and folders are now removed from the local cache and they are no longer available offline. Please note that this does not affect the original files and folders on the content server; they remain available.

8.23.6 Working Offline

After you have made files and folders (or rather, the files in them) available offline, you have access to them even if you are not connected to the content server; in other words, when you are working with that server in offline mode.

Note:

Before going offline, you may want to refresh your local offline content to ensure you have the most recent file copies on your computer. For more information, see Section 8.23.4, "Refreshing Offline Content."

Perform these steps to work with a content server in offline mode:

  1. Open Windows Explorer and expand the Oracle Content Servers node.

  2. Right-click the content server that you want to work offline with.

  3. Right-click and choose Work Offline. The server icon now shows a red offline indicator (Figure 8-9). In addition, the Work Offline option in its context menu is preceded by a check mark.

    Figure 8-9 Offline Server Indicator

    Offline icon

After going to offline mode, you can only access files and folders on the server that you have checked out (see Section 8.9, "Checking Out Content Files") or specifically made available offline (see Section 8.23.2, "Making Folders and Files Available Offline"). When you have finished working offline and are ready to reconnect to a server, right-click the server and click Work Offline from the context menu. If prompted, provide your login credentials by entering your user name and password.