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This section covers these topics:
Desktop Integration Suite (DIS) provides a set of embedded applications that help you seamlessly integrate your desktop experience with Oracle Content Server (Oracle UCM servers), Oracle Content Database (Oracle Content DB), or other WebDAV-based content repositories. More specifically, it provides convenient access to these content servers directly from Microsoft Windows Explorer, Microsoft Office applications (Word, Excel, and PowerPoint), and supported e-mail clients (Microsoft Outlook and Lotus Notes).
Integrating content repositories such as Oracle Content Server with your desktop applications improves your ability to work with files on the content server. You can easily manage files on the server and share files with other users directly from your desktop in addition to logging in to the content server and using the web browser interface. Desktop Integration Suite provides a simplified interface for managing files in a unified way from all of your familiar desktop applications.
This section outlines the new features and enhancements in Desktop Integration Suite 11gR1:
What's New in Desktop Integration Suite 11gR1 PS3 (11.1.1.4)
What's New in Desktop Integration Suite 11gR1 PS2 (11.1.1.3)
Desktop Integration Suite 11gR1 PS3 (11.1.1.4) is a maintenance release which offers the following new features and enhancements compared to version 11gR1 PS2 (11.1.1.3).
Support of 64-bit Microsoft Windows 7
Desktop Integration Suite 11gR1 PS3 (11.1.1.4) provides Windows Explorer integration in 64-bit Microsoft Windows 7. (The previous release supported 32-bit Windows 7 only.)
Native 64-bit Integration With Microsoft Windows
Desktop Integration Suite 11gR1 PS3 (11.1.1.4) provides native 64-bit Windows Explorer integration in all supported Microsoft Windows versions (XP, Vista, and 7) using 64-bit Windows Explorer rather than the 32-bit version used in the previous release.
Integration With Microsoft Office 2010
Desktop Integration Suite 11gR1 PS3 (11.1.1.4) provides integration with Microsoft Office 2010 applications (Word, PowerPoint, Excel, and Outlook), both 32-bit and 64-bit versions.
Most Recently Used (MRU) List in Microsoft Office Applications
Desktop Integration Suite 11gR1 PS3 (11.1.1.4) offers most recently used (MRU) lists in Microsoft Office applications, which enable users to quickly reopen content items on Oracle Content Server they worked on before. For more information, see Section 4.5, "Most Recently Used (MRU) List."
Check Out Option for Read-Only Documents
Desktop Integration Suite 11gR1 PS3 (11.1.1.4) includes a check-out option on the Oracle UCM menu or ribbon in Microsoft Office applications, which enables users to check files that were opened in read-only mode out of the content server. They can then make changes and check it back in to the server as a new revision of the content item.
Reopening Documents After Check-ins
By default, Desktop Integration Suite 11gR1 PS3 (11.1.1.4) automatically reopens and checks out a Microsoft Office document after it is checked in using the Check In option on the Oracle UCM menu or ribbon (a "silent check-in"). (The previous release would close the document after check-in.) This behavior can be controlled using a Windows Registry switch (see Section C.6, "Disabling Automatic Reopening of Documents After Check-ins").
Overriding the Default Profile Selection During Check-ins
By default, Desktop Integration Suite 11gR1 PS3 (11.1.1.4) allows users to change the default content profile when prompted for metadata in the Check In Content dialog (see Section A.13, "Check In Content Dialog (Metadata Prompt)"). (The previous release would not allow changing the default content profile.) This behavior can be controlled using a Windows Registry switch (see Section C.7, "Disabling Overriding the Default Content Profile Selection").
Desktop Integration Suite 11gR1 PS2 (11.1.1.3) is the first 11g release, which offers many new features and enhancements compared to version 10gR3.
Note: Some of the new features may not be available on all servers, depending on their server type, software version, and system configuration. See Section 7.3, "Content Server Capabilities" for further details. |
Integration With Oracle Content Server 11gR1
Desktop Integration Suite 11gR1 fully supports Oracle Content Server 11gR1. The client software can communicate with Oracle Content Server 11gR1, 10gR3, and 7.5.2 (with the DesktopIntegrationSuite component installed and enabled). Other Content Server versions are not supported.
Integration with Oracle Content Server provides the broadest content management capabilities directly in the supported desktop applications. You can search for files on the server (using queries or by browsing), open files from the server (check out), save files (check in), and perform a number of other advanced content management tasks (such as comparing Word files on the content server or inserting files from the server into Office documents).
Please note that not all features of Desktop Integration Suite 11gR1 may be available when you are connecting to a pre-11g Oracle Content Server instance.
Integration With Oracle Content Database Servers
Desktop Integration Suite 11gR1 can communicate with Oracle Content Database (Oracle Content DB) servers. The client software can communicate with Oracle Content DB 10gR1 (10.2).
Integration with Oracle Content Database provides basic content management capabilities directly in the supported desktop applications. You can browse to files on the server, open files from the server (check out), and save files (check in).
Improved Integration With Other WebDAV Servers
Desktop Integration Suite 11gR1 provides improved integration with WebDAV servers that are not Oracle Content Server or Oracle Content Database instances. It now provides more content management capabilities, such as checking items in and out, undoing check-outs, and making items available offline.
Integration With Microsoft Windows 7
Desktop Integration Suite 11gR1 PS2 (11.1.1.3) provides Windows Explorer integration in Microsoft Windows 7 (32-bit only).
Integration With 64-bit Microsoft Windows XP and Vista
Desktop Integration Suite 11gR1 PS2 (11.1.1.3) provides Windows Explorer integration in 64-bit Microsoft Windows XP and Vista. Please note that it uses the 32-bit version of Windows Explorer.
No more ODMA for Microsoft Office Integration
Desktop Integration Suite 11gR1 no longer uses ODMA for Microsoft Office integration. Dedicated integration menus and ribbons are now used in the Microsoft Office applications to interact with content servers.
Oracle Content Server Profiles
Desktop Integration Suite 11gR1 supports selection of Oracle Content Server profiles on search and check-in pages. Content profiles allow content server administrators to set default metadata for files depending on their application type and to control what metadata fields are shown on the page. Please note that this feature is available only if you are connecting to an Oracle Content Server 11g instance, not earlier versions.
Oracle Content Server Productivity Nodes
Desktop Integration Suite 11gR1 supports the Oracle Content Server productivity nodes, which means that My Workflow Assignments, My Checked-Out Content, and My Saved Queries are displayed as special server folders under Oracle Content Servers in Windows Explorer and supported e-mail applications (Microsoft Outlook and Lotus Notes). Please note that this feature is available only if you are connecting to an Oracle Content Server 11gR1 instance, not earlier versions. For more information, see Chapter 6, "Understanding the Integration Hierarchy."
Metadata Prompts for New Files in Contribution Folders
Desktop Integration Suite 11gR1 may prompt for metadata when you drag and drop, copy and paste, or save new files to a contribution folder on an Oracle Content Server instance, if that feature has been enabled for that folder or if required metadata is missing. Please note that this feature is available only if you are connecting to an Oracle Content Server 11gR1 instance, not earlier versions. For more information, see Section 8.13, "Copying Content Folders and Files."
Inserting Links, File Contents, and Images into Microsoft Office Documents
Desktop Integration Suite 11gR1 enables you to insert links to files, content of files, and images on an Oracle Content Server instance into supported Microsoft Office documents (Word, Excel, and PowerPoint). For more information, see Chapter 10, "Inserting Managed Content Into Microsoft Office Files."
User Interface for Comparing Word Documents on Content Server
Desktop Integration Suite 11gR1 provides a user interface in Microsoft Word (menu items and selection dialog) that enables you to compare Word documents managed on an Oracle Content Server instance. You can compare a document with an earlier revision of the same document or with a different file on the content server. For more information, see Chapter 11, "Comparing Managed Microsoft Word Documents."
Expanded Localization
The client software for Desktop Integration Suite 11gR1 has been localized into more languages than previous releases (see Section 1.5, "Localized User Interface").
Improved User Assistance
The user documentation and online help for Desktop Integration Suite 11gR1 have been completely rewritten and have been significantly expanded.
The client software of Desktop Integration Suite 11gR1 can connect to these content servers:
Oracle Content Server 11gR1, 10gR3, and 7.5.2
For the Desktop Integration Suite client software to connect to Oracle Content Server, the following components must be installed and enabled on the server:
DesktopIntegrationSuite, which provides core content management integration capabilities on the server.
CoreWebdav, which provides core WebDAV capabilities for the content management integrations.
Folders_g (11gR1 and 10gR3) or Folders (7.5.2), which enables the contribution folders in the integration hierarchy.
CheckoutAndOpenInNative, which enables content items to checked out from Oracle Content Server and opened in their associated applications.
In addition, the following optional components may be installed and enabled:
DesktopTag, which manages custom properties in Microsoft Office files that are used for content tracking purposes, and also provides the "Document is ready for further workflow processing" functionality in Microsoft Office applications.
OracleCleanContent, which is used by DesktopTag.
EmailMetadata, which maps e-mail message fields to e-mail metadata fields and is also required for dragging and dropping e-mails into contribution folders in Microsoft Outlook and Lotus Notes.
RMAEmail, which provides e-mail metadata fields and enables users to work with e-mail distribution lists.
Note: The Desktop Integration Suite 11gR1 components (DesktopIntegrationSuite, CheckoutAndOpenInNative, DesktopTag, and EmailMetadata) can be installed on Oracle Content Server 10gR3, but the server must have the latest 10gR35CoreUpdate and 10gR35NativeUpdate bundles installed. Specifically, the product build number of the server must be 7.2.4.55 or higher. To see this number, go to the Administration page of the server and then click 'Configuration for server_name'. The build number is included on the configuration information page, under 'System Configuration'. |
Integration with Oracle Content Server provides the broadest content management capabilities directly in the supported desktop applications. Please note that not all features of Desktop Integration Suite 11gR1 may be available if you are connecting to a pre-11g Oracle Content Server instance. See Section 7.3, "Content Server Capabilities" for details on the integrated content management capabilities offered for Oracle Content Server instances.
Oracle Content Database 10gR1 (10.2)
Integration with Oracle Content Database provides basic content management capabilities directly in the supported desktop applications. See Section 7.3, "Content Server Capabilities" for details on the integrated content management capabilities offered for Oracle Content Database instances.
Other Content Repositories That Support the Standard WebDAV Protocol
Integration with WebDAV servers provides basic content management capabilities directly in the supported desktop applications. Please note that the WebDAV DeltaV extension is not supported. See Section 7.3, "Content Server Capabilities" for details on the integrated content management capabilities offered for WebDAV servers.
Note: See Chapter 7, "Working With Content Server Connections" for more information on connecting to content servers. |
The client software of Desktop Integration Suite 11gR1 can integrate each of the following client applications with the supported content servers. The installer automatically detects the supported applications on your computer and installs the appropriate integration features to provide these applications direct access to content management functionality.
Microsoft Windows XP (SP2 or higher, 32-bit or 64-bit version)
Microsoft Windows Vista (SP1 or higher, 32-bit or 64-bit version)
Microsoft Windows 7 (32-bit or 64-bit version)
Microsoft Word 2002 (XP) through 2010
Microsoft PowerPoint 2002 (XP) through 2010
Microsoft Excel 2002 (XP) through 2010
Note: You can interact with content servers from within these applications directly. Files created in other office applications (such as Microsoft Visio or Corel WordPerfect) can be managed using Windows Explorer integration or the content server's web interface. |
Microsoft Outlook 2002 (XP) through 2010
Lotus Notes Email Client 6.5.2 through 8.5 (with Lotus Domino mail databases based on release 6 or 7 mail templates; release 8 mail templates are currently not supported)
Note: The Desktop Integration Suite client software can coexist with the Oracle Beehive extensions for Microsoft Outlook and Windows Explorer. |
For more information on setting up client computers for use with Desktop Integration Suite, see Chapter 2, "Setting Up Desktop Integration Suite on Client Computers."
Desktop Integration Suite 11gR1 offers localized user interfaces for the client software. The following user interface languages are supported: English, German, French, Spanish, Portuguese (both Brazil and Portugal), Italian, Dutch, Danish, Swedish, Norwegian, Finnish, Polish, Czech, Slovak, Hungarian, Romanian, Russian, Greek, Turkish, Hebrew, Chinese (both Simplified and Traditional), Japanese, Korean, Thai, and Arabic.
The user interface language is automatically set to match the locale of the operating system; for example, if you are running a German version of Microsoft Windows, then the Desktop Integration Suite user interface will also be German.
Desktop Integration Suite complies with Oracle's accessibility guidelines. It provides accessibility features in a number of areas:
Menu Access
The Desktop Integration Suite client software adds a number of menus and toolbars to some of the applications it integrates with. As is customary in Windows applications, each menu item has its own keyboard shortcut (Alt key plus a letter).
The Desktop Integration Suite client software provides context menus to provide options that are relevant to the current context of the application. For example, with a contribution folder selected, it shows options that are applicable to that folder in that particular context. To show a context menu, right-click an object in the integration hierarchy or the content pane, or press the menu key on your keyboard.
For more information about context menus, see Section 6.7, "Context Menus."
Standard Windows Keyboard Shortcuts
The Desktop Integration Suite client software supports many standard Windows keyboard shortcuts, including:
Ctrl+C: copy
Ctrl+X: cut
Ctrl+V: paste
Delete: delete
F2: rename
Shift+F10: open the context menu for the selected item (this is the same as right-clicking the item)
Tab: move to the next user interface element
Shift+Tab: move to the previous user interface element
Additional Keyboard Shortcuts
You can use the following additional keyboard shortcuts in the Search panel of the Select Content dialog:
F5: refresh the web browser form
F6: move out of the web browser form
This section covers these topics:
The integration hierarchy provides a tree-like structure that enables you to interact with content servers and the files on them in a convenient, familiar environment (Figure 6-1). It is fully integrated into Windows Explorer and supported e-mail applications (Microsoft Outlook and Lotus Notes). It is generally not available in Microsoft Office applications, where you use menus, toolbars, and ribbons to work with content servers and their files.
If you do not see the folders pane in Windows Explorer or your e-mail application, you need to turn it on. For example, in Windows XP, choose View, then Explorer Bar, and then Folders. Also, you may need to enable the integration hierarchy in your e-mail application as it is not displayed by default (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").
You work with content managed on a content server in much the same way you do with other folders and files on your computer. You can copy files, drag and drop files into folders, right-click objects to open context menus (see Section 6.7, "Context Menus"), and so on. However, some tasks typically performed on files or folders on your local computer may have a somewhat different effect when performed on files and folders managed by a content server. For example, copying a file or saving an e-mail message to a contribution folder does not put it on your local computer, but rather uploads and saves it on the content server. In addition, the context menus of files may include items specific to content management, such as Check In, Check Out, Copy Links, and so on. For more information, see Chapter 8, "Working With Content Folders and Files."
The user logins and security controls on a content server also apply to files and folders that are managed through the integration hierarchy. For example, if you have only read permission for a content item, you will be able to open a copy of the native file, but you will not be able to check a new revision of the file in to the content server (which requires write permission). Similarly, when you create a new folder in the folder hierarchy on the server, each person who has the rights to view that folder will see it on their local computer. The files you add to the folder will also be available to each user on the content server, again according to their security permissions.
The top-level node in the integration hierarchy is always called "Oracle Content Servers." You cannot modify its name, nor can you delete this node. You may need to enable its display in your e-mail application as it is not displayed by default (see Section 5.6, "Showing or Hiding the Oracle Content Servers Hierarchy").
With the top-level Oracle Content Servers node in the integration hierarchy selected, the content pane shows all defined content server connections. How this information is displayed depends on the current view mode (see Section 3.5, "Content Pane View Modes"). The icon of each server denotes its type (see Section 7.2, "Content Server Types").
If a server is selected in the content pane, the preview pane shows the URL of the selected server connection, as well as general help information about working with content servers. If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane".
The content server nodes are immediately below the top-level Oracle Content Servers node in the integration hierarchy. They represent the defined server connections. You can select a content server to connect and log in to that server. Depending on the configuration and current login status, you may be prompted to provide your login credentials for that server (that is, your user name and password).
The display name of each server in the integration hierarchy is the name as provided in the Add Server dialog when the server connection was created (see Section A.1, "Add Server Dialog").
The icon in front of each server in the integration hierarchy denotes its type (see Section 7.2, "Content Server Types").
With a content server node in the integration hierarchy selected, the content pane shows all main nodes and folders for that server. The available server nodes and folders depend on the server type:
How the information in the content pane is displayed depends on the current view mode (see Section 3.5, "Content Pane View Modes").
If one of the content server nodes in the integration hierarchy is selected in the content pane, the preview pane shows information about the server (for Oracle Content DB servers) or general help information for the server (for Oracle Content Server instances). If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane".
Desktop Integration Suite provides direct access to content on Oracle Content Server instances ("Oracle UCM servers"). This server type is represented in the integration hierarchy using the icons shown in Figure 6-3.
Depending on the server configuration, an Oracle Content Server node in the integration hierarchy may consist of the following elements:
The content folders tree on an Oracle Content Server instance enables you to work with content on that server using the familiar folders structure used in Windows Explorer and e-mail applications. The top-level content folder node is called Contribution Folders in Oracle Content Server 11gR1 and Content Server Folders in Oracle Content Server 10gR3 and 7.5.2.
The Contribution Folders or Content Server Folders node is included in the integration hierarchy for an Oracle Content Server instance only if your system administrator has enabled the folders functionality on that server.
The folder structure under Contribution Folders or Content Server Folders in the integration hierarchy is identical to that in the Oracle Content Server web interface (under 'Browse Content'), as illustrated in Figure 6-5. You only see folders and files for which you were assigned access privileges.
For more information about using contribution folders and the files in them, see Chapter 8, "Working With Content Folders and Files."
With a contribution folder in the integration hierarchy selected, the content pane shows the contents of that contribution folder (subfolders and files). You only see folders and files for which you were assigned access privileges. How the information is displayed depends on the current view mode (see Section 3.5, "Content Pane View Modes").
The icons of files show their associated applications (for example, Microsoft Word for .doc or .docx files) as well as their content management status (in the form of application icon overlays), if applicable. For more information, see Section 8.2.5, "Content File Status."
If an object is selected in the content pane, the preview pane shows information about that object from the content server (that is, the hierarchical folder information page for folders and the content information page for files). If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane").
The My Checked-Out Content node in the integration hierarchy of an Oracle Content Server instance lists all content files that you have currently checked out of that particular server. You see only files that you have checked out yourself, not files checked out by others.
The My Checked-Out Content list in the integration hierarchy is identical to that in the Oracle Content Server web interface (under 'My Content Server').
Note: The My Checked-Out Content node is available only if you are connecting to an Oracle Content Server 11g instance. |
With the My Checked-Out Content node selected in the integration hierarchy, the content pane shows all content items that you yourself have currently checked out of the associated content server. How this information is displayed depends on the current view mode (see Section 3.5, "Content Pane View Modes").
The checked-out status of the content items in the list is indicated by a green check mark icon overlay of the application icons of the files (see also Section 8.2.5, "Content File Status").
Table 6-1 Status Icons for Content Items
Icon | Description |
---|---|
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. Please note that all shortcuts to a checked-out file will also show this icon, since they are linked to the original file. | |
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 again. 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. |
If one of the checked-out files is selected in the content pane, the preview pane shows information about that file (that is, its content information page on the content server). If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane").
The My Saved Queries node in the integration hierarchy of an Oracle Content Server instance lists all search queries that you performed on that server and decided to save. The My Saved Queries list in the integration hierarchy is identical to that in the Oracle Content Server web interface (under 'My Content Server'). A saved query is saved on the content server and is also available from the content server web interface.
Each saved query is dynamic, which means that every time you run it, the search results list shows all items that meet the search criteria at that particular moment. In other words, your saved queries will always produce the latest search results.
The My Saved Queries list in the integration hierarchy is identical to that in the Oracle Content Server web interface (under 'My Content Server').
Note: The My Saved Queries node is available only if you are connecting to an Oracle Content Server 11g instance. |
With the My Saved Queries node selected in the integration hierarchy, the content pane shows all search queries that you have currently saved on the associated content server.
Double-click a saved query (or select it and press Enter) to execute the query and display a search results list in the content pane containing all items on the content server that meet the search criteria. You can right-click a saved query to view (and modify, if required) its query definition. See the Oracle Content Server documentation for more information on the query format.
Note: The items in the search results list do not show their content management status in their file icons. |
The preview pane remains blank until you double-click a saved query (or select it and press Enter) to execute it. The preview pane then displays the query's search results. If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane").
The My Workflow Assignments node in the integration hierarchy of a content server lists all content files on that particular server that you are assigned to review and then approve or reject. You see only workflow assignments for yourself, not for others.
The My Workflow Assignments list in the integration hierarchy is identical to that in the Oracle Content Server web interface (under 'My Content Server').
Note: The My Workflow Assignments node is available only if you are connecting to an Oracle Content Server 11g instance. |
See the Oracle Content Server user documentation for more information about workflows.
With the My Workflow Assignments node selected in the integration hierarchy, the content pane shows all content items in workflows that are currently assigned to review on the associated content server. You only see folders and files for which you were assigned access privileges. How the information is displayed depends on the current view mode (see Section 3.5, "Content Pane View Modes").
The icons of files show their associated applications (for example, Microsoft Word for .doc or .docx files) as well as their content management status (in the form of application icon overlays), if applicable. For more information, see Section 8.2.5, "Content File Status."
If one of the files is selected in the content pane, the preview pane shows the workflow information for that file (for example, the workflow step that the content item is currently in). If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane").
The Projects node on an Oracle Content Server instance enables you to work with collaboration projects and the files associated with them on that server using the file tree structure used in Windows Explorer and e-mail applications.
Note: The Projects node is included in the integration hierarchy for an Oracle Content Server instance only if your system administrator has enabled the Collaboration Manager add-on on that server. |
With the Projects node selected in the integration hierarchy, the content pane shows all collaboration projects available on the associated content server. If you select a specific project in the integration hierarchy, the content pane shows the contents of that collaboration project (subfolders and files). You only see folders and files for which you were assigned access privileges. How the information is displayed depends on the current view mode (see Section 3.5, "Content Pane View Modes").
The icons of files show their associated applications (for example, Microsoft Word for .doc or .docx files) as well as their content management status (in the form of application icon overlays), if applicable. For more information, see Section 8.2.5, "Content File Status."
If an object is selected in the content pane, the preview pane shows information about that object from the content server (for example, the content information page for files). If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane").
The Trash node in the integration hierarchy of an Oracle Content Server instance lists all content files that you have deleted from that particular server. You see only files that you deleted yourself, not other people's deleted files.
Note: The Trash node is included in the integration hierarchy for an Oracle Content Server instance only if your system administrator has enabled the trash functionality on that server. |
With the Trash node in the integration hierarchy selected, the content pane shows the contents of the trash bin on the associated content server. How this information is displayed depends on the current view mode (see Section 3.5, "Content Pane View Modes").
The icons of files show their associated applications (for example, Microsoft Word for .doc or .docx files) as well as their content management status (in the form of application icon overlays), if applicable. For more information, see Section 8.2.5, "Content File Status."
If an object is selected in the content pane, the preview pane shows information about that object from the content server (that is, the hierarchical folder information page for folders and the content information page for files). If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane").
The Search Results folder in the integration hierarchy of an Oracle Content Server instance lists all files on that server that meet the criteria of a search query that was just performed. For more information, see Section 7.13, "Searching a Content Server."
With the Search Results folder in the integration hierarchy selected, the content pane shows all files on the associated server that meet the criteria of a search query that was just performed. You only see files for which you were assigned access privileges. How the information is displayed depends on the current view mode (see Section 3.5, "Content Pane View Modes").
Note: The items in the search results list do not show their content management status in their file icons. |
Caution: 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! |
If an item is selected in the search results list in the content pane, the preview pane shows information about that file (that is, its content information page on the content server). If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane").
Desktop Integration Suite provides direct access to content on Oracle Content Database (Oracle Content DB) servers. This server type is represented in the integration hierarchy using the icons shown in Figure 6-6.
The integration hierarchy for Oracle Content Database servers shows the folder structure as defined on the content server. You only see folders and files for which you were assigned access privileges. See the Oracle Content Database documentation for more information on Oracle Content Database.
With an Oracle Content Database folder in the integration hierarchy selected, the content pane shows the contents of that folder (subfolders and files). You only see folders and files for which you were assigned access privileges. How the information is displayed depends on the current view mode (see Section 3.5, "Content Pane View Modes").
The icons of files show their associated applications (for example, Microsoft Word for .doc or .docx files) as well as their content management status (in the form of application icon overlays), if applicable. For more information, see Section 8.2.5, "Content File Status."
If an object is selected in the content pane, the preview pane shows the name and URL of that object on the content server. If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane").
Desktop Integration Suite provides direct access to files on any non-UCM, non-Content DB server that supports the standardized Web Distributed Authoring And Versioning (WebDAV) enhancements to the HTTP protocol. (Please note that the WebDAV DeltaV extension is not supported.) This server type is represented in the integration hierarchy using the icons shown in Figure 6-8.
The integration hierarchy for WebDAV servers shows the folder structure as defined on the server. You only see folders and files for which you were assigned access privileges.
With a WebDAV server folder in the integration hierarchy selected, the content pane shows the contents of that folder (subfolders and files). You only see folders and files for which you were assigned access privileges. How the information is displayed depends on the current view mode (see Section 3.5, "Content Pane View Modes").
The icons of files show their associated applications (for example, Microsoft Word for .doc or .docx files) as well as their content management status (in the form of application icon overlays), if applicable. For more information, see Section 8.2.5, "Content File Status."
If an object is selected in the content pane, the preview pane shows the name and URL of that object on the WebDAV server. If you do not see the preview pane, you may enable it (see Section 6.8, "Showing or Hiding the Preview Pane").
Like most Windows applications, Desktop Integration Suite offers context menus that provide relevant options depending on where you are in the application. For example, with a contribution folder selected, it shows options that are applicable to that folder in that particular context. To show a context menu, right-click an object in the integration hierarchy or the content pane. Alternatively, you can select the object and press Shift+F10.
The options on the context menu depend on the object type:
Note: These sections only show 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. |
The Desktop Integration Suite context menus may include the following general, shared options:
Expand / Collapse: Shows or hides the subfolder tree under the current object in the integration hierarchy.
Explore: Opens the current object in a new window, with the folders pane visible.
View: Opens a submenu containing the following options:
Icons: Sets icons view mode in the content pane, which displays your files and folders as large application icons with their names shown below the icons.
List: Sets list view mode in the content pane, which displays your files and folders as a list of file or folder names preceded by small application icons.
Details: Sets details view mode in the content pane, which displays your files and folders as in list mode, but with additional information such as file type, size, author, security group, timestamp, and the like (if available and relevant).
Preview Pane: Shows or hides the preview pane, which displays information about the select object in the content pane.
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.)
Refresh: Updates the view in the content pane to reflect the latest state on the content server.
The Desktop Integration Suite context menus may include the following server-related options:
Open: Opens the selected server in a new window, with the folders pane not visible (when selected in folders pane), or opens the selected server in the content pane (when selected in the content pane).
Search... (Oracle 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," and Section 8.18, "Searching for Content Files."
Log Off: Breaks the connection to the current content server. This means that you will have to provide your login credentials (user name and password) again the next time you want to access that server. For more information, see Section 7.11, "Logging Off a Content Server."
Work Offline: Disconnects you from the current content server. This means that you will only have access to the files on that server that have been marked to be available offline. For more information, see Section 7.12, "Working With a Content Server Offline," and Section 8.23, "Working With Offline Content Folders and Files."
Remove: Enables you to remove the selected server connection from the integration hierarchy. For more information, see Section 7.9, "Removing a Content Server Connection."
Properties: Opens a dialog which shows a number of properties of the current content server. For more information, see Section 7.8, "Viewing or Editing Content Server Connection Properties."
Add Server...: Opens a dialog where you can add a new content server connection to the integration hierarchy. For more information, see Section 7.7, "Adding a Content Server Connection."
Save Query: Saves the current search query in your list of saved queries (see Section 6.4.3, "My Saved Queries"). This enables you to quickly perform the search query again to see the latest dynamic search results.
View Query Definition: Opens a dialog that shows the query statement for the selected saved query.
The Desktop Integration Suite context menus may include the following folder-related 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 8.16, "Propagating Folder Metadata."
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."
The Desktop Integration Suite context menus may include the following file-related 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."
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."
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.
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(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."
The preview pane shows information about the selected item in the content pane; for example, the content information page of a file on the content server. You may turn the preview pane on or off. The preview pane remains enabled or disabled for each specific server connection, which includes every folder in it. If you open a folder from a different server connection, you will only see the preview pane if it was enabled there.
Windows Explorer
To show or hide the preview pane in Windows Explorer, do any of the following:
In the View menu, choose Preview Pane.
Right-click in an unused area of the content pane, choose View in the context menu, and then Preview Pane.
Click the preview icon on the toolbar (Figure 6-9). Please note that this icon is visible if any item in the Oracle Content Servers integration hierarchy is selected.
E-mail Application
To show or hide the preview pane in Microsoft Outlook or Lotus Notes, right-click in an unused area of the content pane, choose View in the context menu, and then Preview Pane.
The folders pane shows the file or mail folders tree in Windows Explorer or your e-mail application (Microsoft Outlook or Lotus Notes). If you do not see the folders pane, you must enable it.
Windows Explorer
To show the folders pane in Windows Explorer, open the View menu, then choose Explorer Bar, and then Folders.
Microsoft Outlook
To show the mail folders pane in Microsoft Outlook, open the View menu and then choose Navigation Pane.
When you select an object in the integration hierarchy, the content pane shows the contents of that object (for example, a list of files in the current content folder). In details view (see Section 3.5, "Content Pane View Modes"), the content pane includes a number of columns that show some metadata information about the files or folders (for example, their security group or author). You can set the metadata columns to be displayed as well as the default width of the columns.
Perform these steps to change the display of the columns:
Log in to the content server for which you want to change the content display.
Set the content pane view mode to details view. For more information, see Section 3.5, "Content Pane View Modes."
Right-click any of the column headings in the content pane.
A Column Settings... option is displayed (Figure 6-10).
Click Column Settings... in the context menu.
The Column Settings dialog is displayed (see Section A.6, "Column Settings Dialog").
The Column Settings dialog shows all available metadata fields from the content server that you can display as columns in the integration hierarchy.
Select a check box to display that metadata field in the content pane. Clear it to hide the metadata field. You can also select a metadata field and click Show or Hide to control its display in the content pane.
To resize a column, select the metadata field and change its pixel width by entering the width in the "The selected column should be x pixels wide" option. You can also resize a column directly in Windows Explorer by dragging its right edge (as is customary in Windows).
To reorder the columns, click a selected metadata value and click Move Up or Move Down until it is in the correct location. The columns are displayed left to right as they appear in the list, so the higher a selected column is in the list, the more to the left it is displayed on screen.
Click OK when you are done. (The changes take effect immediately.)
This section covers these topics:
Section 8.11, "Viewing and Modifying Content Folder and File Properties"
Section 8.19, "Working With Shortcuts to Content Folders and Files"
Section 8.21, "Enabling Metadata Prompting for Content Folders"
Section 8.23, "Working With Offline Content Folders and Files"
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).
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.
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:
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.
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."
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:
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).
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).
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:
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.
User: For any metadata defaults not set for the folder, the user's default metadata values (as set in the user profile) are applied.
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.
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.
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." |
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.