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Oracle® WebCenter Content User's Guide for Desktop
11g Release 1 (11.1.1)

Part Number E10624-05
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1 Introduction

This section covers these topics:

1.1 About Oracle WebCenter Content: Desktop

Oracle WebCenter Content: Desktop provides a set of embedded applications that help you seamlessly integrate your desktop experience with Oracle WebCenter Content Server, Oracle Content Server, Oracle Content Database, 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), e-mail clients (Microsoft Outlook and Lotus Notes), and web browsers (Internet Explorer, Mozilla Firefox, and Google Chrome).

Integrating content repositories such as Oracle WebCenter 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 using the web browser interface. Desktop provides a simplified interface for managing files in a unified way from all your familiar desktop applications.

Note:

Desktop can work with all content files on Oracle WebCenter Content Server instances, including records (as managed by Oracle WebCenter Content: Records) and sealed documents (as managed by Oracle Information Rights Management).

1.2 What's New

This section outlines the new features and enhancements in Oracle WebCenter Content: Desktop 11gR1:

1.2.1 What's New in Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6)

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) is a maintenance release which offers the following new features and enhancements compared to version 11g Release 1 (11.1.1.4).

Note:

The availability of the new features in this list depends on the version of the Desktop, folder and core components installed on Oracle WebCenter Content Server.

Rebranding to Oracle WebCenter Content: Desktop

Oracle Enterprise Content Management Suite (Oracle ECM) is now part of the Oracle WebCenter product stack to provide the most complete, open, and unified enterprise content management platform. The desktop integration software and documentation have been rebranded accordingly.

Oracle WebCenter Content Server's Quick Search Integration into Windows Explorer

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) offers integration of Oracle WebCenter Content Server's Quick Search feature into Windows Explorer, which allows you to quickly search for content on an Oracle WebCenter Content Server instance. For more information, see Section 3.9, "Quick Search Integration" and Section 10.3, "Searching for Content Files."

Oracle WebCenter Content Search Engine Plug-in for Web Browsers

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) provides search engine plug-ins for Internet Explorer, Mozilla Firefox, and Google Chrome, which allow you to perform quick searches on an Oracle WebCenter Content Server instance directly from the web browser search bar without having to go through the content server's web interface. For more information, see Chapter 6, "Integration into Web Browsers."

Improvements in Windows 7 and Windows Vista Explorer Integrations

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) uses the native shell view in Windows 7 and Windows Vista rather than the proprietary shell view used in previous releases. This optimizes the end-user experience, allowing for such things as improved use of the preview and details panes, high-resolution overlays for large file icons, and the like.

New Integration Hierarchy Structure

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) introduces a new integration hierarchy structure for Oracle WebCenter Content Server instances, which more closely resembles the web interface than previous releases. The top-level nodes now include My Content Server, New Check-In, and Browse Content. See Section 8.4, "Oracle WebCenter Content Server Repositories."

New Check-in Profiles Node

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) adds the defined content profiles on an Oracle WebCenter Content Server instance to the integration hierarchy, which provides a way for users to contribute content to a server in Windows Explorer without using a folders tree.

Improved Viewing and Copying of Locally Cached Files vs. Files on Servers

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) improves the way you can view and copy files that are checked out or available offline. In previous releases, it would always be the server copy of a file that was viewed or copied even if a locally cached version was available (for example, a managed Office document that was edited, but not yet checked back in to the server). In this release, the context menu of managed files in Windows Explorer provides explicit options to open or view the local or server file: View/Copy File From Server vs. View/Copy (from local cache). See Section 10.8, "Viewing Content Files" and Section 10.14, "Copying Content Folders and Files."

Offline Files Node

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) adds an Offline Files node to an offline content server in the integration hierarchy, which lists all files on that server that are offline, including those that are not in a content folder. Users can interact with these files directly from the list. See Section 14, "Working with Offline Content."

Improved Search Performance

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) improves performance when returning the results of searches.

Support for Framework Folders

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) adds support for the Framework Folders content hierarchy component while retaining support for the Folders_g content hierarchy component.

Propagating Selected Metadata Fields

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to propagate selected metadata fields and values to underlying folders and files on Oracle WebCenter Content Server instances running Framework Folders. In earlier releases, you could only propagate all metadata fields and you had no control over the field values. See Section 10.17, "Propagating Folder Metadata."

Information Bar in Microsoft Office Applications

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) introduces an information bar for managed documents in Microsoft Office application which provides content management details about the document. See Section 11.2, "Opening and Viewing an Existing Managed Document."

Read-only Reminder for Documents in Most-Recently-Used (MRU) List

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) shows a reminder when you open a document from the most-recently-used (MRU) list if that document was opened in read-only mode previously. You can then choose to open it in read-only mode again or in full edit mode.

Checking Out Local Copies of Managed Documents in Microsoft Office Applications

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to check out local copies of managed documents from within Microsoft Office applications. This saves you from having to close the document and reopen it in full edit mode. See Section 11.4, "Checking Out a Managed Document in View Mode."

Turning Managed Office Documents into Unmanaged Documents

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to 'unmanage' managed documents in Microsoft Office applications; that is, remove the document properties that associate it with a particular content server. This effectively turns the document into a brand-new, unsaved document that you cannot check back in to the server as a new revision of the original document. See Section 11.10, "Turning a Managed Document into an Unmanaged Document."

Opening a Different Revision of a Managed Office Document

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) makes it easier to open a different revision of a managed Office document than the one that is currently open in the Microsoft Office application. This may be useful if you opened a document that may have newer revisions on the server. See Section 11.5, "Opening a Different Revision of a Managed Document."

Refreshing the Current Managed Document to the Latest Revision on the Server

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to refresh the current managed document in a Microsoft Office application to show the latest revision from the content server. This may be useful if you opened a document that may have newer revisions on the server. See Section 11.6, "Refreshing a Managed Document."

Inserting Items into Office Documents Using the Context-Sensitive Menu

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to insert managed content or links to managed content using the context-sensitive (right-click) menu in Microsoft Office applications. You can also still use the WebCenter Content menu or ribbon. For more information, see Section 11.11, "Inserting Managed Content into Office Documents."

Inserting Multiple Items into Office Documents

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to select multiple content items on an Oracle WebCenter Content Server instance at the same time and insert their contents or links to them into Microsoft Office documents. For more information, see Section 11.11, "Inserting Managed Content into Office Documents."

The ability to add comments has also been added to the special close dialog. See Section 4.4, "Close Dialog."

Adding Comments to Office Documents Upon Check-in

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to add comments to Office documents when checking them in from Microsoft Office applications. For more information, see Section 11.8, "Saving and Checking In an Existing Managed Document."

Simple Closing of Managed Office Documents

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) supports closing managed Office documents in much the same way as unmanaged Office documents ("Do you want to save the changes?"). The default is still the old method using the special close dialog, but simple document closing can be enabled using a configuration setting. See Section B.1, "Setting Windows Explorer Integration Options."

Undoing the Check-Out of Unchanged, Managed Office Documents

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to cancel the checked-out status of the managed document currently open in a Microsoft Office application if you close that document and no changes were made since you opened it (and checked it out).

Attaching Multiple Content Items to E-mail Messages

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to select multiple content items on an Oracle WebCenter Content Server instance and attach them all to an e-mail at the same time. For more information, see Section 12.7, "Attaching Content Files on a Server to E-Mail."

Showing Only Published Content on Oracle WebCenter Content

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to show only content on Oracle WebCenter Content in the integration hierarchy that has been released. This hides content items that are currently in a workflow, are being converted or indexed, or have a future release date. For more information, see Section 10.18, "Showing or Hiding Unpublished Content Files."

Open With... Option

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to open files that are checked out or available offline with different applications than their associated applications based on the file extensions. For more information, see Section 10.9, "Opening Content Files."

Query Folders

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows current search results and saved queries to be dragged-and-dropped or copied-and-pasted anywhere in the content folders tree to become dynamic query folders. These will always contain the content items on a server that meet the specified criteria, allowing you to create virtual groupings of content. For more information, see Section 10.4, "Working with Saved Search Queries and Query Folders."

Personal Folders

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) supports personal folders, which provide quick and convenient access to content items on an Oracle WebCenter Content Server instance. For more information, see Section 10.20, "Working with Your Personal Folders."

Changing Folder Locations of Content Items

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) allows you to associate content items with a folder by dragging and dropping them into the target folder, even if they were not associated with any content folder before. You can drag and drop items not only from a content folder, but also from search results lists, query folders, and My Content Server nodes. For more information, see Section 10.15, "Moving Content Folders and Files."

E-mail Metadata Mapping

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) offers configuration pages in the Oracle WebCenter Content Server web interface that enable system administrators to define how e-mail header fields are mapped to Content Server metadata fields. In previous releases these configuration pages were available only if Oracle WebCenter Content: Records was installed on the server, but this is no longer required. For more information, see Section D.4, "Mapping E-mail Metadata."

Component Configuration pages on Oracle WebCenter Content Server

Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) offers configuration pages in the Oracle WebCenter Content Server web interface that enable system administrators to set configuration options for the DesktopIntegrationSuite, DesktopTag, and EmailMetadata components. For more information, see the Oracle WebCenter Content System Administrator's Guide for Content Server.

Improved User Assistance

In addition to covering the new features and enhancements in this release, the user documentation and online help for Oracle WebCenter Content: Desktop 11g Release 1 (11.1.1.6) have been significantly restructured and rewritten for improved usability, and optimized for Windows 7 user environments.

1.2.2 What's New in Desktop Integration Suite 11g Release 1 (11.1.1.4)

Desktop Integration Suite 11g Release 1 (11.1.1.4) is a maintenance release which offers the following new features and enhancements compared to version 11g Release 1 (11.1.1.3).

Support of 64-bit Microsoft Windows 7

Desktop Integration Suite 11g Release 1 (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 11g Release 1 (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 11g Release 1 (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 11g Release 1 (11.1.1.4) offers most recently used (MRU) lists in Microsoft Office applications, which enable users to quickly reopen content items on Oracle WebCenter 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 11g Release 1 (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 11g Release 1 (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 B.3, "Disabling Automatic Reopening of Documents After Check-Ins").

Overriding the Default Profile Selection During Check-ins

By default, Desktop Integration Suite 11g Release 1 (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 B.4, "Disabling Overriding the Default Content Profile Selection").

1.2.3 What's New in Desktop Integration Suite 11g Release 1 (11.1.1.3)

Desktop Integration Suite 11g Release 1 (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 11g Release 1 (11.1.1.3) fully supports Oracle Content Server 11gR1 and Oracle WebCenter Content Server 11gR1. The client software can communicate with Oracle WebCenter Content Server 11gR1 as well as Oracle Content Server 11gR1 and 10gR3 (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 Content Server instance.

Integration with Oracle Content Database Servers

Desktop Integration Suite 11g Release 1 (11.1.1.3) 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 11g Release 1 (11.1.1.3) 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 11g Release 1 (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 11g Release 1 (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 11g Release 1 (11.1.1.3) 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 11g Release 1 (11.1.1.3) supports selection of Oracle Content Server profiles on search and check-in pages. Content profiles allow content server administrators to control what metadata fields are shown on content pages (including the check-in form) and to set default metadata for files depending on their application type. 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 11g Release 1 (11.1.1.3) 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 8, "Understanding the Integration Hierarchy."

Metadata Prompts for New Files in Contribution Folders

Desktop Integration Suite 11g Release 1 (11.1.1.3) 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 10.14, "Copying Content Folders and Files."

Inserting Links, File Contents, and Images into Microsoft Office Documents

Desktop Integration Suite 11g Release 1 (11.1.1.3) 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 Section 11.11, "Inserting Managed Content into Office Documents."

User Interface for Comparing Word Documents on Content Server

Desktop Integration Suite 11g Release 1 (11.1.1.3) 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 Section 11.12, "Comparing Managed Microsoft Word Documents."

Expanded Localization

The client software for Desktop Integration Suite 11g Release 1 (11.1.1.3) 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 11g Release 1 (11.1.1.3) have been completely rewritten and have been significantly expanded.

1.3 Supported Content Repositories

The client software of Oracle WebCenter Content: Desktop 11gR1 can connect to these content repositories:

Oracle WebCenter Content Server and Oracle Content Server

Oracle WebCenter Content: Desktop 11gR1 can connect to Oracle WebCenter Content Server and Oracle Content Server repositories. For the latest information on the supported server configurations, see the Oracle Fusion Middleware Supported System Configurations page at:

http://www.oracle.com/technetwork/middleware/ias/downloads/fusion-certification-100350.html

For the Desktop client software to connect to Oracle WebCenter Content Server or Oracle Content Server, the following components must be installed and enabled on the server:

Note:

This document assumes that servers are running the latest Oracle WebCenter Content Server version with the Framework Folders component.

In addition, the following optional components may be installed and enabled:

Note:

The Desktop 11gR1 components (DesktopIntegrationSuite, CheckoutAndOpenInNative, DesktopTag, and EmailMetadata) can be installed on Oracle WebCenter Content Server 10gR3, but 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 WebCenter Content Server provides the broadest content management capabilities directly in the supported desktop applications. Please note that not all features of Desktop 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 WebCenter Content Server instances.

Oracle Content Database

Oracle WebCenter Content: Desktop 11gR1 can connect to Oracle Content Database repositories. For the latest information on the supported server configurations, see the Oracle Fusion Middleware Supported System Configurations page at:

http://www.oracle.com/technetwork/middleware/ias/downloads/fusion-certification-100350.html

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.

1.4 Supported Client Applications

The Desktop client software 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.

Windows Explorer

Desktop Applications

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.

E-Mail Client Applications

Note:

The Desktop client software can coexist with the Oracle Beehive extensions for Microsoft Outlook and Windows Explorer.

Web Browsers (for the Search Engine Plug-in)

For more information on setting up client computers for use with Desktop, see Chapter 2, "Setting Up the Desktop Client Software on Your Computer."

1.5 Localized User Interface

Oracle WebCenter Content: Desktop 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 user interface will also be German.

1.6 Accessibility Features

Oracle WebCenter Content: Desktop complies with Oracle's accessibility guidelines. It provides accessibility features in a number of areas:

Menu Access

The Desktop 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).

Context Menus

The Desktop client software provides context menus to provide options that are relevant to the current context of the application. For example, with content 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.

Standard Windows Keyboard Shortcuts

The Desktop client software supports many standard Windows keyboard shortcuts, including:

Additional Keyboard Shortcuts

You can use the following additional keyboard shortcuts in the Search panel of the Select Content dialog: