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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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10 Working with Managed Content Files in Windows Explorer

This section covers these topics:

10.1 About Windows Explorer Integration

The integration of Oracle WebCenter Content Server, Oracle Content Database, or other WebDAV-based content servers into Windows Explorer provides a convenient way to manage files on those servers using a familiar work environment. You do not need to work with the files on the content server in a web browser or other, proprietary client interface (although this option remains available). Instead, you can interact with content servers and the files on them using a folders tree in Windows Explorer.

See Chapter 3, "Integration into Windows Explorer" for details on how the Desktop client software integrates with the Windows Explorer interface.

See Chapter 9, "Understanding Content Folders and Files" for general information about content folders and files.

10.2 Creating Content Folders

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

To add content folders to the integration hierarchy:

  1. Open Windows Explorer and make sure the navigation pane is visible (see Section 3.13.1, "Showing or Hiding the Navigation Pane").

  2. Open the WebCenter Content Servers node.

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

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

  5. Move the mouse cursor to an unused area in the content pane (that is, away from any of the items listed in it), right-click, and choose New Folder. Alternatively, you can open the File menu and choose New Folder.

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

  7. The new folder is created, and its folder information page opens in the preview pane. If you do not see this pane, you can turn it on (see Section 3.13.2, "Showing or Hiding the Preview Pane").

Considerations

10.3 Searching for Content Files

The Desktop client software offers various ways in Windows Explorer to search for files on Oracle WebCenter Content Server, so you can select one or more files for further use (checking out, copying, editing, and so on):

Note:

You cannot search Oracle Content DB servers or other WebDAV servers. You must browse to files on these servers to select them. See Section 10.5, "Browsing to Content Files."

10.3.1 Searching for Files from a Server Integration Hierarchy

To search for files from the integration hierarchy of a server in the Windows Explorer navigation pane:

  1. Open Windows Explorer and make sure the navigation pane is visible (see Section 3.13.1, "Showing or Hiding the Navigation Pane").

  2. Open the WebCenter Content Servers node.

  3. Move to anywhere in the integration hierarchy of the server whose content you want to search. If prompted, log in by entering your user name and password for that server. This will search the entire content server. If you want to limit your search to a particular folder and, potentially, its subfolders, then select that folder in the folders tree under Browse Content.

  4. Right-click and choose Search... in the context menu. Alternatively, you can open the File menu and choose the Search... option. On Windows XP, you can also choose the search icon in the toolbar.

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

  5. Enter the search criteria in the form and click Search. You can perform searches based on metadata (that is, information about files) or full text (that is, text contained in the actual files), or a combination of both. If content profiles are defined on the server, you can select one from the dropdown list to limit the metadata fields shown on the search form. For more details on using the search form, see the Oracle WebCenter Content User's Guide for Content Server.

    If you ran the search from a content folder, there may be a check box on the search form to include all subfolders of the current folder in your search query, depending on the server configuration. Otherwise the search will be limited to content items in the current folder only.

The content pane shows all content items on the server that meet your search criteria, and you can work with any of these files directly from there. You can right-click a selected file to see a menu that provides a number of relevant options for that file in that particular context. Please note that the search results list only shows content items that meet the search criteria, not shortcuts to content items or folder names, even if these meet the search criteria. Also, the items in the search results list are the actual files, not copies or pointers of some sort. If you delete a file from the search results list, you are removing the actual content item from the server.

The files are also listed in the Search Results node in the integration hierarchy of the server. You can quickly call up these search results again until you perform another query. You can also save the query for future use. See Section 10.4, "Working with Saved Search Queries and Query Folders."

10.3.2 Searching for Files Using the Quick Search Feature

To search for files using the Quick Search feature in Windows Explorer:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Make sure the Quick Search panel is visible. If this is not the case, right-click and choose Show Quick Search in the context menu.

  5. Enter the search criteria in the Quick Search field and press Enter or click the search icon to the right of the text entry field.

The content pane shows all content items on the server that meet your search criteria, and you can work with any of these files directly from there. You can right-click a selected file to see a menu that provides a number of relevant options for that file in that particular context. Please note that the search results list only shows content items that meet the search criteria, not shortcuts to content items or folder names, even if these meet the search criteria. Also, the items in the search results list are the actual files, not copies or pointers of some sort. If you delete a file from the search results list, you are removing the actual content item from the server.

The files are also listed in the Search Results node in the integration hierarchy of the server. You can quickly call up these search results again until you perform another query. You can also save the query for future use. See Section 10.4, "Working with Saved Search Queries and Query Folders."

You can perform general metadata searches from the Quick Search panel, or use personal quick searches as defined on the content server (under My Content Server, My Quick Searches). See the Oracle WebCenter Content User's Guide for Content Server for information on how to define personal quick searches.

Note:

For more information about the Quick Search feature in Windows Explorer, see Section 3.9, "Quick Search Integration."

10.3.3 Searching for Files Using the Toolbar

To search for files using the toolbar in Windows Explorer on Windows XP:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

  3. Move to anywhere in the integration hierarchy for the server whose content you want to search. If prompted, log in by entering your user name and password for that server. This will search the entire content server. If you want to limit your search to a particular folder and, potentially, its subfolders, then select that folder in the folders tree under Browse Content.

  4. Make sure the Standard Buttons toolbar is visible. If this is not the case, choose View, then Toolbars, and then Standard Buttons.

  5. Click the Search icon in the toolbar (Figure 10-1).

    Figure 10-1 Search Icon

    Search icon

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

  6. Enter the search criteria in the form and click Search. You can perform searches based on metadata (that is, information about files) or full text (that is, text contained in the actual files), or a combination of both. For more details on using the search form, see the Oracle WebCenter Content User's Guide for Content Server.

    If you ran the search from a content folder, there may be a check box on the search form to include all subfolders of the current folder in your search query, depending on the server configuration. Otherwise the search will be limited to content items in the current folder only.

The content pane shows all content items on the server that meet your search criteria, and you can work with any of these files directly from there. You can right-click a selected file to see a menu that provides a number of relevant options for that file in that particular context. Please note that the search results list only shows content items that meet the search criteria, not shortcuts to content items or folder names, even if these meet the search criteria. Also, the items in the search results list are the actual files, not copies or pointers of some sort. If you delete a file from the search results list, you are removing the actual content item from the server.

The files are also listed in the Search Results node in the integration hierarchy of the server. You can quickly call up these search results again until you perform another query. You can also save the query for future use. See Section 10.4, "Working with Saved Search Queries and Query Folders."

10.3.4 Searching for Files from a Web Browser

A web browser plug-in may be available for an Oracle WebCenter Content Server instance which allows you to search for files on that server directly from your web browser search or address bar. Ask the server administrator if you are not sure whether the search plug-in has been enabled for a server.

See Section 6.2, "Adding the Oracle WebCenter Content Search Provider in Your Web Browser" for instructions on how to set up your web browser and Section 6.4, "Searching for Managed Content in Your Web Browser" for information on how to search for content items from your web browser.

Note:

You can also search for content on an Oracle WebCenter Content Server instance using the server's web interface. For more information, see "Searching for Content Items" in the Oracle WebCenter Content User's Guide for Content Server.

10.4 Working with Saved Search Queries and Query Folders

When you perform a search query, the Search Results node in the integration hierarchy shows all content items on the server that meet the search criteria and for which you have access privileges on the server. If you want, you can save the most recent search query so you can easily run it again at a later time. To save the most recent search query, right-click the Search Results folder and choose Save Query. Enter a name for the query and click OK (or press Enter) to save it to My Saved Queries under My Content Server. See Section 8.4.1.3, "My Saved Queries" for further details.

You can right-click a saved query to choose View Query Definition to view (and modify, if required) its query definition. See the Oracle WebCenter Content User's Guide for Content Server for more information on the query format.

You can also drag and drop the most recent search results (while holding the Ctrl key) or a saved query to anywhere within the content folders tree under Browse Content. This creates a query folder, which you can open to run the associated search query on the server. If you drag and drop a saved query, the default query folder name is the same name as the original saved query with 'Copy of' preceding it. If you drag and drop the search results, the default query folder name is 'Search Results'. You can rename query folders in the same way as other folders (see Section 10.13, "Renaming Content Folders and Files"). Query folders are marked in the integration hierarchy by a special icon (Figure 10-2).

Figure 10-2 Query Folder Icon

Query folder icon.

Each saved query and query folder is dynamic, which means that every time you open it, the content pane shows all content items on the server that meet the search criteria at that particular moment. In other words, your saved queries and query folders will always produce the latest search results.

It is important to note that saved query lists or query folders only show content items that meet the search criteria, not shortcuts to content items or folder names, even if these meet the search criteria. Also, the items in saved query lists or query folders are the actual files, not copies or pointers of some sort. If you delete a file from the search results list, you are removing the actual content item from the server.

10.5 Browsing to Content Files

In addition to searching for files (see Section 10.3, "Searching for Content Files"), you can also browse to a file on a content server and select it for further use. When browsing to a file, you navigate to it by moving down a tree structure of folders on the server until you have located the file you want to work with.

To browse to a content file on a server:

  1. Open Windows Explorer and make sure the navigation pane is visible (see Section 3.13.1, "Showing or Hiding the Navigation Pane").

  2. Open the WebCenter Content Servers node.

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

  4. Move down the folders tree and select the file you want to work with. You can right-click a selected file to see a menu that provides a number of relevant options for that file in that particular context.

10.6 Creating New Content Files

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

If the target folder on the content server already contains a file of the same name as the file being copied or moved into that folder, then it is not checked into the server as a new content item. On Oracle WebCenter Content Server instances, the file is checked in as a new revision of the existing file (even though they may be completely different files). On Oracle Content Database servers and other WebDAV servers, the existing file in the folder is typically overwritten with the new file. For more information, see Section 9.3, "Content File Versioning."

10.7 Modifying Existing Content Files

If you want to modify an existing content file (that is, a file that is already managed on a content server), you must first check it out of the server. A copy of the content file is then downloaded from the content server and placed in temporary storage space on your computer (see Section 9.5, "Local Caching of Content Files"). The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out"). For more information, see Section 10.10, "Checking Out Content Files." After you have checked out a file, you can modify it as needed, and check it back in to the server when you are done. See Section 10.11, "Checking In Content Files."

If you want to modify a managed Office document, you can open that document in its associated Office application. It is then automatically checked out of the content server. After editing the document, you can check it back in directly from the Office application (see Section 11.8, "Saving and Checking In an Existing Managed Document") or from Windows Explorer (see Section 10.11, "Checking In Content Files").

Please note that checked-in e-mail messages are not intended to be checked out, modified, and checked back in. E-mail messages are checked in to a content server for the express purpose of preserving them exactly as they were received. You can open a checked-in e-mail message from a server to view it in its associated e-mail application (and even make changes if you want), but you cannot check it back in to the server. You can, however, send the message to other people or save a copy on your local computer. For more information, see Section 12.8, "Opening Checked-In E-mail Messages."

10.8 Viewing Content Files

When you view a content file on a server, it remains checked in to the content server and a temporary copy is downloaded to your computer (see Section 9.5, "Local Caching of Content Files"). The file opens in its associated application in read-only mode. You can make changes to the file in the application, but you will have to save it as a new file (with a new file name) and check it in to the server as a new content item.

Note:

For a side-by-side comparison of viewing, opening, and checking out content files, see Section 9.6, "Content Management Actions on Files."

To view a content item in Windows Explorer:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the content item on the server you want to view. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. Right-click and choose View File From Server or double-click the file to open the file in its associated application in read-only mode. If the file is already in your local cache (typically because you checked it out and edited it earlier, but did not yet check it back in to the server), the context menu also includes a View option. You can then choose which file version to open: the cached, typically newer version (View) or the latest released version on the server (View File From Server). If you view the file from the server, the locally cached file version is left untouched and remains available, for example through the Offline Content Manager (see Section 14.7, "Using the Offline Content Manager").

    The View and View File From Server options are also available on the File menu.

Note:

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

10.9 Opening Content Files

When you open a content file on a server, it is checked out of the content server and a copy is placed in temporary storage space on your computer (see Section 9.5, "Local Caching of Content Files"). The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out"). The file opens in its associated application in full edit mode. You can make changes to the file in the application as required and check it back in to the server as a new revision of the content item (see Section 10.11, "Checking In Content Files").

If you open a managed Office document in its associated Office application, it is automatically checked out of the content server. After editing the document, you can check it back in directly from the Office application (see Section 11.8, "Saving and Checking In an Existing Managed Document") or from Windows Explorer (see Section 10.11, "Checking In Content Files").

Note:

For a side-by-side comparison of viewing, opening, and checking out content files, see Section 9.6, "Content Management Actions on Files."

To open a content item in Windows Explorer:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the content item on the server you want to open. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. Right-click and choose Open to open the file in its associated application in full edit mode. If the file is already in your local cache (typically because you checked it out and edited it earlier, but did not yet check it back in to the server), it opens from there; otherwise, the latest released revision on the content server opens.

    If the file was already checked out earlier (for example, using the Check Out option), you can choose Open with... to select the application with which to open the selected file (rather than the application associated with the file type). The list of available applications is exactly the same as for other, unmanaged files of the same type on your computer. Using this option may be useful if, for example, you want to open a managed web or media file in an editor rather than a viewer, which is often the default application for these file types. You can then edit the file as needed and then check it back in to the server.

    The Open and Open with... options are also available on the File menu.

Note:

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

10.10 Checking Out Content Files

When you check out a file from a content server, the file is downloaded from the server and a copy is placed in temporary storage space on your computer (see Section 9.5, "Local Caching of Content Files"). The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out").

If you check out a file in Windows Explorer, the checked-out file is not opened in its associated application. (This is how checking out a file is different from opening it.) You can process the file as desired, and check it back in to the server when you are ready (see Section 10.11, "Checking In Content Files"). As long as the file is checked out, its file icon shows the checked-out status by a green check mark overlay of the application icon (Figure 10-3).

Figure 10-3 Checked-out MicrosoftWord Document

Icon of checked-out Word document.

Note:

For a side-by-side comparison of viewing, opening, and checking out content files, see Section 9.6, "Content Management Actions on Files."

The following sections provide more information about checking out files:

10.10.1 Checking Out Files

To check out a file in Windows Explorer:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the content item on the server you want to check out. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. Right-click and choose Check Out. Alternatively, open the File menu and choose Check Out. (These options are available only if the selected file is currently not checked out.)

    The file is checked out of the server and its application icon shows a green check mark to indicate its checked-out status. You can now work with the file as needed, and check it back in to the server when you are done.

10.10.2 Opening Checked-Out Files

You can easily open checked-out files in the application associated with their file type or a different application:

To open checked-out files:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the content item on the server you want to open. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. Right-click and choose either of the following options:

    • Open: Opens the selected file in the application associated with its file type (for example, Microsoft Word for .doc and .docx files).

    • Open With...: Allows you to choose the application with which to open the selected file (rather than the application associated with the file type). The list of available applications is exactly the same as for other, unmanaged files of the same type on your computer. Using this option may be useful if, for example, you want to open a managed web or media file in an editor rather than a viewer, which is often the default application for these file types.

    The Open and Open with... options are also available on the File menu.

    Once you are done editing the file, you can check it back in to the server. See Section 10.11, "Checking In Content Files."

Note:

You do not have to check out a file before choosing Open in the context menu as this action automatically checks out the file for you. However, for the Open with... option to be available, you must first check out the file.

10.10.3 Undoing a File Check-Out

You can undo the check-out of a content file; that is, cancel the checked-out status of the file on the server. The file lock is then removed on the server and other content server users may check out the file. No changes are made to the file. You can only undo the check-out of files you have checked out yourself, unless you have administrator privileges on the server.

To undo the check-out of a file on a content server:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the content item on the server whose check-out you want to undo. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. Right-click and choose Undo Check Out. Alternatively, open the File menu and choose Undo Check Out. (These options are available only if the selected file is currently checked out.)

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

10.10.4 Viewing All Your Checked-Out Files

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

Note:

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

To see a list of all your checked-out files on a content server:

  1. Open Windows Explorer and make sure the navigation pane is visible (see Section 3.13.1, "Showing or Hiding the Navigation Pane").

  2. Open the WebCenter Content Servers node.

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

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

    The content pane lists all files that you have currently checked out on the current content server. Please note that all items show a green check mark in their icons to indicate their checked-out status (Figure 10-4). Also, you see only files that you checked out yourself, not other users' checked-out files.

Figure 10-4 Word Document Checked Out By Yourself

Icon of checked-out Word document.

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

10.11 Checking In Content Files

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

If you check a currently checked-out file back in to an Oracle WebCenter Content Server instance, this file is checked in as a new revision of the existing content item. On Oracle Content Database servers and other WebDAV servers, the file that is checked in will typically overwrite the existing file on the server. See Section 9.3, "Content File Versioning" for more information.

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

Note:

For more information on checking in e-mail messages and their attachments, see Section 12.5, "Checking In E-mail." For details on checking in Microsoft Office documents from within Office applications, see Section 11.8, "Saving and Checking In an Existing Managed Document."

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

Checking In Previously Checked-Out Files

To check in a file that was previously checked out (see Section 10.10.1, "Checking Out Files"):

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

  3. Locate and select the content item on the server that you want to check in to the server. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files." All files that you checked out yourself have a green check mark in their file icons. You can see a list of all files that you have currently checked out of an Oracle WebCenter Content Server instance by opening the My Content Server node and then clicking My Checked-Out Content. You can check files in to the server directly from that list.

  4. Right-click and choose Check In. Alternatively, open the File menu and choose Check In. (These options are available only if the selected file is currently checked out.)

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

Note:

You can also check a currently checked-out file back in to the server using the Offline Content Manager. See Section 14.7, "Using the Offline Content Manager."

Checking In New Files

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

Considerations

10.12 Viewing and Modifying Content Folder and File Properties

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

10.12.1 Viewing and Modifying Content Information of Folders or Files

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

Note:

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

To view the content information of a folder or file on an Oracle WebCenter Content Server instance:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

  3. Open the server that stores the folder or file whose content information you want to view or modify. If prompted, log in by entering your user name and password for that server.

  4. Locate and select the folder or file on the server whose content information you want to view or modify. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. The preview pane, if enabled, displays the content information of the selected folder or file. If the preview pane is not visible, you can enable it (see Section 3.13.2, "Showing or Hiding the Preview Pane"). You can also right-click the folder or file and choose Content Information to open the information page in a separate window.

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

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

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

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

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

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

Caution:

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

10.12.2 Viewing and Modifying Properties of Folders or Files

To view some Windows properties of a content folder or file:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the folder or file on the server whose properties you want to view or modify. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. Right-click and choose Properties. Alternatively, open the File menu and choose Properties.

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

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

  7. Click OK when you are done.

10.12.3 Viewing and Modifying Advanced Properties of Folders or Files

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

Note:

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

To view the advanced Oracle Content DB properties of a folder or file on an Oracle Content Database server:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the folder or file on the server whose advanced properties you want to view or modify. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. Right-click and choose Advanced Properties. Alternatively, open the File menu and choose Advanced Properties.

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

10.12.4 Viewing and Modifying Sharing Properties of Folders or Files

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

Note:

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

To view the sharing Oracle Content DB properties of a folder or file on an Oracle Content Database server:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the folder or file on the server whose sharing properties you want to view or modify. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. Right-click and choose Sharing. Alternatively, open the File menu and choose Sharing.

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

10.13 Renaming Content Folders and Files

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

Renaming Folders and Files Directly in the Integration Hierarchy

To rename a content folder or file from the integration hierarchy:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the folder or file on the server you want to rename. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. Right-click and choose Rename or press F2 on your keyboard. Alternatively, open the File menu and choose Rename.

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

Renaming Folders and Files From the Properties Dialog

To rename a content folder or file from its properties dialog:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the folder or file on the server you want to rename. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

  5. Right-click and choose Properties. Alternatively, open the File menu and choose Properties.

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

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

Renaming Folders on Their Information page

To rename a content folder from its information page:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

  4. Locate and select the folder on the server you want to rename.

    The information page of the selected folder is displayed in the preview pane (if enabled).

  5. Depending on the folders configuration on the server, do either of the following:

    • Open the Folder Actions menu and then choose Update to open the Hierarchy Folder Configuration page (see Section A.8, "Folder Information page"). (If the Folder Actions menu does not have an Update option, then you do not have sufficient privileges on the server to perform that action.)

    • Open the Edit menu and then click Folder Information.

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

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

Considerations

10.14 Copying Content Folders and Files

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

Considerations

Copying Multiple Items

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

Copy Sources and Targets

You can copy items between various sources and targets:

10.15 Moving Content Folders and Files

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

Considerations

Moving Multiple Items

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

Move Sources and Targets

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

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

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

Changing the Folder Location of Content Items

On Oracle WebCenter Content Server instances running Framework Folders, if you move an existing content item to a different folder in the integration hierarchy, you change its folder location, or more precisely, its virtual folder association on the content server.

If you move a content item to a folder on the server that already contains a content item with the same file name, then you are prompted whether this new file should replace the existing file in the folder (similar to what happens when copying or moving files on your file system). If you confirm the action, the new content item takes the place of the old one in the content folder. It is not checked in as a new revision of the old content item. The old content item is not removed, though, it just loses its folder association (so it is not "overwritten" as files on your file system are). It is still on the content server and you can search for it. For example, imagine the content folder 'Sales' contains a content item named 'Report 2011.docx', which has four revisions, and the content folder 'Marketing' also contains a file with that same name, which has two revisions. If you move the file from the 'Sales' to the 'Marketing' folder and choose to replace that file, then the 'Marketing' folder will only contain the file moved from the 'Sales' folder, which still has four revisions. The original file in the 'Marketing' folder is no longer associated with that folder, but it is still on the content server (with two revisions).

Tip:

You can easily change the folder location of a content item, or assign it to a folder if it had not been before, by searching for it and then dragging and dropping it from the search results node to the target content folder in the integration hierarchy.

10.16 Deleting Content Folders and Files

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

Considerations

10.17 Propagating Folder Metadata

You can copy the metadata of a content folder on an Oracle WebCenter Content Server instance to all subfolders and files in these folders. This feature is available only if the content server administrator has enabled it on the server and if you have the required permission level. To propagate metadata to content items in a folder, you must have Write permission for the folder and the content items themselves. To propagate to any folders below the folder in the hierarchy, you must have Delete permission for the folders or be the author and have Write permission.

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

To propagate the metadata of a folder to all underlying folders and files:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

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

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

  5. Choose Propagate.

  6. If the content server is running Framework Folders, a dialog opens where you can specify which metadata fields and values you want to propagate before starting the process. Otherwise, all metadata fields and values are propagated.

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

Note:

You can also propagate metadata from a folder's configuration page (see Section 10.12.1, "Viewing and Modifying Content Information of Folders or Files").

10.18 Showing or Hiding Unpublished Content Files

By default, all content items assigned to a folder on an Oracle WebCenter Content Server instance are displayed in the integration hierarchy regardless of their release state. This means the list may include unreleased (unpublished) files; that is, any content items on the server that are currently in a workflow, have not yet been fully converted or indexed, or have a future release date. Unreleased files are displayed in a different color in the content pane, typically green (Figure 10-5).

Figure 10-5 Unpublished Files

Description of Figure 10-5 follows
Description of "Figure 10-5 Unpublished Files"

Note:

Color differentiation of unpublished files is available only if the 'Show encrypted or compressed NTFS files in color' option is enabled in Folders Options (on the View tab).

If the content server is using Framework Folders to provide the folders functionality, you can change the list display to exclude these 'unpublished' content items.

To change the list display:

  1. Open Windows Explorer.

  2. Open the WebCenter Content Servers node.

  3. Open the Oracle WebCenter Content Server instance that stores the folder whose contents you want to see. If prompted, log in by entering your user name and password for that server.

  4. Select that folder in the integration hierarchy or content pane.

  5. Right-click and choose Show Only Published Content to toggle between the display mode to include or exclude unreleased content items in the list. Alternatively, open the File menu and choose Show Only Published Content.

    If there are any unpublished files in the current folder, they will show in a different color (typically green) or disappear from the list.

Note:

This setting applies to all content folders on the current server until you change it again.

10.19 Working with Shortcuts to Content Folders and Files

This section covers these topics:

10.19.1 About Content Folder and File Shortcuts

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

  • Oracle WebCenter Content Server shortcuts

  • standard Windows shortcuts

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

Oracle WebCenter Content Server Shortcuts

Unlike standard Windows shortcuts, Oracle WebCenter Content Server shortcuts are not link files (.lnk), but rather copies of the referenced file. As long as they reside in the integration hierarchy of a content server, they are tightly linked to the content folder or file they reference. Their context menus have the exact same options as those of the original item. This means, for example, that you can check out a content file through its shortcut context menu. Also, the icons of file shortcuts reflect the current content management status of the original files. For example, if the original file is currently checked out of the content server, all shortcuts to that file will also show the checked-out icon (see Section 9.7, "Content File Status"). Please note that shortcuts to content items are never included in search results lists, even if these content items meet the search criteria.

When you create a shortcut to a content folder or file in the integration hierarchy, its name is the original folder or file name preceded by "Shortcut to," for example "Shortcut to Sales Report 2011.docx." In addition, the shortcut icon shows a small arrow symbol in the bottom left corner to indicate it is a reference to another item (Figure 10-6). (This link symbol is slightly different from standard Windows shortcuts, which visually reminds you this is a Desktop shortcut.)

The shortcut is placed in the same location as the original item: a shortcut to a file is in the same content folder as the file it references, and a shortcut to a folder is a folder at the same level as the original folder (preceded with "Shortcut to"). You can rename shortcuts as desired, and also copy them to other locations in the integration hierarchy of the same server or to a different server (see Section 10.19.4, "Copying Content Folder and File Shortcuts"). Please note that if you copy the shortcut to a location outside the Oracle WebCenter Content Server hierarchy (for example, to your desktop), the file or folder may lose its link to the original item, depending on the content server configuration, and you may not be able to check a file back in to the server as a new revision of the existing content item when you open it.

Figure 10-6 Original File with Shortcut

File in Windows Explorer with a shortcut to that file.

When you double-click a shortcut to a content folder, its contents are displayed. When you double-click a shortcut to a content file, it is checked out of the content server (providing it is available and if you have permission to check it out) and opened in its associated application (see Section 10.8, "Viewing Content Files").

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

Standard Windows Shortcuts

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

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

10.19.2 Creating Content Folder and File Shortcuts

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

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

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

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

10.19.3 Renaming Content Folder and File Shortcuts

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

10.19.4 Copying Content Folder and File Shortcuts

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

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

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

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

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

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

10.19.5 Deleting Content Folder and File Shortcuts

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

  • Right-click and choose Delete.

  • Press Delete on your keyboard.

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

Note:

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

10.19.6 Copying Content File Links

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

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

Note:

See Section 12.6, "Inserting Links to Content Files on a Server into E-mail" for information on including content file links in e-mail messages.

10.20 Working with Your Personal Folders

If Oracle WebCenter Content Server is running Framework Folders, then all authenticated users on the content server have their own personal folders, which allow you to set up 'favorites' to content items or folders on the server. You can create subfolders and add content items to your personal folders in the same way you do with other folders in the hierarchy. You can also store query folders in your personal folders tree.

Note:

Even though all authenticated users on the server have their own personal folders, you can see only yours unless you have administrator privileges.

You can find your personal folders in the Desktop integration hierarchy in two places:

The personal folder trees in these locations are exactly the same, and you can work with the content in the folders from either location.

It is important to note that all content items in your personal folders are the actual files, not copies or pointers of some sort. You can interact with content items in your personal folders just as you could any other content item on the server. If you delete a file from a personal folder, you are removing the actual content item from the content server.