This chapter describes the key elements of the product interface. It covers the following topics:
This product has four main menu locations where product functionality can be accessed. Note that this product is highly configurable, so the options seen on any menu may vary depending on what options have been enabled.
The following four primary menu locations are available:
Top menu: This menu contains a Records option as well as a Physical option (if Physical Content Management is enabled). This menu can be used to quickly access different parts of the Records system and Physical Content Management (PCM) products.
Page Actions menu or Page menu: On many pages, an Actions menu (a small box with horizontal lines in it) appears at the top of the page. Options in this menu pertain to the items at that level in the hierarchy. For example, an Actions menu appears on the Exploring Retention Schedule page. At that level of the product hierarchy, reports about the retention schedules can be created.
Table menu: On most pages that list items (triggers, retention categories, content items) a menu appears at the top of the listing. By selecting a box next to an item, multiple items can be affected at one time. For example, on an Exploring Retention Category page, options appear above the listing of items in that category.
The following list summarizes the most commonly seen individual Actions menu options:
Information: Used to access information pages for folders, life cycle of the item, recent reviews, metadata history, and retention schedule reports. On some Information Pages, additional options appear to edit ore revise the displayed information.
Edit: Provides quick links to edit pages for folders or reviews, and options to alter an item's status by moving, closing, freezing, or unfreezing an item.
Set Dates: Provides quick links to actions associated with dates, such as marking items for review, canceling, rescinding, and expiring items.
Delete: Provides options to delete the item or perform a recursive delete (delete an entire tree if multiple items are checked).
Create: Provides options to create items appropriate to the location in the hierarchy. For example, if this is the Actions menu for a retention category, Create sub-options include Series and Retention Category.
Desktop Integration Suite (DIS) is a set of applications that integrates the desktop experience with Oracle WebCenter Content, Oracle Content Database, and other WebDAV-based content repositories. DIS provides a simplified interface for managing files in a unified way from all familiar desktop applications. For example, users can drag and drop files into the retention schedule by using DIS integrated with the Records system.
DIS is not discussed in detail in this documentation but in the Oracle WebCenter User's Guide for Desktop. Mention is made throughout this documentation to indicate those actions that can be taken using DIS.
Dashboards can be created to allow immediate access to frequently used aspects of the software. Each dashboard is composed of panes that hold different types of functionality, such as search boxes, lists of information, or access to other web sites. The dashboard can be customized so frequently performed tasks, such as pending reviews, pending approvals, and so on, are easily accessible.
If actions can be taken in a dashboard pane, icons appear in the top right corner of the pane. Those icons can be used to perform actions directly from the dashboard. For example, if you have a Pending Review list in one pane, you can select the checkbox for a review then click the Approve icon (a green checkmark). The review will be approved directly from the dashboard.
Default dashboards are provided. To access this functionality, choose Records then Dashboards from the Top menu. Choose User to access the user dashboard. If you are assigned administrative privileges, another dashboard is available. To view it, choose Admin.
Create a new dashboard by selecting elements for it or edit the default dashboard. For more information, see Section 3.2.2, "Editing a Default Dashboard" and Section 3.2.3, "Creating or Editing a Personal Dashboard."
Choose Records then Dashboards from the Top menu.
Select the dashboard to use from the list. The User Dashboard Page or the customized dashboard opens.
To use the dashboard as a home page at login, choose Actions then Set as Home Page. To remove the dashboard as the home page, click the user name in the top right corner of the screen. The My Profile page opens. Select Remove Dashboard Home Page.
Use this procedure to edit the default dashboards or other personal dashboards:
Choose Records then Dashboards from the Top menu. Select the dashboard to edit.
The User or Administrative dashboard opens.
Choose Save As from the Actions menu. The default dashboard must be saved under a new name before it can be edited. A dialog opens. Enter a new dashboard name and a dashboard title. Click OK when done.
The dashboard opens in edit mode.
To move a pane from one location to another, put the cursor on the border of the pane. Hold down the left mouse button and drag the pane to another location.
To delete a pane, click the X in the upper corner of the pane.
To set individual options for each pane, click the Options menu in the upper corner of the pane. Note that not all panes have an option list.
To replace a pane, first delete the pane. An empty pane is displayed. Click Other Dashboards to populate the search list. The Search for Items dialog opens. Use this search form to find panes to use in the dashboard.
Select metadata fields for searching or click Search to search the entire database.
The Dashboard Results Page opens, showing those items that can be used in the dashboard.
Select the box next to the items to include and click Next. The Select Dashboard list is populated with the items that were selected. Click an item from the list to include in the pane and click OK.
When done, choose Save Changes or Save As from the Actions menu to save the dashboard under a new name.
Follow this procedure to create a personal dashboard:
Choose Records then Dashboards then Create New from the Top menu or choose New Dashboard from the Content Management menu.
The Create/Edit Dashboard Page opens.
Choose the number of columns to appear on the dashboard by selecting a number from the list.
In the first pane, click Other Dashboards to populate the list of dashboards for use.
The Search for Items dialog opens. Use this search form to find panes to use in the dashboard. Select metadata fields for searching or click Search to search the entire database.
The Dashboard Results Page opens, showing those items that can be used in the dashboard.
Select the box next to the items to include and click Next. The Select Dashboard list is populated with the selected items.
Select an item from the list for the pane and click Ok. Repeat this process for the other panes in the other columns. To delete a pane click the X in the corner of the pane window.
When done selecting panes for use, click Actions then Save Dashboard.
To use a Simple Profile to associate with the dashboard, select it from the list. Click Next when done.
A checkin page opens. Enter the necessary metadata to save the dashboard. Click Checkin when done.
Users can create a listing, similar to bookmarked browser Favorites and add series, categories, folders, reports, report templates, users, and aliases to this listing. Users with administrative privileges can add other objects such as freezes to the listing.
If an item can be added to a Favorites listing, the Add to Favorites menu option is displayed on a page. To add items to these lists, select the box next to an item and click Add to Favorites.
Favorites can be shared with other users. To make a Favorites list available for sharing, click the user name in the top right corner of the screen. The My Profile page opens. Click Yes in the Share RMA Favorites box. Click Update when done. The Favorites list will then be available to other users to select from.
To share an item in that list, select the checkbox for the item then choose Sharing and Share from the Table menu. To prevent sharing, choose Sharing then Unshare.
To add a favorite from another user, choose Records then Favorites from the Top menu. If a favorite list is available from another user, the Import From User table option is available in the list of favorites. Choose the Import From User option and select the name of a user from the list. All of that user's favorites for that particular Favorite type (for example, a Series or a Category) appear on the Favorites list.
Sharing favorite items is based on assigned rights. If a user does not have rights to share items then the Import From User option does not appear on that user's My Favorite list. For example, if you do not have the category.freeze, folder.freeze, or record.freeze right, you cannot access favorite freezes from other users.
To view items in the Favorites list, choose Records then Favorites from the Top menu. The My Favorites Page opens. Click on the indicated tabs to quickly find the favorites of a specific type (for example, Categories or Series).
Use the Up or Down arrow on the My Favorites Page to rearrange the favorites in the list. The reordering in the list is not saved until the Save Now button is clicked, which appears when reordering begins.
Favorites items are used to populate option lists, such as when creating freezes or when checking in content. For example, if an item is on a Favorites list, it appears on the list when a freeze name is selected or when a category is selected during content checkin. This helps to narrow down the choices on large option lists.
Several icons are used to indicate the type of content and other objects. This section describes some of the default icons used with the Records system. These icons can be customized, so the icons used in this documentation may differ from the ones at your site.
If the classification scheme hierarchy for MoReq2 (Model Requirements for the Management of Electronic Records) is enabled, additional icons are used that differ slightly than those shown here.
The following objects are used in retention schedules.
A retention series is indicated in the Browse Content interface by a file cabinet with the drawers closed.
When a series is in use, the icon is altered to appear as though a file drawer is open.
A hidden series icon appears as a more transparent image of a file cabinet.
A record folder is indicated by a document superimposed on a folder icon.
A closed record folder is indicated by a closed lock superimposed on a folder icon.
A category is indicated by a calendar superimposed on a folder icon.
A shared Favorites object is indicated by a blue icon of a user superimposed on a document icon.
Items that are no longer the most current version (due to revision changes, obsolescence, or other means) appears as a crossed-out name.
A volume appears as a folder with a closed book adjacent to it.
A closed volume appears as a folder with a closed book and a lock icon adjacent to it.
Frozen content is indicated with the addition of two blue vertical bars next to the object name.
A fixed clone is designated by a document icon with a calendar superimposed on the icon.
A frozen fixed clone is designated by a combination of the fixed clone icon (a document icon with a calendar) and a frozen icon (two vertical bars).
The default Physical Content Management feature comes with the following six predefined location types (in hierarchical order), with their standard icons for the default Trays layout:
|Predefined Location Types||Icon (large)||Allows Storage of Content (Default)|
These are the default settings, which can be modified. These predefined location types are hierarchical. A warehouse consists of one or more rooms, a room consists of one or more rows, a row consists of one or more bays, and so on.
Every item in the content basket has a thumbnail icon that identifies its type:
|Internal (electronic) items managed by Oracle WebCenter Content or the Records system||Icon associated with the item's specified content type|
|External item managed by PCM of item type "Box"|
|External item managed by PCM of item type "Document"|
|External item managed by PCM of item type "Folder"|
|External item managed by PCM of item type "Micro"|
|External item managed by PCM of item type "Optical"|
|External item managed by PCM of item type "Tape"|
|External item managed by PCM with no item type assigned|
|All other items|
The Oracle WebCenter Content: Records software has several default roles, which allow users to access specific parts of the product functionality. Administrators can customize these roles by including specific rights, providing a fine level of access to tasks and screens.
The following list describes default predefined roles. Consult your administrator to see what additional roles may be in use at your site:
rma (denoted as Records User in this documentation): This role is usually assigned to basic users and allows them to perform basic management tasks.
rmalocalrecordsofficer (denoted by Records Officer in this documentation): This role is usually assigned to "privileged" users, who have all the permissions assigned to basic users (rma role) but are also granted rights to perform additional functions.
rmaadmin (denoted by Records Administrator in this documentation): This role is usually assigned to administrators who are responsible for setting up and maintaining the management infrastructure and environment. These users have the widest range of rights to perform management tasks.
pcmrequestor (denoted by PCM Requestor in this documentation): This role is usually assigned to users who have all the permissions assigned to basic users without a Physical Content Management role but are also granted additional rights to perform some functions not allowed for basic users.
pcmadmin (denoted by PCM Administrator in this documentation): This role is usually assigned to administrators who are responsible for setting up and maintaining the physical content management infrastructure and environment.
Each of these predefined roles comes with a default set of permissions and rights, but these can be modified. New roles with assigned management rights can also be created.
To view assigned roles and rights, click the user name in the top right portion of the screen. The My Profile page opens. The roles assigned to the logged-in user appear at the top of the My Profile information.
To see rights assigned, choose Records then Rights from the Top menu. The Assigned Rights Page opens. This page shows the rights assigned to the current user for the enabled components. To view details about each component, click the Show link for that component. To view details about all rights, click the Show All Rights link at the top of the screen. To hide rights again, click the Hide link in the component section or at the top of the screen.
Profiles can be created to customize the checkin page and the search page. By using profiles, only those items needed for particular checkin tasks are shown, for example, and other fields that are not needed are "hidden."
Users and administrators can create profiles. Users can create profiles for personal use, while administrators can create global profiles that can be used by a variety of users with different roles.
Details about creating and using profiles are discussed in Chapter 13, "Using Simple Profiles."
After installation, the Search and Checkin menus are changed to include default profile pages. These profiles provide a filtered view of checkin and search pages, to customize what users will see. Additional options may appear depending on profiles created at your site and the choices made during installation.
Menu options can be used to help quickly narrow down searches and choose the type of checkin to perform. The Screening option on the Search menu is dependent on security rights assigned to the user.
When viewing search results, a query menu is added to the search results page. The options on this menu help narrow a search by selecting new fields from those already selected, or to save the search under a file name for use later. See the Oracle WebCenter Content User's Guide for Content Server for more details about searching and saving query results.