A User Interface

This appendix describes the user interface for Oracle WebCenter Content Server including window and menu elements and options.

A.1 Getting Started

This section covers the following topics:

A.1.1 Home Page

The home page opens when you first log in. The home page typically includes the tray navigation, the top toolbar, and other page content and functions as determined by your system administrator. To return to the home page at any time, click the Content Server link in the upper left.

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If you set up a default saved query, the results are displayed on this page (you may have to scroll down to view them).

A.1.2 Toolbar

The toolbar at the top of Content Server Web pages contains navigation links, online help, and the Quick Search feature.

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Note:

The Search and New Check-In links may list multiple options if your system administrator creates and enables Content Profiles to provide alternative metadata forms.

Link Description

Content Server

Displays the Home Page.

Search

Displays the Advanced Search Page, which you can use to perform metadata and full-text searches to find specific files.

New Check In

Displays the Content Check-In Form, which you can use to check new files into Content Server.

User profile link

Displays the User Profile Page and provides information for editing your user profile. The link is either a user name or the user's full name.

Logout

Logs out of Content Server. This option is available only if the optional ExtranetLook component is installed.

Help

Displays the online help system.

Refresh Page

Updates the current page.

Quick Search

Searches for the specified term in the supported metadata fields and in the content item text if supported by your system. For more information, see Section A.2.1, "Quick Search Field."


A.1.3 Trays

The trays on the left side of Content Server Web pages provide quick access to most of the functional areas in Content Server. You can add functions you use often, such as predefined searches and links to your favorite Web sites.

Note:

Trays are part of the frame-based Trays layout option, and are the default navigation tool for Content Server. If you select Top Menus on the User Profile Page, then you can access Content Server functionality from a series of menus located above the main content area.

Link Description

Microsoft Login

If you are logged in to your Microsoft network, click this link to log in to Content Server.

This link is present only if your organization is using Microsoft Network security to log in to Content Server. Many browsers, such as Mozilla Firefox, support logging in with this security.

Your Content Server instance may be integrated with your enterprise login system. For more information, ask your system administrator.

My Content Server

Displays the My Content Server Tray with options to view URLs and queries you have saved, content you have checked out, open workflow assignments, available metadata profiles, personal folders, and so on.

Browse Content

Expands to display a hierarchy of folders. You can expand and collapse the levels of folders in the tray and click on a folder to show the content of the folder in the work area.

For more information, see Section A.10, "Folders Interface."

Search

Displays the Search Tray. From this page, you can perform metadata and full-text searches to find specific files.

Content Management

Displays the Content Management Tray with options to view content items that are checked out or expired, or that are active in workflow.


A.1.4 My Content Server Tray

You can use the My Content Server tray to display URLs and queries you have saved, content you have checked out, open workflow assignments, available metadata profiles, personal folders, and so on. To open this tray, click My Content Server in the trays area.

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Link Description

My URLs

Expand My URLs to display previously saved URLs. Click a URL to open the target address in the work area.

Click My URLs to specify and save links you want to make readily available:

Title: The displayed name of the link.

URL: The complete Uniform Resource Locator (URL) of the Web site; for example: http://www.oracle.com.

My Saved Queries

Opens the Saved Queries Page page to modify or delete previously saved queries. Expand My Saved Queries to display previously saved queries. Click a query to execute the associated search.

To save a query, choose Save Search from the Actions menu on the Search Results Page.

My Recent Queries

Expand My Recent Queries to display the text form of the queries you performed recently. Click a query to execute the associated search. Click Clear to remove all queries from the list.

My Recently Viewed Content

Expand My Recently Viewed Content to display the most recent Content Information Pages you have viewed. Click a list item to open Content Information Page for that item.

My Quick Searches

Displays the Quick Searches Page which lists both the quick searches your administrator creates and the quick searches you explicitly create with the Create New option on this page.

My Workflow Assignments

Displays the Workflow in Queue Page which lists of all content items currently in a workflow for which you have responsibility.

My Content Profile Links

Displays a list of your defined content profiles. Click a link to display the profile.

My Subscriptions

Displays the Subscriptions Page which lists of all content items to which you subscribe.

My Checked-Out Content

Displays the Checked-Out Content for User Page which lists of all content you have checked out.

My Search Result Templates

Displays the Search Result Templates for User Page, from which you can build custom search results views.

My Folders

Displays a list of personal folders. Expand or collapse a particular level in the folder hierarchy to view folders contained within that folder. Click a folder name to display the contents of the folder in the work area. For more information about folders, see Section A.10, "Folders Interface."

My Downloads

Displays a list of recent content items that you have downloaded from Content Server.

My Scheduled Jobs

Displays a list of jobs requiring your attention.


A.1.5 Content Management Tray

You can use the Content Management tray to manage content in Content Server. You must be a Contributor to access this tray. To open this tray, click Content Management in the trays area.

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Link Description

Checked Out Content

Opens the Checked-Out Content for User Page that lists all files currently checked out of Content Server.

Work In Progress

Opens the Work In Progress Page that lists files that have been checked in, but not released.

Active Workflows

Opens the Active Workflows Page that lists the currently active workflows.

Expired Content

Opens the Expired Content Page that lists files that have expired or that are set to expire soon.

Search For Local File In Repository

Opens the Search for Local File Page that lets you select and compare a file from a local file system against all electronically signed content to which you have access. You can validate an external file against a single content item from the Content Information - Signatures Tab.


A.2 Search Pages

This section describes the pages and options for performing Content Server searches.

This section covers the following topics:

A.2.1 Quick Search Field

You can use the Quick Search field to perform a search at any time. By default, the Quick Search field searches for the specified search terms in the title, content ID metadata, and text indexed for full-text search if your system supports it. You can also create custom search queries that incorporate the specified search terms. For more information, see Section A.2.2, "Quick Searches Page."

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Note:

If you have changed your layout to the Classic layout, you can select Quick Search on your Adding Links to Favorites page to enable the Quick Search field.

Item Description

Quick Search

Displays available search queries. The default query (labeled Quick Search) searches for the specified search terms in the title, content ID metadata, and text indexed for full-text search if your system supports it. The name of the selected query persists until you select another query.

The list can contain queries created by your administrator (listed under System Searches), and queries that you create (listed under My Quick Searches) with the Quick Searches Page.

Text entry field

Enter search terms for use with the selected query.

Search icon

Initiates the search and displays a Search Results Page for specified query and search terms.


A.2.2 Quick Searches Page

You can use the Quick Searches page to create and manage predefined search queries listed in the Quick Search menu. An administrator can create queries that are available for all users. A user can enable or disable these queries and create queries that are available only for their own use.

To access the Quick Searches page, click My Quick Searches in the My Content Server tray.

Quick Searches Page
Element Description

Quick Searches defined by admins

These are queries defined by an administrator and are listed under System Searches in the Quick Search list. These searches are available for all users. Use the options in the associated Actions menu to enable or disable the search. Disabled searches are not displayed in the Quick Search list.

My Quick Searches

These are queries you create. They are listed under My Quick Searches in the Quick Search list. Searches you create are always listed in the Quick Search list (you can delete, but not disable them.)

Key

Displays the keyboard shortcut to select the search from the Quick Search list. Searches are listed in ascending order based on the Key in both the table and in the Quick Search list.

Label

Displays the name shown in the Quick Search list.

Query

Displays the text of the query.

Actions list

Provides the following actions:

Edit: Opens the Create/Edit Targeted Quick Search Page to modify the search query itself or other query parameters.

Delete: Immediately removes the associated Quick Search from the table.

Create New

Opens the Create/Edit Targeted Quick Search Page to create a new quick search.


A.2.3 Create/Edit Targeted Quick Search Page

You can use the Create/Edit Targeted Quick Search page to create or edit custom search queries that are then listed in the My Quick Searches tray and in the Quick Search menu. The Create/Edit Targeted Quick Search page is a modified form of the Advanced Search Page that includes additional display-related options.

Quick Searches Page
Element Description

Search Forms

Select the form to use to create the search query. The Expanded Form is selected by default. For more information about these forms, see Section A.2.6, "Advanced Search Page."

The form you select when you create the quick search is the form you must use when you edit the quick search (this menu is not available when you edit an existing quick search.)

Note: If you want to manually edit the query text, use the Query Builder form.

Quick Search Key

Specify a keyboard shortcut to select the search from the Quick Search list. Searches are listed in ascending order based on this Key on the Quick Searches Page and in the Quick Search list.

Use lower case letters or numbers. Duplicate keys within the My Quick Searches table are not allowed. Although it is best to use a single character, you can use multiple character keys to avoid duplicate key names. Only the first character acts as the shortcut. For Example, if you have keys a1, a2, and a3, the first time you press a, you select the search associated with key a1. The next time you press a, you select the search associated with key a2, and so on.

Quick Search Label

Specify the name to display in the Quick Search list.

Metadata Search/
Query Builder

Specify search criteria in one of the forms you choose from the the Search Forms menu.

Enter #s in one or more fields to represent the search terms entered by the user in the Quick Search field. To further restrict the search, you can provide specific values for one or more search fields, but you must include #s in at least one field.

If you use the Query Builder form, you can manually edit the query when you click show advanced query builder options and then select Modify Query Text.

For more information about these forms, see Section A.2.6, "Advanced Search Page."

Results Options

For information about standard Results Options provide with search forms, see Section A.2.6.3, "Results Options."

The Create/Edit Targeted Quick Search window adds the following Results Option:

Result Template: To specify the format for the results of the quick search, select a template from the list of available templates. When you run the associated quick search, the template you select becomes the new default search results template until you explicitly change it with another quick search, a saved search, or on the search results page.


A.2.4 Home Page Search Fields

You can use the home page search fields to perform a metadata search, full-text search, or a combination of both from the Content Server Home Page.

Home page search fields

The home page shows only the most commonly used search fields.

Element Description

Title

A descriptive name for the content item.

Content ID

The unique identifier for the content item.

Release Date

The date that the item was released to Content Server.

From: The search finds items released on or after this date.

To: The search finds items released before (but not on) this date.

Full-Text Search

Enter full-text search terms.

If your system administrator has configured Content Server to search database metadata only, the Full-Text Search field is not displayed.

Sort By

Specifies the field that the search results sort on:

Release Date (default): Sorts by the Release Date metadata field.

Title: Sorts alphabetically by the Title metadata field.

Order

Specifies the sort order of the search results:

Descending (default): Sorts alphabetical results in Z through A order; numeric results in 9 through 0 order; and date results in newest to oldest order.

Ascending: Sorts alphabetical results in A through Z order; numeric results in 0 through 9 order; and date results in oldest to newest order.

Search

Displays a list of the content items that match the search criteria on a Search Results Page.


A.2.5 Search Tray

You can use the Search tray to perform metadata, full-text, or combination search. Click the Search tray in the trays area to expand or collapse the tray.

A.2.5.1 Criteria Tab

You can use the Criteria tab on the Search Tray to enter your search criteria.

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Element Description

Advanced

Displays the Advanced Search Page.

Search

Submits the search criteria entered to Content Server.

Clear

Clears any criteria entered into the search fields.

Title

A descriptive name for the content item.

ID

The unique identifier for the content item.

Author

The author of the content item.

Text

Enter text search terms.

If your system administrator has configured Content Server to search database metadata only, the Text field is not displayed.

Release Date

The date that the item was released to Content Server.

From: The search finds items released on or after this date.

To: The search finds items released before (but not on) this date.


A.2.5.2 Results Tab

You can use the Results tab in the Search Tray to view search results based on the criteria you entered on the Criteria tab.

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The search results remain on the Results tab until you perform a new search or refresh the page.

Element Description

Advanced

Displays the Advanced Search Page.

Previous icon

Returns to the previous search results page in a series.

Next icon

Advances to the next search results page in a series.

Page

Select a specific page in a series to go directly to that page.

Info icon

Displays the content information of the corresponding content item.


A.2.6 Advanced Search Page

You can use the advanced search page to build a search using either the Expanded Form to view all criteria options, or the Query Builder Form to select search criteria from menus as required. With the Query Builder Form, you can also manually edit the query text.

Note:

When using Oracle Text Search with your Content Server instance, you cannot enter complex search queries into the Full-Text Search field on the Expanded Form. Instead, you must use the advanced options on the Query Builder Form.

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To access this page, click Advanced in the Search Tray or Search on the toolbar.

A.2.6.1 Expanded Form

You can use the expanded form on the Advanced Search Page to display all search fields available to you on a single page. For more information about user, group, and role access control list (ACL) fields, see Section A.4, "Access Control Lists (ACL)."

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You can alternate between the expanded form and the Advanced Search Page using the Actions menu at the top of the search page.

Element Description

Search

Displays a list of the content items that match the search criteria on a Search Results Page. A blank search (no criteria) displays all content items.

Reset

Clears the search fields, but does not reset the results options settings.

Save

Saves the search as a saved query link in the My Saved Queries tray. You are prompted to enter a title for the link.

Full-Text Search

Enables you to search for words within content items. Also evaluates IdocScript.

If your system administrator has configured Content Server to search database metadata only, the Full-Text Search field is not displayed.

Content ID

The unique identifier for the content item.

Title

A descriptive name for the content item.

Type

The category of the document. You can enter text or select from the list of predefined values.

Security Group

An identifier that specifies access permission to the content item. You can enter text or select from the list of predefined values.

Account

An identifier that specifies access permission to the content item. This field is displayed only if accounts are enabled on your system.

Author

The user who checked in the current content item revision.

Release Date

The date that the current revision was released to Content Server.

From: The search finds content items released on or after this date.

To: The search finds content items released before (but not on) this date.

Expiration Date

The date that the content item is no longer be available for searching or viewing in Content Server.

From: The search finds content items that expires on or after this date.

To: The search finds content items that expires before (but not on) this date.

Comments

Additional notes about the content item.

Results Options

Enables you to specify how search results are displayed.


Note:

With the Search Tray and Advanced Search Page, you can specify criteria in both standard and custom fields. If your content server system includes custom metadata fields they typically are displayed below the standard metadata fields.

A.2.6.2 Query Builder Form

You can use the Query Builder form to select options from a series of lists to easily build and save complex queries.

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Element Description

show/hide advanced options

Toggles between displaying and hiding the Modify Query Text check box and Query Text field.

Metadata lists

Enables you to select metadata fields for searching one field at a time.

Add/Delete icons

Control the display and use of metadata lists.

Add: Displays an additional metadata field below the current field.

Delete: Hides the selected metadata field and removes any query text entered into the field.

Operators

Provide easy selection of search options. Available search operators are dependent on the type of search engine used.

Modify Query Text

Controls whether you can enter query text directly in the Query Text field.

Enabled: You can enter query text directly into the Query Text field.

Disabled: You can see, but not directly edit the Query text.

Query Text field

Displays the query text as it is being built. If you selected the Modify Query Text check box, you can create or modify the query text directly in this field.


A.2.6.3 Results Options

You can use the Results Options area of the Advanced Search Page to control the display of the Search Results page.

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Element Description

Results Per Page

Specifies the maximum number of content items displayed on each search results page. The default is 25, and the range is from 0 to 100.

Sort By

Specifies the field that the search results sort on:

Release Date (default): Sorts by the Release Date metadata field.

Title: Sorts alphabetically by the Title metadata field.

Score: Sorts by the number of occurrences of search terms, or the proximity of search terms when a proximity operator such as <NEAR> is used. Applies only to full-text search.

Order

Specifies the sort order of the search results:

Descending (default): Sorts alphabetical results in Z-A order; numeric results in 9-0 order; and date results in newest to oldest order.

Ascending: Sorts alphabetical results in A through Z order; numeric results in 0 through 9 order; and date results in oldest to newest order.

Search

Displays a list of the content items that match the search criteria on a Search Results Page. If no search criteria are specified, a list of all content items is displayed.

Reset

Resets the fields on this page to the previously saved settings.

Save

Saves the search as a saved query link in the My Saved Queries tray. You are prompted to enter a title for the link.


A.2.7 Search Results Page

The search results page displays a list of content items that match the criteria specified during a search.

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To change how your search results page looks, choose a different default search template on your User Profile Page. You can also select a different view option from the Actions list on the search results page.

Element Description

Previous icon

Returns to the previous search results page in a series.

Next icon

Advances to the next search results page in a series.

Page

Select a specific page in a series to go directly to that page.

Actions menus

Search Actions:

Enables you to select an action to perform on the search results list. Actions include saving the search to the My Content Server tray and searching within the listed results.

Change View:

Enables you to select a different viewing option for the search results list:

  • Classic: A thumbnail image and descriptive text is displayed.

  • Thumbnail: A thumbnail image is displayed.

  • Headline: A single line list of search results with no thumbnail image is displayed.

  • Custom: Displays custom search results based on a custom list template created on the Create/Edit Classic View Search Result Template page.

ID

Displays the content ID of a content item. Click the content ID of a selected item to either open a Web-viewable version of the content, save the file to your local drive, or open the document with an associated program.

Title

Displays the title of a content item.

Date

Displays the date that content item was checked in.

Author

Displays the author of the content item.

Actions

Actions menu:

  • Content Information, which displays the Content Information Page for the selected content item

  • Check Out, which checks out the selected content item and displays the Check-Out Confirmation Page

  • Check In Similar, which displays the Content Check-In Form with metadata fields filled in to match the checked in content item

  • Send Link by E-mail, which opens a new e-mail message that contains a URL to the selected content item.

Info icon: Displays the Content Information Page for the selected content item.

Thumbnail

(Thumbnail and Classic views)

Displays a small image of the content item or an icon indicating the content type of the content item. Click the thumbnail of a selected item to display a Web-viewable version of the content, save the file to your local drive, or open the document with an associated program.

Description

(Classic view)

Shows the content ID and title of the content item. Click the content ID link to open the Web-viewable file.

Rev.

(Classic view)

Shows the latest released revision of the content item. Click the link to open the Revision History.

Info icon (Classic view)

Displays the Content Information Page for the content item.


A.2.8 Saved Queries Page

Use the Saved Queries page to modify or delete previously saved queries. To access this page, click My Saved Queries in the My Content Server tray.

To save a search query, select Save Search from Search Action menu on the Search Results Page.

Note:

For information about how to save a query link in your My Saved Queries tray, see Section 3.4.2, "Saving a Query."

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Element Description

Title

Lists the titles of the queries you have saved.

Query

Lists the queries you have saved.

Is Default

Specifies whether a query is the default query, which is displayed in a different color in the My Saved Queries tray if the Show Default Query check box is selected.

Actions

Contains an Actions menu you can click to choose an action to take on the query, such as Set As Default, Edit, or Delete.

Results on portal page

Indicates the number of content items for the default query that is displayed on the portal page (home page) if the Show Default Query check box is selected.

Show Default Query

Select this check box to display the results of the selected default query on the portal page (home page). The default query link is displayed in a different color in your My Saved Queries tray.

Update

Saves any changes that were made on this page.

Reset

Resets the fields on this page to the previously saved settings.


A.2.9 Expired Content Page

You cannot search for expired content unless you have administrative rights or if your system administrator has granted you specific rights to view and work with expired content.

To display the Expired Content page, click the Content Management tray, and click Expired Content.

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Element Description

Find Expired or Expiring Content

Specify the criteria to located expired or expiring content. By default, the search returns content set to expire after the current date and time.

After

Specify a date after which to search for expired or expiring content. If you search for content set to expire (the default) and leave this field blank, the current date and time are used.

Date list: Select a date and time that is a day, a week, or a month before or after the current date and time.

The user locale setting determines the date format. For information about user locale, see Section A.9.3, "User Profile Page."

Before

Specify a date before which to search for expired or expiring content. If you search for expired content and leave this field blank, the current date and time are used.

Date list: Select a date and time that is a day, a week, or a month before or after the current date and time.

Search

Search for content that meets the specified criteria.

Expired Content

Select to restrict the search to content that expired within the specified date range.

If you deselect this option, the search returns both expired content and content set to expire within the specified date range.

Search Results

The search returns a list of content items that match the specified criteria. The list includes the Content ID, the Title, and expiration date. Click the Content ID link to open the native version of the file. Click the information icon to open the Content Information Page for the associated item.


A.3 Creating and Editing Custom Search Result Templates

To personalize how search results are displayed, select an option from the list on the User Profile Page, or from the Search Results Page. There are three templates available by default, and you have the option to create new views based on the three provided templates. In this way, you can customize the metadata information you want to see on a search result. You can even specify different search results templates to be used for different saved queries.

Note:

If you have Oracle WebCenter Content: Records installed with Department of Defense (DoD) functionality enabled, the Security Classification field must always be displayed in a search result. If you do not include the Security Classification field when you customize a search result template, the Security Classification field is included automatically.

This section covers the following topics:

A.3.1 Search Result Templates for User Page

This page displays a list of all templates currently available and provides the option to add, edit, or delete custom templates based on the provided ones. You cannot modify the provided templates. To access this page, click My Search Result Templates in the My Content Server tray.

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Column Description

ID

The template ID uniquely identifies the template. Custom template IDs are specified on the Create/Edit Classic View Search Result Template Page when the template is added. The provided template IDs are displayed in bold. Custom templates are indented below the provided template on which they are based.

Label

The template label is listed in the Content Actions menu on a search results page and in the Search Template list on the User Profile Page. Choose something that helps you remember what the template does. Specify the label on the Create/Edit Classic View Search Result Template Page when you add the template.

Actions

Add: Displays the Create/Edit Classic View Search Result Template Page, enabling you to add a custom template.

Delete: Deletes the custom template.

Edit: Displays the Create/Edit Classic View Search Result Template Page for the selected custom template.


A.3.2 Create/Edit Classic View Search Result Template Page

The Create/Edit Classic View Search Result Template page enables you to add templates based on the Classic View, that specify what content item information is listed on a search results page and how that information is displayed.

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To access this page, click the Add Item icon in the Actions column of the Classic View option on the Search Result Templates for User Page.

When creating a template you must specify a unique ID, a descriptive name, what content information is displayed and how, and the behavior of certain links in the display. After you have created a custom template, you can set that template as your default by setting it on the User Profile Page, or choose it from the Content Actions menu on a search results page.

There are three main areas of this page:

A.3.3 Classic View Basic Information

The basic information fields of each template define the unique identifier and descriptive label for the created template.

Item Description

Content List Template ID

A unique identifier for the template. Content Server uses the identifier to manage your custom templates. Alphanumeric characters, underscores and dashes are recommended. The following characters, and spaces, are not allowed: ; /\ ? : @ & = + \ " # % < > * ~ | [ ] . ,

Content List Template Label

A descriptive identifier for the template, displayed on the User Profile Page and in the Content Actions menu on a search results page. Alphanumeric characters are recommended. You can use spaces.


A.3.4 Classic View Customize Description Column

This area determines what content is displayed in the Description column of a Classic View search result template.

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Item Description

Available Fields box

To move a field to a box on the right, select an item in this box and click the right arrow. You can include each available field one time only in either the Main Information box or the Additional Information box, unless you select the Use Advanced Description Form check box.

Special: Any special field in Content Server. Different components or configurations can add additional special fields. The following fields are available by default:

  • Native File

  • Native File Extension

  • Native Format

  • Web Extension

  • Web File Size

  • Vault File Size

Standard: The standard Content Server information fields:

  • Author

  • Content ID

  • Content Type

  • Expiration Date

  • Release Date

  • Security Group

  • Title

Custom: Comments and any custom fields created by your system administrator.

The title and content ID are displayed in all custom search result templates based on the Classic View, even if the fields are not specifically selected from the Available Fields box. If the Title or Content ID field is selected, it is duplicated.

Main Information box

Controls the display order of the fields in the Description area of a search results page, by displaying fields listed in the Text1 box first. You can enter additional display options, such as anchor or formatting tags, as either HTML or Idoc Script.

Additional Information box

Controls the display order of the fields in the Description area of a search results page by displaying fields listed in the Text2 box after those listed in Text1. You can enter additional display options, such as anchor or formatting tags, as either HTML or Idoc Script.

Use Advanced Description Form

Select this check box to display an advanced version of the Main Information and Additional Information boxes. When you enable this option, the code for the display of each available field moved to the Main Information or Additional Information box is shown and can be edited directly. Additionally, you can include any item from the Available Fields box in the Main Information and Additional Information boxes multiple times.


A.3.5 Classic View Advanced Options

The following are the classic view advanced options and their respective descriptions.

Item Description

The Main Information will link to

Determines what happens when you click the Content ID if it is displayed in a custom search results view.

Web-Viewable File: Displays a Web-viewable version of the content item.

Native File: Displays or downloads the native file.

HTML Rendition (Web-Viewable if no rendition): Displays the Web-viewable version of a content item if it is available, otherwise it attempts to convert the original content item to HTML for display.

HTML Rendition (Native if no rendition): Displays the Web-viewable version of a content item if it is available, otherwise it downloads the native file.

None: Removes any link to the content ID. For example, select this if you do not want the Content ID link active, or if you are linking the content ID to another item, such as the Content Information page, using Idoc Script.

show/hide additional options

Displays a text field for entering additional Idoc Script options to control the display of a search results page. Idoc Script entered into this field is evaluated and included before the search results page opens.


A.3.6 Create/Edit Headline View Search Result Template Page

This page enables you to add templates based on the Headline View, that specify what content item information is listed on a search results page and how that information is displayed. To access the Create/Edit Headline View Search Result Template page, click the Add Item icon in the Actions column of the Headline View option on the Search Result Templates for User Page.

When creating a template you must specify a unique ID, a descriptive name, what content information is displayed and how, and the behavior of any links in the display. After you have created a custom template, you can set that template as your default by setting it on the User Profile Page, or choosing it from the Content Actions menu on a search results page.

There are four main areas of this page:

A.3.7 Headline View Basic Information

The basic information fields of each template define the unique identifier and descriptive label for the created template.

Item Description

Content List Template ID

A unique identifier for the template. Content Server uses the identifier to manage your custom templates. Alphanumeric characters, underscores, and dashes are recommended. The following characters, and spaces, are not allowed: ; /\ ? : @ & = + \ " # % < > * ~ | [ ] . ,

Content List Template Description

A descriptive identifier for the template, displayed on the User Profile Page and in the Content Actions menu on a search results page. Alphanumeric characters are recommended. You can use spaces.


A.3.8 Headline View Customize Columns

The Customize Columns area is available only for custom templates based on the provided Headline View template. Use it to determine the columns displayed and their order on a search result page.

Item Description

Available Fields

To move a field to the Columns box, select an item and click the right arrow.

Special: Any special field in Content Server. Different components or configurations can add additional special fields. The following fields are available by default:

  • Native File

  • Native File Extension

  • Native Format

  • Web Extension

  • Web File Size

  • Vault File Size

Standard: The standard Content Server information fields:

  • Author

  • Content ID

  • Content Type

  • Expiration Date

  • Release Date

  • Security Group

  • Title

Custom: Comments, profiles, and any custom fields created by your system administrator.

Columns

Lists the fields you selected to display as separate columns on a search results list. Select a field in this box and click the up or down arrow to adjust the column order. Select a field in this box and click the left arrow to remove the column from the results list.


A.3.9 Headline View Customize Description Column

This area determines what content is displayed in the description column of a Headline View search result template. The Description field must be selected in the Customize Columns area to display on a search results page for this section to have any effect.

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Item Description

Available Fields

Select an item in this box and click the right arrow to move the field to the Columns box. You can include each available field one time only in either the Main Information section or the Additional Information section, unless the Use Advanced Description Form check box is selected.

Special: Any special field in Content Server. Different components or configurations can add additional special fields. The following fields are available by default:

  • Native File

  • Native File Extension

  • Native Format

  • Web Extension

  • Web File Size

  • Vault File Size

Standard: The standard Content Server information fields:

  • Author

  • Content ID

  • Content Type

  • Expiration Date

  • Release Date

  • Security Group

  • Title

Custom: Comments and any custom fields created by your system administrator.

Main Information

Controls the display order of the fields in the Description area of a search results page by displaying fields listed in the Text1 box first. You can enter additional display options, such as anchor or formatting tags, either HTML or Idoc Script.

Additional Information

Controls the display order of the fields in the Description area of a search results page by displaying fields listed in the Text2 box after those listed in Text1. You can enter additional display options, such as anchor or formatting tags, as either HTML or Idoc Script.

Use Advanced Description Form

Enabling this option displays an advanced version of the Main Information and Additional Information fields. When enabled, the code for the display of each available field moved to the Main Information or Additional Information box is shown and can be edited directly. Additionally, you can include any item from the Available Fields box in the Main Information and Additional Information boxes multiple times.


A.3.10 Headline View Advanced Options

The following are the headline view advanced options and their respective descriptions.

Item Description

The content ID column will link to

Determines what happens when you click the Content ID if it is displayed in a custom search results view.

Web-Viewable File: Displays a Web-viewable version of the content item.

Native File: Displays or downloads the native file.

HTML Rendition (Web-Viewable if no rendition): Displays the Web-viewable version of a content item if it is available, otherwise it attempts to convert the original content item to HTML for display.

HTML Rendition (Native if no rendition): Displays the Web-viewable version of a content item if it is available, otherwise it downloads the native file.

None: Removes any link to the content ID. For example, select this if you do not want the Content ID link active, or if you are linking the content ID to another item, such as the Content Information page, using Idoc Script.

show/hide additional options

Displays a text field for entering additional Idoc Script options to control the display of a search results page. Idoc Script entered into this field is evaluated and included before the search results page opens.

Number of Columns (Thumbnail-based templates only)

Specifies the number of columns across the result grid.


A.3.11 Create/Edit Thumbnail View Search Result Template Page

The Create/Edit Thumbnail View Search Result Template page allows you to add templates based on the Thumbnail View, that specify what content item information is listed on a search results page and how that information is displayed.

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To access this page, click Add Item in the Actions column of the Thumbnail View option on the Search Result Templates for User Page.

When creating a template you must specify a unique ID, a descriptive name, what content information is displayed and how, and the behavior of any links in the display. After you have created a custom template, you can set that template as your default by setting it on the User Profile Page, or choosing it from the Content Actions menu on a search results page.

There are three main areas of this page:

A.3.12 Thumbnail View Basic Information

The basic information fields of each template define the unique identifier and descriptive label for the created template.

Item Description

List Template ID

A unique identifier for the template. Content Server uses the identifier to manage your custom templates. Alphanumeric characters, underscores and dashes are recommended. The following characters, and spaces, are not allowed: ; /\ ? : @ & = + \ " # % < > * ~ | [ ] . ,

List Template Description

A descriptive identifier for the template, displayed on the User Profile Page and in the Content Actions menu on a search results page. Alphanumeric characters are recommended. You can use spaces.


A.3.13 Thumbnail View Customize Description Column

This area determines what content is displayed in the description column of a Thumbnail View search result template.

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Item Description

Available Fields

To move the field to the Columns box, select an item in this box and click the right arrow. You can include each available field one time only in either the Main Information section or Additional Information section, unless the Use Advanced Description Form check box is selected.

Special: Any special field in Content Server. Different components or configurations can add additional special fields. The following fields are available by default:

  • Native File

  • Native File Extension

  • Native Format

  • Web Extension

  • Web File Size

  • Vault File Size

Standard: The standard Content Server information fields:

  • Author

  • Content ID

  • Content Type

  • Expiration Date

  • Release Date

  • Security Group

  • Title

Custom: Comments and any custom fields created by your system administrator.

Main Information

Controls the display order of the fields in the Description column of a search results page by displaying fields listed in the Text1 box first. You can enter additional display options, such as anchor or formatting tags, as either HTML or Idoc Script.

Use Advanced Description Form

Enabling this option displays an advanced version of the Main Information and Additional Information fields. When enabled, the code for the display of each available field moved to the Main Information or Additional Information box is shown and can be edited directly. Additionally, you can include any item from the Available Fields box in the Main Information and Additional Information boxes multiple times.


A.3.14 Thumbnail View Advanced Options

The following table lists the thumbnail view advanced options.

Item Description

show/hide additional options

Displays a text field for entering additional Idoc Script options to control the display of a search results page. Idoc Script entered into this field is evaluated and included before the search results page is displayed.

Number of Columns

Specifies the number of columns across the result grid.


A.4 Access Control Lists (ACL)

This functionality must be enabled by your system administrator.

This section covers the following topics:

A.4.1 Access Control List Users, Groups, and Roles

An access control list is a list of users, groups, or enterprise roles with permission to access or interact with a content item. If you are using the Folders interface, you can also apply access control lists to folders. For more information about folders, see Section A.10, "Folders Interface."

Depending on how access control list security is configured, three new fields are available for use when adding, modifying, or searching for folders or content items:

  • User Access List

  • Group Access List

  • Role Access List

Note:

By default, blank access control lists do not affect access to the content item. This feature is configurable, however, so that explicit access is required (blank access control lists prevent access to the item).

Access control list security for users, groups, and roles provide fields similar to the following:

User, group, and role access control list fields.
Element Description

User Access List

Specifies the access control list users who have access to the item and the permissions assigned to each user.

In the selection box, enter the first two characters of a name to see a list of names that begin with those characters. You can use the "*" wildcard character to match one or more characters. For example, to see all names that start with the letter S, enter "S*".

For more information about permissions, see Section A.4.2, "Access Control List Permissions."

Add User

Adds the selected name to the user access list. New or modified items are shown in red.

To remove a name from the list, click the red X next to the name.

Group Access List

Specifies the access control list groups who have access to the item and the permissions assigned to each group.

In the selection box, enter the first two characters of a name to see a list of names that begin with those characters. You can use the "*" wildcard character to match one or more characters. For example, to see all names that start with the letter S, enter "S*".

For more information about permissions, see Section A.4.2, "Access Control List Permissions."

Add Group

Adds the selected name to the group access list.

To remove a name from the list, click the red X next to the name.

Role Access List

Specifies the access control list roles who have access to the item and the permissions assigned to each role.

In the selection box, enter the first two characters of a name to see a list of names that begin with those characters. You can use the "*" wildcard character to match one or more characters. For example, to see all names that start with the letter S, enter "S*".

For more information about permissions, see Section A.4.2, "Access Control List Permissions."

Add Role

Adds the selected name to the role access list.

To remove a name from the list, click the red X next to the name.


A.4.2 Access Control List Permissions

Each item in the user, group, or role access control lists can have the following permissions:

Permissions Description

Read

Allowed to view the content item.

Write

Allowed to view, check in, check out, and get a copy of the content item.

Delete

Allowed to view, check in, check out, get a copy, and delete the content item.

Admin

Allowed to view, check in, check out, get a copy, and delete the content item, and to modify the access control list entries and the permissions assigned to them.


To assign a permission, click the associated icon. Permissions are "cumulative." If you assign write, you automatically assign read. If you assign admin, you automatically assign read, write, and delete.

To remove a permission, click the previous icon in the sequence. For example, to remove the admin permission, click the icon for the delete permission.

A.5 Referenced Links Interface (optional)

This functionality is not available unless the Link Manager component has been added by your system administrator.

This section describes the following pages and options:

A.5.1 Search Links Page

The Search Links page searches for links, using criteria stored in Content Server repository database.

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The Search Links page is useful for finding valid or invalid links, to determine where a resource is used, or to determine how deleting a content item affects other documents linking to it, and so on. If the optional Links Manager component is installed, you can click the Managed Links Search link in the Content Management tray to access the Search Links page.

Element Description

Content ID

The unique identifier for each content item.

Site

An identifier for a specific Web location that is associated with a link.

Target Content ID

Associated with links where LinkManager was able to determine the dDocName.

Target Content ID Label

The label associated with the target content ID. This field is applicable only if you are using Site Studio. Please refer to the Site Studio product documentation for detailed information.

Target Node

The node used to display search results. This field is applicable only if you are using Site Studio. Please refer to the Site Studio product documentation for detailed information.

Target Node Label

The label associated with the target node. This field is applicable only if you are using Site Studio. Please refer to the Site Studio product documentation for detailed information.

Link Type

Specifies links that are of the type selected from the list. Types include service, external, internal, relative, and Site Studio-specific types of Page, Node, Relative, Absolute, and Service links.

State

Specifies valid or invalid links.

Create Date From/To

Link Manager generates and uses create dates to manage the links and monitor activity performed on the links. Create Date indicates when the link first entered the system (when it was extracted and added to the ManagedLinks table). The From and To fields enable you to specify a date range based on the creation dates of links.

Update Date From/To

Link Manager generates and uses update dates to manage the links and monitor activity performed on the links. Update Date indicates when the link was last updated. The From and To fields enable you to specify a date range based on the update dates of links.

Search

Initiates the search query using the specified field values.

Reset

Clears any populated fields on the page.


A.5.2 Link Search Results Page

This page displays the results of a link search. Links that are invalid or broken in a Link Search Results Page are listed using bold font.

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The Link Manager-specific Link Item Actions Menu and Content Info icons are available in the Actions column. Click the Content Info icon to display the Content Information page of the document that contains the link.

A.5.3 Link Item Actions Menu

Click the Actions menu to display the applicable link management menu.

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The menu options include:

  • Content Information: Displays the Content Information page of the document containing the link. This Content Information page contains options that display (References Show) or hide (References Hide) any related links contained in or links to this content item.

  • Target Content Info: Displays the Content Information page of the document referenced by the link. Again, this Content Information page contains References options that displays or hides any related links contained in or links to this content item.

  • Link Info: Displays the Link Info Page for this link.

A.5.4 Link References on Content Information Page

If a content item does not contain any references and no other content items reference it, then the References options are not displayed on its Content Information page. However, if a content item does contain one or more references or has links that reference it, or both, the References options are displayed.

You can click Show next to References to see if the content item references or is referenced by other content items, or both.

A.5.4.1 Hide Link References

This is the default display option for the Content Information page when the content item has applicable links associated with it.

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The References options are included on the page but the individual sections are not displayed. The Show option is activated. Click Show to open the References sections that list all applicable links associated with the content item.

A.5.4.2 Show Link References

Click Show to open the References sections that list all applicable links associated with the content item.

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The Links contained in this content item section lists all the links contained in this content item that reference other documents. The Links to this content item section lists all the links in documents that reference this content item. Links that are invalid or broken are listed using bold font. Click the Info icon in the Actions column to display the Link Info Page for that particular link.

When the References sections are open, the Hide option is activated. Click Hide to close the References sections and hides the lists of links.

A.5.5 Link Info Page

The Link Info page provides additional information about a link. The Content ID field contains an active link to the content item that contains this link.

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You can access this page from the Search Links Page or from the Content Information page.

A.6 Working with Content Items

This section describes the pages and options for working with content items.

This section covers the following topics:

A.6.1 Content Information Page

The content information page shows metadata and other information about a specific content item. You can access it from Search Results and the Actions menu or Info icon. For more information about user, group, and role access control list (ACL) fields, see Section A.4, "Access Control Lists (ACL)."

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For example, you can use this page to determine when a file was released or to see the content item's revision history.

Note:

Content Profiles can affect what content information is initially displayed on the Content Information page. If content meets a content profile defined by a system administrator, then only information meeting the profile criteria is displayed. If you are an administrator, an additional link for accessing the full content information is displayed in the page heading.

Element Description

Content ID

The unique identifier for the content item.

If your content server uses an Oracle database, all content IDs are converted to uppercase letters automatically.

Revision

The revision number of this revision.

Type

The category of the document.

Title

The descriptive name for the content item.

Author

The user who checked in this revision. Click the link to open your e-mail program with a new message addressed to this user.

Comments

Additional notes about the content item.

Security Group

An identifier that specifies access permission to the content item.

Account

An identifier that specifies access permission to the content item. This field is displayed only if accounts are enabled on your system.

Checked Out By

The user who has the content item checked out.

Status

The revision status indicating where the file is in its lifecycle.

Formats

The file format of the native file.

Web Location

The unique Web address for the Web-viewable file. Click the link to display the Web-viewable file.

Native File

The file name of the native file. Click the link to open or save a copy of the native file.

Discussion

Allows for the addition of a post to an associated threaded discussion of a content item. Associated discussions are stored as content items in Content Server, and identified by appending a _d to the end of the content ID of the item to which the discussion is associated. For example, an item with content ID 001 would have an associated discussion with content ID 001_d.

If you have a content item that has a document name that is within 1 of the database storage maximum, which is 30 by default, you cannot create a threaded discussion for it. Ask your administrator to increase the length of the field.

Create Discussion: Creates a new discussion item in Content Server, associated with the content item.

content_id_d (x item): Opens an existing discussion associated with the content item so you can add a new post. The number of posts is listed next to the discussion ID in parenthesis. For example, 001_d (4 items) means that four posts have been made in the discussion associated with content ID 001.

Revision History section

Shows the complete revision history of the content item.

Folder Path

This information is displayed only if the content item is represented as a file in the folders hierarchy.

Folder Path: Displays the path to the content item in the folders hierarchy. Click any folder in the path to display the content of the folder.

Show all shortcuts to this document: Displays the folder path to the location of each shortcut to the current content item.

Full Information

Displays the full content information page.

This link is displayed only if a content item meets criteria defined by the system administrator in a content profile rule and if you have administrator privileges.

Content Actions menu

Check Out: Checks out the content item and displays the Check-Out Confirmation Page. This option is displayed only if the content item is not checked out.

Undo Check Out: Cancels the content item check-out. This option is displayed only if the content item is checked out. You can undo check-out only on content items you checked out, or you must have Admin permission for the content item.

Update: Opens the Info Update Form, which enables you to change the content item's metadata.

Check In Similar: Displays the Content Check-In Form with metadata fields filled in to match the checked in content item.

Subscribe: Opens the Subscriptions Page, which enables you to be notified of new revisions to the content item. This button is displayed if you have not subscribed to the content item.

Unsubscribe: Cancels your subscription to the content item. This option is displayed if you have subscribed to the content item and no criteria subscriptions are enabled on your system.

Subscriptions: Opens the Subscriptions Page. This option is displayed if you have subscribed to the content item and criteria subscriptions are enabled on your system.

Check Out and Open: Opens the item directly in a WebDAV-compliant native application from Content Server. This option is available only on the current revision, and only if the optional Check Out and Open component is installed and configured.

Add to Folder: Add the content item to a selected folder as a file (primary link). This option is available only if the Folders component is enabled and only if a primary link to the content item does not yet exist in the folder hierarchy.

Add to Folder as Shortcut: Add the content item to a selected folder as a shortcut (secondary link). This option is available only if the Folders component is enabled.

Email menu

Send link by e-mail: Opens your e-mail program with a new message that contains a link to the URL (Web address) of the Web-viewable file.

Sign menu

This menu is displayed only if you have the Electronic Signature component enabled.

Sign Content: Opens the Sign Content Item Page, which enables you to provide an electronic signature for the selected revision.


A.6.2 Content Information - Signatures Tab

The signatures tab shows information about the all signatures for the content item revision selected on the content information page, including any associated workflows and the validation status of each signature. This page appears as a tab at the top of the Content Information Page if the content item revision selected on that page has one or more electronic signatures associated with it.

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Element Description

Content Item

This section displays basic content information, including the title, content ID, revision, and author.

Signature Listing

This section displays information about each signature for the revision selected on the Content Information page. If you choose All Revisions from the Change View menu, this section displays signature information for all revisions of the content item.

Your system administrator may also define additional signature metadata fields. This table describes the information provided by default.

Signature Details icon

Displays complete metadata for the associated signature.

Signed by

The full name of the user who signed the content item.

Date

The date on which the content item was signed.

Reason

The reason for the signature. This comment is provided by the user who signs the content item.

Workflow

If the signature is provided as part of workflow step, this column lists the name of the associated workflow.

Status

Indicates whether the signature is valid. Validation is displayed when you view the signatures for a single revision. This is the default.

Revision

Indicates the revision to which the signature applies. The revision replaces the Status column when you choose All Revisions from the Change View menu.

Change View menu

All Revisions: Updates the page to display signature information for all revisions of the content item with the currently selected revision in bold and surrounded by brackets.

Single Revision: Updates the page to display information for each signature for the revision selected on the Content Information page.

Search For File in Repository

Opens the Search for Local File Page to compare an external file in a local file system to all signed revisions of a content item.


A.6.3 Revision History

You can use the Revision History section of the Content Information Page to show and delete revisions of a content item.

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Element Description

Revision

Click a revision number to displays the Content Information Page for that revision.

Release Date

The date and time the revision was released.

Expiration Date

The date and time the revision is no longer available for searching or viewing in Content Server, if any.

Status

The revision status indicating where the file is in its lifecycle.

Actions

Click Delete to remove the revision from Content Server. You must have delete permission for the content item to delete a revision.


A.6.4 Work In Progress Page

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The Work In Progress page displays content items that are in the GenWWW or Done status. To access this page, click Work In Progress in the Content Management tray.

Element Description

Content ID

Click Content ID to display the Web-viewable file.

Title

Displays the title of the content item. Click the Content ID link to display the Web-viewable file.

Status

Displays the revision status of the content item.

Revision

Displays the revision number of the content item.

Actions menu

Displays a contextual menu allowing you to check out the content item or to display the Content Information Page for the content item.

Info icon

Displays the Content Information Page for the content item.


A.6.5 Info Update Form

You can use the Info Update Form change a content item's metadata without creating a new revision. Required fields are indicated by an asterisk (*). For more information about user, group, and role access control list (ACL) fields, see Section A.4, "Access Control Lists (ACL)."

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To access this page, select Update from the Actions list on the Content Information Page for a content item.

Element Definition

Content ID*

The unique identifier for the content item. You cannot change this value.

If your content server uses an Oracle database, all content IDs are converted to uppercase letters automatically.

Type*

The category of the file. You must select from a list of predefined values.

Title*

A descriptive name identifying the revision. The title you enter must be 249 or fewer characters in length.

Author*

The user who created or revised the content item.

Depending on how your system is set up, you might be able to select from a list of users. You can change this value only if you have administrative permission.

Security Group*

An identifier that specifies access permission to the content item. You can select from the list of predefined values.

Account

An identifier that specifies access permission to the content item. This field is displayed only if accounts are enabled for your system.

Revision

The revision number.

Comments

Additional notes about the content item. The maximum length is 255 characters.

Release Date

The date that the current revision was released to Content Server. You cannot change this value.

Expiration Date

The date and time that the revision is no longer available for searching or viewing in Content Server.

  • Upon expiration, the revision is not deleted, but only an administrator can access it.

  • If a value is entered, the date is required; the time is optional.

Submit Update

Saves the specified metadata.

Reset

Resets all metadata fields to their original values.


* Required metadata fields

A.6.6 Post Comment Form

If your system administrator enabled the ThreadedDiscussions component, you can access the Post Comment Form from numerous popup menus and links. Use this form to post a comment or reply to a comment on a content item.

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A.6.6.1 Discussion Form Menu

If your system administrator enabled the ThreadedDiscussions component, a new discussion form has the Original Content Info menu link only. After a discussion has been initiated, the Print View and Discussion Info menu links become available.

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The following table describes the menu options.

Menu Option Description

Print View

Opens a print view of the discussion that you can elect to print. A "printed by user" message prints at the top of the discussion page for you.

Discussion Info

Opens the Discussion Info Page for discussion content.

Original Content Info

Opens the Content Information page for the discussion content.


A.6.7 Discussion Info Page

If your system administrator enabled the ThreadedDiscussions component, the Discussion Info Page is a brief summary page about a discussion.

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This page is only for content type that is a discussion, as denoted by the "_d" suffix. Click Full Info to access the Content Information page.

To access the Post Comment Form for the discussion thread, click the Web Location link, which accesses the Threaded Discussion (hcsp) form.

A.6.8 Content Information Page with Discussion Field

If your system administrator enabled the ThreadedDiscussions component, the Content Information page contains the additional Discussion field.

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The Content Information Page for content that is a discussion itself does not contain the Discussion link, since it is the discussion.

A.6.9 Subscriptions Page

You can use the Subscriptions page to view your current subscriptions.

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To access this page, click My Subscriptions in the My Content Server tray.

Field Description

Locator Links

Active links below the page heading that provide a graphical representation of where the page is in the navigation hierarchy. Click a link to display the page named by the link.

Subscriptions

Displays the title of the content item. Click the title link to display the Web-viewable file.

Actions

Actions menu:

  • Content Information link: Displays the Content Information Page.

  • Unsubscribe link: Cancels your subscription to the content item. This link is displayed only if you subscribe to the content item.

Info icon: Display the Content Information Page.

Subscriptions Groups

Displays the subscription criteria for the content group.

Actions menu

Subscription Info link: Displays the Subscription Info Page.

Unsubscribe link: Cancels your subscription to the subscription group.

Info icon

Displays the Subscription Info Page.


A.6.10 Subscription Info Page

You can use the Subscription Info page to identify when you were subscribed to a file or group of files and when you were last notified about a new revision.

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To access this page, select Subscription Info from the Content Actions menu on the Content Information Page.

Field Description

Locator links

Active links below the page heading that provide a graphical representation of where the page is in the navigation hierarchy. Click a link to display the associated page.

Name

The name of the subscription.

Description

The description assigned by the system administrator.

Subscribed At

The date and time that you subscribed to the file or your system administrator subscribed you to the file.

Latest Notification At

The most recent date and time that you were sent an e-mail notification from this subscription.

Latest Notification Use At field

The most recent date and time that you accessed a content item from an e-mail notification from this subscription.

Subscription Criteria

Shows the criteria for the subscription.

Action

Click Unsubscribe to cancel your subscription.

Content ID

Shows the content IDs of the content items included in the subscription. Click a Content ID link to display the Web-viewable file.

Title

Shows the titles of the content item included in the subscription.

Actions menu

Content Information: Displays the Content Information Page.

Check In: (Seen if content is checked out by a user.) Displays the Content Check-In Form.

Check Out: (Seen if content is not checked out.) Checks out the item and displays the Check-Out Confirmation Page.

Check In Similar: Displays the Content Check-In Form with metadata fields filled in to match this content item.

Send link by e-mail: Opens a new e-mail with links to the content item's Web-viewable and native files, and the Content Information Page.

Info icon

Displays the Content Information Page.


A.6.11 Subscribe To "Item" Page

You can use the Subscribe To "Item" page to specify whether you want a file subscription or a criteria subscription.

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To access this page, select Subscribe from the Content Actions menu on the Content Information Page.

Element Description

Subscribe

Subscribes to the content item and not the group.

Subscriptions

Lists the criteria of the group to which the item belongs.

Actions menu

Subscription Info: Displays the Subscription Info Page.

Subscribe: Subscribes to the specified criteria group.

Info icon

Displays the Subscription Info Page.


A.6.12 Unsubscribe Page

You can use the Unsubscribe page to cancel the subscription to a content item or group.

Surrounding text describes unsubscribe_page2.gif.

To access this page, select Unsubscribe from the Content Actions menu on the Content Information Page.

Element Description

Subscriptions

Lists the criteria of the group to which the item belongs.

Actions menu

Subscription Info: Displays the Subscription Info Page.

Subscribe: Unsubscribes from the specified criteria group.

Info icon

Displays the Subscription Info Page.


A.6.13 Sign Content Item Page

Use the Sign Content Item page to sign a content item with an electronic signature that uniquely identifies the contents of the file at a particular revision and associates the revision with your user name and password. To sign a content item, select the content item revision on the Content Information Page and choose Sign Content from the Content Actions menu.

Note:

You can also sign a content item as part of a workflow approval step. For more information, see Section A.8.10, "Sign Workflow Content Item Page."

Surrounding text describes sign_content_item.gif.
Element Description

Content Item

This section displays basic content information, including the title, content ID, revision, and author.

Signature Information

This section displays fields for providing information about the user who signs the content item and other general information.

Your system administrator may also define additional signature metadata fields. This table describes the fields provided by default.

User Name

The user name of the current user. You must sign content items with the credentials of the current user.

Password

The password of the current user. You must provide a valid password to sign a content item. If the password is not valid, the operation is cancelled.

Reason

The reason for signing the content item.

Sign

Click to apply the electronic signature and display the Electronic Signature Confirmation page. Valid signatures for a content item revision are displayed on the Content Information - Signatures Tab.

Reset

Clears any user-supplied values on the page.


A.6.14 Search for Local File Page

Use the Search For Local File page to select and compare a file in a local file system to signed content item revisions to determine if the contents of the local file match any revisions.

You can validate an external file against the signed revisions of a single content item or against all signed content items in the system. To validate an local file against a single content item, click Search For Local File In Repository from the menu area on the Content Information Page for the content item.

To validate an local file against all signed content items in the system, click Search For Local File In Repository in the Content Management Tray.

Note:

The local file is compared to signed revisions only and only to those to which you have access.

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Element Description

Managed Content Reference

This section displays basic content information when searching for a specific content item and the message All Signed Items in System when searching all content items.

File Path

Displays the file path for the selected file. Click Browse to select a file.

Browse

Click to select a file from locally accessible file system.

Search

Click to compare the local file against the selected content item revisions and display the signature validation page that indicates whether the file successfully matches any signed content item revisions.

Reset

Clears any user-supplied values on the page.


A.7 Check-In and Check-Out Interface

This section describes the pages and options for checking content in and out of the Content Server.

This section covers the following topics:

A.7.1 Content Check-In Form

As a contributor, you can use the content check-in form to check files into Content Server. Required fields are indicated by an asterisk (*). For more information about user, group, and role access control list (ACL) fields, see Section A.4, "Access Control Lists (ACL)."

Surrounding text describes check_in_form2.gif.

To access this page, click New Check In on the top menu.

Tip:

Using a Content Profiles link in the My Content Server tray to check in or search for content can help you define and display the most critical metadata fields necessary for those tasks.

Element Definition

Type*

The category of the file. You must select from a list of predefined values.

Folder

To include the content item in the Folders hierarchy, click Browse, and select a folder from the hierarchy with the Choose a Folder window. You must browse for the folder (you cannot enter the path manually into the Folder field.)

This field is available only if Folders (FrameworkFolders component) is enabled.

Title*

A descriptive name identifying the revision. The title you enter must be 249 or fewer characters in length.

Author*

The user who created or revised the content item.

Depending on how your system is set up, you might be able to select from a list of users. You can change this value only if you have administrative permission.

Security Group*

The security group is a set of files with the same access permission.

Account

An identifier that specifies access permission to the content item. This field is displayed only if accounts are enabled for your system.

Primary File*

The path and file name of the native file to check in.

  • Maximum length is 80 characters.

  • The maximum file extension length (after the period) is eight characters.

  • Click Browse to navigate to and select the file.

Upload Multiple Files

Selected: Click Browse to open the Upload Files window and select the files to be included in the primary ZIP file.

Clear: Click Browse to open the standard file selection window.

This check box appears only if the system administrator has enabled the upload applet and you have selected the Enable Upload Applet check box in your User Profile Page.

Format*

The application format for the file name entered in the Primary File field.

  • This field appears only if it has been enabled by the system administrator.

  • If the use default option is selected, Content Server converts the file format based on its file name extension. For example, test.doc is a Word file, test.xls is an Excel file, and so on.

  • If any other option is selected, Content Server ignores the file extension and uses the selected format to determine how to convert the file.

Alternate File

The path and file name of an alternate, Web-viewable file or a file that can be converted to Web-viewable format.

  • The file extension (after the period) cannot be the same as that of the primary file (for example, both files cannot end in .doc).

  • Maximum length is 80 characters.

  • The maximum file extension length (after the period) is eight characters.

  • Click Browse to navigate to and select the file.

Upload Multiple Files

Selected: Click Browse to open the Upload Files window and select the files to be included in the alternate ZIP file.

Clear: Click Browse to open the standard file selection window.

This check box appears only if the system administrator has enabled the upload applet and you have selected the Enable Upload Applet check box in your User Profile Page.

Format

The application format for the file name entered in the Alternate File field.

  • This field appears only if it has been enabled by the system administrator.

  • If the use default option is selected, Content Server converts the file format based on its file name extension. For example, test.doc is a Word file, test.xls is an Excel file, and so on.

  • If any other option is selected, Content Server ignores the file extension and uses the selected format to determine how to convert the file.

Content ID

The unique identifier for the content item.

  • Duplicate names are not allowed.

  • Maximum length is 30 characters.

  • The following are not acceptable: spaces, tabs, line feeds, carriage returns, and the symbols ; ^ ? : @ & + " # % < > * ~ |

If a content ID is filled in or if this field is not displayed, the system is set up to generate content IDs automatically.

If your content server uses an Oracle database, all content IDs are automatically converted to uppercase letters.

Revision*

The revision increments automatically with each check-in of the content item, so generally, you should not change this value.

Comments

Additional notes about the file.

  • Maximum length is 255 characters.

Profile

Select a profile to associate with the content item. The selected profile is used by default when you display or change metadata information for the content item. Profiles are available only if provided by your administrator.

Release Date*

The date and time that the revision is available for viewing in Content Server.

  • Defaults to the date and time the file is checked in.

  • If another date is entered, the revision remains in Done status until the specified date. For details, refer to Section 4.1.2, "Revision Status."

  • The date is required; the time is optional.

Expiration Date

The date and time that the content item is no longer available for viewing in Content Server.

  • Upon expiration, the revision is not deleted, but only an administrator cam access it.

  • If a value is entered, the date is required; the time is optional.

By default, all revisions of the content item expire when the current revision expires.

Custom fields

Any custom metadata fields for your system are displayed on this page.


* Required metadata fields

A.7.2 Dynamic Converter Check-In Fields

When the Dynamic Converter option is enabled, there are additional metadata fields that are displayed for new and existing content items. For more detailed information about the Dynamic Converter product, refer to the applicable administration and template editor guides.

When you check in a new form, the Template Format metadata field is included on the Content Check-In Form. The available options are:

  • Classic HTML Conversion Template: the template editor from the earlier version of Dynamic Converter

  • HTML Conversion Template: the current template editor

Surrounding text describes dc_newcheckin.gif.

When you check in an existing template, the Template Type field is included. The available options are:

  • Classic HTML Conversion Template

  • Classic HTML Conversion Layout

  • Script Template

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A.7.3 Check-In Confirmation Page

The check-in confirmation page opens after you have checked in a content item successfully.

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Element Description

Content ID

The unique content ID that you entered during check-in or that was generated automatically by the system.

Content Info

Displays the Content Information Page for the content item.

Title

The title of the content item that you checked in.

Checked in by

The login you used to check in the file.

Check In Similar

Displays the Content Check-In Form with metadata fields filled in to match the checked in content item.


A.7.4 Upload Files Window

You can use the Upload Files window to create a ZIP file as the primary or alternate file that is checked in to Content Server.

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To access this window, select an Upload Multiple Files check box on the Content Check-In Form, and click Browse.

Element Description

Zip Name

The name of the ZIP file that is checked in to the Content Server repository.

Files to Upload

Lists the files that are included in the ZIP file.

Select File

Opens the Select File Window that you can use to select individual files.

Select Multiple

Opens the Select Files Window that you can use to select multiple files from the same directory.

Delete

Deletes the selected files from the Files to Upload list.


A.7.5 Checked-Out Content for User Page

You can use the Checked-Out Content for User page to identify which files are checked out by the current user.

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To access this page, click My Checked-Out Content in the My Content Server tray.

Element Description

Content ID

Click the Content ID link to display the Web-viewable file.

Title

Displays the title of the content item.

Checked Out By

Displays the user name of the person who has checked out the content item.

Actions menu

Displays a contextual menu allowing you to display the Content Information Page, check in the content item, or undo the check-out of the content item, depending on your access rights.

Info icon

Displays the Content Information Page for the content item.


A.7.6 Check-Out Confirmation Page

The Check-Out Confirmation page opens after you have checked out a single content item successfully.

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Element Description

Title

The title of the content item that you checked out.

Content ID

The content ID of the file that you checked out.

Checked Out By

The login you used to check out the file.

Download native file

Enables you to open or save a copy of the native file.

Check In

Displays the Checked-Out Content Page.


A.7.7 Checked-Out Content Page

You can use the checked-out content page to identify which files are checked out.

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To access this page, click Checked Out Content on the Content Management tray.

Element Description

Content ID

Click the Content ID link to display the Web-viewable file.

Title

Displays the title of the content item.

Checked Out By

Displays the user name of the person who has checked out the content item.

Actions menu

Displays a contextual menu allowing you to display the Content Information Page, check in the content item, or undo the check-out of the content item, depending on your access rights.

Info icon

Displays the Content Information Page for the content item.


A.7.8 Download Files Window

You can use the Download Files window to specify download options and the target directories for files downloaded from Content Server.

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To access this window, click Download on the Search Results Page.

Element Description

Content ID

The content ID of the file.

Title

The descriptive title of the content item.

Web Viewable

The path and file name of the content item's Web-viewable file.

Native

The file name of the content item's native file. This field fills in when the Native option is selected.

Type of file to download

Web Viewable: Specifies that the Web-viewable file is to be downloaded.

Native: Specifies that the native file is to be downloaded.

Extract zip file contents

Selected: Files in ZIP format are extracted when they are downloaded.

Clear: Files in ZIP format are downloaded as is.

Check out file

Selected: Content items are checked out and downloaded.

Clear: Content items are downloaded but not be checked out.

This check box is available only when the Native option is selected.

Download Location

The directory and file name where the current file is copied. Click Browse to navigate to and select the directory.

Progress bar

Shows the progress of the download as a percentage.

Download

Downloads the current file to the specified directory.

Download All

Downloads all files that have not been skipped to the specified directory.

This button is not displayed if only one file was selected on the search results page.

Skip

Excludes the current file from the download.

This button is not displayed if only one file was selected on the search results page.


A.7.9 Download Results Summary

The download results summary displays a log of the downloaded files.

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This window opens when the download process is complete.

A.8 Workflow Interface

This section describes the pages and options for processing workflows.

This section covers the following topics:

A.8.1 Workflow Started Notification

A workflow started notification message is e-mailed to you when you are assigned to check in a new file for a basic workflow.

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This is an automated message that you can use to identify the file to check in and other workflow information.

Element Description

Workflow Name

Identifies the workflow.

Started By

Opens an e-mail to the person who initiated the workflow.

Message

Displays a message from the person who initiated the workflow.

Review workflow content

Opens the Workflow Content Items Page.


A.8.2 Workflow Review Notification Message

A workflow review notification message is e-mailed to you when you are assigned to review a revision in a workflow.

Surrounding text describes basic_step_02.gif.

It is an automated message that you can use to identify some workflow characteristics.

Element Description

Workflow Name

Identifies the workflow.

Workflow Step

Identifies the current step in the workflow.

Content Item

Identifies the content item or items in the workflow.

Review workflow item

Opens the Workflow Review Page.


A.8.3 Workflow Content Items Page

You can use the Workflow Content Items page to identify which action to perform in the workflow.

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To access this page, click the Review Workflow Content link on a Workflow Started Notification or open the Content Management tray, click Active Workflows, and then the workflow name on the Active Workflows Page.

Element Description

Locator links

Active links below the page heading that provide a graphical representation of where the page is in the navigation hierarchy. Click a link to display the associated page.

Content ID

Click the content ID to display the Web-viewable file.

Title

The title of the content.

Status

The status of the revision.

Step Name

The name of the current workflow step.

Actions menu

Displays the actions (if any) that you can take on the content item:

Workflow Review: Displays the Workflow Review Page.

Approve: Approves the revision.

Reject: Rejects the revision and displays the Reject Content Item Page.

Content Info: Displays the Content Information Page for the revision.

Workflow Info: Displays the Workflow Info For Item Page for the revision.

Sign and Approve: Opens the Sign Workflow Content Item Page, which enables you to provide an electronic signature for the selected revision.

Info icon

Displays the Workflow Review Page for the content item.


Note:

Content security can affect the Workflow Content Items page. For example, if 2 content items are included in one workflow to which you are assigned, but one item belongs to a security account to which you do not have access, that item is not displayed on the Workflow Content Items page. It is displayed on the Workflow in Queue Page, but without providing access to the content or content information. This view ensures that a workflow to which you are assigned does not get held up because you are unaware of your responsibility.

A.8.4 Reject Content Item Page

You can use the Reject Content Item page to explain why you are rejecting a workflow revision.

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This page opens automatically when you reject a workflow item.

Element Description

Locator links

Active links below the page heading that provide a graphical representation of where the page is in the navigation hierarchy. Click a link to display the associated page.

Workflow

The name of the current workflow.

Workflow Step

The name of the current workflow step.

Content ID

The content ID of the content item.

Title

The title of the revision.

Type

The value associated with the Type metadata field.

Author

The login associated with the user who checked in the file.

Security Group

The security group associated with the content item.

Format

The formats corresponding to the file.

Revision

The current revision of the content item.

Message

Enables you to enter an explanation for why you are rejecting the revision. Include what must be done to ensure that the revision is approved in the future.

Reject

Sends a Workflow Content Item Reject Notification to the previous contributor in the workflow.


A.8.5 Workflow Content Item Reject Notification

When you reject a revision and fill out the Reject Content Item Page, this e-mail message is automatically sent to users assigned to the previous contribution step in the workflow.

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The workflow content item reject notification message identifies who rejected the revision and why it was rejected.

Element Description

Workflow Name

The name of the workflow.

Content ID

The content ID of the rejected item.

Title

The title of the rejected item.

Rejected By

The user name of the person rejecting the item. Click to send an e-mail to the person.

Message

The message sent by the person rejecting the item.

Review workflow content

Opens the Workflow Content Items Page.


A.8.6 Active Workflows Page

You can use the Active Workflows page to view a list of all active workflows in the system.

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To access this page, click Active Workflows on the Content Management tray.

Element Description

Workflow Name

The names of the active workflows in the corresponding security group. Click a link to open the Workflow Content Items Page.

Description

A description of the workflow

My Workflow Assignments

Displays the Workflow in Queue Page.


Note:

Content security can affect the Workflow Content Items page. For example, if 2 content items are included in one workflow to which you are assigned, but one item belongs to a security account to which you do not have access, that item is not displayed on the Workflow Content Items page. It is displayed on the Workflow in Queue page, but without providing access to the content or content information. This view ensures that a workflow to which you are assigned does not get held up because you are unaware of your responsibility.

A.8.7 Workflow in Queue Page

To access this page, click My Workflow Assignments in the My Content Server tray.

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You can use the Workflow in Queue page to view a list of all content items that you must review.

Element Description

Locator links

Displays a hierarchical navigation structure within Content Server. Located just below the page heading.

Content ID

Displays the content ID and the title of each workflow item. Click the content ID link to open the Web-viewable file.

Title

The title of the workflow.

Enter Date

The date and time that the content item entered the current step.

Actions menu

Displays the actions (if any) that you can take on the content item:

Workflow Review: Displays the Workflow Review Page.

Approve: Approves the revision.

Reject: Rejects the revision and displays the Reject Content Item Page.

Content Info: Displays the Content Information Page for the revision.

Workflow Info: Displays the Workflow Info For Item Page for the revision.

Workflow Content Items: Displays the Workflow Content Items Page for the revision.

Remove from Queue: Removes the content item from the Workflow in Queue page. (The content item is not deleted from the workflow.)

Info icon

Displays the Workflow Review Page.


Note:

Content security can affect access to content on the Workflow in Queue page. For example, if 2 content items are included in one workflow to which you are assigned, but one item belongs to a security account to which you do not have access, that item is displayed on the Workflow in Queue page, but without providing access to the content or content information. This view ensures that a workflow to which you are assigned does not get held up because you are unaware of your responsibility.

A.8.8 Workflow Info For Item Page

You can use the Workflow Info For Item page to identify where a revision is in the current workflow and to view the workflow history.

Surrounding text describes workflow_info2.gif.

To access this page, select Workflow Info from the contextual menu in the Actions column on the Workflow Content Items Page or the Workflow in Queue Page, or click Workflow Info on the Workflow Review Page.

Element Description

Locator links

Displays a hierarchical navigation structure within Content Server. Located just below the page heading.

Title

The title of the content item.

Revision

The current revision of the content item.

Type

The value associated with the Type metadata field.

Author

The login associated with the user who checked in the file.

Workflow Name

The name of the current workflow.

Workflow Steps

Lists all of the workflow steps. The current workflow step is in boldface type. The type of workflow step is shown in parentheses.

Current Step

The current workflow step.

Approved By

Lists the logins of the users who have approved the revision at the current workflow step.

Required Approvals

Shows how many approvals are required at the current workflow step.

Remaining Reviewers

Lists the users who have yet to review the revision for the current step.

Current Step's Additional Exit Condition

Lists additional conditions beyond required approvals that must be met for the workflow step to be completed.

Workflow Content Action History

Lists the actions that have been performed on the revision during the current workflow process.

Workflow Name

The name of the workflow or sub-workflow.

Step

The name of the workflow step.

Action

The action that was performed on the revision.

Action Date

The date and time that the action was performed.

Users

The users that performed the action.


A.8.9 Workflow Review Page

The Workflow Review page offers several options for viewing and taking action on content in a workflow to which you have a responsibility.

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To access this page, click Review Workflow Item on the Workflow Review Notification Message or select Workflow Review from the contextual menus in the Actions column on the Workflow Content Items Page or the Workflow in Queue Page.

Element Description

Instructions field

Displays instructions on how to proceed with the workflow.

Tasks links

Links to specific tasks you can perform in the workflow.

Approve: Approves the revision.

Reject: Rejects the revision and displays the Reject Content Item Page.

Check Out: Checks out a file and displays the Check-In Confirmation Page. This link is displayed only if the current step is a reviewer/contributor step.

Renditions

Links to specific tasks you can perform in the workflow.

Web Viewable: Opens a version of the item in a format viewable in your browser, provided your system administrator has configured Content Server to convert the item.

Native File: Opens the item in your browser using the native application.

Links

Links to information relating to the item or workflow.

Content Info: Displays the Content Information Page for the revision.

Workflow Info: Displays the Workflow Info For Item Page for the revision.

Get Native File: Prompts for you to open the item in its native application, or save a copy of the item in its native format.

My Workflow Assignments: Displays the Workflow in Queue Page.


A.8.10 Sign Workflow Content Item Page

Use the Sign Workflow Content Item page to sign and approve a content item with an electronic signature that uniquely identifies the contents of the file at a particular revision and associates the revision with your user name and password. To sign and approve a content item in workflow, choose Sign and Approve from the Content Actions menu on the Workflow Content Items Page.

Surrounding text describes sign_workflow_item.gif.
Element Description

Content Item

This section displays basic content information, including the title, content ID, revision, and author.

Workflow Information

This section displays the name of the current workflow and step.

Signature Information

This section displays fields for providing information about the user who signs the content item and other general information.

Your system administrator may also define additional signature metadata fields. This table describes the fields provided by default.

User Name

The user name of the current user. You must sign content items with the credentials of the current user.

Password

The password of the current user. You must provide a valid password to sign a content item. If the password is not valid, the operation is cancelled and the workflow step remains unapproved.

Reason

The reason for signing the content item.

Sign and Approve

Click to apply the electronic signature and display the Electronic Signature Confirmation page. Valid signatures for a content item revision are displayed on the Content Information - Signatures Tab.

Reset

Clears any user-supplied values on the page.


A.9 Contribution Folders Interface

This section describes the windows and options for working with Contribution Folders.

This section covers the following topics:

A.9.1 Contribution Folders Link

When Contribution Folders (Folders_g component) is enabled, a new Contribution Folders link appears in the Browse Content tray.

Click this link to open the top-level Exploring Contribution Folders.

Click the plus symbol to display links to the Exploring Contribution Folders for the top-level folders in the hierarchy.

A.9.2 My Folder Configuration Link

When Contribution Folders (Folders_g component) is enabled, a My Folder Configuration link appears in the My Content Server tray. Click this link to display links to the Default Information Field Configuration Page and Revision Information Field Configuration Page.Click this link to open the Folder Configuration Page.

A.9.3 User Profile Page

When Contribution Folders (Folders_g component) is enabled, a Folder Configuration for user button appears on the User Profile page. Click this button to open the Folder Configuration Page.

Surrounding text describes user_profile.gif.

A.9.4 Folder Configuration Page

The Folder Configuration page enables the user to configure their contribution folder interface. To access this page, do one of the following:

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Element Description

Content Style

Native: The native file is displayed when the user clicks a content item in a folder.

Web Viewable (Browse only): The Web-viewable file is displayed when the user clicks a content item in a folder. The user cannot perform any folder operations when this option is selected.

Hierarchical Virtual Folder Options

Show hidden when browsing: When selected, hidden folders and content items are displayed and identified with a dimmed icon; users can still see and work with hidden items. If not selected, hidden folders and content items do not appear in the folder hierarchy.

Remove items immediately when deleted: When selected, items are deleted immediately (not moved to the Trash folder). If not selected, deleted items are first moved to the Trash folder.

Show only items that user has deleted in trash virtual folder: When selected, only items that the current user has deleted are displayed the Trash folder. If not selected, all items in the Trash folder are displayed.

Update

Applies any changes to the system.

Reset

Resets the options to the last saved condition.

Default Information Field Configuration for User

Displays the Default Information Field Configuration Page.

Revision Information Field Configuration for user

Displays the Revision Information Field Configuration Page.


A.9.5 Default Information Field Configuration Page

The Default Information Field Configuration page defines the default metadata values to apply to new content (not subsequent revisions) that the user checks in through a contribution folder. For more information about user, group, and role access control list (ACL) fields, see Section A.4, "Access Control Lists (ACL)."

Important:

These default settings only apply to content that you paste through the WebDAV interface. They do not apply if you add new content to the folder through the Web browser.

To access this page, do one of the following:

  • In the My Content Server tray, expand the Folder Configuration for user link and click Default Information Field Configuration for user.

  • Click Default Information Field Configuration for user on the Folder Configuration Page.

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Element Description

Information

Define the metadata values that are applied to new content (not subsequent revisions) checked in through a contribution folder if values are not defined for the folder.

These metadata values are applied only on initial check-in; these settings do not affect revisions to existing content.

  • You can use Idoc Script in any of the information fields.

  • The default Idoc Script in the Release Date field (<$dateCurrent()$>) applies the current release date and time to content item revisions.

  • Although the Release Date field is required, Content Server automatically uses the current date and time if this field1 is left blank.

  • You can specify values for the Trash Delete fields, but they are overwritten with their current field values at the moment the content item is actually deleted. It is therefore recommended that you leave these fields empty.

Update

Applies changes to the user's profile.

Reset

Resets the fields to the last saved values.


A.9.6 Revision Information Field Configuration Page

The Revision Information Field Configuration page defines the default metadata values to apply to revisions (not new content items) that the user checks in through a contribution folder. For more information about user, group, and role access control list (ACL) fields, see Section A.4, "Access Control Lists (ACL)."

Important:

These default settings only apply to revisions that are pasted through the WebDAV interface. They do not apply if revisions are added to the folder through the Web browser.

To access this page, do one of the following:

  • In the My Content Server tray, expand Folder Configuration for user and click Revision Information Field Configuration for user.

  • Click Revision Information Field Configuration for user on the Folder Configuration Page.

Surrounding text describes revision_info_field_config.gif.
Element Description

Information

Define the metadata values that are applied to content revisions (not new content items) checked in through a contribution folder if values are not defined for the folder.

  • You can use Idoc Script in any of the information fields.

  • The default Idoc Script in the Release Date field (<$dateCurrent()$>) applies the current release date and time to content item revisions.

  • Although the Release Date field is required, Content Server automatically uses the previous revision's release date and time if this field is left blank.

  • You can specify values for the Trash Delete fields, but they are overwritten with their current field values at the moment the content item is actually deleted. It is therefore recommended that you leave these fields empty.

Update

Applies changes to the user's profile.

Reset

Resets the fields to the last saved values.


A.9.7 Exploring Contribution Folders

The exploring contribution folders pages are used to work with contribution folders within the hierarchy. To access a folder exploring page, click the folder link under the Contribution Folders Link, or click the folder link on another folder exploring page.

You can customize the look and feel of your exploring pages from your user profile page.

Depending on how the system administrator set up the system, long display lists can be spread over multiple pages. Navigation links are then provided to move between pages.

Surrounding text describes exploring_page.gif.
Element Description

Folder path

Displays the folder hierarchy for the current folder. Click a link to open the exploring page for that folder.

Change View menu

Classic View: Displays the folder contents in the pre-7.0 format.

Thumbnail View: Displays the folder contents as icons.

Headline View: Displays the folder contents in a table.

Item Actions menu

Select All: Selects all items in the displayed list (that is, all Select check boxes are selected).

Unselect All: Unselects all items in the displayed list (that is, all Select check boxes are cleared).

Move: Opens the Browsing Window that you can use to select the target folder for the current folder. This action appears only when the system administrator has enabled the Move function.

Delete: If the Trash Bin function is enabled, this action moves the folder and its contents to the Trash folder. If the Trash Bin function is not enabled, this action permanently deletes the current folder, its subfolders, and all revisions of all content items in the folders. This action appears only when the system administrator has enabled the Delete function.

Open Web Folder: If the Web Folder feature is enabled, displays the current folder as a WebDAV contribution folder in Windows Explorer.

New Item menu

New Folder (for contributors only): Opens the Hierarchy Folder Configuration Page you use to create a folder. This option is not available for guest users.

New Content (for contributors only): Opens the content check-in form, with the current folder's default metadata filled in. This option is not available for guest users.

Info menu

Opens the Hierarchical Folder Information Page.

Select

Selected: The folder or content item will be moved or deleted.

Clear: The folder or content item is not affected by the move or delete operation.

Name

Folder link: Displays the exploring page for the folder.

File link: Displays the Web-viewable file or the File Download dialog, depending on which content style you selected on the Folder Configuration Page.

File Size

Displays the size of the content item.

Release Date

Displays the release date of the content item.

Author

Displays the author of the content item.

Actions menu (folders)

Folder Information: Opens the Hierarchical Folder Information Page.

Create Shortcut: Opens the Browsing Window that you can use to select the target folder for a shortcut link to the current folder.

Move: Opens the Browsing Window that you can use to select the target folder for the current folder. This action appears only when the system administrator has enabled the Move function.

Delete: If the Trash Bin function is enabled, this action moves the folder and its contents to the Trash folder. If the Trash Bin function is not enabled, this action permanently deletes the current folder, its subfolders, and all revisions of all content items in the folders. This action appears only when the system administrator has enabled the Delete function.

Actions menu (files)

Content Information: Opens the content information page.

Check Out: Checks out content item and displays the check-out confirmation page.

Get Native File: Prompts you to open the item in its native application, or save a copy of the item in its native format.

Check In Similar: Displays the content check-in form, with metadata field filled in to match the current content item.

Send link by e-mail: Opens the default mail client and automatically generates the Web-Viewable link and Native File link paths in the message area.

Create Shortcut: Opens the Browsing Window that you can use to select the target folder for a shortcut link to the content item.

Move: Opens the Browsing Window that you can use to select the target folder for the content item. This action appears only when the system administrator has enabled the Move function.

Delete: If the Trash Bin function is enabled, this action moves the content item to the Trash folder. If the Trash Bin function is not enabled, this action permanently deletes all revisions of the content item. This action appears only when the system administrator has enabled the Delete function.

Add to Folder: Adds the content item to a selected folder as a new content item.

Add to Folder as Shortcut: Add the content item to a selected folder as a shortcut.

Info icon

Opens the Hierarchical Folder Information Page for the contribution folder or the content information page for the content item.


A.9.8 Trash Exploring Page

You can use the Trash exploring page to work with folders and content items deleted from contribution folders. To access this page, click Trash under the Contribution Folders Link. You can customize the look and feel of your Trash exploring page from your user profile page. The system administrator must have enabled the Trash Bin function for the Trash exploring page to be available.

With only one exception, the descriptions applicable list options for each of the features on the Trash Exploring page are identical to those for the Exploring Contribution Folders. The Actions menu for both folders and content items includes a Restore option. Select the Restore option to return the item to its original parent folder. If the original parent folder has been deleted and is still in the Trash folder, the restored item are moved to the original folder. If the original folder has been permanently deleted, you cannot restore the item.

Surrounding text describes trash_exploring.gif.

A.9.9 Browsing Window

You can use the Browsing window to select a target folder for moving items, creating shortcuts, and specifying local folders with contribution folders. To access this window, do one of the following:

Surrounding text describes browse_dialog.gif.
Element Description

Folder

Click a folder to open any subfolders.

OK

Selects the open folder as the target folder. (Lower-level folders are displayed, but only the open folder is active.)

Cancel

Closes the Browsing window without any selection of a folder.


A.9.10 Hierarchical Folder Information Page

You can use the Hierarchical Folder Information page to view information on a contribution folder. There are two ways to access this page:

The page shows the default metadata for the current contribution folder, and, in the case of deleted folders, information about the delete action. For more information about user, group, and role access control list (ACL) fields, see Section A.4, "Access Control Lists (ACL)."

Surrounding text describes hierarchical_folder_info.gif.
Element Description

Virtual Folder Name

The name of the contribution folder.

Virtual Folder Owner

The user name of the folder's owner. This user can change the folder metadata and delete the folder.

Folder Information

Display the metadata values for the folder and content items that are checked in through this folder.

These metadata values are applied only on initial content check-in; these settings do not affect revisions to existing content.

Hidden

True hides the folder. Users see a dimmed folder icon if they have permission to the folder's security group and they have selected the "Show hidden when browsing" check box on the Folder Configuration Page. Otherwise, the folder is not visible in the folder hierarchy.

False makes the folder visible to all users who have permission to the folder's security group.

This field appears only when the system administrator has enabled the Hide/Unhide feature.

The Hide/Unhide icons are only visible in the Classic layout. Instead, the Trays and Top menus layouts use the metadata fields ReadOnly and Hidden on the folder information page.

Inhibit Propagation

True prevents metadata changes to the folder during metadata propagation from a higher-level folder.

False includes the folder in metadata propagation from a higher-level folder.

Read Only

True prevents renaming, moving, or deleting the folder or content items in that folder. You can still check in content and update folder metadata.

False makes all folder operations available.

This field appears only when the system administrator has enabled the Read Only feature.

Trash Delete Date

For deleted folders, this field shows when the folder was deleted.

This field appears only when the system administrator has enabled the Trash Bin feature.

Trash Delete Location

For deleted folders, this field shows the location of the folder before it was deleted.

This field appears only when the system administrator has enabled the Trash Bin feature.

Trash Delete Old Name

For deleted folders, this field shows the name of the folder before it was deleted.

This field appears only when the system administrator has enabled the Trash Bin feature.

Trash Deleter

For deleted folders, this field shows the name of the user who deleted the folder.

This field appears only when the system administrator has enabled the Trash Bin feature.

Actions menu

Update: Opens the Hierarchy Folder Configuration Page.

Create Shortcut: Opens the Browsing Window that you can use to select the target folder for a shortcut link to the current folder.

Propagate: Propagates the folder's default metadata values to uninhibited subfolders and content items.


A.9.11 Hierarchy Folder Configuration Page

You can use the Hierarchy Folder Configuration page to define or modify contribution folders. For more information about user, group, and role access control list (ACL) fields, see Section A.4, "Access Control Lists (ACL)."

Surrounding text describes add_hierarchy_folder.gif.
Element Description

Virtual Folder Name

The name of the contribution folder.

Owner

The user name of the folder's owner. This user can change the folder metadata and delete the folder.

Folder Information

Define the metadata values for the folder and any content items that are checked in through this folder.

These metadata values are applied only on initial content check-in; these settings do not affect revisions to existing content.

Hidden

True hides the folder. Users see a dimmed folder icon if they have permission to the folder's security group and they have selected the "Show hidden when browsing" check box on the Folder Configuration Page.

False makes the folder visible to all users who have permission to the folder's security group.

This field appears only when the system administrator has enabled the Hide/Unhide feature.

The Hide/Unhide icons are only visible in the Classic layout. Rather than icons, the Trays and Top Menus layouts use the metadata fields ReadOnly and Hidden on the folder information page.

Inhibit Propagation

True prevents metadata changes to the folder during metadata propagation from a higher-level folder.

False includes the folder in metadata propagation from a higher-level folder.

Read Only

True prevents renaming, moving, or deleting the folder or content items in that folder. You can still check in content and update folder metadata.

False makes all folder operations available.

This field appears only when the system administrator has enabled the Read Only feature.

Trash Delete Date

Trash Delete Location

Trash Delete Old Name

Trash Deleter

You can specify values for these fields, but they are overwritten with their current field values at the moment the contribution folder is actually deleted. It is therefore recommended that you leave these fields empty.

These fields appear only when the system administrator has enabled the Trash Bin feature.

Save

Saves the new contribution folder.

This button appears only when you create a new folder.

Submit Update

Saves the changes to the contribution folder.

This button appears only when you modify an existing folder.

Reset

Resets the fields to the last saved definition of the contribution folder.

This button appears only when you modify an existing folder.


A.10 Folders Interface

This section covers the following topics:

A.10.1 Exploring Folders

The Browse Content tray includes a Folders link. To expand or collapse a particular level in the folder hierarchy, click the plus or minus icon next to the folder name in the Browse Content tray. To view the contents of a folder, click the folder name.

Note:

Individual folders are displayed only if you have Read privileges for that folder.

When you open a folder, its contents are displayed in the content area with folders in the top portion and content items in the bottom portion. Page menus provide options for adding folders and folder content and for managing metadata for the current folder. Folder menus provide options for managing selected items (folders or content items) in the current folder. An Actions menu for individual folder and content items provide options for managing the associated item.

Folders with many content items display their content over multiple pages. You can use the navigation options at the bottom of the folder listing to move between pages or to display all items at one time.

A.10.1.1 Page Actions and Menus

The menus at the top of the folder explorer page provide options for the current folder, including options to add subfolders and content items and to manage metadata for the current folder.

Element Description

Folder path

Shows the path for the current folder. Click any folder in the path to open that folder. To display the root folder, click the initial "/".

View menu

All Items: Shows all content items, regardless of their state. These can include documents that are still in workflow.

Published Items: Shows only released content items.

Add menu

New Folder: Name and create a new folder with the Folder Editing Form. With this form, you can also specify security and other metadata values.

New Query Folder: Name and create a new query folder with the Folder Editing Form. You can also use this form to specify security and other metadata values.

For query folders, you can define the query used to populate the folder and specify sorting criteria for the query results. You can use a pre-defined search profile or define a search with any available search form.

New Retention Query Folder: Name and create a new query folder with the Folder Editing Form. You can also use this form to specify security, retention rules for the folder contents, and other metadata values.

New Content Item: Add a new content item to the repository and add a primary link in the current folder with the Content Check-In Form. This form includes metadata values for the new content item including the name of the item in the current folder.

Existing Content Item: Add a primary link in the current folder to a repository content item you locate with the available search forms.

Edit menu

Folder Information: View and update folder metadata with the Folder Editing Form. This option is available only if you have permission to modify the folder metadata.

Metadata Values: View and update default metadata values and metadata rules for the current folder with the Editing Default Metadata Values Page. This option is not available with query folders.

Propagate: Propagate selected, specified metadata values to the items in the current folder, including subfolders, with the Propagate Page.

Search menu

Folders: Search for a folder in a selected folder with the Folder/File Search Form.

Files: Search for a file in a selected folder with the Folder/File Search Form.


A.10.1.2 Folder Actions and Menus

Folder menus provide options for managing selected items (folders or content items) in the current folder. A check mark in the check box next to an item selects the item. Actions you choose from the Actions menu apply to all selected items.

Element Description

Select menu

All: Select all folders and folder shortcuts (in the top portion of the window) and all content items and content item links (in the bottom portion of the window.)

All Folders: Select all folders and folder shortcuts.

All Files: Select all content items and content item links.

None: Deselect any selected items.

Actions menu

All options in this menu prompt you to verify your choices before initiating the action.

Move: Specify where to move the selected items with the Choose a Destination Window.

Copy: Specify where to copy the selected items with the Choose a Destination Window. Items you select to copy remain selected after the copy operation completes until you explicitly reset them or navigate to another folder or view.

Delete: Remove the selected items from the folders interface. Content items you delete are expired in the content repository.

Remove From Folder: Remove the selected items from the folder hierarchy, but leave the associated items in the repository. You cannot remove folders or folder shortcuts.

Select check box

Select one or more items to manage. The actions you choose from the folder Actions menu apply to all selected items.


A.10.1.3 Folder Item Actions

The individual subfolders within a folder each provide a list of actions you can perform for that item, such as view or change metadata and copy or delete the folder. To access the Actions menu for a folder or folder shortcut, click the list icon next to the folder name. Some actions are only available with folders, folder shortcuts, or query folders.

Element Description

View Shortcut Information

View folder shortcut metadata with the (Folder) Shortcut Information Page. This option is available for shortcuts only.

Update Folder Information

View and update folder metadata with the Folder Editing Form.

Create Shortcut

Create and name a shortcut to the current folder and select the folder where the shortcut resides with the Create Shortcut Window. This item is not available for folder shortcuts.

Rename

Specify a new name for the associated folder or shortcut. You can also rename the folder (and change other metadata items) with the Folder Editing Form.

Move

Specify where to move the associated folder and its contents with the Choose a Destination Window.

Copy

Specify where to copy the associated folder and its contents with the Choose a Destination Window.

Delete

Remove the selected items from the folder hierarchy and expire any associated content items in the repository. All shortcuts to deleted folders or content items are also removed from the folders hierarchy.

Add to My Folders

Copy the selected items to your user folder. Your user folder is named with your user name and is located in the folder hierarchy at /Users/<username>/.

Select check box

Select one or more items to manage. The actions you choose from the folder Actions menu apply to all selected items.

Folder Name

Click the folder name to open the exploring page for that folder.


A.10.1.4 Content Item Actions

The individual content items within a folder each provide a list of actions you can perform for that item, such as view or change metadata and copy or delete the item. To access the Actions menu for a content item or shortcut, click the list icon in the Actions column.

Element Description

Update Content Information

View and update metadata for the associated content item with the Info Update Form.

Create Shortcut

Create and name a link to the current content item and select the folder where the shortcut resides with the Create Shortcut Window. This option is not available for shortcuts.

Rename

Specify a new name for the associated content item. You can also rename the folder (and change other metadata items) with the Folder Editing Form.

Move

Specify where to move the associated content item with the Choose a Destination Window.

Copy

Specify where to copy the associated content item with the Choose a Destination Window.

Delete

Remove the content item and all associated shortcuts from the folders hierarchy and expire the content item in the repository.

Remove From Folder

Remove the associated item from the folder hierarchy, but leave the item in the repository.

Select check box

Select one or more items to manage. The actions you choose from the folder Actions menu apply to all selected items.

Content ID

Click to open the Web-viewable version of the content item if one is available.

File Name

Click to download the native format version of the content item.

Title, Release Date, Author

View basic information for the associated content item. To update this information, select Update Content Information from this menu.

Add to My Folders

Copy the item to your user folder. Your user folder is named with your user name and is located in the folder hierarchy at /Users/<username>/

Info icon

Click to view metadata information for the content item with the Content Information Page.


A.10.2 Choose a Destination Window

You can use the Choose a Destination window to select a folder from the folder hierarchy for copy and move operations.

Element Description

Destination

To choose a destination folder, click Browse, and select a folder from the hierarchy. You must browse for the folder (you cannot enter the path manually into the Destination field.)

Browse

Select a folder from the folder hierarchy with the Choose a Folder window. You can expand or collapse individual folders to show any additional folders.

Show Advanced Options/ Hide Advanced Options

Show or hide advanced options for copy and move actions.

Auto propagate destination's metadata to folder

By default, moved items retain the metadata defined for the item and do not inherit metadata values in the new location. If you select this option, moved items inherit the metadata defined by the enclosing folder in the same way that copied items do.

This option is available only if enabled by your administrator and applies only to move operations.

Options if same file/folder exists in destination

Specify how to resolve duplicate names when you copy or move folders or files. After the copy or move operation completes, a window lists any conflicts and their resolutions.

  • Resolve conflicts if file/folder exists: Folders or files with name conflicts are renamed in the destination with a prefix of "copy of". If more than one copy is created, each subsequent copy is given a numeric increment (1, 2, 3, and so on.)

  • Override file/folder if exits: For one or more files, delete the duplicate file in the destination and replace it with the source file.

    For folders, merge the contents of the source and destination folders. For file conflicts within folders, delete the duplicate file in the destination and replace it with the source file.

    Deleted files are expired in the repository and removed from the folders hierarchy. Any shortcuts to deleted items are also removed from the folders hierarchy.

  • Skip copy/moves if file/folder exists: Skip individual items with folder or file name conflicts, but continue with the remainder of the copy or move operation. Folders with name conflicts are skipped in their entirety, including their contents.


A.10.3 Create Shortcut Window

To create a shortcut to a folder or file, click Create Shortcut in the Actions menu associated with the folder or file and then use the Create Shortcut window to select a folder and specify the name of the shortcut.

Element Description

Folder

The folder you select here is the location where the shortcut is stored.

To choose a folder, click Browse, and select a folder from the hierarchy. You must browse for the folder (you cannot enter the path manually into the Folder field.) This field is required.

Browse

Select a folder from the folder hierarchy with the Choose a Folder window. You can expand or collapse individual folders to show any subfolders.

Shortcut Name

Specify the name of the shortcut. This field is required. To change the name of an existing shortcut, click Rename in the Actions menu associated with the shortcut.


A.10.4 (Folder) Shortcut Information Page

You can use the Shortcut Information page to view metadata information for a folder shortcut and its associated folder.

Note:

File shortcuts do not provide viewable metadata of their own. When you view or update content information for file shortcuts, you view or update the information for the content item itself.

Element Description

Shortcut path

Shows the path for the shortcut. Click any folder in the path to open that folder.

Shortcut Metadata

Shows the current metadata values for the shortcut.

Folder path

Shows the path for the folder associated with the shortcut. Click any folder in the path to open that folder.

Folder Metadata

Shows the current metadata values for the associated folder. For more information about folder metadata, see Section A.10.5, "Folder Editing Form."


A.10.5 Folder Editing Form

Folders and query folders have their own basic folder metadata, including security attributes. Query folders provide additional fields for the query associated with the folder. Folders also provide default metadata values for the files they contain.

For more information about setting metadata defaults, see Section A.10.7, "Editing Default Metadata Values Page." For more information about user, group, and role access control list (ACL) fields, see Section A.4, "Access Control Lists (ACL)."

Element Description

Folder

Shows the path for the current folder or the folder associated with the current shortcut. To change the path for an existing folder, you must move the folder using the Move option. For more information, see Section 8.2.3.4, "Copy or Move Folders and Files."

Folder Name

Specify the name of the folder or shortcut. Use standard naming conventions for Windows when naming files and folders. Do not use special characters such as the forward or backward slash characters or the double quote character.

show advanced options/
hide advanced options

Specify security and other options for the folder.

Owner

Specify the user name of the folder's owner. This user can change the folder metadata and delete the folder.

Security Group

Shows the account to which users must belong to access the content item.

Account

Shows the account to which users must belong to access the content item. This field is available only if accounts are enabled.

Is Collaboration Project

Select to specify that the folder is part of a specified collaboration project. This option is only available if your server is configured for collaboration projects.

Collaboration Project

Select to specify that the folder is part of a specified collaboration project. This option is only available if your server is configured for collaboration projects.

User Access List

Specify the access control list users who have access to the item and the permissions assigned to each user.

In the selection box, enter the first two characters of a name to see a list of names that begin with those characters. You can use the "*" wildcard character to match one or more characters. For example, to see all names that start with the letter S, enter "S*".

For more information about permissions, see Section A.4.2, "Access Control List Permissions."

Add User

Add the selected name to the user access list. New or modified items are shown in red.

To remove a name from the list, click the red X next to the name.

Group Access List

Specify the access control list groups who have access to the item and the permissions assigned to each group.

In the selection box, enter the first two characters of a name to see a list of names that begin with those characters. You can use the "*" wildcard character to match one or more characters. For example, to see all names that start with the letter S, enter "S*".

For more information about permissions, see Section A.4.2, "Access Control List Permissions."

Add Group

Add the selected name to the group access list.

To remove a name from the list, click the red X next to the name.

Inhibit Propagation

Select to specify that the folder and its content items do not inherit metadata values from the parent folder during propagation operations.

Prompt for Metadata

Select to prompt the user to provide metadata values when adding content items to the folder rather than relying on the folder's default metadata settings.

If default values are not provided for all required fields, you are prompted to provide them when you create or check in the content item even if Prompt for Metadata is not selected.

show advanced retention options/
hide advanced retention options

Specify retention rules for the contents of the folder. You must be an administrator to specify retention rules.

You can apply retention options to retention query folders and to shortcuts to retention query folders only. The retention rule or rules you specify apply to all content items returned by the query for which you have Delete permission.

For more information about retention scheduling, see the Oracle WebCenter Content Application Administrator's Guide for Content Server.

Number of Revisions to Keep

Specify how many revisions of the content items in the query folder to keep. To remove the retention rule, clear the value or click the Clear Field Value icon to the right of the field.

Keep For

Specify how long to keep the content items in the query folder. Select a unit, such as months, from the menu and specify how many of the selected unit to retain the content

If you have the full Oracle WebCenter Content: Records product, the units list includes fiscal units as well as calendar units.

Category

Assign a category to the query folder and use the retention defined for the category to determine how to dispose of the content items.

This option is available only with the full Oracle WebCenter Content: Records product.

show query definition options/
hide query definition options

Specify security and other options for the folder.

Enter Search Terms

Specify the text for which to search within content items. This field is available only if full-text search is enabled on your system.

  • Use spaces between terms to allow a result only if all terms are in the content

  • Use quotation marks (") around two or more words for a phrase search

  • Use a comma (,) between terms to allow a result if either term is in the content

  • Use a minus (-) immediately in front of a term to exclude content items

  • Use parentheses to group search terms

show query builder advanced options/
hide query builder advanced options

Optionally specify or modify the existing query statement to create custom queries that are not possible using the standard query builder form.

Modify Query Text

Specify the query associated with the folder. The results of the form search are shown in script form in this field. You can enter the query in script format directly in this field or modify the results of the search built using the form. This field is only available with query folders. For more information about search see Section 3, "Searching for Content Items."

Sort Field

Specify the folder information field used to sort the query results in the folder. This field is only available with query folders.

Sort Order

Specify the sort order (Ascending or Descending) for the query results in the folder. This field is only available with query folders.


A.10.6 Folder/File Search Form

You can use the Folder Search or File Search forms to specify search criteria when searching for folders, files, and shortcuts. You can search for most folder metadata values, including security attributes.

Note:

You can restrict your search to a particular folder with the Folder field, however you cannot search the folder path itself for text elements. Similarly, for query folders, you cannot search for elements within the query statement associated with the folder.

For each field on the form, you can specify a value and a comparison operator that specifies whether the value matches exactly, is a substring within the actual value, and so on. For more information about search field operators, see Section 3.5.2.3, "Metadata Search Operators for a Database Metadata Search."

Element Description

Folder Metadata

Use any or all fields to specify search criteria. If you leave a field blank, it effectively matches all values.

Folder Name/File Name

Specify the full or partial name of the folder or file or associated shortcut.

Folder

To restrict the search to a specific folder click Browse to open the Choose a Folder window and select the folder. By default, the search is restricted to the folder in which the search was initiated.

Owner

Specify, or select from the associated list, the full or partial user name of the folder or file's owner.

Security Group

Specify, or select from the associated list, the full or partial name of the security group to which users must belong to access the folder or file.

Account

Specify, or select from the associated list, the full or partial user name of the account to which users must belong to access the folder or file. This field is available only if accounts are enabled.

Collaboration Project

Specify, or select from the associated list, the full or partial name of the collaboration project associated with the folder or file. This option is only available if your server is configured for collaboration projects.

User Access List

Specify the access control list users and the permissions assigned to each user.

In the selection box, enter the first two characters of a name to see a list of names that begin with those characters. You can use the "*" wildcard character to match one or more characters. For example, to see all names that start with the letter S, enter "S*".

For more information about permissions, see Section A.4.2, "Access Control List Permissions."

Add User

Click to adds the selected name to the user access list.

To remove a name from the list, click the red X next to the name.

Group Access List

Specify the access control list groups and the permissions assigned to each group.

In the selection box, enter the first two characters of a name to see a list of names that begin with those characters. You can use the "*" wildcard character to match one or more characters. For example, to see all names that start with the letter S, enter "S*".

For more information about permissions, see Section A.4.2, "Access Control List Permissions."

Add Group

Click to add the selected name to the group access list.

To remove a name from the list, click the red X next to the name.

Creator

Specify the full or partial user name of the folder or file's creator.

Creation Date

Specify the creation date or range of dates. To select a single date or the first date in a date range, click the calendar icon next to the From field and select a date from the calendar. To select the second value in a date range, click the calendar icon next to the To field and select a date from the calendar.

Last Modifier

Specify the full or partial user name of the user who last modified the folder or file.

Last Modified Date

Specify the last modification date or range of dates. To select a single date or the first date in a date range, click the calendar icon next to the From field and select a date from the calendar. To select the second value in a date range, click the calendar icon next to the To field and select a date from the calendar.

Results Options

Specify how to present the search results.

Sort By

Select from the following values to sort the search results:

  • Folder Name or File Name (default)

  • Creation Date

  • Last Modified Date

Order field

Select the order used (Ascending or Descending):

  • Ascending (default)

  • Descending


A.10.7 Editing Default Metadata Values Page

The Editing Default Metadata Values page defines the default metadata values to apply to new content added to a folder. These values do not affect content items defined in the repository and then added to a folder, nor do they affect revisions to existing documents. These values also act as the base values when propagating metadata values from the folder.

You can use Idoc Script in any of the information fields.

For information about the metadata values themselves, see Section A.6.5, "Info Update Form."

A.10.8 Propagate Page

The Propagate page defines the metadata values to apply to content (and optionally to links) items in the current folder and its subfolders. You can selectively specify and apply any or all values on this page. You can also use metadata profiles defined by your system administrator. For information about the metadata values themselves, see Section A.6.5, "Info Update Form."

Element Description

Path

Shows the path for the current folder.

Content Fields

Define the metadata values to apply to content items in the current folder and its subfolders. You can specify values for any or all fields.

  • You can select any pre-defined profile from the Profile field.

  • You can use Idoc Script in any of the information fields.

Select Field check box

Select to propagate the associated field value.

Propagate to Folders Only

Select to propagate the selected field values to folders but not the content items within the folders. This option is not available with query folders.

Force Propagation

Select to propagate the selected field values even for folders that by default block propagation actions. This option is not available with query folders.


A.11 WebDAV Interface

This section describes the pages and options for working with WebDAV.

This section covers the following topics:

A.11.1 WebDAV Folders

You can use the WebDAV interface with either the Contribution Folders interface (Folders_g component) or the Folders interface (FrameworkFolders component).

You can work with folders and files in much the same way you would in a file system, however, the folders and files are managed by Content Server. When you copy a file to a WebDAV folder, you check in a new content item. If you replace a file in a WebDAV folder, you check in a new revision of the content item.

The user and security controls in Content Server and the Folders component also apply to content that is managed using WebDAV clients. For example, if you have Read permission for a content item, you are able to view the file, but you are not able to check in a new revision of the file.

A WebDAV client is an application that can send requests and receive responses using the WebDAV protocol. With a WebDAV client such as the applications in Microsoft Office, you can check content out of the Content Server repository, modify the content item, and check in a new revision using the native application menus.

Figure A-1 shows how a typical set of WebDAV contribution folders would look in Windows Explorer.

Figure A-1 WebDAV Contribution Folders in Windows Explorer

Surrounding text describes Figure A-1 .

A.11.2 WebDAV User Interface

The WebDAV interface provides a subset of the options available through the browser interface. Basic folder and file operations in the WebDAV interface, such as cut, copy, paste, move, and delete are similar to those in the native file system. To perform other management tasks, such as specifying or propagating metadata values, you must use the standard browser interface.

For more information about the Contribution Folders interface, see Section A.9, "Contribution Folders Interface."

For more information about the Folders interface, see Section A.10, "Folders Interface."

A.12 Folio User Interface

This section describes the pages and contextual menus added to Content Server when folios is enabled.

This section covers the following topics.

A.12.1 My Content Server Tray: My Baskets

Content Baskets are created by you and used as an unstructured place to collect content you want to access quickly. They are similar to Saved Queries, in that they display a search results page listing content associated with the basket. They differ from Saved Queries in that the only defining criteria for the search is whether you have specifically added a content item to a basket.

Content baskets are displayed under the My Baskets folder in the My Content Server tray, and also in the Source Items tray of the Edit Folio Page. Click My Baskets or Manage baskets to open the Manage Content Baskets Page, where you can add, modify, delete, or make baskets active.

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A.12.2 Content Management Tray: New Folio

New folios are created using the New Folio link on the Content Management tray. Click New Folio to open the Manage Content Baskets Page.

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A.12.3 Pick Folio Type Page

To select the type of folio to create, click New Folio in the Content Management tray to open the Pick Folio Type page.

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Form Element Description

Load Folio

Opens the Edit Simple Folio Page or Edit Folio Page for the type of folio selected.

Simple Folio

A simple folio is a folio with no structure established. Items in a simple folio are displayed as a table on the Edit Simple Folio Page, and can be reordered in the table, but not nested in a hierarchy unless you convert the simple folio to an advanced folio. If you convert a simple folio is converted to an advanced folio, you cannot convert it back to a simple folio.

Advanced Folio

An advanced folio has structure. The structure can be predefined by the system administrator in a template selected by the user. The structure of a template-based folio can be modified later, depending on the template. If no template is selected, then the folio is created with no structure established. When you select this option, the folio contains a root level node only, and the structure can be modified later. You cannot convert an advanced folio to a simple folio.

Folio Template

Lists the templates available on which the new folio is based.


A.12.4 Edit Simple Folio Page

The Edit Simple Folio page displays the element info of content associated with a simple folio in a table. Although a simple folio displays content in a manner similar to a standard search results page, there is an important difference. A standard search results page displays content information from a content item's metadata. The Edit Simple Folio page displays element information from the XML file stored in Content Server that defines the folio. This element information is unique to the folio, and can be changed in the folio without affecting the content item's metadata.

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Item Description

Changes notification

Displays the status of any changes made to the folio. An icon with an exclamation point indicates unsaved changes. An icon with a check mark indicates changes were saved.

Actions menu

See Section A.12.5.4, "Actions Menu."

Renderers menu

See Section A.12.5.5, "Renderers Menu."

Add icon

Displays a search form for finding items within Content Server to add to the folio.

Delete icon

Deletes the selected item from the folio. To select an item, click the item row.

Thumbnail

Displays a small image of the item if your system administrator has set up Content Server to create thumbnails. If thumbnails are not set up, an icon associated with the item type is displayed. Click the thumbnail to open the content information page.

Name

Displays the text entered into the name element of the folio XML file. When a content item is first added to a simple folio, the name element contains the content item title metadata from Content Server. After you associate a content item with a folio, you can edit the name element in each folio.

Description

Displays the text entered into the description element of the folio XML file. When a content item is first added to a simple folio, the description element is blank. After you associate a content item with a folio, you can edit the description element in each folio.

Created

Displays the text entered into the creation date element of the folio XML file. When a content item is first added to a simple folio, the creation date element contains the creation date from the content item metadata from Content Server.

Modified

Displays the text entered into the modification date element of the folio XML file. When a content item is first added to a simple folio, the modification date element contains the current date. The modification date updates each time the element information is updated. For example, if you edit the description text of an item in the simple folio, the modification date for that item changes. The modification date does not change if changes are made to the content item metadata in Content Server.

Content Item

Displays the Content ID of the associated item and the information icon. Click the Content ID to open the Web-viewable of a content item. Click the information icon to open the standard content information page for the item.


A.12.5 Edit Folio Page

Click the content ID or the folio icon in the Actions column of a search result to open the Edit Folio page. From the Edit Folio page, you can add nodes, slots, and items to the folio, find information about the folio and its contents, lock or take a snapshot of a folio, and view or render the folio. The left side of the Edit Folio page displays the folio structure. The right side of the Folio is a series of trays, similar to the left area of Content Server. Click the heading of a tray to expand or collapse the tray. The main areas on the Edit Folio page are:

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A.12.5.1 Folio Structure Tray

The left side of the Edit Folio page is the folio structure section. It displays the nodes, slots, and items that comprise the folio hierarchy. Right-click within the folio structure area to open a contextual menu for performing a variety of tasks, such as adding and deleting nodes and slots, or inserting content items.

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A.12.5.1.1 Folio Structure Contextual Menu

The following options are available in the folio structure section contextual menu.

Item Description

Insert Selected Source Item

Inserts the item in the folio slot with the selected item from the Source Items Tray. If the slot currently contains a content item, the item is replaced with the source item.

Insert Item by Search

Displays a child window with a search form that searches Content Server for a previously checked-in item, and adds it to the folio in the selected node or slot. If the slot currently contains a content item, the item is replaced with the found content. Available in all contexts: Nodes, Slots, and Items.

Insert Item by Checkin

Displays a child window with a content check-in form that checks a new content item in and adds it to the folio in the selected node or slot. If the slot currently contains a content item, the content item is replaced with the checked in content. Available in all contexts: Nodes, Slots, and Items

Remove Content Item

Removes a content item from a slot. Note that this does not delete the slot, but empties it, leaving the folio structure intact. To delete a slot, you must select Delete from the contextual menu. Available in Item context only.

Insert Hypertext

Creates a new item in the folio structure that can establish a hypertext link to the specified URL. Available in all contexts: Nodes, Slots, and Items

Create Node

Creates a new node or sub-node in the folio structure.

Create Slot

Creates an empty slot in the folio structure.

Cut

Cuts an item, node, or slot from the folio structure for placement elsewhere in the same folio. Available in all contexts: Nodes, Slots, and Items

Copy

Copies an item, node, or slot from the folio structure for placement elsewhere in the same folio. Available in all contexts: Nodes, Slots, and Items

Paste

Pastes an item, node, or slot that was previously cut or copied from the folio structure into another area of the same folio. Available in all contexts: Nodes, Slots, and Items

Delete

Deletes an item, node, or slot from the folio structure. Available in all contexts: Nodes, Slots, and Items


A.12.5.2 Element Info Tray

The first tray on the right side of the page is the element info tray. The element information comes from the XML file checked in to Content Server that defines the folio. When you select a node, slot, or item in the folio structure section of the page, information about what is selected is displayed in the element info section, where you can modify it. Modified information is written to the XML file checked in to Content Server.

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Important:

The element information is unique to the folio, and not to the content item associated with the folio. A single content item can be associated with several different folios, and the element information about that item might be different in each folio. It is important to remember that if you change the element information in one folio, the information does not change in another folio.

The information displayed for all elements includes name, description, and attributes. Slots also display the creation date and last modification date of the slot, and the content id of the content item if one is associated with the slot. Hyperlinks display the URL of the link.

Information Description

Title

The title of the item in Content Server.

Content ID

The content ID of the item in Content Server.

Author

The name of the person who last checked the item into Content Server.

View Content Info

Click this link to open the content information page for the item in a separate window.

Native File

Click this link to download the native file from Content Server.

Web Viewable Rendition

Click this link to open the Web-viewable file for the item in a separate window.

Name

The name given the element, as displayed in the folio hierarchy. Displayed for all elements.

If you assign a content item to a slot, and this value is blank or undefined (the default for slots), the value of the content item's Title field is used as the Name.

Description

A description of the element to help identify its intended use. For example, a slot named Field Report could have a description of Information gathered at the scene by first responders.

Displayed for all elements.

Content id

The unique identifier of a content item associated with a slot.

This field is blank for slots without an associated content item.

Create date

The date the slot was created.

Last modified

The date changes were last made to the slot.

Attributes

Allowable uses and limitations of an element. Attributes are identical for slots and items, but differ for nodes.

Default attributes for slots and items:

  • Allow empty: The slot can be empty.

  • Lock content: You cannot delete items from the slot.

  • Removable: You can delete the slot.

  • Allow external: You can specify an external link for the slot.

  • Restrict formats: Specifies what content item formats are allowed to populate the slot.

  • Allow folio: Specifies whether a folio can populate the slot.

  • Content profile: Specifies the content profile used when adding an item by search or check in.

Default attributes for nodes:

  • Removable: You can delete the node.

  • Children moveable: You can move subnodes.

  • Allow item creation: You can create items within the node.

  • Allow node creation: You can create subnodes within the node.

  • Maximum Items: Specifies the total number of items that can be created within the node.

  • Maximum Nodes: Specifies total number of nodes that can be created within the node.

  • Content Profile: Specifies the content profile used when adding an item by search or check in.

link

The URL of the hyperlink.

Displayed for hyperlinks only.


A.12.5.3 Source Items Tray

The Source Items tray provides the ability to collect items checked in to Content Server for use in the folio. The default enables you to search Content Server and display a listing of search results in the tray, from which you can select one or more items to insert into the folio.

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Additionally, the selection menu in the Source Items tray heading enables you to select a content basket to display in the tray if you have previously collected items in a content basket and now want to add them to a folio.

A.12.5.4 Actions Menu

The Actions menu on the Edit Folio Page enables you to access and control the folio versions checked in to Content Server.

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Item Description

Save Changes

Saves the folio and any changes to the folio. When saving a folio for the first time, the Set Folio Profile Page opens to initiate checking the folio in to Content Server. When saving subsequent changes, the graphic under the page title changes from Unsaved Changes to Changes Saved.

Saving a folio does not update the revision of the folio in Content Server. The revision of a folio is not updated until a snapshot of a folio is made, or until a locked folio is unlocked for additional editing.

Create snapshot

Creates a new revision of the folio in Content Server. When a snapshot is created, the folio hierarchy displayed in the Folio Structure Tray is collapsed, but editing of the folio can continue.

Lock folio

Locks a folio at the latest released revision, preventing further updates unless unlocked. When a folio is locked, the display changes to the View Folio Page.

Create editable revision

Creates a new, unlocked revision of a locked folio. This option is displayed only on the View Folio Page of a locked folio.

Change to display view

Displays the View Folio Page.

Content Item Info

Displays the standard content information page for the folio.


A.12.5.5 Renderers Menu

The Renderers menu on the Edit Folio Page allows you to download folio content items in a variety of formats.

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Item Description

Download zip rendition

Downloads a compressed (.zip) file of all folio content for distribution. For example, a folio of catalog art, text, and instructions can be compressed and downloaded into a single .zip file to give to the print vendor.

Download PDF rendition

Downloads all folio content that has a PDF version available, consolidated into one printable portable document format (PDF).

Download XML rendition

Downloads an XML file articulating the folio hierarchy.


A.12.6 Set Folio Profile Page

The Set Folio Profile page is accessed when you first select Save folio from the Actions menu of either the Edit Simple Folio Page or Edit Folio Page. It allows you to select a profile for the folio if your system administrator has created any.

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A.12.7 Folio Check In Page

To access the Folio Check In page, click Next on the Set Folio Profile Page. It displays a modified check-in form that allows you to specify metadata for the folio.

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A.12.8 Folio Check In Confirmation Page

To access the Folio Check In Confirmation page, click Check in on the Folio Check In Page. It confirms the folio has been successfully checked in, and provides you with the following options of how to proceed when you click Finish:

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Option Description

Continue editing the folio

Displays the Edit Simple Folio Page or Edit Folio Page of the folio checked in.

View content information for the folio

Displays the standard content information page for the folio.

View the folio

Displays the View Folio Page for the folio.


A.12.9 View Folio Page

By default, the View Folio page is identical to the Edit Folio Page, displaying the folio as a folder hierarchy with nodes, slots, and items. However, because the folio is stored in Content Server as an XML file, your system administrator can create additional folio views to display folio structure in a way more relevant to your business, and can set a new default view. When displayed as a view, you cannot edit the folio.

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A.12.10 Manage Content Baskets Page

To access the Manage Content Baskets page, click My Baskets on the My Content Server tray, or click Manage Baskets under the My Baskets folder in the My Content Server tray. The Manage Content Baskets page enables you to append, rename, or delete a content basket, and to set which is the active basket.

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A.12.11 Content Basket Page

To access the Content Basket page, click a basket under the My Baskets folder in the My Content Server tray. The Content Basket page is a search results listing showing all items you have explicitly placed in this content basket.

Note:

There is a limit of 1000 items in a content basket.

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Item Description

Thumbnail

Displays an icon of the item type, or a thumbnail of the content item if your system administrator has set up Content Server to create them.

Content ID

Displays the content ID of the content item.

Title

Displays the title of the content item.

Native File

Displays the name of the native file of the content item.

Info

Click the info icon to open the content information page of a content item.

Actions menu (table)

The table actions menu lists actions that can be applied to any selected item or items in the content basket.

  • Move selected items: Displays the Move/Copy Basket Items Page, allowing you to select a different basket in which to move the item.

  • Copy selected items: Displays the Move/Copy Basket Items Page, allowing you to select an additional basket in which to copy the item.

  • Remove selected items: Removes selected items from the content basket.

  • Toggle row reorder: Displays up and down arrows that allow you to move rows within the basket to reorder them. After reordering the rows, you must select Save basket ordering from the page actions menu to preserve the new order.

Actions menu (page)

The page actions menu lists actions that you can apply to the entire content basket.

  • Save basket ordering: Saves any changes made to row order using the Toggle row reorder action from the Table Actions menu.

  • Empty basket: Removes all items from the content basket.

  • Make active: Makes the displayed basket the active basket. You can add content items to the active basket only.

  • Publish to folio: When selected, all items in the content basket with be added to a new advanced folio with a flat hierarchy.


A.12.12 Move/Copy Basket Items Page

To access the Move/Copy Basket Items page, select a content item or items in a content basket from the Content Basket Page, and select either Move selected items or Copy selected items from the table Actions menu. Click the basket on the page to which you want to move the item or items.

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A.12.13 Insert Hypertext Page

To access the Insert Hypertext page, select Insert Hypertext from the Folio Structure Contextual Menu on the Edit Folio Page. With this page you can add a label and hypertext link as a new item in the folio structure.

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Item Description

Label

A description or other identifier for the item.

HTML Link

The URL of the hypertext link. For example, http://example.com.


A.12.14 Subscribe to folio_name page

To access the Subscribe to folio_name page, select Subscribe from the page Actions menu of a Content Server content information page for a folio. Select actions from the list and click Subscribe to be notified when the actions occur.

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A.13 Content Tracker Interface

When enabled, the Content Tracker component enables users to generate a pre-defined access history report of a content item. To generate this report, select the View Access History Report option from the Content Actions menu on the document's Content Information page.

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Field Description

Report name

The name of the selected query report.

Dates

The dates entered in the Start Date and End Date fields. If you did not enter specific dates, the default dates are used for the query.

Results table

Provide the relevant information for the selected report.

Printer-friendly Version

Opens a new browser window and displays the report without the navigation trays.