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Oracle® Fusion Middleware Using Oracle WebCenter Content
11g Release 1 (11.1.1)

Part Number E26695-01
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13 Grouping Documents Using Folios

This chapter describes folio concepts in Oracle WebCenter Content Server and how to use folios to organize content in a consistent and repeatable structure.

13.1 About Content Folios

Oracle WebCenter Content Server provides a quick and effective way to assemble, track, and access logical groupings of multiple content items from within the secure environment of Oracle WebCenter Content Server. For example, you can assemble all items relevant to an upcoming brochure, such as images, logos, legal disclosures, and ad copy, and send them through a workflow process. Or perhaps a new project requires a virtual place to assemble all relevant content items in a particular hierarchy, whenever they are checked in, with restricted access to particular areas of the hierarchy. Or a video may have to be associated and tracked with release waivers and narration text.

This section contains the following topics:

13.1.1 What a Folio Is

Technically, a content folio is an XML file checked in to Content Server that uses elements to define a hierarchical structure of nodes, slots, and specified content items in Content Server. In practice, a content folio is a logical grouping or a framework to structure content stored in Content Server.

A simple folio is a flat container, while an advanced folio can nest content in a hierarchy within folders. In an advanced folio, you can establish the hierarchy before, during, or after you assemble the content items.

You can add content to existing folios or lock them so changes cannot be made. You can add content items folio by searching the repository. You can add content items to an advanced folio by checking new items into the repository or by searching for existing content. An advanced folio can also contain hyperlinks to outside resources such as websites or shared network drives.

13.1.2 The Folio Structure

Within Content Server, a folio opens starting at the root, or top level. Each simple folio contains content items displayed in a table similar to a standard Search Results page. You can add content to a simple folio by searching through Content Server.

Each advanced folio can contain folders, called nodes, placeholders for content, called slots, and content items, displayed by default in a hierarchical structure, similar to a standard file system. Slots in an advanced folio are populated with content items by either checking in a new item, or searching for an existing item in Content Server and inserting it into the slot.

Figure 13-1 Simple Folio Structure

Surrounding text describes Figure 13-1 .

Figure 13-2 Advanced Folio Structure

Surrounding text describes Figure 13-2 .

13.1.3 When to Use a Folio

Use a folio any time you want to create a logical grouping of content, or when you want to provide a structure for other people to create a logical grouping of content. Use folios to associate content with a project or vendor, or to group multiple content items in a hierarchy.

Structured Organization of Content

Use Folios to organize content. For example, a company has a consistent way of giving sales presentations to prospective clients, with existing content items used in each new presentation, along with new content specific to the prospective client. Each presentation includes printed material with current background information on the company, printed material of recent press coverage, a slide presentation pertinent to the prospective client, and comments by members of several different departments. Create a folio template that includes content items of the most recent background and press coverage automatically, and has empty slots for the new slide presentation and new comments from each department. When you develop a presentation for a new client, use the template to create a folio that and route it in workflow. The background information and press coverage reflects the most recent information automatically, and the necessary people insert the required slide presentation and comments as it passes to them in the workflow.

Management of Records and Reports

Folios are useful when you want to create and review a group of documents as part of one or more workflow processes. For example, an agency generates intelligence reports on various topics. Each report typically has many documents arranged in a particular hierarchy, and every report has the same hierarchy. A system administrator creates a template with nodes in the correct hierarchy. In the appropriate nodes of the hierarchy, he clones required forms, inserts current versions of standard content items included in each report, and creates slots where new content items must be inserted, with labels for the slots indicating what each is for.

When an agent begins a new report, the agent creates a new folio based on the template created by the system administrator. After the agent collects and enters certain crucial information, other agents contribute additional information. After agents contribute all the required parts of the report, meaning that all slots in the folio are filled, the folio is sent through one or more workflow processes. The processes may involve further editing and analysis of the data. There may also be processes where one or more the documents contained in the report must be translated. The translated documents may be added as part of the report if required, or a link could be inserted in the folio to the translations, stored separately.

Security is maintained throughout the creation, review, and translation process based on existing Content Server permissions, meaning that not all contents of the folio are visible to all participants of the workflow. For example, certain employees with Secret clearance cannot see documents or nodes that require Top Secret clearance. In such cases, the agents with Secret clearance also remain unaware of the existence of Top Secret items in the folio. Employees who have Top Secret clearance see all Top Secret and Secret documents in the folio. At any stage in the creation or workflow process, an authorized agent can easily collect all the items in the folio and download them as a compressed file. Similarly, an authorized user can compile PDFs or content converted to PDF (with PDF Converter) as a single PDF file for easy printing.

Management of Digital Assets and Production

Often catalogs, technical manuals, and other collateral material require many separate files that must be managed, reviewed, and sent to a vendor for production. A folio is an ideal way of organizing such content.

For example, a large retail chain produces advertising biweekly flyers distributed with newspapers, quarterly catalogs distributed by mail, and an online website. The three products, flyer, catalog, and website, share images and text. Each flyer has 8 pages of products, the catalog has 120 pages, and the website lists the entire inventory.

An advertising/marketing manager at the company begins a new flyer by selecting the Flyer template from the folio template options, and begins a new catalog by selecting the Catalog template.

The new flyer folio contains a slot for the design file, and 8 nodes representing each page. Each node contains a sub-node for images and slots for ad copy. Depending on how the template is set up, the slots could be blank or filled with cloned versions of the previous flyer copy and images as a starting point.

The new catalog folio contains a slot for the catalog design file, a slot for discussion of the catalog design, a node for global images, and 7 nodes representing each section of the catalog. Each section node has a slot for the section design file, a sub-node for images, and another sub-node for ad copy.

The folios are sent into workflow to others who create content for the empty slots or modify the existing content. As items are checked in to Content Server, a single item is added to each of the folios. When all items are checked in to a folio, the folio continues on in the workflow to the layout designers, who create the flyer and catalog designs. When each folio is done, it is locked and future flyers and catalogs are started by copying these or beginning fresh using the appropriate template.

Custom Uses

The preceding examples are only a few ways in which you can use folios in Oracle Content Server. If you would like help implementing Content Server within your organization, contact Oracle Consulting Services.

13.2 Working with Folios

Like any other item in Content Server, you create folios and check them in to the repository. You can search for and review associated metadata. You can track folio revisions and lock or unlock folios to control changes to the folio.

This section covers the following topics:

13.2.1 Creating a Simple Folio

A simple folio creates a flat folio with no additional hierarchy. A simple folio displays content in a table, similar to a search results page. You can convert a simple folio to an advanced folio later if you require additional structure, however you cannot convert an advanced folio to a simple folio.

Although a simple folio displays content in a manner similar to a standard Content Server 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. For more information, see Section 13.2.3.1.4, "Updating Simple Folio Element Information."

To create a simple folio after you have logged in to Content Server:

  1. Click the Content Management tray.

  2. Click New Folio.

  3. On the Pick Folio Type page, accept the default, Simple Folio.

  4. Click Load folio.

  5. On the Edit Simple Folio page, choose Save folio from the Actions menu.

    Important:

    You must save the folio before navigating away from it. Saving the folio checks the folio into Content Server. If you do not save the folio, it and any changes to it are lost.

  6. On the Set Folio Profile page, select the profile to be used with the folio, if any, and click Next.

  7. On the Folio Check In page, enter the required information and click Check in.

  8. On the Folio Check In Confirmation page, select how to proceed and click Finish. Options are:

    • Use the Edit Folio page to continue editing the folio to add content.

    • Use the Content Information page to view content information for the folio.

    • Use the View Folio page to view the folio.

13.2.2 Creating an Advanced Folio

An advanced folio is a folio that allows for a hierarchical structure. The system administrator may define the structure in a template. If the folio has no template associated with it, you can modify the folio structure dynamically as you create and edit the folio. The structure of a template-based folio may or may not be modifiable, depending on the template.

To create an advanced folio after you have logged in:

  1. Click the Content Management tray.

  2. Click New Folio.

  3. On the Pick Folio Type page, select Advanced Folio and optionally select a template.

  4. Click Load folio. If a content item associated with a selected folio template is set to be cloned, then the Set Folio Profile page opens and you are prompted to first check in the folio and skip to Step 6.

  5. On the Edit Folio page, choose Save folio from the Actions menu.

    Important:

    You must save the page before navigating away from it. Saving the folio checks the folio into Content Server. If you do not save the folio, it and any changes to it are lost.

  6. On the Set Folio Profile page, select the profile to be used with the folio, if any, and click Next.

  7. On the Folio Check In page, enter the required information and click Check in.

  8. On the Folio Check In Confirmation page, select how to proceed and click Finish. Options are:

    • Use the Edit Folio page to continue editing the folio to add content.

    • Use the Content Information page to view content information for the folio.

    • Use the View Folio page to view the folio.

13.2.3 Modifying Folio Structure and Content

Simple folios have a flat structure displayed as a table. You can change the order of the content with the Edit Simple Folio page. You can add or delete content, but you cannot add hierarchical structure to a simple folio. You can convert a simple folio to an advanced folio later if you require additional structure, however you cannot convert an advanced folio to a simple folio.

Advanced folios have a hierarchical structure. If a predefined template is selected when the folio is created, the folio may or may not be modified, depending on the properties defined for the template by the system administrator. If no template is selected when the folio is created, the folio has a single, root node. You can add, modify, move, and delete nodes, slots, and content items within an advanced folio's structure and set the associated properties with the Edit Folio page.

This section covers the following topics:

13.2.3.1 Editing a Simple Folio

Simple folios have a flat structure. You can add, delete, or reorder items within a simple folio. Unlike advanced folios, items added to a simple folio must be checked in to Content Server.

13.2.3.1.1 Adding Items to a Simple Folio

To add items to a simple folio:

  1. On the Edit Simple Folio page, click the Add Row icon in the table heading above the thumbnail column.

  2. On the search profile page, select a search profile, if necessary, and click Next.

  3. Enter your search criteria and click Search.

  4. On the search results page, select the item or items you want to add to the simple folio and click Next. The selected items are added to the content listed in the simple folio.

  5. Choose Save changes from the Actions menu to save the content to the folio.

    Important:

    You must save the page before navigating away from it. If you do not save the folio, it and any changes to it are lost.

13.2.3.1.2 Deleting Items from a Simple Folio

To delete items from a simple folio:

  1. On the Edit Simple Folio page, click the row of the item to be deleted. The row is highlighted.

    Tip:

    To select multiple, sequential items, press and hold the Shift key and click the first and last items. To select multiple, non-sequential items, press and hold the Ctrl key and click each item.

  2. Click the Delete Row icon in the table heading above the thumbnail column. The item or items are removed from the displayed list of items in the folio.

  3. Choose Save changes from the Actions menu to save the content to the folio.

    Important:

    You must save the page before navigating away from it. If you do not save the folio, it and any changes to it are lost.

13.2.3.1.3 Reordering Items in a Simple Folio

To reorder items in a simple folio:

  1. Click and hold on the row you want to move and drag it to the new position, then release.

  2. Choose Save changes from the Actions menu to save the content to the folio.

13.2.3.1.4 Updating Simple Folio Element Information

The content of a simple folio is specified in an XML file stored in Content Server. This folio information is displayed in the table of the Edit Simple Folio page. Because this information is specific to the folio, you can change the folio information without affecting the metadata of the content item or the information in any other folio with which a content item may be associated.

To update the element information in a simple folio:

  1. On the Edit Simple Folio page, double-click the information you want to update. An editable text field opens above the information. By default, you can update only the name and description.

  2. Modify the information and press the Enter key, or click anywhere outside of the text field. The changes are applied.

  3. Choose Save changes from the page Actions menu. The element information is updated.

13.2.3.2 Editing an Advanced Folio

An advanced folio is a folio that allows for a hierarchical structure and the insertion of Hypertexts, which are hyperlinks to websites. Like a simple folio, you can add, delete, or reorder items within an advanced folio. Unlike simple folios, you can nest items in folders (nodes), create empty slots as placeholders for content items, search for and add items, and check in new content through the folio interface.

The structure and content associated with an advanced folio is specified in an XML file stored in Content Server. This information is displayed in the Element Info tray area of the Edit Folio page. Because this information is specific to the folio, you can change the folio information without affecting the metadata of the content item or the information in any other folio with which a content item may be associated.

The structure of an advanced folio may be predefined in a template by the system administrator. The structure of a template-based folio may or may not be modified later, depending on the template.

13.2.3.2.1 Adding and Organizing Nodes and Slots

You can add, move, and delete nodes and slots from folios with the Edit Folio page. Working with the folio hierarchy and organizing items within it is similar to working with folders and files in other environments, such as a computer file system. For example, you can drag-and-drop content items into a folder or slot from the Source Items tray, and drag-and-drop nodes, slots, and items within the folio hierarchy area to reorganize them. Additionally, right-click a node, slot, or item in the folio hierarchy section to display a contextual menu with options for the selection identical to those in the contextual menu of the Element Info area.

To add nodes or slots to a folio:

  1. Navigate to the Edit Folio page of the folio to modify.

  2. Select the node in which to add a new node or slot. You can select a root node, or a node within another node.

  3. Right-click the selected node or click the contextual menu icon in the Element Info area to open an element contextual menu.

  4. Choose Create Node or Create Slot from the contextual menu. A new node or slot is displayed.

  5. Choose Save changes from the Actions menu to save the changes to the folder hierarchy.

    Important:

    If you do not save changes before navigating away from the folio, any changes are lost.

13.2.3.2.2 Adding Content Items to an Advanced Folio

Content items are added to an advanced folio by using the Source Items tray on the Edit Folio page, the Element Info contextual menu, a Search Result page, or a digital asset basket. For example, content items are added to a folio by one of the following ways:

13.2.3.2.3 Adding Items from the Source Items Area

The Source Items area of an Edit Folio page displays content checked in to Content Server. The content may be collected in a digital asset basket that is displayed in the Source Items area, or collected using the Source Items area search feature. The source items contextual menu lists each set of items that can be displayed in the Source Items area.

To add items to a folio from the Source Items area:

  1. Navigate to the Edit Folio page of the folio where you want to add content.

  2. From the Source Items area contextual menu, choose the content set containing the items to add.

  3. Select the appropriate item in the Source Items area, and drag it to the node or slot in the folio to which to add the item.

  4. From the Edit Folio page Actions menu, choose Save changes.

    Important:

    If you do not save changes before navigating away from the folio, any changes are lost.

If no items have been collected into a digital asset basket or into the Source Items area, you can search for items using the Source Items area search function.

To collect items into the Source Items area using the search function

  1. Navigate to the Edit Folio page of the folio where you want to add content.

  2. Click Search in the Source Items area.

  3. On the Search for Items page, select a profile to use for searching, if any, and click Next.

  4. On the search form, select the criteria appropriate to the item for which you are searching, and click Search.

  5. On the Content Listing page, select the check box next to the item or items in the search results to collect, then click Next. The items are listed in the Source Items area.

  6. From the Edit Folio page Actions menu, choose Save changes.

    Note:

    You cannot select items across multiple pages of search results.

13.2.3.2.4 Inserting an Existing Item Using a Contextual Menu

Items that have been checked in can be searched for and inserted directly into a folio node or slot by choosing Insert Item by Search from the Element Info contextual menu. You can also right-click the appropriate node or slot to access this contextual menu.

To search for and insert a content item directly into a folio node or slot:

  1. Navigate to the Edit Folio page of the folio where you want to add content.

  2. Select the node or slot into which the content goes.

  3. Right-click the node or slot, or click the contextual menu in the Element Info area and choose Insert Item by Search.

  4. On the Search for Item page, choose the criteria appropriate to the item for which you are searching, and click Search.

  5. On the Content Listing page, click Select next to the item to insert. The item is inserted into the folio.

13.2.3.2.5 Inserting an New Item Using a Contextual Menu

New items that have not yet been checked in can be inserted directly into a folio node or slot by using Insert Item by Checkin in the Element Info contextual menu. You can also right-click the appropriate node or slot to access this contextual menu.

To search for and insert a content item directly into a folio node or slot:

  1. Navigate to the Edit Folio page of the folio where you want to add content.

  2. Select the node or slot into which the content goes.

  3. Right-click the node or slot, or click the contextual menu in the Element Info area and choose Insert Item by Checkin.

  4. On the Item Check In page, fill in the appropriate criteria for the item you are checking in, and click Check In.

  5. On the check-in confirmation page, click Add Item to Folio. The item is inserted into the folio.

  6. From the Edit Folio page Actions menu, choose Save changes.

13.2.3.2.6 Adding Items from a Search Result page

You can add items from a Search Result page either directly to a new folio, or to the Source Items area of an existing folio or new template-based folio. When listed in the Source Items area, content can be added to the folio by dragging it to the appropriate node or slot. For more information, see Section 13.2.3.2.3, "Adding Items from the Source Items Area."

To add items from a Search Result page to a new folio:

  1. From a Search Result page, select the check box next to the item or items you want to add to the folio.

  2. From the table Actions menu, choose Add items to folio.

  3. On the Add Items to Folio page, select New folio and click Next.

  4. On the Pick Folio Type page, select Simple Folio, or select Advanced Folio and choose an appropriate template, if any.

    • Selecting Simple Folio inserts the selected content items in the root node of a flat, single node folio.

    • Selecting Advanced Folio enables the Folio Template list, providing access to folio templates with structure predefined by a system administrator.

  5. Click Load folio.

    If you selected Simple Folio in Step 4, the Edit Simple Folio page opens with the selected elements listed. If you selected Advanced Folio in Step 4, then the Edit Folio page opens with the selected content items inserted into the root node of the advanced folio.

  6. From the Actions menu, choose Save changes.

    Important:

    If you do not save changes before navigating away from the folio, any changes are lost.

To add items from a Search Result page to an existing folio:

  1. From a Search Result page, select the check box next to the item or items you want to add to the folio.

  2. From the table Actions menu, choose Add items to folio.

  3. On the Add Items to Folio page, select Existing folio, and click Next.

  4. On the Select Folio Profile page, select the appropriate profile, if any, and click Next.

  5. On the Search for Existing Folio page, choose the criteria appropriate to the folio for which you are searching, and click Search.

  6. On the Folio Listing page, click Select by the folio to which the content items are to be added.

  7. On the Edit Folio page of the selected folio, drag content from the Source Items area to the appropriate node or slot. For more information, see Section 13.2.3.2.3, "Adding Items from the Source Items Area."

  8. From the Edit Folio page Actions menu, choose Save changes.

13.2.3.2.7 Adding Items from a Digital Asset Basket

Digital asset baskets are used to manage collected items. Items in digital asset baskets are displayed in the Source Items area of a folio when a digital asset basket is chosen from the Source Items contextual menu. When displayed in the Source Items area, content in a digital asset basket can be added to the folio by dragging it to the appropriate node or slot. For more information, see Section 13.2.3.2.3, "Adding Items from the Source Items Area."

Additionally, items in a digital asset basket can be published to a new folio from the Digital Asset Basket page.

To publish content in a digital asset basket:

  1. Open My Baskets in the My Content Server tray and select the digital asset basket that contains the items to be published to a new folio.

  2. From the Actions menu, choose Publish to folio.

  3. On the Edit Folio page, the published items are inserted at the root level of a new folio.

  4. From the page Actions menu, choose Save folio.

  5. Continue with Step 6 of Section 13.2.2, "Creating an Advanced Folio."

    Important:

    If you do not save changes before navigating away from the folio, any changes are lost.

13.2.3.2.8 Updating Advanced Folio Element Information

To update the element information in an advanced folio:

  1. On the Folio Structure tray of the Edit Folio page, select the node, slot, or item you want to update.

  2. In the Element Info tray, modify the information and press the Enter key, or click anywhere outside of the text field. The changes are applied.

  3. From the page Actions menu, choose Save changes. The element information is updated.

13.2.4 Taking Snapshots

A folio's hierarchy is defined in an XML file checked in to Content Server as a content item. Like any content item, a folio can have multiple revisions. Unlike other content items, however, new revisions of a folio are created by taking a snapshot of the folio using the Edit Folio page Actions menu, rather than explicitly checking out the content and checking in a new revision.

When a snapshot is taken, the current hierarchy is saved and duplicated as a new revision. The new revision can continue to be edited. The previous revision maintains the folio hierarchy at the point the snapshot was taken. Like any content item, you can access the revision history of the folio from the folio content information page.

To take a snapshot of a folio:

  1. Navigate to the Edit Folio page for the folio.

  2. Choose Create snapshot from the Actions menu. The Edit Folio page refreshes.

    Tip:

    You can verify that a new revision has been created by choosing Content Item Info from the Actions menu on the Edit Folio page and reviewing the revision history on the Content Information page.

13.2.5 Locking and Unlocking Folios

Locking a folio takes a snapshot of a folio and locks it, preventing it from being edited. After a folio is locked, people who have rights to edit the folio are directed to the View Folio page instead of the Edit Folio page.

To lock a folio:

  1. Navigate to the Edit Folio page of the folio.

  2. Choose Lock folio from the Actions menu.

If required, you can unlock a locked folio for additional edits. Unlocking a folio duplicates the locked folios hierarchy as a new revision available for editing.

To unlock a folio:

  1. Navigate to the Edit Folio page of the folio.

  2. Choose Create editable revision from the Actions menu.

13.2.6 Downloading Folio Renditions

Your system administrator defines renditions and can make them available in a variety of forms. For example, a single ZIP file rendition could contain all folio content to which you have access. A PDF rendition could assemble all folio content to which you have access into a single PDF file suitable for printing.

To download renditions of a folio:

  1. Navigate to the Edit Folio page of the folio.

  2. Choose the rendition you require from the Renderers menu.

  3. In the dialog box, specify the location for the download.

    Important:

    A PDF rendition is only possible if the content associated with the folio has a PDF Web-viewable file. That is, either the associated content item is a PDF file, or that your system administrator has set up PDF Converter to generate a PDF version.

    Important:

    Only folio items that have a PDF version become part of the PDF rendition.

13.2.7 Finding Existing Folios

Because Content Server manages a folio as a single XML file, you can find folios by searching Content Server in the same way you would find any content item. You can use the search tray, the Advanced Search page, or the Quick Search field to search for folio titles or other associated metadata. Only folios for which you have permissions are displayed in the search results. A folio icon is displayed in the Actions column of the search results field. Click the icon to display the folio. If you can edit the folio, the Edit Folio page opens, otherwise, the View Folio page opens.

On the content info page of a content item that is in a folio, there is a Folio Membership section (above the Revision table) with a "show" link which lists the folios to which the content is a member. There are also action icons next to the listed folios with the option to View the Folio or see it's content info.

13.2.8 Viewing Folios

You can view Folios in the following ways:

  • The Edit Folio page displays the folio hierarchy and allows you to edit the folio, provided you have the rights to do so.

  • The View Folio page shows, by default, the folio hierarchy but does not allow you to edit it. Your system administrator can define additional views that may not resemble the default folder hierarchy view.

  • View the native XML file (file extension .xcsr) from a content information page link.

13.2.9 Viewing Folio Information

Folio information, including revision history, is displayed on the content information page of the XML file checked in to Content Server. To access folio information, click the Info icon next to a folio in the Actions column on a Search Result page, or choose Content Item info from the Actions menu on the Edit Simple Folio page, Edit Folio page, or View Folio page.

13.2.10 Subscribing to Folios

You can subscribe to simple and advanced folios like any other item in Content Server. Because changes can be made to folios and folio items without causing a new revision to the folio, however, you can choose the types of changes that cause you to be notified using the Subscribe to folio_name page.

To subscribe to changes made to a folio or folio items:

  1. Choose Subscribe from the Content Actions menu on the content information page of the folio to which you want to subscribe.

  2. On the Subscribe to folio_name page, select the check box next to one or more of the actions for which to be notified:

    • Child update: Any change to content linked to by this folio sends notification.

    • Add: Additions to this folio sends notification.

    • Modify: Modifications to the attributes in this folio sends notification.

    • Delete: Deletions from this folio sends notification.

  3. Click Subscribe. The standard content information page for the folio opens.

13.2.11 Using Digital Asset Baskets

Digital asset baskets are a useful way to collect items checked in to Content Server. You add content to a digital asset basket from the Search Result page. When collected in a digital asset basket, items can be published to new folios or easily accessed from within existing folios in the Source Items tray of the Edit Folio page. You can create multiple baskets with the Manage Content Baskets page to help organize content by project, author, date, type, or any other way that you find useful.

Content added to digital asset baskets still resides in the repository. It does not change physical locations. Instead, the metadata for items in a digital asset basket updates to reflect the basket or baskets to which a content item is added. Click a digital asset basket link to execute a search for the metadata reflecting that digital asset basket, and return a search result page listing the content items. The same content can be collected in multiple baskets.

13.2.11.1 Managing Digital Asset Baskets

Digital asset baskets are created and deleted using the Manage Content Baskets page. You can create multiple baskets, but only one basket is active at a time. You can only add content to the active basket.

To create a digital asset basket:

  1. In the My Content Server tray, click My Baskets.

  2. On the Manage Content Baskets page, click Append basket. A new field is displayed on the page.

  3. Enter a name for the basket in the new field.

  4. Select Active next to the new basket to make it the active basket, otherwise leave disabled. Only the active basket can have content added to it.

  5. Click Update. The new basket is displayed under My Baskets in the My Content Server tray.

To delete a digital asset basket:

  1. Click My Baskets in the My Content Server tray.

  2. On the Manage Content Baskets page, select Delete next to the basket to delete and click Update. The basket is removed from the Manage digital asset baskets page and from under My Baskets in the My Content Server tray.

13.2.11.2 Working with Digital Asset Baskets

You can create multiple digital asset baskets to help organize collected content. Only the active basket can have content added to it. Content is added to the active basket from a Search Result page. You can move content between baskets, copy content into another basket, and reorder content within a basket.

13.2.11.2.1 Setting the Active Basket

You can set the active basket on the Manage Digital Asset Baskets page.

To set the active basket:

  1. Click My Baskets in the My Content Server tray.

  2. On the Manage Content Baskets page, select Active next to the basket and click Update. The Basket Icon changes, and Active is displayed next to the newly active basket under My Baskets in the My Content Server tray.

13.2.11.2.2 Adding Content to the Active Basket

You can add content to the active basket from a Search Result page.

To add content to the active basket:

  1. From a Search Result page, select the check box next to the item or items you want to add to the active basket.

  2. Choose Add to active basket from the table Actions menu above the check boxes.

  3. To verify that the content is added to the active basket, open My Baskets in the My Content Server tray and click the active basket icon.

13.2.11.2.3 Moving and Copying Content Items

If you inadvertently add content to the wrong basket and want to move it, or to reorganize your content into different baskets, you can do so. Also, you can copy content in one basket into another basket, so that it is displayed in both.

To move or copy content items from one basket to another:

  1. Open My Baskets in the My Content Server tray and click the basket link of the basket from which you want to move or copy content.

  2. Select the check box next to the item or items you want to move or copy.

  3. Choose Move selected items or Copy selected items from the table Actions menu.

  4. On the Move/Copy Basket Items page, click the basket to which the items are to be moved or copied.

13.2.11.2.4 Removing Content Items

You can remove items from any digital asset basket.

To remove content items from a basket:

  1. Open My Baskets in the My Content Server tray and click the basket link of the basket from which you want to remove content.

  2. Select the check box next to the item or items to remove.

  3. Choose Remove selected items from the Actions menu.

13.2.12 Understanding Folio Workflows

When working with folios in a workflow, it is important to remember that technically a folio is an XML file checked in to Content Server that lists associated content in a meaningful way. When a folio is routed in a workflow, it is the associated XML file that is routed. It is the structure of the folio that is reviewed and edited. The items themselves are not routed.

Think of the folio as a list of items. When a folio is routed in a workflow, you are asked to review the list of items, and possibly to update, add to, or rearrange the items. In the examples in Section 13.1.2, "The Folio Structure," a company used a template to create a folio to include information for a sales presentation. The new folio has the latest press releases and company background associated with it automatically, based on the template, and empty slots for slide presentations from several departments pertinent to the prospective client.

In this case, when the folio gets routed through a workflow, the appropriate people are asked to create slide presentations and insert them into the appropriate slots on the folio. The slide presentations they work on can go through any number of separate workflows and be checked in and out any number of times, but the folio won't move on in the workflow until content is associated with the specified empty slots. After that is done and the folio moves out of workflow, the folio is associated with the latest revisions of the content items listed in the folio, until a snapshot of the folio is taken or the folio is locked.