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Oracle® Fusion Middleware User's Guide for Oracle WebCenter Portal: Spaces
11g Release 1 (11.1.1.7.0)

Part Number E10149-12
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53 Managing a Space

This chapter provides information about configuring and managing an environment dedicated to a group effort or an area of interest in WebCenter Portal: Spaces. It describes how to access space administration pages, manage services, and perform administrative tasks for all members of a space. It contains the following sections:

Audience

This chapter is intended for users who want to create and manage spaces.

To perform the tasks described in this chapter, users need to be assigned a role that includes the Manage Configuration and Manage Membership permissions. For information about roles and permissions, see Section 54.2.1.2, "Understanding Permissions and Permission Models in a Space."

53.1 Who Is the Space Moderator?

If you have been granted the Spaces-Create permission by the Spaces administrator, you can create a space. When you create a space, you become the default space moderator, which means that you assigned the Moderator role. In this role, you have Manage All permission in the space, which provides full control over the space presentation and content, as well as administrative responsibilities. When a new space is created, Spaces creates default space roles with default permissions. The space moderator can assign space members to these roles and modify the default permissions as required, or create new custom roles. For more information, see Section 54.2.1.1, "Understanding the Default Roles for a Space".

Note:

As a space creator, you will always have Manage All permission in the space, even if your role is changed to one with fewer permissions by default (for example, Participant or Viewer role), or your role is modified to alter your permissions.

Other users may be assigned the Moderator role, or granted the permissions to manage specific areas of the space. For more information, see Section 54.2, "Managing Roles and Permissions for a Space"

53.2 Creating a New Space

A space provides an environment dedicated to a group effort or an area of interest. For more information, see Section 51.1, "What You Should Know About Spaces." If you have been granted the Spaces-Create permission by the Spaces administrator, you can create a space in a Spaces application. As the creator of a space, you are granted the role of Moderator in the space (see Section 53.1, "Who Is the Space Moderator?").

Spaces creates a single discussion forum for a new space. You can modify this default setting to allocate multiple discussion forums to the space. See Section 53.10.3, "Modifying Discussion Forum Settings for a Space."

To create a space:

  1. From the Spaces menu, select Create a Space.

    Alternatively, on the Spaces page (see Section 51.4, "Viewing and Accessing Available Spaces"), click Create.

    If you do not see this option, ask your Spaces administrator to grant you Create Spaces permission.

    The Create a Space dialog opens.

  2. In the Setup step (Figure 53-1), specify a space name and, optionally, a description and keywords for the space. Enter any keywords related to the content of the space to make it more easily discoverable in search results. Separate keywords with a space or comma.

    Figure 53-1 Create a Space Dialog: Setup Step

    Create a Space Dialog
    Description of "Figure 53-1 Create a Space Dialog: Setup Step"

    The name that you enter here displays at the top of the space and other places where spaces are available for selection, such as the Spaces Switcher menu and the Spaces page. Space names can contain alphanumeric characters, underscores, spaces, multibyte characters, and special characters such as & and #. The maximum allowable length is 200 characters. The following reserved keywords are not allowed as the full space name either in upper or lowercase, or a combination of both—webcenter, pages, page, spaces, space, group, groups, space, spaces, webcenter space, webcenter spaces, webcenter administration, my spaces, admin, last. These reserved words are allowable as part of a longer name (for example, Sales Group).

    Note:

    Spaces removes any character spaces in the display name specified here to derive the initial internal name for the space, appended with the date
    (for example, spacename_14November2011).

  3. Click Next.

  4. In the Access step (Figure 53-2), modify the default URL (spacename_date) for the space if desired. The internal name of the space is derived from this field. This URL is the pretty URL to access the space.

    Figure 53-2 Create a Space Dialog: Access Step

    Create a Space Dialog: Access Step
  5. Select an access level for the space:

    • Public (default): Anyone can visit the space, whether they are a registered Spaces user or not. When this setting is selected, the Public-User role in the space is automatically granted permissions to view pages, lists, events, links, notes, announcements, discussions, and documents. Public users to not have edit, create, or manage permissions in the space.

    • Private: To access the space, membership is required (either through invitation or self-registration if enabled). The space will be shown in the list of available spaces on the Spaces page and will appear in search results.

    • Hidden: To access the space, membership is required (through invitation). The space will not be shown in the list of available spaces on the Spaces page and will not appear in search results.

    Note:

    The selected access level overrides the access level specified by the space template that you will select in the next step. For example, if you select an access level of Private for the new space, then select a space template that specifies Public access, the space is private. No public metadata is copied from the space template, and public users have no access to the space. Similarly. when you select Public for the new space, then select a space template that is Private or Hidden, public users have permissions to access pages and services in the space.

  6. Click Next.

  7. In the Content step (Figure 53-3), select a space template to use as the basis for your new space. Use the Filter field to search for templates by name.

    Figure 53-3 Create a Space Dialog: Content Step

    Create a Space Dialog: Content Step

    Note:

    A custom space template may include preseeded data, such as discussions, documents, lists, member information (including roles), pages, or site resources. When you select such a template, the new space includes all the preseeded data.

    Note:

    When you select a template on which to base a new space, then subsequently the template is made private by another user before you have completed creating the space, the template remains valid for your use while you are still creating the space.

  8. Click Create.

    The Space Creation Status dialog (Figure 53-4) shows the progress, and provides notification when the space is created, along with links to navigate to different areas of the space.

    Figure 53-4 Space Creation Status Dialog

    Space Creation Status Dialog
  9. Perform any of the following actions:

    • Click Close to close the dialog and return to the Home space.

    • Click Navigate to Space to open the Home page of the new space.

    • Click Add Members to open the Members page in the space administration settings. For more information, see Section 53.6, "Managing Space Members."

    • Click Create Pages to open the Pages page in the space administration settings. For more information, see Section 53.7, "Managing Space Pages."

    • Click Upload Documents to open the Documents page of the new space.

Any space can be parent to one or more subspaces. This allows you to develop a space hierarchy. For more information, see Chapter 56, "Working with a Space Hierarchy."

53.3 Accessing Space Administration Pages

Space moderators (or anyone granted Manage permissions in the space) can access the administration pages for the space:

Page Description

General

Use this page to set various space properties. For more information, see Section 53.4, "Managing General Administration Settings for a Space."

Roles

Use this page to manage space roles and permissions. For more information, see Section 53.5, "Managing Space Roles."

Members

Use this page to manage space members and assign member roles. For more information, see Section 53.6, "Managing Space Members."

Pages

Use this page to manage space pages. For more information, see Section 53.7, "Managing Space Pages."

Content

For more information, see Section 53.8, "Managing Space Content."

Subspaces

Use this page to manage child spaces of the space. For more information, see Section 53.9, "Managing Subspaces."

Services

Use this page to enable and disable services operating in the space; for example: Announcements, Discussions, Documents, Events, and Lists. For more information, see Section 53.10, "Managing Space Services."

Resources

Use this page to manage the resources for the space. For more information, see Section 53.11, "Managing Space Resources."

Custom Attributes

Use this page to define custom attributes for the space. For more information, see Section 53.12, "Defining Custom Attributes for a Space."


To access administration pages for a space:

  1. On the Spaces page (see Section 51.4, "Viewing and Accessing Available Spaces"), select the space.

  2. Open the space administration settings pages.

    Tip:

    The way you access these pages depends on the page template in use. For example, in a side navigation template, you may access space administration pages through a Manage menu.

    You can also navigate to these pages using the direct URL provided in Section A.5, "User Interface URLs for Space Pages."

    If you do not have access to the space administration pages, you do not have Manage permissions for the space. See Section 51.12, "Changing Your Role in a Space".

53.4 Managing General Administration Settings for a Space

The General page of the space administration settings provides access to the tasks described in the following sections:

53.4.1 Renaming a Space

A space display name displays at the top of the space and other places where spaces are available for selection, such as the Spaces Switcher menu and the Spaces page.

Note:

Changing the display name does not affect the internal name and URL for the space. To change the internal name of a space, see Section 53.14.2, "Changing a Space URL."

To change the display name of a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Space Options, modify the Display Name.

    Figure 53-5 Changing a Space Display Name

    General subtab Configure Group Space Information section
  3. Click Apply to save.

53.4.2 Modifying the Description or Keywords for a Space

A space description appears in the listing of the space on the Spaces page. Keywords are useful to make a space more easily discoverable in search results.

To enter or change the description or keywords for a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Space Options, enter or modify the Description and/or Search Keywords for use in searches on the Spaces page. Separate keywords with a space or comma.

    Figure 53-6 Modifying a Space Description or Keywords

    Modifying a Space Description or Keywords
  3. Click Apply to save.

53.4.3 Taking a Space Offline

You can take a space temporarily offline for maintenance. For example, if you notice inappropriate content, you can take a space offline to make required updates, then bring it back online. Only the Spaces administrator or space members with Manage Configuration permission can access a space that is offline. Other members see the Space Unavailable page (see Section 7.3, "Working with System Pages.").

To permanently close down a space that is not being used any more, see Section 53.4.5, "Closing or Reactivating a Space."

To take a space offline:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Space Options, select Take Space Temporarily Offline (Figure 53-7).

    Figure 53-7 Taking a Space Offline

    Take Group Space Offline enabled
    Description of "Figure 53-7 Taking a Space Offline"

  3. Click Apply to save.

53.4.4 Bringing a Space Back Online

When a space is offline, only the Spaces administrator or space members with Manage Configuration permission can bring the space back online.

To bring a space back online:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Space Options, deselect the Take Space Temporarily Offline check box (Figure 53-8).

    Figure 53-8 Bringing a Space Back Online

    Take Group Space Offline disabled
    Description of "Figure 53-8 Bringing a Space Back Online"

  3. Click Apply to save.

53.4.5 Closing or Reactivating a Space

You can close a space that is no longer being actively used. Closing a space archives its content. When you close a space, it is removed from everyone's Spaces Switcher menu and displays in the Spaces browser (Spaces page) only when a member selects Closed Spaces from the Show list. The content of a closed space remains accessible and searchable to those who still want to reference it and space members can continue working in the space either by displaying closed spaces on the Spaces page, or by direct URL (http://host:port/webcenter/spaces/space name).

When a space is closed, any activities performed in the space are no longer reflected in the Activity Stream in the Home space. Only the Home page of the closed space shows activity in the space.

To close down a space temporarily, take the space offline instead. See Section 53.4.3, "Taking a Space Offline."

To close a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Space Options, select the Close Space check box (Figure 53-9).

    Figure 53-9 Closing a Space

    Close the Group Space enabled
    Description of "Figure 53-9 Closing a Space"

    To reactivate the space, deselect the Close Space check box.

  3. Click Apply to save.

53.4.6 Enabling or Disabling RSS News Feeds for a Space

Space members can find out what is happening in a space through RSS news feeds. Within the context of a space, members can:

  • Monitor recent activities.

  • Track contributions to discussion forums.

  • View announcements.

  • Watch for revisions to lists.

For more information about publishing RSS new feeds, see Chapter 70, "Working with the RSS Service".

To enable or disable RSS news feeds for a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Space Options, set Publish RSS as follows:

    • To allow members access to space information through RSS feeds, select Enable RSS Publishing (Figure 53-10).

    • To disable RSS feeds for this space, deselect Enable RSS Publishing.

    Figure 53-10 Enabling and Disabling Space RSS Feeds

    Enable RSS Publishing on General subtab
    Description of "Figure 53-10 Enabling and Disabling Space RSS Feeds "

  3. Click Apply to save.

53.4.7 Changing the Space Icon

The space icon displays alongside the space display name in menus and smaller areas. For example, it may display on the Spaces Switcher menu (Figure 53-11) or at the top of the space (Figure 53-12).

Figure 53-11 Space Icon in Spaces Switcher Menu

Space Icon in Spaces Switcher Menu

Figure 53-12 Space Icon at Top of Space

Space Icon at Top of Space

A default icon is provided by the template used when you create the space, but you can assign a different icon if desired.

To change the space icon:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Display Settings, click Change next to the current space icon to open the Select an Icon dialog (Figure 53-13).

    Figure 53-13 Select an Icon Dialog

    Select an Icon Dialog

    Note:

    The icon image file can be up to 1 MB. Supported file formats are .gif or .GIF, .png or .PNG, and .jpg or .JPG.

  3. In the Select an Icon dialog, click Browse to upload a new icon image, or enter the URL to an icon image. Click OK.

  4. Click Apply to save.

53.4.8 Changing the Space Logo

The space logo displays alongside the space name in larger areas. For example, it may display on the Spaces page (Figure 53-14).

Figure 53-14 Space Logo on Spaces Page

Space Logo on Spaces Page

A default logo is provided by the template used when you create the space, but you can assign a different logo if desired.

To change the space logo:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Display Settings, click Change next to the current space logo to open the Select a Logo dialog (Figure 53-15).

    Figure 53-15 Select a Logo Dialog

    Select a Logo Dialog

    Note:

    The logo image file can be up to 1 MB. Supported file formats are .gif or .GIF, .png or .PNG, and .jpg or .JPG.

  3. In the Select a Logo dialog, click Browse to upload a new logo image, or enter the URL to a logo image (beginning with http://). Click OK.

  4. Click Apply to save.

53.4.9 Changing the Page Template for a Space

A page template defines how individual pages and groups of pages display on a user's screen. For more information about page templates, see Chapter 13, "Working with Page Templates."

Spaces provides several out-of-the-box page templates (see Section 13.1.1, "Out-of-the-Box Page Templates"). Alternatively, portal designers can create custom page templates to offer more ways to display pages on the screen, as described in Section 13.2, "Creating a Page Template." Within a space, you can copy or customize an existing page template, as described below and in Section 53.11, "Managing Space Resources."

By default, a space inherits the page template defined for the space template that you choose when you create the space.

Note:

If the space template does not specify a page template, the space uses the default page template specified by Spaces administrator. See Section 5.9, "Choosing a Default Page Template".

You can optionally select a different page template for the space, overriding the space template setting and the application setting.

To change the page template for a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Display Settings, select a new Page Template (Figure 53-16).

    Figure 53-16 Choosing a Page Template for a Space

    Choosing a Page Template for a Space

    The Spaces administrator may choose to hide one or more out-of-the-box page templates (see Section 13.5.1, "Showing and Hiding a Page Template"). The [system default] selection applies the page template specified for the application by the Spaces administrator (see Section 5.9, "Choosing a Default Page Template"). Additional custom page templates may be listed if they have been added to the application or the space.

    You can add custom page templates for the space to this list in two ways:

    Note:

    If you create a new page template for a space, the custom page template is not shown in the Page Template list for subspaces of the space. To set the page template for a subspace to the same page template used by its parent space, you must use an EL expression. To make a custom page template available in the Page Templates list for all spaces and subspaces, it must be created at the application-level (see Section 13.2, "Creating a Page Template").

    If you want Spaces to determine the page template dynamically based on certain criteria, click the Expression Builder icon next to the Page Template list to open the editor, and then enter an EL expression that specifies the required behavior. For example: in a subspace, the following EL expression sets the Page Template to the same setting as the parent space:

    {srmContext.resourceType['siteTemplate'].displayName['parent_page_template'].singleResult}
    
  3. Click Apply.

53.4.10 Changing the Skin for a Space

A skin defines the appearance and look and feel of the application or a space. For more information about skins, see Chapter 14, "Working with Skins."

Spaces provides several out-of-the-box skins (see Section 14.1, "What You Should Know About Skins"). Alternatively, portal designers can develop custom skins to reflect a personality, or to incorporate specific branding, as described in Section 14.2, "Creating a Skin." Within a space, you can copy an existing skin, as described below and in Section 53.11, "Managing Space Resources."

By default, a space inherits its skin from the application-level settings, described in Section 5.4, "Choosing a Default Skin."

You can optionally select a different skin for the space, overriding the application setting. When you change the skin for a space, the skin is applied to all the pages of the space. However, the space administration pages are not affected. They always appear with the default skin, Fusion FX.

To change the skin for a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Display Settings, select a new Skin in which to wrap the space (Figure 53-17).

    Figure 53-17 Choosing a Skin for a Space

    Choosing a Skin for a Space

    The Spaces administrator may choose to hide one or more out-of-the-box skins (see Section 14.4.1, "Showing and Hiding a Skin"). The [system default] selection applies the skin specified for the application by the Spaces administrator (see Section 5.4, "Choosing a Default Skin"). Additional custom skins may be listed if they have been added to the application or the space.

    You can add custom skins for the space to this list by copying an existing skin into a new skin. For more information, see Section 53.11, "Managing Space Resources."

    Note:

    If you create a new skin for a space, the custom skin is not shown in the Skin list for subspaces of the space. To set the skin for a subspace to the same skin used by its parent space, you must use an EL expression. To make a custom skin available in the Skin list for all spaces and subspaces, it must be created at the application-level (see Section 14.2, "Creating a Skin").

    If you want Spaces to determine the skin dynamically based on certain criteria, click the Expression Builder icon next to the Skin list to open the editor, and then enter an EL expression that specifies the required behavior.

  3. Click Apply to save.

53.4.11 Changing the Resource Catalogs for Pages and the Page Template for a Space

When you edit a page or page template in a space, the Resource Catalog lists items that you can select to add to the page or page template. For more information about Resource Catalogs, see Chapter 16, "Working with Resource Catalogs."

Spaces provides two out-of-the-box Resource Catalogs for pages and the page template in a space:

  • Default Space Catalog for editing individual pages and task flows in a space.

  • Default Page Template Catalog for editing page templates.

For more information, see Section 16.1.1, "Understanding the Out-of-the-Box Resource Catalogs."

Alternatively, portal designers can develop custom Resource Catalogs, as described in Section 16.2, "Creating Resource Catalogs." Within a space, you can create a new Resource Catalog from scratch or copy an existing Resource Catalog into a new Resource Catalog, as described below and in Section 53.11, "Managing Space Resources."

By default, a space inherits the Resource Catalogs for its pages and the page template from the application-level settings, described in Section 5.10, "Choosing Default Resource Catalogs."

You can optionally select different Resource Catalogs for the space, overriding the application settings.

To change the Resource Catalogs used to edit pages or the page template in a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Display Settings, select a new Resource Catalog from the Resource Catalog for Pages or Resource Catalog for Page Templates lists (Figure 53-18).

    Figure 53-18 Choosing a Resource Catalog for a Space

    Choosing a Resource Catalog for a Space

    The Spaces administrator may choose to hide one or more out-of-the-box Resource Catalogs (see Section 16.4, "Showing and Hiding a Resource Catalog"). The [system default] selection applies the Resource Catalogs specified for the application by the Spaces administrator (see Section 5.10, "Choosing Default Resource Catalogs"). Additional custom Resource Catalogs may be listed if they have been added to the application or the space.

    You can add custom Resource Catalogs for the space to this list by creating a new Resource Catalog from scratch or by copying an existing Resource Catalog into a new Resource Catalog. For more information, see Section 53.11, "Managing Space Resources."

    Note:

    If you create a new Resource Catalog for a space, the custom Resource Catalog is not shown in the Resource Catalog lists for subspaces of the space. To set the Resource Catalogs for a subspace to the same Resource Catalogs used by its parent space, you must use an EL expression. To make a custom Resource Catalog available in the Resource Catalog lists for all spaces and subspaces, it must be created at the application-level (see Section 16.2, "Creating Resource Catalogs").

    If you want Spaces to determine the Resource Catalog dynamically based on certain criteria, click the Expression Builder icon next to the Resource Catalog lists to open the editor, and then enter an EL expression that specifies the required behavior.

  3. Click Apply to save.

53.4.12 Changing the Navigation for a Space

Navigation enables space members to see what information the space provides and to get to that information quickly and easily. For more information about navigation models, see Chapter 12, "Working with Navigation."

Spaces provides the following out-of-the-box navigation models for a space:

  • Spaces Administration Options contains administration options for a space. By default, it includes a Manage dropdown menu to provide access to administration settings

  • Spaces Default Navigation Model displays links to space pages. By default, it is positioned at the top of the sidebar on the left-hand side of a space.

  • Spaces Navigation with Blogs/Wikis/Lists Submenus displays links to space pages, and links to any documents, blogs, wikis, and lists. By default, it is positioned at the top of the sidebar on the left-hand side of a space.

For more information, see Section 12.1.1, "What You Should Know About Navigation Models."

Alternatively, portal designers can develop custom navigations, as described in Section 12.2, "Building a Navigation Model." Within a space, you can create a new navigation from scratch or copy an existing navigation into a new navigation, as described below and in Section 53.11, "Managing Space Resources."

By default, a space inherits its navigation from the application-level settings, described in Section 5.11, "Choosing a Default Navigation."

You can optionally select a different navigation for the space, overriding the application settings.

To change the navigation for a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Display Settings, select a new Navigation (Figure 53-19).

    Figure 53-19 Choosing a Navigation for a Space

    Choosing a Navigation for a Space

    The Spaces administrator may choose to hide one or more out-of-the-box navigation models (see Section 11.4.3, "Showing and Hiding Resources"). The [system default] applies the navigation specified for the application by the Spaces administrator (Section 5.11, "Choosing a Default Navigation"). Additional navigation models may be listed if they have been added to the application or the space.

    You can add custom navigations for the space to this list by creating a new navigation from scratch or by copying an existing navigation into a new navigation. For more information, see Section 53.11, "Managing Space Resources."

    Note:

    If you create a new navigation for a space, the custom navigation is not shown in the Navigation list for subspaces of the space. To set the navigation for a subspace to the same navigation used by its parent space, you must use an EL expression. To make a custom navigation available in the Navigation list for all spaces and subspaces, it must be created at the application-level (see Section 12.2.1, "Creating a Navigation Model").

    If you want Spaces to determine the navigation dynamically based on certain criteria, click the Expression Builder icon next to the Navigation list to open the editor, and then enter an EL expression that specifies the required behavior.

  3. Click Apply to save.

53.4.13 Displaying or Hiding a Page Footer in a Space

A page footer can display copyright details for the space and a link to its Privacy Statement.

To display or hide a page footer for a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Display Settings, select the Page Footer check box to display a page footer, or deselect the check box to hide the page footer.

  3. Click Apply to save.

53.4.14 Customizing the Copyright Statement and Privacy URL

When enabled, the copyright statements and URL to the privacy statement specific to the space display in the page footer of the space (Figure 53-20 and Figure 53-21):

Figure 53-20 Spaces Copyright Statement

WebCenter Spaces Copyright Statement

Figure 53-21 Spaces Privacy URL

WebCenter Spaces Privacy URL

To customize the copyright statement and privacy URL for a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Display Settings, select Display Page Footer to display the area at the bottom of the space for the copyright statement and privacy URL (Figure 53-22). Deselect the check box to hide the page footer, including the copyright statement and privacy URL.

    Figure 53-22 Customizing the Copyright Statement and Privacy URL

    Customizing the Copyright and Privacy URL
  3. In the Copyright and Privacy URL fields, enter appropriate values.

  4. Click Apply to save.

53.4.15 Setting a Space Display Language

You can optionally set a space display language to control the language in which the user interface (UI) elements of a particular space render in Spaces. UI elements include button and field labels, application links, screen text, and so on.

For more information about working with languages in Spaces, and the different levels at which a display language can be set, see Chapter 27, "Working with Multilanguage Portals."

Within the scope of viewing a space, the space display language setting is given precedence over all other language settings. For example, if a space named WebCenter Portal Central has its display language set to German, and Monica (a member of WebCenter Portal Central) sets her user preference language to Dutch, assuming no other language settings are in effect:

  • Monica views the WebCenter Portal Central space in German, and cannot change this language setting.

  • Monica views other parts of Spaces, outside the WebCenter Portal Central space, in Dutch.

Note:

If you create a space based on a space template that is defined to use a specific language, that language setting is not inherited by the space. Instead, the initial language setting for a new space is based on the order of precedence described in Section 27.1.1, "Display Language Precedence.".

To set a space display language:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Display Settings, select a language for the space from the Default Language list (Figure 53-23).

    Figure 53-23 Setting the Space Display Language

    Setting Group Space Display Language

    If you want Spaces to determine the language dynamically based on certain criteria, click the Expression Builder icon next to the property field to open the editor, and then enter an EL expression that specifies the required behavior.

  3. To customize the languages displayed in the Default Language list, click Customize. For example, your Spaces application might be available in 27 different languages, but you may only need to display the content in your space in three or four different languages, so you could filter the list to display a subset of languages.

53.4.16 Changing the Access to a Space

Access to a space is defined when the space is created (see Section 53.2, "Creating a New Space"). This access can be changed to make the space more visible or less visible.

To change the access to a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the General page.

  2. On the General page, under Access, select how you want the space to be exposed:

    Figure 53-24 Space Access Settings

    Space Access Settings
    • Public: Anyone can visit the space, whether they are a registered Spaces user or not. When this setting is selected, the Public-User role in the space is automatically granted View Pages and Content permission in the space, which allows public users to view pages, lists, events, links, and notes. To grant public users permissions to view announcements, discussions, and documents, you need to grant these permissions, as described in Section 53.14.5, "Granting Public Access to a Space."

    • Private: To access the space, membership is required (either through invitation or self-registration if enabled). The space will be shown in the list of available spaces on the Spaces page and will appear in search results.

    • Hidden: To access the space, membership is required (through invitation). The space will not be shown in the list of available spaces on the Spaces page and will not appear in search results.

  3. Click Apply to save.

53.5 Managing Space Roles

To manage the roles for assigning permissions in a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Roles page.

    Figure 53-25 Space Administration: Roles Page

    Space Administration: Roles Page
  2. To work with space roles, refer to Chapter 54, "Managing Space Members and Roles."

53.6 Managing Space Members

To manage the members of a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Members page.

    Figure 53-26 Space Administration: Members Page

    Space Administration: Members Page
  2. To work with space members, refer to Chapter 54, "Managing Space Members and Roles."

53.7 Managing Space Pages

In a space, members have access to member-created pages and system pages. The content on a space page is typically targeted to a particular audience or objective.

Depending on the permissions granted, members can create and edit member-created pages as described in Chapter 17, "Creating and Managing Pages."

System pages are provided to support a rapid deployment of your portal. They fulfill a range of needs, from a finished informational page (the Unauthorized page) to pages that provide content that is generated on the spot and tailored to members of the space (the Activity Stream page). For complete information about system pages, including how to customize them, see Section 7.3, "Working with System Pages."

As a space moderator, you can manage all pages in the space through the Pages page (Figure 53-27).

Figure 53-27 Space Administration: Pages Page

Space Administration: Pages Page
Description of "Figure 53-27 Space Administration: Pages Page"

The following sections describe how to manage pages in a space. These tasks can be performed only by a space moderator, and affect all members of the space:

53.7.1 Setting Page Creation Defaults for a Page in a Space

If your Spaces application administrator has made the option available, you can set page creation defaults to reduce the number of steps required to create a page in a space. That is, you can specify the page style that is selected by default when you open the Create Page dialog. You can also select to bypass the Create Page dialog, which enforces the default page style.

Tip:

When you skip the Create Page dialog, the new page has a generic name. For information about renaming pages, see Section 17.6, "Renaming a Page."

To set space page creation defaults:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, click Set Page Defaults to display the Set Page Defaults dialog (Figure 53-28).

    Figure 53-28 Set Page Defaults Dialog

    Set Page Defaults Dialog
    Description of "Figure 53-28 Set Page Defaults Dialog"

  3. Select a page layout from the Page Style dropdown list.

    See Also:

    For information about the seeded page styles, see Section 15.1, "What You Should Know About Page Styles." Your application administrator may provide additional custom page styles or restrict page styles to a shorter list.

  4. Select an option next to Enable One-Click Page Creation:

    Yes: Bypass the Create Page dialog, and create all space pages using the specified Page Style. This enforces a common look and feel across the entire space.

    No: Display the Create Page dialog, with the specified Page Style selected as the default in the Create Page dialog for all space pages. Space members can select a different style for their new space pages.

  5. Click Save to save your changes and exit the dialog.

53.7.2 Showing or Hiding Pages in a Space

As a space moderator, you can control the display of pages in the space in either of the following ways:

  • Define a navigation model for the space to control what pages display and in what order and hierarchy. See Section 53.11, "Managing Space Resources" to access the Navigations resource for the space and Chapter 12, "Working with Navigation" to build a navigation that includes the pages of the space.

  • If the navigation used by the space shows all pages in the space, selectively show or hide pages in the space administration settings on the Pages page, as described below.

To show or hide pages for all members in a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, select or deselect the Show Page check box for the pages you want to show or hide.

Individual space members can customize their own personal view of pages in the space, as described in Section 51.11.1, "Showing or Hiding Pages in Your View."

53.7.3 Searching for Pages in a Space

To search for pages in a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, use either of the following search methods:

    • Filter search: Enter a full or partial search string in the Filter field (Figure 53-29), then click the Filter icon to refresh the list with all space pages for which a match is found in Name or Created By. To clear the current search string and display all space pages, click the Clear Filter icon.

    • Filter panel: Click the Show or hide the filter panel icon (Figure 53-29) to display a filter panel above the page list, then enter a full or partial search string in the fields above Name and/or Created By, and press Enter to refresh the list with all space pages that match the filtering criteria. To clear the current search string and display all space pages, clear the filter panel fields and press Enter.

    Figure 53-29 Searching for Pages in a Space

    Searching for Pages in a Space

To refresh the list of pages, first ensure that any prior filter is cleared (click the Clear Filter icon), and no filter is specified in the filter panel, then click the Refresh icon.

53.7.4 Editing a Page in a Space

As a space moderator, you can open any page in the space in the page editor, Composer.

To edit a space page:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, click the Actions icon for the page, and select Edit Page (Figure 53-30) to open Composer.

    Figure 53-30 Editing a Page in a Space

    Editing a Page in a Space
  3. See Chapter 18, "Editing a Page."

53.7.5 Removing All User Customizations from a Page in a Space

Individual space members can add and remove their own customizations from their personal view of pages in the space, as described in Section 51.11.4, "Customizing Your View of a Page."

As a space moderator, you can return a page to its default settings, removing all user customizations from a selected space page. This action removes user changes to the space page such as rearrangement, resizing, or collapsing of task flows in all space members' view of the page.

To remove all user customizations from a space page:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, click the Actions icon for the page, and select Delete Personalization (Figure 53-31) to open the Delete Personalization confirmation dialog.

    Figure 53-31 Removing User Customizations from a Space Page

    Removing User Customizations from a Space Page
  3. To confirm that you want to remove all user customizations from the page, click OK.

53.7.6 Copying a Page in a Space

To copy a page in a space for use by all space members:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, click the Actions icon for the page, and select Copy Page (Figure 53-32) to open the Copy Page dialog.

    Figure 53-32 Copying a Page in a Space

    Copying a Page in a Space
  3. Enter a name for the new page, and click OK.

    Note:

    You must have the Spaces-Manage All permission (see Table 54-2, "Space Permissions - Simple Permission Model") to copy a page that is available to all members of a space. If you have not been granted this permission, then the Copy Page selection is not available to you.

53.7.7 Renaming a Page in a Space

When you rename a page, keep in mind that any pretty URLs that use the old name will be broken. Also note that system pages, such as the Announcements, Lists, and Events pages, do not provide the option of being renamed.

See Also:

For information about pretty URLs, see Appendix A, "Spaces User Interface URLs."

To rename a page in a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, click the Actions icon for the page, and select Rename Page (Figure 53-33) to open the Rename Page dialog.

    Figure 53-33 Renaming a Page in a Space

    Renaming a Page in a Space
  3. Enter a new name for the page, and click the Save icon.

53.7.8 Changing Access Permissions on a Page in a Space

Note:

To make an entire space public, see Section 53.14.5, "Granting Public Access to a Space."

As the space moderator, you are authorized to view and manage security for any page in the space. Page owners normally determine who can see the space pages they create (see Section 17.7, "Controlling User Access to a Page"), but when a page owner is not available, the space moderator may be required to make changes.

In a public space, public users (who are assigned the Public-User role by Spaces) are granted View Pages and Content permission in the space by default, which allows public users to view pages, lists, events, links and notes. If you want to restrict access to a specific page, you can remove public view access from the page. Spaces provides a shortcut to grant and remove public read-only access to a page using the page Actions icon menu:

  • To grant read-only access to a specific page in a public space, select Make Public (Figure 53-34). The menu selection changes to Remove Public Access.

  • To restrict access to a specific page to space members only, select Remove Public Access.

Note:

These selections are active only if the space is public (see Section 53.14.5, "Granting Public Access to a Space").

Figure 53-34 Granting Read-Only Access to a Page in a Public Space

Granting Read-Only Access to a Page in a Public Space

To control the access to a specific page in a space at a more detailed level:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Roles page.

  2. On the Roles page, select the role for which you want to specify page access permissions, then click Edit Permissions (Figure 53-35). For information about the default Spaces roles in this list, see Section 54.2.1.1, "Understanding the Default Roles for a Space."

    Figure 53-35 Granting Spaces User Access to Space

    Granting WebCenter Spaces User Access to Group Space
    Description of "Figure 53-35 Granting Spaces User Access to Space"

  3. In the Edit Permissions dialog, deselect any check boxes for page permissions under Basic Services, which apply to all pages in the space. For information about the permissions listed in the Edit Permission dialog, see Section 54.2.1.2, "Understanding Permissions and Permission Models in a Space."

  4. Click Save.

  5. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  6. To modify user access to a page, click the Actions icon for the page, and select Set Page Access (Figure 53-36) to open the Set Page Access dialog (Figure 53-37).

    Figure 53-36 Controlling Access to a Page in a Space

    Controlling Access to a Page in a Space

    Figure 53-37 Set Page Access Dialog

    Set Page Access dialog box
  7. Follow the general steps for setting page access in Section 17.7, "Controlling User Access to a Page", beginning with Step 3.

53.7.9 Deleting a Page in a Space

To delete a page in a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, click the Actions icon for the page, and select Delete Page (Figure 53-38) to display the Delete Page dialog.

    Figure 53-38 Deleting a Page in a Space

    Deleting a Page in a Space
  3. Confirm deletion of the page, and click Delete.

53.7.10 Exposing a Space Page in the Home space

To add a space page to the list of pages in the Home space, visible to all Spaces users:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, click the Actions icon for the page, and select Add to Home space (Figure 53-39).

    Figure 53-39 Exposing a Space Page in the Home space

    Exposing a Space Page in the Home Space

When you add a space page to the Home space, the page scope remains that of the space.

53.7.11 Sending a Link to a Page in a Space

To send mail to space members prepopulated with a link to a particular page:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, click the Actions icon for the page, and select Send Mail (Figure 53-40) to open your mail application compose window, showing a URL link to the page.

    Figure 53-40 Sending a Link to a Page in a Space

    Sending a Link to a Page in a Space

53.7.12 Viewing Information About a Page in a Space

To view information about a page in a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Pages page.

  2. On the Pages page, click the Actions icon for the page, and select About This Page (Figure 53-41) to open the Page Information dialog, which shows Name, Created By, Date Created, Last Modified, and Direct URL.

    Figure 53-41 Viewing Information About a Page in a Space

    Viewing Information About a Page in a Space

53.8 Managing Space Content

To manage the content in a space in a centralized location:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Content page.

  2. On the Content page (Figure 53-42), click the subtab for the service that supports the content with which you want to work:

    Figure 53-42 Space Administration: Content Page

    Space Administration: Content Page

The subtabs provide quick access to creating and managing content made available through the services that are enabled in the space:

53.9 Managing Subspaces

To manage the subspaces of a space:

  1. In the parent space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the subspaces page (Figure 53-43).

    Tip:

    The way you access this page depends on the page template in use. For example, in a side navigation template, you may access it through a Manage menu.

    You can also navigate to this page using the direct URL provided in Section A.5, "User Interface URLs for Space Pages."

    Figure 53-43 Space Administration: Subspaces Page

    Space Administration: Subspaces Page
  2. To work with subspaces, refer to Chapter 56, "Working with a Space Hierarchy."

53.10 Managing Space Services

Most service-related configuration is the responsibility of the Fusion Middleware administrator. The administrator configures and maintains service connections, which make the services available in Spaces. For more information, see "Managing Oracle WebCenter Portal Services" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal. Also see Section 55.4, "Enabling and Disabling Services."

You can check the Services page to see which services are available and can enable or disable services as required. If a service is not shown on the Services page, then the administrator has not configured that service connection.

You use the Roles page to configure role permissions for each service that is enabled in the space. If a service is not shown on the Roles page, then the service is disabled in the space. For more information, see Section 54.2.3, "Viewing and Editing Permissions of a Space Role."

When you enable a service in a space, you are automatically granted Manage permissions on that service.

The following sections describe service-related configuration activities that space moderators can perform in a space:

53.10.1 Enabling and Disabling Services Available to a Space

Most services operating within a space are optional. Optional services include Announcements, Discussions, Documents, Space Events, Instant Messaging and Presence, and Lists.

When you disable a service, task flows associated with the service are no longer available. For example, if you disable the Discussions service:

  • The Discussions page is not shown in the space.

  • Discussions task flows included in custom space pages are replaced with a message Service was not enabled for this space.

  • Discussions task flows are not offered in the Resource Catalog for space pages.

Additionally, permissions granted for disabled services are removed, and any existing data associated with the Discussions, Announcements, Documents, Space Events, and Lists services is deleted from the space when you disable these services.

Space members do not automatically gain access to service-related task flows when you enable them here. You must also grant appropriate usage permissions for the service on the Roles page, as described in Section 54.2.3, "Viewing and Editing Permissions of a Space Role".

To enable or disable a service in your space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Services page.

    Figure 53-44 Space Administration: Services Page

    Space Administration: Services Page
    Description of "Figure 53-44 Space Administration: Services Page "

  2. On the Services page, select or deselect check boxes to enable or disable services, respectively.

    Note:

    If you disable the Mail service, Spaces deletes the default distribution list that was automatically created for the space. Attempts to send mail to all members of the space opens the mail window with the To field blank instead of pre-populated with the mail distribution list.

    If you previously specified a custom distribution list (see Section 53.10.2, "Configuring the Mail Distribution List for a Space"), then disable the Mail service, the custom distribution list is not deleted, but the relationship between the distribution list and the space is deleted.

    Note:

    The Documents service is exposed on the Services page in a space only with Content Server 11g. If the connected content repository is Content Server 10g, the Documents service is not available in the space administration settings (Services and Roles). To use the Documents service functionality in 10g, you can create a page in a space and add Documents service task flows to the page (see Section 43.4, "Adding a Documents Service Task Flow to a Page").

    Refer to the online help for the Services page for more information about each of the services.

  3. Click Apply to save.

  4. To allow space members to access the enabled services, grant appropriate permissions to the services for each member role on the Roles page. See Section 54.2.3, "Viewing and Editing Permissions of a Space Role".

53.10.2 Configuring the Mail Distribution List for a Space

Mail distribution lists provide an efficient mechanism for space communication. Spaces creates a default distribution list for every space when the Mail Server is Microsoft Exchange and Microsoft Active Directory Server (ADS) is installed, with the active directory connection details (LDAP) provided in the mail server connection settings. For more information, see "Managing the Mail Service" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal.

The default distribution list is named space_name@mail_domain. For example, the default distribution list for a space named Finance Project is FinanceProject@mail_domain, where mail_domain is derived from the LDAP Domain setting in the Edit Mail Server Connection screen (accessed through Oracle Enterprise Manager). As members leave or join the space, Spaces automatically updates the default distribution list to synchronize with the space membership. Note that this functionality is provided only the Mail Server is Microsoft Exchange and Microsoft Active Directory Server (ADS) is installed.

If the Mail service is disabled, Spaces deletes the default distribution list that was automatically created for the space. Attempts to send mail to all members of the space (see Section 51.5, "Sending Mail to Space Members or Moderators") opens the Mail Compose dialog with the To field blank instead of prepopulated with the mail distribution list.

Instead of using the default distribution list, you can modify the distribution list for space mail, as follows:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Services page.

  2. On the Services page, select Mail (Figure 53-45).

    Figure 53-45 Configuring the Space Mail Distribution List

    Configuring the Group Space Mail Distribution List
    Description of "Figure 53-45 Configuring the Space Mail Distribution List"

  3. (Optional) To change the current space mail distribution list, type a new Distribution List that you have configured in MS Exchange. Allowable characters are alphanumeric, dash (-), and underscore (_). Any other character is converted to a dash (-), and spaces are removed.

    If the Distribution List field is left blank, the compose mail dialog will not include a distribution list in the To field.

    Note:

    Members of the new custom distribution list are not managed by Spaces. As members leave or join the space, they are not automatically removed from or added to the custom distribution list. If you disable the Mail service, the custom distribution list is not deleted, but the relationship between the distribution list and the space is deleted.

  4. Under 'Send Mail' Options, select any combination of the check boxes:

    • Select Include the Distribution List to populate the To field of the compose mail dialog with the value specified in Distribution List (either the default space mail distribution list, or a custom distribution list you specify).

    • Select Include the Email Addresses of User, Groups (with associated Email ids) to populate the To field of the compose mail dialog with the mail addresses of all space members and groups that have associated mail addresses.

    • When groups defined for the space do not have associated mail addresses, select Include the Email Addresses of Users from Groups (with associated Email ids) to populate the To field of the compose mail dialog with the mail addresses of all space members in every group in the space.

      Note:

      This selection can potentially generate an extremely large distribution list, and create performance issues or mail server errors. Your application administrator can use the WLST setMailServiceProperty command mail.recipient.limit property to restrict the number of recipients to a message, as described in "setMailServiceProperty" in Oracle Fusion Middleware WebLogic Scripting Tool Command Reference.

  5. Click Apply.

53.10.3 Modifying Discussion Forum Settings for a Space

By default, Spaces creates a single discussion forum for a new space. You can modify this default setting to allocate multiple discussion forums to the space.

Spaces stores all discussion forums and categories under the application root category on the discussions server. The Spaces administrator can change the root category, as described in Section 6.2.2, "Specifying Where Discussions and Announcements are Stored on the Discussions Server". If required, you can change the default storage location for the discussion forums for a particular space.

For more information about the discussions server, see "Managing the Announcements and Discussions Services" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal. For more information about the Discussions service, see Chapter 62, "Working with the Discussions Service."

To modify the discussion forum settings for a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Services page.

  2. On the Services page, select Discussions.

  3. (Optional) To launch the Jive Forums Administration Console, the Web-based tool for configuring and managing discussion forums, click Forum Administration.

  4. To allocate multiple discussion forums to the space, select Support Multiple Forums for the Space (Figure 53-46).

    Figure 53-46 Space Discussion Forum Settings: Single Forum

    Specifying Where Discussions are Stored: Single Forum
    Description of "Figure 53-46 Space Discussion Forum Settings: Single Forum"

  5. Click Apply.

    The page refreshes to show a category, under which the multiple forums are stored (Figure 53-47).

    Figure 53-47 Space Discussion Forum Settings: Multiple Forums

    Specifying Where Discussions are Stored: Multiple Forums
  6. To store space discussions in a different category and discussion forum than those specified by Category Name and Forum Name, click the Choose a category for Space icon (Figure 53-47) to change the storage location.

  7. Click Apply on to save the settings.

53.10.4 Publishing Space Mail in a Discussion Forum

Communication through the space mail distribution list can be published as discussion forum posts. When a mail message is new, a new topic is created for it. When a mail message is a reply to an existing mail message, a topic reply is created for it.

Note:

Spaces supports Microsoft Exchange server or any mail server that supports IMAP4 and SMTP. To enable Spaces users to access mail within a Spaces application and perform basic operations such as read, reply, and forward, you must first register the appropriate mail server with the Spaces application. The Mail service is not configured out-of-the-box. Refer to "Setting Up Mail Server Connections" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal.

To publish space mail in a discussion forum:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Services page.

  2. On the Services page, select Discussions.

  3. To publish space mail on a discussion forum of your choice, select Monitor Incoming Email (Figure 53-48).

    To disable this feature so that mail is not published for any space, deselect this check box.

    Figure 53-48 Space Discussion Forum Settings: Mail

    Space Discussion Forum Settings: Mail
  4. Enter the space Mail Account.

    This is the distribution list used to mail space members. For details, see Section 53.10.2, "Configuring the Mail Distribution List for a Space."

    Note:

    If you specify a mail distribution list that has been defined as the distribution list for a different space, then the mail sent to that distribution list is by default archived in the discussion forum specified in the Mail Settings for that space. Mail sent to a space distribution list can only be archived one time in one forum, on a first come first served basis.

  5. In the IMAP Host field, enter the name of the computer where the IMAP (Internet Message Access Protocol) service is running; in IMAP Port, enter the port on which the IMAP service listens.

  6. Select Use SSL if a secured connection (SSL) is required for incoming mail over IMAP.

  7. Enter the User Name and Password of a space member with sufficient privileges to modify these settings (Manage privilege).

  8. To publish space mail on a different discussion forum than the forum specified by Forum Name, edit the value in Forum Name or Forum ID

    Click the Choose a forum for Space mail icon to display list of available forums in the space (Figure 53-49).

    Figure 53-49 Selecting a Forum for Space Mail

    Available forums
    Description of "Figure 53-49 Selecting a Forum for Space Mail"

  9. Single-click a forum in the list to select it.

    Alternatively, create a forum from scratch. Click Create Forum, then enter a suitable name and description.

    Note:

    If no forum is specified for mail archiving, or the specified forum is deleted, mail sent to the distribution list is not archived anywhere.

  10. Click Apply to save the settings.

53.10.5 Configuring a Shared Mail Connection for a Space

When a space is configured to use a shared mail connection, users do not have to specify credentials when sending mail using the WebCenter Portal Mail Service.

To configure a shared mail connection for a space:

  1. Confirm that Spaces is using the WebCenter Portal Mail service to send mail.

    See Section 6.3.1, "Enabling Shared Mail Connections for Send Mail Notifications".

  2. Ask your Fusion Middleware administrator to set up a mail connection that uses an external application configured with the shared credentials you require, and then record the name of that mail connection.

    For details, see "Setting Up a Shared Mail Connection" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal.

  3. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Custom Attributes page.

  4. On the Custom Attributes page, add the custom attributes listed in Table 53-1 (and as shown in Figure 53-50):

    Table 53-1 Custom Attributes for Shared Mail Connections

    Name Value

    collab.mail.compose.sharedConnectionName

    Name of the shared mail connection. For example: MySharedMailConnection

    notifications.use.mail.composer

    Must be set to true.


    Figure 53-50 Setting Shared Mail Connection Attributes for a Space

    Setting Shared Mail Connection Atributes for a Space
  5. (Optional). By default, Send Mail notifications are disabled for public/anonymous users. To enable them in a space, add the following space custom attribute:

    notifications.anonymous.enabled = true
    

53.10.6 Creating and Managing Space Event Categories

Space event categories enable users to group certain events together (for example, Team Meeting, Vacation, Customer Meeting, and so on).

Categories have a name and an optional color. If a color is selected, events belonging to the category are displayed in that color on the Events page or in an Events task flow.

To create and manage event categories in a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Services page.

  2. On the Services page, select Space Events (Figure 53-51).

    Figure 53-51 Working with Space Event Categories

    Space Events on the Services tab
  3. To create a new space event category, click Create. In the Create Category dialog, enter a Category Name, and select a color for the event category, then click OK.

    For information about assigning a category to an event, see Chapter 63, "Working with the Events Service," and specifically Section 63.2.4, "Scheduling Events."

    The category to which an event belongs also displays when a user hovers the mouse pointer over the event on the Events page or in an Events task flow. Users can also filter the Events page or an Events task flow to display events belonging to one or more specific categories. For more information see Section 63.2.3.4, "Filtering Events by Category."

  4. To edit or delete a space event category, select the category, then click either Edit or Delete (Figure 53-52).

    Figure 53-52 Editing or Deleting a Space Event Category

    Space Events on the Services tab

53.11 Managing Space Resources

The resources for a space and the tasks associated with managing those resources are identical to the resources for the entire Spaces application. For more information, see Chapter 11, "Working with the Resources that Compose a Portal or Community." Any custom resources that you create for a space can be managed in both the space and by the Spaces administrator.

Table 53-2 describes the support available for creating various resources in a space.

Table 53-2 Support for Creating Resources in a Space

Resource Can You Create the Resource in a Space? How can the Resource be Created?

Page Templates

Yes

Only by extending another page template.

Navigations

Yes

From scratch or by extending another navigation

Resource Catalogs

Yes

From scratch or by extending another Resource Catalog

Skins

Yes

Only by making a copy of another skin

Page Styles

No

(Not applicable)

Content Presenter templates

No

(Not applicable)

Mashup Styles

No

(Not applicable)

Data Controls

Yes

Only from scratch

Task flows

Yes

Only from scratch


To view, manage, or create resources for a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), display the Resources page (Figure 53-49).

    Figure 53-53 Space Administration: Services Page

    Space Administration: Services Page
  2. On the Resources page, select the resource you want to view or manage:

  3. Refer to the following sections for tasks related to working with space resources:

53.12 Defining Custom Attributes for a Space

Every space includes built-in attributes such as name, description, date created, icon, and so on. In addition to these built-in attributes, you can add custom attributes that are unique to the space and its characteristics.

Custom attributes let you specify additional space information (metadata). Custom attributes are propagated throughout the space. Any space pages, task flow, or portlet that delivers customized content based on parameter values can accept custom attribute values and display content accordingly using the following Expression Language (EL) syntax to access the custom attribute value:

#{spaceContext.currentSpace.metadata.customAttributes[attributeName]} 

A custom attribute is simply a name value pair (such as customerId=400, orderId=11, or userName=Smith). The custom attribute name is unique within a space. For example, if you build a space for customer analysis purposes, it might contain several custom task flows that take the parameter customerId as an input: task flows such as Customer Sales History, Customer Satisfaction Rating, Future Sales Prospects, or Customer Contact Information. With a custom attribute defined named customerId with an appropriate customer value, all the task flows that can accept a customerId can display information specific to that customer.

A custom attribute can also be dynamic, using Expression Language (EL) expressions. For example, a custom attribute could use an EL expression to read a value that is passed in. A URL that displays the space could pass the attribute value in the URL (for example, customerid=10), which would be applied to the custom attribute using the EL expression. For more information, see Section 22.4, "Passing Parameter Values Through the Page URL."

New spaces based on a space template that includes custom attributes will inherit the custom attributes and their values.

To add a custom attribute for a space:

  1. In the space administration settings (see Section 53.3, "Accessing Space Administration Pages"), open the Custom Attributes page.

  2. On the Custom Attributes page, click Add Attribute (Figure 53-54).

    Figure 53-54 Space Administration: Custom Attributes Page

    Space Administration: Custom Attributes Page
    Description of "Figure 53-54 Space Administration: Custom Attributes Page"

    The Add Attribute dialog opens (Figure 53-55).

    Figure 53-55 Entering Custom Attribute Name and Value

    Add Attribute dialog
    Description of "Figure 53-55 Entering Custom Attribute Name and Value"

  3. Enter a unique Name for the attribute.

  4. Optionally, enter a Value for the custom attribute. You can type a static value, or specify a dynamic value by entering an Expression Language (EL) expression. See Appendix B, "Expression Language (EL) Expressions."

  5. Click Add to save the custom attribute and display it in the list on the Custom Attributes page.

  6. To edit or delete a selected attribute, click the Actions icon for the attribute and select the desired action:

    • Edit Attribute to display the Edit Attribute dialog to modify the attribute name or value.

    • Delete Attribute to display the Delete Attribute dialog to remove the attribute from the space.

53.13 Adding Wikis or Blogs to a Space

You can include wikis and blogs as pages in a space.

Wiki pages are populated and monitored by a collaborative group of users with common interests and goals. Users with sufficient permission on a wiki can edit the page to add to, revise, or remove information. Everyone works together to create resource pages that are relevant, useful, and up-to-date. For more information, see Chapter 49, "Working with Wiki Documents."

Blogs, however, are more personal records of experiences and opinions. Blog pages provide a useful means of capturing and publishing the knowledge and opinions of subject matter experts who are members of the space. For more information, see Chapter 50, "Working with Blogs."

53.14 Making a Space Available

Once you have created a space, you probably want others to be able to use it. As the space moderator, you can determine whether the space should be discoverable only by other Spaces users, or publicly available:

53.14.1 Publishing the Link to a Space

You can share the link to a space with others by publishing the link to the space. With appropriate permissions, users can directly access a space by clicking the link that specifies the space display name.

To publish the direct link to a space:

  1. On the Spaces page (Section 51.4, "Viewing and Accessing Available Spaces"), locate the space you want to share, then right-click the space icon or name, and select About, then Share Link (Figure 53-56).

    Figure 53-56 Space Actions Menu Selection: Share Link

    Space Actions Menu Selection: Share Link

    The Share Link dialog opens (Figure 53-57).

    Figure 53-57 Share Link Dialog for a Space

    Share Dialog
  2. Optionally, enter a comment to appear with the link.

  3. Click Publish, then close the Share Link dialog.

    The URL to the space is added to the Activity Stream in the Home space for all users or groups who have permission to access the space, along with your comments, if entered.

53.14.2 Changing a Space URL

You can change the pretty URL that other people use to navigate to a space, which also changes the internal name of the space. The format of a space pretty URL is as follows:

http://host:port/webcenter/spaces/internal_space_name

For example: http://mycompany:8888/webcenter/spaces/philatelists.

When you change the space URL, it is important to note that any existing bookmarks to the space will no longer work. If you wish to simply change the display name; that is, the name displayed at the top of the space and on dialogs and pages where users can select the space, see Section 53.4.1, "Renaming a Space."

To change a space URL:

  1. On the Spaces page (Section 51.4, "Viewing and Accessing Available Spaces"), locate the space you want to rename, then right-click the space icon or name, and select Rename Space URL (Figure 53-58).

    Figure 53-58 Space Actions Menu Selection

    Space Actions Menu Selection
  2. In the Rename Space URL dialog (Figure 53-59), revise the space internal name portion of the URL as desired.

    Figure 53-59 Rename Space URL Dialog

    Rename Space URL dialog
    Description of "Figure 53-59 Rename Space URL Dialog"

  3. Click OK.

53.14.3 Making a Space Known (Discoverable)

You can make a space discoverable by other Spaces users on their Spaces page and in search results to let them know that it exists. Making a space discoverable does not make its content accessible. Users interested in the space can request membership through self-service (if enabled) or by mail.

To make a space discoverable by other Spaces users:

  1. Set general access to the space:

  2. (Optional) To allow users to join the space, you can enable self-registration too (you can still retain control by requiring approval for any subscription request). See Section 54.1.1, "Managing Self-Service Membership for a Space".

  3. To add or invite specific Spaces users and groups to the space, allow Spaces users to self-subscribe, or invite non-Spaces users to subscribe to the space, see Section 54.3, "Managing Members and Assigning Roles."

53.14.4 Granting Spaces Users Access to a Space

After making the space discoverable (see Section 53.14.3, "Making a Space Known (Discoverable)"), the next step is to assign the permissions that you want different user roles to have in the space, if the default permissions are not satisfactory.

Spaces users have the default Authenticated-User role. A space is not fully accessible until you give the Authenticated-User role permissions to access the pages of the space:

Note:

To use the task pane available through the Microsoft Office shared document management functionality (while editing a Microsoft Word, Excel, or PowerPoint file in a space) to add members to a space, see Section 54.3.4, "Adding Members to a Space."

53.14.5 Granting Public Access to a Space

You can make a space available to anyone with access to the Spaces instance that contains the space. Registering for a Spaces account is not required. The public information provided allows the space to be shared with non-members and people outside of the Spaces community.

Public users who are not registered Spaces users can access public spaces in two ways:

Public users are assigned the Public-User role, which has no access to space information by default. To grant public access to a space, including its pages and any content and services you want to expose on the public pages:

  1. Specify the general access settings for the space:

    When a space is made public, the Public-User role is automatically granted View Pages and Content permission in the space, which allows public users to view pages, lists, events, links and notes.

    To see what the public view of a space will look like, copy the Direct URL value in the About Space dialog (see Section 51.6, "Viewing Information About a Space"), log out of Spaces, and paste the URL into your browser. Because you are logged out of Spaces, only pages designated as public display.

  2. (Optional) To allow public users to join your space, you may want to enable self-registration too (you can still retain control by requiring approval for any subscription request). See Section 54.1.1, "Managing Self-Service Membership for a Space".

  3. Now that you have made the space public, the next step is to assign additional permissions that you want Public-User user role to have in the space, if the default read-only View Pages and Content permission is not sufficient. You can additionally grant public users permissions to view announcements, discussions, and documents.

    In the space administration settings, display the Roles page.

    Tip:

    The way you access this page depends on the page template in use. For example, in a side navigation template, you may access it through a Manage menu.

    You can also navigate to this page using the direct URL provided in Section A.5, "User Interface URLs for Space Pages."

  4. On the Roles page, select Public-User, then click Edit Permissions to open the Edit Permissions for Public-User dialog (Figure 53-61).

    Figure 53-61 Granting Permissions to Public User

    Granting Permissions to Public User
    Description of "Figure 53-61 Granting Permissions to Public User"

  5. In the Edit Permissions dialog, select the check boxes for the desired public permissions for the space to view announcements, discussions, or documents. For information about the permissions listed in the Edit Permission dialog, see Section 54.2.1.2, "Understanding Permissions and Permission Models in a Space."

    The public permissions that you grant here override the public permissions set by the administrator at the application level (see Section 24.2.4, "Granting Permissions to the Public-User Role").

  6. If you want to restrict public access to certain pages in the space, see Section 53.7.8, "Changing Access Permissions on a Page in a Space."

  7. Click Save.

53.15 Working with the Space Task Flows

Spaces provides two space task flows that you can add to a page (Figure 53-62):

Figure 53-62 Space Task Flows: Space Members and Spaces Browser

Space Task Flows

The following sections provide information about working with the space task flows:

53.15.1 Adding a Space Task Flow to a Page

To add a space task flow to a page:

  1. Go to the page where you want to add the task flow, and open the page in edit mode.

    See Also:

    For more information, see Section 18.1, "Entering and Exiting Composer."

  2. Click Add Content to open the Resource Catalog.

  3. Locate the Space Members and Spaces Browser task flows in the Resource Catalog.

    Note:

    These task flows are not available in the default Resource Catalogs provided out-of-the-box with Spaces, so you will only see entries for the space task flows if they have been added to the Resource Catalog that has been made available to the page.

    For more information, see Chapter 16, "Working with Resource Catalogs", specifically Section 16.3.1.2, "Adding Resources" (in the Add Resource Catalog Item dialog, select Task Flows, then scroll to Spaces Browser and/or Space Members).

  4. Click Add next to the space task flow you want to add to the page, then Close the Resource Catalog.

  5. Click Save, then Close the page.

53.15.2 Setting Space Task Flow Properties

The Space Members and Spaces Browser task flows have associated properties, which users with sufficient privileges can access through the Component Properties dialog in Composer (Figure 53-63 and Figure 53-64).

Figure 53-63 Space Members Task Flow Component Properties

Space Members Task Flow Component Properties

Figure 53-64 Spaces Browser Task Flow Component Properties

Spaces Browser Task Flow Component Properties

For information about accessing the Component Properties dialog, see Section 18.6.2, "Setting Properties on a Component."

The following sections provide information about properties of the spaces task flows and describe the properties on the Parameters tab for each task flow:

53.15.2.1 What You Should Know About the Spaces Task Flow Properties

The properties on the Parameters tab of the Component Properties dialog control the default task flow content. For descriptions of the parameters on this tab, see Section 53.15.2.3, "Setting Spaces Browser Task Flow Properties" and Section 53.15.2.2, "Setting Space Members Task Flow Properties." For some task flows, parameters on this tab facilitate the wiring of the task flow to page parameters and page definition variables. For more information, see Chapter 22, "Wiring Pages, Task Flows, Portlets, and UI Components."

Changes to the properties on the Display Options, Style, and Content Style tabs affect the appearance and behavior of the task flow. These properties are common to all task flows. For more information, see Section 18.6.4, "Working with Component Display Options" and Section 18.6.6, "Working with Style and Content Style Properties."

The contents of the Events tab depend on the events supported by the task flow. For more information, see Section 18.6.7, "Working with Component Contextual Events."

All properties on the Parameters and Display Options tabs provide access to an Expression Language (EL) editor, which you can use to select or specify a variable value instead of a constant value. Click the Edit icon next to a property field to open the editor. For more information about using the editor and for descriptions of common EL expressions, see Appendix B, "Expression Language (EL) Expressions."

Note:

Wherever you enter EL on the generic Display Options tab in the Component Properties dialog, the entry is automatically validated. If the EL syntax is invalid, an error appears and the value is neither applied nor saved. Generic Display Options are those cataloged in Table 18-1.

EL validation is not performed on non-generic display options.

53.15.2.2 Setting Space Members Task Flow Properties

See Section 54.4.7, "Setting Members Task Flow Properties."

53.15.2.3 Setting Spaces Browser Task Flow Properties

Properties that are unique to the Spaces Browser task flow are shown on the Parameters tab of the Component Properties dialog (Figure 53-65).

Figure 53-65 Spaces Browser Task Flow Component Properties

Spaces Browser Task Flow Component Properties

For information about the properties on the other tabs, which are common to all Spaces components, see Section 18.6, "Modifying Page Components."

53.15.2.3.1 Spaces Browser Task Flow Parameters

Table 53-3 describes the parameters that are unique to the Spaces Browser task flow.

Table 53-3 Spaces Browser Task Flow Parameters

Parameter Description

Advanced Query

Specifies an EL expression to retrieve a list of spaces based on custom criteria. The expression may include the population from which to choose, a WHERE clause, and sort criteria. Do not wrap the expression in #{ and }. Optionally, use a backslash as an escape character for quotes and backslashes (expression syntax is valid with or without an escape character).

Examples:

  • To display all subspaces of a named parent space:

    spaceContext.spacesQuery.parentSpaceName['parent_space_name']

    or

    spaceContext.spacesQuery.parentSpaceName['parent_space_guid']

  • To display top-level subspaces of a named parent space:

    spaceContext.spacesQuery.parentSpaceName['parent_space_guid'].shape['ROOT_LEVEL']

  • To sort the results based on certain criteria (in this example, discoverable spaces sorted alphabetically, then by date last updated):

    spaceContext.spacesQuery.unionOf.ALL_QUERIABLE.sort['sp.discoverable']['asc'].sort['sp.lastUpdateDate']['desc']

For additional examples: in the Expression Editor, select Space Info, then select from the list of examples to show the associated EL expression. To use an expression, remember to remove any enclosing #{ and }.

For help with syntax, refer to Appendix B, "Expression Language (EL) Expressions" and the JavaDoc for oracle.webcenter.spaces.query.SpacesQueryParameters.

Display Tool Bar

Specifies whether the tool bar displays:

  • #{true} (default): Display the toolbar.

  • #{false}: Hide the toolbar.

Display View

Specifies the type of layout in which to display spaces in the Spaces Browser.

  • Card Layout: Display spaces in a card view.

  • Tiled Layout (default): Display spaces in a tiled view.

Filter

Specifies which spaces should display in the Spaces Browser task flow.

  • Show All (default)

  • Show Joined

  • Show Moderated

  • Show Public

  • Show Discoverable (all Public and Private spaces)

Space Launched on Selection

Specifies whether to navigate to a space when selected in the Spaces Browser task flow:

  • #{true} (default): Clicking a space opens the space on the Home page.

  • #{false}: Clicking a space does not navigate to the space. Instead, allows user to select the space, staying on the same page with the selected space highlighted.


53.16 Deleting a Space

When a space has been closed or inactive for some time, you may want to remove it from Spaces. The Spaces administrator can remove any space in the application, as described in Section 55.2.6, "Deleting a Space." If you are the moderator or a member with Manage Configuration permission of a space, you can delete that space, as described in the steps below. Deleting a space is permanent; it cannot be restored after it is deleted.

Deleting a space means that:

To delete a space:

  1. On the Spaces page (Section 51.4, "Viewing and Accessing Available Spaces"), locate the space that you want to delete, then right-click the space icon or name, and select Delete the Space (Figure 53-66).

    Figure 53-66 Deleting a Space

    Deleting a Space
    Description of "Figure 53-66 Deleting a Space"

  2. In the confirmation prompt, click Delete to confirm or Cancel to preserve the space.