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

Part Number E26693-04
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4 Managing Content

This chapter discusses how to manage content items, revisions, subscriptions and the Indexer, using the Repository Manager application.

This chapter discusses the following topics:

4.1 Starting the Repository Manager

The Repository Manager can be run as an applet or in standalone mode.

To run the Repository Manager as an applet:

  1. Use the main menu to choose Administration, then Admin Applets.

  2. Choose Repository Manager.

    The Repository Manager applet opens.

To run Repository Manager in standalone mode, see the instructions in Oracle Fusion Middleware Administering Oracle WebCenter Content.

Use the Functions menu of the Repository Manager to perform a variety of administrative functions on specific revisions. Right-click a revision when displaying the revisions with the filter to open a shortcut menu, which includes all of the options on the Functions menu.

4.2 Configuring the Repository Manager Content List

Administrators and subadministrators with RepMan rights can display a list of content item revisions in the Repository Manager. Administrators can display all content items; subadministrators with RepMan rights can display only content items for which they have Admin permission to the security group and account (if applicable). Search the revision list by specifying metadata fields and revision status as filter criteria.

This section discusses the following topics:

4.2.1 Changing Column and Filter Settings

To filter the Content list by revision:

  1. On the Content tab of the Repository Manager application, select the Use Filter check box, then click Define Filter.

  2. On the Define Filter page, select the check boxes for the filter criteria to use and add values for the fields.

  3. Click OK.

To filter revisions by Release Date:

  1. On the Content tab of the Repository Manager application, select Release Date Since.

  2. Select a predefined date range.

  3. Click OK.

To change the columns displayed on the Content tab:

  1. On the Content tab of the Repository Manager application, click Show Columns.

  2. On the Show Columns page, select the columns to be displayed. Custom fields are at the bottom of the list.

  3. Click OK.

4.2.2 Changing Default Sort Order

When the Repository Manager application is started, it runs a default query against the database that returns all content released the previous day. By default, the query sorts the results by the ContentID of the content items.

Ordering by ContentID is advantageous because the order is predictable when the Repository Manager has a long list of content items. But sorting by ContentID can be time-consuming. It may be preferable to have faster query results without the predictable order.

To change the order, disable the DoDocNameOrder configuration setting. When the value is set to true (the default), content items are sorted by ContentID. When set to false, content items are not sorted. When the sort order is changed to optimize the query, enable the JDBC Query Trace to log trace information to the console log where database queries can be viewed.

To disable the DoDocNameOrder configuration setting:

  1. In a text editor, open the IntradocDir/config/config.cfg file.

  2. Add the following configuration setting:

    DoDocNameOrder=false
    
  3. Save and close the config.cfg file.

  4. Restart Content Server.

To enable Query Tracing:

  1. Use the main menu to choose Administration then System Audit Information.

  2. On the System Audit Information page, scroll to the bottom of the Edit Active Console Output Tracing section.

  3. Select systemdatabase from the Active Sections list.

    The systemdatabase is added to the list of active sections.

  4. Click Update.

  5. Restart Content Server.

For more information about tracing reports and restarting Content Server, see Oracle Fusion Middleware Administering Oracle WebCenter Content.

4.3 Managing Content Using Repository Manager

Several common tasks are done when managing content and revisions with Repository Manager, as discussed in the following sections:

4.3.1 Adding a New Content Item

To add a new content item using the Repository Manager:

Note:

New content items cannot be added using the Repository Manager launched as a Java applet from a browser. Use the standalone application. For details on using standalone applications, see Oracle Fusion Middleware Administering Oracle WebCenter Content.

  1. Start the Repository Manager in standalone mode.

  2. Click the Content tab.

  3. Click Add New.

  4. On the Add New Content Item page, enter the required and optional information for the content item.

  5. Click OK.

    The specified file is checked in as a new content item.

4.3.2 Managing Content Metadata

To view the metadata for a revision using the Repository Manager:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Choose Repository Manager then the Content tab.

  3. Highlight the revision for metadata review.

  4. Choose Functions then Info or right-click and click Info.

  5. On the Approve Revision page, click OK to close the page.

To update the metadata for a revision using the Repository Manager:

  1. Use the main menu and choose Administration then Admin Applets.

  2. Choose Repository Manager then the Content tab.

  3. Select the revision to update.

  4. Choose Functions, Update, or right-click and select Update.

  5. On the Update Content Info page, enter new metadata as necessary.

  6. Click OK.

    The metadata is updated without checking in a new revision.

4.3.3 Managing Expired Content

To review expired content from Repository Manager:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Choose Repository Manager then the Content tab.

  3. From the Content tab, select Define Filter.

  4. On the Define Subscription Filter page, select Enable Revision Status, and select Expired.

    A list of expired content is displayed.

To automate email notification for the author and administrator when the content expires:

  1. Edit IntradocDir/config/config.cfg in a text editor and enter the following:

    EnableExpirationNotifier=1
    
  2. Adjust optional configuration entries. For more information about these and other configuration variables, see Oracle Fusion Middleware Configuration Reference for Oracle WebCenter Content:

    • NotificationQuery: Defines the criteria for the automatic query that searches for expired content.

    • NotifyExtras: Defines the users who receive a list of expired content.

    • NotificationIntervalInDays: Defines how often a notification query is run.

    • NotifyTime: Defines the time of day the query is run.

    • NotificationMaximum: Defines the maximum number of content items to be returned by the query.

    By default, an email message is sent to the administrator at midnight, seven days before a piece of content is set to expire. And, an Expired Content link is added for the author and system administrator on their respective Content Management menus.

  3. Restart Content Server.

4.4 Managing Revisions Using Repository Manager

A revision is a new or revised version of a content item. By default, revisions are numbered sequentially starting with Revision 1, and every time the content item is checked out and checked in again, the revision number is incremented by one and Content Server creates a new revision of that file. The new revision has the same content ID as the previous revision, but the native file and the metadata can be the same or different. The system stores the previous versions of a file, which can be reviewed as necessary.

This section discusses the following topics:

4.4.1 Check In and Check Out a Revision

To check in a new revision or check out a revision using the Repository Manager:

Note:

These tasks must be performed using the standalone application. For details on running standalone applications, see Oracle Fusion Middleware Administering Oracle WebCenter Content.

  1. Start the Repository Manager in standalone mode.

  2. Click the Content tab.

  3. Select the item to be revised.

  4. Click Functions then Add Revision or Check Out. You can also right-click and choose the appropriate option.

  5. On the Add New Revision page or Check Out Item page, enter the information for the revision to be checked in.

  6. Click OK.

4.4.2 Undoing a Check-Out or Resubmitting a Revision

To undo a check-out or resubmit a revision using the Repository Manager:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Choose Repository Manager then the Content tab.

  3. Select one or more revisions to use.

  4. Choose Functions then Undo Check Out or Resubmit. You can also right-click and select the appropriate option.

  5. To exclude a revision from the list, clear the check box next to the revision.

  6. Click OK.

4.4.3 Deleting Revisions

To delete a particular revision using the Repository Manager:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Choose Repository Manager then the Content tab.

  3. Select one or more revisions to delete.

  4. Click Delete Revision. You can also choose Functions then Delete Revision, or right-click and select Delete Revision.

  5. To exclude a revision from the list, on the Delete Revision page, clear the check box next to the revision.

  6. Click OK.

To delete all revisions of a content item follow the same steps, choosing Delete All Revisions from the appropriate menus.

4.4.4 Managing Workflow Revisions

A workflow specifies how content is routed for review and approval before it is released to the system. Users are notified by email when they have a file to review.

From a workflow participant's point of view, there are two types of workflows:

  • A basic workflow defines the review process for specific content items, and must be initiated manually.

  • In a criteria workflow, a file enters the workflow automatically upon check in when its metadata matches predefined criteria.

When a workflow revision is approved using the Repository Manager, any approval steps in the workflow are bypassed. The workflow may complete normally, but bypassing approval steps can have unanticipated consequences. For example, if a workflow step requires an electronic signature and the associated revision is approved through the Repository Manager, there will be no record of an electronic signature, even though the workflow completes and the revision is approved.

Note:

Be sure you understand the consequences of approving a workflow revision using the Repository Manager before doing so.

To approve or reject a revision in a workflow using the Repository Manager:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Choose Repository Manager then the Content tab.

  3. Select one or more revisions to approve.

  4. Choose Functions then Approve or Reject. You can also right-click and choose Approve or Reject.

  5. To exclude a revision from the list, clear the check box next to the revision.

  6. Click OK.

4.5 Subscribing to Content

A subscription is a function that notifies users by email when a particular content item has been revised.

An email message buffer is 20000 bytes. If a large number of subscription email notices are sent at one time (for example, 40 content items with 40 subscribers each), the buffer can be overloaded and the email messages are not sent. The limit to the total size of a subscription notification email sent is 1 GB. The total number of subscription notification emails that can be included in one email sent to n users is 1 GB divided by the size of the subscription notification email.

Tip:

To change the subscription notification message, use Component Architecture to customize the following:

  • subscription_mail_subject include (in std_page.htm file)

  • wwSubscriptionMailSubject string (in ww_strings.htm file)

  • subscription_mail.htm template

Create subscriptions in two ways:

Subscribe to content items in two ways:

These are common tasks in managing subscriptions, as discussed in the following sections:

4.5.1 Adding or Editing a Criteria Subscription

To specify subscription criteria:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Select Repository Manager then the Subscription tab.

  3. Click Add.

  4. On the Add/Edit Subscription Type page, enter the subscription information:

    Important:

    If criteria fields are changed, all current subscriptions are deleted. Use care when working with this feature.

    • Name: Name for the subscription.

    • Description: A brief description.

    • Notifications: If selected, enables email notifications to users.

      The PrimaryWorkQueueTimeout configuration variable sets the number of seconds until workflow and subscription notification emails are sent. For more information about configuration variables, see Oracle Fusion Middleware Configuration Reference for Oracle WebCenter Content.

    • Criteria fields: To add fields, click Fields. On the Fields page, select the boxes of fields to be used as criteria for triggering the subscription. The values for these fields are set later when users are added.

  5. Click OK. Confirm enabling the subscription.

4.5.2 Adding or Unsubscribing Users

Tip:

If any of the users added to subscription do not have a correct email address, notification fails. The system quits after it encounters five errors in the work queue log and does not notify the rest of the subscribers.

To add users to a Criteria subscription:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Select Repository Manager then the Subscription tab. Select the subscription to use.

  3. Click Subscribers.

  4. On the Users Subscribed page, click Add.

  5. On the Add Subscription page, select User or Alias then click Select.

  6. On the Select User page or Select Alias page, choose the users or aliases to be subscribed.

  7. Click OK.

  8. Set the values for the criteria fields specified earlier.

  9. Click OK.

To unsubscribe a user:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Select Repository Manager then the Subscription tab.

  3. Select the subscription to use.

  4. Select the revision to unsubscribe.

  5. Click Function then Subscribers, or right-click and select Subscribers.

  6. On the Subscribers page, select the user alias to unsubscribe.

  7. Click Unsubscribe.

  8. On the confirmation page, click OK.

4.5.3 Viewing Subscription Information

To view subscription information for a revision using the Repository Manager:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Select Repository Manager then the Subscription tab.

  3. Select the subscription to use.

  4. Select the revision to view the subscription information for.

  5. Select Functions, Subscribers, or right-click and select Subscribers.

  6. To narrow the Subscriptions list, on the Subscribers page:

    1. Select the Use Filter check box.

    2. Click Define Filter.

    3. On the Subscription Detail page, enter the filter criteria.

    4. Click OK.

  7. To view all subscription details for a particular user or alias, select the user or alias and click View Details.

    The Subscription Detail page opens.

4.5.4 Deleting a Criteria Subscription

To delete a Criteria subscription:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Select Repository Manager then the Subscription tab.

  3. Select the subscription to use.

  4. Select a subscription.

  5. Click Delete.

  6. On the confirmation page, click Yes.

4.6 Signing Content Electronically

Electronic signatures are used and managed in several different contexts:

This section discusses the following topics:

4.6.1 About Electronic Signatures

An electronic signature is a unique identifier computed from the binary content of a content item and associated with other metadata such as the name of the user who signs the content item. Unlike a digital signature, which uniquely identifies both the document and the signer and encrypts the information with the document, an electronic signature is not stored with the document.

When a content item is checked in, Content Server generates the identifier and stores it with the revision metadata for the content item. When a content item is signed, a copy of the identifier is stored with the electronic signature metadata. When a modified revision of the content item is checked in, a new identifier is calculated.

Content Server can compare the identifier stored with the content item to the identifier stored with the electronic signature to help determine if a signed content item has changed and if existing signatures for a content item are valid.

Note:

The identifier is computed from the content only, not the associated metadata. A change in the metadata for a content item does not invalidate the electronic signature for the content item.

Because electronic signatures are stored separately from both the content item and from its metadata, multiple users can sign a particular content item revision. For example, in a workflow approval process, multiple reviewers may sign a revision of a content item. For more information, see Chapter 6.

Any user with access to the Document Information page for a content item can sign the content item. For more information about signing a content item, see Oracle Fusion Middleware Using Oracle WebCenter Content.

When using the Archiver with the Electronic Signatures component, use the table archive feature to move the ElectronicSignatures table. If archived content is restored without the associated signature metadata, errors can occur. For more information about archiving content, see Oracle Fusion Middleware Administering Oracle WebCenter Content.

4.6.2 Custom Electronic Signature Metadata

When a content item is signed electronically, the signature includes standard metadata about the user, such as the user name and password, and metadata about the content item itself, such as the name (dDocName) and revision (dRevisionID). The Electronic Signature component also provides the xESigHasElectronicSignatures field which is automatically set to 1 (true) when a content item is signed.

Metadata fields that are stored as part of the metadata for the electronic signature can also be defined. Electronic signature information is stored and managed in a separate ElectronicSignatures table in the database.

When creating a custom metadata field, select a basic data type, and optionally specify a choice-list of comma-delimited values, and designate one or more fields as required fields. The defined fields are displayed when the user signs a content item and when the user displays detailed signature information about a content item. For more information about these pages, see Oracle Fusion Middleware Using Oracle WebCenter Content.

4.6.3 Adding or Editing a Custom Electronic Signature Field

Consider metadata requirements carefully before creating custom metadata fields. After creating a field (click Save Changes), the field name, the data type, or the required status cannot be changed. The field must be deleted and a new field created in order to delete it. When a custom field is deleted, any stored data associated with that field is also deleted.

To create or edit a custom Electronic Signature field:

  1. Use the main menu to choose Administration then Electronic Signatures.

  2. To add a new field, on the Electronic Signatures Configuration page, click the Add New Field icon (the green plus sign).

  3. Specify an internal field Name. This is the field name in the data table.

    Duplicate names are not allowed. Maximum field length is 29 characters. Use only letters, numbers, and underscores (_). The name must start with a letter. Do not use special characters.

  4. Specify a Display Label. This is the label displayed for the field on pages and dialogs.

  5. Specify a data type. The default data type is Text.

  6. To specify a choice list for a field, select the check box in the associated Choice List column and specify the choices as a comma-delimited list of values.

    • The values must match the data type selected for the field.

    • Values are displayed in the specified order on pages. The first value in the list is the default value.

    • To provide no default value, enter a space followed by a comma as the first value in the choice list.

  7. To specify that the custom field is itself a check box, select Checkbox. A check box field is automatically designated a required field. The user must select the check box to complete the electronic signature.The Display Label field contains acknowledgement text to display next to the check box.

  8. To specify that the user must supply a value in the associated field to complete the electronic signature, select Required.

  9. Repeat steps 2through 8for each field to add.

  10. Fields are displayed on pages in the order listed in this table. To change the order of one or more fields, select the check box next to the field or fields and use the Move Up and Move Down icons at the top of the table to move the fields up or down in the order.

  11. To delete one or more field from the table, select the check box next to the field or fields and use the Delete Fields icon to remove the field or fields and all associated field data. Fields are not permanently deleted until Save Changes is selected.

  12. To commit the changes, click Save Changes then click OK on the confirmation page.

4.6.4 Configuring Electronic Signatures

By default, the Electronic Signatures component requires that Secure Socket Layer (SSL) security be enabled when applying electronic signatures to prevent the possible interception of password information in otherwise unsecured network transmissions.

For some applications, such as workflow sign-off on a secure company intranet, the requirement adds additional overhead that may not be necessary.

To disable the SSL requirement for Electronic Signatures, set the DisableESigSSLCheck configuration variable in the config.cfg file to True:

DisableESigSSLCheck=true

For information about setting configuration variables, see Oracle Fusion Middleware Configuration Reference for Oracle WebCenter Content.

4.7 Managing Native Content Conversion

Note:

Unless Content Server is configured to work with an Inbound Refinery instance, files are all passed through to the website in their native format.

When Content Server is configured as a provider for an Inbound Refinery instance, you must specify what file formats to pass to the refinery for conversion, based on the file extension. You can do this in the following ways:

After the job passes from Content Server to Inbound Refinery, the refinery configuration determines how to convert and return the native file.

File formats are automatically configured during installation or can be added and changed as needed.

For more information about conversions, see Part V.

4.7.1 Identifying MIME Types

When you define new file formats, specify the MIME (Multipurpose Internet Mail Extensions) type corresponding to the file extension (for example, the format mapped to the doc file extension is application/msword).

When a content item is checked in to the repository, the content item's format is assigned according to the format mapped to the file extension of the native file. If the native file is not converted, Content Server includes this format when delivering the content item to clients. Using the MIME type for the format assists the client in determining what type of data the file is, the associated helper applications, and so on.

Check MIME types and the list of registered MIME types at http://www.iana.org/assignments/media-types/index.html.

4.7.2 Native Applications Requirements for Content Conversions

Oracle WebCenter Content Inbound Refinery supports using Microsoft Office Suite 32-bit installations for the greatest compatibility. Using 64-bit installations of Microsoft Office Suite is not supported. Microsoft Office Suite 32-bit is the default installation and is recommended by Microsoft for compatibility with third-party extensions. For more information, visit http://office.microsoft.com and search for articles HA010369476, HA102840825, and ee681792.

The native applications used to convert content must meet the following requirements.

Native Application Requirements

MS Word

MS Project

MS Excel

MS PowerPoint

MS Visio

Verify that the native application is installed if needed by Inbound Refinery for the conversion.

Associate the file type to a conversion process on the File Formats tab.

For Word and PowerPoint applications, use the Native Options tab on the Local Inbound Refinery Configuration page to specify whether to process links.

MS Publisher

FrameMaker

PhotoShop

PageMaker

InDesign

Verify that the native application is installed.

Associate the file type to a conversion process on the File Formats tab.

Other

Verify that the native application is installed (if required).

Install the custom conversion program in Inbound Refinery.

Associate the file type to a conversion process on the File Formats tab.


4.7.3 Associating File Types with Conversion Programs

Associating file types with conversions is a two-stage process.

To add the file format and associate the file extension with the format:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Click Configuration Manager.

  3. On the Configuration Manager page, choose Options then File Formats from the Page menu.

  4. On the File Formats page, click Add in the File Formats pane to add a file format.

  5. On the Add/Edit File Format page, enter the necessary information:

    • Format: Usually the MIME type.

    • Conversion type: Associates the format name with a conversion.

    • Description: A brief description of the file format.

  6. Click OK.

To enter the file extension to associate with the format:

  1. Click Add in the File Extensions pane.

  2. On the Add/Edit File Extension page, enter the necessary information:

    • Extension: The designation for the file format. A file with this format is converted using the conversion specified by the Map to Format field.

    • Map To Format: A list of the available formats with specified conversions (defined in the File Formats pane). Select a format to directly relate all files with that extension to a specific conversion program.

  3. Click OK.

4.7.4 About Thumbnails

Thumbnails are small preview images of content. They are used on search results pages and typically link to the web-viewable file they represent. This means that users do not need to rely solely on text information such as the title to tell if a file is the one for which they are looking. A thumbnail provides consumers with a visual sample of a file without actually opening the file itself. This enables them to check a file before committing to downloading the larger, original file.

You can automatically generate thumbnails for supported file types with options provided by Content Server.

Content Server provides a basic set of thumbnail creation options. Oracle WebCenter Content: Inbound Refinery provides a more extensive set of options for file conversion and thumbnail generation.

4.8 Defining Content Types

Files are grouped in directories designated by content types.

Use this procedure to:

  1. Use the main menu to choose Administration then Admin Applets.

  2. Click Configuration Manager.

  3. On the Configuration Manager page, choose Options then Content Types from the Page menu.

  4. To add a new type, on the Content Types page click Add.

    To edit a type, highlight the type name and click Edit.

    To delete a type, highlight the type name and click Delete.

    Note:

    You cannot delete a content type if content still exists with that type. Make sure no content is using the type before attempting to delete it.

  5. On the confirmation page, click OK.

  6. On the Add/Edit Content Type page, enter or edit the name and description of the type.

  7. Select an image from GIF list to associate with the content type.

  8. Click OK.