Organizing Documents in Oracle WebCenter Content
Oracle WebCenter Content stores and manages documents in a repository. Information about each document is associated with the document and stored as well. This information, called metadata or document properties, can be used to organize, find, and share documents.
Understanding Document Metadata
Metadata is applied to each content item stored in Oracle WebCenter Content. The metadata is used when you search for a document. Some metadata may be applied manually by the person uploading the document, such as the document title, and some may be applied automatically, such as the date and time a document is uploaded.
Organizing Documents in Libraries
Libraries and folders provide structure and organization to documents, just like folders do on your computer. In Oracle WebCenter Content, a library is just a folder at the top level of the system.
When you first log in to Oracle WebCenter Content on your mobile device, you are shown a listing of all available libraries. There are two types of libraries:
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Enterprise Libraries, created by individuals to group content and manage security. -
System Libraries, created and managed by Oracle WebCenter Content to organize documents that are in a system process, such as checked-out or expired documents, or documents in a workflow. You cannot upload documents to a system library.
Documents can be uploaded to Oracle WebCenter Content outside of a library context as an unfiled document. However, organizing documents in libraries and folders helps to ensure documents are secure, can be shared, and are easily found by yourself and others. In addition to containing documents and folders, libraries can also contain shortcuts to other libraries, folders, and documents. You only see items to which you have permission. This provides a secure, fast and familiar way to navigate Oracle WebCenter Content.
Organizing Documents in Folders
Folders in Oracle WebCenter Content are used to organize documents so that you can find them quickly by browsing the folder structure. There are two main types of folders in Oracle WebCenter Content:
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Traditional folders, which are similar to folders you use to organize your files on your computer. -
Query folders, or saved searches, which are collections of documents based on search criteria you have saved. -
Retention folders, which is a type of query folder with rules for retaining content.
Traditional folders in Oracle WebCenter Content are like folders on your computer. However, in Oracle WebCenter Content, a folder can automatically assign default folder metadata to the documents organized in them. Having default metadata saves you time, as documents uploaded to a folder are secure and easily found.
Query folders aren't like regular folders, but are saved search criteria that are executed when you tap the query folder. They give you the experience of browsing through a file system while in reality searching for content using metadata. For example, a query folder can be created using the Oracle WebCenter web browser interface on your laptop titled Today's Documents that when tapped displays all documents checked in today. The contents change every day without people having to upload documents to a specific folder, because tapping the folder tells Oracle WebCenter Content to find all documents uploaded on the current day and display them in a list.
Using the Oracle WebCenter web browser interface on your laptop or desktop, you can create shortcuts to any items you can access in Oracle WebCenter Content, giving you a way to quickly organize how you access items. For example, you may work on several projects, each requiring a specification document, and each specification document is stored in the associated project folder. Using your laptop browser, you can create a folder containing shortcuts to each specification document. So instead of having to search through multiple project folders to find the documents you want, you can tap your folder and have shortcuts to all specification documents listed there for quick, convenient access from your mobile device.
Each person's favorites listing is private and always available in the navigation menu. You can easily add to your favorites, and favorites provide a quick and easy way to navigate to those items you use frequently or those items you want to quickly find later.