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These topics step you through document-related features in Oracle Social Network:

Document Basics

This section describes how documents interact with Oracle Social Network, including the types of files you can upload and where to upload them. It includes the following subsections:

What is the Documents page?

The Documents page lists all of the files that you and others have uploaded to Oracle Social Network. On the Documents page, you see all files that are in the Conversations and on the walls that you have access to. For example, if John uploads a file to the Conversation Doe's Deals, and you don't have access Doe's Deals, you will not see John's file on the Documents page.

What can I do on the Documents page?

Here's a short list of things you can do on the Documents page:

Table 5-1 Short List of Things You Can Do on the Documents Page

Action For more information, see …

View a list of all files uploaded to the Conversations you are a member of

What is the Documents page?

Open a document preview (document previews are limited to the first 100 pages of the document)

How can I see a document preview?

Download files

How do I download a file?

Upload and add new versions of files

Share files with other Conversations


What types of files can I upload?

Good news! There are no restrictions on the types of file you can upload. Keep in mind, though, that document previews show only the first 100 pages of a document.

Where can I upload a file?

Documents

This section provides information about using document-related features in Oracle Social Network. It includes the following subsections:

How can I see a document preview?

In a Conversation or on the Documents page, click the document's thumbnail to open a preview of it. You can also click the Expanded View link below the document to see a full-screen preview.

The list of file types you can preview is long, but there are some file types you can't preview, like an archive or executable file. Oracle Social Network supports uploading these types of files but not previewing them.

How do I upload a file from the Documents page?

  1. On the Documents page, click Upload Documents.

  2. Click the Select Destination button to open the Select Destination dialog.

  3. Select a destination for your file, and click Select.

  4. Click Select Files, and navigate to and select one or more files.

  5. For each file, you can leave the default at New Document or select to replace another file with this newer version.

  6. Optionally, for each file, select whether to allow downloading and sharing:

    • Allow document to be shared to allow people to share the document with other Conversations and walls.

    • Disable download and share to prevent anyone from downloading or sharing this document with other Conversations and walls.

  7. Optionally, for each file click Add Comment to add a comment to post with the file.

  8. Click Start Upload to start the file upload.

For information about uploading a file from a Conversation, see "How do I add a file to a Conversation?"

How do I upload a new version of a file?

  1. On the Documents page, go to the file you want to replace with a new version and click Upload New Version.

  2. Click Select File, and navigate to and select the new file version.

  3. Click Add Comment to add and post a comment with the new version.

  4. Select whether to allow downloading and sharing of the new version:

    • Allow document to be shared to allow people to share the document with other Conversations and walls.

    • Disable download and share to prevent anyone from downloading or sharing this document with other Conversations and walls.

  5. Click Start Upload.

Can I rename an uploaded file instead of treating it as a new version?

Yes! Follow the steps for uploading a file ("How do I upload a file from the Documents page?"). When you reach step 5, the name of the selected file shows on the pop-up menu as New version of <filename>. Instead select, New Document. Continuing with the upload results in adding new version 1 to the file. Otherwise, all file upload steps are the same as described in "How do I upload a file from the Documents page?"

How do I download a file?

When anyone uploads a file, they have the option of preventing anyone from sharing or downloading it. This means you may come across files that don't have a download option.

  1. Click the file's Download link.

  2. Navigate to the destination.

  3. Save the file.

Is there a way to download multiple files at once?

Yes! You can add all the files you want to download to a folder, and then download the folder. For more information, see "How do I download a folder?"

What is file sharing?

File sharing lets you copy a file from one Conversation or wall to another Conversation or wall or duplicate a file in the same Conversation or on the same wall. Because the shared file is a copy, it is independent of the original file. This means, for example, the shared file is not affected if you delete the original file or update the original with a more recent version.

For more information, see "How do I share a file?"

How do I share a file?

  1. Go to the file in its Conversation, on the Documents page, or in a file preview.

  2. Click the Share link and select either:

    • Share in new Conversation to create a new Conversation and add this file to it. Create the Conversation and continue as described in "How do I start a Conversation?"

    • Share in existing to select from a list of existing Conversations. Continue with Step 3.

  3. Choose a tab to narrow your destination options:

    • Favorites to select from your favorite Conversations and walls.

    • Recent to select from recently active Conversations and walls.

    • Search Results to enter a search term and select from the results.

  4. Select a destination Conversation or wall, and click Share to copy the file to your selected destination.

How do I move a file?

Move options become available when the Conversation or wall's Documents tab includes folders. You can use a Move button or menu option, or you can drag files into and out of folders. This topic describes how to use the Move menu option.

  1. Go to a Conversation or the wall of a collection or Social Object.

  2. Click the Documents tab.

  3. Right-click the row of the file you want to move.

  4. Select Move from the context menu.

  5. In the Move dialog, select a destination folder.

  6. Click Move.

How do I print a file?

Download the file and print it like you would any other file (see "How do I download a file?").

How do I delete a file?

You can delete files in a Conversation or a wall. Deleting a file deletes it for all members of the Conversation. Also, it deletes just the selected version of the file; it doesn't delete all versions. You must delete each version separately.

There's no undelete, so be certain you want to delete the file before you act.

Note: All content is retained on the system for legal or forensic purposes, but there's no direct way in the Oracle Social Network application to recover a deleted file.

  1. Open the Conversation that includes the file you want to delete.

  2. Open the Documents tab, right-click the file to delete, and select Delete.

  3. Click OK in the confirmation dialog.

Annotations

Annotations are editorial or review remarks you can add to a file preview. Everyone who can see the file preview can also see your annotations. A major benefit of this is that it reduces—even eliminates—duplicated and contradictory remarks. This section describes annotations and how to use them. It includes the following subsections:

What are annotations?

Annotations are graphic markers combined with review remarks. You can use them to place markers and remarks where you want them in a file preview. Each person's annotations appear in a unique color, making it easy to follow who said what.

How do I annotate a document?

  1. Go to the Documents page or to the Conversation or wall where the document is located, and open it in preview mode (see "How can I see a document preview?").

  2. Select a tool from the Tools menu.

  3. Click or highlight the text you want to annotate.

    • For the pushpin, click the location you want to comment on.

    • For the drawing tools, drag them to surround or highlight the text you want to annotate. Drawing tools include the pen, the highlighter, the rectangle, and the ellipse.

    All of these actions open a dialog where you can enter your remarks.

  4. In the dialog, enter a remark.

  5. Click Continue to continue annotating the document.

    All of the annotations you add from this point are included in one annotation group in the Conversation. You start a new group by clicking Publish and then adding a new annotation.

  6. Click the Publish button to publish one or multiple annotations.

What do each of the annotation tools do?

An icon to the left of the Tools menu shows the tool that is currently selected. This table describes what each tool does.

Table 5-2 Annotation Tool Descriptions

Tool Description

Select icon

Use the Selection tool to grab the preview and move forward or backward through it (you can scroll, too).

Pushpin icon

Use the Pushpin tool to post an annotation to a pinpointed location.

Pen icon

Use the Pen tool to create a free-form mark on the text you're annotating.

Highlighter icon

Use the Highlighter tool to highlight one line of the text to annotate.

Rectangle icon

Use the Rectangle tool to draw a rectangle over the material you're annotating.

Ellipse icon

Use the Ellipse tool to draw a circle over the material you're annotating.


Is there a way to associate one remark with many annotations?

Yes! You can mark several disconnected sections of text and combine them into a single annotation. After adding the first mark, with the annotation box still open, you can continue to use the selected tool to make additional marks. Once you add an annotation message and click Continue, the application draws a larger transparent box to encompass all the marks, and ties the single annotation message to all of them.

Is there a way to group annotations?

Yes! You can make several annotations, publish them, and then make more and publish those. Each publish action places all the messages added since you started (or since you last clicked Publish) into a group of messages that can be expanded and collapsed in the Conversation where the document appears.

How can I see annotations in a file preview?

You can see and comment on your own and other people's annotations in a document preview.

  1. Go to the Documents page or to the Conversation or wall where the document is located, and open it in preview mode.

  2. From the Filter menu, select the annotations you want to see.

    • All Annotations—To see everyone's annotations

    • <Name>—To see just the selected person's annotations

  3. Move your mouse pointer over an annotation mark to see its content.

  4. Optionally, add your own comment and click Reply.

  5. Click Close to exit the annotation.

How can I see annotations in a Conversation?

Annotations added to a file preview are simultaneously published to the Conversation or wall where the file is located. All file annotations are listed in the Conversation or on the wall, and you can click one to navigate to it in the file preview.

  1. Go to the Conversation or wall where the file is located.

  2. Locate the file in the Conversation or wall's messages, and scroll below it to see its annotations.

  3. If necessary, expand a group of annotations to see individual entries.

  4. Click the View Annotation link to go to the annotation in the file preview.

How can I tell who has annotated what?

Anyone who adds annotations is automatically assigned a color. An Annotations Map Legend— towards the top right of the file preview—maps people to their annotation color. Click the legend to open it and see who is assigned what color.

Annotation Map Legend icon

Colored lines to the right of the file preview show where annotation marks are placed. Click one of these to jump to an annotation.

The Filter menu lets you select whose annotations to see. for more information, see "How can I see just my own or just another person's annotations?"

How can I see just my own or just another person's annotations?

  1. Go to the Documents page or to the Conversation or wall where the annotated file is located, and open a preview of it.

  2. Open the Filter menu, and select a view:

    • All Annotations, to view all annotations, including your published and unpublished ones

    • No Annotations, to hide all annotations

    • <Name>, to view just the annotations of the selected person

Is there an easy way to navigate from one annotation to another?

Yes! You can use the left and right arrows to the right of the Tools and Filter menus to navigate from one annotation to another.

Previous and Next Annotation buttons
  • Click the right arrow to move to the next annotation.

  • Click the left arrow to move to the previous annotation.

Folders

Wherever you can filter a page view to show just documents, you can also create folders. Use folders to organize your document lists into manageable groupings of related documents and for a simple way to download multiple documents in one action.

This section describes folders and steps you through the types of actions you can take with them. It includes the following subsections:

What are folders?

In Oracle Social Network, folders serve the same purpose as they do in file systems: they give you a way to organize your documents for easy access.

Where can I create a folder?

You can create folders when the Documents tab is selected in a Conversation, a collection, or a Social Object.

How do I create a folder?

  1. Open a Conversation, collection, or Social Object.

  2. Click the Documents tab.

  3. Click the New Folder button.

    A new folder with the default name New Folder is created. For information about renaming the folder, see "How do I rename a folder?"

How do I rename a folder?

  1. Open a Conversation, collection, or Social Object.

  2. Click the Documents tab.

  3. Right-click the folder's row to open a context menu.

  4. Select Rename Folder.

  5. Enter the new folder name in the field that opens to the right of the folder icon.

  6. Press Enter.

What does it mean to share a folder?

Sharing a folder means you copy a folder and all of its files from one Conversation or wall to another or duplicate the folder in the same Conversation or on the same wall. Because the shared folder is a copy, it's independent of the original folder. This means, for example, that the shared folder isn't affected if you delete the original folder or add more files to it.

How do I share a folder in a new Conversation?

  1. Open a Conversation, collection, or Social Object.

  2. Click the Documents tab.

  3. Right-click the folder's row to open a context menu.

  4. Select Share in New Conversation.

  5. A new Conversation opens and includes the shared folder and its content.

  6. Continue with the new Conversation as described in "How do I start a Conversation?"

How do I share a folder in an existing Conversation?

  1. Open a Conversation, collection, or Social Object.

  2. Click the Documents tab.

  3. Right-click the folder's row to open a context menu.

  4. Select Share in Existing.

  5. In the Share File dialog, select a way to locate the Conversation:

    • Click Favorites to select from your favorite Conversations.

    • Click Recent to select from Conversations that have recently been active.

    • Click Search Results to search for a Conversation.

  6. Select a Conversation.

  7. Click Share.

How do I move a folder?

You can move a folder to a new position in its current Conversation or wall by dragging and dropping it or by using a Move button or menu option. This section describes how to move a folder using the menu option.

  1. Open a Conversation, collection, or Social Object.

  2. Click the Documents tab.

  3. Right-click the folder's row to open a context menu.

  4. Select Move.

  5. In the Move dialog, select a destination.

  6. Click Move.

How do I add new files to a folder?

  1. Open the folder by clicking its icon or its name.

  2. Either:

    1. Click Add Document to open an Add Document area.

    2. Click Select Files to open a file selection dialog.

    Or:

    Drag a file from your file system to the open folder.

  3. Continue uploading files as described in "How do I add a file to a Conversation?"

How do I move files into folders?

Move files into folders by dragging and dropping them onto a folder or by using the move feature.

If you drag or move a file into a folder, and the folder already contains a file with the same name, both files appear in the folder. A version number is not applied like it would be if you added a file from within the folder.

For more information, see:

How do I drag a file into a folder?

  1. Go to the Conversation that includes the file you want to drag.

  2. Click the Documents tab.

  3. Click and hold on the file, and then drag it and drop it onto the folder.

How do I move a file into a folder?

  1. Go to the Conversation that includes the file you want to move.

  2. Click the Documents tab.

  3. Select the file you want to move.

  4. Click the Move button to open the Move dialog.

  5. Select the target folder, and click Move.

How do I remove files from a folder?

You can remove files from a folder using the move feature, by dragging them out of the folder, or by deleting them entirely. When you remove files from a folder by deleting them, you also remove them from the Conversation or wall where they were uploaded.

For more information, see:

How do I move files out of a folder?

  1. Open the folder by clicking its icon or its name.

  2. Select the files to remove (Ctrl+Click to select multiple files).

  3. Click the Move button to open the Move dialog.

  4. Select a destination to move the files to.

  5. Click Move.

How do I drag files out of a folder?

  1. Open the folder by clicking its icon or its name.

  2. Drag the document you want to remove to the breadcrumbs at the top of the page.

    For example, drag your selection to Documents:

    <Conversation_name>: Documents > <folder_name>
    
  3. Drop your selection on the Documents breadcrumb.

    This moves your selection out of the folder to the top level of the Conversation or wall's Documents tab.

How do I delete a file from a folder?

  1. Open the folder by clicking its icon or its name.

  2. Right-click the file to remove, and select Delete from the context menu.

  3. Click OK in the dialog to delete the file from the folder and from the Conversation.

How do I download a folder?

  1. Go to a Conversation, collection, or Social Object.

  2. Click the Documents tab.

  3. Right-click the folder's row to open a context menu.

  4. Select Download.

  5. A browser tab or window and your operating system's download dialog open.

  6. Follow the steps outlined by the download dialog.

How do I delete a folder?

Deleting a folder also deletes all the files and subfolders it contains.

  1. Go to a Conversation, collection, or Social Object.

  2. Click the Documents tab.

  3. Right-click the folder's row to open a context menu.

  4. Select Delete.

  5. Click OK in the confirmation dialog.


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