Oracle Files Administration Guide 9.0.3 Part Number A97358-01 |
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Oracle Files is a hosted content management application that supports user collaboration and file sharing. Oracle Files provides a sophisticated, Web-based user interface that enables users to easily share files of any kind with others in a workspace or across an enterprise. This chapter provides an overview of Oracle Files features and administrative functions. Topics include:
Oracle Files is part of the Oracle Collaboration Suite. Oracle Files includes the following features:
In Oracle Files, a Subscriber is an organizational entity where users collaborate. Each Subscriber has its own Subscriber Administrator.
A workspace is where a selected group of Oracle Files users store and collaborate on files and folders. The content of a workspace is visible and editable only by its members. A workspace includes at least one administrator, and can include participants and viewers.
Each workspace is allocated a quota. The contents of each workspace, including its Public folder and Trash folder, count against the workspace's allocated quota. Exceeding the workspace's quota prevents the workspace members from storing additional content into the workspace. The workspace's administrators can, however, request that the Subscriber Administrator increase the workspace's quota.
For detailed information, see "Workspace Management" in the Online Help for Oracle Files.
Each user has a My Public Files folder where he or she can store files, viewable by all Subscriber users.
Each user has a My Private Files folder where only he or she can access, store, and view files.
For detailed information, see "File Management" in the Online Help for Oracle Files.
Users can conduct simple or advanced searches. Advanced searching lets users refine and combine search criteria. In addition, as part of the Oracle Collaboration Suite, users can use the Collaboration Suite Search, an application that lets users search any and all configured applications in the Oracle Collaboration Suite.
For detailed information, see "Search Options" in the Online Help for Oracle Files.
By associating categories with files or folders and modifying the attributes of a category, users can organize and classify their information. Users can also search for files by category.
For detailed information, see "Categories" in the Online Help for Oracle Files.
Users can retain a history of file modifications by creating and saving one or more snapshots of a file.
For detailed information, see "Versioning" in the Online Help for Oracle Files.
Users can submit files for review, and select users to approve, reject, or just review these files.
The backbone of a review process in Oracle Files is Oracle Workflow. Using a review process, any workspace member can submit for review one or more files from their workspace to other members of their workspace. A review process ends in the approval or rejection of these files, or can expire or be cancelled prior to their approval or rejection. Members can either be Approvers or Reviewers of a review process:
When you complete the Review Process, the initiator is notified of the approval or rejection of the Review Process.
For detailed information, see "Review Processes and Workflow" in the Online Help for Oracle Files.
Files deleted in Private and Public folders are moved to Personal Trash. Files deleted in workspaces are moved to a corresponding Trash folder. A user can request to restore files that have been emptied from their trash.
For detailed information, see "File Management" in the Online Help for Oracle Files.
Using Microsoft Web Folders, a user can open and edit an Oracle Files workspace file and save his or her changes directly back to Oracle Files. When a user opens a workspace file from Microsoft Web Folders to edit in Microsoft Office, the file is automatically locked in Oracle Files. Any changes made to the file are automatically saved back to Oracle Files. When the user closes the file in Microsoft Office, the file is automatically unlocked in Oracle Files.
For detailed information, see "File Management" in the Online Help for Oracle Files.
Oracle FileSync synchronizes all file changes between a local machine and Oracle Files, ensuring that the contents of selected local folders and remote folders match.
For detailed information, see the Oracle Files "FAQ" in the Online Help for Oracle Files.
There are three administrative roles in Oracle Files:
Depending on the role, different tasks are performed using tools specifically for the task at hand.
If you are a: | Your responsibilities include: | Consult these sources (chapters in this Guide, unless designated otherwise: |
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System Administrator |
Installation and configuration of Oracle Files Management of the Oracle Files domain, nodes, services, and servers. |
Oracle Collaboration Suite Installation Guide Chapter 3, "Administration Tools Overview" Chapter 4, "Basic Administrative Operations" Chapter 5, "Maintenance and Tuning" Chapter 6, "Oracle Internet Directory and Credential Management" |
Site Administrator |
Addition, deletion, and management of subscribers. |
Chapter 2, "Oracle Files Overview and Administration" Chapter 6, "Oracle Internet Directory and Credential Management" |
Subscriber Administrator |
Management of users, quotas, categories, subscriber settings, and content. |
Chapter 2, "Oracle Files Overview and Administration" Chapter 3, "Administration Tools Overview" Chapter 6, "Oracle Internet Directory and Credential Management" |
The System Administrator plays an important role: installation and configuration of Oracle Files, management of the Oracle Files domain, system tuning, and troubleshooting. Each of these tasks is the subject of a chapter in this guide:
Task: | Consult: |
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Installation |
Oracle Collaboration Suite Installation Guide |
Configuration |
Oracle Collaboration Suite Installation Guide Chapter 3, "Administration Tools Overview" Chapter 6, "Oracle Internet Directory and Credential Management" |
Domain management |
Chapter 1, "Oracle Files Concepts" |
System tuning |
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Troubleshooting |
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Reference |
Appendix A, "Oracle Text Reference" Appendix B, "Service Configuration Reference" Appendix C, "Server Configuration Properties" Appendix D, "Migrating Data to Oracle Files" Appendix E, "Oracle Files SQL View Reference" |
Oracle Enterprise Manager Website (see Chapter 4, Basic Administrative Operations) provides access to basic Oracle Files process management and monitoring functions, such as starting and stopping the domain, nodes, services, and servers. This tool also allows administrators to monitor and dynamically tune the domain's nodes, services, and servers.
After installing and initially configuring Oracle Files, you can monitor document storage, session usage, and memory usage so you can adjust service and server parameters to maintain optimum performance. For example, if the storage space consumed by users is approaching the quota allocated, you might want to take steps to add storage or reduce the number of documents stored. You can use the Server Configurations page to create a new server. You can use the Domain Performance & Statistics pages to monitor the domain and obtain an overall usage summary for the domain.
System administrators should have the following skills:
The Site Administrator can manage one or more Subscribers. A Subscriber is a discrete organizational entity where users can collaborate on files and folders. Users in one Subscriber do not have access to the content of users in another Subscriber. The Site Administrator creates, modifies, and deletes Subscribers.
Subscribers are created through Oracle Files integration with Oracle Internet Directory; the System Administrator can check Oracle Internet Directory for new Subscribers. The System Administrator can select one or more Subscribers from Oracle Internet Directory for Oracle Files.
Site Administrators are expected to use Single Sign On for Oracle Files. Therefore, Site Administrators are limited to the default Subscriber when creating Subscribers. The Site Administrator and the Subscriber Administrator log on to Oracle Files through the Administration Logon Page.
Should Site Administrators want to disable Single Sign On, see "Site Administration" in the Online Help for Oracle Files.
The primary role of the Site Administrator is to manage Subscribers. The following list covers the primary tasks involved in managing Subscribers.
For detailed information, see "Site Administration" in the Online Help for Oracle Files.
After the Credential Manager Configuration Assistant tool is used to create a new Oracle Files domain, you can configure Oracle Internet Directory Subscribers for Oracle Files so that they may be created in Oracle Files.
In addition, since the use of Single Sign On is expected, only the default Subscriber should be created in Oracle Files
Using the Oracle Files wizards, the Site Administrator can enable or disable a Subscriber.
For more information about Subscribers, see the Subscriber Administrator task.
The Site Administrator can specify notification and archive settings, including when a Site Administrator is notified of a Subscriber's expiration date, or the period in which archived files remain in the archive.
The Site Administrator can e-mail a Subscriber Administrator. The Site Administrator, for instance, may want to contact a Subscriber Administrator about a Subscriber's expiration date.
The Subscriber Statistics page in Oracle Files is divided into two sections: Subscriber Information and User and Workspace Information. Both sections provide statistical information about their respective areas; for instance, the total space consumed by the Subscriber and the total space consumed by Workspaces.
The Site Administrator can reset a Subscriber Administrator's password.
In Oracle Files, a Subscriber is an organizational entity where users can collaborate on files and folders. Each Subscriber has its own Subscriber Administrator. The Subscriber Administrator, an enhanced user, administrates the Subscriber by managing quota, users, and categories; specifying Subscriber settings; and restoring files, folders, and Workspaces.
For detailed information, see "Subscriber Administration" in the Online Help for Oracle Files.
One of the critical roles of the Subscriber Administrator is specifying default settings for users. The following list summarizes tasks regarding default settings.
For detailed information, see "Subscriber Administration" in the Online Help for Oracle Files.
The Subscriber Administrator can specify default settings for all Subscriber users; for instance, whether their Public folder should by default be enabled or disabled.
The Subscriber Administrator can specify the number of days prior to a user's expiration date that the Subscriber Administrator is notified of the user's expiration.
The Subscriber Administrator can specify the default quota of each new user and Workspace.
The Subscriber Administrator can specify user and Workspace folder settings, such as whether the Public folder is enabled or disabled.
The Subscriber Administrator can specify the default display language, document language, document character set, and time zone of a Subscriber.
Oracle Files provides two mechanisms for information: Subscriber statistics and communication with the Site Administrator.
For detailed information, see "Subscriber Administration" in the Online Help for Oracle Files.
The Subscriber Administrator can view detailed information about the Subscriber.
The Subscriber Administrator can submit a request to the Site Administrator to extend or modify a Subscriber's settings. For example, the Subscriber Administrator can request to increase the Subscriber quota.
The Subscriber Administrator can e-mail the Site Administrator regarding Subscriber-related issues.
The Subscriber Administrator manages users in the Subscriber. This might entail, for instance, the creation or deletion of users.
For detailed information, see "Subscriber Administration" in the Online Help for Oracle Files.
Users must be created in Oracle Internet Directory, not through Oracle Files.
The Subscriber Administrator can e-mail users in his or her Subscriber.
A User Information page exists for each user in the Subscriber, where the Subscriber Administrator can modify the user's information and settings.
The Subscriber Administrator can grant users quota increases upon request.
The Subscriber Administrator can enable and disable users. Disabled users cannot access Oracle Files; enabled users can access Oracle Files.
The Subscriber Administrator can delete any user who has been deleted from Oracle Internet Directory, but only one at a time, and only when the user is unsubscribed from all Workspaces.
The Subscriber Administrator creates, modifies, or deletes categories. Categories are a way for users to classify and manage content. When implemented and associated with content, categories can be used as search criteria.
Oracle Files provides a wizard to create, another to modify, and another to delete a category.
For detailed information, see "Subscriber Administration" in the Online Help for Oracle Files.
Trash is a collection of folders that contain deleted files and folders. Subscriber Administrators can view, copy, move, delete, and empty the contents of Trash generated by users and by Workspaces.
For detailed information, see "Subscriber Administration" in the Online Help for Oracle Files.
Files and folders that are deleted from Trash are moved to the Archive. The Subscriber Administrator is responsible for handling file archival functions; that is, restoring deleted files and folders.
For detailed information, see "Subscriber Administration" in the Online Help for Oracle Files.
The Subscriber Administrator can restore a file or folder, deleted from Trash, at the e-mail request of a user.
The Subscriber Administrator can restore four types of items that users empty or delete from Trash:
The Subscriber Administrator is able to access Workspaces in the Subscriber to administer and to take advantage of the content management capabilities of Oracle Files.
For detailed information, see "Subscriber Administration" in the Online Help for Oracle Files.
Although the Subscriber Administrator cannot be a member of a Workspace, as an enhanced user the Subscriber Administrator has full administrative access to the files and folders in every Workspace.
The Subscriber Administrator can update Workspace quotas in response to a Workspace Administrator's e-mail requests.
A Subscriber Administrator can lock and unlock files in any Workspace.
Once Oracle Files has been configured and is running successfully, administrators should create user accounts and groups, and set up a directory structure under mount points that are appropriate for the working environment.
With an account name and password, users--developers, administrators, or regular end-users--can access Oracle Files using the client tool of their choice. Web users can use a Web browser for HTTP or FTP access; Windows users can map drives or use WebDAV; Macintosh users can use the Chooser to mount AFP (AppleTalk Filing Protocol) protocol server. Table 2-1 lists some of the supported client platforms, access methods, and protocols supported. See the Oracle Files Release Notes for complete client certification information.
This section provides some additional information about client access to Oracle Files.
Oracle Files includes an AFP 2.2-compliant AppleTalk Filing Protocol (AFP) server. MacOS 9 and MacOS X clients can use the AFP Server just as if it were an AppleShare server. The steps users must take to connect to the AFP server depend on the MacOS on the client. MacOS 9 clients use the Chooser, while MacOS X clients use the Go...menu from the desktop, as detailed below.
From MacOS 9.x clients, follow these steps:
The AppleShare icon displays on the client desktop.
In MacOS X, the Chooser doesn't exist. Clients should connect using the new Go... menu, as follows:
afp://machine-name
The AppleShare icon displays on the client desktop.
HTTP, WebDAV, and FileSync access to Oracle Files is as follows:
Server Platform | URL |
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UNIX |
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Windows NT/2000 |
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Note: Port number may vary depending on whether or not webcache is configured.
The URL is required for access from:
Oracle Files provides an NFS protocol server that is certified for use with several NFS clients, including:
If the Oracle Files NFS server has been configured as the primary NFS server, then UNIX clients (Solaris 7, Solaris 8, and Red Hat Linux Adv. Server 2.1) can access the server using the standard NFS mount command, as shown in Table 2-2.
Syntax | Example |
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mount <host>:<pathname> <mount_point> |
mount ifsserver:home /data/ifs |
If the Oracle Files NFS server is configured as the secondary NFS server, or if the Oracle Files NFS server is not on the standard port number, Solaris clients must specify the 'public' option and Linux clients must specify the mount port, as described in Solaris 7 and Solaris 8 Clients and Red Hat Linux Adv. Server 2.1 Clients.
Other caveats apply to Hummingbird Maestro clients, as detailed in "Linking an NFS Directory Using the NFS Maestro Network Access Tool".
In addition, given the nature of the NFS protocol itself, users should be aware of some NFS Server Limitations.
Permission mode bits used by native UNIX NFS are not used by the Oracle Files NFS protocol server. Instead, as it does with its other protocol servers, Oracle Files NFS uses ACLs (access control lists) to control access. That means that displaying the permission mode bits from an NFS client is meaningless.
The Oracle Files NFS server also does not support:
NFS clients cannot access the checked-out version of a versioned document. To avoid potential conflicts, the Oracle Files NFS server does not allow access by NFS clients to the checked-out version of a versioned document.
Versioned documents cannot be deleted, moved, or renamed. Some applications, including Microsoft Office applications, save files by first saving the data to a temporary file, deleting the original file, and then renaming the temporary file to the original name. If a document is versioned, this would result in the loss of previous versions.
If the Oracle Files NFS server is running as the primary NFS server on the host, users can enter the standard mount command as shown in Table 2-2. If the Oracle Files NFS server is the secondary NFS server on the host, you must explicitly include the port number in the mount command:
mount nfs://<host>:<portno>/home /data/ifs
For example, mount nfs://ifsserver:4049/<pathname> <mount_point>
Alternatively, you can enter:
mount -o port=<portno>, public <host>:<pathname> <mount_point>
For example, mount -o port=4049, public ifsserver:home /data/ifs
If the Oracle Files NFS server is running as the primary NFS server on the host, users can enter the standard mount command as shown in Table 2-2. If the Oracle Files NFS server is the secondary NFS server on the host, you must explicitly include the port number in the mount command, as shown below:
mount -o port=<portno>,mountport=<portno1> <host>:<pathname> <mountpoint>
For example, mount -o port=4049, mountport=4048 ifsserver:home /data/ifs
While client access to NFS is available on all UNIX operating systems, Windows systems require additional client software. Hummingbird Maestro NFS is one such client certified for use with Oracle Files NFS Server.
See the Oracle Files Release Notes for other supported NFS client applications and version numbers.
Before using the Hummingbird NFS Maestro client to access the Oracle Files NFS server, you should check that the NFS Maestro client is properly configured.
\\<hostname>\<pathname>
If the Oracle Files NFS server is the primary NFS server on the host, you can mount Oracle Files using the Maestro command-line syntax, as follows:
nfs link <drive>: \\<host>\<pathname> <username>
For example, nfs link n: \\ifsserver\home scott.
If the Oracle Files NFS server is the secondary NFS server on the host, you must specify the Oracle Files NFS server port number in the command line, as follows:
nfs link <drive>: \\<host>\<pathname> <username> /n:4049
For example, nfs link n: \\ifsserver\home scott /n:4049
.
The nfs link
command uses the default values configured for the NFS Maestro Client, unless you specify options listed in Table 2-3.
Common problems are often due to incorrect port numbers. If the hclnfsd daemon is not running on the server, be sure that DOS-style locking and sharing is disabled on the client.
Table 2-4 lists some common error messages and other Maestro client problems.
Problem | Corrective Action |
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"Access denied by server" message |
Check that the correct port number is being used for the Oracle Files NFS server. Note: A TCP connection will always use the standard NFS port (2049). Do not use this option if the Oracle Files NFS server is running on an alternate port. |
"Authorization Error" message |
The username and password may have been specified incorrectly. Make sure that a UNIX username and password which are valid on the authentication server are specified. |
"Bad Network Name" message |
Verify that the host name and pathname are correctly specified. If they are, then use the NFS Maestro Rpcinfo tool and verify that the NFS server (process number 100003) is running on the host. |
Maestro client appears to hang |
Verify that the hclnfsd daemon is running on the server machine. If it's not, either start the daemon (if possible), or verify that DOS-style sharing UNIX lock manager have been de-selected in the Maestro client settings. For the Maestro command line, be sure to specify '/L:' on the command line when linking to disable locking. (You can check all current mapped drives by using Maestro's |
"Network Timeout or HCLNFSD/PCNFSD not running on Host" message |
Verify that the default authentication server has been correctly configured in the NFS client. Verify that the hclnfsd daemon is running. Perform the verifications listed for the "Bad Network Name" message. |
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Verify that the correct host name and port number are specified and that the Oracle Files NFS server is running. |
"NFS service not responding" error message |
Verify that the correct host name and port number are specified and that the Oracle Files NFS server is running. |
"Permission denied" error message |
Verify that the host name and pathname are correctly specified. Verify that the port is correctly specified for the Oracle Files NFS server. |
In addition to using the networking protocols or client applications native to the Windows operating system, Windows users can install and use Oracle FileSync to keep local directories on a desktop machine and folders in Oracle Files synchronized.
Oracle FileSync is Windows client software that enables users to keep files synchronized between their local machine and Oracle Files. To install FileSync, users should follow these steps:
AllPublic/Users/Users-S/system-data/downloads
.exe
to run the installation program.c:\Program Files\Oracle\Oracle 9iFS FileSync