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Oracle Files Administrative Roles and Tasks

There are three administrative roles in Oracle Files: System Administrator, Site Administrator, and Subscriber Administrator. Each type of administrator performs different tasks, using tools specifically for the task at hand.

This chapter provides an overview of the Oracle Files administrative roles and their associated tasks.

Topics include:

• Administrative Roles Quick Reference
• System Administrator
• Site Administrator
• Subscriber Administrator

Administrative Roles Quick Reference

The documentation resources available to each administrative role are summarized in Table 3-1.

Table 3-1  Administrative Roles Quick Reference

If you are a:	Your responsibilities include:	Consult these sources:
System Administrator	Installing and configuring Oracle Files. Managing the Oracle Files domain, nodes, services, and servers.	Oracle Files Planning Guide Oracle Collaboration Suite Installation and Configuration Guide Chapter 3, "Oracle Files Administrative Roles and Tasks" Chapter 4, "Administration Tools Overview" Chapter 5, "Administrative Operations in Oracle Enterprise Manager" Chapter 6, "Maintenance and Tuning" Chapter 7, "Customizing Oracle Files" Chapter 8, "Troubleshooting"
Site Administrator	Adding, deleting, and managing subscribers. Registering custom workflows.	Chapter 3, "Oracle Files Administrative Roles and Tasks" Chapter 7, "Customizing Oracle Files"
Subscriber Administrator	Managing users, quotas, categories, subscriber settings, and content.	Chapter 3, "Oracle Files Administrative Roles and Tasks" Chapter 4, "Administration Tools Overview" Chapter 8, "Troubleshooting"

Administrative Accounts

The following table summarizes the administrative accounts used in Oracle Files and other related applications:

Table 3-2  Administrative Accounts

Account Name	Password	Purpose
system	Set during Oracle Files configuration.	Used internally. If you run ifsca to add a second OCS middle tier for an additional HTTP node, regular node, or to migrate the domain controller, and you choose to reuse the existing files schema, you will need the system account. When you connect to Oracle Enterprise Manager Web site on the new middle tier, you will be prompted to enter the system user name and password. You also need the system account to run the Bulk NFS Tool (see "Using Oracle Files with NFS" for more information).
ias_admin	Set during OCS Infrastructure or OCS middle-tier installation.	Used to access Oracle Enterprise Manager.
cn=orcladmin	Set during OCS Infrastructure installation.	Used for Oracle Internet Directory administration. Also used in the Oracle Files Configuration Assistant when you create the files schema.
site_admin	Set during Oracle Files configuration.	Used to access Site Administration functions in the Oracle Files Web interface. Also needed to run the bulk tools.
Subscriber Administrator account (user-defined)	Site Administrators choose the Subscriber Administrator user name when they create the Subscriber. The password is auto-generated and e-mailed to the Subscriber Administrator.	Used to access Subscriber Administration functions in the Oracle Files Web interface. Also needed to run the bulk tools.

System Administrator

The System Administrator installs and configures Oracle Files, manages the Oracle Files domain, and performs system tuning and troubleshooting. Most of these tasks are the subject of a chapter in this guide:

Task:	Consult:
Installation	Oracle Collaboration Suite Installation and Configuration Guide Oracle Collaboration Suite Quick Installation Guide
Configuration	Oracle Collaboration Suite Installation and Configuration Guide Chapter 4, "Administration Tools Overview"
Domain management	Chapter 1, "Oracle Files Concepts" Chapter 4, "Administration Tools Overview" Chapter 5, "Administrative Operations in Oracle Enterprise Manager"
System tuning	Chapter 6, "Maintenance and Tuning"
Troubleshooting	Chapter 8, "Troubleshooting"
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, "FTP Quote Command Reference" Appendix F, "Globalization Support"

The Oracle Enterprise Manager Web site 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. See Chapter 5, "Administrative Operations in Oracle Enterprise Manager" for more information.

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.

Skills Required to Administer Oracle Files

System administrators should have the following skills:

• Basic Oracle RDBMS administration experience. Since the file system is stored in an Oracle9i database, you need to understand the basics of how to administer the database.
• Knowledge of Internet and Intranet protocols. You need to understand how HTTP, SMB, WebDAV, and the other networking protocols used by Oracle Files work.
• Familiarity with Internet technologies. Since Oracle Files serves Web pages representing the file system, relies on XML for system configuration data, and uses Java as the language of server-side application development, familiarity with these technologies is important.
• Web Server administration experience. You need to understand how to administer the Oracle HTTP Server, powered by Apache.

Changing the Oracle Files Schema Password

Follow these steps to change the Oracle Files schema password:

1. Stop the Oracle Files domain using Oracle Enterprise Manager Web site, or using ifsctl stop [domain]. See "Starting and Stopping an Oracle Files Domain" for more information.
2. Change the schema password for the database user.
3. Change the schema password in Oracle Internet Directory:
   1. Start Oracle Directory Manager.
   2. In the System Objects directory tree, navigate to the following location:

      <Root_Oracle_Context>
        + Entry Management
          + cn=OracleContext
            + cn=Products
              + cn=IFS
                + orclApplicationCommonName=<domain_name>
      
      

   3. Double-click orclApplicationCommonName=<domain_name> to display the Properties tab.
   4. Enter the new schema password in the userpassword field and click Apply.
4. Stop the Oracle Enterprise Manager Web site:

   emctl stop
   
   

5. Change the password in the targets.xml file, located in $ORACLE_HOME/sysman/emd. If the password is not changed in targets.xml, you will not be able to see any Oracle Files Nodes or HTTP Nodes when you browse to the Oracle Files top-level page in Oracle Enterprise Manager Web site. To change the password in targets.xml:
   1. Look for the following property under the oracle_ifs target:

      <property NAME="SchemaPassword" VALUE="<password>" ENCRYPTED="TRUE"/>
      
      

   2. Update the VALUE attribute with the new schema password.
   3. Make sure that the ENCRYPTED attribute is set to FALSE:

      <property NAME="SchemaPassword" VALUE="<password>" ENCRYPTED="FALSE"/>
      
      

   4. Save the file.
6. Start the Oracle Enterprise Manager Web site:

   emctl start
   
   

   When Oracle Enterprise Manager is started, it encrypts the password in targets.xml.

7. Repeat steps 4 - 6 for each middle-tier host in the domain.
8. Restart the Oracle Files Domain using Oracle Enterprise Manager Web site, or using ifsctl start [-v] [-n] [domain]. See "Starting and Stopping an Oracle Files Domain" for more information.

Site Administrator

The Site Administrator manages Oracle Files Subscribers. A Subscriber is a discrete organizational entity whose 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.

Note: Because Site Administrators must use Single Sign-On (SSO) for Oracle Files, and because of current SSO limitations, you can have only one Oracle Files Subscriber.

The Site Administrator has a different view in Oracle Files than regular users:

Figure 3-1 Site Administration View

Text description of the illustration staview.gif

Subscribers are created through Oracle Files integration with Oracle Internet Directory. The System Administrator selects the Oracle Files Subscriber from Oracle Internet Directory during Oracle Files installation.

The Site Administrator and the Subscriber Administrator log in to Oracle Files through the Administration Login Page. This page can be found at:

http://<host>:<port>/files/app/AdminLogin

Managing Subscribers

The primary role of the Site Administrator is to manage the Oracle Files Subscriber. The following sections provide an overview of the primary tasks involved in managing the Subscriber.

See "Site Administration" in the online help for Oracle Files for detailed information.

Creating, Modifying, and Deleting Subscribers

After the Oracle Files Configuration Assistant 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.

Note: If you change the default Subscriber, you must restart the Oracle Files domain. See "Starting and Stopping an Oracle Files Domain" for more information.

Enabling and Disabling Subscribers

Using the Oracle Files wizards, the Site Administrator can enable or disable a Subscriber.

See "Subscriber Administrator" for more information about Subscribers.

Notification and Archive Settings

The Site Administrator can specify notification and archive settings, such as setting up a notification that warns of a Subscriber's expiration date, or specifying how long archived files should remain in the Archive.

E-mailing a Subscriber

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.

Viewing Subscriber Statistics

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.

Resetting a Subscriber Administrator Password

The Site Administrator can reset a Subscriber Administrator's password.

Registering Custom Workflows

A workflow designer, a person with the necessary skills to design a workflow process in Oracle Workflow Builder, can create a custom workflow process for Oracle Files. Once the custom workflow process has been created, the Site Administrator is responsible for registering it with Oracle Files.

See "Registering a Custom Workflow with Oracle Files" in Chapter 7 for more information about registering custom workflows.

Subscriber Administrator

In Oracle Files, a Subscriber is an organizational entity whose users can collaborate on files and folders. Each Subscriber has its own Subscriber Administrator. The Subscriber Administrator, an enhanced user, administers the Subscriber by managing quota, users, and categories, specifying Subscriber settings, and restoring files from the Archive. The Subscriber Administration has a different view in Oracle Files than regular users:

Figure 3-2 Subscriber Administration View

Text description of the illustration sbaview.gif

See "Subscriber Administration" in the online help for Oracle Files for detailed information.

The Site Administrator and the Subscriber Administrator log in to Oracle Files through the Administration Login Page. This page can be found at:

http://<host>:<port>/files/app/AdminLogin

Setting Defaults

One of the critical roles of the Subscriber Administrator is to specify default settings for users. The following list summarizes tasks regarding default settings.

See "Subscriber Administration" in the online help for Oracle Files for detailed information.

Specifying Default User Settings

The Subscriber Administrator can specify default settings for all Subscriber users, such as whether their Public folder should by default be enabled or disabled.

Specifying Notification Settings

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.

Specifying Default Quota Settings

The Subscriber Administrator can specify the default quota of each new user and Workspace.

Specifying Default Public Folder Settings

The Subscriber Administrator can specify user and Workspace folder settings, such as whether the Public folder is enabled or disabled.

Specifying Default Language Settings

The Subscriber Administrator can specify the default display language, document language, document character set, and time zone of a Subscriber.

Subscriber Information Tasks

Oracle Files provides two mechanisms for information: Subscriber statistics and communication with the Site Administrator.

See "Subscriber Administration" in the online help for Oracle Files for detailed information.

Viewing Subscriber Statistics

The Subscriber Administrator can view detailed information about the Subscriber.

Requesting to Modify Subscriber's Settings

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.

Contacting the Site Administrator

The Subscriber Administrator can e-mail the Site Administrator regarding Subscriber-related issues.

User Management Tasks

The Subscriber Administrator manages users in the Subscriber by performing tasks such as creating users or updating user quota.

See "Subscriber Administration" in the online help for Oracle Files for detailed information.

Creating and Provisioning Users

Oracle Files users must be created in Oracle Internet Directory, using the Oracle Directory Manager administration tool. Since Oracle Directory Manager runs as a servlet in the OC4J_DAS instance, you must start the OC4J_DAS instance on the Infrastructure host in order to access Oracle Directory Manager.

After users have been created, and after the Site Administrator has created the Oracle Files Subscriber, users are automatically provisioned in Oracle Files every 15 minutes by the FilesOidUserSynchronizationAgent.

You can change the default provisioning time period by changing the IFS.SERVER.TIMER.ActivationPeriod parameter of the FilesOidUserSynchronizationAgent. You can choose a time period anywhere from 5 minutes to 24 hours. See "Changing a Server Configuration" for information about editing servers and agents.

Additionally, once a user has been created in Oracle Internet Directory, logging in to Oracle Files as that user will immediately provision the user in Oracle Files, irrespective of the time interval specified for the Agent (this is a new feature in 9.0.4.1 Release).

As a result of the provisioning process, Oracle Files users receive an e-mail confirming that they have an account on Oracle Files, with a URL to the Oracle Files login page and instructions on how to enable protocol access to Oracle Files.

Creating Users in Oracle Internet Directory

In order for users to access Oracle Files, they must first be created as users in Oracle Internet Directory.

To create users in Oracle Internet Directory:

1. Make sure that the OC4J_DAS instance has been started on the Infrastructure host.
2. Using a Web browser, connect to the Infrastructure host by entering:

   http://<hostname>:7777/oiddas
   
   

   The hostname should be fully qualified.

3. Log in as the Oracle Internet Directory Administrator (typically cn=orcladmin).
4. Click the Directory tab.
5. Click Create.

   The Create User page appears.

6. Fill in the fields.
7. Click Submit.

   WARNING: User names may not contain spaces or any of the following characters: & ' % ? \ / + = ( ) * ^ , ; | ` ~

   Note: Although Oracle Files supports multibyte character sets, some protocols, such as WebDAV, do not support multibyte user names. For this reason, when you create users for Oracle Files in Oracle Internet Directory, you should create the names using single-byte characters only. Users whose names are created with multibyte characters will be unable to access content through some of the Oracle Files protocol servers. Similarly, you should create user passwords in ASCII since some protocols, such as SMB, only accept ASCII passwords. Users whose passwords are created with non-ASCII characters will be unable to access content through some of the Oracle Files protocol servers.

For more information about creating users in Oracle Internet Directory, see the Oracle Internet Directory Administrator's Guide.

E-mailing Users

The Subscriber Administrator can e-mail users in his or her Subscriber.

Modifying User Information

A User Information page exists for each user in the Subscriber, where the Subscriber Administrator can modify the user's information and settings.

Updating User Quota

The Subscriber Administrator can grant users quota increases upon request.

Enabling and Disabling Users

The Subscriber Administrator can enable and disable users. Disabled users cannot access Oracle Files; enabled users can access Oracle Files.

Deleting Users

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.

Category Management Tasks

The Subscriber Administrator is responsible for managing 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.

See "Subscriber Administration" in the online help for Oracle Files for detailed information.

Creating Categories

The Subscriber Administrator can create categories using the category creation wizard.

Modifying Categories

The Subscriber Administrator can modify existing categories using the category modification wizard. Category attributes cannot be modified; the Subscriber Administrator must delete the attribute and then create a new attribute.

Deleting Categories

The Subscriber Administrator can delete categories using the category deletion wizard. When the Subscriber Administrator deletes a category, any file or folder associated with it loses this association.

Trash Management Tasks

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.

See "Subscriber Administration" in the online help for Oracle Files for detailed information.

Archival File and Folder Management Tasks

Files and folders that are deleted from Trash are moved to the Archive. The Subscriber Administrator is responsible for handling file archival functions, such as restoring deleted files and folders.

See "Subscriber Administration" in the online help for Oracle Files for detailed information.

Note: System and Site Administrators can change the way that Oracle Files handles archiving. See "LOB (Large Objects) Management" for more information.

Recovering a File at a User's Request

The Subscriber Administrator can restore a file or folder, deleted from Trash, at the e-mail request of a user.

Restoring a File or Folder from the Archive

The Subscriber Administrator can restore four types of items that users empty or delete from Trash:

• Deleted files and folders of active users.
• Deleted files and folders of active Workspaces.
• Deleted files and folders of deleted users.
• Deleted files and folders of deleted Workspaces.

Workspace and File Management Tasks

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.

See "Subscriber Administration" in the online help for Oracle Files for detailed information.

Working with Workspaces

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.

Updating Workspace Quota

The Subscriber Administrator can update Workspace quotas in response to a Workspace Administrator's e-mail requests.

Locking and Unlocking Files

A Subscriber Administrator can lock and unlock files in any Workspace.