5 About the Portal Knowledge Directory

The default portal installation includes a Knowledge Directory root folder with one subfolder named Unclassified Documents. Before you create additional subfolders, define a taxonomy, as described in the Deployment Guide for Oracle WebCenter Interaction. For example, you probably want to organize the Knowledge Directory in a way that allows you to easily delegate administrative responsibility for the content and facilitate managed access with access control lists (ACLs).

After you have opened a Directory folder, you see additional features: documents, document display options, subfolders, and related objects.

Documents

On the left, you see the documents to which you have at least Read access. Each document includes an icon to signify what type of document it is (for example: web page, PDF, MS Word document), the document name, the document description, when the document was last modified, a link to view additional document properties, and a link that displays the URL to this document (enabling you to e-mail a link to the document). At the bottom of the list of documents, you see page numbers indicating how many pages of documents exist in this folder.

Document Display Options

At the top of the list of documents, you see drop-down lists that let you change how documents are sorted, how many documents are displayed per page, and filter what types of documents are displayed.

Subfolders and Related Objects

On the right, you see the subfolders in this folder, and any objects that the folder administrator has specified as related to this folder.

Note:

You see only those folders and objects to which you have at least Read access.

• Under Subfolders, you see the subfolders in this folder.

• Under Related Communities, you see communities that have information related to the documents in this folder.

• Under Related Folders, you see other Directory folders that have information related to the documents in this folder.

• Under Related Portlets, you see portlets that have information or functionality related to the documents in this folder.

• Under Related Experts, you see the users that are familiar with the documents in this folder (for example, an expert might have written one of the documents in the folder).

• Under Related Content Managers, you see the users that manage the documents in this folder and the content sources and content crawlers associated with this folder.

Browsing Documents in the Portal Knowledge Directory

• To edit the directory (add or edit folders), click Edit Directory.

  Note:

  You must have the Edit Knowledge Directory activity right to see this button. You must also have at least Edit access to a folder or document to be able to edit the folder or document.

• To open a folder or subfolder, click its name.

  Note:

  If the folder includes a description, it appears as a tooltip. To view the description, place your mouse over the folder name.

  After you have opened a Directory folder, you see the additional features described next.

• To open a document, click its name.

• To view the properties of a document, click the Properties link under the document description.

• To tell other portal users about a document:

  1. Under the document description, click Send Document Link.

  2. In the Document Link dialog box, copy the text, then click Close.

  3. In your e-mail application, paste the text into an e-mail message and send it.

     When other portal users click the URL in your e-mail, the document opens. If a user does not have permission to see the document, an error message is displayed.

• To submit a document to the portal, click Submit Documents.

  Note:

  You must have at least Edit access to the folder and at least Select access to the content source that provides access to the document to be able to submit a document.

• To view another page of items, at the bottom of the list of documents, click a page number or click Next >>.

• To change the sort order of documents between ascending and descending, in the Sort by drop-down list, select the desired option: Document Name Ascending or Document Name Descending.

• To change the number of documents that are displayed per page, in the Items per page drop-down list, select the desired number.

  By default, 20 items are shown per page.

• To filter the documents by document type (for example, MS Word documents or PDF documents), in the Show only item type drop-down list, select the desired document type.

• To open a subfolder, under Subfolders, click the subfolder name.

  Note:

  Beneath the banner, you see the hierarchy for the folder you are viewing (sometimes referred to as a breadcrumb trail). To move quickly to one of these folders, click the folder's name.

• To create a subfolder in this folder, under Subfolders, click Create Folder. In the Create Document Folder dialog box, type a name and description for the folder, and click OK.

• To view a related community, under Related Communities, click the community name.

  Note:

  If you have at least Select access to the community, you can join the community.

• To open a related folder, under Related Folders, click the folder name.

• To preview a related portlet, under Related Portlets, click the portlet name.

  Note:

  If you have at least Select access to the portlet, from the portlet preview page, you can add the portlet to one of your My Pages.

• To view the user profile for a related expert, under Related Experts, click the user's name.

  Note:

  If you have the Self-Selected Experts activity right, and are not already listed as an expert, click Add Me to add yourself as an expert on the folder's topic.

• To view the user profile for a related content manager, under Related Content Managers, click the user's name.

Using Simple Submission to Submit or Upload Documents to the Portal Knowledge Directory

With the proper permissions, you can submit documents to the Knowledge Directory.

Before you submit or upload a document to the Knowledge Directory:

• Make sure the language of the document you are submitting matches the language specified as your locale on the Edit Locale Settings page of My Account. For example, if your default locale is Japanese, the document you are submitting must also be in Japanese. If you are submitting a document in a language different from your default locale, either change your default locale to match the language of the document before you submit it, or, if you have permission to edit the Knowledge Directory, you can use Remote Document or Web Document submission to select a different language.

To submit or upload a document to the Knowledge Directory you must have the following rights and privileges:

• At least Edit access to the parent folder (the folder that will store the document)

• At least Select access to the content source that provides access to the location where the document is stored

Note:

If you want to use a content type other than the default content type associated with the content source, if you want to submit a document to more than one Knowledge Directory folder, or if you want to submit a document in a language different from your default locale, use Remote Document or Web Document submission, available when editing the Knowledge Directory.

1. Click Directory.

2. Open the folder in which you want to place the document.

3. Click Submit Documents.

   The Submit a Document dialog box opens.If you are editing the Knowledge Directory, you open the Submit a Document dialog box by selecting Simple Submit in the Submit Document drop-down list on the right.

4. In the Document source drop-down list, accept the default document source or select another.

   The document source tells the portal how to find the document you are submitting.

   Note:

   If you are uploading a file, you must select Content Upload.

5. Specify a file by performing one of the following actions:

   • If you are submitting a web document, in the URL text box, type the document's URL.

   • If you are submitting or uploading a file, specify a file by performing one of the following actions:

     • Type the UNC path to the document in the File path text box.

       If you are leaving the file in the remote location, you must type a network path (for example, \\myComputer\myFolder\myFile.txt). If you are uploading the file, the path can be a local path (for example, C:\myFolder\myFile.txt) or a network path.

     • Click Browse to navigate to the location of the file you want to submit.

       If you are leaving the file in the remote location, you must supply a network path to the file, and therefore, you cannot browse your local drives; you must browse the network to your computer and then to the location of the file. If you are uploading the file, you can browse to local drives or network drives.

       Note:

       • Depending on how the administrator configured the content source, the Browse button might not appear, therefore you might not be able to browse to the file. If you do not see a Browse button, type the path in the File path text box.

       • If the Browse button does display but you cannot browse to the folder where the file you want to submit is located, the content source you chose might not have the necessary privileges to access the file location. Click Cancel and resubmit the file using a different content source.

6. If desired, override the default name or description.

   • To override the default name, select Use this name and, in the text box, type the name.

   • To override the default description, select Use this description and, in the text box, type the description.

Once the folder administrator (one who has Admin access to the folder) approves your submission, links to the document you submitted or uploaded appear in the Knowledge Directory.