5 Working with Files

This section covers the following topics:

5.1 Understanding a File's Life Cycle

This section covers the following topics:

5.1.1 Revision Life Cycle

This section describes the process that a file goes through to become a content item revision in Content Server. The same process occurs when you check in a new file and when you check in a revision to an existing content item.

Note:

See "Revision Status" for information on the status of a file at each step in the process.

  1. The contributor logs in to Content Server through a web browser and displays a check-in window. This user will typically be the author of the content item.

  2. The author specifies the file name, enters information about the file (metadata), and designates security information (security group and account, if enabled).

  3. Upon check-in, a copy of the native file goes into the native file repository, and the file's metadata is saved to the content information database.

  4. If a conversion product is set up for the specified file format, the file is converted to a web-viewable format (for example, PDF). If the file cannot be converted, it is "passed through" as is (that is, unconverted).

  5. If the file was converted, the converted file is stored in the web-viewable file repository. If the file was passed through in unconverted form, a copy of the native file is stored in the web-viewable file repository.

  6. If the file's metadata meets the criteria for an enabled workflow, it goes through the workflow process.

  7. When the file meets all of the following criteria, the file contents or its metadata only are indexed in the web-viewable file repository:

    • Successful conversion or pass through

    • Approval at all steps of a workflow (if any)

    • Release date is reached

  8. On the content item's release date, the file becomes available in the content server.

    • The content item can be found by browsing through the defined hierarchical link structure (the "Library"), or by searching for metadata or specific text.

    • When users view the content item, they can retrieve the web-viewable file, the native file, and/or the metadata.

Figure 5-1 Revision Life Cycle

Surrounding text describes Figure 5-1 .

5.1.2 Revision Status

A content item revision goes through several statuses within its life cycle.

Status Description
Waiting The file has a revision in the system but has not been sent for conversion.
GenWWW The file is being converted to web-viewable format or is being indexed, or has failed conversion or indexing.
Done The file is waiting to be released on its specified release date.
Released The revision is available in the content server.
Review The revision is in a workflow and is being reviewed.
Edit The revision is at the initial contribution step of a workflow.
Pending The revision is in a basic workflow and is waiting for approval of all revisions in the workflow.
Expired The revision is no longer available for viewing in the content server. (The revision was not deleted, but it can be accessed only by an administrator.)
Deleted The revision has been deleted and is waiting to be completely removed from the content server during the next indexing cycle.

5.1.3 Determining the Revision Status

Use the following procedure to determine the status of a content item:

  1. Click the Content Management tray in the Portal Navigation Bar.

  2. Click Work In Progress.

    The Work In Progress Page is displayed

  3. If the content item you are looking for is listed, the status is shown next to the content ID.

  4. If the content item you are looking for is not listed, it could be released (that is, have the Released status) or it could be in a workflow. Display the Content Information Page for the content item. The revision status is shown in the Status field.

5.2 Viewing Content Information

The content information page is used to view metadata and other information about a specific content item.

Use any of the following procedures to view the Content Information Page for a content item:

5.3 Working with File Revisions

Each time you check out a file and check it back in, Content Server creates a new revision of that file. The new revision has the same content ID as the previous revision, but the native file and the metadata can be the same or different. The system stores the previous versions of a file, so you can review them as necessary.

This section covers the following topics:

5.3.1 Viewing the Revision History

Use the following procedures to view the revision history for a content item:

5.3.2 Deleting Revisions

Use the following procedure to delete a revision from the content server:

Note:

You must have delete permission for the content item to delete a revision.

  1. Display the Content Information Page for the content item.

  2. In the Revision History section, click the Delete button for the revision you want to delete.

    You are asked to confirm the deletion.

  3. Click OK to delete the revision.

The revision is unavailable in the content server immediately, and will be permanently deleted from the system during the next indexing cycle.

5.4 Content Item Metadata

This section covers the following topics:

5.4.1 Updating Metadata

There are two ways to change the metadata of an existing content item:

Use the following procedure to update content item metadata:

  1. Display the Content Information Page for the revision you want to update.

  2. Select Update from the Content Actions menu.

    The Info Update Form is displayed.

  3. Change the metadata fields as necessary.

    Note:

    You cannot change the content ID or the release date. You can change the author only if you have Admin permission for the content item.

  4. Click Submit Update.

Note:

The Reset button returns the fields to their original values.

5.4.2 Recategorizing Metadata

When enabled, the Content Categorizer component can be used to suggest metadata values for documents being checked into Content Server, and can be used to recategorize the metadata of documents that are already in Content Server. The metadata values are determined according to search rules provided by the system administrator.

To categorize or recategorize documents, Content Categorizer can operate in Interactive mode. In this mode, Content Categorizer is integrated with the Content Check In form in Content Server. Users click the Categorize button on either form to run Content Categorizer on a single content item. Any value that is returned by Content Categorizer is a suggested value, because the contributor can edit or replace the returned value.

5.5 Viewing a File

This section covers the following topics:

5.5.1 About Viewing a File

After you find a file, you can view it in several ways, depending on the original file format, the conversion setup for your system, and the configuration of your web browser. You may be able to view a web-viewable HTML rendition of the file in the web browser, with a helper application, with a plug-in, or in its native application. Depending on your access permissions, you may also be able to open or get a copy of the native file.

5.5.2 Viewing a Web-Viewable File

To view the web-viewable rendition of a file, you must have the appropriate helper application or web browser plug-in installed. For example, to view the PDF version of a file, you must have the Adobe Acrobat plug-in.

You can view a web-viewable file using one of the following methods:

  • From a Content Information Page, click the Web Location link.

  • From a Search Results Page, click the Content ID link in the ID column (Headline view) or Description column (Classic View), or the thumbnail (Classic and Thumbnail views).

If a web-viewable file does not exist, or you do not have the correct helper application or plug-in installed, you will be prompted to either save the file or open it in its native application. For details see "Viewing a Native File".

5.5.3 Viewing a Native File

When you view the native file of a content item, you are prompted to either save a copy of the file or open it in its native application. If you choose to open the file, you are actually opening a copy of the native file that is stored in a temporary location on your hard drive. You are not opening the native file that is stored in the content server repository.

You can access a native file using one of the following methods:

5.6 Discussing Content

Content Server comes with the ThreadedDiscussions component. If enabled, it allows contributors to create a discussion associated with a content item, where you can post questions and comments about the content item throughout multiple revisions. This component must be installed and enabled by your system administer for this functionality to be available.

This section covers the following topics:

5.6.1 About Discussion Posts and Threads

Threaded discussions enable users to track thoughts, record how and why changes were made to content, and make notes when content is in a workflow. Because threaded discussion posts follow content through multiple revisions and refer to the revision for which the comment was made, threaded discussions can be used to help contributors keep track of enhancement requests or other recommendations for future changes to the content. Each discussion post conveniently lists the revision number of the content to which it refers, so you do not need to view the content information of previous revisions in order to post to a discussion item.

Unlike other content items in the content server, edits to a discussion do not create new revisions of the discussion content itself. Instead, the .hscp form that contains the discussion is modified. When you begin a discussion thread about a content item, an .hscp form for the discussion is created, given the same ID as the content with _d appended to the end, associated with the content item, and automatically checked into Content Server behind the scenes. The Revision History for discussion content is always Revision 1. The revision number does not increment for discussion content.

Figure 5-2 Threads and Posts

Surrounding text describes Figure 5-2 .

In Figure 5-2, each top-level post represents a thread. Posting number one (#1) and posting number two (#2) are threads. The reply (#3) to thread number two represents a post within a thread.

Figure 5-3 Posting Order

Surrounding text describes Figure 5-3 .

The number of the post represents the chronological order in which the comments were posted. Figure 5-3 shows posts #1, #2, #3 and #4. The reply to "Change to Introduction (#1)", "RE: Change to Introduction (#3)", was made after "Change to Conclusion (#2)".

5.6.2 Initiating a Discussion from the Content Information Page

To initiate a discussion from the content information page of a content item you are checking in, perform the following steps:

  1. From the main menu, click New Check In. The Content Check-In Form is displayed.

  2. Check in the content item with the desired criteria. On the Check-In Confirmation Page, click the Content Info link. The Content Information Page is displayed.

    Note:

    If you have a content item that has a document name that is within 1 of the database storage maximum, which is 30 by default, you cannot create a threaded discussion for it.

  3. In the Links area, click the Create Discussion link. The Post Comment Form is displayed.

  4. Enter a subject for the posting in the Subject box.

  5. Enter your discussion in the comment text box.

  6. Click New Post. The Post Comment Form (Brief Content Info page) displays the new post.

5.6.3 Initiating a Discussion from the Search Results Page

You must be using a search results view that provides access to the Content Actions menu, such as the Headline or Thumbnail views. If you are using the thumbnail view, then you can click the discussion icon to access the discussion.

To initiate or enter a discussion in progress from the Search Results page, perform the following steps:

  1. From the main menu, click Search. The Advanced Search Page is displayed.

  2. Enter any search metadata fields to narrow your search, and click Search. For example, selecting Discussion Type=Not applicable, prevents your search results from displaying content items that are discussions. Your search results are displayed.

  3. In the Content Actions menu for the content you want to discuss, click the Create Discussion link in the popup menu. The Post Comment Form is displayed.

  4. Enter a subject for the posting in the Subject box.

  5. Enter your discussion in the comment text box.

  6. Click New Post. The Post Comment Form (Brief Content Info page) displays the new post.

5.6.4 Initiating a Discussion from the Workflow Review Page

Use this procedure to initiate a discussion on a piece of content in your workflow. You initiate the discussion from the Workflow Review page.

To initiate a discussion about a workflow document:

  1. Open your My Content Server Tray and click the My Workflow Assignments link. The Workflow in Queue Page is displayed.

  2. In the Actions column, click the Workflow Review icon. The Workflow Review Page is displayed.

  3. In the Links list, click the Create Discussion link. The Post Comment Form is displayed.

  4. Enter a subject for the posting in the Subject box.

  5. Enter your discussion in the comment text box.

  6. Click New Post. The Post Comment Form (Brief Content Info page) displays the new post.

5.6.5 Viewing a Threaded Discussion

Users with read permissions can view the messages within a threaded discussion, but only those who can edit the content can post messages. You can access an existing discussion from the following links:

The Discussion link indicates how many discussion posts have been created for the document. The number of items is generated by the Discussion Count custom information field.

To view a discussion thread, perform the following steps:

  1. Click Search from the navigation bar. The Advanced Search page is displayed.

  2. Search for the content for which you want to view the discussion. In the Discussion Type field, make sure you select N/A. Click Search. The search results are displayed.

  3. In the row for the content you want to view, click the Content Info link or icon. The Content Information Page is displayed.

  4. In the Links area, click the Go to Discussion link to go to the discussion. The Brief Content Info screen is displayed.

5.6.6 Replying to a Posting

Use this procedure to reply to a post in a threaded discussion. When you respond to a post, a new post is created directly underneath the selected post to which you are replying.

To reply to a post, perform the following steps:

  1. Click Search from the navigation bar. The Advanced Search Page is displayed.

  2. Search for the content you want to discuss in a thread. In the Discussion Type field, make sure you select N/A. Click Search.

  3. Click the Content Info link or icon. The Content Information Page with Discussion field is displayed.

  4. In the Links area, click the Go to Discussion link to go to the discussion. The Brief Content Info screen is displayed.

  5. In the posting thread you want to participate in, click the Reply To This link.

  6. Enter your reply in the comments text box and click Post Reply. Your posting is added to the discussion.

5.6.7 Printing a Threaded Discussion

Use this procedure to print a threaded discussion.

  1. Click Search from the navigation bar. The Advanced Search Page is displayed.

  2. Search for the discussion thread. In the Discussion Type field, make sure you select Single Content and click Search. The Search Results Page is displayed.

  3. In the ID column of the Search Results, click the ID of the discussion thread. The ID should have an "underscore_d" suffix. The discussion thread opens.

  4. Click the Print View option. The discussion is displayed in a print view in another browser window.

  5. Click the Printer icon.

5.6.8 Deleting a Threaded Discussion

Use this procedure to delete a threaded discussion. You must have delete permission for the content in order to delete the discussion.

To delete a discussion:

  1. In the Search results page, click the Content Item info link for the discussion you want to delete. The Discussion Info Page is displayed.

  2. Click OK. A message indicates the revision has been successfully deleted from Content Server.

5.6.9 Searching with the Discussion Type Field

You can use the Discussion Type metadata field to narrow your search criteria when searching documents. The Discussion Type search field allows you to refine a search for content associated with discussions. The discussion type options are:

  • N/A: A search is applied to all documents whether or not any discussions are associated. A search returns content both with and without a discussion, but does not return any content that is a discussion itself. That is, content IDs with an underscore "_d" are excluded from the search.

  • Single Content: A search is applied to documents that have a discussion focused on a single content item. A search using this option returns the discussion content itself (it returns only content that is a discussion). Only content IDs with an underscore "_d" are included in the search results.

    Note:

    If you do not select any criteria for Discussion Type, all content with or without discussions are displayed, including the discussion content itself.

5.6.9.1 Searching for Content that is a Discussion

Use this procedure to search only for content that is a discussion associated with a single content item. The content results are the discussions themselves. The discussion thread content has a content ID with the underscore "_d" suffix.

To search for content that is a discussion:

  1. In the search page, select Discussion Type then select Single Content.

  2. Click Search. Only the content that is a discussion is displayed.

5.6.9.2 Searching for Content that is not a Discussion

Use this procedure to search for content that may or may not have a discussion associated with it. This search does not return any discussion content; that is, any content with a "_d" suffix in the Content ID.

To search for content that is not a discussion:

  1. In the search page, select Discussion Type then select N/A.

  2. Click Search. The results contain content with or without associated discussions, but do not include content that actually is a discussion.

5.7 Subscribing to New Revisions of a Content Item

This section covers the following topics:

5.7.1 About Subscriptions

Subscriptions enable you to be notified automatically whenever a content item is revised. There are two types of subscriptions:

  • File subscription: Users manually subscribe to individual content items.

  • Criteria subscription: The system administrator sets up a subscription based on one or more metadata fields. When a user subscribes to the Criteria subscription, they are automatically subscribed to all content items that match a particular value of those metadata fields.

    For example, the system administrator sets up a criteria subscription with Author as the criteria. Whenever you view a Content Information Page, you can choose to subscribe to all content items checked in by the author of the current content item.

The system administrator can subscribe users to specific content items or to criteria subscriptions, but users have the ability to cancel these subscriptions.

5.7.2 Subscribing to a Content Item

Use the following procedure to subscribe to a content item:

  1. Display the Content Information Page for the content item that you want to subscribe to.

  2. Select Subscribe from the Content Actions menu. If the item is part of a criteria group, the Subscribe To "Item" Page is displayed

  3. Click Subscribe under the Subscribe To This Item section.

  4. If no e-mail address has been specified in your User Profile Page, you are prompted to enter an e-mail address for this subscription. Enter an e-mail address and click OK.

5.7.3 Viewing Your Current Subscriptions

Use the following procedure to view your current subscriptions:

5.7.4 Unsubscribing from a Content Item

Use the following procedure to unsubscribe from a file:

  1. Open the My Content Server Tray and select My Subscriptions.

    The Subscriptions Page is displayed, listing all of your current subscriptions.

  2. Select Unsubscribe from the Actions menu under Subscription Items.

5.7.5 Unsubscribing from a Criteria Group

Use the following procedure to unsubscribe from a file:

  1. Open the My Content Server Tray and select My Subscriptions.

    The Subscriptions Page is displayed, listing all of your current subscriptions.

  2. Select Unsubscribe from the Actions contextual menu under Subscription Groups.