Setting Up and Working with Categorized Content

This chapter provides an overview of categorized content and discusses how to:

• Manage folders.

• Add categorized content manually.

• Managing categorized content.

Understanding Categorized Content

The Categorized Content feature of the content management system enables you to categorize data originating from many sources. You can incorporate content from file servers and web servers together with manually added entries and place them in the categorized content hierarchy. Users then search this folder hierarchy to locate relevant documents. By granting access to the folders, you control which users, by user ID or role, can edit, publish, and view data.

Folder administrators and content authors can populate the hierarchy manually. But, you can also import content in bulk. Using the content categorization spider that crawls through collections of documents on file servers and websites, you can automatically update your portal with the information that you consider pertinent. You control the crawler, telling it what type of content to retrieve, where to look, and how much information to recall. Using Process Scheduler to refresh folders, you can keep your information current by the day, or even hour.

The following figure shows the Browse by Category page plus an inset of another Browse by Category page with categorized content incorporated from several sources including the content from Marketing and PeopleBooks:

Browse by Category page with an inset of another Browse by Category page

Creating Categorized Content

You can create categorized content in two ways: manually and automatically with the content categorization spider. The manual method consists of these high-level steps:

1. Create top folders and subfolders in the categorized content feature (folder administrators).

2. Assign members with specific privileges for the folders.

   Also, assign viewer roles for viewing published content in these folders (folder administrators).

3. Create and save content in these folders (authors).

4. Submit content for publication (authors).

5. Review submitted content and publish individual content items (publishers).

6. Browse by category to retrieve published categorized content (viewers).

The following diagram highlights these steps for creating and publishing categorized content:

Steps for creating and publishing categorized content

See Also

Running the Content Categorization Spider

Performing Content Autocategorization

Enterprise PeopleTools 8.50 PeopleBook: PeopleSoft Process Scheduler.

Managing Folders

This section discusses how to:

• Maintain folder properties for categorized content.

• Update folder security for categorized content.

• Assign member privileges.

• Move folders.

• Publish categorized content folders.

• Select folder data sources.

Pages Used to Manage Folders

Maintaining Folder Properties for Categorized Content

Access the Folder Properties page (select Content Management, Categorized Content, Browse Folders; click the Properties link).

Users can add folders or update properties at any level for which they have authorization. Only top administrators can create top folders at the root of a feature’s folder hierarchy. At subsequent levels, any folder members with the proper privilege can add folders or update properties.

Child Content Defaults

Child content created from this folder uses the default values specified here.

Updating Folder Security for Categorized Content

Access the Folder Security page (select Content Management, Categorized Content, Browse Folders; click the Properties link; select the Folder Security tab on the Folder Properties page).

A new folder automatically inherits the members and privileges of its parent folder. However, privileges added later are not automatically transferred down the folder hierarchy and must be updated on a folder-by-folder basis. To assist with this process, an Inherit Members button appears when you view folder security for any subfolder, enabling you to quickly duplicate the same members as assigned to the parent folder.

The Folder Security page is also used to manage the audiences allowed to view the published content of categorized content folders. These viewing audiences are similar to the viewer roles defined on the Viewer Roles page. Within categorized content, the folder administrator should try to choose among the same limited set of roles.

Note. A top administrator is automatically granted all privileges for all content and folders of the feature without being an explicitly assigned or listed member a folder.

Assigning Member Privileges

Access the Folder Security - Set Members Privileges page (select Content Management, Categorized Content, Browse Folders; click the Properties link; click the Folder Security tab; click the Add Member button or the Edit button on the Folder Security page).

Member Type	Select a membership type of User or Role.
Member Name	Select a member name.
Privilege Set	Assign privileges to this member by selecting privilege sets. Note. The privilege sets and privileges listed for each set reflect the privilege sets that were defined for the Categorized Content feature.

See Defining Privilege Sets.

Moving Folders

Access the Folder Properties - Move Folder page (select Content Management, Categorized Content, Browse Folders; click the Properties link; and click the Move Folder link).

Use this page to move a folder to a different parent folder. The folder in bold type represents the folder's current location. Only top administrators can move a folder to the top folder position. To do so, select the 0–Categorized Content location. Auto-generated folders cannot be moved.

Navigate the tree by clicking the folders. Select a new location from the available values. These values are based on your privileges. You must have the Delete Folder privilege in the current location, as well as Add Folder privileges on the new parent location to move a folder.

Publishing Categorized Content Folders

In the Folder Properties page (select Content Management, Categorized Content, Browse Folders; click the Properties link), the Folder can be Published option enables approved content to be imported and published in features outside of categorized content. You must select this option for publishing features to import or reference categorized content. In addition, the Folder can be Published option enables you to publish this folder as a pagelet, menu item, or feed.

Note. Even with the Folder can be Published option selected, only users with the Publish Folder or Unpublish Folder privilege will see the Publish as Pagelet, Publish as Menu Item, or Publish as Feed link.

See Also

Maintaining Folder Properties for Managed Content

Selecting Folder Data Sources

Access the Content Source page (select Content Management, Categorized Content, Browse Folders; click the Add Top Folder button; click the Properties link; select the Content Source tab on the Folder Properties page).

Note. Values on this page are required only if you use the categorization spider to automatically create folders and add content.

See Associating a Content Source with a Folder.

Adding Categorized Content Manually

This section provides an overview of adding categorized content and discusses how to add new categorized content.

Understanding Adding Categorized Content

Using the Categorized Content navigation menu item Browse Folders, you can navigate through the hierarchy and manually add folders and content. You can also edit the attributes of manually added folders and content, as well as add menu items and import managed content.

See Also

Importing Managed Content into Other Features

Adding New Managed Content

Pages Used to Add Categorized Content Manually

Adding New Categorized Content

Access the Browse Categorized Content - Add Content page (select Content Management, Content Categorization, Browse Folders; click an entry in the Title column, and click the Add Content button).

Content Type

Select a content type. Available options are: Menu Item: Select portal registry content references. Menu Items are pages, websites, or files accessible from the navigation menu. File Attachment: Upload files into Content Management. Text or HTML: Use HTML or text to be rendered as HTML. Image Attachment: Upload an image file. Image URL: Upload a web-enabled image file URL. Web Site URL: Enter a web URL. Managed Content: Select existing managed content.

OK

After you select a content type and click this button, a Categorized Content Properties page appears based on the content type you selected. When content is added to managed content, its status is set to checked out.

Adding Categorized Content Attachments

Access the Categorized Content Properties page (select the type of content to add, and then click OK on the Browse Categorized Content page).

Note. The name that appears on this page depends on the content type that you selected on the Browse Categorized Content - Add Content page.

This example shows the Web Site URL Properties page with the Web Site URL option selected in the Browse Categorized Content - Add Content page:

Menu Item	Use the search icon to select an approved menu item.
Save as Draft	Click to save this content item in draft format. You can continue to edit the content property fields for this item. Content in draft status does not appear on the Browse by Category page because it is not published.
Publish	Click to save and publish this content item. All fields become read-only. Published content appears on the Browse by Category page to users who have the viewer roles for the parent folder where the content is located.
Unpublish	Click to save the content and save it to Pending Publishing. Nonpublished content does not appear on the Browse by Category page.
Locations	Click to set the publish and expiration date for the content in this location and set the item to be published.
Notifications	Click to create a list of interested parties or send email notifications of saved content to the list of interested parties.
Save	Click to save the content item without changing the publish status.
Submit	Click to save and submit the content item for publishing.
Comments	Click to add additional comments about this content item.
Search Content	Click to search existing content within the Categorized Content feature.
Start Discussions	Click to begin a discussion topic. Note. Discussion topics stay with the content item and cannot be accessed outside of the Content Properties page.
View Discussions	This link is available if the discussion topic already exists for this content item. Click to view, edit, or enter a response to a discussion.

See Adding Content Attachments.

Translating Content Management HTML/Text Content

To translate Content Management HTML/Text content, you must translate the same content version into the various languages you want to display. This means that you must save the content version as a draft, and translate it for each appropriate language. Check in or submit the content version after it is translated for all appropriate languages.

If content is being translated into one or more foreign languages, perform the language translations on the content after the content is checked out. When all translations are completed, you can check content in.

Note. Content comments are not translated. You will see the comments from the language that you entered last.

Managing Categorized Content

This section discusses how to:

• Edit and view categorized content.

• Submit content items for approval.

• Approve content items.

• Select content locations.

• Start and view discussions.

• Create and use tags.

• Manage categorized content items by status.

Pages Used to Manage Categorized Content

Editing and Viewing Categorized Content

Access the My Categorized Content page: Published Content (select My Content, My Categorized Content, Published Content).

Use this page to easily locate and review content items of a particular status. If necessary, you can enter additional search criteria to filter the results.

Submitting Content Items for Approval in Categorized Content

You can select an approver at your discretion from the users who have been granted approval privileges for this folder. Before you can submit content items for approval, you must check in the content.

To submit content items for approval:

1. Select Content Management, Categorized Content, Browse Folders, or

   Select My Content, My Managed Content.

2. Access the File Attachment Properties page.

   Click the Properties link on the Browse Categorized Content page or the My Categorized Content page.

3. Select an approver user ID or role.

4. Click the Save button, and click the Check in buttons.

5. Click the Submit for Approval button.

   Note that:

   • The content is automatically checked out and locked to the approver.

   • The fields on the Content Properties page are editable only by the listed approver because the content is checked out to the approver.

   • The Version Status and Locked To fields have been updated.

     The icon also indicates that the file is locked. When you submit content for approval, it is automatically checked out to the approver by the system.

   • The Check Out and Submit for Approval buttons disappear. The Cancel Check Out button appears.

Approving Content Items in Categorized Content

You use the Content Attachment Properties page to modify content properties such as content location, content approver, and content version; to check out and check in content and to submit it for approval; and to maintain comments or discussions specific to that piece of content, among other tasks.

When you approve an item of categorized content, you make that item available to be reused in other content management features such as News Publications, Managed Content, Collaborative Workspaces, and so on.

To approve a content item:

1. Select My Content, My Managed Content to access the My Managed Content page to view content items of a particular status, including a list of all content that requires your review and approval.

2. Click the Properties link for the desired content on the My Managed Content page.

3. Click the link to review the content.

   For example, if the content is a file attachment, click the file name.

4. Click the Approve button if the content is ready to be published.

   Click the Rework button if the content requires additional work.

   Notice that the Modified and Version Status fields have been updated and the locked icon has been removed.

Approved content is now available for publishing.

Selecting Content Locations in Categorized Content

Access the Content Locations page (Content Management, Categorized Content, Browse Folders; click a folder title link, and click a subfolder title link; click an appropriate Properties link, and click the Locations link on the Categorized Content Properties page).

The Content Locations page in the Categorized Content feature lists all the folders where content is located. When the Content Locations page is accessed from a non-managed feature such as Workspaces or Categorized Content, it shows only the content locations for that feature. You can move content only between folders of the current feature in the current site.

Note. When moving content or adding new locations for the content, be aware that the location (parent folder) determines the access security for the content.

See Moving Folders in Managed Content.

Choosing Additional Locations

Access the Add Content Location page (select Content Management, Categorized Content, Browse Folders; click a folder title link; click an appropriate Properties link and click the Locations link; click the Add Location button on the Content Locations page).

To select an additional location for the content:

1. Click the folder icons to navigate through the hierarchies.

2. Select the new location by clicking the folder title.

   The Content Location page appears with the new location listed.

3. Click the Return button to return to the Content Properties page.

4. Click the Save button.

   The document is now listed in two folders.

Starting and Viewing Discussions in Categorized Content

Access the Start Discussion Confirmation page (select Content Management, Managed Content, Browse Folders; click a folder title link and click an appropriate Properties link; click the Start Discussion link on the Content Properties page).

Use this page to start a discussion, which is then attached to the content item. After a discussion has been started, the link changes to View Discussions and is used it to edit, respond to, and view discussions.

Note. These discussions stay with the content item, and can be accessed only from the Categorized Content Properties page.

See Starting and Viewing Discussions.

See Also

Working With Discussion Forums

Creating and Using Tags in Categorized Content

Tags for categorized content are displayed on the properties pages as well as the view page for the content. However, some types of content—such as attachments and URLs—open the content in a new window directly without using the application view page. In these instances, tags are available only on the properties page. Application pages can be displayed in only edit or view mode.

To create and use tags for categorized content:

1. Access the pages by using one of the following navigations:

   1. Select Content Management, Categorized Content, Browse Folder.

   2. Select My Content, My Categorized Content.

2. Select any content property link.

3. Click an appropriate link to view, edit, or add tags.

4. Enter the tag name, and click the Update Tags button.

Note. Security considerations: Users that have access to the content must have the add and view tag permissions. Users that are assigned the Administrator, Author, or Expert roles also are assigned the modify permissions. All users have access to delete their own tags, both public and private. User with Admin privileges can delete all tags in the content, and an Admin user cannot delete the Private tags of other users.

See Working With Tags.

Managing Categorized Content Items by Status

Access the My Categorized Content Status page (select Content Management, Categorized Content, My Content Status).

The My Categorized Content Status page enables you to see, at a glance, the work that you need to perform based on content status.

Note. The total item count does not include any content item that is located in an automatically generated folder, such as crawled content items.