4 Finding Content Items

Oracle Content Server uses a database set up by your system administrator to keep track of the metadata entered you check in a content item. If your system administrator has configured the Oracle Text Search option or the database full-text search capability, then the text of content items is indexed and made available for searching as well.

Check with your system administrator to see which search solution or database is being used and to see if full-text indexing is enabled.

This chapter covers the following topics:

4.1 Options for Finding Content Items

Your Oracle Content Server can be configured with the either the Oracle Text Search option or the Database Metadata Search and Database Full-Text Search options for finding content items:

  • Searching with Oracle Text Search

    If you have a license to use Oracle Text Search (in Oracle Database 11g) or Oracle Secure Enterprise Search 11g, the Oracle Text Search option enables the use of those technologies as the primary full-text search engine for Oracle Universal Content Management.

    If the system administrator configured Oracle Text Search, this option enables you to find a content item or items based on information about the file, actual text in the file, or both. The system administrator can also configure Oracle Secure Enterprise Search (Oracle SES) as the back-end search engine for Oracle Text Search.

  • Searching with Database Metadata Search

    This option enables you to find a content item or items based on information about the file. The database metadata search is available if the system administrator did not configure the Oracle Text Search option.

  • Searching with Database Full-Text Search

    This option enables you to find a content item or items based on the actual text in the file. The database full-text search is available if the system administrator configured it.

To configure the search engine, set the configuration variable SearchIndexerEngineName or in the postinstallation configuration page for Oracle UCM, by selecting the internal/external full text search. The configuration variables MaxIndexableFileSize (default 10 MB) and MinIndexableFileSize (default 5 BM) control whether a file is full-text indexed, based on size.

You can also search for content by navigating to it through a hierarchical link structure that your system administrator set up, as described in Section 4.5, "Browsing to Content."

Note:

If your system administrator configured the content server to search database metadata only, then you cannot search for specific text within content. Additionally, Oracle Content Server can integrate with other search engines. Check with your system administrator to see what options are available to you.

4.2 Searching with Oracle Text Search

The Oracle Text Search option enables the use of Oracle Text 11g as the primary full-text search engine for Oracle Universal Content Management (Oracle UCM) 11g. Oracle Text 11g offers state-of-the-art indexing capabilities.

With Oracle Text Search, noise words cannot be searched because they are ignored while searching, so the "all of the words" term should not be used. Instead, you should use essential extracted text.

Oracle Text Search can filter and extract content from different document formats in different languages. It supports a large number of document formats, including Microsoft Office file formats, Adobe PDF, HTML, and XML. It can render search results in various formats, including unformatted text, HTML with term highlighting, and original document format.

If your system administrator has configured the Oracle Text Search option, you can select options to filter the results of a search by categories and specify full-text and metadata searches.

This section covers the following topics:

4.2.1 Specifying a Search on the Expanded Form

On the Expanded Form, you can specify a metadata search, a full-text search, or both to identify a content item or items to search for. Also, you can specify result options.

Figure 4-1 shows part of the Expanded Form for specifying Oracle Text Search queries.

Figure 4-1 Expanded Form for Oracle Text Search

Surrounding text describes Figure 4-1 .

To specify a search on the Expanded Form:

  1. On the Oracle Content Server home page, display the Home Page Search Fields from the Search menu or the Search Tray.

  2. In the Metadata Search area of the Expanded Form, you can enter one or more search criteria for metadata fields:

  3. In the Full-Text Search area, you can enter text to search for in a content item or items, to refine your search.

    Note:

    When using Oracle Text Search with your Oracle Content Server instance, you cannot enter free-form metadata queries into the Full-Text Search field on the Expanded Form. Instead, you must use the advanced options on the Query Builder Form. For more information, see Section 4.2.2, "Specifying a Search on the Query Builder Form."

  4. In the Results Options area, you can change the Results Options for displaying the results.

  5. To save the search query under My Saved Queries, click Save.

  6. To run the search query, click Search.

The content item or items that match your search criteria are displayed on the Search Results Page.

The Search Results Page displays a menu bar with options that enable users to selectively view search results. The options represent categories used to filter the search results. These options can be context sensitive, so if an option returns only one content item, then it shows only the one result in the menu itself. The default set of options include Content Type, Security Group, and Account.

Figure 4-2 Search Results with Oracle Text Search Default Menu

Surrounding text describes Figure 4-2 .

An arrow next to the option name indicates that multiple content items were found for an option. When you move your cursor over the option name, a menu displays the list of the categories found in the search results for that option and the number of content items for each of the categories. You can click any category name on the menu to change the Search Results Page to list only the items that match the category.

Figure 4-3 shows a list of categories under Security Group and the number of items found in each category.

Figure 4-3 Search Results with Expanded Oracle Text Search Menu

Surrounding text describes Figure 4-3 .
Element Description
Filter by Category Displays the categories used to filter the search results; for example, Content Type, Security Group, and Account.

The system administrator can use the Oracle Content Server Configuration Manager to add categories to this list or remove them. To change the categories used to filter the search results, see your system administrator.
Content Type (Default) Lists the types and the number of each type of content items in the search results.

Click a content type name to change the search results list to show only those items that match the content type.
Security Group (Default) Lists the security groups and number of content items assigned to each group in the search results. Security groups include Administration, Public, and Secure.

Click a security group name to change the search results list to show only those items that match the security group.
Account (Default) Lists the account types and number of items assigned to each account in the search results.

Click an account type to change the search results list to show only those content items that match the account.

4.2.2 Specifying a Search on the Query Builder Form

On the Query Builder form, you can select search criteria from menus as required. The Query Builder form enables you to build and save complex queries by selecting options from a series of lists and to manually edit the query text.

Note:

When using Oracle Text Search with your Oracle Content Server instance, you cannot enter free-form metadata queries into the Full-Text Search field on the Expanded Form. Instead, you must use the advanced options on the Query Builder Form. For more information, see Section 4.2.2, "Specifying a Search on the Query Builder Form."

Figure 4-4 shows the Query Builder Form for specifying Oracle Text Search queries.

Figure 4-4 Query Builder Form for Oracle Text Search

Surrounding text describes Figure 4-4 .

To specify a search on the Query Builder Form:

  1. On the Oracle Content Server home page, display the Home Page Search Fields from the Search menu or the Search Tray.

  2. On the Search Forms Menu, choose Query Builder Form.

  3. To edit the query, click show advanced options, and then choose Modify Query Text.

  4. In the Results Options area, you can change the Results Options for displaying the results.

  5. To save the search query under My Saved Queries, click Save.

  6. To run the search query, click Search.

4.2.3 Metadata Search Operators for Oracle Text Search

On the Advanced Search Page, use search operators to refine the search criteria for some metadata fields. These operators are listed as options in lists to the left of each field.

The following table describes the search terms used and provides examples for use.

Operator Description Example
CONTAINS Finds content items with the specified whole word or phrase in the metadata field.

This operator is available only for Oracle Text Search, or for Oracle Database and Microsoft SQL Server database with the optional DBSearchContainsOpSupport component enabled. For more information, see your system administrator.

 If you enter form in the Title field, the search returns items with the word form in their title, but does not return items with the word performance or reform.
MATCHES Finds items with the exact specified value in the metadata field. When you enter address change form in the Title field, the search returns items with the exact title of address change form.

A query that uses the MATCHES operator on a nonoptimized field behaves the same as a query that uses the CONTAINS operator.

For example, if the xDepartment field is not optimized, then the query xDepartment MATCHES 'Marketing' behaves like xDepartment CONTAINS 'Marketing', returning documents that have an xDepartment value of 'Marketing Services' or 'Product Marketing'.
HAS WORD PREFIX Finds all content items with the specified word at the beginning of the metadata field. No wildcard character is placed before or after the specified value. If you enter form in the Title field, the search finds all content items with the word form at the beginning of their title but does not find a content item whose title begins with the word performance or reform.

4.2.4 Metadata Wildcards

A wildcard substitutes for unknown or unpredictable characters in the search term. You can use wildcards in metadata searches, even when using the Quick Search field.

Use the following wildcards in metadata search fields:

  • An asterisk (*) indicates zero or many alphanumeric characters. For example:

    • form* matches form and formula

    • *orm matches form and reform

    • *form* matches form, formula, reform, and performance

  • A question mark (?) indicates one alphanumeric character. For example:

    • form? matches forms and form1, but not form or formal

    • ??form matches reform but not perform

Note:

To search for an asterisk (*) or a question mark (?) without treating it as wildcard, you must put quotation marks around your search term; for example: "here*"

4.2.5 Searching for Expired Content

By default, if you have write permission to any security group, you can access the Expired Content Page and perform a search for expired content. The search results include only the content for which you have at least read permission.

This section covers the following topics:

4.2.5.1 Searching for Expired Content

Use the following procedure to search for content that has expired:

  1. Log in to the content server.

  2. Click Content Manager in the left navigation bar.

  3. Click Expired Content on the Content Management page.

    The Expired Content Page opens.

  4. In the Find Expired Content area, select Before or After from the list.

  5. Enter a date in the empty field. You can enter the date or select a relative date from the list.

  6. Click Get Expired.

    The Search Results Page displays all content that expired before or after the specified date.

4.2.5.2 Searching for Content About to Expire

Use the following procedure to search for content that expires at a specified time in the future:

  1. Log in to the content server.

  2. Click Content Manager in the left navigation bar.

  3. Click Expired Content on the Content Management page.

    The Expired Content Page opens.

  4. In the Expiring Content area, enter a date in the From field, the To field, or both. You can enter the date or select a relative date from the list.

  5. Click Get Expiring.

    The Search Results Page displays all content that expires within the specified time period.

4.3 Searching with Database Metadata Search

This section covers the following topics:

4.3.1 About Metadata Searching

Metadata searching is similar to finding a book in a library by searching for its author, title, or subject. When you search by metadata, you specify as much information as you know about a file or a group of files. For example, to find all files written by your supervisor for your department that were released on or after 1/1/2002, you would specify the following on the search page:

  • Author: supervisor's user name

  • Department: department name

  • Release Date From: 1/1/2002

    Note:

    When you search for metadata, case sensitivity varies depending on how your system administrator has configured Oracle Content Server. For your specific configuration, see your system administrator.

    When you use full-text searching, a search is case sensitive for metadata and case insensitive for full text. For Content ID, however, lowercase letters are converted to uppercase letters, so you cannot search Content ID with lowercase letters.

4.3.2 Performing a Metadata Search

Use the following procedure to search for files using metadata as the search criteria:

  1. Display the Home Page Search Fields or the Search Tray.

  2. Enter your search criteria in the Expanded Form.

  3. Select the Results Options for displaying the results.

  4. Click Search.

The files that match your search criteria are displayed on the Search Results Page.

4.3.3 Metadata Search Operators for a Database Metadata Search

On the Advanced Search Page, use search operators to refine the search criteria for some metadata fields. These operators are listed as options in lists to the left of each field.

The following table describes the search terms used and provides examples for use.

Operator Description Example
Substring Finds content items with the specified string anywhere in the metadata field. This has the same effect as placing a wildcard before and after the search term. This is the default operator.

This operator is not available for implementations that use Oracle Text Search.

 When you enter form in the Title field, the search returns items with words such as forms, performance, and reform in their title.
Matches Finds items with the exact specified value in the metadata field. When you enter address change form in the Title field, the search returns items with the exact title of address change form.
Starts Finds items with the specified value at the beginning of the metadata field. This has the same effect as placing a wildcard after the search term when using the Matches operator. When you enter form in the Title field, the search returns all items with a title that begins with form, including forms, forming, and so on.
Contains Finds items with the specified whole word or phrase in the metadata field.

This is available only for Oracle Text Search, or for Oracle Database and Microsoft SQL Server database with the optional DBSearchContainsOpSupport component enabled. For more information, see your administrator.

 When you enter form in the Title field, the search returns items with the word form in their title but does not return items with the word performance or reform.
Ends Finds items with the specified value at the end of the metadata field. This has the same effect as placing a wildcard before the search term when using the Matches operator. When you enter form in the Title field, the search returns all items with titles that end with form, such as form, perform, and chloroform.
Not Substring Finds content items that do not have the specified string anywhere in the metadata field. When you enter form in the Title field, the search returns items without words such as forms, performance, and reform in their title.
Not Matches Finds items that do not have the exact specified value in the metadata field. When you enter address change form in the Title field, the search returns items without the exact title of Address Change Form.

4.3.4 Metadata Search Case Sensitivity

Case sensitivity for metadata searches varies depending on how your system administrator has configured the content server.

Note:

For your specific configuration, see your system administrator.

  • Microsoft SQL Server: If the content server is using database searching with Microsoft SQL Server, metadata searches can be case sensitive or insensitive, depending on how the database is setup.

  • Oracle Database: If the content server is using database searching with Oracle Database, metadata searches are always case sensitive. This is in contrast to full-text searches, which are not case sensitive when you use Oracle Database searching.

  • IBM DB2: If the content server is using database searching with IBM DB2, metadata searches are case sensitive.

4.3.5 Metadata Wildcards

A wildcard substitutes for unknown or unpredictable characters in the search term. You can use wildcards in metadata searches, even when using the Quick Search field.

Use the following wildcards in metadata search fields:

  • An asterisk (*) indicates zero or many alphanumeric characters. For example:

    • form* matches form and formula

    • *orm matches form and reform

    • *form* matches form, formula, reform, and performance

  • A question mark (?) indicates one alphanumeric character. For example:

    • form? matches forms and form1, but not form or formal

    • ??form matches reform but not perform

4.3.6 Searching for Expired Content

By default, if you have write permission to any security group, you can access the Expired Content Page and perform a search for expired content. The search results include only the content for which you have at least read permission.

This section covers the following topics:

4.3.6.1 Searching for Expired Content

Use the following procedure to search for content that has expired:

  1. Log in to the content server.

  2. Click Content Manager in the left navigation bar.

  3. Click Expired Content on the Content Management page.

    The Expired Content Page opens.

  4. In the Find Expired Content area, select Before or After from the list.

  5. Enter a date in the empty field. You can enter the date or select a relative date from the list.

  6. Click Get Expired.

    The Search Results Page displays all content that expired before or after the specified date.

4.3.6.2 Searching for Content About to Expire

Use the following procedure to search for content that expires at a specified time in the future:

  1. Log in to the content server.

  2. Click Content Manager in the left navigation bar.

  3. Click Expired Content on the Content Management page.

    The Expired Content Page opens.

  4. In the Expiring Content area, enter a date in the From field, the To field, or both. You can enter the date or select a relative date from the list.

  5. Click Get Expiring.

    The Search Results Page displays all content that expires within the specified time period.

4.4 Searching with Database Full-Text Search

This section covers the following topics:

4.4.1 About Full-Text Searching

Full-text searching enables you to find a content item based on the text contained in the file itself. When you check in a content item into the content server, the indexer stores all of the words in the web-viewable version of the content item (PDF, HTML, text, or other supported file formats) in an index. When you perform a full-text search, the search expression is compared with the index, and any content items and discussions that contain your search text are returned in the search results.

A full-text search expression can include the following elements:

  • Strings: partial words (such as addr)

  • Words: individual whole words (such as addresses)

  • Phrases: multiple-word phrases (such as new addresses)

  • Operators: logic applied to words and phrases (such as news AND addresses)

For more information, see Section 4.4.2, "Full-Text Search Rules."

Note:

When using Oracle Text Search with your Oracle Content Server instance, you cannot enter complex search queries into the Full-Text Search field on the Expanded Form of the Advanced Search Page. Instead, you must use the advanced options on the Query Builder Form.

4.4.2 Full-Text Search Rules

Use the following options to refine your full-text search criteria:

  • You can use wildcards in full-text search queries.

  • You can use search operators in full-text search queries.

    For more information, see Section 4.4.5.1, "Oracle Database Full-Text Search Operators."

  • You can use Internet-Style Search Syntax.

  • When you perform a full-text search, the search finds the word you specify and words that have the same stem. For example, searching for the word address finds files with the word address, addressing, addresses, or addressed in them. To limit the search to the word you specify, place the word in double quotation marks (for example, "address").

  • You can sort full-text search results by the number of occurrences of the search terms and the proximity of the search terms when you use an operator such as <NEAR>. Select the Score option from the Sort By list on the Search Results Page.

    Note:

    You can sort the results using the Score option only if you are using the Oracle 11g database search solution and have installed the Oracle Text Search option.

4.4.3 Full-Text Search Case Sensitivity

Case sensitivity for full-text searches varies depending on how your system administrator has configured the content server. By default, full-text searches with Oracle Database are not case sensitive. Full-text searches with Microsoft SQL Server vary based on how the database is setup.

If your Oracle Content Server configuration includes an optional search engine, case sensitivity depends on the search engine. For your specific configuration, see your system administrator.

Tip:

Generally, you should use all lowercase search strings to find all of the files that match your search expression. Use mixed-case search strings only if you are looking for a specific combination of lowercase and uppercase.

4.4.4 Full-Text Search Wildcards

A wildcard substitutes for unknown or unpredictable characters in the search term. You can use wildcards in metadata searches, even when using the Quick Search field.

With Microsoft SQL Server, use a wildcard only for prefix searches.

Use the following wildcards in metadata search fields:

  • An asterisk indicates zero, one, or more alphanumeric characters. For example:

    • form* matches form and formula

    • *orm matches form and reform

    • *form* matches form, formula, reform, and performance

  • A question mark (?) indicates one alphanumeric character. For example:

    • form? matches forms and form1, but not form or formal

    • ??form matches reform but not perform

4.4.5 Oracle Database Full-Text Search Options

This section includes these topics:

Note:

When using Oracle Text Search with your Oracle Content Server instance, you cannot enter complex search queries into the Full-Text Search field on the Expanded Form of the Advanced Search Page. Instead, you must use the advanced options on the Query Builder Form.

4.4.5.1 Oracle Database Full-Text Search Operators

Use the following operators to refine your Oracle Database full-text search expression.

Note:

For clarity, the operators are shown in uppercase, but they can be in lowercase as well.
Operator Description Example
AND Finds content items that contain all of the specified terms. address AND name returns content items that contain both specified words.
OR Finds content items that contain at least one of the specified terms. safety OR security OR protection returns content items that contain at least one of the three words.
NOT Finds content items that contain the term that precedes the operator (if any), and ignores content items that contain the term that follows it. NOT server returns content items that do not contain the word server.

internet NOT server returns content items that contain the word internet and do not contain the word server.
NEAR(term1, term2) Finds content items that contain the specified terms near to each other. Terms that are closer receive a higher score. NEAR(internet,server) returns content items that contain the specified words close to one another.
ISABOUT(phrase) Finds content items that contain the phrase specified in the parenthesis. IS ABOUT(changed address) returns content items that contain specified phrase.

4.4.5.2 Oracle Database Full-Text Highlighting

Search terms can be highlighted in the returned text, provided the content server is using Oracle Database full-text search and your administrator has enabled the functionality. Forward (>>) and back (<<) navigation links bracket the highlighted text. Click the links to go to the next and previous result in the text.

4.4.6 Performing a Full-Text Search

Use the following procedure to perform a full-text search:

  1. Display the Quick Search Field, Home Page Search Fields, Search Tray, or Advanced Search Page.

  2. Enter your search terms in the full-text search field.

  3. Select the Results Options for displaying the results.

  4. Click Search.

The files that match your search criteria are displayed on the Search Results Page or in the Results Tab in the Search Tray in the Portal Navigation Bar.

Note:

When using Oracle Text Search with your Oracle Content Server instance, you cannot enter complex search queries into the Full-Text Search field on the Expanded Form of the Advanced Search Page. Instead, you must use the advanced options on the Query Builder Form.

4.5 Browsing to Content

This section covers the following topics:

4.5.1 Browsing Content to Find a File

Use the following procedure to find information by browsing content:

  1. Click Browse Content Tray in the portal navigation bar to expand the tray.

  2. Scan the list of folders until you find the one you are looking for.

  3. Click the plus sign (+) next to the folder to expand the folder contents and continue drilling down through the folders until you reach a link to the following:

4.5.2 Browse Content Tray

Browsing content in Oracle Content Server is similar to looking for a paper document in your organization's file cabinets. In a file cabinet, you find the file drawer, then the folder, then the document. In Oracle Content Server, you find documents and links to Web sites in folders in the Browse Content tray.

Surrounding text describes browse_content_tray2.gif.

4.5.2.1 Library Folders

The Browse Content tray is a hierarchical link structure (the Library), where metadata define the folders in the hierarchy. The Library Folders folder is set up by default. Your system administrator determines the hierarchy of any folders within the Library Folders folder. Click the plus sign (+) next to a collapsed folder to expand the contents of the folder. Click the minus sign (–) next to an expanded folder to collapse it.

4.5.2.2 Links from Folders

Click a link in the last folder of a hierarchy to display:

  • A list of content items that match the folder's metadata and that you have permission to view

  • A Web site

  • A report that provides information about content items, users, metadata fields, or other content server elements.

4.6 Using Additional Search Capabilities

This section covers the following topics:

4.6.1 Internet-Style Search Syntax

Search techniques common to the popular Internet search engines are supported in Oracle Content Server. For example, new product entered in the Quick Search field searches for new <AND> product, while new, product searches for new <OR> product. The following table lists how Oracle Content Server interprets common characters.

Character Interpreted As
Space ( ) AND
Comma (,) OR
Minus (-) NOT
Phrases enclosed in double-quotes ("any phrase") Exact match of entered phrase

The following table lists examples of how Oracle Content Server interprets Internet-style syntax in a full-text search.

Query Interpreted As
new product 
new <AND> product
(new, product) images 
(new <OR> product) <AND> images
new product -images 
(new <AND> product) <AND> <NOT> images
"new product", "new images" 
"new product" <OR> "new images"

The following table lists examples of how Oracle Content Server interprets Internet-style syntax when searching title metadata using the substring operator.

Query Interpreted As
new product 
dDocTitle <substring> 'new' <AND> dDocTitle <substring> 'product'
new, product 
dDocTitle <substring> 'new' <OR> dDocTitle <substring> 'product'
new -product 
dDocTitle <substring> 'new' <AND> <NOT> 'product'
"new product" 
dDocTitle <substring> 'new product'

Note:

Internet-style search syntax is enabled by default, but it can be disabled by your system administrator. Check with your system administrator if you have questions.

4.6.2 Complex Queries and Alternate Query Formats

Oracle Content Server allows for the use of parentheses for complex query construction and field:value and site:value formats when creating a query. By using these alternatives, you can more easily search the metadata field you want across multiple servers, if necessary, and refine your results. For example, to search only the title metadata for new product without having to go to the Advanced Search page, enter dDocTitle:"new product" into the Quick Search field. The search is limited to the field you specified before the colon. You must know the Oracle Content Server identifier for the metadata field you want to search.

Note:

When using Oracle Text Search with your Oracle Content Server instance, you cannot enter complex search queries into the Full-Text Search field on the Expanded Form of the Advanced Search Page. Instead, you must use the advanced options on the Query Builder Form.

The following table lists some examples of complex and alternate query formats.

Query Interpreted As
dDocTitle:New 
dDocTitle <contains> `New`
dDocTitle:New product 
(dDocTitle <contains> `New`) <AND> <ftx>`product`</ftx>
dDocTitle:New dDocTitle:product 
dDocTitle <contains> `New` <AND> dDocTitle <contains> `product`
dDocTitle:New,dDocTitle:product 
dDocTitle <contains> `New` <AND> dDocTitle <contains> `product`
dDocTitle:New dDocType:Presentations 
dDocTitle <contains> `New` <AND> dDocType <contains> `Presentations`
dDocTitle:New,dDocType:"Test Plan" 
dDocTitle <contains> `New` <OR> dDocType <contains> `Test Plan`

4.7 Search Pages

You can perform a content item search from the following places in the Oracle Content Server interface:

4.7.1 Quick Search Field

With the Quick Search Field, you can perform a search regardless of the page in the content area. The Quick Search field performs a substring search of the title and content ID metadata, and the indexed full-text if it is supported on your system.

A substring search is equivalent to including a wildcard at the beginning and end of the search term. For example, if you enter form in the Quick Search field, the search returns items with words such as forms, performance, and reform in the title or content ID metadata, or in the indexed full-text if it is supported on your system.

You or your system administrator can also build custom searches targeted to search one or more metadata fields you specify, and make them available through the Quick Search field. You can create targeted searches with either the Query Builder Form or Expanded Form.

The Quick Search field supports Internet-style search syntax, complex construction, and alternate query formats. For more information, see Section 4.6, "Using Additional Search Capabilities."

4.7.2 Home Page Search Fields

The the search fields on the content server Home Page enable you to perform a metadata search, a full-text search, or a combination of both from the home page. Only the most commonly used search fields are available from the home page.

Note:

Your home page may have a different appearance than the default "out-of-the-box" content server home page, which includes search fields. If search functionality is not available from your home page or to search on additional metadata fields, use the Search Tray or Advanced Search Page.

4.7.3 Search Tray

The Search Tray enables you to perform a metadata, full-text, or combination search from the content server's Portal Navigation Bar. Only the most commonly used search fields are available from the Search tray.

The Criteria Tab on the Search Tray displays a form where you can enter your criteria. The Results Tab displays the results that are returned.

4.7.4 Advanced Search Page

The Advanced Search Page enables you to perform a metadata search, full-text search, or a combination of both on all available fields.

To access this page, click the Advanced link in the Search Tray or use the Search menu on the Toolbar.

The expanded form on the Advanced Search Page displays all search fields available to you on a single page. You can alternate between the expanded form and the query builder form using the Search Forms menu at the top of the search page.

Using a Content Profiles link in the My Oracle Content Server Tray to check in or search for content can help you define and display the most critical metadata fields necessary for those tasks.

You can specify the default search form to use the Advanced Search page. For more information, see Section 3.7.6, "User Profile Page."

Note:

Queries built using the Expanded form separate the metadata fields with the <AND> operator. Each search criteria entered into each field must be met for a result to be returned. For example, if you enter January into the Title field and presentation into the Type field, then a search finds content only if it has a presentation type and has January in the title.

Note:

When using Oracle Text Search with your Oracle Content Server instance, you cannot enter complex search queries into the Full-Text Search field on the Expanded Form of the Advanced Search Page. Instead, you must use the advanced options on the Query Builder Form.

4.7.5 Query Builder Form

The Query Builder Form creates and saves complex queries by selecting options from a series of lists. After a query is built, you can edit the query directly, perform the search, or save the query for easy access from My Saved Queries.

With the Query Builder form, you can separate the metadata fields with either the <AND> operator or the <OR> operator. If you use the <AND> operator, then each search criteria entered into each field must be met to return a result.

If you use the <OR> operator, then only one of each field's criteria must be met. For example, if you enter January into the Title field and presentation into the Type field separated by <OR>, then results include content that has either presentation as the type or has January in the title.

Note:

When using Oracle Text Search with your Oracle Content Server instance, you cannot enter complex search queries into the Full-Text Search field on the Expanded Form of the Advanced Search Page. Instead, you must use the advanced options on the Query Builder Form.

4.8 Working with Search Results

You can specify how to display the results of your search based on the number of content items returned per page and the order of the content items. For example, if you are searching for specific text such as changed address, then you might want to sort your search results by score. To find the most recent files that match your criteria, you can sort the results by release date.

Use the Results Options area of the Advanced Search Page to control the display of the Search Results Page.

This section covers the following topics:

4.8.1 Displaying Search Results

Use the following procedure to specify how to display the search results:

  1. Display the Home Page Search Fields or Advanced Search Page.

  2. Scroll down to the Results Options.

  3. Set Results Per Page to the maximum number of content items to display on each Search Results Page.

  4. Specify the Sort By method and order.

  5. Click Search.

  6. From the Content Actions menu on a Search Results Page, choose the view option to specify the search results view.

Notes:

  • The Clear button clears the search fields, but does not clear the Results Options settings.

  • For information about changing the defaults for sort field, sort order, and result count, seeSection 3.7.2, "Editing Your User Profile."

  • The system administrator can use the Oracle Content Server Configuration Manager to add or remove sortable fields. To change the fields available for sorting, see your system administrator.

4.8.2 Changing the Search Results View

Use the following procedure to change the default search results view:

  1. Display the User Profile Page.

  2. Scroll down to the Search Template option.

  3. Click Search Template, and select the search result view.

  4. Click Update.

4.9 Searching Referenced Links (optional)

The Link Manager component adds functionality to Oracle Content Server, and is available to your system administrator as a bundled option. It is not installed by default. If the administrator install the optional Link Manager component, it evaluates, filters, and parses the URL links of indexed documents and then extracts the links for storage in a database table, making them available for searching. After the Link Manager component populates the table with the extracted URL links, the it references this table to generate link search results, lists of link references for the Content Information page, and the resource information for the Link Info page. The Link Manager component shows these items:

  • Lists of links using specific search criteria

  • Detailed information about a specific link

  • The links to other documents for a specific content item, and any documents that reference this item

The search results, link references lists, and Link Info pages are useful to determine what documents are affected by content additions, changes, or revision deletions. For example, before deleting a content item, you can verify that any URL references contained in it are insignificant. Another use might be to monitor how content items are being used.

Note:

Because the Link Manager component extracts the URL links during the Oracle Content Server indexing cycle, only the URL links of released documents are extracted. For content items with multiple revisions, only the most current released revision is available for searching.

This section covers the following topics:

4.9.1 About Searching Links

Use the Search Links Page to search for links, using criteria stored in the content server repository database. This page is useful for finding valid or invalid links, to determine where a resource is being used, to determine how deleting a content item would affect other documents linking to it, and so on.

The Link Search Results Page displays items matching your search criteria. Invalid or broken links are listed in bold font. Each item has an Item Actions Menu and an Info icon which displays a Link Info Page.

4.9.2 Link References on the Content Information Page

The References toggle switch enables you to see whether the content item references or is referenced by other content items. The References toggle switch has two options:

  • Show: By default, the links are hidden when the Content Information page opens. Click Show to display all applicable links. If this content item contains one or more references to other documents, then these links are listed in the Links contained in this content item section. If this content item is referenced by other documents, then these links are listed in the Links to this content item section.

  • Hide: Click Hide to close the Links contained in this content item section and the Links to this content item section and hides the links.

To access the available link information for content items, click any Content Information icon, which displays the Content Information Page and the References toggle switch. Or, you can choose either Content Information or Target Content Info from the Item Actions Menu, which also displays the Content Information page and the References toggle switch.

Note:

You cannot delete a content item revision if it is referenced by other content items unless the system administrator has set the AllowForceDelete configuration variable to true. When you delete a content item revision, the message indicates whether the content item is referenced by another content item and asks if you are sure you want to delete it. In this case, deleting a content item that is referenced by another content item breaks those links and makes them invalid.

Click the References toggle switch to hide or display link references.

Click Show to open the References sections that list all applicable links associated with the content item. For information about accessing the Content Information page and displaying the references, see Section 4.9.5, "Checking Content Item Link References."

Links that are invalid or broken are listed using bold font. Click the Info link in the Actions column to display the Link Info Page for that particular link.

When the References sections are open, the Hide toggle switch option is available. Click Hide to close the References sections and hide the lists of links.

4.9.3 Notification of Expiration

With Link Manager installed, the Notification of Expiration page includes additional information for each content item that is expiring soon. The e-mail notification specifies if the expiring content item is referenced by another content item:

  • Is Referenced: Yes

  • Is Referenced: No

The e-mail does not provide a list of the content items that reference the soon-to-expire document. This information is available in the References section on the Content Information page. For more information, see Section 4.9.5, "Checking Content Item Link References."

If the Oracle Content Server configuration variable (EnableExpirationNotifier) has been enabled, an e-mail notification is sent to each author when content expires. For more information about setting this configuration variable, see "EnableExpirationNotifier" in the Oracle Fusion Middleware Idoc Script Reference Guide.

Note:

When a content item expires, it still exists in the Oracle Content Server. Expiration only removes the item from the index. Therefore, all links associated with an expired content item are functional if they involve a valid document.

Figure 4-5 Notification of Expiration E-mail for Author

Surrounding text describes Figure 4-5 .

To have a separate e-mail notification sent to the system administrator, you can configure the NotifyExtras variable as follows:

NotifyExtras=sysadmin

4.9.4 Performing a Link Search

To search for links in content items:

  1. Click the Managed Links Search link in the Content Management tray. The Search Links Page opens.

  2. Enter the applicable values in the field(s). For more detailed descriptions of the fields, see the Link Search Results Page.

  3. Click Search. The Link Manager component generates and displays the search results, as shown in the Link Search Results Page.

4.9.5 Checking Content Item Link References

Use the Content Information page to display, check, and verify all the link references associated with a specific content item. You can access the Content Information page for a content item from either of two pages, as described in these topics:

4.9.5.1 Checking Link References from the Search Results Page

  1. Search for the specific content item using the Oracle Content Server Search page.

  2. Select a content item from the Search Results Page, and click the corresponding Content Info icon in the Actions column.

    The Content Information page for the selected content item opens. If this content item contains links or has links that reference it, the References Show toggle switch is displayed.

  3. Click the References Show toggle switch.

    All applicable links are displayed. The Links contained in this content item section lists all the links included in this content item that reference other documents. The Links to this content item section lists all the links in other documents that reference this content item.

4.9.5.2 Checking Link References from the Link Manager's Search Links page

  1. Open the Search Links page and search for links. For details, see Section 4.9.4, "Performing a Link Search."

  2. Select a link from the Search Results section.

  3. Click the Content Info icon in the Actions column.

    The Content Information page for the selected content item opens. If this content item contains links or has links that reference it, the References Show toggle switch is displayed.

  4. Click the References Show toggle switch.

    All applicable links are displayed. The Links contained in this content item section lists all the links included in this content item that reference other documents. The Links to this content item section lists all the links in other documents that reference this content item.

    Note:

    To display the Link Info Page for any link listed in the References sections (either Links contained in this content item or Links to this content item), click the corresponding Info link in the Actions column.

4.9.6 Checking the Link Information About Specific Links

Use the Link Info page to view additional information about a specific link. You can access the Link Info Page for any link from either of two pages, as described in these topics:

4.9.6.1 Checking Link Information from the Content Information Page

  1. Open the Content Information page for a specific content item and display the applicable links. For details, see Section 4.9.5, "Checking Content Item Link References."

  2. Select a link from a list in the References sections (either Links contained in this content item or Links to this content item).

  3. Click the corresponding Content Info link in the Actions column.

    The Link Info page for the selected link opens.

4.9.6.2 Checking Link Information from the Search Links Page

  1. Open the Search Links page and search for links. For details, see Section 4.9.4, "Performing a Link Search."

  2. Select a link from the Search Results section.

  3. Click the Actions icon in the Actions column. The Item Actions Menu opens.

  4. Choose the Link Info menu option.

    The Link Info page for the selected link opens.

4.10 Saving Queries

This section covers the following topics:

4.10.1 About Saved Queries

To quickly display search results for searches that you perform often, you can save links to those searches in the My Saved Queries folder in the My Oracle Content Server Tray in the Portal Navigation Bar.

After you save a query link, you can modify or delete the link from your Saved Queries Page.

4.10.2 Saving a Query

Use the following procedure to save a search as a query link in your Portal Navigation Bar:

  1. Specify the search criteria you want to save.

  2. Choose Save Search from the Actions menu on the Search Results Page.

    A prompt dialog opens.

  3. Enter a title for the saved query. This is the link shown in your Portal Navigation Bar.

  4. Click OK.

    The new link is shown under the My Saved Queries folder in your Portal Navigation Bar.

    Note:

    For information about modifying and deleting saved queries, see Section 3.7.4, "Editing Saved Queries."

4.11 Finding Recent Queries

Oracle Content Server saves queries that you recently performed in the My Recent Queries folder in the My Oracle Content Server Tray in the Portal Navigation Bar.

You can rerun or clear queries from the My Recent Queries folder.

4.11.1 Rerunning a Recent Query

Use the following procedure to rerun a recent query from your Portal Navigation Bar.

To rerun a recent query:

  1. Open the My Recent Queries folder in the My Oracle Content Server Tray in the Portal Navigation Bar.

  2. Double-click the link for the recent query to rerun.

    The output from the query displays on your Search Results Page.

4.11.2 Clearing Recent Queries

Use the following procedure to clear all recent queries from your Portal Navigation Bar.

To clear recent queries:

  1. Open the My Recent Queries folder in the My Oracle Content Server Tray in the Portal Navigation Bar.

  2. Double-click the Clear link.

    Oracle Content Server deletes all links except Clear from the My Recent Queries folder.

4.12 Content Data Tracking and Reporting

Content Tracker and Content Tracker Reports are components that are automatically installed with Oracle Content Server, but are disabled by default. They are separate modules but, when enabled, they provide information about system usage. This section covers the following topics:

4.12.1 About Content Tracker

Content Tracker monitors your system and records information about various activities. Content Tracker collects this information from various sources, then merges and writes the information to a set of tables in your Oracle Content Server database. You can customize Content Tracker to change or expand the types of information it collects. Content Tracker monitors activity based on:

  • Content item accesses:

    Content Tracker gathers information about content item usage from Web filter log files, the Oracle Content Server database, and other external applications such as portals and Web sites. Content item access data includes dates, times, content IDs, current metadata, user names, and profile information about users.

  • Oracle Content Server services:

    Content Tracker tracks all services that return content and services that handle search requests. And, with a simple configuration change, Content Tracker can monitor literally any Oracle Content Server service, even custom services.

4.12.2 About Content Tracker Reports

After Content Tracker extracts data and populates applicable database repository tables, the information is available for report generation. Content Tracker Reports enables you to do these tasks:

  • Generate reports:

    Content Tracker Reports queries the tables created by Content Tracker and generates summary reports of various kinds of activities and the usage history of particular content items. The reports help you analyze specific groups of content or users based on metadata, file extensions, or user profiles. You can use the pre-defined reports that are provided, customize them to suit your installation, or use a compatible third-party reporting package.

  • Optimize content management practices.

    You can also use the reported data for content retention management. That is, depending on the access frequency of particular content items during specific time intervals, you may decide to archive or delete some items. Similarly, applications can use the data to provide portlets with the top content for particular types of users.

This section covers the following topics:

4.12.2.1 Content Access Reports

Each report produced using the Content Tracker Report Generator main page has the same general format and visual layout. Only users that actually request and open content items are included in the Content Tracker Report Generator's compiled results. The opened content item can be the web location file (the absolute path to the content item), an HTML version (by using Dynamic Converter), or the actual native file. Users that open only the Content Information page are not included in the tracked data. There is generally a one-day delay from the time that a user accesses a content item until the Content Tracker Report Generator's access history includes the information. For more information, see Section A.12, "Content Tracker Interface."

4.12.2.2 Content Dashboard Feature

When a generated query report contains an active link to a specific content item, click the link to display the corresponding Content Dashboard. The content dashboard in the following screen capture shows that one version of a particular content item was accessed three times by one user. In this view, the revision access results are shown together.

Surrounding text describes ctr_vers_togeth.gif.

4.12.2.3 Drill Down Report Feature

There are various levels of report results that are generated for each predefined report. Depending on the search criteria you enter on the Content Tracker Report Generator main page, the results are filtered accordingly. The top level reports are summary reports and provide very general information. You can use the links on the top level reports to drill down to more specific information.