2 Overview of Common Management Tasks

This chapter provides an overview of the common tasks needed to manage the optional features of Oracle WebCenter Content, including Records, Imaging, Conversion, and Desktop.

For details about managing core features of Oracle WebCenter Content, such as starting and stopping an instance, system security, process configuration, indexing, and system backup, see Administering Oracle WebCenter Content.

This chapter discusses the following topics:

2.1 Content Server Tasks

System administrators perform many tasks regarding configuration of Content Server to manage content. However, some tasks are often performed by application administrators.

This section discusses the following topics:

2.1.1 Working with Repository Manager

The Repository Manager is typically used to perform content management tasks.

Section 5.1 discusses how to change column and filter settings when using the Repository Manager, as well as how to change the default sort order when viewing content in the Repository Manager.

Section 5.2 describes how to manage metadata using the Repository Manager. It also discusses managing expired content and how to send e-mail notifications regarding expired content.

Section 5.3 discusses how to undo check-outs, delete revisions, and manage workflow revisions using the Repository Manager.

Section 5.4 discusses how e-mail subscriptions to content are managed.

Section 5.5 describes managing e-signatures, which are unique identifiers computed from the binary content of a content item and other metadata.

2.1.2 Organizing Content

Several different organizational tools are available to organize content.

Section 6.1 discusses how to use Folders, a hierarchical structure that can be used to group content. It can also be used to create retention life cycles for content in special query folders.

Section 6.2 describes how to use contribution folders to organize content.

Section 6.3 describes the Web-Based Distributed Authoring and Versioning (WebDAV) functionality, which provides a way to remotely author and manage Oracle content using clients that support the WebDAV protocol.

Section 6.4 describes folio functionality which is used to assemble, track, and access logical groupings of multiple content items.

2.1.3 Managing Content

Several tools can be used to manage content.

Chapter 7 describes how to set up workflows for content, allowing you to route content to users for approval and review.

Chapter 8 discusses how to add custom metadata fields and how to use schemas to customize the presentation of metadata.

Chapter 9 describes how to categorize metadata values and how to track the URLs of stored content items.

Chapter 10 discusses how to track access to content items and prepare reports regarding content usage.

Chapter 11 describes how to set up profiles which can be used to customize checkin and search forms for different groups of users. This is similar to the Simple Profile functionality discussed in Using Oracle WebCenter Content.

2.2 Records Management Tasks

The Records functionality is used to manage content items on a retention schedule. Items for retention are any form of information, both physical and electronic, that is important enough for an organization so it must be retained for a specific period and may be disposed of when no longer needed.

Section 12.1 provides an overview of the retention management functionality and a discussion of basic retention management concepts. It also provides an overview of the Physical Content Management functionality.

This section discusses the following topics:

2.2.1 Configuring Records Manager

Several initial steps should be taken before using a records management system for the first time.

Section 12.2.1 describes general usage considerations when setting up a records management system, such as configurations for specific browsers and interaction with the IBM WebSphere Application Server.

Section 12.2 describes the different areas of functionality that can be enabled with the records system.

Section 12.3 provides an overview of the steps needed to set up and use a retention schedule.

Chapter 14 describes the rights and roles associated with the records management system, including a discussion of classified security.

Section 12.4 outlines the steps needed to configure Physical Content Management.

Section 12.5 describes the general settings which must be in place, such as designating the start of the fiscal calendar, logging options, performance monitoring options, and other options which helps define how the record system is configured.

Section 12.6 provides an overview of options that can be set when configuring Physical Content Management.

Section 12.8 describes how to set up workflows that are necessary for specific aspects of records management, such as Freedom of Information Act processing, reservation processing, and off-site processing.

Section 12.9 provides an overview of the interaction of the records management system with the desktop functionality.

Section 12.10 provides a list of several configuration variables which can be set to alter record management behavior.

Chapter 14 describes how to set up roles and permissions and how to set up classified security, if needed.

2.2.2 Configuring a Retention Schedule

A retention schedule is an organized hierarchy of series, categories, and record folders that can cluster content into similar groups, each with its own retention and disposition characteristics. After a retention schedule is established, content can be assigned to individuals for appropriate processing or disposition.

Section 13.1 describes retention schedules and how to set up a retention schedule and the objects in a retention schedule, such as series, categories, and folders.

Section 15.4 describes how to process assigned through a retention schedule, including review of items, completing items, and other disposition tasks.

2.2.3 Managing Dispositions, Triggers, and Freezes

Dispositions are the actions taken on content, usually for items no longer required for conducting current business. A trigger can start a disposition and a freeze can halt a disposition action.

Section 15.1, describes the types of triggers provided and how to manage triggers, including creation, deletion, and disabling triggers.

Section 15.2 describes how to create, delete, or edit freezes as well as how to apply freezes to content or folders.

Section 15.3 describes the types of dispositions available, the different types of triggering actions that set a disposition in motion, and the disposition actions that can occur.

2.2.4 Managing the Content Server Adapter

The adapter provides a bridge between the record system and the Content Server repository. Multiple adapters can be used with the records system.

Section 16.1 provides details about the adapter, its architecture, and how it works with the records system.

Section 16.2 describes how to set up the adapter to work with the records system.

Section 16.3 describes how to synchronize data between the adapter's vault and the records system.

2.2.5 Managing Physical Content

PCM is used to manage physical records and content that are not stored in the repository in electronic form.

Section 17.1 details the tasks needed to set up a PCM environment, such as configuring media types, location types, default information, and the storage environment.

Section 17.2 describes the issues involved in determining storage requirements, how to create and edit storage locations, how to reserve or block a location, and other storage management tasks.

Section 17.3 describes the procedure needed for integrating storage with Iron Mountain SafeKeeper PLUS and other off-site storage facilities.

Section 17.4 details how to delete, freeze, or unfreeze physical items.

Section 17.5 describes the reservation process and the procedures needed to set up barcodes for reservation use.

Chapter 18 describes how to add customers and how to process reservations.

2.2.6 Managing Records

Managing a Records system includes scheduling tasks for completion at other times, creating reports as needed, creating custom scripts, monitoring system performance, monitoring the audit trail, and archiving information.

Chapter 19 describes how to link content in order to associate one piece of content with another. This is often used during federation and discovery processes.

Section 20.1 describes the processing of scheduling frequently performed tasks.

Section 20.2 describes how to view the performance of the records system.

Section 20.3 describes how to set up custom scripts to assist in managing content securely.

Section 20.4 describes how to set up and monitor the auditing of actions.

Section 20.5 describes how to set overall report output format and processing and also describes the user and group reports provided.

Section 20.6 describes the archive process for records and how to export in XML format.

2.2.7 Managing Federated Searches and Freezes

Federation is the process of providing a single point of contact/entry for searching multiple disparate data sources. This is often used during the legal discovery process.

Section 21.1 describes how to set up and execute a federated query.

Section 21.2 explains how to freeze content on an external repository and how to freeze search results.

2.2.8 Managing FOIA/PA Processing

The records software contains the functionality needed to comply with the Freedom of Information Act (FOIA) and the Privacy Act (PA) to track requests for information. The process is similar for both types of information requests. The main difference lies in the type of forms used in the information processing.

Section 22.1 describes important usage information when implement FOIA with DB2 databases.

Section 22.2 describes workflows and how they are used to process data.

Section 22.3 describes the specific steps in the FOIA or PA workflow and the steps that are required to process those requests.

2.3 Managing Conversions

Several options are available with Inbound Refinery to convert content into different formats for use with Content Server.

This section discusses the following topics:

2.3.1 Configuring Inbound Refinery

Inbound Refinery offers a variety of conversion options.

Section 23.1 describes how to identify MIME types, how to associate file types with conversion programs, and other details regarding native content conversion.

Section 23.2 presents different examples of how the refinery can be set up in conjunction with Content Server.

Section 23.3 details how to configure refinery providers, edit the IP security filter, and other communication processes.

Section 23.4 describes the configuration necessary to work with Content Server, such as managing file types, adding or editing file formats and extensions, or changing the size of thumbnails.

Section 23.5 describes how to view communication statuses.

Section 23.6 describes how to calculate timeouts, set accepted conversions, set up thumbnails, and other tasks involved in configuring settings.

2.3.2 Managing Inbound Refinery

Several administrative tasks must be performed to manage Inbound Refinery.

Section 24.1 describes issues in authentication and users when using the refinery.

Section 24.2 describes how to configure management settings for the inbound refinery queue.

Section 24.3 describes how to delete agents, how to enable logging, and how to view provider information.

Section 24.4 describes how to view configuration information and system audit information.

Section 24.5 describes how to configure a filter using the web-based interface.

Section 24.6 describes how to publish layout files.

Section 24.7 describes issues that may need to be addressed when using virus scanning software.

Section 24.8 discusses how to change the default date and time information.

Section 24.9 describes how to check the log files for the refinery.

2.3.3 Managing Inbound Refinery Conversions

Several types of conversions are performed by Inbound Refinery.

Section 25.1 describes converting native files to PDF.

Section 25.2 describes converting native files to Tiff.

Section 25.3 describes converting native files to XML.

Section 25.4 describes converting different Microsoft Office files (such as Word or PowerPoint) to HTML.

2.3.4 Managing Imaging and Video Conversions

Images, videos, and audio files can be defined in specified formats and sizes for download.

Section 26.1 describes the digital management product and the support conversion applications, streaming servers, supported input and output formats.

Section 26.2 describes how to configure for image conversions, how to associate file formats and a mapping file, and how to map file extensions.

Section 26.3 describes image rendition sets, and how to create and configure those sets.

Section 26.4 details how to install FlipFactory, how to managing video conversions, and how to enable other configuration details.

2.3.5 Managing PDF Watermarks

When enabled, the PDF Watermark component can apply a watermark at check-in (static watermark) or when a user requests to view or download a PDF document (dynamic watermark).

Section 27.1 describes the types of watermarks, templates used with watermarks, and other details about the watermark functionality.

Section 27.2 describes the management tasks for the watermark functionality, including create and editing templates and rules and specifying the Classpath for an encryption library.

Section 27.3 describes static watermarking scenarios and dynamic watermarking scenarios.

2.4 Managing Dynamic Converter

The Dynamic Converter component can be used to perform on-demand document conversion using customizable templates.

This section discusses the following topics:

2.4.1 Introduction to Dynamic Converter

Dynamic Converter can be used to perform different types of content conversion.

Section 29.1 describes the functions Dynamic Converter performs and lists benefits of using this application.

Section 29.2 explains basic concepts important in the use of Dynamic Converter.

Section 29.3 illustrates and describes the basic Dynamic Converter process of converting content according to a specific template and making it viewable to users.

Section 29.4 describes how Dynamic Converter can convert content items that match a conversion rule when the content item is checked in, rather than when the user requests it.

Section 29.5 describes how you can use forced conversions to designate multiple conversions of the same content item so that it can be used for different purposes on your web site.

Section 29.6 describes a type of forced conversion called a fragment-only conversion.

Section 29.7 describes a caching and querying strategy used by Dynamic Converter to improve the performance of your web site, which includes configuration options for caching of timestamps, metadata changes, timestamp checking frequency, cache interval, cache size, and cache expiration period.

Section 29.8 describes special conversion options: HTML forms to HTML, XML to HTML, and rendering paragraphs as graphics.

Section 29.9 describes the Dynamic Converter administrator interface in Content Server.

2.4.2 Configuring Dynamic Converter

Dynamic Converter can be configured to set the default template, conversion formats, slideshow template files, and remove wireless templates.

Section 30.1 describes the software that must be in place before you begin to use Dynamic Converter to design templates.

Section 30.2 describes how to change the default Dynamic Converter template associated with your content items.

Section 30.3 describes how to add file formats (MS Word, RTF, plain text, and so forth) of content items and how to remove file formats for use by Dynamic Converter.

Section 30.4 explains how to configure the slideshow template files for conversion of PowerPoint presentations

Section 30.5 explains how to remove the wireless template from the list of available Dynamic Converter templates. This procedure is for use by sites that have upgraded from earlier versions of Dynamic Converter.

2.4.3 Template Rules

Rules are sets of instructions that drive the conversion process in Dynamic Converter.

Section 31.1 explains the purpose of template rules and the Template Selection Rules page in Dynamic Converter.

Section 31.2 describes how to manage template rules, including instructions for adding and deleting a rule, and how to change the order in which template rules are processed.

Section 31.3 describes how to assign metadata to a template selection rule.

Section 31.4 describes how to assign a template to a rule.

2.4.4 Conversion Templates

Templates drive the conversion process and provide control over the visual and navigational properties of the converted web page.

Section 32.1 describes and explains the purpose of templates in the conversion process.

Section 32.2 describes the types of templates available in Dynamic Converter.

Section 32.3 describes three strategies used by most administrators when selecting a template.

Section 32.4 explains how to check a template into Content Server so it can be assigned a template selection rule and used by Dynamic Converter in the conversion process.

2.4.5 HTML Conversion Templates

Dynamic Converter supports the use of HTML (graphical user interface) conversion templates.

Section 33.1 describes HTML Conversion template options and how they are used in the conversion process. Procedures are described for creating and editing an HTML Conversion template.

Section 33.2 describes how to use the HTML Conversion Template Editor, which allows you to set various options that affect the content and structure of the output. This editor is used on the newest template types, which can be configured in a cross-platform editor.

Section 33.3 describes how to use the Classic HTML Conversion Template Editor. This editor is used on templates that were previously known as GUI templates.

2.4.6 Classic HTML Conversion Layout Templates

Dynamic Converter supports the use of HTML Conversion layout templates.

Section 34.1 describes how layout templates can be used to complement Classic HTML Conversion templates.

Section 34.2 describes the parts in a typical layout template.

Section 34.3 describes tokens and how they are used in Classic HTML Conversion template settings.

Section 34.4 describes and provides samples of two layout templates provided with Dynamic Converter.

Section 34.5 explains how to create and edit a layout template for your content items.

Section 34.6 explains how to associate a layout template with a template rule.

Section 34.7 explains how to specify a default layout that is applied to all content items that do not match your defined template criteria.

Section 34.8 describes how the layout template that you associate with your content items may include references to other files, such as custom scripts, images, Cascading Styles Sheets (CSS), and more.

2.4.7 Script Templates

Dynamic Converter supports the use of script templates.

Section 35.1 describes script templates and how they are used in Dynamic Converter, and also provides sample code for a very simple script template.

Section 35.2 describes the types and uses of elements, with a table that lists all supported elements with a brief description of each.

Section 35.3 describes index variable keywords and provides an example of how to create a set of HTML files for each slide in a presentation.

Section 35.4 describes the use of macros (commands) within script templates and provides examples of syntax for supported macros.

Section 35.5 describe the use and syntax of supported pragmas.

Section 35.6 describes how to set two script template formatting options.

Section 35.7 explains how Dynamic Converter breaks up documents by structure into logical pieces for easier access.

Section 35.8 explains how Dynamic Converter breaks up documents by content size.

Section 35.9 describes the use of grids to navigate spreadsheet and database files.

2.4.8 HTML Snippets

Dynamic Converter supports the use of HTML snippets.

Section 36.1 explains the use of HTML snippets in pulling together dynamically converted material and display it as a single web page.

Section 36.2 describes a sample of a portal-style website that wraps a Content Server environment around dynamically converted content.

Section 36.3 provides instructions on how to combine HTML snippets in a web page.

Section 36.4 describes how to perform an inline conversion, which allows you to convert a native document into an HTML snippet without referencing a Classic HTML Conversion template or layout template.

Section 36.5 explains how to display Content Server metadata on the converted page.

2.4.9 Working with Converted Content

Administrators have several way to work with content items that have been converted and checked in to Content Server.

Section 37.1 explains how to view content information for items checked into the Content Server.

Section 37.2 explains how to view a converted file through a web-viewable version of the source document.

Section 37.3 describes how to preview the HTML rendition of a document before checking it into the Content Server.

2.4.10 Implementation Considerations

When implementing Dynamic Converter, certain issues should be considered.

Section 38.1 explains why for Classic HTML Conversion templates, it is recommended that you do not use multi-byte characters in your content IDs, security groups, content types, and account names, even if Dynamic Converter is used in a multi-byte environment.

Section 38.2 describes how to increase the timeout value for converting PDF files in UNIX.

Section 38.3 explains what Dynamic Converter will to when it encounters source documents that contain embedded OLE objects.

Section 38.4 explains how Dynamic Converter handles vector graphics versus raster graphics.

Section 38.5 describes the requirements for converting vector graphics and spreadsheet text in UNIX.

Section 38.6 describes how URL rewriting is processed and lists reserved_type function arguments and descriptions.

Section 38.7 explains how relative URLs in templates and layout files are handled, and provides several solutions.

Section 38.8 describes how browser caching may affect file names and how to view new instead of cached information in your web browser.

Section 38.9 describes the precedences of rules for factors that affect the size of a final exported image.

Section 38.10 describes considerations in how Dynamic Converter works with cascading style sheets (CSS).

Section 38.11 describes how style names are used by Dynamic Converter.

Section 38.12 explains how Dynamic Converter styles can be overridden.

Section 38.13 explains how Dynamic Converter handles Pragma.CSSFile and {## LINK} when a CSS flavor of HTML is used.

Section 38.14 describes common problems that may cause documents to not be well formed HTML.

Section 38.15 lists important notes about support for positional frames.

Section 38.16 describes some ways to maximize the amount of usable data in each deck produced by Dynamic Converter.

2.4.11 Conversion Filters

Dynamic Converter uses conversion filters to convert input files.

Section 39.1 lists and describes filters used to convert application files.

Section 39.2 lists and describes filters used to convert graphics files.

2.4.12 Input File Formats

Dynamic Converter can process many input file formats.

Section 40.1 lists and describes word processing formats.

Section 40.2 lists and describes desktop publishing formats.

Section 40.3 lists and describes database formats.

Section 40.4 lists and describes spreadsheet formats.

Section 40.5 lists and describes presentation formats.

Section 40.6 lists and describes graphic formats.

Section 40.7 lists and describes compressed formats.

Section 40.8 lists and describes email formats.

Section 40.9 lists and describes other formats.

2.4.13 Office 2007/2010 Considerations

Certain limitations apply to Dynamic Converter for Office 2007/2010 applications and documents.

Section 41.1 describes conversion limitations that currently apply for all Office 2007/2010 applications.

Section 41.2 describes conversion limitations that currently apply for Word 2007/2010 documents.

Section 41.3 describes conversion limitations that currently apply for Word 2007/2010 documents.

Section 41.4 describes conversion limitations that currently apply for Excel 2007/2010 spreadsheets.

Section 41.5 describes conversion limitations that currently apply for PowerPoint 2007/2010 presentations.

2.4.14 Elements Script Template

The Element script template separately defines all the elements of a source file.

Section 42.1 describes the Element script template.

Section 42.2 describes Element script template code and provides examples.

2.5 Managing Desktop Applications

A set of embedded desktop applications can be used to integrate users' desktop experience with Oracle WebCenter Content or other WebDAV-based content repositories.

Section 43.1 describes a number of custom installation options that can help system administrators roll out the software.

Section 43.2 describes how to modify the default web browser search provider name for Content Server, because Desktop provides plug-ins for various popular web browsers.

Section 43.3 describes how to enable subfolder searching for a Content Server instance using Framework Folders.

Section 43.4 describes how to map e-mail header fields to metadata fields for e-mail messages that are checked in to the Content Server.

Section 43.5 describes how to configure form-based login so users will see that instead of the standard Content Server login.

Section 43.6 describes how to customize the form-based login regular expression.

2.6 Troubleshooting

Information is provided to aid administrators in resolving issues with certain applications.

Chapter 44 describes solutions to several common workflow issues. Workflows are used to specify how content is routed for review, approval, and release to the system.

Chapter 45 describes two Content Tracker execution trace mechanisms and how to use them to diagnose problems at customer installations: the Web server filter plug-in and the Java code.

Chapter 46 describes troubleshooting WebDAV issues, including causes and solutions.

Chapter 47 describes how to troubleshoot Inbound Refiner issues, including examples for PDF Conversion, TIFF Converter, and XML Converter.