47 Collaborating on Documents

Almost every enterprise spends a lot of time collaborating on documents. This includes joint authoring, sharing, reviewing, approving, editing, and so on. WebCenter Portal: Spaces provides several ways to collaborate on documents, both during the development of a document, or when a document is available to all users of a Spaces application:


The Documents service is exposed on the Documents page and administration settings in a space only with Content Server 11g. If the connected content repository is Content Server 10g, the Documents page is not shown in a space, and the Documents service is not available in the space administration settings (Services and Roles). To use the Documents service functionality in 10g, you can create a page in a space and add Documents service task flows to the page.


This chapter is intended for Spaces users interested in sharing and collaborating on documents in a Spaces application.

47.1 Collaborating on Documents Using the Documents Service

The Documents service provides features for accessing, adding, and managing folders and files; configuring and viewing file and folder properties; and searching file and folder content in the connected content repositories.

Within the context of managing documents, the Documents service provides features for collaborating on documents. These features include:

47.2 Collaborating on Documents through Workflows

While a document is being developed, it must typically be reviewed and approved by a number of people. To assist in managing this process, Spaces provides a built-in workflow capability to move a document through required approvals by assigned approvers. This capability is available when the connected content repository is Content Server.

For information about assigning, viewing, updating, and participating in document workflows, see Chapter 45, "Working with Workflow-Enabled Content."

47.3 Collaborating on Documents Using Oracle AutoVue

In addition to the wide range of functionality offered by Spaces to manage and collaborate on documents through workflows, wiki documents, and spaces, you also have the option to use Oracle AutoVue.


To enable Oracle AutoVue functionality, the following requirements must be met:

Oracle AutoVue, packaged separately from Spaces, integrates easily with a Content Server back-end repository to provide document review and collaboration features. AutoVue supports a wide range of file types, including Word, Excel, PDF, as well as 2D and 3D CAD file types. For more information about Oracle AutoVue, see the library of documents at http://www.oracle.com/us/products/applications/.

To use Oracle AutoVue to review and collaborate on a file:

  1. Open the file in the Document Viewer preview pane, click the File menu, and select Annotate with AutoVue (Figure 47-1).

    Figure 47-1 Document Viewer File Menu

    Document Viewer File Menu

    The AutoVue file viewer in Content Server opens.


    if SSO is not set up, you will need to log into Content Server to see the AutoVue viewer.

  2. In the AutoVue file viewer (Figure 47-2), enter comments and individualized mark-up, and save your changes.

    Figure 47-2 AutoView File Viewer in Content Server

    AutoView File Viewer in Content Server
  3. To view the file containing the AutoVue markup in Spaces, click the AutoVue tab at the bottom of the Document Viewer preview pane (Figure 47-3), then click the name of the AutoVue version of the file.


    There may be multiple marked-up versions of the file listed in the AutoVue pane. Click the version you require.

    Figure 47-3 Document Viewer: AutoVue Pane

    Document Viewer: AutoVue Pane