43 Working with the Documents Service Task Flows and Document Components

In a WebCenter Portal: Spaces application, you can add content from one or more connected content repositories to the application, as summarized in Chapter 41, "Introduction to Adding and Managing Content."

See Also:

For an overview of content management in Spaces, see Section 2, "Leveraging Content Management."

This chapter describes how to use the Documents service task flows and document components to access, add, and manage folders and files in a Spaces application:

Note:

Many of the tasks described in this chapter can also be accomplished for Microsoft Office (Word, Excel, and PowerPoint) files using the task pane available through Microsoft Office shared document management functionality, as described in Chapter 48, "Working with Microsoft Office and Explorer Integration."

Audience

This chapter is intended for Spaces users who want to view, create, edit, and manage folders and files as individual items or in one of the Documents service task flows on a page in a Spaces application.

To perform the tasks described in this chapter, users need to be assigned a role that includes the Edit Pages, View Documents, Create and Edit Documents, and Delete Documents permissions. For information about roles and permissions, see Section 54.2.1.2, "Understanding Permissions and Permission Models in a Space."

43.1 What You Should Know About the Documents Service Task Flows

The Documents service task flows provide a variety of formats to display folders and files, including wikis and blogs, on a page in a Spaces application. You can choose the task flows appropriate for your application to provide features for accessing, adding, and managing folders and files; configuring and viewing file and folder properties; and searching file and folder content in Content Server, Oracle Portal, or SharePoint content repositories, and your Spaces administrator has completed the prerequisite configuration.

Note:

The availability of SharePoint as a content repository requires the installation of the SharePoint adapter. Administration for SharePoint is performed using WLST commands, not Oracle Enterprise Manager Fusion Middleware Control Console.

In a space, you can add Documents service task flows to a page without necessarily enabling the Documents service in the space. If the Documents service is not enabled in a space, adding a Documents service task flow to a page does not auto-populate the task flow with folders and files by default, unless you edit the default task flow properties. Once you enable the Documents service in the space (see Section 53.10.1, "Enabling and Disabling Services Available to a Space"), the following additional content functionality is made available:

  • Documents service task flows added to the space are auto-populated by default with folder and file listings based on the default content repository connection.

  • Documents added to the space are stored in a folder whose security is managed by the space.

  • You can add a Documents service task flow that displays only the documents belonging to the current space (in the Content Management section of the Composer Resource Catalog, select Space Documents).

Table 43-1 provides an overview of the Documents service task flows, which offer different ways to display folder and file listings to add and manage content in the connected content repository, or to display individual files in Spaces.

Table 43-1 Documents Service Task Flows


 Folder and File Listings Individual Folders Individual Files

Document Explorer task flow. Displays folders and files in two panes, combining the functionality of the Document Navigator and Folder Viewer task flows. It provides in-place previewing and editing, and robust document management capabilities with an interface that should be familiar to users of Windows Explorer. Size: medium to full page width.

X

X

  

Document List Viewer task flow. Displays folders and files in a single pane as a flat listing. It provides preview and editing in separate window, and some management capabilities. Size: narrow to medium page width.

X

X

  

Document Manager task flow. Displays folders and files as specified by its Layout property: Explorer, Table, or Tree Table. The Explorer layout is identical to the Document Explorer task flow, without the properties Show Documents, Show Folders, and Collapse Tree Navigation.

X

X

  

Document Navigator task flow. Displays a nested hierarchy of folders and files in a single pane, providing expand and collapse on folders to show the full hierarchy. Intended for use as a component of another Documents task flow (such as the Document Explorer task flow). Clicking folders and files in this task flow standalone performs no action. Size: narrow to medium page width.

X

X

  

Folder Viewer task flow. Displays the contents of a folder in a single pane as a flat listing, providing in-place preview and editing, and robust document management capabilities with a straightforward interface that should be familiar to Windows users. Size: medium to full page width.

X

X

  

Recent Documents task flow. Displays a list of the files most recently created or modified in the current folder. This task flow is available only when the connected content repository is Content Server.

X

    

Document Viewer task flow. Displays a preview of a file, or file properties for files that do not support a preview. A tabbed set of panes at the bottom of the task flow provide access to comments, tags, history, info (properties), and links.

  

XFoot 1 

X

Document Mini Properties task flow. Displays the Basic properties of a file in a read-only view.

  

X1

X

Document Properties task flow. Displays both Basic and Advanced properties of a file, along with an Edit button to allow you to modify property values.

  

X1

X

Document Version History task flow. Displays a list of versions of a file, allowing for deletion of a selected version.

    

X

Footnote 1 To show folder information in a Document Viewer, Document Mini Properties, or Document Properties task flow, you can set the task flow's Item ID or Resource ID property to the ID of the target folder. See Chapter 44, "Setting Documents Service Task Flow and Document Component Properties."

For more information about each Documents service task flow, refer to the following sections:

43.1.1 Understanding the Document Explorer Task Flow

The Document Explorer task flow displays a list of folders and files in two panes, combining the functionality of the Document Navigator and Folder Viewer task flows. The left pane shows folders in a nested hierarchy, and the right pane shows the contents of the currently selected folder (Figure 43-1). This task flow provides robust document management capabilities with an interface that should be familiar to users of Windows Explorer. The size of this task flow is medium to full page width.

Figure 43-1 Document Explorer Task Flow

Document Explorer Task Flow

This is the task flow used to display folders and files on the Documents page in a space, as shown in Figure 43-2 (see Section 7.3.1, "What You Should Know About System Pages").

Figure 43-2 Documents Page in a Space

Documents Page in a Space

Note:

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 (see Section 43.4, "Adding a Documents Service Task Flow to a Page").

If you see only a single pane (default), click the Restore Pane icon to expose the left pane (Figure 43-3).

Figure 43-3 Restore Pane Icon

Restore Pane Icon

Conversely, click the Collapse Pane icon to hide the left pane (Figure 43-4).

Figure 43-4 Collapse Pane Icon

Collapse Pane Icon

The Document Explorer task flow is a feature-rich Documents service task flow for viewing, managing, and collaborating on folders and files. In the Document Explorer task flow, you can:

  • Click the expand and collapse icons for a folder to show and hide the subfolders.

  • Click a folder in the left or right pane to display the contents of that folder in the right pane, and drill down further into subfolders.

  • Click a file in the right pane to display a preview of the file contents in the Document Viewer preview pane, with file management options, including in-place editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the preview pane displays the file properties (see Section 43.1.7, "Understanding the Document Viewer Task Flow").

  • Click in a row (not on the folder or file name) in the right pane to perform menu actions on the folder or file in that row (see Section 43.5.1, "Menus and Actions in the Documents Service Task Flows").

    Alternatively, right-click a folder or file to display a context menu of available actions (see Section 43.5.1.6, "Folder Context Menu" and Section 43.5.1.7, "File Context Menu").

  • Drag and drop folders and files in the task flow hierarchy to reorganize the file or folder structure.

To add a Document Explorer task flow to a page, refer to Section 43.4, "Adding a Documents Service Task Flow to a Page." In the default Resource Catalog, open Content Management, then click Add next to Document Explorer to display the default listing of folder and files in the root folder of the active content repository connection.

43.1.1.1 Changing the Document Explorer Task Flow Default Listing

You can change the default listing displayed in a Document Explorer task flow in either of the following ways:

Selecting a Specific Folder in the Resource Catalog

To change the default listing displayed in a Document Explorer task flow by selecting a specific folder to display:

Modifying Properties

To change the default listing displayed in a Document Explorer task flow by modifying the task flow properties:

  1. Edit the page, and click the properties Edit icon (wrench) in the task flow chrome (Figure 43-6) to open the Component Properties dialog.

    Figure 43-6 Edit Icon in Task Flow Chrome

    Edit Icon in Task Flow Chrome

  2. To change the target folder, set the Connection Name and Root Folder Path properties on the Parameters tab (see Table 44-1, "Document Explorer Task Flow Parameters").

43.1.2 Understanding the Document List Viewer Task Flow

The Document List Viewer task flow displays the contents of a folder in a single pane as a flat listing (Figure 43-7). In this task flow, you can navigate a folder hierarchy, and customize search queries. While this task flow may be useful for a specific need, its search functionality is replicated and enhanced by using the Content Presenter task flow instead. The size of this task flow is narrow to medium page width.

Figure 43-7 Document List Viewer Task Flow (with Show Folders enabled)

Document List Viewer Task Flow

In the Document List Viewer task flow, you can:

  • Click a folder to display the contents of that folder, and drill down further into subfolders.

  • Click a file to display a preview of the file contents in a separate Document Viewer preview window, with file management options, including editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the preview window displays the file properties. See Section 43.1.7, "Understanding the Document Viewer Task Flow."

  • Click in a row to perform View menu actions on the folder or file in that row. View is the only menu available for this task flow.

To add a Document List Viewer task flow to a page, refer to Section 43.4, "Adding a Documents Service Task Flow to a Page." In the default Resource Catalog, open Content Management, then click Add next to Document List Viewer.

43.1.2.1 Changing the Document List Viewer Task Flow Default Listing

You can change the default listing displayed in a Document List Viewer task flow in any of the following ways:

Selecting a Specific Folder in the Resource Catalog

To change the default listing displayed in a Document List Viewer task flow by selecting a specific folder to display:

Modifying Properties

To change the default listing displayed in a Document List Viewer task flow by modifying the task flow properties:

  1. Edit the page, and click the properties Edit icon (the second wrench icon in the task flow chrome) (Figure 43-9) to open the Component Properties dialog.

    Figure 43-9 Properties Edit Icon in Document List Viewer Task Flow Chrome

    Properties Edit Icon in Document List Viewer task flow

  2. To display folders as well as files, select the Show Folders parameter check box.

  3. To change the target folder, set the Connection Name and Root Folder Path properties on the Parameters tab (see Table 44-2, "Document List Viewer Task Flow Parameters").

Specifying Detailed Content Source Criteria

To change the default listing displayed in a Document List Viewer task flow to list content that matches specified criteria:

  1. In the task flow heading, click the configuration Edit icon (the first wrench icon in the task flow chrome) (Figure 43-10) to open the Document List Viewer Configuration dialog.

    Figure 43-10 Configuration Edit Icon in Document List Viewer Task Flow Chrome

    Configuration Edit Icon in Document List Viewer task flow

  2. In the Document List Viewer Configuration dialog (Figure 43-11), select from the Content Source dropdown list:

    Figure 43-11 Document List Viewer Configuration Dialog

    Document List Viewer Configuration Dialog

    • Contents Under a Folder (folders display in the task flow pane only when the Show Folders parameter is selected). Click the Browse icon, navigate to and select the folder with the content you want to initially display in the task flow, then click Save.

    • Results of a Query. In the Results of a Query pane (Figure 43-12 and Figure 43-13), enter desired values in the fields that you want the query to retrieve, as described in Table 43-2.

      Figure 43-12 Results of a Query Pane: All Content Types

      Results of a Query Pane: All Content Types

      Figure 43-13 Results of a Query Pane: Selected Content Type

      Results of a Query Pane: Selected Content Type

      Table 43-2 Specifying Query Criteria for Results of a Query

      Element Description

      File Name

      Enter the name of a file in the specified Repository that you want to display in the Document List Viewer task flow. You can use * as a wild card character to retrieve multiple files; for example: *.jpg.

      Keywords

      Enter any value that may be present in the content of the documents. The value may be one or more words or phrases. Keyword search requires full-text search to be configured in Content Server by enabling FullText Search Option, as described in "Configuring the Oracle Content Server Instance" in Oracle Fusion Middleware Installation Guide for Oracle Enterprise Content Management Suite.

      Content Type

      Select All Content Types to retrieve content items regardless of the content type. Or, select the name of a content type profile defined in Content Server. A content type profile specifies properties that define a specific type of content (for example, a press release, or a news flash, or an image). The content type IDC:GlobalProfile is the name of a default content type profile defined in Content Server that can be applied if no other content type profiles are defined.

      Limit Results

      Specify the maximum number of content items to be returned by the query.

      Dates

      In the Created and/or Last Modified fields, select a modifier to search for content items matching an exact date (is), a following date (is after), a preceding date (is before), or a date between two other dates (is between), which adds an additional date field for entering the second date. Click the Select Date icon to select a date in the correct format (mm/dd/yy), for example 11/18/11, or enter a date manually.

      Users

      In the Created By (user who uploaded) and Last Modified By fields, enter a user name for the creator or last modifier of the content item, or click the Browse icon to open the Search Users dialog where you can select from a list of users or search for a user name. For tips on searching for a user in the identity store, see Section 54.3.4.1, "Searching for a User or Group in the Identity Store."

      Additional Query Filters

      Not applicable when Content Type is set to All Content Types. For a selected content type profile (prefixed IDC:), click the Add icon to list all the properties that are defined for the selected profile (Figure 43-13). Select one or more properties to refine the query to find content items with specific property settings.

      Sort Order

      Not applicable when Content Type is set to All Content Types. For a selected content type profile (prefixed IDC:), specify a sort order for the properties shown in the Sort On list.

  3. Click the Preview tab to view the content that will display in the Document List Viewer task flow.

    Note:

    If the content repository includes an invalid type configuration, then no content displays on the Preview tab. Instead, an error message reports Unable to retrieve content type information.

43.1.3 Understanding the Document Manager Task Flow

The Document Manager task flow displays folders and files as specified by its Layout property (see Section 44.4, "Setting Document Manager Task Flow Properties"):

  • Explorer layout (default): Displays folders and files in two panes; the left pane shows folders, and the right pane show the contents of the currently selected folder (Figure 43-14). This layout is identical to the Document Explorer task flow, without the properties Show Documents, Show Folders, and Collapse Tree Navigation (see Section 44.2, "Setting Document Explorer Task Flow Properties").

  • Table layout: Displays only the contents of the current folder in a single pane, with the capability to click a folder to drill down, refreshing the pane with the folder contents (Figure 43-15).

  • Tree Table layout: Displays the folder hierarchy in a single pane, beginning with the root folder, with the capability to expand and collapse folders (Figure 43-16). This layout may be familiar to Mac OS X users.

Figure 43-14 Document Manager Task Flow: Explorer Layout

Document Manager Task Flow: Explorer Layout

Figure 43-15 Document Manager Task Flow: Table Layout

Document Manager Task Flow: Table Layout

Figure 43-16 Document Manager Task Flow: Tree Table Layout

Document Manager Task Flow: Tree Table Layout

In the Document Manager task flow, you can:

  • Click the expand and collapse icons for a folder to show and hide the contents in the folder within the folder hierarchy.

  • Click a folder to display the contents of only that folder, and drill down further into subfolders.

  • Click a file to display a preview of the file contents in the Document Viewer preview pane, with file management options, including in-place editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the preview pane displays the file properties. See Section 43.1.7, "Understanding the Document Viewer Task Flow."

  • Click in a row (not on the folder or file name) in the right pane to perform menu actions on the folder or file in that row (see Section 43.5.1, "Menus and Actions in the Documents Service Task Flows").

    Alternatively, right-click a folder or file to display a context menu of available actions (see Section 43.5.1.6, "Folder Context Menu" and Section 43.5.1.7, "File Context Menu").

  • Drag and drop folders and files in the task flow hierarchy to reorganize the file or folder structure.

To add a Document Manager task flow to a page, refer to Section 43.4, "Adding a Documents Service Task Flow to a Page." In the default Resource Catalog, open Content Management, then click Add next to Document Manager to display the default listing of folders and files in the root folder of the active content repository connection.

Note:

The Document Manager task flow is not shown under Content Management in the default Resource Catalog provided out-of-the-box with Spaces, so you will only see an entry for this task flow if it has been added to a custom Resource Catalog that has been made available to the page. However, if you navigate to a specific folder in the default Resource Catalog, this task flow is selectable from the Add menu for the folder (Figure 43-17).

For information about creating a custom Resource Catalog, see Chapter 16, "Working with Resource Catalogs", specifically Section 16.3.1.2, "Adding Resources" (in the Add Resource Catalog Item dialog, select Task Flows, then scroll to Documents for a list of all available content task flows).

43.1.3.1 Changing the Document Manager Task Flow Default Listing

You can change the default listing displayed in a Document Manager task flow in either of the following ways:

Selecting a Specific Folder in the Resource Catalog

To change the default listing displayed in a Document Manager task flow by selecting a specific folder to display:

Modifying Properties

To change the default listing displayed in a Document Manager task flow by modifying the task flow properties:

  1. Edit the page, and click the properties Edit icon (wrench) in the task flow chrome (Figure 43-18) to open the Component Properties dialog.

    Figure 43-18 Edit Icon in Task Flow Chrome

    Edit Icon in Task Flow Chrome

  2. To change the target folder, set the Connection Name and Root Folder Path properties on the Parameters tab (see Table 44-3, "Document Manager Task Flow Parameters").

43.1.4 Understanding the Document Navigator Task Flow

The Document Navigator task flow displays a nested hierarchy of folders and files in a single pane, with the capability to expand and collapse folders to view folder hierarchy within the current folder (Figure 43-19). There are no menu options available for this task flow. This task flow is intended for use as a component of another Documents service task flow (such as the Document Explorer task flow). Clicking folders and files in this task flow standalone performs no action. The size of this task flow is narrow to medium page width.

Figure 43-19 Document Navigator Task Flow

Document Navigator Task Flow

In the Document Navigator task flow, you can:

  • Click the expand and collapse icons for a folder to show and hide the contents in the folder within the folder hierarchy.

  • Drag and drop folders and files in the task flow hierarchy to reorganize the file or folder structure.

To add a Document Navigator task flow to a page, refer to Section 43.4, "Adding a Documents Service Task Flow to a Page." In the Resource Catalog, open Content Management, then click Add next to Document Navigator to display the default listing of folders in the root folder of the active content repository connection.

Note:

The Document Navigator task flow is not shown under Content Management in the default Resource Catalog provided out-of-the-box with Spaces, so you will only see an entry for this task flow if it has been added to a custom Resource Catalog that has been made available to the page. However, if you navigate to a specific folder in the default Resource Catalog, this task flow is selectable from the Add menu for the folder (Figure 43-20).

For information about creating a custom Resource Catalog, see Chapter 16, "Working with Resource Catalogs,", specifically Section 16.3.1.2, "Adding Resources" (in the Add Resource Catalog Item dialog, select Task Flows, then scroll to Documents for a list of all available content task flows).

43.1.4.1 Changing the Document Navigator Task Flow Default Listing

You can change the default listing displayed in a Document Navigator task flow in either of the following ways:

Selecting a Specific Folder in the Resource Catalog

To change the default listing displayed in a Document Navigator task flow by selecting a specific folder to display:

Modifying Properties

To change the default listing displayed in a Document Navigator task flow by modifying the task flow properties:

  1. Edit the page, and click the properties Edit icon (wrench) in the task flow chrome (Figure 43-21) to open the Component Properties dialog.

    Figure 43-21 Edit Icon in Task Flow Chrome

    Edit Icon in Task Flow Chrome

  2. To change the target folder, set the Connection Name and Start Folder Path properties on the Parameters tab (see Table 44-4, "Document Navigator Task Flow Parameters").

43.1.5 Understanding the Folder Viewer Task Flow

The Folder Viewer task flow displays the contents of a folder in a single pane as a flat listing (Figure 43-22), providing in-place preview and editing of the contents of the folder, and robust document management capabilities with a straightforward interface that should be familiar to Windows users. The size of this task flow is medium to full page width.

Figure 43-22 Folder Viewer Task Flow

Folder Viewer Task Flow

In the Folder Viewer task flow, you can:

To add a Folder Viewer task flow to a page, refer to Section 43.4, "Adding a Documents Service Task Flow to a Page." In the default Resource Catalog, open Content Management, then click Add next to Folder Viewer to display the default listing of folders and files in the root folder of the active content repository connection.

43.1.5.1 Changing the Folder Viewer Task Flow Default Listing

You can change the default listing displayed in a Folder Viewer task flow in either of the following ways:

Selecting a Specific Folder in the Resource Catalog

To change the default listing displayed in a Folder Viewer task flow by selecting a specific folder to display:

Modifying Properties

To change the default listing displayed in a Folder Viewer task flow by modifying the task flow properties:

  1. Edit the page, and click the properties Edit icon (wrench) in the task flow chrome (Figure 43-24) to open the Component Properties dialog.

    Figure 43-24 Edit Icon in Task Flow Chrome

    Edit Icon in Task Flow Chrome

  2. To change the target folder, set the Connection Name and Start Folder Path properties on the Parameters tab (see Table 44-5, "Folder Viewer Task Flow Parameters").

43.1.6 Understanding the Recent Documents Task Flow

The Recent Documents task flow displays a listing of the files most recently created or modified by the current user (Figure 43-25).

Figure 43-25 Recent Documents Task Flow

Recent Documents task flow

In the Recent Documents task flow, you can:

  • Click a file to display a preview of the file contents in a separate Document Viewer preview window, with file management options, including editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the preview window displays the file properties. See Section 43.1.7, "Understanding the Document Viewer Task Flow."

To add a Recent Documents task flow to a page, refer to Section 43.4, "Adding a Documents Service Task Flow to a Page." In the default Resource Catalog, open Content Management, then click Add next to Recent Documents to display the most recently created or modified files in the current space.

The default property settings add a listing of the most recently created or modified files in the entire root folder of the active content repository connection to the page. See Section 44.7, "Setting Recent Documents Task Flow Properties" to modify the property settings for the Recent Documents task flow.

43.1.7 Understanding the Document Viewer Task Flow

The Document Viewer task flow can display:

  • Folder properties and settings. To show folder information in a Document Viewer task flow, you can set the task flow's Item ID property to the ID of the target folder. See Section 44.8, "Setting Document Viewer Task Flow Properties."

  • For files that do not support a preview (for example, .mp3 music files, video files, or .zip files), the file's properties (Figure 43-26).

    Figure 43-26 Document Viewer: File Properties in Preview Pane

    Document Viewer: File Properties in Preview Pane

  • For file types that support a preview, a preview of the file's content. Under the preview, the Document Viewer includes the following tabbed panes:

For file types that support content preview, the Document Viewer task flow includes selections unique to the file type:

  • A preview of a Microsoft Office document includes an Edit with Application action to open the file in-place in its Microsoft Office application (Figure 43-27).

  • A preview of an image includes only the selections available to all file types: File menu, View menu, Upload New Version action, and Download action (Figure 43-28).

  • A preview of an HTML file or a wiki document includes an Edit action to open the HTML file or wiki document in the Rich Text Editor (RTE) (Figure 43-29).

  • A preview of an Oracle Site Studio file includes a Select Template menu for choosing a Site Studio region display template or a custom Content Presenter display template to preview how the Site Studio file will look in the selected template (Figure 43-30).

Note:

The Document Viewer task flow is intended to provide only a preview of Site Studio content based on a selected template. To publish the content on a page, use the Content Presenter task flow. See Chapter 42, "Publishing Content Using Content Presenter."

Figure 43-27 Document Viewer Task Flow for Microsoft Office Word Document

Document Viewer Pane for Word Document

Figure 43-28 Document Viewer Task Flow for Image File

Document Viewer Pane for Image File

Figure 43-29 Document Viewer Task Flow for HTML Document

Document Viewer Task Flow for Wiki Document

Figure 43-30 Document Viewer Task Flow for Site Studio File

ocument Viewer Task Flow for Site Studio File

To add a Document Viewer task flow to a page, refer to Section 43.3, "Adding a Selected Folder or File to a Page." In the default Resource Catalog, open Content Management, navigate to the folder or file that you want to add to the page, then click the Add link next to the folder or file, and select Document Viewer.

For information about setting properties on the Document Viewer task flow, see Section 44.8, "Setting Document Viewer Task Flow Properties."

43.1.8 Understanding the Document Mini Properties Task Flow

The Document Mini Properties task flow can display:

  • Folder properties and settings. To show folder information in a Document Mini Properties task flow, you can set the task flow's Resource ID property to the ID of the target folder. See Section 44.9, "Setting Document Mini Properties Task Flow Properties."

  • The Basic properties of an individual file in a read-only view (Figure 43-31). This choice is available for all file types.

    Figure 43-31 Mini Properties Task Flow for File

    Mini Properties Pane for File

To add a Document Mini Properties task flow to a page, refer to Section 43.3, "Adding a Selected Folder or File to a Page." In the default Resource Catalog, open Content Management, navigate to the folder or file that you want to add to the page, then click the Add link next to the folder or file, and select Mini Properties.

For information about setting properties on the Mini Properties task flow, see Section 44.9, "Setting Document Mini Properties Task Flow Properties."

43.1.9 Understanding the Document Properties Task Flow

The Document Properties task flow can display:

To add a Document Properties task flow to a page, refer to Section 43.3, "Adding a Selected Folder or File to a Page." In the default Resource Catalog, open Content Management, navigate to the folder or file that you want to add to the page, then click the Add link next to the folder or file, and select Document Properties.

For information about setting properties on the Document Properties task flow, see Section 44.10, "Setting Document Properties Task Flow Properties."

43.1.10 Understanding the Document Version History Task Flow

The Document Version History task flow displays a list of versions of an individual file, allowing for deletion of a selected version (Figure 43-33 and Figure 43-34). This choice is available for all file types. See Section 43.21, "Viewing and Deleting File Version History."

Figure 43-33 Version History Task Flow for File: vertical layout (Horizontal Layout property deselected (default))

Version History Task Flow for File: vertical

Figure 43-34 Version History Task Flow for File: Horizontal Layout property selected

Version History Task Flow for File: horizontal

To add a Document Version History task flow to a page, refer to Section 43.3, "Adding a Selected Folder or File to a Page." In the default Resource Catalog, open Content Management, navigate to the file that you want to add to the page, then click the Add link next to the file, and select Version History.

You can set the Horizontal Layout property of the task flow to specify whether you want the version history information to format vertically (Figure 43-33) or horizontally (Figure 43-34). For information about setting properties on the Document Version History task flow, see Section 44.11, "Setting Document Version History Task Flow Properties."

43.2 What You Should Know About Document Components

The Documents service provides features for adding document components to a page in a Spaces application. As described in Section 43.3, "Adding a Selected Folder or File to a Page", you use the Resource Catalog to add a document component to a page as a container for a selected folder or file (Figure 43-35).

Figure 43-35 Add Menu for HTML File in Resource Catalog

Add Menu for HTML File

Document components enable you to display an individual file on a page in a variety of ways, depending on the file type:

  • A document Link displays the name of a selected file as a link, which end users can click to display the file content in its native application (Figure 43-36).

    Figure 43-36 Link Component (for Microsoft Word file)

    Link Component (for Microsoft Word file)

  • A document Inline Frame displays the content of a selected file as a preview (Figure 43-37).

    Figure 43-37 Inline Frame Component (for HTML file)

    Inline Frame Component (for HTML file)

  • A document Image displays a selected file as an image (Figure 43-38).

    Figure 43-38 Image Component (for JPEG file)

    Image Componet (for JPEG file)

Table 43-3 shows the content types that support each of these document components.

Table 43-3 Components for Folders and Files

Content Type Document Components

Documents of various types (XML, PDF, JAVA, TXT, DOC, XLS, HTM)

Link

Documents that can be rendered in a browser (HTML, flash, PDF and image)

Inline frame

Images (PNG, JPG, GIF)

Link

Inline Frame

Image

To display a folder or file using one of these document components, see Section 43.3, "Adding a Selected Folder or File to a Page."

43.3 Adding a Selected Folder or File to a Page

You can display an individual folder or file from a connected content repository on a page, by choosing the required container for the selected folder or file in the Resource Catalog, as shown in Figure 43-39 and Figure 43-40.

Note:

When you add a folder or file from Content Server to a page in a Spaces application, it can be viewed and managed from within Spaces. However, any folder shortcuts created in Content Server cannot be viewed and managed from within Spaces.

Figure 43-39 Add Menu for Folder in Resource Catalog

Add Menu for Folder

Figure 43-40 Add Menu for Image File in Resource Catalog

Clicking Add Link Next to Image File

Table 43-4 lists all containers available for displaying folders and files on a portal page.

Table 43-4 Adding Individual Folders and Files to a Page

For Folders For Individual Files

  • Content Presenter task flow

  • Document Explorer task flow

  • Document List Viewer task flow

  • Document Manager task flow

  • Document Navigator task flow

  • Folder Viewer task flow

  • Document Viewer task flowFoot 1 

  • Document Mini Properties task flow1

  • Document Properties task flow1

  • Content Presenter task flow

  • Document Viewer task flow

  • Document Mini Properties task flow

  • Document Properties task flow

  • Document Version History task flow

  • Document Link component

  • Document Inline Frame component

  • Document Image component

Footnote 1 To show folder information in a Document Viewer, Document Mini Properties, or Document Properties task flow, you can set the task flow's resource ID parameter to the ID of the target folder. See Chapter 44, "Setting Documents Service Task Flow and Document Component Properties."

For more information about any of the containers listed inTable 43-4, see Section 42.1, "What You Should Know About the Content Presenter Task Flow," Section 43.1, "What You Should Know About the Documents Service Task Flows," and Section 43.2, "What You Should Know About Document Components."

Note:

Another way of adding folders and files to a page is through a custom navigation model added to a page. Spaces application designers can build custom navigation models, which can be added to the page templates for a space to allow end users to navigate the documents in the space. For more information, see Section 12.2.2.1.1, "Adding a Document to a Navigation Model."

Note:

When an item that is stored in a content repository is added to a page, the Spaces application instructs the browser to check whether the content is up-to-date before a cached copy, if available, displays in the browser. The default content validation process supports collaboration use cases that require real-time content exchange.

For static content or content that does not change frequently, content validation checks incur an unnecessary performance overhead. For static content, Oracle recommends the following:

  • Content Server: use Content Presenter to display static content stored in Content Server. Content Presenter shows the latest released version of content; and provides controls to preview unreleased content that is in workflow.

  • Other content repositories, such as SharePoint: ask your administrator to override the default content cache setting by editing the Web Tier mod_wl_ohs configuration file (mod_wl_ohs.conf). This is fully explained in "Setting the Cache-Control Response Header" in the white paper "Integrating the SharePoint 2007 Adapter with Spaces" available from Oracle Technology Network at http://www.oracle.com/technetwork/middleware/webcenter/overview/index.html.

To add a selected folder or file to a page in a Spaces application:

  1. Go to the page where you want to add a folder or file, and open the page in edit mode.

    See Also:

    For more information, see Section 18.1, "Entering and Exiting Composer."

  2. Click Add Content in the target region to open the Resource Catalog.

  3. Navigate to the section of the Resource Catalog that provides access to the folders and files in the connected content repository.

    Tip:

    The presence or location of this section depends on how the Resource Catalog is configured. For example, in the default Resource Catalog, next to Content Management, click Open to expose the content selections (Figure 43-41).

    Figure 43-41 Opening the Content Management Section in the Resource Catalog

    Content Management Section in the Resource Catalog

  4. The next link you click depends on your current location in the application. If you are using the default Resource Catalog (Figure 43-42):

    • Click All Content to display all folders and files to which you have access.

    • In a space, click Space Documents, which provides a shortcut to a list of all of the folders and files to which you have access in the current space. This selection is shown only if the Documents service is enabled in the space (see Section 53.10, "Managing Space Services").

    • In the Home space, click Personal Documents, which provides a shortcut to a list of all the folders and files to which you have access in the Home space.

    Figure 43-42 Content Selections in a Space

    Content under the Documents Folder in a Home Space

  5. Continue to drill down into folders until you arrive at the folder or file that you want to add to the page, then click the Add link next to the folder or file to display a menu of available containers for the folder or file, applicable to the file type (Figure 43-43, Figure 43-44, Figure 43-45, and Figure 43-46).

    Note:

    When you drill down to the folders and files in the connected content repository, you are drilling into the live connection with the content repository. The documents you see listed are not static resources, but reflect the latest status of folders and files in the content repository associated with your Spaces application.

    Figure 43-43 Add Menu for Folder in Resource Catalog

    Add Menu for Folder

    Figure 43-44 Add Menu for Microsoft Word File in Resource Catalog

    Add Menu for Microsoft Word File

    Figure 43-45 Add Menu for HTML File in Resource Catalog

    Add Menu for HTML File

    Figure 43-46 Add Menu for Image File in Resource Catalog

    Clicking Add Link Next to Image File

  6. Select the content task flow or document component that you wish to use. The menu displays only those containers that support the selected folder or file.

    Note:

    The Content Presenter task flow is available only when the connected content repository is Content Server. When you select the Content Presenter task flow, the folder or file displays in a default display template for its type. For more information, see Chapter 42, "Publishing Content Using Content Presenter."

  7. Click Save, then Close.

43.4 Adding a Documents Service Task Flow to a Page

See Section 43.1, "What You Should Know About the Documents Service Task Flows" to help you select the task flow most appropriate for your needs.

If you want to add and manage a specific folder or file in a Documents service task flow, refer to Section 43.3, "Adding a Selected Folder or File to a Page." This section describes how to select and add a Documents service task flow independent of a specific folder or file. The task flow is autopopulated with the folders and files in the connected content repository.

To add a Documents service task flow to a page in a Spaces application:

  1. Open the page in edit mode.

    See Also:

    For more information, see Section 18.1, "Entering and Exiting Composer."

  2. Click Add Content in the target region to open the Resource Catalog.

  3. Navigate to the section of the Resource Catalog that provides access to the folders and files in the connected content repository.

    Tip:

    The presence or location of this section depends on how the Resource Catalog is configured. For example, in the default Resource Catalog, next to Content Management, click Open to expose the content selections (Figure 43-47).

    Figure 43-47 Opening the Content Management Section in the Resource Catalog

    Content Management Section in the Resource Catalog
    Description of "Figure 43-47 Opening the Content Management Section in the Resource Catalog"

    For information about the selections shown in the default Resource Catalog, see Section 41.2, "What You Should Know About Content Management Selections in the Resource Catalog."

  4. Click Add next to the task flow that you want to add to your page (Figure 43-48).

    Figure 43-48 Adding a Content Task Flow

    Adding a Content Task Flow

    Note:

    The Document Manager and Document Navigator task flows are not shown under Content Management in the default Resource Catalog provided out-of-the-box with Spaces, so you will only see entries for these task flows if they have been added to a custom Resource Catalog that has been made available to the page. However, if you navigate to a specific folder in the default Resource Catalog, these task flows are selectable from the Add menu for the folder (see Section 43.3, "Adding a Selected Folder or File to a Page").

    For information about creating a custom Resource Catalog, see Chapter 16, "Working with Resource Catalogs", specifically Section 16.3.1.2, "Adding Resources" (in the Add Resource Catalog Item dialog, select Task Flows, then scroll to Documents for a list of all available content task flows).

In a space, if the Documents service is enabled (see Section 53.10, "Managing Space Services"), the selected task flow will by default display folders and files based on the primary content repository connection, or you can display only documents belonging to the space. If the Documents service is not enabled in a space, folders and files will not display in the task flow unless you edit the default task flow properties to specify a content repository (see Chapter 44, "Setting Documents Service Task Flow and Document Component Properties").

Use the menus and actions available in the Documents service task flow you have added to work with folders and files in the connected content repository, as described in Section 43.5, "Understanding the Documents Service Task Flow Menus and Actions."

43.5 Understanding the Documents Service Task Flow Menus and Actions

The Documents service task flows that offer content management functionality are Document Explorer, Folder Viewer, Document Manager, and the Document Viewer preview pane. The menus and actions for working with folders and files in these task flows are summarized in the tables below:

More detail is provided in the following sections:

Table 43-5 Documents Service Task Flow Menus and Actions for Folders and Files

Menu Actions In Document Explorer, Folder Viewer, and Document Manager, applicable to:

File Menu

EditFoot 1 

file

Upload New VersionFoot 2 

file

Check OutFoot 3 

file

Cancel Check OutFoot 4 

file

New Folder

folder

Rename

folder or file

Cut

folder or file

Copy

folder or file

Paste

folder or file

Delete

folder or file

Share

file

SecurityFoot 5 

folder or file

View Menu

Details

folder or file

Get a Link

folder or file

Containing Folder Info

folder or file

Refresh Content

folder or file

Hide Folders

folder or file

Columns submenu

folder or file

Reorder Columns

folder or file
 

New Wiki Document Action

file
 

Upload Action

file
 

Download Action

file

Footnote 1 Folder/file listing pane: In-place editing available for wiki documents, blog posts, HTML, and Microsoft Office (Word, Excel, PowerPoint) files only. Wiki documents and HTML files open in RTE; Office files open in their corresponding application.

Footnote 2 Upload New Version not available for wiki documents.

Footnote 3 Check Out not available for wiki documents.

Footnote 4 Cancel Check Out not available for wiki documents.

Footnote 5 Security available only if the Spaces administrator has configured item-level security between Content Server and Spaces.

The Document Viewer preview pane opens when you:

  • Right-click a folder and select Details from the folder context menu (Figure 43-54) to display the details of that folder.

  • Click a file to display a preview of file contents. This allows for file previewing and editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the Document Viewer preview pane displays details about the file. See Section 43.1.7, "Understanding the Document Viewer Task Flow."

Table 43-6 summarizes the folder and file management options in the Document Viewer preview pane.

Table 43-6 Document Viewer Preview Pane Menus and Actions for Folders and Files

Menu Actions In Document Explorer, Folder Viewer, and Document Manager, applicable to:

File Menu in Document Viewer

Send Mail

folder or file

Subscribe

file

Share

file

Add To Favorites

folder or file

Check OutFoot 1 

file

Worklow Settings Foot 2 

folder

SecurityFoot 3 

folder or file

View Menu in Document Viewer

Open in BrowserFoot 4 

file

Open as PDFFoot 5 

file

Download PDFFoot 6 

file

Comments

file

Version History

file

Properties

file

Get a Link

folder or file

Refresh Content

folder or file
 

Edit ActionFoot 7 

file
 

Upload New Version ActionFoot 8 

file
 

Download Action

file

Footnote 1 Check Out not available for wiki documents.

Footnote 2 Workflow Settings available only when content repository is Content Server and the Spaces administrator has completed the prerequisite configuration

Footnote 3 Security available only if the Spaces administrator has configured item-level security between Content Server and Spaces.

Footnote 4 Open in Browser available for image, text, and HTML files only.

Footnote 5 Open as PDF available for any file type for which Content Server is configured to convert to PDF.

Footnote 6 Download PDF available any file type for which Content Server is configured to convert to PDF.

Footnote 7 Edit or Edit with Application action available for wiki documents, blog posts, HTML, and Microsoft Office (Word, Excel, PowerPoint) files only.

Footnote 8 Upload New Version not available for wiki documents.

43.5.1 Menus and Actions in the Documents Service Task Flows

The following sections describe the purpose of the menus and actions listed in Table 43-5 when viewing a listing of folders and/or files in a Documents service task flow:

43.5.1.1 File Menu

The File menu is available in the Document Manager, Document Explorer, and Folder Viewer task flows for folders and files. The actions available on the File menu (Figure 43-49) are:

Figure 43-49 File Menu

File Menu

43.5.1.2 View Menu

The View menu is available in the Document Manager, Document Explorer, and Folder Viewer task flows, as well as the Document List Viewer task flow, for folders and files. The actions available on the View menu (Figure 43-50) are:

Figure 43-50 View Menu

View Menu

  • Details: For a folder, opens a Properties pane (see Section 43.22, "Viewing and Modifying Folder and File Properties"). For a file, opens a preview of an individual file's content or properties. Previewing the content of a file is available for all file types that support a preview. For files that do not support a preview, such as audio or video files, the preview displays the file properties. Under the preview, the Document Viewer includes the following tabbed panes:

    By default, the Comments pane displays as the active pane. If you have previously launched the Document Viewer to preview a file in the current session, then select another file to preview, the active pane in the Document Viewer is the pane that you last selected when previewing the prior file.

  • Get a Link: Opens the Get a Link dialog, where Direct URL provides a direct link to open the folder or file in Spaces or a WebCenter Portal: Framework application. For files, the Download URL provides a direct link to allow users to open the file in its default application, or choose to save the file to their local file system. See Section 43.27, "Sharing the URL for a Folder or File."

  • Containing Folder Info: Opens the Properties pane of the parent folder of the current folder or file. See Section 43.22, "Viewing and Modifying Folder and File Properties."

  • Refresh Content: Retrieves the contents of the current folder from the content repository to reflect all changes since the last retrieval. See Section 43.17, "Refreshing Folder Contents."

  • Hide Folders: Refreshes the listing to show only files in the current folder, or show folders if this action is currently active. See Section 43.18, "Hiding and Showing Folders."

  • Columns: Provides a submenu to select the columns that you want to display in the task flow. See Section 43.6.1, "Hiding and Showing Columns."

  • Reorder Columns: Opens the Reorder Columns dialog where you can organize the displayed columns into a different order. See Section 43.6.2, "Reordering Columns."

43.5.1.3 New Wiki Document Action

The New Wiki Document action is available in the Document Manager, Document Explorer, Document Viewer, and Folder Viewer task flows (Figure 43-51).

Figure 43-51 New Wiki Document Action

New Wiki Document Action

You can click this action to open the Rich Text Editor where you can define a new wiki document, created at the same level as the currently selected file, or in the current folder. See Section 43.8.2, "Creating a Wiki Document."

43.5.1.4 Upload Action

The Upload action is available in the Document Manager, Document Explorer, and Folder Viewer task flows (Figure 43-52).

Figure 43-52 Upload Action

Upload Action

You can click this action to upload files from your local file system or a network drive. See Section 43.8.1, "Uploading Files."

43.5.1.5 Download Action

The Download action is available in the Document Manager, Document Explorer, and Folder Viewer task flows (Figure 43-53).

Figure 43-53 Download Action

Download Action

You can click this action to save files to your local file system. See Section 43.12.3, "Downloading a File."

43.5.1.6 Folder Context Menu

You can right-click a folder on the Documents page or in a Documents service task flow to display a context menu that provides a shortcut to many menu actions (Figure 43-54).

Figure 43-54 Folder Context Menu in Documents Service Task Flows

Folder Context Menu in Documents Task Flows

43.5.1.7 File Context Menu

You can right-click a file on the Documents page or in a Documents service task flow to display a context menu that provides a shortcut to many menu actions (Figure 43-55):

Figure 43-55 File Context Menu in Documents Service Task Flows

File Context Menu in Documents Task Flows

  • Download: Available in the Document Manager, Document Explorer, and Folder Viewer task flows for saving files to the local file system. See Section 43.12.3, "Downloading a File."

  • Edit or Edit with Application: Active for wiki documents, HTML, and Microsoft Office (Word, Excel, and PowerPoint) files only. For a selected file, opens the file in-place in the application that corresponds to the file type and automatically checks the file out. See Section 43.12.4, "Editing Files In-Place."

  • Upload New Version: Inactive for folders and wiki documents. If you have write permissions on a selected file, opens the Upload Document pane where you can specify a new version of the file to upload to replace the existing file. See Section 43.12.5, "Uploading a New Version of an Existing File."

  • Check Out/Cancel Check Out: Inactive for folders and wiki documents. For a selected file, checks the file out, locking it for update by other users; or, cancels the checked out status without updating it, unlocking it to allowing other users to update it. See Section 43.12.1, "Checking a File Out."

  • Details: For a file, opens the Properties pane, with the option to edit some properties such a file name and description. In the Advanced section of the Properties pane, displays tabs for Comments, Tags, History, Links, and (if configured), Recommendations.

  • Get a Link: Opens the Get a Link dialog, where Direct URL provides a direct link to open the file in Spaces, and the Download URL provides a direct link to allow users to open the file in its default application, or choose to save the file to their local file system. See Section 43.27, "Sharing the URL for a Folder or File."

  • Rename: Opens the Rename dialog where you can rename the selected file. See Section 43.13, "Renaming a Folder or File."

  • Copy: Stores the path to the selected file to paste as a copy elsewhere. If a file is deleted at the source location before pasting, it will not be copied to the paste location. See Section 43.14, "Copying and Pasting Folders and Files."

  • Cut: Stores the path to the selected file(s) to paste elsewhere. If a folder or file is not subsequently pasted, it is restored to the location where it was cut. If a file is deleted at the source location before pasting, it will not be moved to the paste location. See Section 43.15, "Moving Folders and Files."

  • Delete: Deletes the selected file. See Section 43.16, "Deleting Folders and Files."

  • Share: Opens a dialog where you specify the users, groups, or select a space where the URL for the selected file will be published in activity streams, along with a message. See Section 43.27.3, "Publishing the URL for a File to Activity Streams."

  • Security: Available only if the Spaces administrator has configured item-level security between Content Server and Spaces. Opens the Security Settings dialog, where you can set custom access permissions for the selected file, or select to inherit the permissions of the parent folder. For more information, see Section 43.23, "Setting Security Options on a Folder or File."

43.5.2 Menus and Actions in the Document Viewer Preview Pane or Window

Table 43-5 shows which menus and actions are available when previewing a folder or file in the Document Viewer preview pane or window. The following sections describe the purpose of each available menu and action:

To open a folder or file in the Document Viewer:

  • Right-click a folder and select Details from the folder context menu (Figure 43-54) to display the details of that folder.

  • Click a file to display a preview of file contents. This allows for file previewing and editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the Document Viewer preview pane displays details about the file. See Section 43.1.7, "Understanding the Document Viewer Task Flow."

43.5.2.1 File Menu in Document Viewer

In the Document Viewer preview pane or window, you can select actions from the File menu for a folder (Figure 43-56) or a file (Figure 43-57).

Figure 43-56 Document Viewer: File Menu for a Folder

Document Viewer: File Menu for a Folder

Figure 43-57 Document Viewer: File Menu for a File

Document Viewer: File Menu for a File

The File menu includes the following actions:

43.5.2.2 View Menu in Document Viewer

In the Document Viewer preview pane or window, you can select actions from the View menu for a folder (Figure 43-58) or a file (Figure 43-60).

Figure 43-58 Document Viewer: View Menu for a Folder

Document Viewer: View Menu for a Folder

Figure 43-59 Document Viewer: View Menu for a Wiki Document

Document Viewer: View Menu Wiki Document

Figure 43-60 Document Viewer: View Menu for a Word Document

Document Viewer: View Menu Word Document

The View menu includes the following actions:

43.5.2.3 Edit Action

The Edit or Edit with Application action is active for wiki documents, HTML, and Microsoft Office 2003 or higher files (Word, Excel, and PowerPoint) only, as shown in Figure 43-61 for a wiki document and Figure 43-62 for a Microsoft Word file.

Figure 43-61 Edit Action in Document Viewer for Wiki Document

Edit Action in Document Viewer for Wiki Document

Figure 43-62 Edit Action in Document Viewer for Microsoft Word File

Edit Action in Document Viewer

Select this action to automatically check the current file out, and open it in-place in the Rich Text Editor (RTE) or its Microsoft application. See Section 43.12.4, "Editing Files In-Place."

43.5.2.4 Upload New Version Action

The Upload New Version action is active for all files except for wiki documents (Figure 43-63).

Figure 43-63 Upload New Version Action in Document Viewer

Upload New Version Action in Document Viewer

If you have write permissions on the current file, select this action to open the Upload Document screen where you can specify a new version of the file to upload. See Section 43.12.5, "Uploading a New Version of an Existing File."

43.5.2.5 Download Action

The Download action is active for all files (Figure 43-64).

Figure 43-64 Download Action in Document Viewer

Download Action in Document Viewer

Select this action to open a dialog to download the current file to your local file system. See Section 43.12.3, "Downloading a File."

43.6 Personalizing Your View of Documents

The Documents service supports personalizations that enable you to change your own view of a Documents service task flow by hiding or showing columns and by rearranging the list of documents according to the sort order of a particular column, as described in the following sections:

43.6.1 Hiding and Showing Columns

Hiding and showing one or more informational columns is useful for simplifying or expanding the details that are displayed with folders and files.

To hide or show informational columns in your unique view of a task flow:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click the View menu, and select Columns (Figure 43-65).

    Figure 43-65 View Menu in Document Explorer Task Flow

    Document Manager task flow View menu

  2. Select or deselect individual columns to show or hide them, or select Show All to display all available columns.

    If changes do not display immediately, click the View menu, and select Refresh Content.

43.6.2 Reordering Columns

Reordering the informational columns is useful for prioritizing the details that are displayed with folders and files, depending on the information in which you are most interested.

To reorder the informational columns in your unique view of a task flow:

  1. On the Documents page or in a Document Explorer, Document List Viewer, Document Manager, or Folder Viewer task flow, click the View menu, and select Reorder Columns.

    The Reorder Columns dialog opens (Figure 43-66).

    Figure 43-66 Reorder Columns Dialog

    Reorder Columns dialog box

  2. Select one or more columns, then click the reorder icons to rearrange the order of the columns in the task flow.

43.6.3 Sorting Files and Folders

Sorting columns enables you to quickly rearrange the order of files and folders in your view. Each task flow column provides a one-click sorting feature that you can use to instantly rearrange all task flow content according to the ascending (1, 2, 3, A, B, C) or descending (C, B, A, 3, 2, 1) order of a particular column.

To sort folders and files in your unique view of a Documents service task flow:

  1. On the Documents page or in a Document Explorer, Document List Viewer, Document Manager, or Folder Viewer task flow, move your cursor over the header of the column you want to use to sort folders and files.

  2. Click the Sort Ascending icon to sort the column in ascending order (1, 2, 3, A, B, C, or smallest to largest), or click the Sort Descending icon to sort the column in descending order (C, B, A, 3, 2, 1, or largest to smallest) (Figure 43-67).

    Figure 43-67 Sort Ascending and Sort Descending Icons

    Sort Ascending and Descending icons

    Note:

    The sorting icons display over the column that is the current sorting column. For other columns, the icons display when you hover your mouse pointer over the column name.

43.7 Creating a Folder

With appropriate permissions, you can create a folder in any Documents service task flow that displays folders. In the Document Manager task flow, when the task flow is configured as a Tree Table layout (see Section 43.1.3, "Understanding the Document Manager Task Flow") and the currently selected item is a file, the new folder is created in the same folder as that file; if the currently selected item is a folder, the new folder is created within that folder. In the Document Explorer or Folder Viewer task flows, the new folder is always created at the same level as the current location. When you create a new folder, this action is not reflected in the Activity Stream in the Home space

If you create a subfolder in a parent folder that is assigned a worfklow (see Section 45.2, "Assigning a Workflow to a Folder in a Space"), the subfolder inherits the workflow assignment of the parent folder.

Note:

Other methods to create and copy folders when the backend content repository is Content Server are:

To create a folder:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, navigate to the folder under which to create the new folder.

  2. From the File menu, select New Folder.

    The Create Folder dialog opens (Figure 43-68).

    Figure 43-68 Create Folder Dialog

    Create Folder dialog

  3. In the Folder Name field, enter a name for the folder; for example, Local Events.

  4. Click Create to create the folder and close the dialog.

43.8 Creating a File

You can add new files to the connected content repository by either uploading them, or creating a new wiki document, as described in the following sections:

43.8.1 Uploading Files

Notes:

By default, the maximum upload size for files is 2 MB for Spaces applications. Your system administrator can customize the maximum file upload size by editing the uploadedFileMaxDiskSpace parameter in the webcenter-config.xml file. For details, see "webcenter-config.xml" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal.

You can upload new files from your local file system or a mapped network drive to the connected content repository, or refresh multiple existing files with new versions.

To upload a new version of a single existing file that already exists in the connected content repository, see Section 43.12.5, "Uploading a New Version of an Existing File."

Note:

Spaces does not support uploading a new wiki document or a new version of a wiki document from the file system. If you upload an HTML file, you cannot convert it to a wiki document due to differences in underlying metadata. For information about wiki documents in Spaces, see Chapter 49, "Working with Wiki Documents."

Note:

Other methods to upload files when the backend content repository is Content Server are:

  • Create a Windows network place to a space, then use Windows Explorer to add files of any type, as described in Section 48.4, "Working with Microsoft Windows Explorer Integration."

  • Use the Microsoft Office shared document management functionality to save a local Microsoft Word, Excel, or PowerPoint file, or use the task pane to add files of any type to the Content Server repository, as described in Section 48.3.3.2, "Adding a File."

  • Use WebDAV, which is installed with Content Server out-of-the-box, to establish a connection to your Spaces application, then drag and drop content in your Content Server repository to the folder assigned to the target space, or drag and drop content between spaces. When dragging and dropping content to the target folder, do not drag the source folder to the target; drag and drop only the content that is stored under the folder. If you do not know the WebDAV URL for the Content Server that is used to store documents, contact your Fusion Middleware Administrator. If the base URL for that Content Server is http://host:port/relative_web_root, the WebDAV root URL will be http://host:port/relative_web_root/idcplg/webdav. For example: http://wchost:16200/dav/cs/idcplg/webdav/

  • Use the Batch Loader utility, as described in "Batchloading Content" in Oracle Fusion Middleware System Administrator's Guide for Oracle Content Server.

To upload files to the connected content repository:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, navigate to the folder for the file(s) you plan to upload or create a new folder (see Section 43.7, "Creating a Folder").

  2. Click the Upload action (Figure 43-69).

    Figure 43-69 Upload Action

    Upload Action

    The Upload Document pane opens, providing an area where you can add the file(s) to be uploaded.

    Note:

    Your system administrator can set the appearance of the Upload Document pane. You will either:

    For information about this setting, see “Modifying the Upload Document Pane” in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal.

  3. Follow the steps in one of the following sections, depending on whether or not a file is associated with a content profile in Content Server:

43.8.1.1 Uploading One or More Files without a Content Profile

To upload one or more files without an associated content profile, follow the steps for the Upload Document pane configured by your system administrator:

43.8.1.1.1 Using the Default Upload Document Pane

To upload files when the Upload Document pane looks like Figure 43-70:

Figure 43-70 Option 1: Upload Document Pane (in FireFox browser)

Option 1: Upload Document Pane (in FireFox browser)
Description of "Figure 43-70 Option 1: Upload Document Pane (in FireFox browser)"

  1. Select the file(s) to upload, in either of the following ways:

    • (In FireFox, Chrome, or Safari browsers) Select the file(s) in your local file system and drag them into the Upload Document pane.

    • Or, click Select files to navigate to and select the file(s) you want to upload.

  2. In the Upload Document pane, optionally enter a description of the file(s) in the Description field. This description is assigned to all the files in the upload set.

    If the file(s) already exist in the connected content repository, select Always create a new version to create a new version of the file(s). Deselect the check box if you want to be notified if a file with the same name already exists in the target folder in the content repository.

    Always Create a New Version Checkbox

  3. Click Upload to add the specified files at the same level as the currently selected file, or under the currently selected folder.

    • If a file with the same name already exists in the target folder, and Always create a new version is selected, a new version of the file is added at same level as the currently selected file. See Section 43.21, "Viewing and Deleting File Version History."

    • If a file with the same name already exists in the target folder, and Always create a new version is selected, but the file is checked out by another user, an Information dialog notifies you that the file cannot be uploaded and provides the name of the user who has it checked out.

      Information Dialog: File Checked Out

    • If a file with the same name already exists in the target folder, and Always create a new version is not selected, the Resolve Name Conflict pane opens. The figures below show the panes for files that are checked in, and checked out by another user, respectively.

      Resolve Name Conflict Pane: File Not Checked Out
      Resolve Name Conflict Pane: File Checked Out

      Select the desired action:

      • Ignore this file to cancel the upload operation for the current file. This is useful when uploading multiple files to skip only the current file, and continue to upload subsequent files in the batch.

      • Create a new version of the existing file to create a new version of the file. See Section 43.21, "Viewing and Deleting File Version History."

        If the file is already checked out to another user, this selection is disabled.

        If you do not have the permissions required to create a new version or overwrite the file, this selection is disabled.

      • Use another name for the uploaded file to display a Name field where you can enter a new name for the file. If you specify a name that matches another existing file, a message notifies you to enter a different name.

43.8.1.1.2 Using the Multi-Description Upload Document Pane

To upload files when the Upload Document pane looks like Figure 43-71:

Figure 43-71 Option 2: Upload Document Pane (in FireFox browser)

Option 2: Upload Document Pane (in FireFox browser)

  1. For each file you want to upload:

    • Click Browse, and then navigate to and select the file you want to upload.

    • Optionally, provide a description of the file in the Description field.

  2. Click More to add more files, up to a maximum of ten files.

  3. Click Upload to add the specified files at the same level as the currently selected file, or under the currently selected folder.

    • If the file is already checked out to another user, the pane displays the message This file is checked-out to another user.

    • If a file with the same name already exists in the target folder, the Resolve Name Conflict pane opens.

      Resolve Name Conflict Pane

      Select the desired action:

      • Ignore this file to cancel the upload operation for the current file. This is useful when uploading multiple files to skip only the current file, and continue to upload subsequent files in the batch.

      • Create a new version of the existing file to create a new version of the file. See Section 43.21, "Viewing and Deleting File Version History."

        If the file is already checked out to another user, this selection is disabled.

        If you do not have the permissions required to create a new version or overwrite the file, this selection is disabled.

      • Use another name for the uploaded file to display a Name field where you can enter a new name for the file. If you specify a name that matches another existing file, a message notifies you to enter a different name.

43.8.1.2 Uploading a File with a Content Profile

If the original version of a file is associated with a content profile in Content Server, or if you want to associate a new file with a content profile, you must first select the content profile to open the Content Check In Form, where you will upload the file by itself. You cannot select a profile when uploading multiple files.

Selecting a content profile enforces uniformity by requiring values for certain metadata fields that must be provided before the file can be uploaded. For example, a press release profile might include fields about who to contact, release date, and so on.

Note:

To enable the Upload Profiles selection list, both of the following two requirements must be met:

To upload a file associated with a content profile:

  1. Select the profile from the Upload Profiles list (Figure 43-72)

    Figure 43-72 Selecting Content Profile for a File

    Selecting Content Profile for File

    The Profile Upload pane displays the Content Check In Form, with metadata fields for the selected content profile (Figure 43-73).

    Figure 43-73 Content Profile Metadata Fields

    Content Profile Metadata Fields

  2. In the Primary File field, specify the name of the file to be uploaded.

  3. Enter values for other metadata field values to associate with the file.

    Note:

    Content Server may require certain mandatory metadata field values for a selected content profile to ensure a successful checkin. Mandatory fields are identified in the dialog by an asterisk and red text.

    For information about content profile metadata field requirements for Content Server, refer to Oracle Fusion Middleware User's Guide for Oracle Content Server, specifically the chapter "Checking In Files". The fields described in the "Content Check-In Form" section in the appendix are mandatory for Content Server. All content profiles must include them, otherwise the checkin will fail.

    In addition to the mandatory metadata field values required by Content Server for specific content profiles, every content profile must include additional metadata fields required by Spaces. For a list and descriptions of the required fields, which should be added to a content profile as hidden fields so that the end user cannot override the values populated by Spaces, see "What You Should Know About Creating Content Profiles in Content Server" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal.

  4. Click Check In.

    The specified file is uploaded and listed in the current folder in your space.

43.8.2 Creating a Wiki Document

In addition to uploading files (see Section 43.8.1, "Uploading Files") to the connected content repository, you can create wiki documents using either of the following two methods:

For more information about wiki documents in Spaces, see Chapter 49, "Working with Wiki Documents."

43.9 Opening a Folder

You can open a folder to display its contents in all Documents service task flows except the Recent Documents task flow, which does not display folders.

Note:

Other methods to open folders when the backend content repository is Content Server are:

To open a folder to display its contents and make it the top-level folder:

  • On the Documents page or in a Documents service task flow, either:

    • Click the folder name.

    • Or, right-click the folder, and select Open.

43.10 Opening a File

With appropriate permissions, you can open files of any type in all Documents service task flows to preview file contents or properties in a read-only view.

The Document Explorer, Document Manager, and Folder Viewer task flows open files in-place in a Document Viewer preview pane; the Document List Viewer and Recent Documents task flows open files in a separate Document Viewer preview window.

Note:

Another method to open files when the backend content repository is Content Server is:

To open a read-only view of a file:

  • On the Documents page or in a Documents service task flow, click the file name to open the file in a Document Viewer preview pane or window.

    Notes:

    • Some file types do not support a preview. An attempt to open such a file displays the properties of the file in the Document Viewer.

    • For files of types that support a preview, the file must also support display in an inline frame to open in the Document Previewer. For example, if an HTML file includes coding that disallows display in an inline frame, it will not display in the Document Previewer, but instead overlays the current window with the HTML file content.

    The appearance of the file in the preview pane or window depends on the file type:

    • For files that support PDF format: The file displays either in an in-place PDF viewer (Figure 43-74) or in a slide viewer (Figure 43-75).

      Figure 43-74 File Preview in PDF Viewer

      File Preview in PDF Viewer

      Note:

      To enable the slide preview functionality, both of the following two requirements must be met:

      Figure 43-75 File Preview in Slide Viewer (see Note)

      File Preview in Slide Viewer

    • For HTML, text, image, XML files: In the preview pane or window, click the View menu, and select Open in Browser to open the file in a separate tab in your browser.

    • For any file type for which Content Server is configured to convert to PDF: In the preview pane or window, click the View menu, and select Open as PDF to open a PDF version of the file.

To edit files, see Section 43.12, "Editing and Updating a File".

43.11 Using the Rich Text Editor (RTE)

The Rich Text Editor (RTE) is a fully-integrated HTML text editor, which you can use to create and edit wiki documents and blog posts, and edit HTML files. Figure 43-76 shows create mode, and Figure 43-77 shows edit mode.

Figure 43-76 New Wiki Document in Rich Text Editor

New Wiki Document in Rich Text Editor

Figure 43-77 Editing Blog Post in Rich Text Editor

Editing Blog Post in Rich Text Editor

To use the RTE:

  1. Open the RTE either by creating a new wiki document (see Section 43.8.2, "Creating a Wiki Document") or blog post (see Section 50.7.2, "Creating a Blog Post"), or editing a wiki (see Section 49.5, "Editing a Wiki Document", blog post, or HTML file (see Section 43.12.4, "Editing Files In-Place").

  2. For a new wiki document or blog post, enter a display name in the Title field.

  3. Add, revise, and preview text, formatting, styling, and links in the tabbed panes (see Section 43.11.1, "About the Rich Text Editor Tabbed Panes").

    For information about using the toolbar and features in the Rich Text pane, see Section 43.11.2, "About the Rich Text Editor Toolbar", Section 43.11.3, "Working with Tables in the Rich Text Editor", and Section 43.11.4, "Using the Keyboard in the Rich Text Editor."

  4. (For wiki documents and HTML files only) Select the Minor Edit? check box if you do not want to notify space members about your changes.

    Leaving this check box deselected updates the Activity Stream and sends notifications after you save your changes.

  5. In the tabbed panes along the bottom of the RTE, you can add comments, tags, links, and recommendations pertinent to the document or post. For more information, see Section 43.19, "Viewing, Entering, and Deleting Comments on a File," Section 43.20, "Working with Tags," Section 43.24, "Working with Links,", and Section 43.25, "Working with Recommendations."

  6. Save your changes:

    • To create and save a new wiki document or blog post, click Create.

    • To save updates to an existing wiki document, blog post, or HTML file, click Save and Close.

43.11.1 About the Rich Text Editor Tabbed Panes

The RTE provides four tabbed panes where you can create and edit your wiki and HTML documents, and blog posts:

  • Rich Text. Create and revise content in a WYSIWYG environment using the icons and controls in the RTE toolbar (see Section 43.11.2, "About the Rich Text Editor Toolbar").

  • HTML. Enter HTML manually. This includes entering source code for HTML not handled by the WYSIWYG icons and controls on the Rich Text tab.

    Notes:

    • The RTE ignores the following types of tags when entered in HTML because they are irrelevant or redundant within the RTE context:

      • script tags

      • form elements, such as input, select, textarea, and form

      • frame/frameset

      • document tags, such as html, head, body, meta, and title

      • unknown tags; for example: <foo></foo>

    • Changes to the behavior of the default CSS selectors in a wiki or blog is not supported.

  • Preview (wiki documents and blog posts only). Shows a preview of your wiki document or post as it will appear when published.

  • Wiki Markup (wiki documents only). Enter your own wiki markup. For the full set of wiki markup syntax, click the Wiki Markup Help icon (Figure 43-78) and refer to Table 43-7. Any formatting not provided by Wiki Markup uses HTML.

    Figure 43-78 Wiki Markup Help Icon

    Wiki Markup Help Icon

    Table 43-7 Wiki Markup Syntax and Examples

    Element Syntax Example Output

    italics

    //string//

    //Sales// team

    Sales team

    bold

    **string**

    **Sales** team

    Sales team

    bulleted list

    * listItem

    ** subitem

    ** subitem

    * listItem

    * Managers:

    ** John Smith

    ** Monica Gallo

    * Contributors:

    		 wiki markup unordered ist output

    numbered list

    # listItem

    ## subitem

    ## subitem

    # listItem

    # Dairy

    ## Milk

    ## Cheese

    # Bread

    		 wiki markup ordered ist output

    web link

    [[URL|linkName]]

    [[http://www.oracle.com|Search Oracle]]

    [[http://fmw.vm.oracle.com:8888/webcenter/spaces/Philatelists/page/presidents|Presidents]]

    Search Oracle

    Presidents

    Click link to view target in browser window

    WebCenter link

    [[owc://svcId/rsrcId|linkName]]

    For a list of valid service IDs, see Table B-19, "Service IDs".

    To find the resource ID, view the item properties (right-click and select Details, or see Chapter 44, "Setting Documents Service Task Flow and Document Component Properties.")

    [[owc://oracle.webcenter.doclib/dev-ucm#dDocName:OWCSVR01USORAC026779|Results]]

    Results

    Click link to view resource in browser window

    Anchor for link target

    <<<anchor:anchorName>>>

    <<<anchor:forecast>>>

    (inserted at section describing sales forecast to act as a target for links)

    (Invisible)

    In HTML: <a id="forecast" name="forecast"></a>

    Line break

    \\

    xxxx \\ xxxx

    xxxx

    xxxx

    Horizontal line

    ----

    xxxx

    ----

    xxxx

    xxxx

    ____________________

    xxxx

    Image

    (All bowser-supported image types such as JPG, GIF, and PNG)

    {{URL/imageFile|linkName}}

    [[http://www.myco.com/Sales/chart.jpg|Quarterly Sales]]

    Quarterly Sales

    Click link to view image in browser window

    Table

    |=head|=head|...|=head|

    |value|value|...|value|

    Repeat for each row of table

    |=ID|=Name|=Dept|

    |1356|Bob King|Sales|

    		 wiki markup table output

43.11.2 About the Rich Text Editor Toolbar

Table 43-8 describes the RTE toolbar icons and controls on the Rich Text tab, where you can create and revise content in a WYSIWYG environment.

To perform an operation assigned to an icon, click the icon once to either immediately perform the action or open a dialog with further configuration options.

Table 43-8 Rich Text Editor Toolbar Icons and Controls on Rich Text Tab

Control Description

RTE font style icons

Bold, Italic, Underline, and Strike Through. Select text, and click the desired font style icon; or click an icon, and enter text. Click the icon again to exit the font style.

RTE Paragraph Format drop-down menu

Paragraph Format. Select a format, then enter text; or highlight text, then select a format.

RTE Font Name drop-down menu

Font Name. Select a font, then enter text; or highlight text, then select a font.

RTE Font Size drop-down menu

Font Size. Select a size, then enter text; or highlight text, then select a size.

RTE color drop-down menus

Text Color or Background Color. Select text, and click the desired text or background color icon, then select a color. Or, click an icon and select a color, then enter text.

Note: If you are using Internet Explorer 10 as your browser, the dropdown menus do not display. To display the Text Color and Background Color menus, use a different browser.

RTE justify icons

Left Justify, Center Justify, and Right Justify. Select text, and click to apply the desired text alignment; or click an icon, and enter text.

RTE indent icons

Decrease Indent and Increase Indent. Select text, and click the desired indent icon to move text left or right.

RTE list icons

Numbered List and Bulleted List. Start a new line, click the desired list type icon, and enter text. Or, select lines of text and click an icon. Click the icon again to remove the list formatting. Alternately, end list mode by pressing Enter twice after the last item.

RTE Remove Format icon

Remove Format. Select text, and click this icon to remove all font styling, such as font types, sizes, weights, and colors. Lists and indents are not affected.

RTE Select Resource, New Resource, and Embed Image icons

Select Resource. Select text to link to an existing Spaces resource, then click this icon to open the Select Resource dialog. Select a resource (for example, a document or an announcement in the current space, or a URL) to be linked from the selected text. Clicking the linked text in the document opens the selected resource in the Document Viewer preview pane.

New Resource. Select text to link to a new Spaces resource, then click this icon to open the New Resource dialog. Select a resource to be linked from the selected text, then create the resource (for example, a discussion forum topic or note), specify the external location of the resource (for example, a URL), specify a name for the new resource (for example, a wiki document), or upload the resource from your local file system or a connected network drive (for example, a document).

Note: If you create a new wiki document in this manner, Spaces creates a placeholder for the new wiki document in the current folder. To add content to the new wiki document, you must navigate to it and open it in the RTE.

The links created using Select Resource and New Resource are created as inline links, and are not added to the Links tab associated with the details of the linking resource.

For information about links to resources in Spaces, see Chapter 65, "Working with the Links Service."

Embed Image. Click to open the Embed Image dialog:

  • Click Select Image to select an image in the current space.

  • Click Upload Image to upload an image from your local file system or a connected network drive.

RTE Image, Table, and Insert Horizontal Line icons

Table. Click to open the Table Properties dialog:

See Section 43.11.3, "Working with Tables in the Rich Text Editor."

RTE Image, Table, and Insert Horizontal Line icons

Insert Horizontal Line. Click to insert a horizontal line at the current cursor location.

RTE Maximize icon

Tools:

  • Maximize/Minimize. Click to expand the RTE to fill the entire screen, or reduce the RTE to display inside the Spaces application.

  • Select All. Select all content in the body in the text input area.

  • Find or Replace. Click to open the Find and Replace dialog, where you can search for a string, or replace a given string with specified text.

  • Snippet. In a blog post, select a portion of text, then click this icon to display the paragraph containing that portion as a summary of the blog post on the blog summary page (or digest page), with a Read More link to allow users to view the full blog. In a wiki document, this functionality is not available.

Note: If you are using Internet Explorer 10 as your browser, the dropdown menu does not display. To display the Tools menu, use a different browser.

RTE Cut, Copy, and Paste icons

Cut, Copy, or Paste. Select text, then right-click to displaya context menu to cut or copy selected text, or paste text in the buffer at the current cursor location.

Note: If a browser security warning displays, you can either use keyboard commands (see Section 43.11.4, "Using the Keyboard in the Rich Text Editor") or configure your browser to grant access to the clipboard. For example, for the FireFox browser, see http://kb.mozillazine.org/Granting_JavaScript_access_to_the_clipboard.

43.11.3 Working with Tables in the Rich Text Editor

To create a table in the RTE, click the Table icon in the toolbar (Figure 43-79).

Figure 43-79 Rich Text Editor: Table Icon

RTE: Table Icon

The Table Properties dialog window opens (Figure 43-80), where you can set basic properties for the table, as described in Table 43-9.

Figure 43-80 Rich Text Editor: Table Properties Dialog (Basic Properties)

RTE: Table Properties Dialog (Basic Properties)

Table 43-9 Rich Text Editor: Basic Table Properties

Property Description

Rows

(Required) Enter the number of rows in the table.

Columns

(Required) Enter the number of columns in the table.

Width

Enter the width of the table, selecting either pixels or a percent value. Giving the width as a percent value lets you set the proportion of the editing area that the table will occupy.

Height

Enter the height of the table in pixels.

Headers

Select the table element to format as headers, which applies special formatting to them. You can apply header formatting to First Row, First Column or Both.

Alignment

Select the alignment of the table on the page Left, Center, or Right.

Cell spacing

Enter he space between individual cells as well as cells and table borders, in pixels.

Cell padding

Enter the space between the cell border and its contents, in pixels.

Caption

Enter label text to be displayed above the table.

Summary

Enter a summary of the table contents that is available for assistive devices like screen readers. It is good practice to provide tables with meaningful summary text to make them more accessible to users with disabilities.

Click the Advanced tab to expose the advanced table properties (Figure 43-81), which you can set as described in Table 43-10.

Figure 43-81 Rich Text Editor: Table Properties Dialog (Advanced Properties)

RTE: Table Properties Dialog (Advanced Properties)

Table 43-10 Rich Text Editor: Advanced Table Properties

Property Description

Id

Enter a unique identifier for a table element in the document (id attribute).

Language Direction

Select the direction of the text in the table: left to right (LTR) or right to left (RTL) (dir attribute).

Style

Enter the CSS style definitions (style attribute). Note that each value must end with a semi-colon and individual properties should be separated with spaces.

Stylesheet Classes

Enter the class of the table element (class attribute). If a table element is assigned more than one class, separate class names with spaces.

With a table inserted into your document, you can enter values directly in the cells. Additional editing is available through the context menu (Figure 43-82). To open the context menu, right-click the table and select actions as described in Table 43-11.

Figure 43-82 Rich Text Editor: Table Context Menu

RTE: Table Context Menu

Table 43-11 Rich Text Editor: Table Context Menu Selections

Action Description

Paste

Pastes the content on the clipboard at the current cursor location

Cell

See Section 43.11.3.1, "Editing Table Cells in the Rich Text Editor."

Row

See Section 43.11.3.2, "Editing Table Rows in the Rich Text Editor."

Column

See Section 43.11.3.3, "Editing Table Columns in the Rich Text Editor."

Delete Table

Deletes the entire table and its contents.

Table Properties

Opens the Table Properties dialog, where you can modify properties as described in Table 43-9, "Rich Text Editor: Basic Table Properties" and Table 43-10, "Rich Text Editor: Advanced Table Properties", with the exception of the number of rows and columns.

43.11.3.1 Editing Table Cells in the Rich Text Editor

To insert, delete, merge, or cells, or modify cell properties, right-click a cell (the current cell) to display the context menu, then select Cell to expand the submenu of cell actions (Figure 43-83), and select actions as described in Table 43-12.

To select multiple cells, drag the mouse over the cell, then right-click to open the context menu.

Figure 43-83 Rich Text Editor: Table Cell Actions

RTE: Table Cell Actions

Table 43-12 Rich Text Editor: Table Cell Menu Selections

Action Description

Insert Cell Before

Inserts a new cell before the current cell(s).

Insert Cell After

Inserts a new cell after the current cell(s).

Delete Cells

Deletes the current cell(s).

Merge Cells

Merges multiple selected cells into one. This option is available only if two or more cells are selected.

Merge Right

Merges the selected cell with a cell on its right. This option is available only if no more than one cell is selected.

Merge Down

Merges the selected cell with a cell located below it. This option is available only if no more than one cell is selected.

Split Cell Horizontally

Splits the selected cell in two, creating a new cell on its right. The content of the cell appears in the original, left cell. This option is available only if no more than one cell is selected.

Split Cell Vertically

Splits the selected cell in two, creating a new cell below it. The content of the cell appears in the original, upper cell. This option is available only if no more than one cell is selected.

Cell Properties

Opens the Cell Properties dialog, where you can configure cell size, type, color, and content alignment, as described in Section 43.11.3.1.1, "Editing Table Cell Properties in the Rich Text Editor."

43.11.3.1.1 Editing Table Cell Properties in the Rich Text Editor

Table cells can be further customized, creating a unique look and feel. From the table context menu, select Cell, then Cell Properties to open the Cell Properties dialog (Figure 43-84) where you can set cel properties for the table, as described in Table 43-13.

Figure 43-84 Rich Text Editor: Table Cell Properties Dialog

RTE: Table Cell Properties Dialog

Table 43-13 Rich Text Editor: Table Cell Properties

Action Description

Width

Enter the width of the cell, selecting either pixels or a percent value. Giving the width as a percent value lets you set the proportion of the row that the cell (and the column it is located in) will occupy.

Height

Enter the height of the cell in pixels.

Cell Type

Select the type of the table cell — either a normal data cell or a header cell with special formatting.

Word Wrap

Select whether or not to wrap content in the current cell.

Rows Span

Enter a numeric value to specify the number of rows over which to stretch the cell downward. This value sets the rowspan attribute.

Columns Span

Enter a numeric value to specify the number of columns over which to stretch the cell to the right. This value sets the colspan attribute.

Horizontal Alignment

Select the horizontal alignment of table cell contents: Left, Center, or Right.

Vertical Alignment

Select the vertical alignment of table cell contents: Top, Middle, Bottom, or Baseline.

Background Color

Border Color

Enter the color of the cell background and/or border using any of the following methods:

  • Enter an RGB value in rgb(nn, nn, nn) format, where nn is a numeric value on a scale from 0 to 255 representing the red, green, and blue channel.

  • Enter a hexadecimal RGB value, in #nnnnnn format, where the nnnnnn is the three pairs of hex color values representing the red, green, and blue channel.

  • Click Choose to open the Select color dialog where you can select from the color palette.

43.11.3.2 Editing Table Rows in the Rich Text Editor

To insert or delete rows in a table, right-click a row (the current row) to display the context menu, then select Row to expand the submenu of row actions (Figure 43-85), and select actions as described in Table 43-13.

To select multiple rows, drag the mouse over the rows, then right-click to open the context menu.

Figure 43-85 Rich Text Editor: Table Row Actions

RTE: Table Row Actions

Table 43-14 Rich Text Editor: Table Row Menu Selections

Action Description

Insert Row Before

Inserts a new row before the current row(s).

Insert Row After

Inserts a new row after the current row(s).

Delete Rows

Deletes the current row(s).

43.11.3.3 Editing Table Columns in the Rich Text Editor

To insert or delete columns in a table, right-click a column (the current column) to display the context menu, then select Column to expand the submenu of column actions (Figure 43-86), and select actions as described in Table 43-15.

To select multiple columns, drag the mouse over the columns, then right-click to open the context menu.

Figure 43-86 Rich Text Editor: Table Column Actions

RTE: Table Column Actions

Table 43-15 Rich Text Editor: Table Column Menu Selections

Action Description

Insert Column Before

Inserts a new column before the current column(s).

Insert Column After

Inserts a new column after the current column(s).

Delete Columns

Deletes the current column(s).

43.11.4 Using the Keyboard in the Rich Text Editor

The Rich Text Editor is compliant with several accessibility standards, including the Web Content Accessibility Guidelines (WCAG), the US Section 508 Amendment to the Rehabilitation Act of 1973, and the IBM Web Accessibility Checklist. To this end, you can use the RTE with the keyboard as well as a screen reader. The currently supported screen reader solution is JAWS.

For more information about accessibility in WebCenter Portal: Spaces, see Section 38.4, "Setting Your Accessibility Options."

Table 43-16 summarizes the keyboard keys and combinations available to you to navigate and edit text in the RTE.

Table 43-16 Rich Text Editor: Keyboard Usage

Keyboard Keys Description

Alt+F10

Moves to the toolbar.

Tab

In the toolbar, moves to the next button group.

In a dialog, moves to the next element.

Shift+Tab

In the toolbar, moves to the previous button group.

In a dialog, moves to the previous element.

Left Arrow/Right Arrow

In the toolbar, moves between buttons within a button group.

In a dialog, moves within a field.

Enter

In the toolbar, selects the current button or menu item, or expands a drop-down list or menu.

In a dialog, confirms entry at current cursor location.

Down Arrow/ Up Arrow

Moves between selections in a drop-down list.

Esc

Closes a menu without executing any command. When inside a submenu, closes the submenu and returns focus to the parent context menu. Press Esc again to close it.

(In a dialog, cancels entries and closes dialog (equivalent to clicking Cancel or Close).

In the editing area:

  

Shift+F10

Opens the context menu of the current element (use down arrow and up arrow to move between selections in the menu, and Enter to select an action).

Alt+F10

Moves to the tab selection in a dialog (use left and right arrow keys to move between tabs, and Enter to move to the fields on a tab).

Ctrl+A

Selects the entire content in the editing area.

Ctrl+B

Changes the formatting of the selected text to bold or remove the bold formatting of the selected text.

Ctrl+C

Copies highlighted selections to the clipboard.

Ctrl+I

Changes the formatting of the selected text to italics or remove the italics from the selected text.

Ctrl+U

Underlines the selected text or remove the underline formatting of the selected text.

Ctrl+V or Shift+Insert

Pastes the content on the clipboard at the current cursor location.

Ctrl+X or Shift+Delete

Cuts highlighted selections to the clipboard.

Ctrl+Y

Performs the redo operation.

Ctrl+Z

Performs the undo operation.

43.12 Editing and Updating a File

In a Documents service task flow or in the Document Viewer preview pane, you can check a file out, download it to your local file system for editing, edit a file in-place, or upload a new version of an existing file. The actions available to you depend on the file type:

  • For all file types except wiki documents, check the file out to lock it from being updated by other users.

  • For all file types, download the file to your local file system for saving or editing locally.

  • For wiki and HTML documents, edit the file in-place using the Rich Text Editor (RTE).

  • For all file types except wiki documents, upload a new version of the file.

The following sections provide more information:

43.12.1 Checking a File Out

When you want to retain exclusive use of a file—for example, when you're editing it on your local machine, or need to prevent other users from modifying it—you must check the file out. Other Spaces users can view the file, but they cannot upload a file of the same name into the same folder while the file is checked out.

Note:

When you edit a file in-place (see Section 43.12.4, "Editing Files In-Place"), it is automatically checked out of the content repository. When you save it, it is automatically checked back in.

When you're ready to release the file, you can either check the file back in, or cancel file check out. Checking a file back in involves uploading the revised file (see Section 43.12.5, "Uploading a New Version of an Existing File"). Cancelling check out removes the file's checked out status without requiring a file upload (see Section 43.12.2, "Cancelling a Checked Out Status".

Note:

To use the task pane available through the Microsoft Office shared document management functionality to check a Microsoft Word, Excel, or PowerPoint file out or in when the backend content repository is Content Server, see Section 48.3.3.4, "Checking a File Out" and Section 48.3.3.5, "Checking a File In"

To check a file out:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file you want to check out.

    Alternatively, you can check out an open file in the Document Viewer preview pane.

    Notes:

  2. Depending on your view, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, click the File menu, and select Check Out, or right-click to display the file's context menu (Figure 43-55) and select Check Out.

    • In the Document Viewer preview pane, click the File menu, and select Check Out.

  3. On the Documents page or in a Documents service task flow, click the View menu, and select Refresh Content to confirm that the Checked Out (padlock) icon appears in the file's Checked Out column:

    • Roll your mouse pointer over the icon to see details about the user who has checked the file out.

    • Click the icon to expose actions to upload a new version of the file, or cancel the checkout (Figure 43-87).

    Figure 43-87 Checked Out Icon with Details

    Checked Out icon

To cancel the checked out status of a file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file.

    Alternatively, you can cancel the checked out status of an open file in the Document Viewer preview pane.

  2. Depending on your view, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, click the Checked Out (padlock) icon in the file's row and select Cancel Check Out (Figure 43-87), click the File menu, and select Cancel Check Out, or right-click to display the file's context menu (Figure 43-55) and select Cancel Check Out.

    • In the Document Viewer preview pane, click the Cancel Check Out action.

  3. On the Documents page or in a Documents service task flow, click the View menu, and select Refresh Content to confirm that the Checked Out (padlock) icon no longer appears in the file's Checked Out column.

43.12.2 Cancelling a Checked Out Status

To cancel the checked out status of a file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file.

    Alternatively, you can cancel the checked out status of an open file in the Document Viewer preview pane.

  2. Depending on your view, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, click the Checked Out (padlock) icon in the file's row and select Cancel Check Out (Figure 43-88), click the File menu, and select Cancel Check Out, or right-click to display the file's context menu (Figure 43-55) and select Cancel Check Out.

      Figure 43-88 Checked Out Icon with Details

      Checked Out icon

    • In the Document Viewer preview pane, click the Cancel Check Out action.

  3. On the Documents page or in a Documents service task flow, click the View menu, and select Refresh Content to confirm that the Checked Out (padlock) icon no longer appears in the file's Checked Out column.

43.12.3 Downloading a File

When you want to save a file to your local file system, you can download it from the content repository.

To download a file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file you want to download to your local file system.

    Alternatively, you can download an open file in the Document Viewer preview pane.

  2. Depending on your view and the file type, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, click the Download action, or right-click to display the file's context menu (Figure 43-55) and select Download.

    • In the Document Viewer preview pane, click the Download action.

    • (For any file type for which Content Server is configured to convert to PDF) In the Document Viewer preview pane, click the View menu, and select Download PDF to save a PDF version of the open file to your local file system.

  3. In the Open/Save dialog, select Save File to open the Save dialog, where you can navigate to the folder in which to save the file.

43.12.4 Editing Files In-Place

With appropriate permissions, end users can directly edit the following types of files in-place:

  • Wiki documents

  • Blog posts

  • HTML files

  • Microsoft Office 2003 or higher files (Word, Excel, PowerPoint)

    Note:

    If you are using Windows 7 or a 64-bit machine with Firefox 3.6, you may need to install the Java plugin available at http://support.mozilla.com to edit a Microsoft Office file. This plugin is included in Java 6 Update 15 and above.

In-place editing refers to editing content directly in a Spaces application at runtime, where the editor opens in the document preview pane. When you edit a file in-place, it is automatically checked out of the content repository. When you save it, it is automatically checked back in.

To edit HTML and Site Studio files that display in a Content Presenter task flow, see Section 42.10, "Creating and Editing Files In-Context in a Content Presenter Task Flow."

To edit a file in-place:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file you want to edit, but not on the file name.

    Alternatively, you can edit an open file in the Document Viewer preview pane.

  2. Depending on your view and the file type, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, click the File menu, and select Edit or Edit with Application, or right-click to display the file's context menu (Figure 43-55) and select Edit or Edit with Application.

    • In the Document Viewer preview pane, click the Edit (Figure 43-89) or Edit with Application (Figure 43-90) action.

      Figure 43-89 Edit Action in Document Viewer for Wiki Document

      Edit Action in Document Viewer for Wiki Document

      Figure 43-90 Edit Action in Document Viewer for Microsoft Word File

      Edit Action in Document Viewer

    Notes:

    The file opens in the appropriate editor:

  3. When the file opens, it is automatically checked out. In Spaces, click the Refresh icon to show the Checked Out icon for the selected file (Figure 43-91).

    Figure 43-91 Checked Out Icon in Spaces

    Checked Out Icon in WebCenter Spaces

  4. Make required updates, then save and close the file.

    The modified file is automatically checked back in.

43.12.4.1 Opening a File Already Checked Out By Another User

If the file that you attempt to open is already checked out by another user, the Document Viewer specifies the name of the user who has it checked out. (Figure 43-92).

Figure 43-92 Document Viewer: File Checkout Out

Document Viewer: File Checkout Out

You can download the file to your local system to edit it, but you cannot upload the changed file to the content repository until it is checked in and made available again.

43.12.5 Uploading a New Version of an Existing File

If you have write permissions on a file, you can replace the file with a new version that you have saved on your local file system.

To upload new versions of multiple files at once, which allows you to also specify whether to create new versions of existing files or overwrite existing files, follow the steps in Section 43.8.1, "Uploading Files."

Note:

Spaces does not support uploading a new wiki document or a new version of a wiki document from the file system. If you upload an HTML file, you cannot convert it to a wiki document due to differences in underlying metadata. For information about wiki documents in Spaces, see Chapter 49, "Working with Wiki Documents."

To upload a new version of a single file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file you want to replace.

    Alternatively, you can upload a new version of an open file in the Document Viewer preview pane.

  2. Depending on your view and permissions, perform one of the following actions:

    Note:

    If you do not have write permission on the file, or if the file is already checked out by another user, then the Upload New Version action will not be available to you.

    If you have write permissions on the file, and try to upload a new version at the same time it is being checked out by another user, an Information dialog notifies you that the file is not available:

    Information dialog: file not available

    • On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click the Checked Out (padlock) icon in the file's row and select Upload New Version (Figure 43-93), click the File menu, and select Upload New Version (Figure 43-49), or right-click to display the file's context menu (Figure 43-55) and select Upload New Version.

      Figure 43-93 Checked Out Icon: Upload New Version

      Checked Out Icon: Upload New Version

    • In the Document Viewer preview pane, click the Upload New Version action (Figure 43-94).

      Figure 43-94 Document Viewer: Upload New Version

      Document Viewer: Upload New Version

    The Upload New Version pane opens (Figure 43-95).

    Figure 43-95 Upload New Version Pane

    Upload New Version pane

    Note:

    if a file is associated with a content profile, it will be uploaded using that content profile. You cannot change a file's content profile by uploading a new version. See Section 43.8.1.2, "Uploading a File with a Content Profile" for information about selecting a content profile when a file is first uploaded.

  3. Select the file(s) to upload, in either of the following ways:

    • (In FireFox, Chrome, or Safari browsers) Select the file(s) in your local file system and drag them into the Upload New Version pane.

    • Or, click Select files to navigate to and select the file(s) you want to upload.

  4. In the Upload Document pane, optionally, provide a description of the file in the Description field.

  5. Click Upload.

    A new version of the file replaces the existing file. For information about viewing versions of a file, see Section 43.21, "Viewing and Deleting File Version History."

43.13 Renaming a Folder or File

In a Documents service task flow, you can rename a folder or file as described in the following sections:

Note:

To use Windows Explorer to rename folders and files in a space when the backend content repository is Content Server, see Section 48.4.2, "Working with Files Using Windows Explorer."

43.13.1 Renaming a Folder or File Using a Menu

To rename a folder or file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the folder or file you want to rename.

  2. Click the File menu, and select Rename, or right-click in the folder or file's row to display the context menu (Figure 43-54 and Figure 43-55) and select Rename.

    The Rename Folder or Rename Document dialog opens (Figure 43-96).

    Figure 43-96 Rename Document Dialog

    Rename Document dialog box

  3. In the Name field, enter a new folder or file name.

    Note:

    The following characters are not allowed in folder and file names

    \ / : [ ] * ' " | ?

    Letters, numbers, spaces, and periods (.) are allowed.

  4. Click Rename.

43.13.2 Renaming a File and Revising Its Description Through Properties

To rename a file or revise its description through its properties, see Section 43.22, "Viewing and Modifying Folder and File Properties."

43.14 Copying and Pasting Folders and Files

In a Documents service task flow, you can copy and paste folders and files in the following ways:

  • Use menu actions as described in the steps below.

  • Drag and drop into a target folder while pressing the Ctrl key. You can even drag and drop into another Documents service task flow on the same page as long as both task flows are connected to the same content repository.

  • Copy a file to your local file system, as described in Section 43.12.3, "Downloading a File."

To copy one or more folders (including all of its subfolders and files) or files using menu actions:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the folder(s) or file(s) you want to copy.

    To select multiple folders or files, Ctrl-click in the rows.

  2. Click the File menu, and select Copy, or right-click to display the context menu (Figure 43-54 and Figure 43-55) and select Copy.

  3. Navigate to the folder where you want to paste the copied folder(s) or file(s).

    You can also navigate to a folder in another Documents service task flow on the same or a different page as long as both task flows are connected to the same content repository.

  4. Click the File menu, and select Paste, or right-click to display the folder's context menu (Figure 43-54) and select Paste. After pasting, the Paste action becomes inactive in the current folder. You can continue to paste the copied content to other folders as needed.

    If you are copying into another Documents service task flow, you may need to refresh the target folder if the Paste menu action is not active (see Section 43.17, "Refreshing Folder Contents").

    The selected folder(s) and file(s) are copied to the current folder.

    Note:

    If a folder or file is deleted at the source location before pasting, it will not be copied to the paste location.

43.15 Moving Folders and Files

In a Documents service task flow, you can move folders and files in the following ways:

  • Use the menu actions as described in the steps below.

  • Drag and drop into a target folder. You can even drag and drop into another Documents service task flow on the same page as long as both task flows are connected to the same content repository.

Note:

To use Windows Explorer to move folders and files in a space when the backend content repository is Content Server, see Section 48.4.2, "Working with Files Using Windows Explorer."

To move one or more folders (including all of its subfolders and files) or files using menu actions:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the folder(s) or file(s) you want to move.

    To select multiple folders or files, Ctrl-click in the rows.

  2. Click the File menu, and select Cut, or right-click to display the context menu (Figure 43-54 and Figure 43-55) and select Cut.

  3. Navigate to the folder where you want to move the folder(s) or file(s).

    You can also navigate to a folder in another Documents service task flow on the same or a different page as long as both task flows are connected to the same content repository

  4. Click the File menu, and select Paste, or right-click to display the folder's context menu (Figure 43-54) and select Paste. After pasting, the Paste action becomes inactive in the current folder.

    If you are moving folders or files into another Documents service task flow, you may need to refresh the target folder if the Paste menu action is not active (see Section 43.17, "Refreshing Folder Contents").

    The selected folder(s) and file(s) are moved to the current folder.

    Note:

    If you do not paste the cut folder(s) or file(s), they are restored to the location where they were cut. If a folder or file is deleted at the source location before pasting, it will not be moved to the paste location.

43.16 Deleting Folders and Files

When you delete a folder, all the subfolders and files the folder contains are also deleted in the content repository. When you delete a folder, this action is not reflected in the Activity Stream in the Home space.

Notes:

To delete one or more folders or files:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the folder(s) or file(s) you want to delete.

    To select multiple folders or files, Ctrl-click in the rows.

  2. Click the File menu, and select Delete, or right-click to display the context menu (Figure 43-54 and Figure 43-55) and select Delete.

    The Delete dialog opens (Figure 43-97).

    Figure 43-97 Deleting a File

    Delete a File

  3. Click Delete to delete your selection from the content repository.

43.17 Refreshing Folder Contents

Refreshing the contents of the current folder retrieves all changes made in the content repository since the last retrieval.

To refresh folder contents:

  • On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click the View menu, and select Refresh Content.

  • In the Document List Viewer task flow, click the Refresh icon.

43.18 Hiding and Showing Folders

To hide or show the folders in a listing of folders and files:

  • On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click the View menu, and select Hide Folders.

    When folders are hidden, a checkmark displays alongside the Hide Folders menu selection.

43.19 Viewing, Entering, and Deleting Comments on a File

You can associate comments with a file to provide additional information that you want to convey to other users about the file. When you enter comment on a file, this action is not reflected in the Activity Stream in the Home space.

Note:

Users viewing a public document are not given the ability to comment on the document.

To view, enter, or delete comments on a file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file.

    Alternatively, you can view comments for an open file in the Document Viewer preview pane or Rich Text Editor (RTE).

  2. Depending on your view, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, open the Comments pane in any of the following ways:

      • Click the View menu, and select Details.

      • Right-click to display the file's context menu (Figure 43-55) and select Details.

      • Click the value in the Comments column (Figure 43-98) for the file. This value indicates the number of comments that have been entered for each file.

        Figure 43-98 Comments Column for a File

        Comments Column in Documents Task Flow

    • In the Document Viewer preview pane, scroll to the bottom of the document and click the Comments tab (Figure 43-99).

      Figure 43-99 Comments Pane

      Comments Pane

    • In the Rich Text Editor, scroll to the bottom of the HTML document, wiki, or blog post, and click the Comments tab (Figure 43-99).

  3. To add a comment, enter it in the input area, then click Comment to display your comment above the input area. The comment display is limited to 500 characters.

  4. To delete a prior comment that you have entered, click the Delete icon beneath the comment (Figure 43-100).

    Figure 43-100 Deleting a Comment

    Deleting a Comment

43.20 Working with Tags

Tags specify keywords related to the content of the file. Tags are useful for making a file more widely discoverable in search results.

To work with the tags for a file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file.

    Alternatively, you can view the tags of an open file in the Document Viewer preview pane or Rich Text Editor (RTE).

  2. Depending on your view, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, click the View menu, and select Details, or right-click to display the file's context menu (Figure 43-55) and select Details.

    • In the Document Viewer preview pane, scroll to the bottom of the document and click the Tags tab (Figure 43-101).

      S

      Figure 43-101 Tags Pane

      Tags Pane

    • In the Rich Text Editor, scroll to the bottom of the HTML document, wiki, or blog post, and click the Tags tab (Figure 43-101).

  3. In the Tags pane, enter new tags, and edit or delete existing tags as your permissions allow, then click Save.

    See Also:

    For information about tags in Spaces, see Chapter 59, "Working with the Tags Service."

43.21 Viewing and Deleting File Version History

If you edit and save a file, or upload a file with Always create a new version selected in the Upload dialog (Figure 43-102), Spaces creates a new version of the file if it already exists in the current folder. When a file has multiple versions, it has a version history.

Figure 43-102 Upload Document Screen (in FireFox browser)

Upload Document pane
Description of "Figure 43-102 Upload Document Screen (in FireFox browser)"

This section describes how to view a file's version history to track when a file was last revised, to determine which user revised it, and to delete a particular file version. For wiki documents and blog posts, you can also compare versions.

Note:

To use the the task pane available through Microsoft Office shared document management functionality to work with a Microsoft Word, Excel, or PowerPoint file's version history, see Section 48.3.3.11, "Working with File Version History."

To view or delete versions of a file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file.

    Alternatively, you can view comments for an open file in the Document Viewer preview pane or Rich Text Editor (RTE).

  2. Depending on your view, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, click the View menu, and select Details, or right-click to display the file's context menu (Figure 43-55) and select Details.

    • In the Document Viewer preview pane, scroll to the bottom of the document and click the History tab (Figure 43-103).

      Figure 43-103 History Pane

      Version History screen

    • In the Rich Text Editor, scroll to the bottom of the HTML document, wiki, or blog post, and click the History tab (Figure 43-103).

  3. Select a version of the file to display a preview of that version in the preview pane.

  4. To delete a particular version, select it in the History pane, then click Delete (Figure 43-104).

    Note:

    The Delete icon displays only if you have been granted delete permissions.

    Figure 43-104 Deleting a Version of a File

    Delete button on the Version History screen

  5. (For wiki documents and blog posts only) To compare a particular version with the current version of the file, select it in the History pane, then click Compare to open the Compare Versions dialog, showing the differences (Figure 43-105 and Figure 43-106).

    Figure 43-105 Comparing Older Version with Current Version (Wiki or Blog)

    Comparing Older Version with Current Version

    Figure 43-106 Compare Versions Dialog (Wiki or Blog)

    Compare Versions Dialog (Wiki or Blog)

43.22 Viewing and Modifying Folder and File Properties

Folder and file properties provide access to informational details. You can use file properties to perform activities such as rename a file, modify a file description, or change file metadata values.

Additionally, both folder and file properties provide read-only information about location, type, and creation and modification dates, and the users who created or last modified the folder or file.

To access folder or file properties, refer to the steps in the following sections:

43.22.1 Working with Folder Properties

To view folder properties:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the folder.

  2. Click the View menu, and select Details, or right-click to display the folder's context menu (Figure 43-54) and select Details.

    The Basic properties pane opens (Figure 43-107). Folder properties are not editable. To change the folder name, see Section 43.13, "Renaming a Folder or File."

    Figure 43-107 Folder Properties

    Folder Properties

43.22.2 Working with File Properties

To view or modify file properties:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file.

    Alternatively, you can view properties of an open file in the Document Viewer preview pane.

  2. Depending on your view, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, click the View menu, and select Details, or right-click to display the context menu (Figure 43-55) and select Details.

    • In the Document Viewer preview pane:

      • If the file type supports an in-place preview of the file contents, scroll to the bottom of the preview and click the Info tab (Figure 43-108).

      • If the file type does not support a preview (for example, .mp3 music files, video files, or .ini files), the preview pane displays the file properties (Figure 43-109).

      Figure 43-108 Document Viewer: File Properties in Tabbed Info Pane

      Document Viewer: File Properties in Tabbed Info Pane

      Figure 43-109 Document Viewer: File Properties in Preview Pane

      Document Viewer: File Properties in Preview Pane

  3. To modify the editable Basic properties, click Edit in the Basic properties area. In the Edit dialog (Figure 43-110), revise the file name and description as desired, then click Save.

    Note:

    The following characters are not allowed in file names:

    \ / : [ ] * ' " | ?

    Letters, numbers, spaces, and periods (.) are allowed.

    Figure 43-110 Edit Dialog for Basic Properties

    Edit Dialog for Basic Properties

  4. To modify the editable Advanced properties, click Edit in the Advanced properties area. In the Edit dialog (Figure 43-111), revise the property values as desired, then click Save.

    Note:

    To enable Edit functionality on Advanced properties, both of the following two requirements must be met:

    Figure 43-111 Advanced Properties Edit Dialog

    Advanced Properties Edit Dialog

    Note:

    Most advanced properties are unique to the content repository (such as Content Server) where the file is stored.

43.23 Setting Security Options on a Folder or File

Security can set be on a folder or a file through inheritance from the parent folder, or by setting custom permissions. If set on a folder, the security is propagated to child files and folders that do not already have their own custom permissions defined. A child file or folder (at any depth) that already has custom permissions defined will retain that security definition.

You must have Documents-Administration permission to set security options on a folder or file. For information about roles and permissions, see Section 54.2.1.2, "Understanding Permissions and Permission Models in a Space."

To set security options on a folder or file:

  1. Verify that the Spaces administrator has completed the prerequisite steps before setting security options on folder or file, as described in "Configuring Item Level Security between Content Server 11g and Spaces" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal.

  2. Open the Security Settings dialog (Figure 43-112) in any of the following ways:

    • On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the folder or file, then click the File menu, and select Security.

    • Right-click in the folder or file's row to display the context menu (Figure 43-54 and Figure 43-55) and select Security.

    • If you are already viewing a file in the Document Viewer preview pane, click the File menu, and select Security.

    Figure 43-112 Security Settings Dialog

    Security Settings Dialog

  3. Select the Access Method:

    • To specify that the folder or file should inherit access settings from the parent folder, select Inherit Parent Folder Permissions, then click OK to save your changes and exit the dialog.

    • To set custom access on the current folder or file, select Use Custom Permissions, and continue with the next steps.

  4. To grant access permissions to all authenticated users (that is, to users who are logged in to Spaces), click the Add Authenticated Role for Logged in User Access icon (Figure 43-113).

    Figure 43-113 Add Authenticated Role for Logged in User Access Icon

    Add Authenticated Role for Logged in User Access Icon

    The role authenticated-role is added under Role or User with default Read access to the folder or file, and the option to grant Administer, Delete, and Write permissions (Figure 43-114).

    Figure 43-114 authenticated-role Default Security Settings

    authenticated-role Default Security Settings

  5. To grant access permissions to all public users (that is, users who have not logged in to Spaces), click the Add Anonymous Role for Public Access (Figure 43-115).

    Figure 43-115 Add Anonymous Role for: Access Icon

    Add Anonymous Role for Public Access Icon

    The role anonymous-role is added under Role or User with default Read access to the file (Figure 43-116).

    Figure 43-116 anonymous-role Default Security Settings

    anonymous-role Default Security Settings

  6. To grant access permissions to selected members of the space, click Add Users or Add Groups to open the corresponding Search dialog where you can select users or groups to populate the list in the Security Settings dialog. For tips on searching for a user or group in the identity store, see Section 54.3.4.1, "Searching for a User or Group in the Identity Store."

  7. For each user, group, or role, grant access by selecting one or more access privileges from the Access columns: Administer, Delete, Write, and Read.

  8. Click OK to save your changes and close the Security Settings dialog.

43.24 Working with Links

Links provide a way to view, access, and associate related information by linking a file to a discussion, document, event, note, or URL. For example, you can create a link to associate a project plan document with a list of project issues. To create links, you must be granted the Links-Create Links permission.

Note:

If you create a link using the Select Resource or Add Resource icons in the RTE (see Table 43-8, "Rich Text Editor Toolbar Icons and Controls on Rich Text Tab"), the resulting inline link is not added to the Links tab associated with the details of the linking HTML document, wiki, or blog post. If you require a link to appear on the Links tab, you must add it using the Link to New and Link to Existing menus on the Links tab, as described in the steps below, which also adds a corresponding link on the Links tab for the linked resource.

To work with links associated with a file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file.

    Alternatively, you can view the links of an open file in the Document Viewer preview pane.

  2. Depending on your view, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, click the View menu, and select Details, or right-click to display the file's context menu (Figure 43-55) and select Details.

    • In the Document Viewer preview pane, scroll to the bottom of the document and click the Links tab (Figure 43-117).

      Figure 43-117 Links Pane

      Links Pane

  3. On the Links tab, click Link to New and select the required item to create and link to discussion forum topics, events, or notes; upload and link to documents, or enter the URL of a web page to link to (Figure 43-118).

    Figure 43-118 Adding a Link to a New Discussion, Document, Event, Note, or URL

    Adding a Link to a New item

  4. Click Link to Existing and select the required item to link to an existing announcement, discussion forum topic, document, or event (Figure 43-119).

    Figure 43-119 Adding a Link to an Existing Announcement, Discussion, Document, or Event

    Adding a Link to an Existing Item

The links that you add are listed on the Links tab for the document, and a corresponding link to the document is listed on the Links tab for the linked resource.

Figure 43-120 Link to Another Document

Link to Another Document

See Also:

For more information about creating links in Spaces, see Chapter 65, "Working with the Links Service."

43.25 Working with Recommendations

Note:

The Recommendations pane displays only if the Activity Graph service is configured in your application. For more information, see "Activity Graph Service Prerequisites" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal.

The Recommendations pane provides suggestions of other documents you might want to view, based on the current document. This list uses the Similar Items task flow of the Activity Graph service. For more information, see Section 60.2.4, "Working with the Similar Items Task Flow."

To work with the recommendations for a file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file.

    Alternatively, you can view the links of an open file in the Document Viewer preview pane.

  2. Depending on your view, perform one of the following actions:

    • On the Documents page or in a Documents service task flow, click the View menu, and select Details, or right-click to display the file's context menu (Figure 43-55) and select Details.

    • In the Document Viewer preview pane, scroll to the bottom of the document and click the Recommendations tab (Figure 43-121).

      Figure 43-121 Recommendations Pane

      Recommendations Pane

  3. Click the Display Options icon (Figure 43-122) to open the Display Options dialog (Figure 43-123), where you can select the items you want to show on the Recommendations tab.

    Figure 43-122 Recommendations Display Options Icon

    Recommendations Display Options Icon

    Figure 43-123 Display Options for Recommendations

    Display Options for Recommendations

  4. In the Recommendations pane:

    • Click the Delete icon to delete the associated recommendation.

    • Click the link text for each recommendation to view that document.

    • Click the Refresh icon to display the most recent recommendations.

See Also:

For more information about working with recommendations, see Chapter 60, "Working with the Activity Graph Service."

43.26 Opening or Saving PDF Files

From the Document Viewer preview pane, you can open or save the PDF version of the currently open file to your local file system. This choice is available for any file type for which Content Server is configured to convert to PDF.

Note:

To enable the conversion of wikis and blogs into PDF, your application administrator must configure the WebCenter Conversion component, as described in "Enabling the Conversion of Wikis and Blogs into PDFs" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter Portal.

To open or save a file in PDF:

  • In the Document Viewer preview pane, click the View menu, and select:

    • Open as PDF to open the file in a new tab in your browser in Adobe Acrobat Reader's PDF Viewer plug-in.

    • Download PDF to open a browser dialog where you can save the file to your local file system as a PDF file.

43.27 Sharing the URL for a Folder or File

With appropriate permissions, users can directly access folders and files by clicking the URL, or entering it in a browser. You can retrieve and share the URL to a folder or file in several ways, as described in the following sections:

43.27.1 Retrieving the URL for a Folder or File

Every folder and file that resides in a connected content repository can be accessed through a direct URL, which you can provide to other users. If they have permissions to access the folder or file, they can click the URL link to open the folder or file directly in a Spaces application, open the file in its default application, or save the file to their local file system.

To retrieve the URL for a folder or file:

  1. Open the Get a Link dialog in any of the following ways:

    • On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the folder or file, then click the View menu, and select Get a Link.

    • Right-click in the folder or file's row to display the context menu (Figure 43-54 and Figure 43-55) and select Get a Link.

    • If you are already viewing a file in the Document Viewer preview pane, click the View menu, and select Get a Link.

    The Direct URL provides a direct link to open the folder or file in Spaces application. For files, the Download URL provides a direct link to allow users to open the file in its default application, or choose to save the file to their local file system (Figure 43-124).

    Figure 43-124 Clicking Download URL Value in Get a Link Dialog

    Clicking Download URL Value in Get a Link Dialog

  2. Drag your mouse pointer over the URL to select it, then press Ctrl-c to copy it so that you can paste it wherever you need it.

43.27.2 Mailing the URL for a Folder or File

From the Document Viewer preview pane, you can send a mail message to other users with the body of the message populated with the direct URL to the currently open folder or file. If the folder or file is in a space, the direct URL to the space is also included.

Note:

To use the task pane available through the Microsoft Office shared document management functionality to send a message to any user who has a mail address defined in Spaces, see Section 48.3.3.13, "Sending a Message."

To send the URL to folder or file in a mail message:

  1. Open the folder or file in the Document Viewer preview pane in either of the following ways:

    • On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the folder or file, then click the View menu, and select Details.

    • Right-click in the folder or file's row to display the context menu (Figure 43-54 and Figure 43-55) and select Details.

  2. In Document Viewer preview pane, click the File menu, and select Send Mail to open the mail message in your default mail application.

  3. Modify the mail message as desired, and send it.

43.27.3 Publishing the URL for a File to Activity Streams

You can publish the URL for the currently open file to the Activity Stream on the Home page of the current space, and to the personal Activity Stream in the Home space for all users or groups who have permissions to access to the file.

Note:

To share your personal files and other items with others, see Section 37.3, "Sharing Files, URLs, and Streamed Items with Other Users."

To publish a file's URL to activity streams:

  1. Open the Share dialog (Figure 43-125) in any of the following ways:

    • On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the file, then click the File menu, and select Share.

    • Right-click in the file's row to display the context menu (Figure 43-54 and Figure 43-55) and select Share.

    • If you are already viewing a file in the Document Viewer preview pane, click the File menu, and select Share.

    Figure 43-125 Share Dialog

    Publish URL to Activity Stream Dialog

  2. Optionally, enter a comment to appear with the URL.

  3. Click Publish.

    The URL to the file is added to the Activity Stream on the Home page of the current space, and to the personal activity streams for all users or groups who have permission to access the file, along with your comments, if any.

43.28 Subscribing to a File

To receive notifications about the activities on a file, you can subscribe to it. Whenever a user comments on, likes, updates, or deletes the file, you will be notified through your selected messaging channel.

See Also:

For more information, see Section 39.2, "Establishing and Managing Your Messaging Channels and Filters."

To subscribe to a file:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click the file to open it in the Document Viewer preview pane.

  2. From the File menu, select Subscribe.

  3. If you no longer wish to monitor the activities on a file, click the File menu, and select Unsubscribe.

43.29 Liking and Unliking a File

To indicate that a file is of particular interest to you, you can "like" it. Liking a file simply highlights the Like icon for the file to show that you have given it this preference. If a file is already liked, you can "unlike" it if you no longer wish to highlight it in any way. If a number greater than zero displays alongside the Like icon, you can click the number to view a list of other users who have "liked" the file.

See Also:

For more information, see Chapter 37, "Liking, Commenting On, and Sharing Objects."

To like or unlike a file:

  1. Click the Like icon for the file in either of the following locations:

    • On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click the Like icon in the file's row (Figure 43-126).

      Figure 43-126 Like Icon in Documents Service Task Flow: Like This File

      Like Icon in Documents Task Flow

    • In the Document Viewer preview pane, click the Like icon in the menu bar (Figure 43-127).

      Figure 43-127 Like Icon in Document Viewer: Like this File

      Like Icon in Document Previewer

    The number alongside the Like icon (Figure 43-128) indicates the number of users that like the file. You can click the number to view a list of other users who have "liked" the file.

    Figure 43-128 Like Icon Count

    Like Icon Count

  2. To "unlike" the file if you no longer wish to highlight it in any way, click the Like icon (Figure 43-129).

    Figure 43-129 Like Icon in Document Viewer: Unlike this File

    Like Icon in Document Viewer: Unlike this File

43.30 Adding a Folder or File to Your Favorites

For quick access to a folder or file (including wki documents and blog posts), you can add it to your personal favorites.

See Also:

For more information, see Chapter 40, "Creating and Managing Your Personal Favorites."

To add a folder file to your personal Spaces favorites:

  1. Open the folder or file in the Document Viewer preview pane in either of the following ways:

    • On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click in the row of the folder or file, then click the View menu, and select Details.

    • Right-click in the folder or file's row to display the context menu (Figure 43-54 and Figure 43-55) and select Details.

  2. In Document Viewer preview pane, click the File menu, and select Add To Favorites (Figure 43-130).

    Figure 43-130 Adding a File to Personal Favorites

    Adding a File to Personal Favorites

43.31 Searching for Documents

In addition to the WebCenter Search service, which searches a particular space or across an entire Spaces application (see Chapter 58, "Working with the Search Service"), the Documents service provides its own search engine for file searches. A Documents service search saves time and increases the relevancy of results by narrowing the scope of a search to files.

In Spaces, the Documents service search searches within a specific space root folder. In a WebCenter Portal: Framework application, the it searches through all files to which you have access.

Note:

When searching for content stored in the connected Content Server repository, full-text search must be enabled in Content Server through either of the following methods:

The Oracle Secure Enterprise Search (SES) adapter does not need to be configured to use the Documents service search.

The Documents service search is exposed in the Document Manager, Document Explorer, and Folder Viewer task flows. It provides two levels of search: Basic and Advanced. To perform Basic and Advanced searches for files, refer to the following sections:

43.31.1 Running a Basic Document Search

A basic document search searches the connected content repository for the specified file name. To include more search criteria, see Section 43.31.2, "Running an Advanced Document Search."

To perform a basic document search:

  1. On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, enter a full or partial file name in the Filter field (Figure 43-131). You can use * as a wild card character; for example: *.jpg.

    Figure 43-131 Filter Field

    Filter field in documents task flow

  2. Press the Enter key, or click the Search icon.

    The search results pane displays files matching the search string (Figure 43-132).

    Figure 43-132 Search Results Pane

    Document search results

    In the search results pane, the presence of the highlighted area indicates that you're looking at the results of a query, not the contents of a folder. Look in the Location column to determine where a file or folder is located. Alternatively, click the file name to open it from the Search Results pane.

  3. In the Search Results pane:

    • Click the Clear action to clear the Filter field and return to the default folder display.

    • Click Edit Search Criteria action to open the Advanced Search dialog, where you can specify additional search criteria, as described in Section 43.31.2, "Running an Advanced Document Search."

43.31.2 Running an Advanced Document Search

You can specify more granular search options to search the connected content repository to generate results for a specified file name, keywords, folder, content type, dates, users, or properties that are defined for the selected content profile.

To perform an advanced document search:

  1. Open the Advanced Search dialog in either of the following ways:

    • On the Documents page or in a Document Explorer, Document Manager, or Folder Viewer task flow, click Advanced next to the Filter field.

    • Click Edit Search Criteria in the highlighted toolbar area of the Search Results pane (Figure 43-132).

    The Advanced Search dialog opens (Figure 43-133).

    Figure 43-133 Advanced Search Dialog

    Advanced Search dialog
    Description of "Figure 43-133 Advanced Search Dialog"

  2. Enter search terms in one or more of the fields:

    • File Name: Enter a full or partial file name. You can use * as a wild card character; for example: *.jpg..

    • Keywords: Enter any keywords related to the content of the file.

    • Look In: Click the Browse icon to open a list of content repository folders, then drill down to the desired folder.

    • Content Type: Select All Content Types to retrieve content items regardless of the content type. Or, select from the list the name of a content type profile defined in the Content Server repository. A content type profile specifies the properties that define a specific type of content (for example, a press release, or a news flash, or an image). The content type IDC:GlobalProfile is the name of a default content profile defined in Content Server that can be applied if no other content profiles are defined.

    • Limit Results: Specify the maximum number of files to be returned by the search.

    • Dates: In the Created and/or Last Modified fields, select a modifier to search for files matching an exact date (is), a following date (is after), a preceding date (is before), or a date between two other dates (is between).

      Selecting is between adds an additional date field for entering the end date (Figure 43-134). Enter a beginning date and an end date; the end date is not inclusive.

      Figure 43-134 Dates Search Pane

      Dates Search pane

      Click the Select Date icon to select a date in the correct format (mm/dd/yy), for example 11/18/11, or enter a date manually.

    • Users: In the Created By and Last Modified By fields, enter a user name to search for files that the user created (uploaded) or last modified. Click the Browse icon to open the Search Users dialog where you can select from a list of users or search for a user name. For tips on searching for a user in the identity store, see Section 54.3.4.1, "Searching for a User or Group in the Identity Store."

      Note:

      In the Spaces application, when you search in a space, the user selection list and the user search find user names for current members of the space.

    • Additional Query Filters: Not applicable when Content Type is set to All Content Types. For a selected content type profile (prefixed IDC), click the Add icon (Figure 43-135) to list all the properties that are defined for the selected profile. Select one or more properties to refine the query to find files with specific property settings.

      Figure 43-135 Additional Query Filters Search

      Filters Search Pane

  3. Click Search to execute the advanced search.

    Files matching the search criteria display in the Search Results pane.

43.32 Troubleshooting Documents Service Issues

This section includes the following subsections:

43.32.1 Document Permissions Not Working in a Space

If a user cannot perform certain actions on documents, even though they are granted appropriate Document permissions in the space, do one of the following:

Note:

You must be the space moderator or have the Manage Membership permission to grant permissions in the space.

If multiple users cannot perform actions on documents, even though they are granted appropriate permissions in the space, try editing the role to which the affected users are assigned:

  1. Identify the membership role that the affected users have and note down the current permission set. See Section 54.2.3, "Viewing and Editing Permissions of a Space Role."

  2. Deselect all permissions for the role, and click Save.

  3. Edit the role again, select all required permissions for the role, and click Save.

43.32.2 Document Permissions Not Granted When Creating a Space

If you see the following error when you create a space based on a template that includes the Documents service, an error occurred while attempting to grant permissions for the new space on the back-end content server:

Granting permissions for Documents failed

Ask your system administrator to review the Spaces application log (at DOMAIN_HOME/servers/WC_Spaces/logs/WC_Spaces-diagnostic.log) to see if any messages indicate the source of the error. If the cause of the error is not clear, try resetting Document permissions on each role in the space:

  1. Edit permissions for each role in turn. See Section 54.2.3, "Viewing and Editing Permissions of a Space Role."

  2. Deselect any Document permissions set for the role, and click Save.

  3. Edit the role again, select the required permissions for the role, and click Save.

  4. Repeat for all the roles in the space.

Failures, if any, are logged in the Spaces application log.