17 Creating and Managing Documents

This chapter describes how to create and manage content in WebCenter Portal.

This chapter contains the following topics:

Permissions:

To perform the tasks in this chapter on your personal pages, you need the application-level permission Pages: Create, Edit, and Delete Pages. Users with this permission can create and manage their personal pages in the Home portal.

To perform the tasks in this chapter on portal pages, you need the portal-level permissions Customize Pages and Edit Content and Create and Edit Documents (which includes delete permissions on documents that you create), granted by the portal moderator. To delete documents that are not your own, you must have Delete Documents permission.

To set security on a document in a portal, you must have Documents: Administration permission, granted by the portal moderator.

17.1 About Creating and Managing Documents in WebCenter Portal

In WebCenter Portal, you can create and manage documents at runtime in a variety of ways:

17.1.1 About the Document Explorer

The Document Explorer displays a list of folders and files in two panes. The left pane shows folders in a nested hierarchy, and the right pane shows the contents of the currently selected folder (Figure 17-2).

Figure 17-2 Document Explorer

Description of Figure 17-2 follows
Description of "Figure 17-2 Document Explorer"

If you see only a single pane (default), click the Restore Pane icon at the middle-left of the list of documents.

Conversely, click the Collapse Pane icon at the middle-left to hide the left pane.

In the Document Explorer, 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) or if you are using an Apple iOS device, the preview pane displays the file properties (see Section 17.1.4, "About the Document Viewer") rather than a preview of the file content.

  • 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 17.2, "Actions for Working with Folders and Files").

    Alternatively, right-click a folder or file to display a context menu of available actions.

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

17.1.2 About the Document Manager

The Document Manager displays folders and files as specified by its Layout property, which is set by the application specialist:

  • 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 17-3). This layout is very similar to the Document Explorer.

  • 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 17-4).

  • 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 17-5). This layout may be familiar to Mac OS X users.

Figure 17-3 Document Manager: Explorer Layout

Description of Figure 17-3 follows
Description of "Figure 17-3 Document Manager: Explorer Layout"

Figure 17-4 Document Manager: Table Layout

Description of Figure 17-4 follows
Description of "Figure 17-4 Document Manager: Table Layout"

Figure 17-5 Document Manager: Tree Table Layout

Description of Figure 17-5 follows
Description of "Figure 17-5 Document Manager: Tree Table Layout"

In the Document Manager, 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) or if you are using an Apple iOS device, the preview pane displays the file properties (see Section 17.1.4, "About the Document Viewer") rather than a preview of the file content.

  • 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 17.2, "Actions for Working with Folders and Files").

    Alternatively, right-click a folder or file to display a context menu of available actions.

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

17.1.3 About the Folder Viewer

The Folder Viewer displays the contents of a folder in a single pane as a flat listing (Figure 17-6), 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.

Figure 17-6 Folder Viewer

Description of Figure 17-6 follows
Description of "Figure 17-6 Folder Viewer"

In the Folder Viewer, 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 the Document Viewer preview pane, 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) or if you are using an Apple iOS device, the preview pane displays the file properties (see Section 17.1.4, "About the Document Viewer") rather than a preview of the file content.

  • 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 17.2, "Actions for Working with Folders and Files").

    Alternatively, right-click a folder or file to display a context menu of available actions.

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

17.1.4 About the Document Viewer

The Document Viewer displays the contents and/or properties of a folder or file (Figure 17-7).

Figure 17-7 Document Viewer

Description of Figure 17-7 follows
Description of "Figure 17-7 Document Viewer"

The Document Viewer displays different content depending on the type of item selected to appear (folder, wiki document, Microsoft file, image, and so on):

  • Toolbar with menus and actions

    For all item types; the options differ depending on the item type (see Section 17.2, "Actions for Working with Folders and Files")

  • File preview

    For files that support a preview (for example, wiki documents, Microsoft files, images, PDFs)

  • Basic properties: the folder or file name, content repository identifier, item type, size (for files), date and time folder or file was created, who created it, date and time folder or file was last modified, and who modified it

    For folders, Microsoft files, and files that do not support a preview (for example, .mp3 music files, video files, or .zip files)

  • Advanced properties

    For Microsoft files and files that do not support a preview

  • 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.

17.2 Actions for Working with Folders and Files

The actions for working with folders and files available in the Document view toolbars (menus and buttons) and context menus are summarized in the following sections:

17.2.1 Folder and File Actions in List Viewers

Table 17-1 summarizes the folder and file management options when viewing a listing of folders and/or files (for example, on the Documents page, in the Document Manager, in the Document Explorer, in the Folder Viewer, or in the Document List Viewer). These options are available from the menus and buttons in the viewer toolbars and from the context menu that appears when you right-click a folder or file.

Table 17-1 Actions for Folders and Files

Location Actions Applicable to: Description

File menu or context menu

Edit or Edit with Application

file

For a selected file, opens the file in-place and automatically checks the file out. Wiki documents and HTML files open in RTE; Office files open in their corresponding application. See Section 17.8.4, "Editing Files In-Place."

Available for wiki documents, blog posts, HTML, and Microsoft Office (Word, Excel, and PowerPoint) files only.

File menu or context menu

Upload New Version

file

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 17.8.5, "Uploading a New Version of an Existing File."

Not available for wiki documents or blog posts.

File menu and context menu

Check Out

file

For a selected file, checks the file out, locking it for update by other users. See Section 17.8.1, "Checking a File Out."

Not available for wiki documents or blog posts.

File menu and context menu

Cancel Check Out

file

For a selected file, cancels the checked out status without updating it, unlocking it to allowing other users to update it. See Section 17.8.1, "Checking a File Out."

Not available for wiki documents or blog posts.

File menu

New Folder

folder

Opens the Create Folder dialog where you can specify a name for a new folder. See Section 17.4, "Creating a Folder."

File menu and context menu

Rename

folder or file

Opens the Rename dialog where you can rename the selected folder or file. See Section 17.9.1, "Renaming a Folder or File Using a Menu."

File menu and context menu

Cut

folder or file

Stores the path to the selected folder(s) or 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 folder or file is deleted at the source location before pasting, it will not be moved to the paste location. See Section 17.11, "Moving Folders and Files."

File menu and context menu

Copy

folder or file

Stores the path to the selected folder or file to paste as a copy elsewhere. If a folder or file is deleted at the source location before pasting, it will not be copied to the paste location. See Section 17.10, "Copying and Pasting Folders and Files."

File menu

Paste

folder or file

Pastes the folder or file in the buffer to the current folder. See Section 17.10, "Copying and Pasting Folders and Files."

File menu and context menu

Delete

folder or file

Deletes the selected folder or file. See Section 17.12, "Deleting Folders and Files."

File menu and context menu

Share

file

Opens a dialog where you specify the users, groups, or select a portal where the URL for the selected file will be published in Activity Streams, along with a message. See Section 17.21.3, "Publishing the URL for a File to Activity Streams."

File menu and context menu

Security

folder or file

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 17.22, "Setting Security Options on a Folder or File."

Available only if your system administrator has configured item-level security between Content Server and WebCenter Portal.

Context menu

Open

folder or file

Opens a folder to display its contents and make it the top-level folder. See Section 17.6.1, "Opening a Folder."

View menu and context menu

Details

folder or file

Opens the folder or file in the Document Viewer, where you see the properties and/or preview of the folder or file. For more information, see Section 17.1.4, "About the Document Viewer."

View menu and context menu

Get a Link

folder or file

Opens the Get a Link dialog, where Direct URL provides a direct link to open the folder or file in WebCenter Portal. 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 17.21, "Sharing the URL for a Folder or File."

View menu

Containing Folder Info

folder or file

Opens the Properties pane of the parent folder of the current folder or file. See Section 17.17, "Working with Folder and File Properties."

View menu

Refresh Content

folder or file

Retrieves the contents of the current folder from the content repository to reflect all changes since the last retrieval. See Section 17.13, "Refreshing Folder Contents."

View menu

Hide Folders

folder or file

Refreshes the listing to show only files in the current folder, or show folders if this action is currently active. See Section 17.14, "Hiding and Showing Folders."

View menu

Columns submenu

folder or file

Provides a submenu to select the columns that you want to display. See Section 17.3.1, "Hiding and Showing Columns."

View menu

Reorder Columns

folder or file

Opens the Reorder Columns dialog where you can organize the displayed columns into a different order. See Section 17.3.2, "Reordering Columns."

View menu

New Wiki Document

file

Opens 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 17.5.2, "Creating a Wiki Document."

Not available in the Document List Viewer.

Button on toolbar

Upload

file

Opens a panel where you can upload files from your local file system or a network drive. See Section 17.5.1, "Uploading Files."

Not available in the Document List Viewer.

Button on toolbar and context menu

Download

file

Opens a dialog to save files to your local file system. See Section 17.8.3, "Downloading a File."

Not available in the Document List Viewer.

17.2.2 Folder and File Actions in the Document Viewer

Table 17-2 summarizes the folder and file management options in the Document Viewer or the Document Viewer preview pane or window.

The Document Viewer preview pane or window opens when you:

  • Right-click a folder and choose Details from the folder context menu 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) or if you are using an Apple iOS device, the preview pane displays the file properties (see Section 17.1.4, "About the Document Viewer") rather than a preview of the file content.

Table 17-2 Document Viewer Preview Pane Actions for Folders and Files

Location Actions Applicable to: Description

File menu

Send Mail

folder or file

Opens your mail application with the body of the mail message showing the direct URL to the currently open folder or file, as well as the URL to the current portal, if applicable. See Section 17.21.2, "Mailing the URL for a Folder or File."

File menu

Subscribe

file

Activates monitoring of the activities on a file. Whenever any change is made to the file, you will be notified in your personal Activity Stream in the Home portal. See Section 17.23, "Subscribing to a File."

File menu

Share

file

Opens a dialog where you specify the users, groups, or select a portal where the URL for the selected file will be published in Activity Streams, along with a message. See Section 17.21.3, "Publishing the URL for a File to Activity Streams."

File menu

Add To Favorites

folder or file

Adds the selected folder or file to your WebCenter Portal Favorites list. See Section 17.25, "Adding a Folder or File to Your Favorites."

File menu

Check Out

file

Checks the current file out, locking it from update by other users. See Section 17.8.1, "Checking a File Out."

Not available for wiki documents or blog posts.

File menu

Workflow Settings

folder

Opens the Workflow Settings dialog, where you can assign workflow to the selected folder in a portal. For more information, see the "Assigning a Workflow to a Folder in a Portal" section in Oracle Fusion Middleware Building Portals with Oracle WebCenter Portal.

Available only when the connected content repository is Content Server and your system administrator has completed the prerequisite configuration.

File menu

Security

folder or file

Opens the Security Settings dialog, where you can set custom access permissions for the selected folder or file, or select to inherit the permissions of the parent folder. For more information, see Section 17.22, "Setting Security Options on a Folder or File."

Available only if your system administrator has configured item-level security between Content Server and WebCenter Portal.

File menu

Annotate with AutoVue

file

Opens the selected file in the AutoVue file viewer on Content Server, where you can provide comments and individualized mark-up. For more information, see Section 18.3, "Collaborating on Documents Using Oracle AutoVue."

Available only when Oracle AutoVue is installed and your system administrator has configured Oracle AutoVue functionality.

View menu

Open in Browser

file

Opens the current file in your default browser application. See Section 17.6.2, "Opening a File."

Available for images, text, wiki documents, and HTML files only.

View menu

Open as PDF

file

Opens the current file in the Document Viewer preview pane in PDF. See Section 17.6.2, "Opening a File" and Section 17.6.3, "Opening or Saving PDF Files."

Available for any file type for which Content Server is configured to convert to PDF.

View menu

Download PDF

file

Opens a browser dialog where you can choose to open the file with Adobe Acrobat Reader, or save it to your local file system as a PDF file. See Section 17.8.3, "Downloading a File" and Section 17.6.3, "Opening or Saving PDF Files."

Available for any file type for which Content Server is configured to convert to PDF.

View menu

Comments

file

Opens the Comments pane for the current file in the tabbed pane area at the bottom of the Document Previewer, providing a text input area where you can enter a comment for the file. See Section 13.4, "Commenting on Items."

View menu

Version History

file

Opens the History pane for the currently selected file in the tabbed pane area at the bottom of the Document Previewer, showing the existing versions of the file, where you can delete selected versions. See Section 17.16, "Viewing and Deleting File Version History."

View menu

Info

file

Opens the Info pane for the currently selected file in the tabbed pane area at the bottom of the Document Previewer, where you can view and edit Basic and Advanced properties. See Section 17.17, "Working with Folder and File Properties."

View menu

Get a Link

folder or file

Opens the Get a Link dialog for the current folder or file, where Direct URL provides a direct link to open the folder or file in WebCenter Portal, and the Download URL provides a direct link to allow users to open the folder or file in its default application, or choose to save the file to their local file system. See Section 17.21, "Sharing the URL for a Folder or File."

View menu

Refresh Content

folder or file

Retrieves the current folder or file from the content repository to reflect all changes since the last retrieval.

Button on toolbar

Edit or Edit with Application

file

For a selected file, opens the file in-place and automatically checks the file out. Wiki documents and HTML files open in RTE; Office files open in their corresponding application. See Section 17.8.4, "Editing Files In-Place."

Available for wiki documents, blog posts, HTML, and Microsoft Office (Word, Excel, and PowerPoint) files only.

Button on toolbar

Upload New Version

file

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 17.8.5, "Uploading a New Version of an Existing File."

Not available for wiki documents or blog posts.

Button on toolbar

Download

file

Opens a dialog to download the current file to your local file system. See Section 17.8.3, "Downloading a File."

Button on toolbar

Select Template

file

Opens the Select Template dialog, where you can choose 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.

Note: The Document Viewer is intended to provide only a preview of Site Studio content based on a selected template. To publish the content on a page, your application specialist can use Content Presenter.

17.3 Personalizing Your View of Documents

Documents supports personalizations that enable you to change your own view of documents 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:

17.3.1 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:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, click the View menu, and select Columns (Figure 17-8).

    Figure 17-8 Columns Menu in Document Explorer

    Description of Figure 17-8 follows
    Description of "Figure 17-8 Columns Menu in Document Explorer"

  2. Select the columns you want to show through one of the following methods:

    • Select Show All to display all available columns.

    • Select or deselect individual columns in the Columns menu to show or hide them.

    • Click Manage Columns, then in the Manage Columns dialog (Figure 17-9), move columns to the Hidden Columns or Visible Columns boxes as desired. Click OK when you are finished.

      Figure 17-9 Manage Columns Dialog

      Description of Figure 17-9 follows
      Description of "Figure 17-9 Manage Columns Dialog"

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

17.3.2 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:

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

    The Reorder Columns dialog opens (Figure 17-10).

    Figure 17-10 Reorder Columns Dialog

    Description of Figure 17-10 follows
    Description of "Figure 17-10 Reorder Columns Dialog"

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

17.3.3 Sorting Files and Folders

Sorting columns enables you to quickly rearrange the order of files and folders in your view. Each column provides a one-click sorting feature that you can use to instantly rearrange all 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:

  1. On the Documents page or in the Document Explorer, Document List Viewer, Document Manager, or Folder Viewer, 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 17-11).

    Figure 17-11 Sort Ascending and Sort Descending Icons

    Description of Figure 17-11 follows
    Description of "Figure 17-11 Sort Ascending and Sort 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.

17.4 Creating a Folder

With appropriate permissions, you can create a folder in any document container (Documents viewer) that displays folders. The new folder is created at the same level as the current location. When you create a new folder, this action is not reflected in the Activity Stream.

If you create a subfolder in a parent folder that is assigned a workflow (see the "Assigning a Workflow to a Folder in a Portal" section in Oracle Fusion Middleware Building Portals with Oracle WebCenter Portal), the subfolder inherits the workflow assignment of the parent folder.

Note:

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

To create a folder:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 17-12).

    Figure 17-12 Create Folder Dialog

    Description of Figure 17-12 follows
    Description of "Figure 17-12 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.

17.5 Creating a File

You can create new files in the connected content repository using Documents by either uploading a file, or creating a new wiki document, as described in the following sections:

17.5.1 Uploading Files

Notes:

  • If your system administrator has configured a maximum upload size, uploading large files (size greater than 250MB) in Microsoft Internet Explorer 9 (running with Flash) takes longer time to display the upload progress percentage and to complete the upload. This is expected behavior. For more information, see the "Changing the Maximum File Upload Size" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal.

  • WebCenter Portal 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 WebCenter Portal, see Chapter 15, "Working with Wikis."

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 17.8.5, "Uploading a New Version of an Existing File."

Note:

Other methods to upload files when the back-end content repository is Content Server are:

  • Create a Windows network place to a portal, then use Windows Explorer to add files of any type, as described in Section 19.4, "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 19.3.4.1, "Adding a File."

  • Use WebDAV, which is installed with Content Server out-of-the-box, to establish a connection to your WebCenter Portal application, then drag and drop content in your Content Server repository to the folder assigned to the target portal, or drag and drop content between portals. 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 the "Batch Loading Content" section 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 the Document Explorer, Document Manager, or Folder Viewer on a page, navigate to the folder for the file(s) you plan to upload or create a new folder (see Section 17.4, "Creating a Folder").

  2. Click Upload.

    The Upload Document pane opens (Figure 17-13 shows the pane in FireFox, shows the pane in Internet Explorer), providing an area where you can add the file(s) to be uploaded.

    Figure 17-13 Upload Document Pane (in FireFox Browser)

    Description of Figure 17-13 follows
    Description of "Figure 17-13 Upload Document Pane (in FireFox Browser)"

    Figure 17-14 Upload Document Pane (in Internet Explorer Browser)

    Description of Figure 17-14 follows
    Description of "Figure 17-14 Upload Document Pane (in Internet Explorer Browser)"

  3. Follow the steps in one of the following sections:

17.5.1.1 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, your system administrator must configure both of the following requirements:

  • Users must access the WebCenter Portal application through Oracle HTTP Server (OHS) to expose Content Server and the WebCenter Portal application under the same host and port. For information about setting up OHS as the front-end to WebCenter Portal, see the "Configuring Content Server" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal.

  • WebCenter Portal must be connected to a Content Server repository, with the webContextRoot parameter set to a Content Server host name. For information on setting webContextRoot, see the "Registering Content Repositories for WebCenter Portal or Portal Framework Applications" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal. For information on setting webContextRoot through WLST, see the "createJCRContentServerConnection" and "setJCRContentServerConnection" sections in Oracle Fusion Middleware WebLogic Scripting Tool Command Reference.

To upload a file associated with a content profile:

  1. Select the profile from the Upload Profiles list (Figure 17-15)

    Figure 17-15 Selecting Content Profile for a File

    Description of Figure 17-15 follows
    Description of "Figure 17-15 Selecting Content Profile for a File"

    The Profile Upload pane displays the Content Check In Form, with metadata fields for the selected content profile (Figure 17-16).

    Figure 17-16 Content Profile Metadata Fields

    Description of Figure 17-16 follows
    Description of "Figure 17-16 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 check-in. Mandatory fields are identified in the dialog by an asterisk and red text.

    For information about content profile metadata field requirements for Content Server, see the "Checking In Files" chapter in Oracle Fusion Middleware User's Guide for Oracle Content Server. 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 check-in 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 WebCenter Portal. 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 WebCenter Portal, see the "Creating Content Profiles in Content Server" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal.

  4. Click Check In.

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

17.5.1.2 Uploading One or More Files without a Content Profile

To upload one or more files without an associated content profile:

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

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

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

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

  3. 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, and be provided with options.

  4. Click Upload.

    • 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 17.16, "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.

    • 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.

    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 17.16, "Viewing and Deleting File Version History."

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

      Note:

      If the connected content repository does not support versioning, this selection is Overwrite the existing file to replace the existing file with the new file.

      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.

17.5.2 Creating a Wiki Document

In addition to uploading files (see Section 17.5.1, "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 WebCenter Portal, see Chapter 15, "Working with Wikis."

17.6 Opening a Folder or File

This section describes opening folders/files and downloading/saving files in the following sections:

17.6.1 Opening a Folder

You can open a folder to display its contents, which does not display folders.

Note:

Other methods to open folders when the back-end 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 the Document Explorer, Document Manager, or Folder Viewer on a page, either:

    • Click the folder name.

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

17.6.2 Opening a File

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

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

Note:

Another method to open files when the back-end content repository is Content Server is:

To open a read-only view of a file:

  • On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 17-17) or in a slide viewer (Figure 17-18).

      Figure 17-17 File Preview in PDF Viewer

      Description of Figure 17-17 follows
      Description of "Figure 17-17 File Preview in PDF Viewer"

      Note:

      To enable the slide preview functionality, your system administrator must configure all of the following requirements:

      • Users must access the WebCenter Portal application through Oracle HTTP Server (OHS) to expose Content Server and the WebCenter Portal application under the same host and port. For information about setting up OHS as the front-end to WebCenter Portal, see the "Configuring Content Server" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal.

      • WebCenter Portal must be connected to a Content Server repository, with the webContextRoot parameter set to a Content Server host name. For information on setting webContextRoot, see the "Registering Content Repositories for WebCenter Portal or Portal Framework Applications" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal. For information on setting webContextRoot through WLST, see the "createJCRContentServerConnection" and "setJCRContentServerConnection" sections in Oracle Fusion Middleware WebLogic Scripting Tool Command Reference.

      • Oracle WebCenter Content settings for document conversion using IBR must be configured correctly.

      Figure 17-18 File Preview in Slide Viewer (see Note)

      Description of Figure 17-18 follows
      Description of "Figure 17-18 File Preview in Slide Viewer (see Note)"

    • 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 17.8, "Editing or Updating a File."

17.6.3 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.

Notes:

  • To enable the conversion of wikis and blogs into PDF, your system administrator must configure the WebCenter Conversion component, as described in the "Enabling the Conversion of Wikis and Blogs into PDFs" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal.

  • Only images that have been added through the Rich Text Editor (RTE) using the Embed Image feature are visible in the generated PDF. Images referenced with an external URL do not display in the PDF. For information on the RTE, see Section 17.7, "Using the Rich Text Editor (RTE)."

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.

17.7 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 17-19 shows create mode, and Figure 17-20 shows edit mode.

Figure 17-19 New Wiki Document in Rich Text Editor

Description of Figure 17-19 follows
Description of "Figure 17-19 New Wiki Document in Rich Text Editor "

Figure 17-20 Editing Blog Post in Rich Text Editor

Description of Figure 17-20 follows
Description of "Figure 17-20 Editing Blog Post in Rich Text Editor"

To use the RTE:

  1. Open the RTE either by creating a new wiki document (see Section 17.5.2, "Creating a Wiki Document") or blog post (see Section 16.5.2, "Creating a Blog Post"), or editing a wiki (see Section 15.3, "Editing a Wiki"), blog post, or HTML file (see Section 17.8.4, "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 Rich Text, HTML, Wiki Markup, and/or Preview tabbed panes.

    Notes:

  4. (For wiki documents and HTML files only) Select the Minor Edit? check box if you do not want to notify portal 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, or links pertinent to the document or post. For more information, see Section 13.4, "Commenting on Items," Section 17.15, "Managing Tags on Files," and Section 17.18, "Managing Document Links."

  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. To save updates and exit the RTE, click Save and Close.

17.7.1 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 17.7.2, "About the Rich Text Editor Toolbar").

    Note:

    Apple iPad users cannot make selections from drop-down lists in the RTE. This is a known limitation.

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

    If you exit the HTML pane, then come back to it again, any HTML that may have been entered on separate lines will reformat to display on a single line, as is customary for most HTML editors.

    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). If shown, use this tab to enter your own wiki markup. For the full set of wiki markup syntax, click Wiki Markup Help and refer to Table 17-3. Any formatting not provided by Wiki Markup uses HTML.

    Note:

    • By default, the Wiki Markup tab is hidden in the RTE. Your system administrator can change this setting, as described in the "Showing and Hiding the Wiki Markup Tab in the Rich Text Editor" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal.

    • If you switch from the Wiki Markup tab to another tab in the RTE, your content might become garbled. As a workaround, if you go to the Wiki Markup tab, click Save and Close or Cancel rather than switching to another tab in the RTE.

    Table 17-3 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 list output

    numbered list

    # listItem

    ## subitem

    ## subitem

    # listItem

    # Dairy

    ## Milk

    ## Cheese

    # Bread

    		 Wiki markup ordered list output

    web link

    [[URL|linkName]]

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

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

    Search Oracle

    Presidents

    Click link to view target in browser window

    WebCenter link

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

    For service ID values, ask your system administrator.

    To find the resource ID, view the item properties (right-click and choose Details.

    [[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 browser-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

17.7.2 About the Rich Text Editor Toolbar

Table 17-4 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 17-4 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 text color drop-down menu

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.

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 WebCenter Portal resource, then click this icon to open the Select Resource dialog. Select a resource (for example, a document or an announcement in the current portal, 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 WebCenter Portal 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, WebCenter Portal 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 WebCenter Portal, see Chapter 31, "Linking Information in WebCenter Portal."

Embed Image. Click to open the Embed Image dialog:

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

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

RTE Table icon

Table. Click to open the Table Properties dialog.

See Section 17.7.3, "Working with Tables in the Rich Text Editor."

RTE Insert Horizontal Line icon

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

RTE Tools icon, expanded to show options

Tools:

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

RTE Cut, Copy, and Paste options on context menu

Cut, Copy, or Paste. Select text, then right-click to display 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 17.7.4, "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.

17.7.3 Working with Tables in the Rich Text Editor

To create a table in the RTE, click the Table icon in the toolbar (Figure 17-21).

Figure 17-21 Rich Text Editor: Table Icon

RTE Table icon

The Table Properties dialog window opens (Figure 17-22), where you can set basic properties for the table, as described in Table 17-5.

Figure 17-22 Rich Text Editor: Table Properties Dialog (Basic Properties)

Description of Figure 17-22 follows
Description of "Figure 17-22 Rich Text Editor: Table Properties Dialog (Basic Properties)"

Table 17-5 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.

Border Size

Enter the width of the table borders.

Alignment

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

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 17-23), which you can set as described in Table 17-6.

Figure 17-23 Rich Text Editor: Table Properties Dialog (Advanced Properties)

Description of Figure 17-23 follows
Description of "Figure 17-23 Rich Text Editor: Table Properties Dialog (Advanced Properties)"

Table 17-6 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. To open the context menu, right-click the table and choose actions as described in Table 17-7.

Table 17-7 Rich Text Editor: Table Context Menu Selections

Action Description

Paste

Pastes the content on the clipboard at the current cursor location

Cell

See Section 17.7.3.1, "Editing Table Cells in the Rich Text Editor."

Row

See Section 17.7.3.2, "Editing Table Rows in the Rich Text Editor."

Column

See Section 17.7.3.3, "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 17-5, "Rich Text Editor: Basic Table Properties" and Table 17-6, "Rich Text Editor: Advanced Table Properties", with the exception of the number of rows and columns.

17.7.3.1 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 choose Cell to expand the submenu of cell actions (Figure 17-24), and choose actions as described in Table 17-8.

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

Figure 17-24 Rich Text Editor: Table Cell Actions

Description of Figure 17-24 follows
Description of "Figure 17-24 Rich Text Editor: Table Cell Actions"

Table 17-8 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 17.7.3.1.1, "Editing Table Cell Properties in the Rich Text Editor."

17.7.3.1.1 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 17-25) where you can set cell properties for the table, as described in Table 17-9.

Figure 17-25 Rich Text Editor: Table Cell Properties Dialog

Description of Figure 17-25 follows
Description of "Figure 17-25 Rich Text Editor: Table Cell Properties Dialog"

Table 17-9 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.

17.7.3.2 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 choose Row to expand the submenu of row actions (Figure 17-26), and choose actions as described in Table 17-10.

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

Figure 17-26 Rich Text Editor: Table Row Actions

Description of Figure 17-26 follows
Description of "Figure 17-26 Rich Text Editor: Table Row Actions"

Table 17-10 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).

17.7.3.3 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 choose Column to expand the submenu of column actions (Figure 17-27), and choose actions as described in Table 17-11.

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

Figure 17-27 Rich Text Editor: Table Column Actions

Description of Figure 17-27 follows
Description of "Figure 17-27 Rich Text Editor: Table Column Actions"

Table 17-11 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).

17.7.4 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, see Section 3.4, "Setting Your Accessibility Options."

Table 17-12 summarizes the keyboard keys and combinations available to you to navigate and edit text in the RTE.

Table 17-12 Rich Text Editor: Keyboard

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.

17.8 Editing or Updating a File

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 and blog posts, 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 documents, blog posts, and HTML documents, edit the file in-place using the Rich Text Editor (RTE).

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

The following sections provide more information:

17.8.1 Checking a File Out

When you want to retain exclusive use of a file—for example, when you are editing it on your local machine, or need to prevent other users from modifying it—you must check the file out. Other WebCenter Portal 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 17.8.4, "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 are 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 17.8.5, "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 17.8.2, "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 back-end content repository is Content Server, see Section 19.3.4.3, "Checking a File Out" and Section 19.3.4.4, "Checking a File In."

To check a file out:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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:

    • File check out is not available for wiki documents. In-place editing is the optimal way to update wiki documents, as described in Section 17.8.4, "Editing Files In-Place."

    • To check out a file in workflow, the file must be associated with a workflow that contains the step review the current revision or create new revisions and you must be an approver for the workflow. See the "Understanding Workflow Types" section in Oracle Fusion Middleware Building Portals with Oracle WebCenter Portal.

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

    • On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, click the File menu, and select Check Out, or right-click to display the file's context menu and choose Check Out.

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

  3. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 the file checked out.

    • Click the icon to expose actions to upload a new version of the file, or cancel the checkout (Figure 17-28).

    Figure 17-28 Checked Out Icon with Details

    Description of Figure 17-28 follows
    Description of "Figure 17-28 Checked Out Icon with Details"

17.8.2 Cancelling a Checked Out Status

To cancel the checked out status of a file:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 the Document Explorer, Document Manager, or Folder Viewer on a page, click the Checked Out (padlock) icon in the file's row and choose Cancel Check Out (Figure 17-28), click the File menu, and select Cancel Check Out, or right-click to display the file's context menu and choose Cancel Check Out.

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

  3. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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.

17.8.3 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 the Document Explorer, Document Manager, or Folder Viewer on a page, 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 the Document Explorer, Document Manager, or Folder Viewer on a page, click the Download action, or right-click to display the file's context menu and choose 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.

17.8.4 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 or above, you may need to install the Java plug-in available at http://support.mozilla.com to edit a Microsoft Office file. This plug-in is included in Java 6 Update 15 and above.

In-place editing refers to editing content directly in WebCenter Portal, 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 Content Presenter, see the "Creating and Editing Files In-Context in a Content Presenter Task Flow" section in Oracle Fusion Middleware Building Portals with Oracle WebCenter Portal.

To edit a file in-place:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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:

    Notes:

    • If the file is already checked out by another user, the Document Viewer specifies the name of the user who has it checked out. See Section 17.8.4.1, "Opening a File Already Checked Out By Another User."

    • To edit a file in workflow, the file must be associated with a workflow that contains the step review the current revision or create new revisions and you must be an approver for the workflow. See the "Understanding Workflow Types" section in Oracle Fusion Middleware Building Portals with Oracle WebCenter Portal.

    The file opens in the appropriate editor:

    • Wiki documents, blog posts, and HTML files open in-place in the Rich Text Editor (RTE). For information about the RTE, see Section 17.7, "Using the Rich Text Editor (RTE)."

    • Microsoft Office (Word, Excel, PowerPoint) files may first display a confirmation prompt, then an authentication dialog. Use the same credentials used to log in to WebCenter Portal to open the file in-place in its corresponding application.

      Note:

      The user name and password must contain only ASCII characters. A user name or password containing multi-byte characters cannot be successfully authenticated.

      When the connected content repository is Content Server, you must access the WebCenter Portal through Oracle HTTP Server (OHS) to expose Content Server and the WebCenter Portal application under the same host and port to allow for full integration of Microsoft Office with WebCenter Portal. For information about setting up OHS as the front-end to WebCenter Portal, see the "Configuring Content Server" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal.

      Additionally, your system administrator must modify system properties and server configuration files, and set up a virtual host for your WebCenter Portal. These configuration requirements are described in the "Managing Microsoft Office Integration" chapter in Oracle Fusion Middleware Administering Oracle WebCenter Portal.

  3. When the file opens, it is automatically checked out. In WebCenter Portal, click the Refresh icon to show the Checked Out icon for the selected file (Figure 17-31).

    Figure 17-31 Checked Out Icon in WebCenter Portal

    Description of Figure 17-31 follows
    Description of "Figure 17-31 Checked Out Icon in WebCenter Portal"

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

    The modified file is automatically checked back in.

17.8.4.1 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 17-32).

Figure 17-32 Document Viewer: File Checkout Out

Description of Figure 17-32 follows
Description of "Figure 17-32 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.

17.8.5 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 17.5.1, "Uploading Files."

Note:

WebCenter Portal 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 WebCenter Portal, see Chapter 15, "Working with Wikis."

To upload a new version of a single file:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 checked out.

    The Upload New Version pane opens (Figure 17-35).

    Figure 17-35 Upload New Version Pane

    Description of Figure 17-35 follows
    Description of "Figure 17-35 Upload New Version Pane"

    Note:

    If a file is associated with a content type profile, it will be uploaded using that content type profile. You cannot change a file's content type profile by uploading a new version. See Section 17.5.1.1, "Uploading a File with a Content Profile" for information about selecting a content type profile when a file is first uploaded.

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

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

    • Click Select file, then 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 17.16, "Viewing and Deleting File Version History."

17.9 Renaming a Folder or File

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 portal when the back-end content repository is Content Server, see Section 19.4.2, "Working with Files Using Windows Explorer."

17.9.1 Renaming a Folder or File Using a Menu

To rename a folder or file:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 and choose Rename.

    The Rename Folder or Rename Document dialog opens (Figure 17-36).

    Figure 17-36 Rename Document Dialog

    Description of Figure 17-36 follows
    Description of "Figure 17-36 Rename Document Dialog"

  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.

17.9.2 Renaming a File and Revising Its Description Through Properties

To rename a file or revise its description through its properties, see Section 17.17.2, "Working with File Properties."

17.10 Copying and Pasting Folders and Files

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 viewer on the same page as long as both viewers are connected to the same content repository.

  • Copy a file to your local file system, as described in Section 17.8.3, "Downloading a File."

Note:

When you copy a file, only the latest version of the file is copied, not the version history. For more information on file history, see Section 17.16, "Viewing and Deleting File Version History."

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 the Document Explorer, Document Manager, or Folder Viewer on a page, 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 and choose 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 viewer on the same or a different page as long as both viewers 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 and choose 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 viewer, you may need to refresh the target folder if the Paste menu action is not active (see Section 17.13, "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.

17.11 Moving Folders and Files

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 viewer on the same page as long as both viewers are connected to the same content repository.

Note:

To use Windows Explorer to move folders and files in a portal when the back-end content repository is Content Server, see Section 19.4.2, "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 the Document Explorer, Document Manager, or Folder Viewer on a page, 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 and choose 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 viewer on the same or a different page as long as both viewers 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 and choose Paste. After pasting, the Paste action becomes inactive in the current folder.

    If you are moving folders or files into another Documents viewer, you may need to refresh the target folder if the Paste menu action is not active (see Section 17.13, "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.

17.12 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 portal.

Notes:

To delete one or more folders or files:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 and choose Delete.

    The Delete dialog opens (Figure 17-37).

    Figure 17-37 Deleting a File

    Description of Figure 17-37 follows
    Description of "Figure 17-37 Deleting a File"

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

17.13 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, click the View menu, and select Refresh Content.

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

17.14 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, click the View menu, and select Hide Folders.

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

17.15 Managing Tags on Files

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. Access tags by performing one of the following actions:

    • On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, click the View menu, and select Details, or right-click to display the file's context menu and choose Details.

    • In the Document Viewer preview pane, scroll to the bottom of the document and click the Tags tab (Figure 17-38).

    • In the Rich Text Editor, scroll to the bottom of the HTML document, wiki, or blog post, and click the Tags tab (Figure 17-38).

      Figure 17-38 Tags Pane

      Description of Figure 17-38 follows
      Description of "Figure 17-38 Tags Pane"

  2. 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 WebCenter Portal, see Chapter 32, "Using Tags and Bookmarks."

17.16 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 17-39), WebCenter Portal 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 17-39 Upload Document Pane (in FireFox browser)

Description of Figure 17-39 follows
Description of "Figure 17-39 Upload Document Pane (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 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 17.16, "Viewing and Deleting File Version History."

To view or delete versions of a file:

  1. Access the history by performing one of the following actions:

    • On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, click the View menu, and select Details, or right-click to display the file's context menu and choose Details.

    • In the Document Viewer preview pane, scroll to the bottom of the document and click the History tab (Figure 17-40).

    • In the Rich Text Editor, scroll to the bottom of the HTML document, wiki, or blog post, and click the History tab (Figure 17-40).

      Figure 17-40 History Pane

      Description of Figure 17-40 follows
      Description of "Figure 17-40 History Pane"

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

  3. To delete a particular version, select it in the History pane, then click Delete (Figure 17-41).

    Note:

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

    Figure 17-41 Deleting a Version of a File

    Description of Figure 17-41 follows
    Description of "Figure 17-41 Deleting a Version of a File"

  4. (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 17-42 and Figure 17-43).

    Figure 17-42 Comparing Older Version with Current Version (Wiki or Blog)

    Description of Figure 17-42 follows
    Description of "Figure 17-42 Comparing Older Version with Current Version (Wiki or Blog)"

    Figure 17-43 Compare Versions Dialog (Wiki or Blog)

    Description of Figure 17-43 follows
    Description of "Figure 17-43 Compare Versions Dialog (Wiki or Blog)"

17.17 Working with 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, 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:

17.17.1 Working with Folder Properties

To view folder properties:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 and choose Details.

    The Basic properties pane opens (Figure 17-44). Folder properties are not editable. To change the folder name, see Section 17.9, "Renaming a Folder or File."

    Figure 17-44 Folder Properties

    Description of Figure 17-44 follows
    Description of "Figure 17-44 Folder Properties"

17.17.2 Working with File Properties

To view or modify file properties:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 the Document Explorer, Document Manager, or Folder Viewer on a page, click the View menu, and select Details, or right-click to display the file's context menu and choose 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 17-45).

      • If the file type does not support a preview (for example, .mp3 music files, video files, or .ini files) or if you are using an Apple iOS device, the preview pane displays the file properties (see Figure 17-46) rather than a preview of the file content.

      Figure 17-45 Document Viewer: File Properties in Tabbed Info Pane

      Description of Figure 17-45 follows
      Description of "Figure 17-45 Document Viewer: File Properties in Tabbed Info Pane"

      Figure 17-46 Document Viewer: File Properties in Preview Pane

      Description of Figure 17-46 follows
      Description of "Figure 17-46 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 17-47), revise the file name and description as desired, then click Save.

    Note:

    The following characters are not allowed in folder and file names:

    / \ : * ? " < > |

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

    Figure 17-47 Edit Dialog for Basic Properties

    Description of Figure 17-47 follows
    Description of "Figure 17-47 Edit Dialog for Basic Properties"

  4. To modify the editable Advanced properties, click Edit in the Advanced properties area. In the Edit dialog (Figure 17-48), 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 17-48 Advanced Properties Edit Dialog

    Description of Figure 17-48 follows
    Description of "Figure 17-48 Advanced Properties Edit Dialog"

    Note:

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

17.18 Managing Document 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 17-4, "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 the links for a file:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 the Document Explorer, Document Manager, or Folder Viewer on a page, click the View menu, and select Details, or right-click to display the file's context menu and choose Details.

    • In the Document Viewer preview pane, scroll to the bottom of the document and click the Links tab (Figure 17-49).

      Figure 17-49 Links Pane

      Description of Figure 17-49 follows
      Description of "Figure 17-49 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 17-50).

    Figure 17-50 Adding a Link to a New Discussion, Document, Event, Note, or URL

    Description of Figure 17-50 follows
    Description of "Figure 17-50 Adding a Link to a New Discussion, Document, Event, Note, or URL"

  4. Click Link to Existing and select the required item to link to an existing announcement, discussion forum topic, document, or event (Figure 17-51).

    Figure 17-51 Adding a Link to an Existing Announcement, Discussion, Document, or Event

    Description of Figure 17-51 follows
    Description of "Figure 17-51 Adding a Link to an Existing Announcement, Discussion, Document, or Event"

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 17-52 Link to Another Document

Description of Figure 17-52 follows
Description of "Figure 17-52 Link to Another Document"

See Also:

For more information about creating links in WebCenter Portal, see Chapter 31, "Linking Information in WebCenter Portal."

17.19 Viewing Document Recommendations

Note:

The Recommendations pane displays only if Activity Graph is configured. This is a system administrator task, described in the "Activity Graph Prerequisites" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal.

The Recommendations pane provides suggestions of other documents you might want to view, based on the current document.

To work with the recommendations for a file:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 the Document Explorer, Document Manager, or Folder Viewer on a page, click the View menu, and select Details, or right-click to display the file's context menu and choose Details.

    • In the Document Viewer preview pane, scroll to the bottom of the document and click the Recommendations tab (Figure 17-53).

      Figure 17-53 Recommendations Pane

      Description of Figure 17-53 follows
      Description of "Figure 17-53 Recommendations Pane"

  3. Click the Display Options icon (Figure 17-54) to open the Display Options dialog (Figure 17-55), where you can select the items you want to show on the Recommendations tab.

    Figure 17-54 Recommendations Display Options Icon

    Description of Figure 17-54 follows
    Description of "Figure 17-54 Recommendations Display Options Icon"

    Figure 17-55 Display Options for Recommendations

    Description of Figure 17-55 follows
    Description of "Figure 17-55 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 21, "Exploring Recommendations and Content."

17.20 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 system administrator must configure the WebCenter Conversion component, as described in the "Enabling the Conversion of Wikis and Blogs into PDFs" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal, and Oracle WebCenter Content settings for document conversion using IBR must be configured correctly.

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.

17.21 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:

17.21.1 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 WebCenter Portal 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 the Document Explorer, Document Manager, or Folder Viewer on a page, 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 and choose 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 WebCenter Portal 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 17-56).

    Note:

    Download URL is not available for folders.

    Figure 17-56 Clicking Download URL Value in Get a Link Dialog

    Description of Figure 17-56 follows
    Description of "Figure 17-56 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.

17.21.2 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 portal, the direct URL to the portal 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 WebCenter Portal, see Section 19.3.4.12, "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 the Document Explorer, Document Manager, or Folder Viewer on a page, 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 and choose 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.

17.21.3 Publishing the URL for a File to Activity Streams

You can publish the URL for a file to the Activity Stream (this is also known as sharing a file). Depending on whether you are sharing a personal file or a portal file, the shared file can appear in your connections' Activity Streams or in a portal's Activity Stream.

Notes:

  • A portal's Activity Stream can be displayed in the portal, but portal members can also display the portal's activities in their own Activity Streams.

  • You can also share files and other items through Publisher (see Section 13.7, "Sharing Messages, Files, and URLs").

To share a file to Activity Streams:

  1. Open the Share dialog (Figure 17-57) in any of the following ways:

    • On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 and choose Share.

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

    Figure 17-57 Share Dialog

    Description of Figure 17-57 follows
    Description of "Figure 17-57 Share Dialog"

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

  3. If you are sharing a personal file, select an option from the Share with menu.

    • Select Everyone to share the item with all of your connections. The shared file will appear in your connections' Activity Streams.

    • Select Portals to open the Select a Portal dialog (Figure 17-58) and select a portal. The shared file will appear in the selected portal's Activity Stream.

      Figure 17-58 Select a Portal Dialog

      Description of Figure 17-58 follows
      Description of "Figure 17-58 Select a Portal Dialog"

      From the Show portals menu:

      • Select All to show all of the portals to which you have access.

      • Select Joined to show all of the portals you have explicitly joined.

      • Select Moderated to show all of the portals for which you are a moderator.

      • Select Public to show all public portals.

      Alternatively, enter the name of a portal in the Search field and execute the search. Results appear in the dialog.

      Click a portal, and click OK.

  4. Click Publish.

    The URL to the file along with your comments, if any, are added to your Activity Stream and, as appropriate, your connections' Activity Streams or the portal's Activity Stream.

17.22 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 the "Understanding Permissions and Permission Models in a Portal" section in Oracle Fusion Middleware Building Portals with Oracle WebCenter Portal.

To set security options on a folder or file:

  1. Verify that the system administrator has completed the prerequisite steps before setting security options on folder or file, as described in the "Configuring Item Level Security" section in Oracle Fusion Middleware Administering Oracle WebCenter Portal.

  2. Open the Security Settings dialog (Figure 17-59) in any of the following ways:

    • On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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 and choose Security.

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

    Figure 17-59 Security Settings Dialog

    Description of Figure 17-59 follows
    Description of "Figure 17-59 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 WebCenter Portal), click the Add Authenticated Role for Logged in User Access icon (Figure 17-60).

    Figure 17-60 Add Authenticated Role for Logged in User Access Icon

    Description of Figure 17-60 follows
    Description of "Figure 17-60 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 17-61).

    Figure 17-61 authenticated-role Default Security Settings

    Description of Figure 17-61 follows
    Description of "Figure 17-61 authenticated-role Default Security Settings"

  5. To grant access permissions to all public users (that is, users who have not logged in to WebCenter Portal), click the Add Anonymous Role for Public Access (Figure 17-62).

    Figure 17-62 Add Anonymous Role for: Access Icon

    Description of Figure 17-62 follows
    Description of "Figure 17-62 Add Anonymous Role for: Access Icon"

    The role anonymous-role is added under Role or User with default Read access to the file (Figure 17-63).

    Figure 17-63 anonymous-role Default Security Settings

    Description of Figure 17-63 follows
    Description of "Figure 17-63 anonymous-role Default Security Settings"

  6. To grant access permissions to selected members of the portal, 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 the Searching for a User or Group in the Identity Store" section in Oracle Fusion Middleware Building Portals with Oracle WebCenter Portal.

  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.

17.23 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 20.2, "Establishing and Managing Your Messaging Channels and Filters."

To subscribe to a file:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, 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.

17.24 Liking a File

For information on liking a file, see Section 13.2, "Liking Items."

17.25 Adding a Folder or File to Your Favorites

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

See Also:

For more information, see Chapter 27, "Managing Your Favorites."

To add a folder file to your personal WebCenter Portal 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 the Document Explorer, Document Manager, or Folder Viewer on a page, 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 and choose Details.

  2. In Document Viewer preview pane, click the File menu, and select Add To Favorites.

17.26 Searching for Documents

In addition to WebCenter Search, which searches a particular portal or across all portals (see Chapter 6, "Searching for Information"), Documents provides its own search engine for file searches. A Documents search saves time and increases the relevancy of results by narrowing the scope of a search to files.

In WebCenter Portal, Documents search searches within a specific portal root folder.

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 Documents search.

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

17.26.1 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 17.26.2, "Running an Advanced Document Search."

To perform a basic document search:

  1. On the Documents page or in the Document Explorer, Document Manager, or Folder Viewer on a page, enter a full or partial file name in the Filter field (Figure 17-64).

    Figure 17-64 Filter Field

    Description of Figure 17-64 follows
    Description of "Figure 17-64 Filter Field"

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

    The search results pane displays files matching the search string (Figure 17-65).

    Figure 17-65 Search Results Pane

    Description of Figure 17-65 follows
    Description of "Figure 17-65 Search Results Pane"

    In the search results pane, the presence of the highlighted area indicates that you are 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 17.26.2, "Running an Advanced Document Search."

17.26.2 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 the Document Explorer, Document Manager, or Folder Viewer on a page, click Advanced next to the Filter field.

    • Click Edit Search Criteria in the highlighted toolbar area of the Search Results pane (Figure 17-65).

    The Advanced Search dialog opens (Figure 17-66).

    Figure 17-66 Advanced Search Dialog

    Description of Figure 17-66 follows
    Description of "Figure 17-66 Advanced Search Dialog"

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

    • File Name: Enter a full or partial file name.

    • Keywords: Enter words to search for in the content of the file or tags applied to 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: Choose All Content Types to retrieve content items regardless of the content type. Or, choose 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 17-67). Enter a beginning date and an end date; the end date is not inclusive.

      Figure 17-67 Dates Search Fields

      Description of Figure 17-67 follows
      Description of "Figure 17-67 Dates Search Fields"

      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 the "Searching for a User or Group in the Identity Store" section in Oracle Fusion Middleware Building Portals with Oracle WebCenter Portal.

      Note:

      In WebCenter Portal, when you search in a portal, the user selection list and the user search find user names for current members of the portal.

    • 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 17-68) 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 17-68 Additional Query Filters Search

      Description of Figure 17-68 follows
      Description of "Figure 17-68 Additional Query Filters Search"

  3. Click Search to execute the advanced search.

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

17.27 Working with Workflow-Enabled Content

A workflow provides for review and approval of a file before it is released to the system. The workflow notifies approvers through mail messages when they have a file to review and approve.

If you have privileges to view the contents of a folder that is assigned a workflow, you can view the files while they are in a workflow, showing the pending changes.

To work with files in workflow, see the "Working with Workflow-Enabled Content" chapter in Oracle Fusion Middleware Building Portals with Oracle WebCenter Portal.