Migrate Oracle Documents Cloud to Oracle Content and Experience

If you previously used Oracle Documents Cloud Service, you need to migrate to Oracle Content and Experience after you renew your subscription.

Things to know before you renew your subscription and migrate to Oracle Content and Experience:

  • Each user gets 100 GB storage. You add storage by purchasing more users. To ensure you have enough storage, you should purchase enough users to cover the 500 GB of storage you got with your Oracle Documents Cloud Service, plus any additional storage packs you purchased. For example, if you had 5 storage packs in Oracle Documents Cloud Service, that means you had a total of 1,000 GB storage, so you’d want to purchase 10 standard and/or enterprise users in Oracle Content and Experience.
  • Although users should not lose access during migration, perform the migration during off hours to avoid users running into problems.
  • After your renewal order goes through, you might receive an email saying your subscription is in a suspended state. Users will still be able to use the instance while it’s suspended. It will remain suspended until you complete the migration steps.

After submitting your renewal order with Oracle Services, you’ll receive an email saying that your subscription has been processed. After you receive that email, continue with the following steps:

  1. Sign in to Oracle Cloud as the cloud account administrator. You can find your account name and login information in your welcome email.
  2. Click the documents service instance you want to migrate. Each instance must be migrated separately.
  3. Click the menu icon:
    • If you don’t see the Modify option, your migration was done automatically, and you can skip the remaining steps.
    • If you do see the Modify option, continue with the migration steps.
  4. Click Modify.

    The Modify Oracle Content and Experience page should show Oracle Content and Experience options now (for example, Additional Number of Standard Users, Additional Number of Enterprise Users). If you don’t see these options, your renewal order has not completed. Contact Oracle Customer Support.

  5. If your subscription is in a suspended state, you need to flush the system to clear the suspended state. Set all entitlements to “0”. Enter 0 for Additional Number of Standard Users, Additional Number of Enterprise Users, and Additional Number of Daily Visitor Session Packs.

    Note:

    You don’t need to perform this step if your subscription isn’t in a suspended state.

    Wait to receive an email saying that your subscription is no longer suspended before you proceed with the next step.

  6. Click the menu icon, and then select Modify.
  7. Enter the number of standard users, enterprise users, and visitors that will use this instance. See Task and Feature Comparison by Application Role.

    All Oracle Documents Cloud Service users are automatically modified to be standard users. They’ll be able to access all content and features they did before the migration.

  8. Assign the Enterprise User role to any users you want to be able to access enterprise user features. See Assign Roles to Groups with a Traditional Cloud Account and Assign Users to Groups with a Traditional Cloud Account.

For troubleshooting, see Users can’t sign in after migration (storage overage).

After migrating, you manage users, groups, and access and monitor the service just like any other non-metered Oracle Content and Experience instance.

User Roles in Oracle Documents Cloud

There are several predefined user roles for Oracle Documents Cloud which define what users can do. Some functionality is available only to users with specific user roles. People can hold multiple user roles as needed. For example, you might want to designate one person as both an account administrator and a service administrator. These user roles are assigned by the identity domain administrator. See Assign Roles to Groups with a Traditional Cloud Account and Assign Users to Groups with a Traditional Cloud Account for information on assigning user roles.

Visitors can view certain sites, use public links, and view Oracle Content and Experience content embedded in apps or websites. Anonymous users (users that aren’t signed in) are counted as visitors. See Change Site Security in Building Sites with Oracle Content and Experience.

Any users that need to actually use Oracle Content and Experience must be assigned the service user role in addition to any other roles they’re assigned.

Oracle Documents Cloud service users are the same as Oracle Content and Experience standard users. Any feature described in the documentation as associated with enterprise users isn’t available in Oracle Documents Cloud.

Each user assigned a user role, whether an administrator or an end user, counts as one user. Each user counts against the total users allowed for your service, except for visitors. Visitor usage is counted as part of daily visitor sessions. See Understand Visitor Sessions.

Each user, no matter how many user roles they are assigned, counts as only one user.

For information on how to get to the interfaces listed in the table, see Administrative Interfaces.

User Role (user role name in bold) Access and Actions Notes
Account administrator

Account administrators use the My Account application to perform the following actions:

  • Activate and create identity domains.
  • Activate a service.
  • Monitor and manage services across all identity domains and data centers.
  • Create identity domain administrators and other account administrators.

See My Account Administration in Managing and Monitoring Oracle Cloud.

Account administrators are set up when the account is created. They use their Oracle account to sign in to Oracle Cloud. If you need account administrator access and don’t have it, contact your primary account administrator..

If you want account administrators to use Oracle Content and Experience and modify the service configuration, they must also be assigned the service user role.

Identity domain administrator (Identity Domain Administrator) From the Infrastructure Classic Console:
  • Create and manage user accounts.
  • Assign and manage user roles, including creating custom user roles.
Assigned at the domain level. Works across multiple services.

Identity domain administrators perform the same functions that a service administrator can, plus they handle administrative duties related to users.

There is only one service per identity domain for Oracle Content and Experience. One administrator performs the duties of the service administrator and the identity domain administrator.

Entitlement administrator

The format of the role name is service-name_SE service name Based Entitlement Administrator; for example, documents_SE Documents Service Based Entitlement Administrator.

From the Infrastructure Classic Console:
  • Create, manage, and view details of service instances. Applies when you’re subscribed to an entitlement to create multiple instances of Oracle Content and Experience.
  • Monitor status of service instances, and export instance metrics data.

See Purchase and Activate an Oracle Cloud Subscription.

Assigned at the service level.
Service administrator (Oracle Documents Cloud Administrator) From the Infrastructure Classic Console:
  • Assign user roles.
  • Change user passwords and challenge questions.
  • Configure, monitor, and manage service instances.

From Oracle Content and Experience Administration: System interface:

From the Oracle Content and Experience Administration: Integrations interface:

From the Oracle Content and Experience Analytics interface:

Service administrators must also be assigned the service user role to be able to use Oracle Content and Experience.
Site administrator (Oracle Content and Experience Cloud Site Administrator)

From Oracle Content and Experience Sites page:

  • Create sites.

From Oracle Content and Experience Developer page:

  • Create templates, components, and themes.

See Configure Sites and Assets Settings

This role applies if your service administrator configured Oracle Content and Experience to allow only site administrators to create sites, templates, or components.

Site administrators must also be assigned the service user role to be able to use Oracle Content and Experience.

Developer (CECDeveloperUser)

From Oracle Content and Experience Sites page:

  • Create, edit, and publish sites as long as this feature hasn’t been limited to site administrators.

From Oracle Content and Experience Developer page:

  • Create templates, components, and themes as long as these features haven’t been limited to site administrators.

Developers must also be assigned the service user role to be able to use Oracle Content and Experience.

Service user (Oracle Documents Cloud Service User) From Oracle Content and Experience, service users have access to:
  • Manage content (view, upload, and edit documents).
  • Share content and sites with others.
  • Use conversations to collaborate (discuss topics, direct message someone, assign flags to someone, add annotations to documents).
  • Follow people.
  • Create, edit, and publish sites as long as this feature hasn’t been limited to site administrators.
  • Create templates, components, and themes as long as these features haven’t been limited to site administrators.
  • Manage and view custom properties and edit values.
For use with an Oracle Documents Cloud Service subscription.

Any users that need to actually use Oracle Content and Experience must be assigned the service user role. This role isn’t assigned by default to any user.

Visitor (Oracle Content and Experience Cloud Visitor) Access sites restricted to visitors. This role applies if a site is set to be accessed only by visitors. If that restriction is enabled, only users with this role will be able to access the site. See Change Site Security inBuilding Sites with Oracle Content and Experience.

Visitors don’t require a license. Visitor usage is counted as part of daily visitor sessions. See Understand Visitor Sessions.

External user (CECExternalUser) Reserved for future use. Do not use this role. Users assigned this role can’t use the Oracle Content and Experience user interface.

Troubleshoot Oracle Documents Cloud Service

This section helps you troubleshoot Oracle Documents Cloud Service.

I need to downsize my instance

Note:

You can downsize only if you are an Oracle Documents Cloud Service customer. If you purchased or migrated to Oracle Content and Experience, you can’t use this procedure; you must contact Oracle Support.

If you are using fewer users or storage in an instance than you thought you would, you can downsize it.

  1. If you are reducing the number of users and need to delete existing users, reassign their content and remove the users. See Manage Users with a Traditional Cloud Account and Transfer File Ownership.
  2. Modify the service:

    1. Sign in to Oracle Cloud as the cloud account administrator. You can find your account name and login information in your welcome email.
    2. Click the service instance you want to downsize.

      If you are downsizing more than one instance, each instance must be downsized separately.

    3. Click the menu icon, and then select Modify.
    4. Downsize the number of users or storage packs by entering negative numbers. For example, if you want to decrease your users by 10, you would enter —10.

Users can’t sign in after migration (storage overage)

If some users can’t sign in after you migrated from Oracle Documents Cloud Service to Oracle Content and Experience or if you received an email saying that there is a storage breach, it’s because not enough users were provisioned to accommodate the storage needs for the instance. No data will be lost. You just need to provision more users.

  1. Sign in to Oracle Cloud as the cloud account administrator. You can find your account name and login information in your welcome email.
  2. Click the service instance you need to add more storage to.
  3. Click the menu icon, and then select Modify.

    The Modify Oracle Content and Experience page should show Oracle Content and Experience options now (for example, Additional Number of Standard Users, Additional Number of Enterprise Users). If you don’t see these options, your renewal order has not completed. Contact Oracle Customer Support.

  4. On the Modify Oracle Content and Experience page, update the number of users to accommodate the storage needs for the instance. Each user gets 100 GB storage. So, if the email said you were exceeding your storage by 500 GB, you’d need to add 5 users.