How do I integrate with Oracle Content and Experience?

Before you or any users can access the documents feature, an administrator must configure settings in both Oracle Content and Experience and Oracle Integration.

Only a user with administrator privileges can establish a connection between the two services.

For Process applications that were created before the connection with Oracle Content and Experience was configured, the documents feature is disabled by default. Developers can manually enable these features in their existing applications.

Access Requirements for a Successful Integration

Note these access requirements for a successful integration:

  • The Oracle Content and Experience user who is configured in Oracle Integration must have full access to the folder (that is, the folder of the incoming document) that’s configured in Oracle Content and Experience to be able to kick off a process.

  • For a folder-initiated process (that is, a process with a Folder Start event), the Oracle Content and Experience user who is configured inOracle Integration must have manager access to the folder in order to access its folder in Oracle Integration. For example, manager access is required to see the folder on the Task Details page and the Process Tracking page, to access the folder when embedding Process UI components in an external application, or see the folder in the Process Mobile application.

  • To see a process in the process list for a folder, and to be able to initiate a process instance when a new document arrives, the Oracle Integration user who is configured in Oracle Content and Experience must be granted the process initiator role.

Use Documents or Attachments in a Process Application

Oracle Integration automatically includes standard file attachment functionality in your process applications. You can upload files and attach them to a process. When you use Oracle Content and Experience with Oracle Integration, you also get documents functionality, which lets you upload files, organize files into folders, manage access to each folder, and even start a process by uploading a document. In addition, each process application has the option of using either documents or attachments.

You control whether a process uses documents or attachments at the application level. Documents are enabled by default. The setting is in the Information pane for the application.


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Description of the illustration enable-docs-app-level-cb.png

An application that has Documents Integration enabled can use documents (and only documents). An application that has Documents Integration disabled can use only attachments. Basically, by disabling documents for an application, you enable attachments for that application.

Remember that the setting applies to the application. You can use documents or attachments in an application, but not both.

For attachments, ensure that the Hide Attachments option is deselected in the UI Customization screen. If the Hide Attachments option is selected, you will not be able to see attachments in task details and start forms.

If you use REST APIs to interact with Oracle Integration, be sure to use the appropriate API depending on whether your process application uses documents or attachments:

  • For documents, be sure to use the /folders REST APIs.

  • For attachments, be sure to use the /attachments REST APIs.

If you use the wrong API, the application either returns an error message or ends in a no-operation.

Note that if you're not able to see attachments in task details then check the options in the UI Customization screen. Ensure that the Hide Attachments check box is deselected to see attachments.

Configure Settings in Oracle Content and Experience

In Oracle Content and Experience, an administrator must enable Oracle Integration, enter connection information, and then enable Oracle Integration use for one or more folders.

Want to learn more about each step? See Integrating with Process in Administering Oracle Content and Experience.

Configure Documents Settings in Oracle Integration

As the administrator, you must also configure the connection between Oracle Integration and Oracle Content and Experience. You need to enter information such as the URL and sign-in credentials for your Oracle Content and Experience.

To configure the settings in Oracle Integration:
  1. In the Oracle Integration navigation pane, click My Tasks, click Workspace, and then click Administration.
  2. Click Services.
  3. In the Oracle Content and Experience section, enter the following information:
    • URL: the web address of your Oracle Content and Experience. Your service administrator receives a Welcome to Oracle Cloud email when the service is ready to use. The email has the URL for your Oracle Content and Experience. For example, https://your_service_name.com/documents.
    • Identity Domain: the name of the identity domain that your Oracle Content and Experience belongs to. You can successfully configure a connection to yourOracle Content and Experience (for the documents feature) without providing an identity domain.
    • User and Password: the account credentials for a user who has access to your Oracle Content and Experience. This user account is used to test the connection between the services. It’s also used during runtime to connect to the services and perform all the runtime operations, such as creating folders.
  4. Click Test.

    Whenever you make any changes to the configuration settings, it’s a good idea to verify that the values you entered are correct. You want to confirm that a successful connection has been established with Oracle Content and Experience.

    Review the test results, which may include messages, errors, and warnings.

  5. Select one of the following options to continue:
    • If there are any errors or warnings, make the necessary changes and then click Test again to verify the new values. Repeat the test each time you change the settings.
    • If the connection test is successful, click Save to save the configuration settings.
    • If you want to cancel and return to the last-saved values, click Revert.

Enable or Disable Documents

After an administrator establishes a connection between Oracle Content and Experience and Oracle Integration, you can use documents in your process applications. These features are enabled by default for all new applications you create.

For your process applications that were created before the connection with Oracle Content and Experience was configured, the documents feature is disabled by default. If you want this feature in existing process applications, then you need to manually enable the features.

There are many benefits to having documents available when you’re modeling a process, viewing tasks, and tracking a process instance. However, for some particular process applications, you might not want the documents feature to be available. In such cases, you can manually disable the feature.

To enable or disable the documents feature for a particular process application:
  1. Open the application so you can see it on the Application Home tab.
    If you’re viewing a QuickStart App or a QuickStart Master, then you’ll need to click Switch to Advanced View.
  2. Click More details More details icon to expand the Information pane.
    The check box next to Document Integration show you the current status of the documents feature for this application.
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    Description of the illustration enable-docs-app-level-cb.png
  3. Use the check box to enable or disable the documents feature for this application.
  4. Activate a new revision of the process application. On the Activate Options tab, select the Force Default option.
  • Once you can activate Oracle Content and Experience for a process application already in use, new instances will use documents and existing instances can continue to use native attachments.
  • For any given process application, documents and attachments are mutually exclusive. For applications where Documents Integration is enabled, then those applications can use documents and only documents. When you disable Documents Integration for an application, then that application can use attachments and only attachments. By disabling documents, you enable attachments.

Access Issues and Configuration Changes

After you configure Oracle Content and Experience in Oracle Integration, keep in mind that access issues or configuration changes can result in errors.

For example:

  • If you modify the Oracle Content and Experience configuration that is currently in use, its associated documents can no longer be accessed.

    • For documents, you’ll get an error when you click Documents Documents icon or when you access a document from the list on either the Task Details page or the Tracking page.

  • If an application folder created by a process gets removed, an administrator must restore it from the Oracle Content and Experience trash folder.