5 Organizing Content

Oracle WebCenter Content provides several ways to organize content. The Folders feature provides a hierarchical folder interface, similar to a conventional file system, for organizing and locating some or all of the content in the repository. The Contribution Folders feature provides similar functionality, however, Folders is a scalable, enterprise solution and is meant to be a replacement for Contribution Folders. WebDAV (Web-Based Distributed Authoring and Versioning) provides a way to remotely author and manage Oracle content using clients that support the WebDAV protocol. Content Folios is an optional feature that provides a quick and effective way to assemble, track, and access logical groupings of multiple content items from within the secure environment of Content Server.

This chapter discusses the following methods of organizing content:

Managing Folders

The folder hierarchy provided by Folders is accessible through both the standard content management Web interface and through the WebDAV interface. With the standard interface, folders and content items (files) are accessed with a browser and specially designed Web pages. With the WebDAV interface, a network connection is made to Content Server and then folders and files are accessed through Windows Explorer, just as shared folders are accessed. Folders is supported by the FrameworkFolders component in Content Server.

This section discusses the following topics:

Understanding Folders

The familiar folder and file model provides a framework for organizing and accessing content stored in the repository. Functionally, folders and files are very similar to those in a conventional file system. Folders and files can be copied, moved, renamed, and deleted. Shortcuts can be created in order to access a content item from multiple locations in the hierarchy.

Files in the Folders interface are similar to symbolic links or pointers to content items in the repository. The operations performed in the Folders interface, such as searching or propagating metadata, effectively operate on the associated content items.

Users can create and edit folders, shortcuts to folders, and links to documents as allowed by Content Server's standard security model. Folders are assigned security attributes in the same way they are assigned to content items, including security group, account, and Access Control List attributes, if enabled.

By default, folders inherit the security settings and other default metadata defined for the parent folder. Security and metadata values can be set for a given folder and those values propagated to folders and content items within the folder.

This section discusses the following topics:

Folders and Files

Users can easily view the relationship between folders and subfolders and can browse to a group of content items. Using Folders, users can perform the following actions with the privileges defined by Content Server's standard security model:

  • Browse to locate content items for check-in, check-out, and to view and change folder and item information.

  • Create new folders and subfolders.

  • Create new content items in a folder or add existing repository content to a folder.

  • Add shortcuts to folders or content items in one or more locations. Shortcuts act as placeholders for the referenced content item.

  • Move or copy folders or files to other locations.

  • Rename a folder or file.

  • Remove a file from the folders hierarchy. This does not affect the associated content item.

  • Delete a folder or file. When deleted, the folder or file and any shortcuts to it are removed from the folders hierarchy. Any content items associated with the files are set to expired in the repository.

  • Make a folder ReadOnly. Making a folder read only prevents renaming, moving, or deleting the folder; however, content can still be checked into the folder.

  • Create a query folder that contains content items returned by the query associated with the folder. For more information about query folders, see Query Folders and Searches.

  • Create a retention query folder and assign retention rules for the content items returned by the query. For more information about query folders and retention scheduling, see Folders Retention.

  • Assign folder security and values for content items created in the folder. Specified metadata values can be propagated to the contents of a folder or propagation can be blocked for a given folder. For more information, see Versioning.

The Folders interface follows several conventions familiar to users of file systems:

  • Use standard Windows naming conventions when creating folders. Do not use the following characters:

    ? #& /\*" |< > :^

  • Content Server can store multiple files of the same name as separate content items. However, in the Folders interface, file names in a given folder must be unique (in the same way that a folder in Windows cannot contain two files with the same name).

Shortcuts and Links

With Folders, the same folder or content item can be referenced in multiple locations using shortcuts that act as placeholders for the referenced folder or file. Shortcuts to folders or files can help locate and manage the target content items within the folder hierarchy.

Folders and folder shortcuts are identified with different icons.

Icon Description
Folder icon described in the description column

Folder: Folders can contain other folders, content items, and shortcuts to other folders and content items. Folders are identified by a standard folder icon.

Folder link icon described in the description column

Folder Shortcut: A folder shortcut includes the contents of the associated folder in the hierarchy at the point where the shortcut is stored. Folder shortcuts are identified by a folder icon with an arrow and can reference either a folder or a query folder. Folder shortcuts are excluded from metadata propagation actions.

Query Folder icon described in the description column

Query Folder: The contents of a query folder are the repository content items returned by the query associated with the folder. Query folders are identified by a folder icon with a magnifying glass.

Retention Query Folder icon described in description column

Retention Query Folder: Similar to a query folder, the contents of a retention query folder are the repository content items returned by the query associated with the folder. Retention rules can also be set for the content items returned by the query. Retention query folders are identified by a folder icon with a magnifying glass and a clock.

Content items in the Folders interface are similar to links to items in the repository. There are two types of links for content items.

Icon Description
Primary Link icon described in the description column

File (primary link): There can be only one primary link to a content item in the Folders interface. The primary link represents the content item in the repository and is identified by a standard document icon. In most respects, working with a file (or primary link) is the same as working directly with the content item in the repository. For example, the status of the associated content item for a deleted file is set to "expired."

Secondary Link icon described in the description column

Shortcut (secondary link): There can be any number of file shortcuts in the Folders interface to an associated content item. A file shortcut is identified by a document icon with an arrow indicating that it is a reference to the actual content item. Shortcuts are excluded from metadata propagation actions. Changes made by means of the shortcut (such as metadata changes) are made to the underlying content item. Changes made to the shortcut itself (such as deleting the shortcut) do not affect the underlying content item.

Query Result icon described in the description column

Query result: The contents of a query folder are the repository content items returned by the query associated with the folder. Query content items are identified by a document icon with a magnifying glass.

Query Folders and Searches

A query folder functions much like a saved search. Each time is it accessed, the query associated with the folder is initiated. The contents of a query folder are the content items returned by the query. The contents of query folders can change dynamically as the contents of the repository change.

Query folders contain the actual repository content items returned by the query, not the folders and shortcuts. Query folder contents can be copied, viewed, and updated for individual items, or metadata changes can be propagated through all items in the query folder.

Folders also expands the standard search results options to include the Create Query Folder option to save a search query as a query folder. To search for folders or files from within a folder, use the options in the Search menu in a given folder. You can search any or all folder metadata fields.

Folders Retention

Basic content retention scheduling can be done by creating a retention query folder, assigning retention attributes to the folder, and then configuring the retention schedule. Retention rules can be assigned based on the age of the content item or on the number of revisions. If you have Records installed and the full functionality enabled, retention rules based on categories defined in Records can be established.

Administrative privileges are needed to specify retention rules or schedules. For information about specifying retention scheduling, see Specifying Retention Rules. For information about specifying retention scheduling, see Configuring a Query Retention Schedule.

Considerations

The following considerations apply to retention query folders:

  • Retention rules are associated with the retention query folder but are stored separately from the standard folder metadata. For this reason, you cannot search for a query folder based on the folder's retention attributes.

  • Unlike standard query folders, retention query folders search only database values and cannot perform full-text searches even if full-text search is supported.

  • If multiple retention rules are specified for a particular retention query folder, all the rules must be satisfied for the disposition to occur. For example, if you specify the age as 1 calendar year and the number of revisions to keep as 3, only those items that are more than 1 year old and that are older than the last three revisions are deleted.

  • Different queries can include the same content item in their results. In this case, the retention rules for each retention query folder are applied independently from one another. For example, if one query folder specifies the number of revisions to keep as 2 and another specifies the revisions to keep as 3, only two revisions of the item are retained.

  • Folders retention is treated differently than that in Records. When using Records, if multiple delete actions are called, the retention with the longest interval is used. In Folders, the shortest interval always runs first.

  • Folders retention processes items based on the values in the dCreateDate row in the Revisions table in the database.

Considerations with Records Usage

If both Folders and Records are used on the same system, the following additional considerations apply:

  • If Records is installed, it is possible to have two retention schedules (as well as multiple rules) for the same item. If a content item has retention rules defined in both Content Server and in Records, only the retention and schedule defined by the Records system are used.

  • If Records is installed with a level of DoD Baseline or higher, retention query folder options are not available in the Content Server interface. Any existing retention query folders retain their icon and (inactive) retention attributes, but function as a standard query folder.

    If the level is then set to Standard or lower, then retention query folder options are enabled in Content Server and the rules for any existing retention query folders become active.

Personal Folders

In the root folder of the Folders hierarchy is a Users folder that contains a folder defined for you as an authenticated user. You can create subfolders and content items in the same way you do with other folders in the hierarchy. Every authenticated user can have a personal folder.

Folders provides menu options to quickly add folders, files, and shortcuts to your personal folder, referred to as Add to My Folder in menus. Although your personal folder is visible only to you, the items in the folder are governed by the security settings for the item itself and not necessarily those of the enclosing folder. Some items may be accessible to other users, for example, in search results.

To access your personal folder, use the main menu to choose My Content Server then My Folders.

Folders Metadata

Every folder has a set of metadata values that can be applied to content items added to the folder. Folders can be configured to enforce metadata rules on their content items or to allow any or all values to be modified. For example, a folder could be configured to enforce 'Secure' as the value for the Security Group metadata field. Then, when a content item is added to that folder, the Security Group value automatically updates to Secure.

Folders inherit the default metadata assigned to their parent folders unless the folder is explicitly configured otherwise. Subsequent changes to a parent folder's metadata do not affect the metadata for existing subfolders unless explicitly propagated down through the hierarchy.

Folder metadata inheritance and propagation make it easy to apply metadata to content items. Whether you are an administrator managing all folders and files or a user managing your own folders and files, it is a good idea to plan a metadata strategy before creating folders and adding content items. The strategy should include the following basic steps:

  1. Determine whether specific folders or branches in the hierarchy have unique metadata requirements and how best to identify and manage those requirements.

  2. Determine which metadata fields (if any) a user should specify when adding or checking in a content item through a particular folder.

  3. Determine which metadata fields (if any) should have a default value or an enforced value for a particular folder.

  4. Determine which subfolders (if any) are eligible to be changed when propagating metadata through a folder.

  5. Determine whether to use profiles to manage metadata requirements. An administrator can create one or more profiles to organize, selectively display, and control access to metadata fields based on rules associated with the profile.

Default metadata values are automatically applied to new content items created in or checked in to a folder. To modify the default metadata values for a folder, Delete permission to the folder is required or you must be the author and have Write permission.

Note:

Specifying a default value for the Author field will limit the users who can check documents into the folder. Only users with Admin permission to at least one group will be able to check documents into a folder for which a default author is specified.

Default metadata values are also used as the default values when propagating metadata.

If Oracle WebCenter Content: Desktop is used and the folder has the Prompt for Metadata option selected, you are prompted to provide metadata values for the item rather than relying on the folder's default metadata settings.

Content items in a folder do not necessarily have the same security settings. To propagate metadata to content items, you must also have Write permission for the content item. To restrict changes to folders only, select the Propagate To Folders Only option.

When propagating metadata, select the metadata fields and specify the values to propagate from the metadata available for the current folder. Any metadata value that can be changed can be propagated. For example, you can propagate the Security Group or Owner values, but you cannot propagate the Content ID. Blank field, such as the Comment or Expiration Date fields, can be propagated to clear the associated values from content items.

To prevent propagation, select Inhibit Propagation in the folder information for a folder or override a folder's inhibit setting using the Force Propagation setting on the Propagate page.

An administrator can create sets of metadata as one or more profiles that the administrator or other users can easily apply to folders when specifying folder defaults or when propagating metadata.

Versioning

Content items can be checked in and out through the Folders interface in much the same way as through the standard content management pages. When a particular content item is viewed or edited, options are available to check out the item and then check in a new version of that item.

Folders provides two modes for viewing content item versions:

  • Published Items (consumption mode): The latest released revisions of documents are displayed. These are the same revisions that are returned in search result listings.

  • All Items (contribution mode): The latest revision of each document is displayed. These can include the revisions of documents that are still in workflow or have otherwise not finished with the search indexing process.

Users can switch between the two modes to see released content items only or to see content items that require work before being released. The selection remains in effect until changed.

Configuring Folders

Different types of configuration variables can be set to configure the FrameworkFolders component:

Folder Variables

These variables can be used to configure optional settings in the Folders interface.

Variable Description

AuthorDelete

If set to true, the owner/author of an item can delete the item as long as they have Read privilege, otherwise, they require Delete privilege. The default value is true.

DisableFolderRestrictions

If set to true, allows browsing of the Users folder (FLD_USERS), otherwise when a user tries to access the Users folder, they are redirected to their personal folder (FLD_USER:<username>). The default value is false.

If explicitly set to true in the config.cfg file, all users can see the contents of the Users folder. An administrator can temporarily set the value as a binder variable in the URL when browsing the Users folder.

DisablePersonalFolderFormat

Set to true to disable personal folder naming specified by FldPersonalFolderFormat. The default is false.

If the name format for personal folders is changed or disabled after personal folders are created, the existing folders must be manually renamed, or recreated. For example, if the personal folder for user abc.def@example.com is formatted with the name abc.def and then DisablePersonalFolderFormat is set, the database retains the existing folder name, but the user interface expects it to be named abc.def@example.com. You must rename the folder to match the disabled formatting or delete the row from the database and recreate the folder when the user logs in.

FldDefaultFilesLoadCount

Number of files to display in the folder explorer. The default is 50.

FldDefaultFoldersLoadCount

Number of folders to display in the folder explorer. The default is 50.

FldEnableInProcessIndicator

If set to true, enables the Process Indicator shown during copy, move, delete, and propagate operations. The default value is false.

FldPersonalFolderFormat

Specify the regular expression used to construct the name of the personal folder from the user's name. By default, the regular expression is (.+)@(.+):$1 (two groups of one or more characters separated by "@" and using the first group as the folder name. For example, the user name abc.def@example.com results in a personal folder is named abc.def. For information about regular expressions, see http://download.oracle.com/javase/6/docs/api/java/util/regex/Pattern.html.

FldShowAutoPropagateOption

By default, moved items retain the metadata defined for the item and do not inherit metadata values in the new location. If set to true, the Auto propagate destination's metadata to folder option is added to the Choose a Destination window for mover operations. If the user selects this option, moved items inherit the metadata defined by the enclosing folder in the same way that copied items do. The default value is false.

FoldersDefaultDocType

Specify a document type to use if the document type cannot be determined when creating a content item. The default document type is Document.

FoldersIndexParentFolderValues

Enables subfolder searching if Oracle Text Search is in use. The default is true.

When enabled, the system adds all paths to all documents to the search index. Documents are re-indexed whenever they are added to or removed from a folder. In addition, the document is re-indexed if its full path changes in any way (for example, when the parent folder is moved).

Folders Migration Variables

These variables can be used to configure optional settings in the Folders Migration utility. The Folders Migration utility migrates folder content and structure from Contribution Folders (supported by the Folders_g component) to Folders (supported by the FrameworkFolders component). The utility is available when the tables associated with Contribution Folders are present in the database schema.

Variable Description

FldMigrateDefaultSecurityGroup

Specify the default Security Group to assign to migrated folders if one is not already associated with the folder. If not set explicitly, the default value is Public.

Contribution Folders do not need and may not have a Security Group setting. Migrated folders require a security setting.

FldMigrateRootBaseName

Specify the base name for the root folder created during migration.

The folder name has the form: <$FldMigrateRootBaseName$>_<$date$>_#<$run_index$>

If not set, the base value defaults to "Migrate".

FolderMigrateExcludeList

Specify the list of folders to exclude from the migration. The list may include folder IDs and folder marks.

If not set explicitly, only the TRASH folder is excluded.

ShowFolderMigrationMenu.

Set to 0 (zero) to prevent the Folder Migration option from showing in the Administration menu. If set to 1 or if not set explicitly, and migration is possible, the option is displayed.

Folders WebDAV Variables

These variables can be used to configure optional settings in the Folders WebDAV interface.

Variable Description

OVERWRITE

Set to false to prevent a WebDAV copy from writing over items with the same name. The default value is true

Working with Retention Scheduling

Content revisions can be disposed of based on the age of the content item or on the number of revisions. If Records is installed and full functionality enabled, retention rules based on Records categories can also be defined. For additional retention query folder considerations, see Folders Retention.

To define retention scheduling for the contents of a retention query folder, first specify the retention rules associated with the folder, then specify the retention schedule for each of the rules used with one or more retention query folder. This section discusses those tasks:

Specifying Retention Rules

Retention rules are specified when you create a retention query folder and can be modified at a later time. Retention rules can be specified for retention query folders only if you are an administrator. Retention query folders that do not include retention rules act like standard query folders.

Note:

If Records is installed with a level of DoD Baseline or higher, retention query folder options are not available in the Content Server interface. Any existing retention query folders retain their icon and (inactive) retention attributes, but function as a standard query folder.

The following procedure shows how to specify retention rules. For more information about creating folders and specifying queries, see Using Oracle WebCenter Content.

Query folders with retention rules apply the rules on a specified schedule. For more information about how to create a retention schedule for query folders, see Configuring a Query Retention Schedule. For details about setting up a Record retention schedule, see Managing a Records Retention Schedule.

  1. Navigate to the folder where the retention query folder is stored.

  2. To change metadata values, including the retention rules, choose Update Folder Information from the Actions menu for the associated folder.

    To change metadata values for the folder when you are viewing the contents of the folder, choose Folder Information from the Edit menu on the page.

  3. Click show advanced retention options.

  4. Choose one or more retention options. For example, to keep only the most recent 3 revisions of a content item, choose Revisions and specify 3. Older revisions are deleted on the retention schedule specified for Revisions.

    1. Revisions: Specify how many revisions of the content items in the query folder to keep and click Update.

    2. Age: Specify how long to keep the content items in the query folder and click Update.

      If you have the full Records product, the units list includes fiscal units as well as calendar units.

    3. Category: Assign a category to the query folder and use the retention defined for the category to determine how to dispose of the content items.

      This option is available only with the full Records system.

  5. Make any additional changes to the folder metadata or query and click Save.

Configuring a Query Retention Schedule

Query folders with assigned retention rules apply the rules on a specified schedule. A different schedule can be set for each type of retention rule. Content items that are included in multiple query folders can have multiple retention rules, and therefore have multiple schedules applied to them.

Folders retention rules are treated differently than those in the Records system. When using Records, if multiple delete actions are called, the retention with the longest interval is used. In Folders, the shortest interval always runs first.

If a content item has retention rules defined in both Content Server and in Records, only the retention and schedule defined by the Records system is used.

To configure a query retention schedule:

  1. From the Administration menu, choose Folders Retention Administration then Configure Scheduled Jobs.

  2. On the Folder Retention Scheduled Jobs page, specify schedules for retention rules governed by age or revision.

    Age-based rules process items based on the values in the dCreateDate row in the Revisions table in the database.

    1. Weeks/Days: Select a Start Time and an End Time. This schedules the retention for query folders with Weekly retention rules. To run the scheduled disposition immediately, click Run Now.

    2. Calendar Months: Select a day of the month, a Start Time and an End Time. This schedules the retention for query folders with Monthly or Quarterly retention rules. To run the scheduled disposition immediately, click Run Now.

    3. Calendar Years: Select a month, a day of the month, a Start Time and an End Time. This schedules the retention for query folders with Yearly retention rules. To run the scheduled disposition immediately, click Run Now.

    4. Fiscal Months/Fiscal Years: If Records is installed, you can schedule the retention for query folders with Fiscal Month and Fiscal Year retention rules. To run the scheduled disposition immediately, click Run Now.

    5. Retention Revisions: Select a day of the month, a Start Time and an End Time. This schedules the retention for query folders with Revisions retention rules. To run the scheduled disposition immediately, click Run Now.

    Note:

    If Records is installed and category retention rules are used, the categories are scheduled by their associated age or revision rules. For example, a category with a retention specified in months is governed by the value you specify here for Calendar Months. Likewise, to immediately apply the retention rules for all items with retention rules or categories specified in months, click the Run Now button associated with Calendar Months on this page.

  3. Click Update.

Managing WebDAV

WebDAV is automatically installed and enabled with Content Server. It provides a way to remotely author and manage Oracle content using clients that support the WebDAV protocol.

For example, you can use Windows Explorer to manage folders and files or use Microsoft Office products to check in, check out, and modify content in the Oracle repository rather than using Oracle's Web browser interface. The WebDAV protocol is specified by RFC 2518.0. For more information, see the WebDAV Resources page at http://www.webdav.org.

Important:

WebDAV does not support the use of non-ASCII characters in user names.

For information about using the WebDAV interface, see Using Oracle WebCenter Content.

This section discusses the following topics:

Understanding WebDav

WebDAV provides support for the following authoring and versioning functions:

  • Version management

  • Locking for overwrite protection

  • Web page properties

  • Collections of Web resources

  • Name space management (copy/move pages on a Web server)

  • Access control

When WebDAV is used with a content management system, the WebDAV client provides as an alternate user interface to the native files in the content repository. The same versioning and security controls apply, whether an author uses the Oracle Web browser interface or a WebDAV client.

In Content Server, the WebDAV interface is based on the folder interface provided by the Folders (FrameworkFolders) component. Except where noted, WebDAV functions similarly for both components.

This section discusses the following topics:

WebDAV Clients

A WebDAV client is any application that can send requests and receive responses using the WebDAV protocol. Typically, a WebDAV client requires no additional setup.

Although there are many applications that support the WebDAV protocol to some degree, Content Server is tested with, and supports the following:

  • Microsoft Windows Explorer

  • Microsoft Word 2002 (XP) through 2010

  • Microsoft PowerPoint 2002 (XP) through 2010

  • Microsoft Excel 2002 (XP) through 2010

Windows Explorer can be used to manage files created in a non-WebDAV client, but the native application cannot be used to check content in to and out of the repository.

Note:

Do not confuse the term WebDAV client with Oracle WebDAV Client, which is a separate Oracle product that enhances the WebDAV interface.

Oracle also offers Oracle WebCenter Content: Desktop, which can enhance the WebDAV client environment by more closely integrating with Windows Explorer, Microsoft Outlook, Lotus Notes, and other applications. For more information, see Using Oracle WebCenter Content: Desktop.

WebDAV Architecture

WebDAV support is implemented through a component which handles WebDAV requests directly. A WebDAV request follows this process (as illustrated in Figure 5-1):

  1. The WebDAV client makes a request to Content Server.

  2. The message is processed by the Web server through a custom filter.

  3. On the Content Server, the WebDAV component performs the following functions:

    • It recognizes the client request as WebDAV.

    • It maps the client request to the appropriate WebDAV service call.

    • It converts the client request from a WebDAV request to the appropriate request.

    • It connects to the core Content Server and executes the request.

  4. The WebDAV component converts the response into a WebDAV response and returns it to the WebDAV client.

Important:

WebDAV uses several nonstandard HTTP methods, including PROPFIND, PROPPATCH, MKCOL, DELETE, COPY, MOVE, LOCK, and UNLOCK. Many third‐party applications-such as firewalls, proxy servers, load balancers, and single sign‐on applications, do not allow these methods by default. If your network includes any of these applications, you may have to reconfigure them to allow the WebDAV methods.

WebDAV Folders

You connect to a WebDAV folder as you would a networked location. The credentials used are the same as those for the standard browser interface for Content Server. Folders and folder content can be used as defined by your user permissions. For example, if you have Read permission for a content item, you can view the file, but you cannot check in a revision to the file.

The WebDAV interface provides a subset of the options available through the browser interface. In general, users can create, delete, move, and copy content items and folders and modify and check in content items. To check out content items through the WebDAV interface, use a WebDAV client that can open the file. To perform other management tasks, such as specifying or propagating metadata values, use the standard browser interface.

For more information about creating a connection to a WebDAV folder and using WebDAV folders to manage content, see Using Oracle WebCenter Content.

Multiple Concurrent Language Support

To support multiple concurrent languages, certain WebDAV properties (metadata fields) should only contain characters that are viewable in all of the languages you intend to support. For example, in a multiple language environment that supports both English and Japanese, an English desktop would have trouble displaying Japanese (double-byte) characters.

In addition, different WebDAV clients provide different levels of support for characters within the ASCII character set. To ensure that WebDAV property fields can be displayed in your WebDAV client, the values in those fields must contain only characters that are supported by your client. For more information about character support for your WebDAV client, see the product documentation for your WebDAV client.

Note:

To ensure compatibility between languages and WebDAV clients in a multiple language environment, folder names and certain Content Server fields should only contain characters that can be displayed in all languages and in all WebDAV clients you intend to support. This is not a limitation of the Content Server fields themselves, but of the language mix and the WebDAV client environment.

Folder and File Names

It is recommended that you limit folder and file names to the printable ASCII character set (ASCII characters 32 to 128). In addition, folder and file names cannot contain the following characters:

? #& /\*" |< > :

Microsoft Web Folders WebDAV Client

The following fields must conform to the compatibility standard you establish for your multiple language environment:

  • the content name (dDocName)

  • the original content name (dOriginalName)

  • the content title (dDocTitle)

  • the folder names

Oracle WebCenter Content Desktop WebDAV Client

The following fields must conform to the compatibility standard you establish for your multiple language environment:

  • the content name (dDocName)

  • the original content name (dOriginalName)

  • the content title (dDocTitle)

  • the content type (dDocType)

  • the content item author (dDocAuthor)

  • the security group (dSecurityGroup)

  • the folder names

Configuring WebDAV

After installing WebDAV, most of the WebDAV system administration tasks can be done from folders Web pages.

This section discusses the following topics:

WebDAV Connection Strings

When creating a Content Server connection, the user must provide the WebDAV URL for that server. Each defined connection must have its own, unique WebDAV URL. Do not have two server connections on the computer that use the exact same WebDAV URL. The WebDAV URL typically has the following form:

http[s]://host-name:[port]/web-root/idcplg/webdav

For example:

http://server:7044/idc/idcplg/webdav
http://server.example.com:16200/cs/idcplg/webdav
https://server/cs/idcplg/webdav

With the use of a form-based login, WebDAV connection strings now require the _dav root before the web root. For example:

http://host_name:16200/_dav/cs/idcplg/webdav/
Default Content Item Naming

When users check new content in through a WebDAV folder, they cannot explicitly set metadata values such as the title for the content item. As a general rule, content items inherit any metadata defaults specified for the folder.

In the case of the content item title (dDocTitle), it is always set to the original file name (dDocOriginalName) except for Folders (FrameworkFolders component), if the folder specifies a title as part of its default metadata, the title specified by the folder is used as the document's title.

Security and WebDAV

The following security features are included in WebDAV:

  • Access: The user logins and security controls in the folders component and Content Server also apply to content that is managed using WebDAV clients. For example, if you have Read permission for a content item, you can view the file, but you cannot check in a new revision to the file.

  • Login Cookie: When a user logs in to Content Server through a WebDAV application, the WebDAV component sets a cookie in the client. The cookie remains set if a WebDAV request is made within the time specified by the WebDAVMaxInactiveInterval configuration parameter. The default is 3600 seconds, or one hour. The cookie remains set even if the WebDAV client application closes. If the cookie expires, the user must log in to Content Server again to perform WebDAV transactions through Microsoft Word, Excel, and PowerPoint.

    The cookie includes a cryptographic key that prevents unauthorized users from generating counterfeit cookies. The WebDAVSecretKey parameter is used to generate the key. To prevent WebDAV login cookies from being used on other Content Servers, change the WebDAVSecretKey setting to a new, unique value for each instance that is accessed through WebDAV.

  • Windows Explorer: If a user logs in to Content Server through Windows Explorer, the client retains the user login authentication within the shell. Even if the login cookie expires, Windows Explorer sends the user name and password to Content Server automatically, so the user is not prompted to log in. The only way to clear this is for the user to log out of Windows.

  • Personal Folders: Content Server creates a personal folder for each user (/Users/username/). The Web interface prevents users from creating folders in the /Users directory. To prevent users from having write access to the /Users directory through the WebDAV interface, however, you must explicitly set permissions for the /Users folder. For example, you can give most users Read access to the folder, and allow only administrators to write to the folder.

  • Session timeout: If a WebDAV client does not specify a session timeout value, the default timeout specified by the WebDAVDefaultTimeout setting is used. If a file remains locked (checked out) for this amount of time with no activity in the session, an "undo check-out" is applied to any checked out content.

Managing Content Folios

Content Folios is an optional component that is automatically installed with Content Server. When enabled, it provides a quick and effective way to assemble, track, and access logical groupings of multiple content items from within the secure environment of Content Server. For example, you can assemble all items relevant to an upcoming brochure, such as images, logos, legal disclosures, and ad copy, and send them through a workflow process. After approval, you can download all associated content and send it for print.

This section discusses the following topics:

Understanding Content Folios

A content folio is an XML file checked in to the repository that uses elements to define a hierarchical structure of nodes, slots, and specified content items. In practice, a content folio is a logical grouping, or a framework in which to structure content. Simple folios are a flat container, while advanced folios can nest content in a hierarchy within folders. With an advanced folio, the hierarchy can be set before, during, or after content items are assembled.

Content can be added to existing folios or the folios can be locked so changes cannot be made. Items can be added by searching the repository. You can add content items to an advanced folio by checking new items into the repository or by searching for existing content. An advanced folio can also contain links to outside resources such as websites or shared network drives.

Content Folios adds the following functionality:

  • Organize content into a simple, flat folio structure

  • Organize content into an advanced hierarchical folio structure

  • Create pre-structured templates for selection when creating folios

  • Modify folio structure dynamically

  • Lock folio structure to prevent it from being modified dynamically

  • Lock content folios to prevent additions

  • Unlock folios to allow additions

  • Modify folios without tracking revisions

  • Take a snapshot of a folio to track revisions

  • Download renditions of folio content in .zip, .ppt, .pdf, or XML format

    Note:

    • Downloading a PDF rendition of a folio having encrypted PDF files throws classNotfoundexception on a class that is a part of bcprov encryption jar. This jar along with two others are mentioned as a dependency for the iText 2.1.7 PDF library used by WebCenter Content. See https://mvnrepository.com/artifact/com.lowagie/itext/2.1.7.

    • Oracle does not provide an encryption library. The library bcprov-jdk14-138.jar is a recommended third-party encryption library that is downloadable from BouncyCastle.org, but any library can be used.

  • Create multiple unstructured content baskets for use in collecting content items

Several changes are made to Content Server during installation of Content Folios:

  • Additional metadata fields: The following metadata fields are added to record the current state of a folio or template:

    • CpdIsTemplateEnabled

    • CpdIsLocked

  • Additional views: The following views are added and are used on the Folio Edit page to communicate Content Folios tables to JavaScript:

    • NodPropertyView

    • LinkPropertyView

    • NodeRemovalTypeView

    • CpdTreeDisplayFunctionMapView

    • CpdPopupEditActionsView

    • ItemPropertyView

    • PneDocProfileView

  • Additional Relations: The GenericUserProfileRelation is used by PneDocProfileView.

  • Additional Tables: The following tables record the links that folios and content baskets have against content in the system:

    • CpdLinks

    • CpdArchiveLinks

    • CpdBasketLinks

    • CpdEditHistory

Changes made to Content Server remain even if Folios is disabled.

Creating and Using Content Folios

The structure of a folio can be based on a pre-defined template when it is created. The structure can also be modified when creating or editing the folio, as discussed in the following sections:

Creating and Editing Folio Templates

Folio templates are a predefined organization of nodes, subnodes, slots, and any content items required when creating a folio. The templates are XML files checked in to and are managed by Content Server. A template is selected for use when creating an advanced folio. A template can be edited or revised at any time. Revisions to a template are not applied retroactively to existing folios based on that template, but only apply to new folios created based on the template's new revision.

To create folio templates, you must have administration rights.

To create a folio template:

  1. Use the main menu to choose Administration then Folio Administration then Create Folio Template.

  2. Save the folio template and check in the folio:

    1. From the page Actions menu, select Save template.

    2. Choose the profile to use with the template and click Next.

    3. Enter the necessary check-in information, including a descriptive title for the template. Click Check In.

  3. Add structure or content to the template on the Create/Edit Folio Template page and define the template properties.

    The Structure tab of the Create/Edit Folio Template page is divided into three sections:

    • Folio Structure Pane: Shows the nodes, slots, and items that comprise the folio hierarchy. Right click within the folio structure area to display the following options on a contextual menu. Unless noted otherwise, the options are available for nodes, items, and slots:

      • Insert Selected Source Item: Inserts a selected item from the Source Items Pane in a slot. If the slot contains an item, it is replaced.

      • Insert Item by Search: Opens a search page to find an item to add to the folio in the selected node or slot. If the slot contains an item, it is replaced.

      • Insert Item by Checkin: Opens a check-in form used to add an item to be used n the selected node or slot. If the slot contains an item, it is replaced.

      • Remove Content Item: Removes content from a slot. It does not remove the slot. (items only)

      • Insert hypertext: Creates a new item in the structure that can establish a hypertext link to the specified URL.

      • Create Node or Slot: Creates a node or slot at the specified location.

      • Cut, Copy, Paste: Cuts or copies an item for later pasting if needed.

      • Delete: Deletes an item from the structure.

    • Element Info Pane: When a node, slot, or item is selected in the Folio Structure Pane, information about the selection is displayed and optionally modified. Modified information is written back to the XML file that is checked in. Unless noted otherwise, the following fields are available for nodes, items, and slots:

      • Name: Name of the object.

      • Description: Description of the object.

      • Attributes (items and slots): The uses and limitations of the object. Default attributes include the following:

        Allow empty: The object can be left empty.

        Lock content: Items cannot be deleted from the slot.

        Removable: The object can be deleted.

        Allow external: External link can be specified.

        Restrict formats: Limits allowable content item formats through a comma-delimited list that maps formats to file extensions.

        Allow folio: A folio can be specified in the slot.

        Content profile: The content profile used when adding an item by search or check in.

        Clone item: The associated item is cloned. A cloned item is copied and checked in as a new item when a folio based on the template is created. If an item is not cloned, the original content item is associated with any folio created using the template.

      • Attributes (nodes): Default attributes include the following:

        Removable: The node can be deleted.

        Children movable: Items and slots can be moved within the hierarchy.

        Allow item creation: Items can be created within the node.

        Allow node creation: Subnodes can be created within the node.

        Maximum items, Maximum nodes: Specifies the total number of items allowed in the node.

        Content profile: The content profile used when adding an item by search or check in.

      • Content ID: (items and slots). The ID of the item.

      • Create Date: (items and slots). The date a content item was created.

      • Last modified: (items and slots). The last date changes were made.

      • Link: (links only): The URL of a link.

    • Source Items Pane: Used to collect items to be used in the folio.

  4. Click Finish when done.

Adding Custom Viewers and Renderers

Content Server ships with a default viewer that mimics the structure of the Create/Edit Folios page, and the following rendition options:

  • Zip

  • PDF

  • XML

Custom viewers and renderers can be created, but such development requires an understanding of the following:

  • The structure of the folio XML

  • The folio Idoc Script functions and their proper usage

  • The Iterator/Renderer architecture

  • The method for using a component to modify/add to the list of viewers and renderers

To add custom viewers and renderers, contact Oracle Consulting at http://www.oracle.com/consulting/index.html.

For information about using a service to return the folio structure as a simple resultset, see the "Crawling a Content Folio" blog.