6 Understanding Folders

Like libraries, use folders to organize documents. You can create a folder within or outside a library.

This chapter covers the following topics:

6.1 About Folders

Folders in Oracle WebCenter Content are used to organize documents. In the WebCenter Content user interface, folders can be created in the context of a library or outside a library (ad hoc folders). However, folders should be created within the context of a library for better organization of content. Folders, like libraries, can be shared, followed, copied, moved, and secured. By using folders to organize content, you can:

  • Find content quickly by browsing the folder structure.

  • Create a saved search to organize content associated by search criteria.

  • Share groups of content easily with co-workers.

6.2 Folder Differences Between the WebCenter Content and Native User Interfaces

The folders in the WebCenter Content user interface are not visible in the native user interface by default but can be enabled. If enabled, folders as used in the WebCenter Content interface are displayed in the Browse Content tray under Folders. Using folders differs between the WebCenter Content and native user interfaces. This chapter focuses on common features. Where features differ, this chapter focuses on the WebCenter Content interface. For details about understanding and using folders in the native user interface, see About Folders.

Note:

The native user interface uses query folders instead of saved searches.

Note:

Cloud folders are enabled only in the WebCenter Content user interface and not in the native user interface.

Figure 6-1 Folder Comparison Between Interfaces

This image displays the folder comparison between interfaces

6.3 Browsing the Folder Hierarchy

When you open a library from a results list in the WebCenter Content interface, a hierarchy of folders is displayed in the side bar. Like traditional folder hierarchies, you can expand folders to display subfolders, also called child folders. Selecting a folder in the hierarchy displays the contents of the folder in a results list, including any subfolders, folder shortcuts, query or retention folders.

When you expand the Browse Content tray in the native user interface, several folder options are available and are listed in Table 6-1. If the folder option has been enabled in the native user interface, then virtual folders can be created and used to help organize content.

Table 6-1 Folder Options

Name Description

Library Folders

Library folders in the native user interface are not organizational folders in the traditional sense. Instead they refer to web pages predefined by your system administrator.

Folders

Folders are virtual folders that organize content. These are not available by default and must be enabled by your system administrator.

Cloud Folders

Cloud folders are a special kind of folders, which allow you to copy content to and from the cloud server. They act as a link to a folder in Oracle Content and Experience Cloud Service. If your company has integrated with Oracle Content and Experience Cloud Service, you can copy or upload files to the cloud using a cloud folder, and you can access content on the go through the cloud user interface. Cloud folders are enabled only in the WebCenter Content user interface and not in the native user interface.

Saved Searches

Saved searches are virtual folders that contain the items returned by a search criteria; each time you access a saved search, you initiate the search criteria associated with that folder. The contents of saved searches can change dynamically as the contents of the repository change.

Retention Folders

A type of saved search with rules for retaining content.

6.4 Searching For Folders

In the WebCenter Content user interface, you can search for folders using either the search field above the hierarchy in the side bar, or using the search box in the banner area. Results are displayed in the side bar if using the search field, and in the results list area if using the search box.

6.5 Working With Folders

In the WebCenter Content interface, either right-click the folder in the side bar hierarchy and use the contextual menu, or select the folder in a results list and use the tool bar to create new folders, modify folder properties, set the folder as a favorite, or make other changes to the folder.

Figure 6-2 Folder Contextual Menu

This image displays the folder contextual menu

6.6 Understanding Folder Security

In the WebCenter Content user interface, security can be set at library and folder levels as well as the document level. Security is inherited from the containing library unless it is set independently. For more information, see Library and folder security.

Note:

It is possible that you can have rights set to a folder in a library or containing folder that you do not have access to. In this case, you can find the folder by searching but not by browsing. You cannot browse to the library or folder it is in because you do not have rights to do so. Once you have found the folder, mark it as a favorite or create a shortcut in a folder to which you do have access in order to find the document quickly.

6.7 Saved Searches and Shortcuts

In addition to folders, any saved search or shortcut you create in a folder is displayed in the folder hierarchy. To use them, you must click a saved search or shortcut.