17 Working with Oracle Content and Experience Cloud Service

If WebCenter Content Server is integrated with Oracle Content and Experience Cloud Service, you can share content between these servers. You can upload content to the cloud server and copy content to and from the cloud server. In addition, you can share a cloud folder or item with specific Oracle Documents users or with external users using the cloud user interface.

17.1 About Content and Experience Cloud Service

Content and Experience Cloud Service is a cloud-based content management product from Oracle. If Oracle WebCenter Content Server is integrated with Oracle Content and Experience Cloud Server, you can upload or copy content to the cloud server to maintain a secure, easy access to content on the go through the cloud user interface.

17.2 Uploading Content to Oracle Content and Experience Cloud Service

Using Oracle Content and Experience Cloud Service you can keep all your work in the cloud.

To upload content to Oracle Content and Experience Cloud Service:
  1. Navigate to a cloud folder.
  2. Click the folder thumbnail image or the folder title to open the cloud folder in the embedded cloud user interface.
  3. Click the Upload button in the embedded cloud user interface, and select the item or items you want to upload from your physical drive.

Figure 17-1 View Cloud Folder

View Cloud Folder

Note:

In the View Cloud Folder screen, the following buttons or fields are disabled or hidden:
  • The Upload button and the Create Folder button in the context of Oracle WebCenter Content Server.

  • The search box, including the Filter icon and the Search icon, in the banner area.

  • The Search <Folder> and Subfolders option in the folder drop-down menu.

17.3 Copying Content to Oracle Content and Experience Cloud Service

This section describes how to copy content items between Oracle WebCenter Content Server and Oracle Content and Experience Cloud Service. It contains the following sections:

Note:

You cannot copy the following items from WebCenter Content Server to Content and Experience Cloud Server:
  • Saved search

  • Retention folder

  • Shortcuts of any type

17.3.1 How do I copy content to a top-level cloud folder?

To copy a regular folder or an item from Oracle WebCenter Content Server to a top-level cloud folder:
  1. Select the folder or items to copy, and click the Copy icon (Copy Icon).
  2. Select the target folder in the Copy window. If you select a top-level cloud folder, the Next button in the Copy window is disabled.
  3. Click Finish to complete the copy operation.

Figure 17-2 Copying to a Top-Level Cloud Folder

Copying to a Top-Level Cloud Folder

Note:

If the Auto Suggest feature is disabled, the Folder or Library Search Box isn’t displayed within the Copy dialog. Contact your system administrator to enable this feature.

After the items are copied into the target folder, a success message provides a link to the top-level cloud folder within Oracle WebCenter Content Server.

Copied to Top-Level Cloud Folder Notice

17.3.2 How do I copy content to a child cloud folder?

To copy a regular folder or an item from Oracle WebCenter Content Server to a descendant of a top-level cloud folder:
  1. Select the folder or items to copy, and click the Copy icon (Copy Icon).
  2. Click on the desired top-level cloud folder to display its descendants.
    Note: The Copy window displayed here is from the context of Oracle Content and Experience Cloud Service.
  3. Select a child cloud folder and click OK to complete the copy operation.

Figure 17-3 Copying to a Child Cloud Folder

Copying to a Child Cloud Folder

After the items are copied into the target folder, a success message is displayed with the name of the target. No link is provided to the target folder because it is out of the context of Oracle WebCenter Content Server.

Copied to Child Cloud Folder Notice

17.4 Copying Content from Oracle Content and Experience Cloud Service

You can copy a top-level cloud folder from Oracle Content and Experience Cloud Service to Oracle WebCenter Content Server. The top-level cloud folder and its descendants are copied as regular folders into Oracle WebCenter Content Server.

Note:

If you copy a regular folder containing cloud folders into another regular folder within Oracle WebCenter Content Server, for each cloud folder descendant a new cloud folder is created at the destination with duplicate content.

17.5 Sharing Cloud Folders

If your system administrator has granted you with appropriate privileges, you can share a cloud folder with your Oracle Content and Experience Cloud Service account.

In addition, you can also share a cloud folder or its contents with specific Oracle Content and Experience Cloud Service users or external users from the embedded cloud user interface within a cloud folder.

17.5.1 How do I share a cloud folder with my Oracle Content and Experience Cloud Service account?

You can share a cloud folder with your Oracle Content and Experience Cloud Service account, provided that:
  • Your system administrator has enabled sharing of cloud folders on the Content Server for your WebCenter Content account.

  • You have a valid Oracle Content and Experience Cloud Service account.

  • You have an e-mail address defined on the WebCenter Content system and linked to your Oracle Content and Experience Cloud Service account.

    To define an e-mail address, see Personalizing WebCenter Content Preferences.

You can share a cloud folder with your Oracle Content and Experience Cloud Service account from the following scenarios:

Note:

The system administrator determines when you can share cloud folders by selecting from the following available options on the Content Server:
  • Creation: You will be able to share a cloud folder only during its creation.

  • Always: You will be able to share a cloud folder during its creation or any time after its creation. In addition, you will also be able to share all cloud folders to which you have access.

  • Never: You will not be able to share cloud folders because options to share will not appear on the user interface.

17.5.1.1 How do I enable sharing while creating a cloud folder?

To enable sharing of a cloud folder from the Create Folder dialog:

  1. Fill out the name and description fields, and select the Oracle Content and Experience Cloud Folder option from the type list to create a cloud folder.

    A check box to enable sharing of the cloud folder with your Oracle Content and Experience Cloud Service account and an associated message is displayed.

  2. Select the check box and click Save.

Figure 17-4 Sharing a Cloud Folder from the Create Folder Dialog

Create Folder Dialog with Sharing Enabled.

Note:

The check box and the associated message appear in the Create Folder dialog if all of the following conditions are true:
  • The system administrator has set the cloud folder sharing option on the Content Server to either Creation or Always for your account.

  • You have an e-mail address defined on the WebCenter Content system.

  • You have selected the Oracle Content and Experience Cloud Folder option from the type list in the Create Folder dialog.

If the cloud folder is successfully shared with your Oracle Content and Experience Cloud Service account, the following confirmation message is displayed.

Figure 17-5 Successful Share with Oracle Content and Experience Cloud Service

Cloud Folder Sharing Success Message

If the share operation is unsuccessful, the following notification is displayed.

Figure 17-6 Unsuccessful Share with Oracle Content and Experience Cloud Service

Cloud Folder Sharing Failure Message
17.5.1.2 How do I share a cloud folder to which I have access?

You can share any cloud folder to which you have access with your Oracle Content and Experience Cloud Service account.

To share a cloud folder:
  1. Right-click on the cloud folder in the results list or in the folder hierarchy in the side bar.

  2. From the context menu, select the Share With My Cloud Account option.

A notification indicates if the cloud folder has been successfully shared with your Oracle Content and Experience Cloud Service account or not.

Note:

The Share With My Cloud Account option is also available from the More menu in the results toolbar upon selecting a single cloud folder.
The option to share a cloud folder with your Oracle Content and Experience Cloud Service account appears in the context menu or More menu of a cloud folder if all of the following conditions are true:
  • The system administrator has set the cloud folder sharing option on the Content Server to Always for your account.

  • You have an e-mail address defined on the WebCenter Content system.

  • The cloud folder that you select is not currently being shared with your Oracle Content and Experience Cloud Service account.

    If the cloud folder is currently being shared with your Oracle Content and Experience Cloud Service account, the context menu and More menu display the option to stop sharing of the cloud folder. See, How do I stop sharing a cloud folder with my Oracle Content and Experience Cloud Service account?.

17.5.2 How do I stop sharing a cloud folder with my Oracle Content and Experience Cloud Service account?

To stop sharing a cloud folder that is currently being shared with your Oracle Content and Experience Cloud Service account:
  1. Right-click on the cloud folder in the results list or in the folder hierarchy in the side bar.

  2. From the context menu, select the Stop Sharing With My Cloud Account option.

A notification indicates if the sharing has been successfully stopped or not.

Note:

The Stop Sharing With My Cloud Account option is also available from the More menu in the results toolbar upon selecting a single cloud folder that is currently being shared with your Oracle Content and Experience Cloud Service account.

17.5.3 How do I share a cloud folder with other users?

You can share a cloud folder or its contents with specific Oracle Documents users or with external users.

To share cloud content, click the Share button (Share icon) in the embedded cloud user interface in the View Cloud Folder screen (see Figure 17-1) to share an entire cloud folder or select Share from the menu bar or the right-click menu of a content item in the cloud folder to share the item.

The Share dialog contains the following tabs:
  • Members: In this tab, click the Add Members button to add Oracle Documents users and assign roles to each member. This tab is available only if you have administration privileges on a particular cloud folder.

    Important:

    Only the Oracle Content and Experience Cloud Service accounts added to the members’ list of a particular cloud folder or item are able to access the cloud folder or item from the cloud user interface.
  • Public Links: In this tab, click the Create Link button to create a public link to a cloud folder or item. Assign a link name, link permissions, link expiry date (optional), and a code to access the public link (optional), and share the link with external users.

    Note:

    The Public Links feature can be enabled or disabled by the Oracle Content and Experience Cloud Server administrator in the cloud user interface.

For more information on sharing, see How do I share folders? in Using Oracle Content and Experience Cloud.

17.6 Deleting Cloud Folders

You can delete a cloud folder using the same procedure for deleting a normal WebCenter Content folder, see About Deleting Libraries, Folders, and Documents.

Permanently deleting a cloud folder deletes the corresponding folder and all its documents from Oracle Content and Experience Cloud Service. If the Trash functionality is enabled in the content server, deleting a cloud folder moves it to Trash, but the corresponding folder and its contents in Oracle Content and Experience Cloud Service remain active.

Note:

A user with only a write privilege (without a delete privilege) to a cloud folder is able to delete contents of that folder in the Oracle Content and Experience Cloud user interface. This is the expected behavior.