This section covers these topics:
Section 12.2, "Email Specific Metadata on Oracle WebCenter Content Server"
Section 12.6, "Inserting Links to Content Files on a Server into Email"
Section 12.7, "Attaching Content Files on a Server to Email"
Section 12.8, "Creating a New Email that Includes Links to a File"
Email client integration enables you to check email messages and their attachments in to a content server directly from Microsoft Outlook or Lotus Notes and share them with others in your organization. In Microsoft Outlook, you can drag and drop emails directly into content folders on a server, or you can use a special content check-in form (Oracle WebCenter Content Server only). You can also attach managed content items from the server as well as links to them to your outgoing emails.
Checked-in email messages are not intended to be checked out, modified, and checked back in. Email messages are checked in to a content server for the express purpose of preserving them exactly as they were received. You can open a checked-in email message from a server to view it in your default email application. You can even make changes if you want, but you cannot check it back in to the server. You can, however, send the message to other people or save a copy on your local computer.
See Chapter 11, "Understanding Email Client Integration" for details on how the Desktop client software integrates with your email client application.
See Chapter 4, "Understanding Enterprise Libraries, Folders, and Files" for general information about content folders and files.
This section applies only when connected to a server that is using the native 11g user interface.
With the Desktop components installed on an Oracle WebCenter Content Server instance, the content check-in form typically includes six email specific metadata fields, providing they were enabled on the content server (see Table 12-1). These are all optional metadata fields, which means you do not need to provide values for them in order to check in an email message. If used, these metadata fields are pre-populated with available values when you check an email message or attachment in to the content server.
Table 12-1 Email Specific Metadata Fields
| Field Label on Content Check-in Form | Field Name in Content Server | Description |
|---|---|---|
|
The sender of the email message (that is, the name in the 'From' field). |
||
|
The recipient or recipients of the email message (that is, the name or names in the 'To' field). |
||
|
Other Addressee(s) |
The other recipients of the email message (that is, the names in the 'Cc' field). Any names in the 'Bcc' field are ignored. |
|
|
The subject line of the email message. |
||
|
Publication Date |
This is the date and time that the email message was sent (as recorded in the message header). |
|
|
Received Date |
This is the date and time that the email message was received (as recorded in the message header). |
Oracle WebCenter Content Server
Oracle WebCenter Content Server can store multiple files of the same name as separate content items. However, in the integration of Oracle WebCenter Content Server with your Windows desktop application, file names in content folders need to be unique (in the same way that a folder in Windows cannot contain two files of the same name). Because of this requirement, when you add an email to a content folder that already contains an email of the same name, it is automatically checked in as a new revision to the existing item on the server. For example, if Our discussion.msg is in a folder on the server and you add a second Our discussion.msg file to that same folder, then the second file becomes a new revision of the first file. If Our discussion.msg is in a folder and you add Our recent discussion.msg or Our discussion.eml to that folder, then they remain separate content items because they have different file names.
The file name that is displayed in the Name column in Windows Explorer or your email application and in the Name field of the Content Properties dialog is the same as the original file name in the content server repository. When you rename content through the Windows Explorer integration, the original file name also changes to reflect the new name.
If Oracle WebCenter Content Server is set up to automatically generate content IDs, then the content IDs follow the established numbering convention. If this option is not enabled, checking in a new content item through Windows Explorer or an email client generates a unique sequential content or message ID.
Oracle Content Database Servers and Other WebDAV Servers
Content folders on Oracle Content Database servers and other WebDAV servers behave exactly like Windows folders on your local computer. If you copy a file to a folder on the server that already contains a file of the same name, then the existing file is simply overwritten. (Contrary to Oracle WebCenter Content Server, there is no revisioning on these servers.)
When you check email messages with attachments in to the content server, you have the option of checking in an attachment separately from its email message or checking in both as a single content item. You can set this to be handled automatically. If you prefer, you can, instead, be prompted to make the choice when you check each email message with an attachment in to the server.
Note:
An "attachment" is any file formally attached to an email.
To set how email attachments are handled during check-ins:
Open your email application (Microsoft Outlook or Lotus Notes).
Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Email Integration Settings....
Microsoft Outlook 2010 and 2013: Open the WebCenter Content ribbon, select Options, then select Email Integration Settings.
Lotus Notes: Open the Actions menu and then select Email Integration Settings....
The Email Checkin Settings dialog opens.
Select the appropriate option to specify how attachments to email messages should be handled when checking email messages with attachments in to the content server:
Separate Attachments: Each email attachment is checked in to the content server as a separate item from the email message, each with its own content ID. The body text of the checked-in email message will include links to each of the checked-in attachments.
Keep Attachments: The attachment is embedded in the email message and both are checked in as a single content item with a single content ID. The attachment is embedded in the email message.
Ask: You are prompted to specify how each email attachment should be handled every time you check in an email message with one or more attachments.
This setting applies only if you check in an email using the Check In Mail Item feature in Microsoft Outlook or Lotus Notes. It does not apply if you drag and drop an email into a content folder (a Microsoft Outlook feature). In that case, the email is always checked in with its attachments embedded.
Click OK to close the Email Checkin Settings dialog. The setting takes effect immediately.
Once you have integrated your email application with a content server and connected your computer to the server, you are ready to use the content server for storing email messages and attachments and sharing them with others in your organization.
This section covers these topics:
Section 12.5.1, "Checking In Email Messages Using the Check In Mail Item Feature"
Section 12.5.2, "Checking In Email Messages By Dragging and Dropping"
Section 12.5.3, "Checking In Email Messages with Attachments"
Section 12.5.4, "Checking In Attachments Without Checking in the Email"
If enabled on the content server and in your user settings, the process to check in your emails will be started automatically as soon as you send them.
You can check email messages in to an Oracle WebCenter Content Server instance directly from your email application (Microsoft Outlook or Lotus Notes). When you check an email in to an Oracle WebCenter Content Server instance using the Check In Mail Item feature, the original email is preserved in your email application. This is different from the drag-and-drop method (see Section 12.5.2, "Checking In Email Messages By Dragging and Dropping"), which removes the item from your email application (unless you hold the Ctrl key while dragging and dropping the item).
The suggested file name of a checked-in Microsoft Outlook email message is usually a combination of its subject line and the date it was received, and for a Lotus Notes message it is usually its subject line. However, files can be named in other ways (for example using other attributes of the email, the email message ID, or a uniquely generated code) depending on how your system has been configured. Characters not allowed in Windows file names are replaced by spaces. You may change the title as needed before completing the check-in. Microsoft Outlook messages are checked in as .msg files, and Lotus Notes messages as .eml files.
When you check in an email message with attachments, these attachments are handled in accordance with the metadata prompting setting (see Section 4.11, "Enabling Metadata Prompting for Enterprise Libraries and Folders"). Each attachment may automatically be checked in to the content server as a separate item from the email message or together with (that is, embedded in) the email. You may also be asked which of these two options you want to use.
Note:
Outlook VCard (.vcf) files are not checked in to the content server.
To check one or more email messages in to an Oracle WebCenter Content Server instance using the Check In Mail Item feature:
Open your email application (Microsoft Outlook or Lotus Notes).
Select the email message or messages you want to check in to an Oracle WebCenter Content Server instance. You can select multiple messages if you want. Each message will be checked in as a separate content item on the server.
Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Mail Item.... Alternatively, you can also click the Check In Mail Item button on the WebCenter Content toolbar. (If this toolbar is not visible, choose View, then Toolbars, and then WebCenter Content to enable it.)
Microsoft Outlook 2010 and 2013: Open the WebCenter Content ribbon and then select Check In Mail Item.
Lotus Notes: Open the Actions menu and then select Check In Mail Item....
If the email message has any attachments, the Attachment Options dialog may be displayed, depending on your Desktop configuration.
The Attachment Options dialog lists all detected attachments to the current email message. Select the check box next to an attachment if you want to embed the attachment into the email message and check the attachment and message in to the content server as a single item. Clear the check box if you want to check in the attachment as a separate item with its own content ID. The body of the checked-in email message will then include links to each of the checked-in attachments.
The Check In Content dialog opens. (You may be prompted to enter your login credentials first.)
Note:
You check in one email message or attachment at a time. If you selected multiple messages or if attachments will be checked in separately, the Check In Content dialog will reopen for each item to be checked in. Attachments are checked in before their associated email message.
In the Server list, select the Oracle WebCenter Content Server instance that you want to check the email message or attachment in to. When you select a new server, you may be prompted to enter your login credentials first (depending on how the server has been set up).
The list of available servers includes only Oracle WebCenter Content Server instances; it does not show any Oracle Content Database servers or other WebDAV servers. This is because this page uses standard Oracle WebCenter Content Server check-in functionality.
In the Profile list, select the content profile that should be applied to the check-in form (providing any profiles are defined on the content server). Content profiles are used to limit the metadata fields shown on the check-in form (and also several other content server pages), depending on the type of content. For example, a "Sales" profile might show metadata fields for revenue numbers, sales forecasts, and the like, whereas a "Support" profile might show metadata fields for case number, status, and the like.
Profiles are available only if you are connecting to Oracle WebCenter Content Server 11gR1 or Oracle Content Server 11gR1. They are not available for Oracle Content Server 10gR3 servers.
In the native 11g user interface, the following defaults are used for some of the metadata fields:
Title: For email messages, the title defaults to the subject line of the email message (unless your server administrator changed the configuration to use the email message ID as the content item title). For attachments, the title defaults to the file name. You can modify the title if you want.
Author: This shows the content server user who is checking in the email message.)
Addressee(s): This is the recipients of the email messages ('To' field), as retrieved from the email header.
Other Addressee(s): These are the additional recipients of the email message ('Cc' field), if any, as retrieved from the email header. Any names in the 'Bcc' field are ignored.
Email Subject: This is the subject line of the email message, as retrieved from the email header.
Different metadata fields are visible depending on the content server configuration. Metadata fields may have default values if you set up Desktop to "remember" the metadata used for the last check-in of an email or attachment. For more information, see Section 2.14, "Setting Metadata To Be Remembered for Form-Based Check-Ins."
If you want the content item to show up in a content folder on the server, make sure that you specify the location in the Folder field.
All mandatory metadata fields are marked with an asterisk (*). The email message cannot be checked in if any of these fields is empty.
In the native 11g user interface, you can use the Reset button at the bottom of the form to revert the form to its initial state (that is, remove any data that you entered on the form).
Click OK to check the email message or attachment in to the selected Oracle WebCenter Content Server instance. If there are multiple messages or separate attachments for check-in, the Check In Content dialog reopens and you can repeat the check-in process for each item.
Tip:
Attachments are always checked in first, followed by their associated email message. You can check in an attachment by itself. After the attachment is checked in, simply cancel the content check-in form when it reappears for checking in the email message.
This feature is available only for integrations with Microsoft Outlook.
As an alternative to checking in email messages using the Check In Mail Item feature (see Section 12.5.1, "Checking In Email Messages Using the Check In Mail Item Feature"), you can also select the email message or messages to be checked in and use your mouse to drag and drop them into the desired content folder on a server. When you drag and drop an email into a content folder on a server, the original email is removed from your email application unless you hold the Ctrl key while dragging and dropping the item. This is different from the Check In Mail Item feature, which always preserves the original email in your email application.
The file name of a checked-in email message is usually a combination of its subject line and the date it was received. However, files can be named in other ways (for example using other attributes of the email, the email message ID, or a uniquely generated code) depending on how your system has been configured. Characters not allowed in Windows file names are replaced by spaces. In some configurations, if you drag and drop an email message into a content folder that already has an email with the same file name, then a sequence number in parentheses is added to the file name (for example, "Re Our Discussion (2).msg"). In other configurations, such duplication may not be allowed. Microsoft Outlook messages are checked in as .msg files.
When you drag and drop an email message with attachments into a content folder on a server, these attachments are always checked in together with (that is, embedded in) the email, regardless of the metadata prompting setting (see Section 4.11, "Enabling Metadata Prompting for Enterprise Libraries and Folders").
Note:
Outlook VCard (.vcf) files are not checked in to the content server.
When you drag and drop a new email message into a content folder on an Oracle WebCenter Content Server instance, you may be asked to provide metadata for the message, depending on the settings for that content folder (see Section 4.11, "Enabling Metadata Prompting for Enterprise Libraries and Folders"). If you are not prompted to provide metadata, the file inherits the default metadata assigned to the content folder (see Section 4.5, "Content File Metadata").
To check one or more email messages in to a content server by dragging and dropping:
Open Microsoft Outlook.
Select the email message or messages you want to check in to a content server. You can select multiple messages if you want. Each message will be checked in as a separate content item on the server.
Use your mouse to drag and drop the selected email message or messages to a content folder on a server in the mail folders pane.
If you dragged and dropped the email to an Oracle WebCenter Content Server instance or Oracle Content Database Server instance, and if metadata prompting is enabled for the content folder, the Check In Content dialog opens. If metadata prompting is disabled for the folder, or if you dragged and dropped the email to another type of WebDAV server, the file is checked in without any further prompting. You can then skip the remainder of this procedure.
The Source File field in the Check In Content dialog shows the email message file that will be checked in. It is located in a temporary location on your local computer. By default, the file name is the email subject line (with characters not allowed in Windows file names replaced by spaces). However, your server administrator may have changed the configuration to use the email message ID as the file name. Microsoft Outlook messages are checked in as .msg files.
In the Profile list, select the content profile that should be applied to the check-in form (providing any profiles are defined on the content server). Content profiles are used to limit the metadata fields shown on the check-in form (and also several other content server pages), depending on the type of content. For example, a "Sales" profile might show metadata fields for revenue numbers, sales forecasts, and the like, whereas a "Support" profile might show metadata fields for case number, status, and the like.
Profiles are available only if you are connecting to Oracle WebCenter Content Server 11gR1 or Oracle Content Server 11gR1. They are not available for Oracle Content Server 10gR3 servers.
Different metadata fields are visible depending on the content server configuration.
Some metadata fields are automatically populated with information retrieved from the email header and other sources. For example:
Title: This defaults to the subject line of the email message (unless your server administrator changed the configuration to use the email message ID as the content item title). You can modify the title if you want.
Author: This shows the content server user who is checking in the email message.)
Addressee(s): This is the recipients of the email messages ('To' field).
Other Addressee(s): These are the additional recipients of the email message ('Cc' field), if any. Any names in the 'Bcc' field are ignored.
Email Subject: This is the subject line of the email message.
Some metadata fields may have default values if you set up Desktop to "remember" the metadata used for the last check-in of an email or attachment. For more information, see Section 2.14, "Setting Metadata To Be Remembered for Form-Based Check-Ins."
If you want the content item to show up in a content folder on the server, make sure that you specify the location in the Folder field.
All mandatory metadata fields are marked with an asterisk (*). The email message cannot be checked in if any of these fields is empty.
In the native 11g user interface, you can use the Reset button at the bottom of the form to revert the form to its initial state (that is, remove any data that you entered on the form).
Click Finish to check the email message in to the selected content folder. If you had selected multiple messages for check-in, the Check In Content dialog reopens and you can repeat the check-in process for each message.
When you check in an email message with one or more attachments, the way the attachments are handled depends on the check-in method and your configuration, as outlined in Table 12-2.
Table 12-2 Handling of Email Attachments
| Check-in Method | Check in to Oracle WebCenter Content Server | Check in to Oracle Content DB or other WebDAV server |
|---|---|---|
|
Check In Mail Item feature (see Section 12.5.1, "Checking In Email Messages Using the Check In Mail Item Feature") |
Attachments are checked in according to the setting in the Email Checkin Settings dialog. |
n/a |
|
Dragging and dropping (Microsoft Outlook only - see Section 12.5.2, "Checking In Email Messages By Dragging and Dropping") |
Attachments are always checked in along with the email messages (that is, embedded in them). |
Attachments are always checked in along with the email messages (that is, embedded in them). |
If attachments are checked in to an Oracle WebCenter Content Server instance as separate content items, the content information page of their associated email message will contain links to each of the checked-in attachments. These links point to the most recent revision of each attachment. However, if the server is using the RmaEmail component, the links will always point to the first revision, regardless of whether the content item has newer revisions. Also, Outlook VCard (.vcf) files are not checked in to the content server.
Note:
This feature is available only for Microsoft Outlook 2010 and later.
You can check in attachments without checking in the email to which they are attached.
To check in only the attachments:
Open your email application (Microsoft Outlook only).
Select the email message with the attachments that you want to check in.
You can check in attachments for one message at a time. If you select more than one message, the option to check in attachments is unavailable.
Open the WebCenter Content ribbon and select Check In Attachments.
On the Check In Attachments dialog, select the attachments that you want to check in, then click OK.
On the Check In Content dialog, in the Server list, select the Oracle WebCenter Content Server instance that you want to check the first (or only) attachment in to.
In the Profile list, select the content profile that should be applied to the check-in form (if any).
If you want the content item to show up in a content folder on the server, make sure that you specify the location in the Folder field.
Click OK to check the attachment in to the selected Oracle WebCenter Content Server instance.
If you selected multiple attachments to be checked in, the Check In Content dialog reopens and you can repeat the check-in process for each item.
You can insert links to content files on a server into an email message. You can provide your own link text and also specify the link target file rendition.
Note:
If you use Microsoft Word as your email editor in Microsoft Outlook, you can right-click and insert links through the context menu.
To insert links to content items on a server into an email:
Open your email application (Microsoft Outlook or Lotus Notes).
Create or open an email message.
Microsoft Outlook 2002, 2003, and 2007: Click the Get Attachment button on the WebCenter Content toolbar.
Microsoft Outlook 2010 and 2013: Open the Insert or Message ribbon and then select Get Attachment.
Lotus Notes: Open the Actions menu and then select Get Attachment....
The Get Attachment dialog opens.
Click Browse to open the Select Content dialog, where you can locate and select the file or files on the content server that you want to link to in the email. The list of available servers includes only Oracle WebCenter Content Server instances, not Oracle Content Database or other WebDAV servers.
You can select multiple files at the same time. When searching for files, select the check box for each item in the search results list that you want to include. When browsing to files in content folders, hold the Shift key for consecutive selections and Ctrl for non-consecutive selections. Click OK when you are done.
After you have selected the file or files you want to include in the email, the Content Item field shows their content IDs. If you selected multiple files, the Content Item field shows the content ID of the first selected file, and you can use the dropdown list to go to a different file.
In the Get Attachment dialog, select the Link panel.
For each selected file, provide the link text for the hyperlink that will be inserted in the email message. The default is the file name of the content item (without the file extension), but you can modify this as needed. The link is inserted into the email message as "Specified_Link_Text: URL_To_Content_Item," for example:
John Doe has shared the following files with you. view them by clicking on the links below:
Latest Sales Report Microsoft Word Document, 10 KB
http://server.example.com/cs/idcplg?IdcService=GET_FILE&dDocName=ID1003&RevisionSelectionMethod=LatestReleased
Open WebCenter Content Server
If you specify no link text, only the URL is inserted.
For each selected file, select the file rendition that the hyperlink should point to:
Native Rendition: This links to the native file; that is, the original file as created in its associated application (for example, .doc or .docx files for Microsoft Word documents).
Web-Viewable Rendition: This links to a version of the original file that can be viewed in a web browser. You may manually specify a file as the web-viewable rendition when checking a content item into the content server, but web-viewable renditions are often created automatically on the content server and checked in along with the native file (for example, a generated PDF version).
HTML Rendition: This links to an HTML version of the original file, as converted on the content server when the file is requested for viewing.
Content Information page: This links to the page on the content server that provides metadata information about the content item (title, author, and so on). This page also includes links to the various available renditions of the content item.
For each selected file, specify whether the hyperlink should always point to the latest revision. If you select the check box, the link target will always be up to date. Otherwise, the hyperlink references a specific revision of the content item, which means it will point to an older revision of the file if that file is updated on the content server.
Click OK to insert the hyperlink or hyperlinks into the email message.
You can attach one or more content files on a server to an email message.
Note:
If you use Microsoft Word as your email editor in Microsoft Outlook, you will not be able to use the Desktop attachment feature. To use this feature, you need to use Microsoft Outlook's own HTML or text editor.
To attach content items on a server to an email:
Open your email application (Microsoft Outlook or Lotus Notes).
Create or open an e-mail message.
Microsoft Outlook 2002, 2003, and 2007: Click the Get Attachment button on the WebCenter Content toolbar.
Microsoft Outlook 2010 and 2013: Open the Insert or Message ribbon and then select Get Attachment.
Lotus Notes: Open the Actions menu and then select Get Attachment....
The Get Attachment dialog opens.
Click Browse to open the Select Content dialog, where you can locate and select the file or files on the content server that you want to attach to the email. The list of available servers includes only Oracle WebCenter Content Server instances, not Oracle Content Database or other WebDAV servers.
You can select multiple files at the same time. When searching for files, select the check box for each item in the search results list that you want to attach to the email. When browsing to files in content folders, hold the Shift key for consecutive selections and Ctrl for non-consecutive selections. Click OK when you are done.
After you have selected the file or files you want to attach to the email, the Content Item field shows their content IDs. If you selected multiple files, the Content Item field shows the content ID of the first selected file, and you can use the dropdown list to go to a different file.
In the Get Attachment dialog, select the File panel.
For each selected file, select the file rendition that you want to attach to the email:
Native Rendition: This links to the native file; that is, the original file as created in its associated application (for example, .doc or .docx files for Microsoft Word documents).
Web-Viewable Rendition: This links to a version of the original file that can be viewed in a web browser. You may manually specify a file as the web-viewable rendition when checking a content item into the content server, but web-viewable renditions are often created automatically on the content server and checked in along with the native file (for example, a generated PDF version).
Click OK to attach the selected content item or items to the email message.
Note:
This procedure applies when using the native 11g user interface.
When you select a file in the content folder hierarchy, you see information about that file in the preview pane. For WebCenter Content Server instances, this will be the content information page from the server; for other servers, the preview pane lists some basic file information, including its URL. You can use the Send link by email option in the preview pane to create a new email that includes links to the currently selected file.
To create an email that includes links to a file:
Select the file in the content folder hierarchy (in Windows Explorer, or in the mail pane of Microsoft Outlook, as available).
WebCenter Content servers: From the Email menu, select Send link by email.
A new email message opens. The subject of the message is Re: followed by the title of the linked file. In the body of the email, three links are inserted, one to the web-viewable version of the file, one to the native version of the file, and one to the content info page for the file. If you do not want to include one of these links, you can delete it before sending the email.
Content DB or WebDAV servers: In the preview pane, select Send link by email.
A new email message opens. The subject of the message is Re: followed by the name of the file. In the body of the email, enclosed in angle brackets, is a URL that points to a web-viewable version of the file on the server.
You can now complete the email and send it.
You can open a checked-in email message from a server to view it in your default email application. You can even make changes if you want, but you cannot check it back in to the server. You can, however, send the message to other people or save a copy on your local computer. Email messages are checked in to a content server for the express purpose of preserving them exactly as they were received.
Browse the content folders on a server to find the email message you want to view. To open an email file, double-click the file or right-click it and choose View from the context menu.
Note:
Do not choose Open in the context menu of checked-in email files. This will check out the file, but you cannot check it back in (just undo the check-out).
In Windows Explorer, you can browse to email files in content folders on a server, but you can also search for them (see Section 6.4, "Searching for Content Files"). Once you have located the email message you want to view, right-click the file and choose View from the context menu.
You can view all your current workflow assignments for an Oracle WebCenter Content Server instance in one convenient list in your email application. This list shows all files currently in a workflow that you are assigned to review. You can approve or reject the files directly from the list.
Note:
This is available only if you are connecting to a Content Server 11g instance.
To see a list of all your current workflow assignments on a content server:
Open your email application, and make sure the folders pane is visible.
Open the WebCenter Content Servers node. If you do not see this node in your email application, enable it first (see "Showing the WebCenter Content Servers Hierarchy").
Click the server for which you want to see all your workflow assignments. If prompted, log in by entering your user name and password for that server.
Find and select the My Workflow Assignments node. This node may be nested beneath the Users node.
If the server does not have a node called My Workflow Assignments, then workflow assignments may not be enabled on the server, or the server is not a Content Server 11g instance.
The content pane lists all files on the server that you have currently been assigned to review. This list matches that in Oracle WebCenter Content Server's web interface (under My Content Server). You can work with the files in this list directly to review them (see Section 7.3, "Approving or Rejecting Files in Workflows").
Note:
Support for distribution lists is disabled by default. To use the distribution list features described in this section, you must enable them by checking the Support Distribution Lists option, which is on the Email Checkin Settings dialog. You can open this dialog from the WebCenter Content menu or ribbon (or the Actions menu in Lotus Notes) and choosing Email Integration Settings....
A distribution list is a collection of email addresses grouped under a common name. Any message addressed to the group name is sent to everyone on the list. You can check distribution lists in to an Oracle WebCenter Content Server instance (providing it is running the RmaEmail component). You cannot check distribution lists in to Oracle Content DB server or other WebDAV servers.
You can check in distribution lists that already exist in a Microsoft Outlook address book or new ones that you create. Once the distribution list is checked in, you can edit it, as needed.
You work with distribution lists from the Distribution List Checkin dialog:
In Microsoft Outlook, open the WebCenter Content menu or ribbon and then select Check In Distribution List....
In Lotus Notes, open the Actions menu and then select Check In Distribution List....
Note:
If you use Microsoft Word as your email editor in Microsoft Outlook, you will not be able to check in distribution lists. To use this feature, you need to use Microsoft Outlook's own HTML or text editor.
The Distribution List Checkin dialog is used for the following:
You can create a new email distribution list and then check that list in to an Oracle WebCenter Content Server instance. To do so, perform these steps:
Open your email application (Microsoft Outlook or Lotus Notes).
Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....
Microsoft Outlook 2010 and 2013: Open the WebCenter Content ribbon and then select Check In Distribution List.
Lotus Notes: Open the Actions menu and then select Check In Distribution List....
The Distribution List Checkin dialog opens. (You may be prompted to enter your login credentials first.)
Click Add.
The Edit Distribution List dialog opens.
In the List name field, enter the name of the new distribution list that you are creating.
In the Name field, enter the person's name as you would like it to display in the distribution list.
In the Address field, enter that person's email address.
Repeat steps 6 through 8 for each new member you want to add to the distribution list.
When you are finished adding the names and addresses for the distribution list, click OK to open the distribution list check-in form.
Specify the appropriate metadata for the distribution list and click Check In.
The distribution list is checked in to the current Oracle WebCenter Content Server instance.
Click OK to the check-in confirmation message and then click Close to close the Distribution List Checkin dialog.
Once the distribution list is checked in to the content server, it is included in the Distribution List Checkin dialog for that server.
You can select an email distribution list that already exists in your Microsoft Outlook address book and check that list in to an Oracle WebCenter Content Server instance. To do so, perform these steps:
Open your email application (Microsoft Outlook or Lotus Notes).
Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....
Microsoft Outlook 2010 and 2013: Open the WebCenter Content ribbon and then select Check In Distribution List.
Lotus Notes: Open the Actions menu and then select Check In Distribution List....
The Distribution List Checkin dialog opens. (You may be prompted to enter your login credentials first.)
Click Address Book.
The Check In Distribution List From Address Book dialog opens.
In the Show lists from list, select the group in Microsoft Outlook that contains the distribution list you are checking in to the content server.
From that group, select the distribution list that you want to check in.
If you want, click Details... to open the properties dialog for the distribution list, including the list of addressees. This dialog is the same one that displays in Microsoft Outlook for viewing the details of a distribution list. To modify the properties, follow the instructions in Microsoft Outlook Help.
When you are ready to check in the distribution list, click Check in in the Check In Distribution List From Address Book dialog to open the distribution list check-in form.
Specify the appropriate metadata for the distribution list and click Check In.
The distribution list is checked in to the current Oracle WebCenter Content Server instance.
Click OK to the check-in confirmation message and then click Close to close the Distribution List Checkin dialog.
Once the distribution list is checked in to the content server, it is included in the Distribution List Checkin dialog for that server.
Note:
If you use Microsoft Word as your email editor in Outlook 2002 (XP), you are not able to check in a distribution list. To use this feature, you need to switch to Microsoft Outlook's HTML or text editor.
Once you check a distribution list in to an Oracle WebCenter Content Server instance, you can modify the list by adding, changing, or removing information. Also, you can clear the information in the name and address fields by clicking Reset.
Important:
Changes you make to the list are reflected only in the version checked in to the content server. If the list is also used in Microsoft Outlook, that version remains unchanged. When you edit a distribution list that is checked in to the content server, you can create a new revision or a new content item when you save the list.
Adding a New Member to an Existing Distribution List
To add a new member to an existing distribution list:
Open your email application (Microsoft Outlook or Lotus Notes).
Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....
Microsoft Outlook 2010 and 2013: Open the WebCenter Content ribbon and then select Check In Distribution List.
Lotus Notes: Open the Actions menu and then select Check In Distribution List....
The Distribution List Checkin dialog opens. (You may be prompted to enter your login credentials first.)
Select the distribution list that you want to add a new member to.
Click Edit.
The Edit Distribution List dialog opens.
The List name field shows the name of the current distribution list. You cannot modify this information.
To add a new list member, enter a new name in the Name and Address fields. When you first open the Edit Distribution List dialog, you see the name and address fields already populated with the details of the first member in the list. To add a new member, simply overwrite these values with the name and address of the new member. This will not remove the original first addressee in the list.
Click Add to add the new member to the distribution list.
Repeat steps 6 through 8 for each new member you want to add to the distribution list.
When you are finished adding new members to the distribution list, click OK to close the Edit Distribution List dialog.
A message appears, prompting you to either check in the distribution list as a new content item or as a revision to the existing item.
To check in the distribution list as a new content item, choose New Content Item. Then, provide a new name for the distribution list and click OK to open the content check-in form.
To check in the distribution list as a revision to the existing content item, choose New Revision to open the content check-in form.
Provide or modify the appropriate metadata for the distribution list as needed, and click Check In.
The distribution list is checked in to the current Oracle WebCenter Content Server instance.
Click OK to the check-in confirmation message and then click Close to close the Distribution List Checkin dialog.
Changing the Name or Address of a Distribution List Member
To change the name or address of a member of a distribution list:
Open your email application (Microsoft Outlook or Lotus Notes).
Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....
Microsoft Outlook 2010 and 2013: Open the WebCenter Content ribbon and then select Check In Distribution List.
Lotus Notes: Open the Actions menu and then select Check In Distribution List....
The Distribution List Checkin dialog opens. (You may be prompted to enter your login credentials first.)
Select the distribution list that contains the member whose name or address you want to modify.
Click Edit.
The Edit Distribution List dialog opens.
The List name field shows the name of the current distribution list. You cannot modify this information.
Select the list member whose name or address you want to modify.
Update the Name and/or Address field as appropriate and click Modify to save the changes.
Repeat steps 7 and 8 for each list member whose name and/or address you want to modify.
When you are finished modifying list member information, click OK to close the Edit Distribution List dialog.
A message appears, prompting you to either check in the distribution list as a new content item or as a revision to the existing item.
To check in the distribution list as a new content item, choose New Content Item. Then, provide a new name for the distribution list and click OK to open the content check-in form.
To check in the distribution list as a revision to the existing content item, choose New Revision to open the content check-in form.
Provide or modify the appropriate metadata for the distribution list as needed, and click Check In.
The distribution list is checked in to the current Oracle WebCenter Content Server instance.
Click OK to the check-in confirmation message and then click Close to close the Distribution List Checkin dialog.
Deleting a Member from a Distribution List
To delete a member from a distribution list:
Open your email application (Microsoft Outlook or Lotus Notes).
Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....
Microsoft Outlook 2010 and 2013: Open the WebCenter Content ribbon and then select Check In Distribution List.
Lotus Notes: Open the Actions menu and then select Check In Distribution List....
The Distribution List Checkin dialog opens. (You may be prompted to enter your login credentials first.)
Select the distribution list that contains the member that you want to remove from the list.
Click Edit.
The Edit Distribution List dialog opens.
The List name field shows the name of the current distribution list. You cannot modify this information.
Select the list member that you want to remove from the distribution list.
Click Delete to remove the selected list member, and click Yes to confirm the operation.
Repeat steps 7 and 8 for each member that you want to remove from the distribution list.
When you are finished removing list members, click OK to close the Edit Distribution List dialog.
A message appears, prompting you to either check in the distribution list as a new content item or as a revision to the existing item.
To check in the distribution list as a new content item, choose New Content Item. Then, provide a new name for the distribution list and click OK to open the content check-in form.
To check in the distribution list as a revision to the existing content item, choose New Revision to open the content check-in form.
Provide or modify the appropriate metadata for the distribution list as needed, and click Check In.
The distribution list is checked in to the current Oracle WebCenter Content Server instance.
Click OK to the check-in confirmation message and then click Close to close the Distribution List Checkin dialog.
Note:
If you use Microsoft Word as your email editor in Outlook 2002 (XP), you will not be able to check in a distribution list. To use this feature, you need to switch to Microsoft Outlook's HTML or text editor.
You can delete a distribution list from Oracle WebCenter Content Server. When you do so, all revisions of that distribution list will be removed. If the list is also used in Microsoft Outlook, it remains unchanged and is still available through Microsoft Outlook.
To delete a distribution list:
Open your email application (Microsoft Outlook or Lotus Notes).
Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....
Microsoft Outlook 2010 and 2013: Open the WebCenter Content ribbon and then select Check In Distribution List.
Lotus Notes: Open the Actions menu and then select Check In Distribution List....
The Distribution List Checkin dialog opens. (You may be prompted to enter your login credentials first.)
Select the distribution list that you want to remove from the content server.
Click Delete to remove the selected distribution list, and click Yes to confirm the operation.
Click Close to close the Distribution List Checkin dialog.