36 Enabling Document Management

This chapter describes how to add and customize the Content Manager task flow to a page to enable end users to work with portal documents.

After an application specialist or portal manager has added the Content Manager task flow to a page, end users can work with libraries and add and manage folders and files.

See Also:

For an overview of the different options available in WebCenter Portal for working with portal content and adding content to a portal, see Introduction to Working with Content in a Portal.

This chapter includes the following topics:

• About the Content Manager Task Flow

• Adding the Content Manager Task Flow to a Page

• Configuring the Content Manager Task Flow

• Working with Content Manager Task Flow Properties

Permissions

To perform the tasks in this chapter, you must be a portal manager or a portal member with the following portal-level permissions:

• Standard permissions:

  • Basic Services: Edit Page Access, Structure, and Content or Basic Services: Edit Page Access and Structure

  • Basic Services: View Pages and Content

  • Documents: Create and Edit Documents

  • Documents: View Documents

• Advanced permissions:

  • Pages: Edit Pages

  • Documents: Create and Edit Documents

  • Documents: View Documents

For more information about permissions, see About Roles and Permissions for a Portal.

36.1 About the Content Manager Task Flow

The Content Manager task flow enables you to work with libraries, folders, and files in the Content Server repository. It offers an easy and intuitive user interface with sophisticated searching capabilities. For information about the Content Manager interface and the features it offers, see Adding and Managing Documents in Using Oracle WebCenter Portal.

The Content Manager task flow also supports Hybrid Enterprise Content Management (HECM) from WebCenter Content. The task flow enables WebCenter Portal users to seamlessly access the content stored in a Content Server repository and Oracle Document Cloud Service. To work with the cloud document, you should be a Portal Member.

Note:

The permissions on WebCenter Portal is independent from the Oracle Document Cloud Service permissions and the WebCenter Portal roles cannot be paired with the Oracle Document Cloud Service roles. Table 36-1 lists the allowed cloud document and folder operations with the WebCenter Portal Document Permissions.

Table 36-1 Operations Allowed on Oracle Document Cloud Service with WebCenter Portal Document Permissions

WebCenter Portal Document Permissions	Task Performed on Oracle Document Cloud Service
Document: View	You can perform the following tasks on the cloud documents. View and download documents View folders
Document: View Document: Create and Edit	You can perform the following tasks on the cloud documents. View, download and upload documents View and create folders Share documents and folders Delete documents and folders Copy and move documents and folders

The Documents page in a portal and in the Home portal exposes the Content Manager task flow. You can access the Documents page by using the following syntax: http://host:port/webcenter/portal_name/page_name/Documents. The Documents page is not enabled in a portal by default. For information about enabling the Documents page in a portal, see Adding an Existing Page to the Portal Navigation.

You can also choose to add one or more instances of the Content Manager task flow to pages in your portal.

You can configure the Content Manager task flow to present a customized view to users, rather than the default view listing the folders and files. A customized view of the Content Manager task flow is called a pin. A pin is specific to an instance of the Content Manager task flow on a page, and is stored in the page definition. Whenever the page is rendered, it shows the pin, rather than the default view.

To be able to work the Content Manager task flow, ensure the Documents tool for the portal is enabled. If the Documents tool is not enabled in a portal, adding the Content Manager task flow to a page does not auto-populate the task flow with folders and files. If the Documents tool is enabled in a portal template and you create a portal based on that template, the Documents tool is also enabled in the new portal upon creation.

WebCenter Portal handles any necessary configuration with the back-end server at first use, not at portal creation. This is known as "lazy provisioning" and speeds the successful creation of a new portal by deferring the provisioning of tools until they are first used. Alternately, you can manually enable tools such as the Documents tool in a portal; in this case, WebCenter Portal immediately handles any necessary configuration with the back-end server.

36.1.1 Prerequisites for Working with the Content Manager Task Flow

For the Content Manager task flow to be available, ensure the following prerequisites are in place:

• Content Server is configured and all required components are enabled as described in Managing Connections to Oracle WebCenter Content Server in Administering Oracle WebCenter Portal.

• A Content Server connection is available for WebCenter Portal.

• Documents tool is enabled in the portal in which you want to add the Content Manager task flow. For information, see Enabling and Disabling Tools and Services Available to a Portal.

36.2 Adding the Content Manager Task Flow to a Page

To add the Content Manager task flow to a page:

1. Open the page in which you want to add the task flow in the page editor (see Opening a Page in the Page Editor).
2. Click Add Content to open the resource catalog.
3. Click Content Management.

   Tip:

   The presence or location of the section of the resource catalog that provides access to folders and files in the connected content repository depends on how the resource catalog is configured. In the default resource catalog, content selections are available under the Content Management section.

4. Click Content Manager to add the Content Manager task flow.
5. Save the page.
   To view your changes, publish the page draft as described in Publishing a Portal Page.

If the Documents tool is enabled in a portal, by default the Content Manager task flow displays the content of the root folder of the current portal. If the Documents tool is not enabled, the Content Manager task flow is added to the page and the following message is shown in the task flow.

Documents tool disabled.

Enable the Documents tool in Tools and Services, or contact the portal manager.

For information about enabling the Documents tool, see Enabling and Disabling Tools and Services Available to a Portal.

36.3 Configuring the Content Manager Task Flow

You can configure the Content Manager task flow to present a customized view to users, rather than the default view listing folders and files from the current portal’s root folder.

To configure the Content Manager task flow to display a customized, pinned content view:

1. Open the page containing the Content Manager task flow in page editor (see Opening a Page in the Page Editor).
2. Click anywhere inside the task flow, and then click Configure.
3. In the Configure Content Manager dialog, set the pinned view for the task flow (Figure 36-1).

   You can choose to view the search results as a list, thumbnails, or table. Further, you can customize the task flow to show items from the following categories: Belonging to you, Favorited by you, Followed by you, or Checked out by you. For information about the other properties that you can configure, see Adding and Managing Documents in Using Oracle WebCenter Portal.

   For example, you can configure Content Manager to display only the files that are assigned to a workflow. For information, see Configuring the Content Manager to Display Workflow Files.

   Note:

   When you create a portal, the portal’s enterprise library is attributed to the user who created the Content Server connection. While defining the custom view for the Content Manager task flow if you set the Created By You filter, it will not show the libraries that you created as a portal manager through portal provisioning or portal creation. This filter will continue to show the folders or files you created, and the enterprise libraries that you created directly instead of those created implicitly through portal provisioning.
4. Click Save.

   You can navigate to the view mode of the page to see the pinned view.

Figure 36-1 Creating a Customized View Using Content Manager Filters

Description of "Figure 36-1 Creating a Customized View Using Content Manager Filters"

36.4 Working with Content Manager Task Flow Properties

The Content Manager task flow has associated properties, which users with sufficient privileges can access through the task flow's View Actions menu. For example, you select Parameters from the View Actions menu to set parameters in the Parameters dialog (Figure 36-2).

Figure 36-2 Content Manager Parameters

Description of "Figure 36-2 Content Manager Parameters"

The following sections provide information about properties and parameters of the Content Manager task flow.

• Setting Content Manager Task Flow Properties

• Content Manager Task Flow Parameters

36.4.1 Setting Content Manager Task Flow Properties

The View Actions menu (Figure 36-3) in the toolbar of the Content Manager task flow in the page editor provides access to the following properties dialogs: Parameters, Access, Display Options, Style, and Content Style.

Figure 36-3 Content Manager Properties

Description of "Figure 36-3 Content Manager Properties"

To set the Content Manager task flow component properties:

1. Open the page containing the Content Manager task flow in the page editor (see Opening a Page in the Page Editor).
2. In the component toolbar, click the View Actions menu and select the properties you want to set:

   • Parameters control the default task flow content. For descriptions of each parameter, see Table 36-2. Parameters can be wired to events, and can be used to facilitate the wiring of the task flow to page parameters and page definition variables. For more information, see Wiring Pages and Components.

     Note:

     If you use page parameter wiring, to ensure the Content Manager task flow displays the content correctly you need to edit the page definition of the page containing the task flow. In the page source code (Viewing and Modifying Page Source Code), on the PageDef tab, change the Content Manager task flow's refresh condition from Refresh="IfNeeded" to RefreshCondition="IfNeeded".

   • Access settings show or hide the component to specific roles, users, or groups. For more information, see Setting Component Access.

   • The Display Options, Style, and Content Style properties affect the appearance and behavior of the task flow for all users. These properties are common to all task flows. For more information, see Modifying Component Properties.

     To support Hybrid Enterprise Content Management, ensure that you edit the following properties to stretch the DOCS embed UI:

     • Display option—Set StretchContent property to true.

     • Content Style—set the height of the container as required. For example, 800px.

       Alternatively, you can enable the Allow Resize properties in the Display option to increase the height of task flow.

     To override the customization or set the customization to support Hybrid Enterprise Content Management, do the following:

     1. Select the Tools and Service icon, then enable the Documents service and click Customize the Tool Console.

     2. Set the following document property in the system pages:

        • In the Parameters tab set dimensionsFrom to parent.

          To set the parameters, click the Show the properties of region icon.

          

        • In the Display Options tab, set StretchContent to true

          To set the Display Options, select showDetailFrame node and click the Show the properties of showDetailFrame icon.

          

        • In the Content Style tab, set the height as required. For example, 800px.

          To set the Content Style, select showDetailFrame node and click the Show the properties of showDetailFrame icon.

          

     For more information about updating the properties in the Structure view, see Setting Component Properties in Structure View.

   The Parameters and Display Options dialogs provide access to an Expression Language (EL) editor, which you can use to select or specify a variable value instead of a constant value. Click the icon next to a property, then select Expression Builder to open the editor.

   Note:

   When you enter EL in the Display Options dialog, the parser reports an error only if it detects invalid syntax, such as a missing closing bracket. Validation is performed only on syntax, not on the expression value. Generic Display Options are those cataloged in Table 10-1.

   EL validation is not performed on non-generic display options.

   If you need EL assistance, an application developer can provide an EL expression; see Expression Language Expressions in Developing WebCenter Portal Assets and Custom Components with Oracle JDeveloper.

   On the View Actions menu, the Add to Catalog action adds the task flow to a resource catalog, and the Delete Content Manager action removes the task flow from the page.

3. Save your changes.

36.4.2 Content Manager Task Flow Parameters

Table 36-2 describes the parameters that are unique to the Content Manager task flow.

Table 36-2 Content Manager Task Flow Parameters

Parameter	Description
Authored By Me Flag	Filter to show the items that are authored by the current user. The supported values are true and false.
Browse List Filter	Filter to indicate whether to list folders or files. The supported values are documents and folders.
Checked Out By Me Flag	Filter to show the items that are checked out by the current user. The supported values are true and false.
Dimensions From	Specifies whether the geometric dimensions of task flow should be inherited from its children or parent. The supported values are children and parent. The default value is children. We recommend to use parent for Hybrid Enterprise Content Management support and children for Non-Hybrid Enterprise Content Management support. If you specify parent, ensure that you edit the following properties: Display option –Set StretchContent property to true. Content Style–set the height of the container as required. For example, 800px. Alternatively, you can enable the Allow Resize properties in the Display option to increase the height of task flow. If you specify children, ensure that you reset the following properties to default values: Display option –Set StretchContent property to false. Content Style –Set default values. For more information, see Modifying Component Properties
Favorited By Me Flag	Filter to show the items that are favorited by the current user. The supported values are true and false.
Followed By Me Flag	Filter to show the items that are followed by the current user. The supported values are true and false.
Pin Data	Specifies the JavaScript Object Notation (JSON) string that defines a specific UI state that the task flow needs to display. Oracle recommends that you do not modify the Pin Data parameter. The value for this parameter is set when you configure the pin.
Start Folder Path	The name of the folder to be used as the root folder in the task flow content. Default is the root folder of the content repository for the current portal. Use the Search icon to locate the required folder. Start Folder Path is ignored when fFolderGUID in the Pin Data parameter is a system library. When you specify the Start Folder Path and if Pin Data value is present, the Pin Data value is used to render the view of the task flow.