Work with Your Files and Folders
You can organize and work with any kind of file that’s allowed by your service administrator (the person in charge of managing Oracle Content Management). You can upload and download documents, video files, pictures and graphics—all the files you might need for your projects.
Although not discussed in this topic, you can also upload templates and other files needed for your websites. This includes the digital assets, such as pictures or videos, that you might need on your website. Those are managed using the digital asset manager. You can also create content items, which are blocks of content based on a content type created by your administrator.
This topic discusses the following areas:
- Change Your View of the Documents Page
- Folder Actions
- File Actions
- File and Folder Icons
- Storage Quota
Change Your View of the Documents Page
You can change your view of the Documents page to suit your needs.
Task | Description |
---|---|
Filter your view of files and folders | To filter what you see, click the Documents menu. You can view all items, items owned by you, shared items, favorites, or items in your Trash folder. |
Sort your files and folders | To sort your file and folder list, click the sort option (Name or Last Updated) at the top right corner of the file list. |
Change the view of your files and folders | You can view your files and folders in a list view, a grid view, or a table view.
To change the view, click the view menu icon ( ![]() |
Folder Actions
The following table lists common actions you can perform on folders from the menu bar or right-click menu. Depending on how wide your browser window is, the menu bar may not show all menu options. If you don't see an option when you select an item, click More in the menu bar to see the hidden options.
Note:
If your assigned user role doesn't let you do a particular task, or if you can't perform a task for some other reason, the menu option won't be available.Task | Description |
---|---|
Create a new folder | Browse to where you want to create a new folder, click Create, then select Folder. Add a name and, optionally, a description. |
Open a folder | Select a folder and choose Open in the right-click menu or
click ![]() |
Share a folder | Select a folder and choose Share Link in the right-click
menu or click ![]() |
View or edit the members of a folder | Select a folder, then choose Members in the right-click menu or select Sidebar in the actions bar and choose Members. If your service administrator has enabled inclusion of external users, then you can choose to allow them access to the folder or not. External users can collaborate on objects to which they're given access, but they cannot be assigned the manager role. This safely limits their ability to create and remove content. |
Copy or move folders | Select one or more folders, then choose Copy or
Move in the right-click menu or in the
actions bar click ![]() ![]() If you copy a folder to the same location, the copy is renamed with a number added to the name. For example, Sales(2). |
Delete folders | Select one or more folders, then choose Delete in the
right-click menu or click ![]() If you delete a folder, it's moved to your cloud Trash folder, just like on your local computer. If you change your mind, go to the Trash folder and restore the deleted item. To check your Trash, in the Documents menu, click Trash. Deleted items stay in the Trash until one of the following events happens:
|
Rename a folder | Select the folder to rename, then choose Rename in the
right-click menu or click ![]() |
Tag a folder | Select one or more folders, then choose Tags and Metadata in the right-click menu or click Sidebar in the actions bar and choose Tags and Metadata. Tagging an item is similar to adding a keyword for the item, letting you group items later for use or for searching. |
View folder properties | Select a folder, then choose Properties in the right-click menu or click Sidebar in the actions bar and choose Properties. |
Change folder ownership | You can transfer ownership of a folder to another person. When you do, the folder and its content will be added to the quota of the person assuming new ownership. To change the folder owner, select the folder, view folder properties and click Change Owner, then select the name of the new owner from the list. Add an optional message to be sent to the new owner or use the default message as given. |
Change folder sharing settings | You can control sharing settings such as whether people can create public links to the folder and the default role assigned for public links. To change sharing settings, select the folder, view folder properties and click the Sharing tab, then edit the settings. |
Add a folder to your favorites | To add a folder to your favorites, choose Add to Favorites
in the right-click menu or click ![]() |
File Actions
The following table lists common actions you can perform on files from the actions
bar or right-click menu. Depending on how wide your browser window is, the actions
bar may not show all menu options. If you don't see an option when you select an
item, click More in the actions bar to see the hidden
options. Some actions are available through the sidebar and can also be accessed by
first clicking to open the sidebar, or selecting Sidebar on the
actions bar.
Note:
If your assigned user role doesn't let you do a particular task, or if you can't perform a task for some other reason, the action won't be available on the actions bar.Task | Description |
---|---|
Upload a file | Browse to where you want to upload the file, choose Upload
in the right-click menu or click ![]() |
Create a new Microsoft Office file | Browse to where you want to create a new file, click Create, then select the type of Microsoft Office file you want to create. |
View a file | Select a file, then choose View in the right-click menu or click ![]() If you selected a Microsoft Office file and your system administrator has enabled Microsoft Office Online integration, to view the file click View in the actions bar and select either View in [Office] Online (for example, "View in Word Online") or Web Preview to view the document in Oracle Content Management. |
Edit a file | Select a file, then choose Edit in the right-click menu or
click ![]() If you selected a Microsoft Office file and your system administrator has enabled Microsoft Office Online integration, you can edit the file in Office Online by clicking Edit and selecting Edit in [Office] Online (for example, "Edit in Word Online") or selecting Edit in [Office] (desktop) to edit the file in the desktop client. |
Download a file | Select a file and choose Download in the right-click menu
or click ![]() |
Download multiple files as a .zip file | Select the folders or files to download and choose
Download in the right-click menu or click
![]() |
Extract multiple files from a compressed file |
You can upload compressed files and extract them within Oracle Content Management. This is a useful way to easily create a hierarchy of folders and files, or to revision multiple files at once. Select the compressed file to extract and choose
Unzip in the right-click menu or
click Select from the options in the dialog and click Unzip to extract the file. |
Lock a file | You can lock a file so no one else can edit the file. To lock a file, select it,
then choose Lock in the right-click menu or
click ![]() |
Share a file | Select a file and choose Share Link in the right-click
menu or click ![]() |
Add a file to Assets | Select one or more files and choose Add to Assets in the
right-click menu or click ![]() |
Copy files | Select one or more files and choose Copy in the
right-click menu or ![]() If you copy a file to the same location, the copy is renamed with a number added to the name. For example, Sales Report(2).doc. |
Move files | Select one or more files and choose
Move in the right-click menu or ![]() |
Delete files | Select one or more files and choose Delete in the
right-click menu or ![]() If you delete a file, it's moved to your cloud Trash folder, just like on your local computer. If you change your mind, go to the Trash folder and restore the deleted item. To check your Trash, in the Documents menu, click Trash. Deleted items stay in the Trash until one of the following events happens:
|
Upload a new version of a file | Select a file and choose Upload New Version in the
right-click menu or click ![]() |
View and manage file version history | To view the history of a file, select it and choose Version
History in the right-click menu or click
Sidebar in the actions bar and select
Version History. When viewing a file,
click the version number next to the file name to see the version
history. Click a specific version in the history to view it.
To make a previous version the current version, on the Version History tab, click Make Current for the version you want to use as the current version. You can also delete previous versions or download older versions by clicking Delete or Download. |
Rename a file | Select the file to rename and choose Rename in the
right-click menu or click ![]() You can’t change a file extension. |
Tag a file | Select one or more files and choose Tags and Metadata in the right-click menu or click Sidebar in the actions bar and select Tags and Metadata. Tagging an item is similar to adding a keyword for the item, letting you group items later for use or for searching. |
View file properties | Select a file and choose Properties in the right-click menu or click Sidebar in the actions bar and select Properties. |
View file access history | To view who has accessed a file, view file properties and click the Access History tab. |
Add a file to your favorites | To add a file to your favorites choose Add to Favorites in
the right-click menu or click ![]() |
File and Folder Icons
Icon | Description |
---|---|
![]() |
A plain folder indicates one of your personal folders. |
![]() |
A folder with a shared icon indicates that you shared the folder or someone else has shared a folder with you. |
Various file icons | File icons show the file extension. |
![]() |
The conversation icon shows that there’s a conversation started for that item. |
![]() |
The lock icon shows that a file is locked. |
![]() |
Click the download icon to download a file. |
![]() |
Click the share icon to share a file or folder with other people. |
![]() |
Click the favorite icon to add the file or folder to your favorites. |
Storage Quota
Your service administrator is in charge of allocating your storage quota. To see how much storage space you have:
- In your web browser, click your user name and then click Preferences. Select Documents from the Preferences menu.
- On your mobile device, tap the Settings icon to open your settings information.
You can see the maximum storage space that you've been given and the space you've used so far. Your Trash counts against your user quota. For example, if you have 1 GB of files stored and 1 GB of files in your trash and your overall quota is 5 GB, then you have 3 GB remaining.
If you share a folder and people add files to it, those files count against your quota because it is your folder. If someone shares a folder with you, the content of that folder does not count against your quota. If you need more storage space than you currently have, contact your service administrator.