41 Working with the Documents Service Task Flows and Document Components

41.1.1 Understanding the Document Explorer Task Flow

The Document Explorer task flow displays a list of folders and files in two panes, combining the functionality of the Document Navigator and Folder Viewer task flows. The left pane shows folders in a nested hierarchy, and the right pane shows the contents of the currently selected folder (Figure 41-1). This task flow provides robust document management capabilities with an interface that should be familiar to users of Windows Explorer. The size of this task flow is medium to full page width.

This is the task flow used to display folders and files on the Documents page in your WebCenter Spaces application (see Section 7.3.1, "What You Should Know About System Pages").

Figure 41-1 Document Explorer Task Flow

If you see only a single pane (default), click the Restore Pane icon at the bottom left of the task flow to expose the left pane (Figure 41-2).

Figure 41-2 Restore Pane Icon

Conversely, click the Collapse Pane icon at the bottom left of the task flow to hide the left pane (Figure 41-3).

Figure 41-3 Collapse Pane Icon

The Document Explorer task flow is a feature-rich Documents service task flow for viewing, managing, and collaborating on folders and files. In the Document Explorer task flow, you can:

• Click the expand and collapse icons for a folder to show and hide the subfolders of the folder.

• Click a folder in the left or right pane to display the contents of that folder in the right pane, and drill down further into subfolders.

• Click a file in the right pane to display a preview of the file contents in-place in the Document Viewer preview pane, with file management options, including in-place editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the preview pane displays the file properties.

• Click in a row in the right pane to perform menu actions on the folder or file in that row.

• Drag and drop folders and files in the task flow hierarchy.

To add a Document Explorer task flow to a page, refer to Section 41.4, "Adding a Documents Service Task Flow to a Page." In the Resource Catalog, click Add next to Document Explorer to display the default listing of folder and files in the root folder of the active content repository connection.

You can change the default listing displayed in a Document Explorer task flow in any of the following ways:

• Set the Connection Name and Root Folder Path properties to change the target folder (see Table 42-1, "Document Explorer Task Flow Parameters").

• Drill down to a target folder in the Resource Catalog, then click the corresponding Add link, and choose Document Explorer (see Section 41.3, "Adding a Selected Folder or File to a Page").

For information about viewing and modifying the properties for a Document Explorer task flow, see Section 42.2, "Setting Document Explorer Task Flow Properties."

41.1.2 Understanding the Document List Viewer Task Flow

The Document List Viewer task flow displays the contents of a folder in a single pane as a flat listing (Figure 41-4). In this task flow, you can navigate a folder hierarchy, and customize search queries. While this task flow may be useful for a specific need, its search functionality is replicated and enhanced by the Content Presenter task flow. The size of this task flow is narrow to medium page width.

Figure 41-4 Document List Viewer Task Flow

In the Document List Viewer task flow, you can:

• Click a folder to display the contents of that folder, and drill down further into subfolders.

• Click a file to display a preview of the file contents in a separate Document Viewer preview window, with file management options, including editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the preview window displays the file properties.

• Click in a row to perform View menu actions on the folder or file in that row. View is the only menu available for this task flow.

To add a Document List Viewer task flow to a page, refer to Section 41.4, "Adding a Documents Service Task Flow to a Page." In the Resource Catalog, click Add next to Document List Viewer.

You can change the default listing displayed in a Document List Viewer task flow in any of the following ways:

• Set the Show Folders property to true to display folders as well as files (see Table 42-2, "Document List Viewer Task Flow Parameters").

• Set the Connection Name and Root Folder Path properties to change the target folder (see Table 42-2, "Document List Viewer Task Flow Parameters").

• Drill down to a target folder in the Resource Catalog, then click the corresponding Add link, and choose Document List Viewer (see Section 41.3, "Adding a Selected Folder or File to a Page").

• In the task flow heading, click the Edit icon to enter customization settings (Figure 41-5):

  Figure 41-5 Customization Settings in Document List Viewer Task Flow

  
  

  • Results of a Document Search. Enter an advanced document search, and click Save. For more information, see Section 41.28, "Running Document Searches."

    In page edit mode, click Save and then Close to return to page view mode and view the results in the Document List Viewer task flow.

  • Content from a Selected Folder (folders display in the task flow pane only when the Show Folders property is set to true). Click the Browse icon, navigate to and select the folder with the content you want to initially display in the task flow, then click Save.

    In page edit mode, click Save and then Close to return to page view mode and view the content of the selected folder in the Document List Viewer task flow.

41.1.3 Understanding the Document Manager Task Flow

The Document Manager task flow displays folders and files as specified by its Layout property.

• Explorer layout (default): Displays folders and files in two panes; the left pane shows folders, and the right pane show the contents of the currently selected folder (Figure 41-6). This layout is identical to the Document Explorer task flow, without the properties Show Documents, Show Folders, and Collapse Tree Navigation (see Chapter 42, "Setting Documents Service Task Flow and Document Component Properties").

• Table layout: Displays only the contents of the current folder in a single pane, with the capability to click a folder to drill down, refreshing the pane with the folder contents (Figure 41-7).

• Tree Table layout: Displays the folder hierarchy in a single pane, beginning with the root folder, with the capability to expand and collapse folders (Figure 41-6). This layout may be familiar to Mac OS X users.

Figure 41-6 Document Manager Task Flow: Explorer Layout

Figure 41-7 Document Manager Task Flow: Table Layout

Figure 41-8 Document Manager Task Flow: Tree Table Layout

In the Document Manager task flow, you can:

• Click the expand and collapse icons for a folder to show and hide the contents in the folder within the folder hierarchy.

• Click a folder to display the contents of only that folder, and drill down further into subfolders.

• Click a file to display a preview of the file contents in-place in the Document Viewer preview pane, with file management options, including in-place editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the preview pane displays the file properties.

• Click in a row to perform menu actions on the folder or file in that row.

• Drag and drop folders and files in the task flow hierarchy.

To add a Document Manager task flow to a page, refer to Section 41.4, "Adding a Documents Service Task Flow to a Page." In the Resource Catalog, click Add next to Document Manager to display the default listing of folders and files in the root folder of the active content repository connection.

You can change the default folders and files displayed in a Document Manager task flow in any of the following ways:

• Set the Connection Name and Root Folder Path properties to change the target folder (see Table 42-3, "Document Manager Task Flow Parameters").

• Drill down to a target folder in the Resource Catalog, then click the corresponding Add link, and choose Document Manager (see Section 41.3, "Adding a Selected Folder or File to a Page").

41.1.4 Understanding the Document Navigator Task Flow

The Document Navigator task flow displays a nested hierarchy of folders and files in a single pane, with the capability to expand and collapse folders to view folder hierarchy within the current folder (Figure 41-9). There are no menu options available for this task flow. The size of this task flow is narrow to medium page width.

Figure 41-9 Document Navigator Task Flow

In the Document Navigator task flow, you can:

• Click the expand and collapse icons for a folder to show and hide the contents in the folder within the folder hierarchy.

• Drag and drop folders and files in the task flow hierarchy.

To add a Document Navigator task flow to a page, refer to Section 41.4, "Adding a Documents Service Task Flow to a Page." In the Resource Catalog, click Add next to Document Navigator to display the default listing of folders in the root folder of the active content repository connection.

You can change the default listing displayed in a Document Navigator task flow in any of the following ways:

• Set the Connection Name and Start Folder Path properties to change the target folder (see Table 42-4, "Document Navigator Task Flow Parameters").

• Drill down to a target folder in the Resource Catalog, then click the corresponding Add link, and choose Document Navigator (see Section 41.3, "Adding a Selected Folder or File to a Page").

41.1.5 Understanding the Folder Viewer Task Flow

The Folder Viewer task flow displays the contents of a folder in a single pane as a flat listing (Figure 41-10), providing in-place preview and editing of the contents of the folder, and robust document management capabilities with a straightforward interface that should be familiar to Windows users. The size of this task flow is medium to full page width.

Figure 41-10 Folder Viewer Task Flow

In the Folder Viewer task flow, you can:

• Click a folder to display the contents of that folder, and drill down further into subfolders.

• Click a file to display a preview of the file contents in-place in the Document Viewer preview pane, with file management options, including editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the preview pane displays the file properties.

• Click in a row to perform menu actions on the folder or file in that row.

• Drag and drop folders and files in the task flow hierarchy.

To add a Folder Viewer task flow to a page, refer to Section 41.4, "Adding a Documents Service Task Flow to a Page." In the Resource Catalog, click Add next to Folder Viewer to display the default listing of folders and files in the root folder of the active content repository connection.

You can change the default listing displayed in a Folder Viewer task flow in any of the following ways:

• Set the Connection Name and Start Folder Path properties to change the target folder (see Table 42-5, "Folder Viewer Task Flow Parameters").

• Drill down to a target folder in the Resource Catalog, then click the corresponding Add link, and choose Folder Viewer (see Section 41.3, "Adding a Selected Folder or File to a Page").

41.1.6 Understanding the Recent Documents Task Flow

The Recent Documents task flow displays a listing of the most recently created or modified files by the current user (Figure 41-11).

Figure 41-11 Recent Documents Task Flow

In the Recent Documents task flow, you can:

• Click a file to display a preview of the file contents in a separate window, with file management options, including editing for some file types. If the file type does not support a preview (for example, .mp3 music files, video files, or .zip files), the preview window displays the file properties.

When you click Add next to Recent Documents in the Resource Catalog, the default property settings add a listing of the most recently created or modified files in the entire root folder of the active content repository connection to the page. See Section 42.7, "Setting Recent Documents Task Flow Properties" to modify the property settings for the Recent Documents task flow.

To add a Recent Documents task flow to a page, refer to Section 41.4, "Adding a Documents Service Task Flow to a Page." In the Resource Catalog, click Add next to Recent Documents to display the most recently created or modified files in the current Space.

41.1.7 Understanding the Document Viewer Task Flow

The Document Viewer task flow can display:

• Folder properties and settings. To show folder information in a Document Viewer task flow, you can set the task flow's Item ID property to the ID of the target folder. See Section 42.8, "Setting Document Viewer Task Flow Properties."

• A preview of an individual file (Figure 41-12, Figure 41-13, and Figure 41-14). This choice is available for all file types that support a preview. For files that do not support a preview, such as audio or video files, the Document Viewer task flow displays the file properties.

  The Document Viewer task flow includes selections unique to the file type. For example, a preview of a Microsoft Office Word document includes an Edit with Word action to open the file in-place in Microsoft Word, and a preview of an Oracle Site Studio file includes a Select Template menu for choosing a Site Studio region display template or a custom Content Presenter display template in which to display the file.

  Figure 41-12 Document Viewer Task Flow for Word Document

  
  

  Figure 41-13 Document Viewer Task Flow for Image File

  
  

  Figure 41-14 Document Viewer Task Flow for Site Studio File

  
  

For information about setting properties on the Document Viewer task flow, see Section 42.8, "Setting Document Viewer Task Flow Properties."

41.1.8 Understanding the Document Mini Properties Task Flow

The Document Mini Properties task flow can display:

• Folder properties and settings. To show folder information in a Document Mini Properties task flow, you can set the task flow's Resource ID property to the ID of the target folder. See Section 42.9, "Setting Document Mini Properties Task Flow Properties."

• The Basic properties of an individual file in a read-only view (Figure 41-15). This choice is available for all file types.

  Figure 41-15 Mini Properties Task Flow for File

  
  

For information about setting properties on the Mini Properties task flow, see Section 42.9, "Setting Document Mini Properties Task Flow Properties."

41.1.9 Understanding the Document Properties Task Flow

The Document Properties task flow displays

• Folder properties and settings. To show folder information in a Document Properties task flow, you can set the task flow's Item ID property to the ID of the target folder. See Section 42.10, "Setting Document Properties Task Flow Properties."

• Both Basic and Advanced properties of an individual file, along with an Edit button to allow you to modify property values (Figure 41-16). This choice is available for all file types. See Section 41.22, "Viewing and Modifying Folder and File Properties."

  Figure 41-16 Document Properties Task Flow for File

  
  

For information about setting properties on the Document Properties task flow, see Section 42.10, "Setting Document Properties Task Flow Properties."

41.1.10 Understanding the Document Version History Task Flow

The Document Version History task flow displays a list of versions of an individual file, allowing for deletion of a selected version (Figure 41-17). This choice is available for all file types. See Section 41.21, "Viewing and Deleting File Version History."

Figure 41-17 Version History Task Flow for File

For information about setting properties on the Document Version History task flow, see Section 42.11, "Setting Document Version History Task Flow Properties."

41.5.1 Menus and Actions in the Documents Service Task Flows

The following sections describe the purpose of the menus and actions listed in Table 41-3 when viewing a listing of folders and/or files in a Documents service task flow:

• Section 41.5.1.1, "File Menu"

• Section 41.5.1.2, "View Menu"

• Section 41.5.1.3, "New Wiki Document Action"

• Section 41.5.1.4, "Upload Action"

• Section 41.5.1.5, "Download Action"

• Section 41.5.1.6, "Folder Context Menu"

• Section 41.5.1.7, "File Context Menu"

41.5.1.6 Folder Context Menu

You can right-click a folder in a Documents service task flow to display a context menu that provides a shortcut to many menu actions (Figure 41-23).

Figure 41-23 Folder Context Menu in Documents Service Task Flows

41.5.1.7 File Context Menu

You can right-click a file in a Documents service task flow to display a context menu that provides a shortcut to many menu actions (Figure 41-24).

Figure 41-24 File Context Menu in Documents Service Task Flows

41.5.2 Menus and Actions in the Document Viewer Preview Pane or Window

Table 41-3 shows which menus and actions are available when previewing a document. The following sections describe the purpose of each available action in the Document Viewer preview pane or window:

• Section 41.5.2.1, "File Menu"

• Section 41.5.2.2, "View Menu"

• Section 41.5.2.3, "Edit Action"

• Section 41.5.2.4, "Upload New Version Action"

• Section 41.5.2.5, "Download Action"

• Section 41.5.2.6, "Sidebar Icons and Panes"

41.5.2.6 Sidebar Icons and Panes

The Sidebar in the Document Viewer preview pane includes icons that provide access to items associated with the current file, as illustrated in Figure 41-25:

Figure 41-25 Sidebar Icons

• The Like icon is highlighted if you have given the currently open file your preference. If the currently open file is already liked, you can click the Like icon to "unlike" the file if you no longer wish to highlight it in any way. If a number greater than zero displays alongside the Like icon, you can click the number to view a list of other users who have "liked" the file. See Section 41.27, "Liking and Unliking a File."

• The Related Items icon is a shortcut to open the Related Items pane for the current file, providing access to the file's tags and links. See Section 41.19, "Working with Related Items (Tags, Links, and Recommendations)."

• The Comments icon is a shortcut to open the Comments pane for the current file, showing current comments, and providing a text input area where you can enter a comment for the file. See Section 41.20, "Viewing, Entering, and Deleting Comments on a File."

• The History icon is a shortcut to open the History pane for the currently selected file, showing the existing versions of the file, where you can delete selected versions. See Section 41.21, "Viewing and Deleting File Version History."

• The AutoVue icon displays when Oracle AutoVue is installed and your configuration enables Oracle AutoVue functionality. Clicking this icon opens the AutoVue pane for the currently selected file, showing the AutoVue markup for the file in a table of hyperlinked markup names. Clicking a markup name opens the AutoVue file viewer on Oracle Content Server, displaying the markup details. If no AutoVue markups are present for a given document, a message displays to notify you that the document does not have any markups. For more information, see Section 45.3, "Collaborating on Documents Using Oracle AutoVue."

  Note:

  To enable Oracle AutoVue functionality, both of the following two requirements must be met:

  • You must access the WebCenter Spaces application through Oracle HTTP Server (OHS) to expose Oracle Content Server and the WebCenter Spaces application under the same host and port. For information about setting up OHS as the frontend to WebCenter Spaces, see "Oracle Content Server - Configuration" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter.

  • WebCenter Spaces must be connected to an Oracle Content Server repository, with the webContextRoot parameter set to an OCS host name. For information on setting webContextRoot, see "Registering Content Repositories" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter. To set webContextRoot through WLST, see "createJCRContentServerConnection" and "setJCRContentServerConnection" in Oracle Fusion Middleware WebLogic Scripting Tool Command Reference.

• The Properties icon is a shortcut to open the Properties pane for the currently selected file, where you can view and edit Basic and Advanced properties. See Section 41.22, "Viewing and Modifying Folder and File Properties."

41.6.1 Hiding and Showing Columns

Hiding and showing one or more informational columns is useful for simplifying or expanding the details that are displayed with folders and files.

To hide or show informational columns in your unique view of a task flow:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click the View menu, and choose Columns (Figure 41-26).

   Figure 41-26 View Menu in Document Explorer Task Flow

   
   

2. Select or clear individual columns to show or hide them, or select Show All to display all available columns.

   If changes do not display immediately, click the View menu and choose Refresh Content.

41.6.2 Reordering Columns

Reordering the informational columns is useful for prioritizing the details that are displayed with folders and files, depending on the information in which you are most interested.

To reorder the informational columns in your unique view of a task flow:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click the View menu, and choose Reorder Columns.

   The Reorder Columns dialog opens (Figure 41-27).

   Figure 41-27 Reorder Columns Dialog

   
   

2. Select one or more columns, then click the reorder icons to rearrange the order of the columns in the task flow.

41.6.3 Sorting Files and Folders

Sorting columns enables you to quickly rearrange the order of the content in a Document Manager or Document List Viewer task flow. Each task flow column provides a one-click sorting feature that you can use to instantly rearrange all task flow content according to the ascending (1, 2, 3, A, B, C) or descending (C, B, A, 3, 2, 1) order of a particular column.

To sort folders and files in your unique view of a Documents service task flow:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, move your cursor over the header of the column you want to use to sort folders and files.

2. Click the Sort Ascending icon to sort the column in ascending order (1, 2, 3, A, B, C, or smallest to largest), or click the Sort Descending icon to sort the column in descending order (C, B, A, 3, 2, 1, or largest to smallest) (Figure 41-28).

   Figure 41-28 Sort Ascending and Sort Descending Icons

   
   

   Note:

   The sorting icons display over the column that is the current sorting column. For other columns, the icons display when you hover your mouse pointer over the column name.

41.11.1 Uploading New Files

You can upload files from your local file system or a mapped network drive to the content repository. To upload a new version of an existing file, see Section 41.12.4, "Uploading a New Version of an Existing File."

Adding files to a folder automatically triggers a workflow notification to the Space moderator for files added to a Space, or to your worklist for files added to the Home Space.

To upload up to ten files at a time:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, navigate to the folder for the documents you plan to upload or create a new folder (see Section 41.9, "Creating a Folder").

2. Click the Upload action (Figure 41-35).

   Figure 41-35 Upload Action

   
   

   The Upload Document pane opens (Figure 41-36), providing fields for up to five files by default.

   Figure 41-36 Upload Document Screen

   
   Description of "Figure 41-36 Upload Document Screen"
   
   

   Note:

   To enable the Upload Profiles functionality, both of the following two requirements must be met:

   • You must access the WebCenter Spaces application through Oracle HTTP Server (OHS) to expose Oracle Content Server and the WebCenter Spaces application under the same host and port. For information about setting up OHS as the frontend to WebCenter Spaces, see "Oracle Content Server - Configuration" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter.

   • WebCenter Spaces must be connected to an Oracle Content Server repository, with the webContextRoot parameter set to an OCS host name. For information on setting webContextRoot, see "Registering Content Repositories" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter. To set webContextRoot through WLST, see "createJCRContentServerConnection" and "setJCRContentServerConnection" in Oracle Fusion Middleware WebLogic Scripting Tool Command Reference.

3. From the Upload Profiles list (see Note above):

   • Leave the default selection as <None> (Figure 41-36) to upload files without an associated content profile.

   • Alternatively, select a content profile (defined in Oracle Content Server) for the document(s) you want to upload (Figure 41-37). Selecting a content profile enforces uniformity by requiring values for certain metadata fields that must be provided before the file can be uploaded. For example, a press release profile might include fields about who to contact, release date, and so on.

     Figure 41-37 Selecting Content Type for Document(s)

     
     

     The Profile Upload pane displays the metadata fields for the selected content profile (Figure 41-38).

     Figure 41-38 Content Profile Metadata Fields

     
     

4. Enter metadata field values to associate with the file(s) you want to upload.

   Note:

   Oracle Content Server may require certain mandatory metadata field values for a selected content profile to ensure a successful checkin. Mandatory fields are identified in the dialog by an asterisk and red text.

   For information about content profile metadata field requirements for Oracle Content Server, refer to Oracle Fusion Middleware User's Guide for Content Server, specifically the chapter "Checking In Files". The fields described in the "Content Check-In Form" section in the appendix are mandatory for Oracle Content Server. All content profiles must include them, otherwise the checkin will fail.

   In addition to the mandatory metadata field values required by Oracle Content Server for specific content profiles, every content profile must include additional metadata fields required by WebCenter Spaces. For a list and descriptions of the required fields, which should be added to a content profile as hidden fields so that the end user cannot override the values populated by WebCenter Spaces, see "What You Should Know About Creating Content Profiles in Oracle Content Server" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter.

5. Click Check In.

6. For each file you want to upload:

   • Click Browse next to the Document to Upload field, and then navigate to and select the file you want to upload.

   • Optionally, provide a description of the file in the Description field.

7. Click More to add more files, up to a maximum of ten files.

8. Click Upload to add the specified files at the same level as the currently selected file, or under the currently selected folder.

   If a file with the same name already exists in the target folder, the Resolve Name Conflict pane opens (Figure 41-39).

   Figure 41-39 Resolve Name Conflict Pane

   
   

   If the file is already checked out to another user, the pane displays the message This file is checked-out to another user.

   Select the desired action:

   • Ignore this file to cancel the upload operation for the current file. This is useful when uploading multiple files to skip only the current file, and continue to upload subsequent files in the batch.

   • Create a new version of the existing file to create a new version of the file. See Section 41.21, "Viewing and Deleting File Version History."

     If the file is already checked out to another user, this selection is disabled.

     Note:

     If the connected content repository does not support versioning, this selection is Overwrite the existing file to replace the existing file with the new file.

     If you do not have the permissions required to create a new version or overwrite the file, this selection is disabled.

   • Use another name for the uploaded file to display a Name field where you can enter a new name for the file. If you specify a name that matches another existing file, a message notifies you to enter a different name.

41.11.2 Creating a Wiki Document

In addition to uploading files (see Section 41.11.1, "Uploading New Files"), you can add content to a content repository by creating a wiki document in-place using the Rich Text Editor (RTE).

To create a wiki document:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, navigate to the folder in which to create the new wiki document. The new wiki document will be reated at the same level as the currently selected file, or in the current folder.

2. Click the New Wiki Document action.

   The Rich Text Editor (RTE) opens (Figure 41-40).

   Figure 41-40 New Wiki Document in Rich Text Editor (RTE)

   
   

3. In the Title field, enter a name new wiki document.

4. Using the RTE, add text, formatting, styling, and links. For information about the RTE, see Section 41.10, "Using the Rich Text Editor (RTE)."

5. To create and save the new wiki document, click Create.

   The RTE closes and the current folder includes the new wiki document.

41.12.1 Checking a File Out

When you want to retain exclusive use of a file—for example, when you're editing it on your local machine, or need to prevent other users from modifying it—you must check the file out. Other WebCenter Spaces users can view the file, but they cannot upload a file of the same name into the same folder while the file is checked out.

When you're ready to release the file, you can either check the file back in or cancel file check out. Checking a file back in involves uploading the revised file (see Section 41.12.4, "Uploading a New Version of an Existing File"). Cancelling check out removes the file's checked out status without requiring a file upload.

To check a file out:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click in the row of the file you want to check out.

   Alternatively, you can check out an open file in the Document Viewer preview pane.

   Note:

   File check out is not available for wiki documents. In-place editing is the optimal way to update wiki documents, as described in Section 41.12.3, "Editing Files In-Place."

2. Depending on your view, perform one of the following actions:

   • On the Documents page or in a Documents service task flow, click the File menu and choose Check Out, or right-click to display the file's context menu (Figure 41-24) and choose Check Out.

   • In the Document Viewer preview pane, click the File menu and choose Check Out.

3. On the Documents page or in a Documents service task flow, click the View menu and choose Refresh Content to confirm that the Checked Out (padlock) icon appears in the file's Checked Out column:

   • Roll your mouse pointer over the icon to see details about the user who has checked the file out.

   • Click the icon to expose actions to upload a new version of the file, or cancel the checkout (Figure 41-41).

   Figure 41-41 Checked Out Icon with Details

   
   

To cancel the checked out status of a file:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click in the row of the file.

   Alternatively, you can cancel the checked out status of an open file in the Document Viewer preview pane.

2. Depending on your view, perform one of the following actions:

   • On the Documents page or in a Documents service task flow, click the Checked Out (padlock) icon in the file's row and choose Cancel Check Out (Figure 41-41), click the File menu and choose Cancel Check Out, or right-click to display the file's context menu (Figure 41-24) and choose Cancel Check Out.

   • In the Document Viewer preview pane, click the Cancel Check Out action.

3. On the Documents page or in a Documents service task flow, click the View menu and choose Refresh Content to confirm that the Checked Out (padlock) icon no longer appears in the file's Checked Out column.

41.12.2 Downloading a File

When you want to save a file to your local file system, you can download it from the content repository using a Documents service task flow.

To download a file:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click in the row of the file you want to download to your local file system.

   Alternatively, you can download an open file in the Document Viewer preview pane.

2. Depending on your view and the file type, perform one of the following actions:

   • On the Documents page or in a Documents service task flow, click the Download action, or right-click to display the file's context menu (Figure 41-24) and choose Download.

   • In the Document Viewer preview pane, click the Download action.

   • (For any file type for which Oracle Content Server is configured to convert to PDF) In the Document Viewer preview pane, click the View menu and choose Download PDF to save a PDF version of the open file to your local file system.

3. In the Open/Save dialog, select Save File to open the Save dialog, where you can navigate to the folder in which to save the file.

41.12.3 Editing Files In-Place

With appropriate permissions, end users can directly edit the following types of files in-place using Documents service task flows:

• Wiki documents

• Blog posts

• HTML files

• Microsoft Office 2003 or higher (Word, Excel, PowerPoint) files

In-place editing refers to editing content directly in a WebCenter Spaces application at runtime, where the editor opens in the document preview pane.

To edit HTML and Site Studio files that display in a Content Presenter task flow, see Section 40.10, "Creating and Editing Files In-Context in a Content Presenter Task Flow."

To edit a file in-place:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click in the row of the file you want to edit.

   Alternatively, you can edit an open file in the Document Viewer preview pane.

2. Depending on your view and the file type, perform one of the following actions:

   • On the Documents page or in a Documents service task flow, click the File menu and choose Edit, or right-click to display the file's context menu (Figure 41-24) and choose Edit.

   • In the Document Viewer preview pane, click the Edit action.

   The file is automatically checked out and opens for editing:

   • Wiki documents, blog posts, and HTML files open in-place in the Rich Text Editor (RTE). For information about the RTE, see Section 41.10, "Using the Rich Text Editor (RTE)."

   • Microsoft Office (Word, Excel, PowerPoint) files first display a confirmation prompt, then an authentication dialog. Use the same credentials used to log into WebCenter to open the file in-place in its corresponding application.

     Note:

     The user name and password must contain only ASCII characters. A user name or password containing multi-byte characters cannot be successfully authenticated.

3. Make required updates, then save and close the file.

   The modified file is automatically checked back in.

41.12.4 Uploading a New Version of an Existing File

If you have write permissions on the current file, you can replace the file with a new version that you have saved on your local file system, specifying the name of the file that contains the changed content.

To upload a new version of a file:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click in the row of the file you want to replace.

   Alternatively, you can upload a new version of an open file in the Document Viewer preview pane.

2. Depending on your view, perform one of the following actions:

   • On the Documents page or in a Documents service task flow, click the Checked Out (padlock) icon in the file's row and choose Upload New Version (Figure 41-41). click the File menu and choose Upload New Version, or right-click to display the file's context menu (Figure 41-24) and choose Upload New Version.

   • In the Document Viewer preview pane, click the Upload New Version action.

   The Upload New Version pane opens (Figure 41-42).

   Figure 41-42 Upload New Version Pane

   
   

3. In the Document to Upload field, enter or browse to the new version of the document.

4. If the original version of the document is associated with a content profile, the Profile Upload screen displays the metadata fields for the selected profile (Figure 41-43).

   Note:

   To enable the Upload Profiles functionality, both of the following two requirements must be met:

   • You must access the WebCenter Spaces application through Oracle HTTP Server (OHS) to expose Oracle Content Server and the WebCenter Spaces application under the same host and port. For information about setting up OHS as the frontend to WebCenter Spaces, see "Oracle Content Server - Configuration" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter.

   • WebCenter Spaces must be connected to an Oracle Content Server repository, with the webContextRoot parameter set to an OCS host name. For information on setting webContextRoot, see "Registering Content Repositories" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter. To set webContextRoot through WLST, see "createJCRContentServerConnection" and "setJCRContentServerConnection" in Oracle Fusion Middleware WebLogic Scripting Tool Command Reference.

   Figure 41-43 Profile Upload Pane

   
   

   Change metadata fields values if necessary for the new version of the document, then click Check In.

   Note:

   Oracle Content Server may require certain mandatory metadata field values for a selected content profile to ensure a successful checkin. Mandatory fields are identified in the dialog by an asterisk and red text.

   For information about content profile metadata field requirements for Oracle Content Server, refer to Oracle Fusion Middleware User's Guide for Content Server, specifically the chapter "Checking In Files". The fields described in the "Content Check-In Form" section in the appendix are mandatory for Oracle Content Server. All content profiles must include them, otherwise the checkin will fail.

   In addition to the mandatory metadata field values required by Oracle Content Server for specific content profiles, every content profile must include additional metadata fields required by WebCenter Spaces. For a list and descriptions of the required fields, which should be added to a content profile as hidden fields so that the end user cannot override the values populated by WebCenter Spaces, see "What You Should Know About Creating Content Profiles in Oracle Content Server" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter.

5. In the Upload New Version pane, click Upload.

   The file is uploaded and checked in with the revised content. For information about viewing versions of a file, see Section 41.21, "Viewing and Deleting File Version History."

41.13.1 Renaming a Folder or File Using a Menu

To rename a folder or file:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click in the row of the folder or file you want to rename.

2. Click the File menu and choose Rename, or right-click in the folder or file's row to display the context menu (Figure 41-23 and Figure 41-24) and choose Rename.

   The Rename Folder or Rename Document dialog opens (Figure 41-44).

   Figure 41-44 Rename Document Dialog

   
   

3. In the Name field, enter a new folder or file name.

4. Click Rename.

41.13.2 Renaming a File and Revising Its Description Through Properties

To rename a file or revise its description through its properties, see Section 41.22, "Viewing and Modifying Folder and File Properties."

41.19.1 Working with Tags

Tags specify keywords related to the content of the file. Tags are useful for making a file more widely discoverable in search results.In the Tags section of the Related Items pane:

• In the input area, enter new tags, and edit or delete existing tags, then click Save.

41.19.2 Working with Links

Links provide a way to view, access, and associate related information by linking to another document, note, or URL. For example, you can create a link to associate a project plan document with a list of project issues.

In the Links section of the Related Items pane:

1. To create a link to a new document, note, or URL, click Link to Existing, then choose the required item (Figure 41-48).

   Figure 41-48 Adding a Link to a New Document, Note, or URL

   
   

2. To create a link to an existing document, click Link to Existing, then choose Document (Figure 41-49).

   Figure 41-49 Adding a Link to an Existing Document

   
   

41.19.3 Working with Recommendations

The Recommendations section provides suggestions of other documents you might want to view, based on the current document. This list uses the Similar Items task flow of the Activity Graph service. For more information, see Section 58.2.4, "Working with the Similar Items Task Flow."

In the Recommendations section of the Related Items pane:

• Click the Display Options icon (Figure 41-50) to open the Display Options dialog (Figure 41-51), where you can select the items you want to show in the Recommendations section.

  Figure 41-50 Recommendations Display Options Icon

  
  

  Figure 41-51 Display Options for Recommendations

  
  

• In the Recommendations section of the Related Items pane:

  • Click the Delete icon to delete the associated recommendation.

  • Click the link text for each recommendation to view that document.

  • Click the Refresh icon to display the most recent recommendations.

41.22.1 Working with Folder Properties

To view or modify folder properties:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click in the row of the folder.

2. Click the View menu and choose Properties, or right-click to display the context menu (Figure 41-23) and choose Properties.

   The Basic properties pane opens (Figure 41-60).

   Figure 41-60 Folder Properties

   
   

41.22.2 Working with File Properties

To view or modify file properties:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click in the row of the file.

   Alternatively, you can view properties of an open file in the Document Viewer preview pane.

2. Depending on your view, perform one of the following actions:

   • On the Documents page or in a Documents service task flow, click the View menu and choose Properties, or right-click to display the context menu (Figure 41-24) and choose Properties.

   • In the Document Viewer preview pane, click the View menu and choose Properties, or simply click the Properties icon (Figure 41-61).

     Figure 41-61 Properties Icon

     
     

     A preview of the file opens, showing the Properties pane on the right (Figure 41-62).

     Figure 41-62 Properties Pane

     
     

3. To modify the editable Basic properties, click Edit in the Basic properties area. In the Edit dialog (Figure 41-63), revise the file name and description as desired, then click Save.

   Figure 41-63 Edit Dialog for Basic Properties

   
   

4. To modify the editable Advanced properties, click Edit in the Advanced properties area.

   Note:

   To enable Edit functionality on Advanced properties, both of the following two requirements must be met:

   • You must access the WebCenter Spaces application through Oracle HTTP Server (OHS) to expose Oracle Content Server and the WebCenter Spaces application under the same host and port. For information about setting up OHS as the frontend to WebCenter Spaces, see "Oracle Content Server - Configuration" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter.

   • WebCenter Spaces must be connected to an Oracle Content Server repository, with the webContextRoot parameter set to an OCS host name. For information on setting webContextRoot, see "Registering Content Repositories" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter. To set webContextRoot through WLST, see "createJCRContentServerConnection" and "setJCRContentServerConnection" in Oracle Fusion Middleware WebLogic Scripting Tool Command Reference.

   Figure 41-64 Advanced Properties Edit Dialog

   
   

   Note:

   Most advanced properties are unique to the content repository (such as Oracle Content Server) where the file is stored.

41.24.1 Retrieving the URL for a Folder or File

Every folder and file that resides in a connected content repository can be accessed through a direct URL, which you can provide to other users. If they have permissions to access the folder or file, they can click the URL link to open the folder or file directly in WebCenter Spaces or a WebCenter Portal application, open the file in its default application, or save the file to their local file system.

To retrieve the URL for a folder or file:

1. Open the Get a Link dialog in any of the following ways:

   • On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click in the row of the folder or file, then click the View menu and choose Get a Link.

   • Right-click in the folder or file's row to display the context menu (Figure 41-23 and Figure 41-24) and choose Get a Link.

   • If you are already viewing a file in the Document Viewer preview pane, click the View menu and choose Get a Link.

   The Direct URL provides a direct link to open the folder or file in WebCenter Spaces or a WebCenter Portal application. For files, the Download URL provides a direct link to allow users to open the file in its default application, or choose to save the file to their local file system (Figure 41-65).

   Figure 41-65 Clicking Download URL Value in Get a Link Dialog

   
   

2. Drag your mouse pointer over the URL to select it, then Ctrl-c to copy it so that you can paste it where you need it (for example, into a mail message).

41.24.2 Mailing the URL for File

From the Document Viewer preview pane, you can send a mail message to other users with the body of the message populated with the direct URL to the currently open file. If the file is in a Space, the direct URL to the Space is also included.

To send the URL to file in a mail message:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click the file to open it in the Document Viewer preview pane.

2. In the Document Viewer preview pane, click the File menu and choose Send Mail.

   Your mail application opens a compose window, populated with the direct URL to the current Space if applicable, and a direct URL the currently open file.

3. Modify the mail message as desired, and send it.

41.24.3 Publishing the URL for a File to Activity Streams

From the Document Viewer preview pane, you can publish the URL for the currently open file to an activity stream for all users or groups who have permissions to access to the file.

To publish a file's URL to an activity stream:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click the file to open it in the Document Viewer preview pane.

2. In the Document Viewer preview pane, click the File menu and choose Share.

   The Share dialog opens (Figure 41-66).

   :

   Figure 41-66 Share Dialog

   
   

3. Optionally, enter a comment to appear with the URL.

4. Click Publish.

   The URL to the file is added to the activity stream for all users or groups who have permission to access the file, along with your comments, if entered.

41.28.1 Running a Basic Document Search

A basic document search searches for a full or partial file name. To include more file information in a search, see Section 41.28.2, "Running an Advanced Document Search."

To perform a basic document search:

1. On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, enter a search string that is a full or partial file name in the Filter field (Figure 41-74).

   Figure 41-74 Filter Field

   
   Description of "Figure 41-74 Filter Field"
   
   

2. Press the Enter key, or click the Search icon.

   The search results pane displays files matching the search string (Figure 41-75).

   Figure 41-75 Search Results

   
   

   In the search results pane, the presence of the highlighted area indicates that you're looking at the results of a query, not the contents of a folder. Look in the Location column to determine where a file or folder is located. Alternatively, click the file name to open it from the search results pane.

3. To remove a search criterion and automatically execute the search again with the remaining search criteria, click the Remove icon next to the search criterion. This is useful with an advanced search containing two or more search strings (see Section 41.28.2, "Running an Advanced Document Search").

4. Click the Clear action to clear the Filter field and return to the default folder display.

41.28.2 Running an Advanced Document Search

The advanced document search includes searches against file keywords, content type, dates, users, and content. Additionally, you can narrow your search to a particular folder.

To perform an advanced document search:

1. Open the Advanced Search dialog in either of the following ways:

   • On the Documents page or in a Document Manager, Document Explorer, or Folder Viewer task flow, click Advanced next to the Filter field.

   • Click Edit Search Criteria in the highlighted toolbar area of the search results pane. (Figure 41-75)

   The Advanced Search dialog opens (Figure 41-76).

   Figure 41-76 Advanced Search Dialog

   
   Description of "Figure 41-76 Advanced Search Dialog"
   
   

2. Enter search terms in one or more of the default fields:

   • File Name: Enter a full or partial file name.

   • Keywords: Enter any keywords related to the content of the file to make the file more widely discoverable in search results.

   • Look In: Click the Browse icon to open a list of content repository folders. Select one of these to narrow your search to the selected folder.

   • Content Type: Choose All Content Types to retrieve content items regardless of the content type. Or, choose from the list the name of a content profile defined in the Oracle Content Server repository. A content profile specifies the properties that define a specific type of content (for example, a press release, or a news flash, or an image). The content type IDC:GlobalProfile is the name of a default content profile defined in Oracle Content Server that can be applied if no other content profiles are defined.

   • Limit Results: Specify the maximum number of files to be returned by the search.

3. Optionally, select additional search criteria from the Add Fields dropdown list (Figure 41-77).

   Figure 41-77 Add Fields Dropdown List

   
   

   • Dates: Select to add the Dates pane with search fields for Created date and Last Modified date. You can modify the dates search criteria by selecting a modifier to search for an exact date (is), a following date (is after), a preceding date (is before), or a date between two other dates (is between), which adds an additional date field for entering the second date (Figure 41-78).

     Figure 41-78 Dates Search Pane

     
     

     Click the Select Date icon to select a date in the correct format (mm/dd/yyyy), for example 6/18/2009, or enter a date manually.

   • Users: Select to add the Users pane with search fields for Created By (user who uploaded) and Last Modified By (Figure 41-79).

     Figure 41-79 Users Search Pane

     
     

     Enter a user name for the creator or modifier, or click the Browse icon to open the Search Users dialog where you can select from a list of users or search for a user name. Enter—minimally—two consecutive characters from the name of your search target (the search term do finds both condoleeza and doug).

     Note:

     In the WebCenter Spaces application, when you search documents in a Space, the user selection list and the user search find user names for current members of the Space.

   • Filters: Select to add the Additional Query Filters pane. Not applicable when Content Type is set to All Content Types. For a selected content profile (prefixed IDC), click the Add icon (Figure 41-80) to list all the properties that are defined for the selected content profile. Select one or more properties to refine the query to find files with specific property settings.

     Figure 41-80 Filters Search Pane

     
     

4. Click Search to execute the advanced search.

   Files matching the search criteria display in the search results pane.