10 Working With Managed Content Files in Windows Explorer

10.1 About Windows Explorer Integration

The integration of Oracle WebCenter Content Server, Oracle Content Database, or other WebDAV-based content servers into Windows Explorer provides a convenient way to manage files on those servers using a familiar work environment. You do not need to work with the files on the content server in a web browser or other, proprietary client interface (although this option remains available). Instead, you can interact with content servers and the files on them using a folders tree in Windows Explorer.

See Chapter 3, "Integration Into Windows Explorer" for details on how the Desktop client software integrates with the Windows Explorer interface.

See Chapter 9, "Understanding Content Folders and Files" for general information about content folders and files.

10.2 Creating Content Folders

You can add content folders to the integration hierarchy in much the same way as you add folders on your local computer:

1. Open Windows Explorer and make sure the navigation pane is visible (see Section 3.13.1, "Showing or Hiding the Navigation Pane").

2. Open the WebCenter Content Servers node.

3. Click the server on which you want to create a new content folder. If prompted, log in by entering your user name and password for that server.

4. Browse to the location in the integration hierarchy where you want to add the new content folder. (For Oracle WebCenter Content Server instances, you can add folders only under Browse Content).

5. Move the mouse cursor to an unused area in the content pane (that is, away from any of the items listed in it), right-click, and choose New Folder. Alternatively, you can open the File menu and choose New Folder.

6. Provide the name of the new folder and press Enter.

7. The new folder is created, and its folder information page opens in the preview pane. If you do not see this pane, you can turn it on (see Section 3.13.2, "Showing or Hiding the Preview Pane").

Considerations

• When you add a new content folder, default metadata and settings are applied to that folder as defined by the content server administrator. You can change the default metadata for the folder while adding the new folder, or any time after you add it. For more information, see Section 10.12.1, "Viewing and Modifying Content Information of Folders or Files."

• When you add files to the new folder, they inherit default metadata from the folder.

10.3 Searching for Content Files

The Desktop client software offers various ways in Windows Explorer to search for files on Oracle WebCenter Content Server, so you can select one or more files for further use (checking out, copying, editing, and so on):

• Section 10.3.1, "Searching for Files from a Server Integration Hierarchy"

• Section 10.3.2, "Searching for Files Using the Quick Search Feature"

• Section 10.3.3, "Searching for Files Using the Toolbar"

• Section 10.3.4, "Searching for Files from a Web Browser"

10.4 Working With Saved Search Queries and Query Folders

When you perform a search query, the Search Results node in the integration hierarchy shows all content items on the server that meet the search criteria and for which you have access privileges on the server. If you want, you can save the most recent search query so you can easily run it again at a later time. To save the most recent search query, right-click the Search Results folder and choose Save Query. Enter a name for the query and click OK (or press Enter) to save it to My Saved Queries under My Content Server. See Section 8.4.1.3, "My Saved Queries" for further details.

You can right-click a saved query to choose View Query Definition to view (and modify, if required) its query definition. See the Oracle WebCenter Content User's Guide for Content Server for more information on the query format.

You can also drag and drop the most recent search results (while holding the Ctrl key) or a saved query to anywhere within the content folders tree under Browse Content. This creates a query folder, which you can open to run the associated search query on the server. If you drag and drop a saved query, the default query folder name is the same name as the original saved query with 'Copy of' preceding it. If you drag and drop the search results, the default query folder name is 'Search Results'. You can rename query folders in the same way as other folders (see Section 10.13, "Renaming Content Folders and Files"). Query folders are marked in the integration hierarchy by a special icon (Figure 10-2).

Figure 10-2 Query Folder Icon

Each saved query and query folder is dynamic, which means that every time you open it, the content pane shows all content items on the server that meet the search criteria at that particular moment. In other words, your saved queries and query folders will always produce the latest search results.

It is important to note that saved query lists or query folders only show content items that meet the search criteria, not shortcuts to content items or folder names, even if these meet the search criteria. Also, the items in saved query lists or query folders are the actual files, not copies or pointers of some sort. If you delete a file from the search results list, you are removing the actual content item from the server.

10.5 Browsing to Content Files

In addition to searching for files (see Section 10.3, "Searching for Content Files"), you can also browse to a file on a content server and select it for further use. When browsing to a file, you navigate to it by moving down a tree structure of folders on the server until you have located the file you want to work with.

Perform these steps to browse to a content file on a server:

1. Open Windows Explorer and make sure the navigation pane is visible (see Section 3.13.1, "Showing or Hiding the Navigation Pane").

2. Open the WebCenter Content Servers node.

3. Click the server whose folders tree you want to browse. If prompted, log in by entering your user name and password for that server.

4. Move down the folders tree and select the file you want to work with. You can right-click a selected file to see a menu that provides a number of relevant options for that file in that particular context.

10.6 Creating New Content Files

Creating a new, managed content file from Windows Explorer basically consists of copying or saving a file to a content server. This checks the file in to the server as a new content item and makes it available to other users on the server in accordance with their assigned access privileges. There are various ways to upload a file to a server and check it in as a new content item:

• Copy and paste a file from your local computer to a content folder or profile on a server. For more information, see Section 10.14, "Copying Content Folders and Files."

• Drag and drop a file from your local computer to a content folder or profile on a server. For more information, see Section 10.14, "Copying Content Folders and Files."

• Move a file from your local computer to a content folder or profile on a server. For more information, see Section 10.15, "Moving Content Folders and Files."

• Double-click an existing, unmanaged Office document on your local computer to open it in its associated Office application (for example, Word for .doc or .docx files), and then check it in to a server using the Save As New option in the WebCenter Content menu or ribbon. For more information, see Section 11.7, "Creating and Checking In a New Managed Document."

If the target folder on the content server already contains a file of the same name as the file being copied or moved into that folder, then it is not checked into the server as a new content item. On Oracle WebCenter Content Server instances, the file is checked in as a new revision of the existing file (even though they may be completely different files). On Oracle Content Database servers and other WebDAV servers, the existing file in the folder is typically overwritten with the new file. For more information, see Section 9.3, "Content File Versioning."

10.7 Modifying Existing Content Files

If you want to modify an existing content file (that is, a file that is already managed on a content server), you must first check it out of the server. A copy of the content file is then downloaded from the content server and placed in temporary storage space on your computer (see Section 9.5, "Local Caching of Content Files"). The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out"). For more information, see Section 10.10, "Checking Out Content Files." After you have checked out a file, you can modify it as needed, and check it back in to the server when you are done. See Section 10.11, "Checking In Content Files."

If you want to modify a managed Office document, you can open that document in its associated Office application. It is then automatically checked out of the content server. After editing the document, you can check it back in directly from the Office application (see Section 11.8, "Saving and Checking In an Existing Managed Document") or from Windows Explorer (see Section 10.11, "Checking In Content Files").

Please note that checked-in e-mail messages are not intended to be checked out, modified, and checked back in. E-mail 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 e-mail message from a server to view it in its associated e-mail application (and 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. For more information, see Section 12.8, "Opening Checked-In E-mail Messages."

10.8 Viewing Content Files

When you view a content file on a server, it remains checked in to the content server and a temporary copy is downloaded to your computer (see Section 9.5, "Local Caching of Content Files"). The file opens in its associated application in read-only mode. You can make changes to the file in the application, but you will have to save it as a new file (with a new file name) and check it in to the server as a new content item.

Perform these steps to view a content item in Windows Explorer:

1. Open Windows Explorer.

2. Open the WebCenter Content Servers node.

3. Open the server that stores the file you want to view. If prompted, log in by entering your user name and password for that server.

4. Locate and select the content item on the server you want to view. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

5. Right-click and choose View File From Server or double-click the file to open the file in its associated application in read-only mode. If the file is already in your local cache (typically because you checked it out and edited it earlier, but did not yet check it back in to the server), the context menu also includes a View option. You can then choose which file version to open: the cached, typically newer version (View) or the latest released version on the server (View File From Server). If you view the file from the server, the locally cached file version is left untouched and remains available, for example through the Offline Content Manager (see Section 14.7, "Using the Offline Content Manager").

   The View and View File From Server options are also available on the File menu.

10.9 Opening Content Files

When you open a content file on a server, it is checked out of the content server and a copy is placed in temporary storage space on your computer (see Section 9.5, "Local Caching of Content Files"). The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out"). The file opens in its associated application in full edit mode. You can make changes to the file in the application as required and check it back in to the server as a new revision of the content item (see Section 10.11, "Checking In Content Files").

If you open a managed Office document in its associated Office application, it is automatically checked out of the content server. After editing the document, you can check it back in directly from the Office application (see Section 11.8, "Saving and Checking In an Existing Managed Document") or from Windows Explorer (see Section 10.11, "Checking In Content Files").

Perform these steps to open a content item in Windows Explorer:

1. Open Windows Explorer.

2. Open the WebCenter Content Servers node.

3. Open the server that stores the file you want to open. If prompted, log in by entering your user name and password for that server.

4. Locate and select the content item on the server you want to open. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

5. Right-click and choose Open to open the file in its associated application in full edit mode. If the file is already in your local cache (typically because you checked it out and edited it earlier, but did not yet check it back in to the server), it opens from there; otherwise, the latest released revision on the content server opens.

   If the file was already checked out earlier (for example, using the Check Out option), you can choose Open with... to select the application with which to open the selected file (rather than the application associated with the file type). The list of available applications is exactly the same as for other, unmanaged files of the same type on your computer. Using this option may be useful if, for example, you want to open a managed web or media file in an editor rather than a viewer, which is often the default application for these file types. You can then edit the file as needed and then check it back in to the server.

   The Open and Open with... options are also available on the File menu.

10.10 Checking Out Content Files

When you check out a file from a content server, the file is downloaded from the server and a copy is placed in temporary storage space on your computer (see Section 9.5, "Local Caching of Content Files"). The file is locked on the content server, and no other user can check out the file until you either check it back in or cancel its checked-out status ("undo the check-out").

If you check out a file in Windows Explorer, the checked-out file is not opened in its associated application. (This is how checking out a file is different from opening it.) You can process the file as desired, and check it back in to the server when you are ready (see Section 10.11, "Checking In Content Files"). As long as the file is checked out, its file icon shows the checked-out status by a green check mark overlay of the application icon (Figure 10-3).

Figure 10-3 Checked-out MicrosoftWord Document

The following sections provide more information about checking out files:

• Section 10.10.1, "Checking Out Files"

• Section 10.10.2, "Opening Checked-Out Files"

• Section 10.10.3, "Undoing a File Check-Out"

• Section 10.10.4, "Viewing All Your Checked-Out Files"

10.10.4 Viewing All Your Checked-Out Files

You can view all files that you have currently checked out of an Oracle WebCenter Content Server instance in one convenient list. This enables you to check the file status, process the files, or cancel their checked-out status.

Note:

This is available only if you are connecting to a Content Server 11g instance.

Perform these steps to see a list of all your checked-out files on a content server:

1. Open Windows Explorer and make sure the navigation pane is visible (see Section 3.13.1, "Showing or Hiding the Navigation Pane").

2. Open the WebCenter Content Servers node.

3. Click the server for which you want to see all your checked-out files. If prompted, log in by entering your user name and password for that server.

4. Open the My Content Server node and then click My Checked-Out Content. (If the server does not have a node called My Checked-Out Content, then it is not a Content Server 11g instance.)

   The content pane lists all files that you have currently checked out on the current content server. Please note that all items show a green check mark in their icons to indicate their checked-out status (Figure 10-4). Also, you see only files that you checked out yourself, not other users' checked-out files.

Figure 10-4 Word Document Checked Out By Yourself

You can work with the files in this list as you would with other content files; however, you cannot delete or rename files in your list of checked-out files. To check a file back in to the server, right-click the file and choose Check In. To cancel the checked-out status of a file, right-click it and choose Undo Check-Out.

10.11 Checking In Content Files

When you check a file in to a content server, it is uploaded and stored on that server. Other users on the server have access to it in accordance with their assigned privileges.

If you check a currently checked-out file back in to an Oracle WebCenter Content Server instance, this file is checked in as a new revision of the existing content item. On Oracle Content Database servers and other WebDAV servers, the file that is checked in will typically overwrite the existing file on the server. See Section 9.3, "Content File Versioning" for more information.

You can check files in to a server only if you checked out that file yourself, or if you have administrator privileges for that server.

When checking in files from Windows Explorer, you may check in existing content files (that is, files that are already managed on a content server) or new content files (that is, files that are not yet managed).

Checking In Previously Checked-Out Files

Perform these steps to check in a file that was previously checked out (see Section 10.10.1, "Checking Out Files"):

1. Open Windows Explorer.

2. Open the WebCenter Content Servers node.

3. Locate and select the content item on the server that you want to check in to the server. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files." All files that you checked out yourself have a green check mark in their file icons. You can see a list of all files that you have currently checked out of an Oracle WebCenter Content Server instance by opening the My Content Server node and then clicking My Checked-Out Content. You can check files in to the server directly from that list.

4. Right-click and choose Check In. Alternatively, open the File menu and choose Check In. (These options are available only if the selected file is currently checked out.)

   The file is uploaded from your local cache to the server and checked back in. Its application icon no longer shows a green check mark. Other users on the server can now check out the file again.

Checking In New Files

You can check new, unmanaged files in to a content server and make them available to other users on that server in a variety of ways:

• By copying and pasting a file from your local computer to a content folder or profile on a server. For more information, see Section 10.14, "Copying Content Folders and Files."

• By dragging and dropping a file to a content folder or profile on a server. For more information, see Section 10.14, "Copying Content Folders and Files."

• By moving a file to a content folder or profile on a server. For more information, see Section 10.15, "Moving Content Folders and Files."

Considerations

• When you check in an existing file on an Oracle WebCenter Content Server instance, it is checked in as a new revision of the existing content item. You can see the revision history of a file on its content information page on the server.

• When a file is copied or moved to a folder on a content server, it is checked in to that server as a new content item only if the folder does not yet contain a file with the same name. Otherwise, the file is checked in as a new revision of the existing file (even though they may be completely different files). For more information, see Section 9.3, "Content File Versioning."

• If you want to check in a new content item, but do not want to assign it to a content folder, then you can drag-and-drop or copy-and-paste it into any of the content profiles under New Check-In. This opens the Check In Content dialog, where you can provide profile-specific metadata before check-in (see Section A.13, "Check In Content Dialog (Metadata Prompt)").

• When you check in a local copy of a managed file (for example, one that was e-mailed to you), you may see a warning that it is not currently checked out and that the file has been changed on the server (that is, there is a newer revision on the server). You can then choose to open the current file or the latest revision from the server.

• When you drag and drop or copy and paste a new file into a content folder on an Oracle WebCenter Content Server instance, you may be asked to provide metadata for the file, depending on the settings for that content folder (see Section 9.10, "Enabling Metadata Prompting for Content Folders"). If you are not prompted to provide metadata, the file inherits the default metadata assigned to the content folder (see Section 9.4, "Content File Metadata").

• If Oracle WebCenter Content: Records is installed on Oracle WebCenter Content Server with its DoD compliance features enabled, then you may not be able to check in files by copying and pasting or dragging and dropping them into content folders. This is because the DoD compliance features make the Category or Folder field required, which means an item cannot be checked in if this field is empty. Since copying and pasting or dragging and dropping a file into a content folder often does not require any further user intervention, the check-in cannot complete successfully unless the content server administrator configured Records to enable such check-ins.

10.12 Viewing and Modifying Content Folder and File Properties

You can view the properties of a content folder or file and modify a number of them, if desired:

• Section 10.12.1, "Viewing and Modifying Content Information of Folders or Files"

• Section 10.12.2, "Viewing and Modifying Properties of Folders or Files"

• Section 10.12.3, "Viewing and Modifying Advanced Properties of Folders or Files"

• Section 10.12.4, "Viewing and Modifying Sharing Properties of Folders or Files"

10.13 Renaming Content Folders and Files

You can rename content folders and files in the integration hierarchy in much the same way as other folders and files on your computer.

Renaming Folders and Files Directly in the Integration Hierarchy

Perform these steps to rename a content folder or file from the integration hierarchy:

1. Open Windows Explorer.

2. Open the WebCenter Content Servers node.

3. Open the server that stores the folder or file you want to rename. If prompted, log in by entering your user name and password for that server.

4. Locate and select the folder or file on the server you want to rename. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

5. Right-click and choose Rename or press F2 on your keyboard. Alternatively, open the File menu and choose Rename.

6. Provide the new name of the folder or file, and press Enter.

Renaming Folders and Files From the Properties Dialog

Perform these steps to rename a content folder or file from its properties dialog:

1. Open Windows Explorer.

2. Open the WebCenter Content Servers node.

3. Open the server that stores the folder or file you want to rename. If prompted, log in by entering your user name and password for that server.

4. Locate and select the folder or file on the server you want to rename. See Section 10.3, "Searching for Content Files" or Section 10.5, "Browsing to Content Files."

5. Right-click and choose Properties. Alternatively, open the File menu and choose Properties.

   The Folder Properties dialog or File Properties dialog opens. For more information, see Section A.7, "Folder Properties Dialog" and Section A.16, "Content Item Properties Dialog."

6. Provide the new name of the folder or file, and click OK.

Renaming Folders on Their Information Page

Perform these steps to rename a content folder from its information page:

1. Open Windows Explorer.

2. Open the WebCenter Content Servers node.

3. Open the server that stores the folder you want to rename. If prompted, log in by entering your user name and password for that server.

4. Locate and select the folder on the server you want to rename.

   The information page of the selected folder is displayed in the preview pane (if enabled).

5. Depending on the folders configuration on the server, do either of the following:

   • Open the Folder Actions menu and then choose Update to open the Hierarchy Folder Configuration page (see Section A.8, "Folder Information Page"). (If the Folder Actions menu does not have an Update option, then you do not have sufficient privileges on the server to perform that action.)

   • Open the Edit menu and then click Folder Information.

6. Provide the new folder name in the Folder Name or Virtual Folder Name field.

7. When you are done, click Save or Submit Update to save the changes. The changes take effect immediately.

Considerations

• When you rename a content folder on your local computer, this is reflected on the content server (and vice versa).

• You cannot rename a file if it is currently in the local cache (for example, because it is checked out of the content server). See Section 9.5, "Local Caching of Content Files."

• On Oracle WebCenter Content Server, the title of a content file may (initially) be based on its file name. If you change the file name in the integration hierarchy, its title is not automatically modified the reflect the new file name (or vice versa).

• If you rename a content folder or file, the names of any shortcuts to the folder or file are not updated automatically.

10.14 Copying Content Folders and Files

You can copy and paste items managed by a content server in much the same way as other files on your computer. After selecting the folders or files to be copied, you can use all standard Windows methods of copying and pasting items:

• Right-click and choose Copy or Copy File From Server. Then, at the target location, right-click and choose Paste.

• Press Ctrl+C on your keyboard. Then, at the target location, press Ctrl+V.

• Choose Copy from the Edit menu. Then, at the target location, choose Paste from the Edit menu. (Please note that this is supported only in Windows Explorer, not in e-mail applications.)

• Drag and drop the selected folders and/or files to the target location.

Considerations

• If you want to drag and drop files to a content folder on the same server, make sure to hold the Ctrl key while doing it. Otherwise the content item will be moved rather than copied.

• You cannot copy a file to the same folder as it is in.

• The file name and title of the copied file are the same as for the original file, but you can, of course, change these afterwards. The copied file does have a different content ID as it is a separate content item on the server.

• If a file to be copied is already in your local cache (typically because you checked it out and edited it earlier, but did not yet check it back in to the server), the context menu includes both a Copy and Copy File From Server option. You can then choose which file version to copy: the cached, typically newer version (Copy) or the latest released version on the server (Copy File From Server).

• All other copy methods will copy the locally cached file version if it exists, and otherwise the latest released revision from the server.

• You cannot copy content files to query folders.

• If Oracle WebCenter Content: Records is installed on Oracle WebCenter Content Server with its DoD compliance features enabled, then you may not be able to check in files by copying and pasting or dragging and dropping them into content folders. This is because the DoD compliance features make the Category or Folder field required, which means an item cannot be checked in if this field is empty. Since copying and pasting or dragging and dropping a file into a content folder often does not require any further user intervention, the check-in cannot complete successfully unless the content server administrator configured Records to allow such check-ins.

• Use the menu copy-and-paste options (not keyboard commands) when copying items between Lotus Notes and Windows Explorer. Lotus Notes has an internal clipboard and data from that clipboard is retained when using keyboard copy-and-paste commands. For example, if you use the keyboard to copy a Lotus Notes memo to your clipboard, paste it into a folder on a content server, then copy a file from Windows Explorer and attempt to paste it into the same content server folder, the result is the previous Lotus Notes memo.

• See also Section 10.19.4, "Copying Content Folder and File Shortcuts."

Copying Multiple Items

You can select multiple items (folders or files or a combination of both) using the standard methods in Windows and copy them all at the same time. If multiple files are to be checked in to the content server as a result of the copy action, a dialog opens where you can provide metadata for the files before checking them in. For more information, see Section A.13, "Check In Content Dialog (Metadata Prompt)."

Copy Sources and Targets

You can copy items between various sources and targets:

• From an unmanaged location to a content server: When you copy a file from an unmanaged location (for example, a folder on your local computer outside the integration hierarchy or a shared network location) to a content folder on a server in the integration hierarchy, then this file is checked in to that server. This turns the file into a managed content item on the server and makes it accessible to other users on that server. Depending on how the content server is set up, you may be prompted to provide metadata for the copied file before it is checked in.

  If you copy a folder, then all files in that folder (including subfolders) are checked in to the server as separate content items with their own content IDs. The folder is included in the integration hierarchy for everyone with the appropriate access privileges to see.

• From a content server to an unmanaged location: When you copy a file from a content folder on a server in the integration hierarchy to an unmanaged location (for example, a folder on your local computer outside the integration hierarchy or a shared network location), then this file becomes an unmanaged file. The copied file is not managed by the content server, and it is not accessible to users on that server (of course, the original content item on the server is still accessible).

  If you copy a folder, then all files in that folder (including subfolders) are copied to the target location.

  If you copied Microsoft Office documents, you may be able to check them back in to their originating Oracle WebCenter Content Server instance, even if they are in a location outside the integration hierarchy. This depends on how the content server is set up; specifically, whether the DesktopTag feature is enabled. If this is the case, the Microsoft Office documents contain embedded information about the server location where they originated. This enables these documents to be uploaded to that same server location. You check these documents in using the WebCenter Content menu or ribbon in the Office application. For more information, see Section 4.6, "Microsoft Office Document Properties."

• Within the content folder structure of the same server: When you copy a file from a content folder on a server in the integration hierarchy to a different folder on the same server, then a new content item is checked in to the server with a new content ID. This means that the server now stores two copies of the same file (in two different locations). Please note that these files are in no way connected; they are completely separate entities. Any changes to one file do not affect the other, and vice versa. The new content item keeps all the metadata from the original file, including the security group. However, if the folder you copy the file into has the Force Folder Security property set to 'True', then the copied file has its security group changed to match that of the destination folder (see Section A.8, "Folder Information Page").

  Note:

  If you want to copy files to a content folder on the same server, make sure to hold the Ctrl key while doing it. Otherwise the content item will be moved rather than copied.

• Between two different content servers: In addition to copying a file within the same content server, you can also copy a file between different servers in the integration hierarchy. When you copy and paste between servers, the file you paste to the new location is checked in to that content server as a new, separate content item with a new content ID, unless a content item with the same file name and extension already exist in the folder. In that event, the copied file is checked in to the content server as a new revision to the existing file.

  When a new content item is checked in to the folder on the target server, you may be prompted to provide metadata for the new item. This happens if the target server is an Oracle WebCenter Content Server 11g instance and metadata prompting has been enabled for the folder (see Section A.8, "Folder Information Page"). You are also prompted for metadata if any required metadata is missing regardless of the metadata prompting setting. The default metadata values in the check-in form will be the ones specified for the content folder that the file was copied into.

10.15 Moving Content Folders and Files

You can move items to a content server in much the same way as other files on your computer. After selecting the folders or files to be moved, you can use all standard Windows methods of moving items:

• Right-click and choose Cut. Then, at the target location, right-click and choose Paste.

• Press Ctrl+X on your keyboard. Then, at the target location, press Ctrl+V.

• Choose Cut from the Edit menu. Then, at the target location, choose Paste from the Edit menu. (Please note that this is supported only in Windows Explorer, not in e-mail applications.)

• Drag and drop the selected folders and/or files to the target location within the integration hierarchy.

Considerations

• If Oracle WebCenter Content: Records is installed on Oracle WebCenter Content Server with its DoD compliance features enabled, then you may not be able to check in files by cutting and pasting them into content folders. This is because the DoD compliance features make the Category or Folder field required, which means an item cannot be checked in if this field is empty. Since cutting and pasting a file into a content folder often does not require any further user intervention, the check-in cannot complete successfully unless the content server administrator configured Records to enable such check-ins.

• If you drag and drop files to a content folder on the same server, you can hold the Ctrl key to copy rather than move them.

Moving Multiple Items

You can select multiple items (folders or files or a combination of both) using the standard methods in Windows and move them all at the same time. If multiple files are to be checked in to the content server as a result of the move action, a dialog may be displayed where you can provide metadata for the files before checking them in. This happens if the target server is an Oracle WebCenter Content Server 11g instance and metadata prompting has been enabled for the folder. You are also prompted for metadata if any required metadata is missing regardless of the metadata prompting setting. For more information, see Section A.13, "Check In Content Dialog (Metadata Prompt)."

Move Sources and Targets

You can move items from unmanaged locations to a content server or between folders on the same server; you cannot move content items from a server to somewhere else outside of that server.

When you move a file from an unmanaged location (for example, a folder on your local computer outside the integration hierarchy or a shared network location) to a content folder on a server in the integration hierarchy, then this file is checked in to that server. This turns the file into a managed content item on the server and makes it accessible to other users on that server. Depending on how the content server is set up, you may be prompted to provide metadata for the copied file before it is checked in.

If you move a folder, then all files in that folder (including subfolders) are checked in to the server as separate content items with their own content IDs. The folder is included in the integration hierarchy for everyone with the appropriate access privileges to see.

Changing the Folder Location of Content Items

On Oracle WebCenter Content Server instances running Framework Folders, if you move an existing content item to a different folder in the integration hierarchy, you change its folder location, or more precisely, its virtual folder association on the content server.

If you move a content item to a folder on the server that already contains a content item with the same file name, then you are prompted whether this new file should replace the existing file in the folder (similar to what happens when copying or moving files on your file system). If you confirm the action, the new content item takes the place of the old one in the content folder. It is not checked in as a new revision of the old content item. The old content item is not removed, though, it just loses its folder association (so it is not "overwritten" as files on your file system are). It is still on the content server and you can search for it. For example, imagine the content folder 'Sales' contains a content item named 'Report 2011.docx', which has four revisions, and the content folder 'Marketing' also contains a file with that same name, which has two revisions. If you move the file from the 'Sales' to the 'Marketing' folder and choose to replace that file, then the 'Marketing' folder will only contain the file moved from the 'Sales' folder, which still has four revisions. The original file in the 'Marketing' folder is no longer associated with that folder, but it is still on the content server (with two revisions).

10.16 Deleting Content Folders and Files

You can delete items managed by a content server in much the same way as other files on your computer. After selecting the folders and/or files to be deleted, you can use all standard Windows methods of deleting items:

• Right-click and choose Delete.

• Press Delete on your keyboard.

• Choose Delete from the File menu. (Please note that this is supported only in Windows Explorer, not in e-mail applications.)

Considerations

• You should be very careful deleting a content folder. If you delete one, all subfolders and all revisions of all content items in that folder may also be deleted, which may affect everyone who uses that content server.

• To delete a content item, you must have Delete permission for the security group of that content item.

• Depending on how the folders functionality has been set up on Oracle WebCenter Content Server, you may be prompted whether just the file entry should be removed from the content folder or also the actual content item from the server.

• When you delete a content folder or file, it may be permanently deleted or moved to a Trash folder, depending on the content server configuration (specifically, its folders component). See the Oracle WebCenter Content User's Guide for Content Server for more information.

• To delete a content folder, you must be the owner of the folder or have Delete permission for the folder's security group, and you must have Delete permission for the security groups of all subfolders and content items within the folder.

• If you have permission to delete a content folder, the folder and all its contents will be deleted from the content server. If, during the delete process, the system encounters content that you do not have permission to delete, the delete process will end at that item, and the remainder of the content in the folder will be retained.

• You cannot delete the main nodes of an Oracle WebCenter Content Server instance (such as My Content Server, Browse Content, and so on).

• See also Section 10.19.5, "Deleting Content Folder and File Shortcuts."

10.17 Propagating Folder Metadata

You can copy the metadata of a content folder on an Oracle WebCenter Content Server instance to all subfolders and files in these folders. This feature is available only if the content server administrator has enabled it on the server and if you have the required permission level. To propagate metadata to content items in a folder, you must have Write permission for the folder and the content items themselves. To propagate to any folders below the folder in the hierarchy, you must have Delete permission for the folders or be the author and have Write permission.

The content ID and title of items are always considered properties specific to those items and are never automatically propagated. Also, a folder can be excluded from metadata propagation from a higher-level folder by setting its Inhibit Propagation property on the Hierarchical Folder Configuration page to 'True' (see Section A.8, "Folder Information Page").

Perform these steps to propagate the metadata of a folder to all underlying folders and files:

1. Open Windows Explorer.

2. Open the WebCenter Content Servers node.

3. Open the Oracle WebCenter Content Server instance that stores the folder whose metadata you want to propagate. If prompted, log in by entering your user name and password for that server.

4. Right-click the folder in the integration hierarchy whose metadata you want to propagate.

5. Choose Propagate.

6. If the content server is running Framework Folders, a dialog opens where you can specify which metadata fields and values you want to propagate before starting the process. Otherwise, all metadata fields and values are propagated.

   The (selected) folder metadata is now copied to all underlying folders and files, unless a folder was specifically excluded from metadata propagation on its configuration page (using the Inhibit Propagation property).

10.18 Showing or Hiding Unpublished Content Files

By default, all content items assigned to a folder on an Oracle WebCenter Content Server instance are displayed in the integration hierarchy regardless of their release state. This means the list may include unreleased (unpublished) files; that is, any content items on the server that are currently in a workflow, have not yet been fully converted or indexed, or have a future release date. Unreleased files are displayed in a different color in the content pane, typically green (Figure 10-5).

Figure 10-5 Unpublished Files

Description of "Figure 10-5 Unpublished Files"

If the content server is using Framework Folders to provide the folders functionality, you can change the list display to exclude these 'unpublished' content items:

1. Open Windows Explorer.

2. Open the WebCenter Content Servers node.

3. Open the Oracle WebCenter Content Server instance that stores the folder whose contents you want to see. If prompted, log in by entering your user name and password for that server.

4. Select that folder in the integration hierarchy or content pane.

5. Right-click and choose Show Only Published Content to toggle between the display mode to include or exclude unreleased content items in the list. Alternatively, open the File menu and choose Show Only Published Content.

   If there are any unpublished files in the current folder, they will show in a different color (typically green) or disappear from the list.

10.19 Working With Shortcuts to Content Folders and Files

This section covers these topics:

• Section 10.19.1, "About Content Folder and File Shortcuts"

• Section 10.19.2, "Creating Content Folder and File Shortcuts"

• Section 10.19.3, "Renaming Content Folder and File Shortcuts"

• Section 10.19.4, "Copying Content Folder and File Shortcuts"

• Section 10.19.5, "Deleting Content Folder and File Shortcuts"

• Section 10.19.6, "Copying Content File Links"

10.19.1 About Content Folder and File Shortcuts

You can create shortcuts to folders and files on a content server so you can quickly access information that you use often. You can create two types of shortcuts:

• Oracle WebCenter Content Server shortcuts

• standard Windows shortcuts

You create these shortcuts in different ways and they behave slightly differently.

Oracle WebCenter Content Server Shortcuts

Unlike standard Windows shortcuts, Oracle WebCenter Content Server shortcuts are not link files (.lnk), but rather copies of the referenced file. As long as they reside in the integration hierarchy of a content server, they are tightly linked to the content folder or file they reference. Their context menus have the exact same options as those of the original item. This means, for example, that you can check out a content file through its shortcut context menu. Also, the icons of file shortcuts reflect the current content management status of the original files. For example, if the original file is currently checked out of the content server, all shortcuts to that file will also show the checked-out icon (see Section 9.7, "Content File Status"). Please note that shortcuts to content items are never included in search results lists, even if these content items meet the search criteria.

When you create a shortcut to a content folder or file in the integration hierarchy, its name is the original folder or file name preceded by "Shortcut to," for example "Shortcut to Sales Report 2011.docx." In addition, the shortcut icon shows a small arrow symbol in the bottom left corner to indicate it is a reference to another item (Figure 10-6). (This link symbol is slightly different from standard Windows shortcuts, which visually reminds you this is a Desktop shortcut.)

The shortcut is placed in the same location as the original item: a shortcut to a file is in the same content folder as the file it references, and a shortcut to a folder is a folder at the same level as the original folder (preceded with "Shortcut to"). You can rename shortcuts as desired, and also copy them to other locations in the integration hierarchy of the same server or to a different server (see Section 10.19.4, "Copying Content Folder and File Shortcuts"). Please note that if you copy the shortcut to a location outside the Oracle WebCenter Content Server hierarchy (for example, to your desktop), the file or folder may lose its link to the original item, depending on the content server configuration, and you may not be able to check a file back in to the server as a new revision of the existing content item when you open it.

Figure 10-6 Original File With Shortcut

When you double-click a shortcut to a content folder, its contents are displayed. When you double-click a shortcut to a content file, it is checked out of the content server (providing it is available and if you have permission to check it out) and opened in its associated application (see Section 10.8, "Viewing Content Files").

If you hover the mouse cursor over an Oracle WebCenter Content Server shortcut, you see content information for its associated item, such as the content ID, file size, and the like.

Standard Windows Shortcuts

In addition to the special Oracle WebCenter Content Server shortcuts, you can also create standard Windows shortcuts to content folders and files on a server. The shortcut is then a link file (.lnk) that points to the full URL of the referenced file or folder. If you hover the mouse cursor over a standard Windows shortcut, you see the URL of the referenced item.

When you double-click a shortcut to a content folder, its contents are displayed. When you double-click a shortcut to a content file, it is opened in its associated application in view mode. By default, you cannot check the file back in to the server as a new revision of the original content item.

10.20 Working With Your Personal Folders

If Oracle WebCenter Content Server is running Framework Folders, then all authenticated users on the content server have their own personal folders, which allow you to set up 'favorites' to content items or folders on the server. You can create subfolders and add content items to your personal folders in the same way you do with other folders in the hierarchy. You can also store query folders in your personal folders tree.

You can find your personal folders in the Desktop integration hierarchy in two places:

• Under My Content Server, My Folders, and

• Under Browse Content, Users, USER_NAME (for example, jsmith).

The personal folder trees in these locations are exactly the same, and you can work with the content in the folders from either location.

It is important to note that all content items in your personal folders are the actual files, not copies or pointers of some sort. You can interact with content items in your personal folders just as you could any other content item on the server. If you delete a file from a personal folder, you are removing the actual content item from the content server.