18 Working with the Documents Service

18.1.1 What You Should Know About Integration with Microsoft Office

Oracle WebCenter integrates with the Microsoft Office shared document management functionality for working with Microsoft Word, Excel, or PowerPoint files that belong to a personal space or group space. This functionality is available in Microsoft Office 2003 and later, and the backend content repository must be Oracle Content Server. For information about using this functionality, see Section 18.2, "Working with Microsoft Office Integration."

When you open a file using Microsoft Office shared document management functionality, the file is automatically checked out of the Oracle Content Server repository, and the Status column for the file in WebCenter Spaces shows a Checked Out icon. To make your changes available to other users, you can check the file in using the Microsoft Office task pane.

The Microsoft Offic task pane offers alternate ways to perform tasks that can also be performed within WebCenter Spaces, as shown in Table 18-1.

18.1.2 What You Should Know About Integration with Microsoft Windows Explorer

Oracle WebCenter integrates with Microsoft Windows Explorer to manage the files and folders in a personal space or group space when the backend content repository is Oracle Content Server. To use this functionality, you create a network place in Windows Explorer for your personal space or group space documents. See Section 18.3, "Working with Windows Explorer Integration."

18.1.3 What You Should Know About the Documents Service Task Flows

In a runtime environment (the WebCenter Spaces application and deployed custom WebCenter applications), end users with privileges to edit pages can use the Oracle Composer Catalog to include Documents service task flows on a page. In the Oracle Composer Catalog, the Documents section includes the Documents service task flows, along with items that provide access to folders and files that you can add to your page in a selected Documents service task flow, as shown in Figure 18-1.

Figure 18-1 Oracle Composer Catalog in WebCenter Spaces: Documents Section in the WebCenter Spaces Application (when editing a personal space page)

Table 18-2 describes each entry in the Documents section of the Oracle Composer catalog:

18.1.4 Understanding the Content Presenter Task Flow

The Content Presenter task flow allows you to select a single item of content, multiple content items, or query for content, and then apply a template to render the content on a page in a WebCenter application. The content available to Content Presenter resides in an Oracle Content Server backend content repository, which must be configured by your WebCenter administrator (see "Oracle Content Server Prerequisites" in Oracle Fusion Middleware Administrator's Guide for Oracle WebCenter), then a connection established to the content repository (see "How to Create a Content Repository Connection Based on the Oracle Content Server Adapter" in Oracle Fusion Middleware Developer's Guide for Oracle WebCenter).

The display template may be one of the out-of-the-box templates provided with Oracle WebCenter (see Table 18-8 and Table 18-9), or a custom template designed for your organization (see "Creating Custom Templates for Displaying Content Using Content Presenter" in Oracle Fusion Middleware Developer's Guide for Oracle WebCenter).

For the steps to add content to a page in WebCenter Spaces using the Content Presenter task flow, see Section 18.4.2, "Displaying Content Using the Content Presenter Task Flow".

18.1.5 Understanding the Document List Viewer Task Flow

The Document List Viewer task flow allows you to add information from your organization's content repositories onto a page as a listing of files and, optionally, folders.

When you click Add next to Document List Viewer in the Oracle Composer Catalog, the default settings add a listing of the entire root folder of the active content repository connection to the page. You can set the Connection Name and Root Folder Path properties to change the target location (see Table 18-15), or drill down to the target location in the Oracle Composer catalog then click the corresponding Add link and choose Document List Viewer. Additionally, the Document List Viewer task flow can be configured to display or hide any subfolders.

When you add a Document List Viewer task flow to a page, the name of the folder that contains the displayed content appears above the viewing area. For example, in Figure 18-2, the name of the folder is Root Folder.

Figure 18-2 Document List Viewer Task Flow for All Documents for the Topmost Folder in the Content Repository in the WebCenter Spaces Application (Show Folders property set to true)

Figure 18-3 Document List Viewer Task Flow for All Documents for a Subfolder in the Content Repository in the WebCenter Spaces Application (Show Folders property set to true)

Figure 18-4 Document List Viewer Task Flow for Group Space Documents Displayed on a Group Space Page in the WebCenter Spaces Application

The Document List Viewer task flow includes a View menu, which you can use to personalize the display of the columns in the task flow (Figure 18-5).

Figure 18-5 View Menu on the Document List Viewer Task Flow

For more information about working with the files and folders on a page, see Section 18.4, "Working with the Documents Service Task Flows."

18.1.6 Understanding the Document Manager Task Flow

The Document Manager task flow allows you to display a list of all the folders and files in a selected folder, with file management capabilities. Use this task flow to create, upload, and manage folders and files; to manage file versions; and to check files out and in.

When you click Add next to Document Manager in the Oracle Composer Catalog, a Document Manager task flow for the default or current folder is added to the page. In WebCenter Spaces, the default folder is your personal folder if working with a page in your personal space, and the group space folder if working with a page in a group space (identical to the folder exposed on the Documents page). In custom WebCenter applications, the default folder is the root of the active content repository connection. You can also set the Connection Name and Start Folder Path properties to change the target folder (see Table 18-14), or drill down to the target location in the Oracle Composer catalog then click the corresponding Add link, and choose Document Manager.

In the Document Manager task flow, the target folder is the current location, displayed in the status bar (in the lower right hand area) of the Document Manager task flow (Figure 18-6).

Figure 18-6 Current Location Displayed In Document Manager Task Flow Status Bar

The current location is where any uploaded files, newly created HTML files, or pasted files and folders are placed. Selecting a single folder in the Document Manager task flow makes that folder the current location. In a Document Manager task flow that includes multiple folders, clicking a folder name to display the folder as the top-level folder in the task flow makes that folder the current location.

In WebCenter Spaces, your personal space and all group spaces have a Documents page, which is simply a page that is dedicated to the Document Manager task flow. Click the Documents tab in your personal space or group space to show the Documents page. If you do not see the Documents tab, you can display it as follows:

1. In the personal space or group space, click Page Actions, then select Manage Pages.

2. In the Manage Pages dialog, in the row for the Documents page, click Show Page.

3. Click Close to display the Documents page for your personal space or group space, listing all of the documents available to you (Figure 18-7).

Figure 18-7 A Documents Page in a WebCenter Spaces Personal Space

The Document Manager task flow provides features for supporting and maintaining your content. These include:

• The File menu for convenient access to file and folder features (Figure 18-8).

  Figure 18-8 Document Manager File Menu

  
  

• The View menu for setting your document display preferences (Figure 18-9).

  Figure 18-9 Document Manager View Menu

  
  

• An easy-access toolbar (Figure 18-10).

  Figure 18-10 Document Manager Toolbar

  
  

  Use the Document Manager toolbar for quick access to frequently-used document functions, such as folder creation, file creation and upload, cutting, copying, editing, and deleting. Additionally, you can use icons on the toolbar to access file and folder properties and to adjust your view of repository content.

  Note:

  Actions available on the toolbar are also available on the menus; keep in mind that there is more than one way to accomplish your Document Manager tasks.

• Context menus for convenient access to document functions. Right-click a folder or file icon to display the context menu (Figure 18-11 and Figure 18-12).

  Figure 18-11 Document Manager Folder Context Menu (WebCenter Spaces Application)

  
  

  Figure 18-12 Document Manager File Context Menu (WebCenter Spaces Application)

  
  

• A dedicated file search.

  The Documents service provides its own search tool, offering both basic and advanced searches. The document search feature stands apart from the Search service by searching only content provided through the Documents service. (For more information about the Search service, see Chapter 28, "Working with the Search Service.")

  For more information, see Section 18.4.8, "Running Document Searches in the Document Manager Task Flow."

• In-place creation and revision of HTML

  Launch the Rich Text Editor (RTE) to create and edit HTML files, and save them directly to the content repository.

  For more information, see Section 18.4.3.3, "Creating and Editing Rich Text Documents."

18.1.7 Understanding the Recent Documents Task Flow

The Recent Documents task flow allows you to add a listing of your most recently created or modified files onto a page (Figure 18-13).

Figure 18-13 Recent Documents Task Flow Displayed on a Group Space Page in WebCenter Spaces

When you click Add next to Recent Documents in the Oracle Composer 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 18.6, "Setting Documents Service Task Flow Properties" to modify the property settings for the Recent Documents task flow.

When you add a Recent Documents task flow to a page, hover your mouse pointer over a document in the task flow to display document details (Figure 18-14).

Figure 18-14 Displaying Detailed Information About a Recent Document

In WebCenter Spaces, the Recent Documents task flow appears in the WebCenter Spaces Sidebar by default (Figure 18-15), where you can click a file link in the list to open the file.

Figure 18-15 Recent Documents Task Flow in the WebCenter Spaces Sidebar

18.2.1 Opening a File

To open a Microsoft Office Word, Excel, or PowerPoint file in your personal space or group space to use the Microsoft Office shared document management functionality:

1. In a personal space or group space, go to a Document Manager task flow on a page or go to the Documents page.

2. Right-click in the row containing the file, but not on the file name.

3. In the context menu, select the action that opens the file in Microsoft Office:

   • For Microsoft Word files, choose Edit with Word (Figure 18-16).

   • For Microsoft Excel files, choose Edit with Excel.

   • For Microsoft PowerPoint files, choose Edit with PowerPoint.

   Figure 18-16 Open a File in Microsoft Word

   
   

4. If prompted, enter login credentials as required to open the file in Microsoft Office.

   Note:

   If the file is already checked out by another user, the File in Use dialog opens. See Section 18.2.1.1, "Opening a File Already Check Out By Another User."

   • In Microsoft Office 2003. The Microsoft Office application displays a Shared Workspace task pane by default (Figure 18-17).

   • In Microsoft Office 2007. The Microsoft Office application displays no task pane by default. To display the Document Management task pane, see Section 18.2.2, "Displaying and Hiding the Microsoft Office Task Pane."

   Figure 18-17 Microsoft Office 2003 Shared Workspace Task Pane

   
   

When the file opens, it is automatically checked out. In WebCenter Spaces, click the Refresh icon to show the Checked Out icon for the selected file (Figure 18-18).

Figure 18-18 Checked Out Icon in WebCenter Spaces

You can use the Microsoft Office task pane to open other files in the personal space or group space directly from Microsoft Office, instead of from WebCenter Spaces. See Section 18.2.3.6, "Managing Other Files in the Current Personal Space or Group Space."

18.2.1.1 Opening a File Already Check Out By Another User

If the file that you attempt to open is already checked out by another user, the File In Use dialog opens (Figure 18-19).

Figure 18-19 File in Use Dialog

In the File In Use dialog, select the desired option:

• Open a Read Only copy to open the file in its default application to view it.

• Create a local copy and merge your changes later is not supported.

• Receive notification when the original copy is available to open a read-only copy of the file until it is available for editing. When the file is available, the File Now Available dialog (Figure 18-20) notifies you; in the dialog, click Read-Write to change the read-only state to editable.

  Figure 18-20 File Now Available Dialog

  
  

18.2.2 Displaying and Hiding the Microsoft Office Task Pane

In Microsoft Office 2003, the task pane displays by default when you open a file, whereas in Microsoft Office 2007, the task pane does not display by default.

You can manage the display of the Microsoft Office task pane in the following ways:

• Section 18.2.2.1, "Displaying or Hiding the Task Pane Manually"

• Section 18.2.2.2, "Displaying or Hiding the Task Pane By Default"

18.2.3 Working with the Microsoft Office Task Pane

The Microsoft Office task pane provides information pertaining to the currently open file and access to tasks for all files and folders in the current personal space or group space, as described in Table 18-3.

Table 18-3 Microsoft Office Task Pane for Personal Space or Group Space Files

Task Pane Area	Description
Top section in Microsoft Office 2003: Top section in Microsoft Office 2007: Dropdown menu:	For a file in a personal space: Shows the user name. Open site in browser. Click to display the personal space home page. For a file in a group space: Shows the group space name. Open site in browser. Click to display the group space home page. Additionally, the top section provides a dropdown menu of actions available for the user or group space: Open Site in Browser. See above. Change Site Title. Not supported. Change Site Settings. For a personal space, displays the WebCenter Spaces home page; for a group space, displays the Settings tab of the group space. Disconnect from Workspace. Not supported. Delete Workspace. Not supported.
Status section in Microsoft Office 2003: Status section in Microsoft Office 2007: Dropdown menu:	For a file in either a personal space or a group space: Shows the user who checked out the file. Check in. See Section 18.2.3.4, "Checking a File In." After checking a file in, you can subsequently check the file out again. See Section 18.2.3.3, "Checking a File Out." Additionally, the Status section provides a dropdown menu of actions available for the user: Schedule a Meeting. Opens the Microsoft Outlook calendar scheduler. Call. Not supported. Send Mail. Opens a Microsoft Outlook message with the To field populated with the mail address that is specified for the user in WebCenter Spaces. See Section 18.2.3.12, "Sending a Message." This selection has the same effect as clicking user name in the Members section. Additional Actions. Not supported. Add to Outlook Contacts. Opens the Microsoft Outlook Contacts page populated with contact information for the user. Outlook Properties. Opens the Microsoft Outlook E-mail Properties dialog.
Members section: Dropdown menu:	For a file in a personal space: Lists the current people connections. Add new members. Not supported for personal space. Send e-mail to all members. See Section 18.2.3.12, "Sending a Message." For a file in a group space: Lists the user editing the file, followed by the user and group names of all group space members, up to the limit of 99 members. The distinction between Online and Not Online users is not supported; all group space members show in the list as Not Online. Add new members. See Section 18.2.3.11, "Adding Members to a Group Space." Send e-mail to all members. See Section 18.2.3.12, "Sending a Message." Additionally, the Members section provides a dropdown menu of actions available for the listed member(s): Schedule a Meeting. Opens the Microsoft Outlook calendar scheduler. Additional Actions. Not supported. Edit Site Group Membership or Edit Permission Level. Not supported. Edit User Information. Not supported. Add to Outlook Contacts. Opens the Microsoft Outlook Contacts page populated with contact information for the member. Outlook Properties. Opens the Microsoft Outlook E-mail Properties dialog. To send a message to any member, simply click the member's user name to open a Microsoft Outlook window with the To field populated with the mail address that is specified for the member in WebCenter Spaces.
Tasks section:	Not supported.
Documents section:	The Documents section of the task pane allows you to access other files in the current personal space or group space directly from Microsoft Office. Sort by. Choose from the menu to sort the list of documents by Creation Date, Modified Date, File Name, File Type, Ascending, or Descending. For a file in either a personal space or a group space: Shows all files and folders in the folder where the open file resides. See Section 18.2.3.6, "Managing Other Files in the Current Personal Space or Group Space." Note: Navigating upward in the folder hierarchy from the current document is not supported; you can drill down and then back up to the current level. Provides a menu of actions available on the currently open file. See Section 18.2.3.5, "Managing the Currently Open File." Provides a menu of actions available on other documents in the list. See Section 18.2.3.6, "Managing Other Files in the Current Personal Space or Group Space." Provides a menu of actions for each folder listed. See Section 18.2.3.7, "Managing Folders." Add new document. See Section 18.2.3.1, "Adding a File." Add new folder. See Section 18.2.3.2, "Adding a New Folder." Alert me about documents. Not supported. Opens the home page of the personal space or group space in WebCenter Spaces.
Links section:	The Links section shows all document and URL links defined in WebCenter Spaces to the currently open file. Sort by. Choose from the menu to sort the list of links by Creation Date, Modified Date, URL, Ascending, or Descending. For a file in either a personal space or a group space: Lists all links for the currently open file. See Section 18.2.3.8, "Viewing Link Targets." Click a link to navigate to the linked object.
Document Information section (Microsoft Office 2003 only):	Provides information about the currently open document: Document Information. See Section 18.2.3.9, "Viewing Document Information." Restrict permission. Not supported. Alert me about this document. Not supported. Opens the home page of the personal space or group space in WebCenter Spaces. Check out or Check in. See Section 18.2.3.3, "Checking a File Out" and Section 18.2.3.4, "Checking a File In." Version history. See Section 18.2.3.10, "Working with File Version Histories."
Bottom section:	For a file in either a personal space or a group space: Get Updates. Refreshes the files and associated information from the WebCenter Spaces server. Options. Opens the Service Options dialog. Refer to the Microsoft Office online help for more information. Shows the date and time that the file was last modified.

The following sections describe the tasks you can perform using the Microsoft Office task pane:

• Section 18.2.3.1, "Adding a File"

• Section 18.2.3.2, "Adding a New Folder"

• Section 18.2.3.3, "Checking a File Out"

• Section 18.2.3.4, "Checking a File In"

• Section 18.2.3.5, "Managing the Currently Open File"

• Section 18.2.3.6, "Managing Other Files in the Current Personal Space or Group Space"

• Section 18.2.3.7, "Managing Folders"

• Section 18.2.3.8, "Viewing Link Targets"

• Section 18.2.3.9, "Viewing Document Information"

• Section 18.2.3.10, "Working with File Version Histories"

• Section 18.2.3.11, "Adding Members to a Group Space"

• Section 18.2.3.12, "Sending a Message"

18.2.3.8 Viewing Link Targets

The Links section of the Microsoft Office task pane lists the links defined in WebCenter Spaces that are associated with the currently open file (Figure 18-38). Files can have links to related documents, discussions, announcements, events, notes, and URLs; the Links section in the task pane shows the links to associated documents and URLs.

Links are prefixed with the name of the service with which they are associated. For example, a link to another document is prefixed Document, a link to a note is prefixed URL, and so on.

Figure 18-38 Task Pane Links Section

To display the target of a link, simply click the link:

• Document links open in the same way as files in the Document section, namely Microsoft Word, Excel, and PowerPoint files open in Microsoft Office with a task pane, and other file types open in their default viewer or a browser.

• URL links open a browser window displaying the link target.

18.2.3.9 Viewing Document Information

In Microsoft Office 2003: The Document Information section of the Microsoft Office task pane shows the user who last modified the file and the modified date (Figure 18-39).

Figure 18-39 Task Pane Document Information Section (Microsoft Office 2003 Only)

In Microsoft Office 2007. Information about the user who last modified the file and the modified date is shown in the Version History. See Section 18.2.3.10, "Working with File Version Histories."

18.2.4 Closing a File

You can close a file opened in a Microsoft Office application with or without checking it in, as described in the following sections:

• Section 18.2.4.1, "Closing a File After Checking It In"

• Section 18.2.4.2, "Closing a File Before Checking It In"

18.3.1 Adding a Personal Space as a Network Place

To expose the files and folders in a personal space using Windows Explorer, you can add the personal space as a Windows network place.

To add a personal space as a Windows network place:

1. In WebCenter Spaces, go to the personal space and click the Documents tab.

2. Open the Documents tab's actions menu, and choose About This Page (Figure 18-54).

   Figure 18-54 Personal Space Documents Tab Actions Menu

   
   

3. In the Page Information dialog, make note of the host name and port (Figure 18-55).

   Figure 18-55 Personal Space Page Information Dialog

   
   

4. In Windows, create a new network place. Refer to the Microsoft Windows online help for more information.

5. In the Add Network Place wizard, enter the network address using the following format:

   http://hostname:port/wcsdocs/conn/repository_server/path/0/PersonalSpaces/username

   For example:

   http://myserver.oracle.com:8888/wcsdocs/conn/myrepository /path/0/PersonalSpaces/wcsadmin

6. At the prompt, enter your WebCenter Spaces login credentials.

7. Optionally enter a name for the personal space network place, then click Finish.

18.3.2 Adding a Group Space as a Network Place

To expose the files and folders in a group space using Windows Explorer, you can add the group space as a Windows network place.

To add a group space as a Windows network place:

1. In WebCenter Spaces, open the group space tab's actions menu, and choose About This Group Space (Figure 18-56).

   Figure 18-56 Group Space Tab Actions Menu

   
   

2. In the Group Space Information dialog, select and copy the Explorer URL value (Figure 18-57).

   Figure 18-57 Group Space Information Dialog

   
   

3. In Windows, create a new network place. Refer to the Microsoft Windows online help for more information.

4. In the Add Network Place wizard, paste the URL of the group space as the network address.

5. At the prompt, enter your WebCenter Spaces login credentials.

6. Optionally enter a name for the group space network place, then click Finish.

18.3.3 Working with Files Using Windows Explorer

Once you have created a Windows network place to a personal space (see Section 18.3.1, "Adding a Personal Space as a Network Place") or group space (see Section 18.3.2, "Adding a Group Space as a Network Place"), you can manage the files and folders in the personal space or group space using Windows Explorer.

In Windows Explorer, navigate to the network place for the personal space or group space to:

• Add and delete files and folders.

• Open Microsoft Word, Excel, and PowerPoint files using the Microsoft Office shared document functionality. See Section 18.2, "Working with Microsoft Office Integration."

• Open other file types in their default applications.

When you open a file, it is automatically checked out until you check it back in (see Section 18.2.3.4, "Checking a File In").

The changes you make in Windows Explorer are reflected in WebCenter Spaces, and vice versa.

18.4.1 Adding a Documents Service Task Flow to a Page

When you add a Documents service task flow to a page, you can select the folders and files to display in the task flow.

To add a Documents Service task flow to a page:

1. Form the Page Actions menu, select Edit Page to open the page in Oracle Composer.

2. Click Add Content in the target region to open the Oracle Composer Catalog.

3. Next to Documents, click Open, then click Add next to the Documents service task flow that you want to add to your page (Content Presenter, Document List Viewer, Document Manager, or Recent Documents).

For general information about adding task flows to a page, see Section 10.1.4, "Adding Task Flows to a Page."

18.4.2 Displaying Content Using the Content Presenter Task Flow

The Content Presenter task flow provides a way to include any type of content in your organization's content repositories on a page, displayed in a selected template. The display template may be one of the out-of-the-box templates provided with WebCenter (see Table 18-8 and Table 18-9), or a custom template that has been designed specifically for the type of content or for your organization. For more information, see Section 18.1.4, "Understanding the Content Presenter Task Flow".

To display content on a page using the Content Presenter task flow in a WebCenter application:

1. As with any Documents service task flow, open the page in Oracle Composer (see Section 10.1.2.1, "Opening a Page in Oracle Composer"), then click Add Content in the target region to open the Oracle Composer Catalog.

2. Next to Documents, click Open (Figure 18-58).

   Figure 18-58 Opening the Documents Section in the Oracle Composer Catalog

   
   

3. Select the content you want to display in one of two ways:

   • Next to Content Presenter, click Add (Figure 18-59).

     Figure 18-59 Adding a Content Presenter Task Flow to a Page

     
     

     A new empty region appears on your page (Figure 18-60).

     Figure 18-60 Adding a Content Presenter Task Flow to a Page

     
     

   • Or, drill down in the Oracle Composer Catalog: Next to All Documents (or, in WebCenter Spaces, Group Space Documents or Personal Space Documents), click Open to drill down to the folder or file you want to display on the page. When you locate the target content, click Add, and choose Content Presenter from the menu (Figure 18-61).

     Figure 18-61 Adding Content in Content Presenter Task Flow

     
     

     Your selection displays in a default template on the page.

4. To further configure the Content Presenter task flow to select or change content, or choose a different template, click the Edit (wrench) icon (Figure 18-62).

   Figure 18-62 Editing a Content Presenter Task Flow

   
   

   Note:

   You can also specify content and a display template by clicking the properties Edit (pencil) icon and specifying parameters on the Parameters tab of the Component Properties dialog. However, specifying parameters in this way is generally intended for use at design time by developers creating a custom application, or for advanced users who want to bind a parameter to an EL expression. If you modify a property value in the Component Properties dialog, the new value overrides the value specified in the Content Presenter Configuration dialog, and that value cannot subsequently be changed through the Content Presenter Configuration dialog. The steps in this section describe the use of the Content Presenter Configuration dialog; for information about Content Presenter task flow parameters, see Section 18.6.1, "Setting Content Presenter Task Flow Properties."

   The Content Presenter Configuration dialog opens (Figure 18-63).

   Figure 18-63 Content Presenter Configuration Dialog

   
   

   A green check mark alongside each item indicates that the required information is complete and valid.

5. Click Select Content or the Content tab.

6. On the Content page, select the Content Source (Figure 18-64):

   Note:

   Content Presenter does not support non-ASCII characters in files that are encoded using the non-UTF-8 character encoding. When users preview such files in Content Presenter, non-ASCII characters appear garbled.

   Figure 18-64 Selecting the Content Source

   
   

   • Single Content Item allows you to select a specific item to display on the page. Click Browse to locate the item (Figure 18-65).

     Figure 18-65 Selecting the Content Source: Single Content Item

     
     

   • Contents Under a Folder allows you to select a folder to display its contents on the page (in the order stored in the folder). Click Browse to locate the folder (Figure 18-66).

     Figure 18-66 Selecting the Content Source: Contents Under a Specified Folder

     
     

   • Results of a Query allows you to enter query criteria to refine the selection of the content that displays on the page (Figure 18-67).

     Figure 18-67 Selecting the Content Source: Results of a Query

     
     

     Enter the query criteria, as described in Table 18-7:

     Table 18-7 Specifying Query Criteria for Results of a Query

     Element	Description
     File Name	Enter the name of a file that you want to display in the selected template. To retrieve multiple content items, use * as a wild card character. For example, a value of *.jpg retrieves all JPEG image files in the specified Repository.
     Search Content For	Enter any value that may be present in the content. The value may be one or more words or phrases in the content of document. For information about searching in Oracle Content Server, refer to "Performing a Full-Text Search" in Getting Started with Content Server, available at http://download.oracle.com/docs/cd/E10316_01/owc.htm
     Content Type	Choose All Content Types to retrieve content items regardless of the content type. Or, choose a content type from the list. Each content type in the list specifies the name of a profile defined in the Oracle Content Server repository. A content type profile includes 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 type profile defined in Oracle Content Server that can be applied if no other content type profiles are defined.
     Limit Results	Specify the maximum number of content items to be returned by the query.
     Add Fields	Choose from the list any of the following to display additional fields to narrow the query: Dates: Adds a Dates section to the Content page. Enter a date to find content item(s) that match the creation or last modified date. Users: Adds a Users section to the Content page. Enter a user name to find content item(s) that user created or last modified. Filters: Not applicable when Content Type is set to All Content Types. For other content types (such as IDC:GlobalProfile), adds an Additional Query Filters section to the Content page (Figure 18-68). Click the Add icon to list all the properties that are defined for the selected content type. Select one or more properties to refine the query to find content items with specific property settings. Sorting: Not applicable when Content Type is set to All Content Types. For other content types (such as IDC:GlobalProfile), adds a Sort Order section to the Content page. Specify a sort order for the properties shown in the Sort On list (Figure 18-68). The selected content type allows sorting on only the listed properties.

     
     

     Figure 18-68 Adding Query Criteria Fields

     
     

     Note:

     The query is stored and rerun to retrieve the latest content each time you view the Content Presenter instance.

   • List of Items allows you to browse or search for any number of items to add to a list, and delete or reorder the items before adding the list to the page (Figure 18-69).

     Figure 18-69 Selecting the Content Source: List of Items

     
     

7. Click Select Template or the Template tab.

   The templates that are available for selection are those that are identified by Content Presenter as suitable for displaying the selected content item(s). For more information, see "Identifying Display Templates for Selected Content Items" in Oracle Fusion Middleware Developer's Guide for Oracle WebCenter.

8. On the Template page:

   • If the Content Source selected on the Content page is a single content item, select the Template (Figure 18-70):

     Figure 18-70 Selecting the Display Template (for Single Content Items)

     
     

     The Default templates in the list are out-of-the-box templates for single content items (see Table 18-8). Other selections that may be available in the list are custom display templates developed specifically for your WebCenter application.

     Note:

     The selections available reflect the entries specified by your organization's template developer in templates-registry.xml under <content-templates>. For more information, see "Creating Custom Templates for Displaying Content Using Content Presenter" in Oracle Fusion Middleware Developer's Guide for Oracle WebCenter.

   • If the Content Source selected on the Content page is a multiple content item (Contents Under a Folder, Results of a Query, or List of Items), select the Template Category (Figure 18-71), then the Template (Figure 18-72).

     Figure 18-71 Selecting the Template Category (for Multiple Content Items)

     
     

     Figure 18-72 Selecting the Display Template (for Multiple Content Items)

     
     

     By default, there is only one category: Default Templates. This selection defines the collection of out-of-the-box templates available for multiple content items (see Table 18-9).

     Other selections that may be available are custom template categories and display templates developed specifically for your WebCenter application.

     Note:

     The selections available reflect the entries specified by your organization's template developer in templates-registry.xml under <content-list-templates>. For more information, see "Creating Custom Templates for Displaying Content Using Content Presenter" in Oracle Fusion Middleware Developer's Guide for Oracle WebCenter.

   Table 18-8 Out-of-the-Box Templates for Displaying Single Content Items

   Single Content Item Templates	View ID in templates-registry.xml	Description
   Default Document Details View	oracle.webcenter.content.templates.default.document.details	Displays detailed information about any single content item including creation date, modification date, created by username, modified by username, path and any comments.
   Default List Item View	oracle.webcenter.content.templates.default.list.item	Used by multiple content item views to display each individual item. Displays a single line with an icon and item name as a link that either displays or downloads the item when clicked.
   Default View (default when no template is selected)	oracle.webcenter.content.templates.default.detail	Displays any single content item, either directly in the browser (images, HTML) or as a link that downloads the associated file when clicked. For example, when the selected document type is .doc, the Default View template is assigned to be the Default Document Details View template.
   Default List Item View for Folders	oracle.webcenter.content.templates.default.list.item	Not available for selection in the Content Presenter Configuration dialog, but used by other multiple content item templates to display folders as they process their content nodes. Displays a single line with a folder icon and the folder name.

   
   

   Table 18-9 Out-of-the-Box Templates for Displaying Multiple Content Items

   Multiple Content Item Templates	View ID in templates-registry.xml	Description
   Accordion View	oracle.webcenter.content.templates.default.list.panel.accordion	Displays multiple content items in an accordion format, where each item can be expanded to display its details.
   Bulleted View	oracle.webcenter.content.templates.default.list.bulleted	Displays multiple content items in a bulleted list format. Only content items display; folder items are omitted.
   Bulleted with Folder Label View	oracle.webcenter.content.templates.default.list.bulleted.label	Displays multiple content items in a bulleted list format. The name of the folder containing the first item in the list will display as a label above the list. This template is intended to be used with Content Source set to Contents Under a Folder to ensure that all items have the same parent folder. Only content items display; folder items are omitted.
   Carousel View	oracle.webcenter.content.templates.default.list.carousel	Displays multiple content items in a carousel format, where items can be browsed by moving a slider left or right.
   Icon View	oracle.webcenter.content.templates.default.list.tile	Displays multiple content items in a tiled format with large icons and file names.
   List View (default when no template is selected)	oracle.webcenter.content.templates.default.list.simple	Displays multiple content items in a simple list.
   List with Details Panel View	oracle.webcenter.content.templates.default.list.details.panel	Displays multiple content items in a list on the left, with a panel to the right displaying the details of a selected item.
   Sortable Table View	oracle.webcenter.content.templates.default.list.tabular	Displays multiple content items in a sortable table that includes the document name, date created, and date modified.
   Tabbed View	oracle.webcenter.content.templates.default.list.panel.tabbed	Displays multiple content items as tabs that can be selected to display item details.

   
   

9. To see a preview of your content before adding it to the page, click Preview or the Preview tab.

   Note:

   The appearance of the content on the Preview page is dependent on whether the selected display template uses a stretch or flow layout. While the final view of the task flow can be configured to use either a stretch layout or a flow layout, the Preview page only uses a flow layout. As a result, the preview of content using templates that were designed for a stretch layout will display unstretched at a fixed default size. This is the normal behavior of stretchable content when displayed in non-stretching flow layout. To allow stretchable content to stretch to its full size and fill the task flow space entirely, click the Edit (pencil) icon for the task flow to display the Component Properties dialog, and select the Stretch Content property (on the Display Options tab). For more information, see Table 10-1, "Display Options Properties".

   Note:

   Content Presenter does not support non-ASCII characters in files that are encoded using the non-UTF-8 character encoding. When users preview such files in Content Presenter, non-ASCII characters appear garbled.

18.4.3 Adding a File

Using the Documents service in WebCenter Spaces, you can add a new file to the connected content repository, exposing the file in a personal space or group space, as described in the following sections:

• Section 18.4.3.1, "Uploading Multiple Files"

• Section 18.4.3.2, "Uploading a Single File"

• Section 18.4.3.3, "Creating and Editing Rich Text Documents"

• Section 18.4.3.4, "Copying and Pasting Files"

18.4.3.3 Creating and Editing Rich Text Documents

In addition to file upload, you can add content to a content repository through file creation. The Rich Text Editor (RTE) is a fully-integrated HTML text editor, which you can use to create your own HTML files and edit HTML files contained in the content repository.

The RTE provides basic styling features, such as selectors for font type, size, and color. It includes features for adding links, bulleted and numbered lists, and special text effects, such as subscript, superscript, strikethrough, and underline. It provides two modes—Rich Text Editing mode and Source Code mode. Use the Rich Text Editing mode to create and revise content in a WYSIWYG environment. Use the Source Code mode to enter your own HTML.

In the Documents service, the RTE is available through the Document Manager task flow.

Note:

The RTE ignores the following types of tags because they are irrelevant or redundant within the RTE context:

• script tags

• form elements, such as input, select, textarea, and form

• frame/frameset

• document tags, such as html, head, body, meta, and title

• unknown tags, for example, <foo></foo>

The following sections describe how to create and edit a file using the RTE:

• Section 18.4.3.3.1, "Creating HTML Files with the Rich Text Editor"

• Section 18.4.3.3.2, "Editing an HTML File with the Rich Text Editor"

18.4.3.3.1 Creating HTML Files with the Rich Text Editor

To create HTML files using the RTE:

1. In a personal space or group space, go to the Documents page or a Document Manager task flow.

2. Click the Create a new HTML document icon (Figure 18-77).

   Figure 18-77 Create a New HTML Document Icon on Toolbar

   
   

   The RTE opens (Figure 18-78).

   Fields that require a value are marked with an asterisk (*).

   Figure 18-78 S

   
   Description of "Figure 18-78 S"
   
   

3. In the File Name field, enter a name for the file.

   The editor appends the extension .htm., unless .htm or .html is already specified.

4. Optionally, enter a description of the file in the Description field.

   Note:

   The Destination field, which appears below the Description field, shows the directory path to the folder where the uploaded file will be stored.

5. Using the editor, add text, formatting, styling, and links.

   Table 18-10 lists and describes RTE controls.

   Table 18-10 Rich Text Editor Controls

   Control	Description
   	The Font dropdown menu. Select a font, and enter text; or highlight text, and select a font.
   	The Font Size selector. Select a size, and enter text; or highlight text, and select a size. Click the up arrow to increase font size. Click the down arrow to lower font size.
   Ctrl-z	The Undo icon. Click this icon to back out of the previous change. Change history is cleared when you click Create.
   Ctrl-y	The Redo icon. Click this icon to restore the previous change. Change history is cleared when you click Create.
   	The Clear Styling icon. Select text and click the Clear Styling icon to remove all styling, such as font types, font sizes, font weights, and font colors. Note that formats, such as bulleted and indented are not affected.
   	The Rich Text Editing Mode icon. Use this control to toggle the editor to Rich Text editing mode. In this mode, you can use the style controls at the top of the editor to design your HTML's look and feel.
   	The Source Code Editing Mode icon. Use this control to toggle the editor to the source code editing mode. In this mode, you can enter all of your own HTML manually. This includes entering source code for the insertion of images. Source code editing mode assumes you will enter all HTML code manually; therefore, most style controls at the top of the text box are not available in this mode.
   	Foreground Color selector. Use the selector to apply color to text. Pick a color, and enter text; or highlight text, and select a color.
   	Background Color selector. Use the selector to highlight text. Select a color, and enter text; or select text and then a color to highlight.
   	The Bold icon. Highlight text, and click this icon; or click this icon, and enter text. Click this icon again to exit Bold.
   	The Italic icon. Highlight text, and click this icon; or click this icon, and enter text. Click this icon again to exit Italic.
   	The Underline icon. Highlight text, and click this icon; or click this icon, and enter text. Click this icon again to exit Underline.
   	The Subscript icon. Highlight text, and click this icon to convert it to a subscript character (see icon's numeral 2 for example); or click this icon, and enter text. Click this icon again to exit Subscript.
   	The Superscript icon. Highlight text, and click this icon to convert it to a superscript character (see icon's numeral 2 for example); or click this icon, and enter text. Click this icon again to exit Superscript.
   	The Strikethrough icon. Highlight text, and click this icon to drawn a horizontal line through the middle of text, or click this icon and enter text. Click this icon again to exit Strikethrough.
   	The Justify Left icon. To align text left, highlight it and click this icon. You can also click the icon and enter text.
   	The Justify Center icon. To center text, highlight it and click this icon. You can also click the icon and enter text.
   	The Justify Right icon. To align text right, highlight it and click this icon. You can also click the icon and enter text.
   	The Justify Full icon. To align text on both the right and left, highlight it and click this icon. You can also click the icon and enter text.
   	The Bulleted List icon. To create a bulleted list, start a new line, click this icon, and enter text. You can also highlight lines of text and click the icon. Start a new line, and click this icon again to exit. Alternately, exit bullet mode by clicking Enter twice at the end of the last item.
   	The Numbered List icon. To create a numbered list, start a new line, click this icon, and enter text. You can also highlight lines of text and click the icon. To exit bullet mode, start a new line and click this icon again. Alternately, exit numbered mode by clicking Enter twice at the end of the last item.
   	The Outdent icon. To move a block of text left, select it and click this icon.
   	The Indent icon. To move a block of text right, select it and click this icon.
   	The Link icon. Copy the target URL, and then click this icon and paste or enter a web address in the resulting dialog. Click OK in the dialog to save the link.
   	The Remove Link icon. Highlight linked text and click this icon to remove the link.
   Ctrl-x	Use this key combination to delete highlighted selections. You can also press the Backspace and Delete keys on your keyboard.

   
   

6. Click Create to save your changes and exit the editor.

18.4.3.3.2 Editing an HTML File with the Rich Text Editor

You can use the RTE to edit any HTML file that is available in a content repository. The editor is available to the files it was used to create as well as files created with other HTML authoring tools.

Note:

To use the RTE to edit files created with other HTML authoring tools, the HTML files must be well formed (that is, have no unclosed tags) and contain no JavaScript.

The editor recognizes the file extensions htm and html.

In the Documents service, the RTE is available in the Document Manager task flow.

To edit an HTML file using the RTE:

1. In a personal space or group space, go to the Documents page or a Document Manager task flow.

2. Check the HTML file out (see Section 18.4.6.2.1, "Checking a File Out"). The file must be checked out before it can be edited to ensure that your work does not conflict with others who may be editing the same file.

3. Select the HTML file by clicking in its row, and click the Edit with Rich Text Editor icon on the toolbar (Figure 18-79). This icon is inactive until after the file is checked out.

   Figure 18-79 Edit with Rich Text Editor Icon on Toolbar

   
   

   The file opens in the RTE (Figure 18-78). The editor recognizes the file extensions htm and html.

4. Use the RTE controls (see Table 18-10) to revise the file, or edit the file in Source Code mode to revise the HTML source.

5. When you complete your revisions, click Check-in and close (Figure 18-80) to save your changes and exit the RTE. To discard your changes, click Cancel and check the file back in.

Figure 18-80 Checking in Edited File and Closing Rich Text Editor

18.4.4 Creating and Copying Folders

Folders provide a convenient way to organize the content exposed through the Documents service. The Document Manager and Document List Viewer task flows include the capability to display folders, but only the Document Manager task flow includes the capability of creating and copying them.

The following sections describe how to create and copy folders in WebCenter Spaces:

• Section 18.4.4.1, "Creating Folders Using the Create a New Folder Icon"

• Section 18.4.4.2, "Copying a Folder and Its Content"

18.4.4.1 Creating Folders Using the Create a New Folder Icon

This section describes how to create a folder in the Document Manager task flow.

To create a folder using the Create a new folder icon:

1. In a personal space or group space, go to the Documents page or a Document Manager task flow.

2. Select the folder under which to create the new folder, and click the Create a new folder icon (Figure 18-84) on the toolbar.

   Figure 18-84 Create a New Folder Icon on Toolbar

   
   

   The Create Folder dialog opens (Figure 18-85).

   Figure 18-85 Create Folder Dialog

   
   

3. In the Folder Name field, enter a name for the folder; for example, Design Specs.

4. Click Create to create the folder and close the dialog.

The File menu also provides an option for creating a new folder, as does the folder context (right-click) menu. Choose New, then Folder (Figure 18-86).

Figure 18-86 New Folder Command on the File Menu

18.4.5 Opening Files and Folders

With appropriate permissions, you can open files of any type in all Documents service task flows. Opening folders is available to all Documents service task flows except the Recent Documents task flow, which does not display folders.

This section describes how to open files and folders using the WebCenter Spaces application:

• Section 18.4.5.1, "Opening a File"

• Section 18.4.5.2, "Opening a Folder"

18.4.6 Managing Files and Folders in a Document Manager Task Flow

The Document Mananger task flow provides useful features for managing the files and folders in a personal space or group space. These include tools for navigating the folder hierarchy, creating folders and subfolders; renaming, rearranging, and deleting files and folders; and checking files out and in.

The following sections describe how to use the Document Manager task flow to manage the files and folders in a personal space or group space:

• Section 18.4.6.1, "Navigating to Files and Folders"

• Section 18.4.6.2, "Checking a File Out or In"

• Section 18.4.6.3, "Viewing File and Folder Properties"

• Section 18.4.6.4, "Renaming Files and Folders"

• Section 18.4.6.5, "Moving Files and Folders"

• Section 18.4.6.6, "Working with File Version Histories"

• Section 18.4.6.7, "Deleting Files and Folders"

• Section 18.4.6.8, "Reviewing and Collaborating on Documents"

18.4.6.8 Reviewing and Collaborating on Documents

Oracle AutoVue, packaged separately from WebCenter Spaces, integrates easily with an Oracle Content Server back-end repository to provide document review and collaboration features. When AutoVue is installed on Oracle Content Server, it is exposed through the Document Manager task flow as an icon in the Document Manager toolbar (Figure 18-105).

Figure 18-105 AutoVue Icon

Additionally, options appear on both the File menu and the file context menu.

Select a file, and click the AutoVue icon (or from the File menu, select AutoVue) to open the file in the AutoView file viewer, where you can provide comments and individualized mark-up.

AutoVue supports a wide range of file types, including Word, Excel, PDF, as well as 2D and 3D CAD file types. For more information about Oracle AutoVue, see http://www.oracle.com/applications/autovue/index.html.

18.4.7 Sharing Content Using a Document Manager Task Flow

Making content available to multiple users allows for sharing and collaboration. In a WebCenter Spaces application, or custom WebCenter applications, this is easy to accomplish.

To share content:

1. Add the content to a page:

   • If the file does not exist in the content repository, add a Document Manager task flow containing a target parent folder to a page (see Section 10.1.4, "Adding Task Flows to a Page"), then upload the file from its current location to the parent folder in the task flow (see Section 18.4.3.2, "Uploading a Single File").

   • If the file already exists in the content repository, simply add a Document Manager task flow containing the file to a shared page (see Section 10.1.4, "Adding Task Flows to a Page").

2. Make the page containing the file available to other users (see Section 7.7, "Setting and Revoking Page Access Permissions").

3. Notify users with valid permissions that they can update the file by checking it out and in (see Section 18.4.6.2, "Checking a File Out or In").

18.4.8 Running Document Searches in the Document Manager Task Flow

In addition to the WebCenter Search service, which searches a particular space or across the entire application (see Chapter 28, "Working with the Search Service"), the Documents service provides its own search engine for file searches. A Documents service search saves time and increases the relevancy of results by narrowing the scope of a search to files.

In WebCenter Spaces, the document search searches within a specific personal space or group space root folder. Within a custom WebCenter application, the document search searches through all files to which you have access.

The document search feature is exposed in the Document Manager task flow. It provides two levels of search: Basic and Advanced. This section contains the following subsections:

• Section 18.4.8.1, "Running a Basic Document Search"

• Section 18.4.8.2, "Running an Advanced Document Search"

18.5.1 What You Should Know About Personalizing and Customizing

The main difference between personalizing and customizing Documents service task flows is the scope of people affected by such changes: personalization affects only your view of a task flow instance; customization affects all users' views.

Personalization is available to the two Documents service task flows that have a View menu: the Document Manager task flow and the Document List Viewer task flow. Use personalizations to change your own view of the task flow. See Section 18.5.2, "Personalizing Documents Service Task Flows."

Customization is available to the Documents service task flows that have an Edit icon: the Content Presenter task flow and the Document List Viewer task flow, and affects the display of files and folders in all users' views. See Section 18.5.3, "Customizing Documents Service Task Flows."

18.5.2 Personalizing Documents Service Task Flows

You can personalize your own view of the Document Manager and Document List Viewer task flows by hiding or showing columns and by rearranging the list of documents according to the sort order of a particular column:

• Section 18.5.2.1, "Hiding and Showing Columns"

• Section 18.5.2.2, "Reordering Columns"

• Section 18.5.2.3, "Sorting Files and Folders"

18.5.3 Customizing Documents Service Task Flows

You can customize the display of files and folders in the Content Presenter or Document List Viewer task flows for all users by the results of an advanced document search, or specify the initial folder content to display when a user accesses the task flow.

To customize the display of files and folders in all users' views:

1. In the Content Presenter or Document List Viewer task flow, click the Edit icon in the task flow header (Figure 18-117).

   Figure 18-117 Edit Icon in a Document List Viewer Task Flow in Oracle Composer

   
   

   For a Content Presenter task flow, the Content Presenter Configuration dialog opens (Figure 18-62).

   Figure 18-118 Content Presenter Configuration Dialog

   
   

   For a Document List Viewer task flow, customization settings display (Figure 18-119).

   Figure 18-119 Customization Settings in Document List Viewer Task Flow

   
   

2. For a Content Presenter task flow, refer to Section 18.4.2, "Displaying Content Using the Content Presenter Task Flow" for information about customizing the content shown in the Content Presenter task flow.

   For a Document List Viewer task flow, select a customization method:

   • Results of a Document Search. Enter an advanced document search, and click Save. For more information, see Section 18.4.8.2, "Running an Advanced Document Search."

     In Oracle Composer, click Save and then Close to return to page view mode and view the results in the task flow.

   • Content from a Selected Folder (folders are displayed in the task flow pane only when the task flow is configured to display folders; that is, its 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 Oracle Composer, click Save and then Close to return to page view mode and view the content of the selected folder in the task flow.

     Click the breadcrumb links to navigate up the folder hierarchy to the root folder (Figure 18-120).

     Figure 18-120 Breadcrumb Navigation to Folders in a Document List Viewer Task Flow

     
     

18.6.1 Setting Content Presenter Task Flow Properties

To select the content and template for a Content Presenter task flow instance on a page, use the Content Presenter Configuration dialog (as described in Section 18.4.2, "Displaying Content Using the Content Presenter Task Flow").

The Content Presenter properties are intended for use at design time by developers creating a custom WebCenter application (see "Adding Documents Service Task Flows at Design Time" in Oracle Fusion Middleware Developer's Guide for Oracle WebCenter), or for advanced users who want to bind a parameter to an EL expression. If you modify a property value in the Component Properties dialog, the new value overrides the value specified in the Content Presenter Configuration dialog, and that value becomes read-only in the Content Presenter Configuration dialog.

Table 18-13 describes the properties that are unique to the Content Presenter task flow.

18.6.2 Setting Document Manager Task Flow Properties

Table 18-14 describes the properties that are unique to the Document Manager task flow.

18.6.3 Setting Document List Viewer Task Flow Properties

Table 18-15 describes the properties that are unique to the Document List Viewer task flow.

yyyy-mm-ddThh:mm:ss.sssTZ

2009-11-17T18:24:36.000+01:00

yyyy-mm-ddThh:mm:ss.sssTZ

2009-11-17T18:24:36.000+01:00

yyyy-mm-ddThh:mm:ss.sssTZD

2009-11-17T18:24:36.000+01.00

yyyy-mm-ddThh:mm:ss.sssTZD

2009-11-17T18:24:36.000+01:00

Last Modifier

Root Folder Path

18.6.4 Setting Recent Documents Task Flow Properties

Table 18-16 describes the properties that are unique to the Recent Documents task flow.

yyyy-mm-ddThh:mm:ss.sssTZ

2009-11-17T18:24:36.000+01.00

yyyy-mm-ddThh:mm:ss.sssTZ

2009-11-17T18:24:36.000+01:00

18.6.5 Setting Documents Service Properties on the Display Options Tab

The properties on the Display Options tabs control the selections offered on the task flow chrome, and the display elements that surround task flow content and are common to all task flows. For more information, see Section 10.4.4, "Working with Component Display Options."