5 Working with Files

5.1.1 Revision Lifecycle

This section describes the process that a file goes through to become a content item revision in Oracle Content Server. The same process occurs when you check in a new file and when you check in a revision to an existing content item.

1. The contributor logs in to Oracle Content Server through a web browser and displays a check-in window. This user is typically be the author of the content item.

2. The author specifies the file name, enters information about the file (metadata), and designates security information (security group and account, if enabled).

3. Upon check-in, the native file repository stores a copy of the native file, and the content information database stores the file's metadata.

4. If a conversion product is set up for the specified file format, it converts the file to a web-viewable format (for example, PDF). If the file cannot be converted, it is "passed through" as is (that is, unconverted).

5. If the file is converted, the web-viewable file repository stores the converted file. If the file passes through in unconverted form, the web-viewable file repository stores a copy of the native file.

6. If the file's metadata meets the criteria for an enabled workflow, it goes through the workflow process.

7. The file contents or its metadata only are indexed in the web-viewable file repository when the file meets all of the following criteria:

   • The file converts successfully or passes through

   • The file is approved at all steps of a workflow (if any)

   • The file reaches its release date

8. On the content item's release date, the file becomes available in the content server.

   • You can find the content item by browsing through the defined hierarchical link structure (the "Library"), or by searching for metadata or specific text.

   • When users view the content item, they can retrieve the web-viewable file, the native file, the metadata, or any combination of these.

Figure 5-1 Revision Lifecycle

5.1.2 Revision Status

A content item revision goes through several statuses within its lifecycle.

5.1.3 Determining the Revision Status

Use the following procedure to determine the status of a content item:

1. Click the Content Management tray in the Portal Navigation Bar.

2. Click Work In Progress.

   The Work In Progress Page opens

3. If the content item you are looking for is listed, the status is shown next to the content ID.

4. If the content item you are looking for is not listed, it could be released (that is, have the Released status) or it could be in a workflow. Display the Content Information Page for the content item. The revision status is shown in the Status field.

5.3.1 Viewing the Revision History

Use the following procedure to view the revision history for a content item:

• From the Content Information Page for a content item, scroll to the bottom of the page to view the Revision History.

5.3.2 Deleting Revisions

Use the following procedure to delete a revision from the content server:

1. Display the Content Information Page for the content item.

2. In the Revision History section, click the Delete button for the revision you want to delete.

   You are asked to confirm the deletion.

3. Click OK to delete the revision.

The revision is unavailable in the content server immediately, and is permanently deleted from the system during the next indexing cycle.

5.4.1 Updating Metadata

There are two ways to change the metadata of an existing content item:

• Change the metadata while checking in a revision to the file. For details, see Section 6.4.3, "Checking In a Revised File."

• Update the metadata without creating a new content item revision. For details, see Section 5.4.1, "Updating Metadata."

Use the following procedure to update content item metadata:

1. Display the Content Information Page for the revision you want to update.

2. Choose Update from the Content Actions menu.

   The Info Update Form opens.

3. Change the metadata fields as necessary.

   Note:

   You cannot change the content ID or the release date. You can change the author only if you have Admin permission for the content item.

4. Click Submit Update.

5.4.2 Recategorizing Metadata

When enabled, use the Content Categorizer component to suggest metadata values for documents being checked into Oracle Content Server, and to recategorize the metadata of documents that are in Oracle Content Server. The metadata values are determined according to search rules provided by the system administrator.

To categorize or recategorize documents, Content Categorizer can operate in Interactive mode. In this mode, Content Categorizer is integrated with the Content Check In form in Oracle Content Server. Users click the Categorize button on either form to run Content Categorizer on a single content item. Any value that Content Categorizer returns is a suggested value, because the contributor can edit or replace the returned value.

5.5.1 About Viewing a File

After you find a file, you can view it in several ways, depending on the original file format, the conversion setup for your system, and the configuration of your web browser. You may be able to view a web-viewable HTML rendition of the file in the web browser, with a helper application, with a plug-in, or in its native application. Depending on your access permissions, you may also be able to open or get a copy of the native file.

5.5.2 Viewing a Web-Viewable File

To view the web-viewable rendition of a file, you must have the appropriate helper application or web browser plug-in installed. For example, to view the PDF version of a file, you must have the Adobe Acrobat plug-in.

You can view a web-viewable file as follows:

• From a Content Information Page, click the Web Location link.

• From a Search Results Page, click the Content ID link in the ID column (Headline view) or Description column (Classic View), or the thumbnail (Classic and Thumbnail views).

If a web-viewable file does not exist, or you do not have the correct helper application or plug-in installed, you are prompted to either save the file or open it in its native application. For details, see Section 5.5.3, "Viewing a Native File."

5.5.3 Viewing a Native File

When you view the native file of a content item, you are prompted to either save a copy of the file or open it in its native application. If you choose to open the file, you are actually opening a copy of the native file that is stored in a temporary location on your hard drive. You are not opening the native file that is stored in the content server repository.

You can access a native file as follows:

• From a Content Information Page, click the Native File link.

• From a Check-Out Confirmation Page, click the Download native file button.

• From a Workflow Review Notification Message, click the Review workflow item link to open the Workflow Review page, and then click the Native File link under Renditions.

5.6.1 About Discussion Posts and Threads

Threaded discussions enable users to track thoughts, record how and why changes were made to content, and make notes when content is in a workflow. Because threaded discussion posts follow content through multiple revisions and refer to the revision for which the comment was made, threaded discussions help contributors keep track of enhancement requests or other recommendations for future changes to the content. Each discussion post conveniently lists the revision number of the content to which it refers, so you do not have to view the content information of previous revisions to post to a discussion item.

Unlike other content items in the content server, edits to a discussion do not create new revisions of the discussion content itself. Instead, the .hscp form that contains the discussion is modified. When you begin a discussion thread about a content item, an .hscp form for the discussion is created, given the same ID as the content with _d appended to the end, associated with the content item, and automatically checked into Oracle Content Server. The Revision History for discussion content is always Revision 1. The revision number does not increment for discussion content. The number of the post represents the chronological order in which the comments were posted.

In Figure 5-2, each top-level post represents a thread. Posting number one (#1) and posting number two (#2) are threads. The reply (#3) to thread number two represents a post within a thread.

Figure 5-2 Threads and Posts

Figure 5-3 shows posts #1, #2, #3 and #4. The reply to "Change to Introduction (#1)," "RE: Change to Introduction (#3)" was made after "Change to Conclusion (#2)."

Figure 5-3 Posting Order

5.6.2 Initiating a Discussion from the Content Information Page

To initiate a discussion from the content information page of a content item you are checking in, perform the following steps:

1. From the main menu, choose New Check In. The Content Check-In Form opens.

2. Check in the content item with the associated criteria. On the Check-In Confirmation Page, click the Content Info link. The Content Information Page opens.

   Note:

   If you have a content item that has a document name that is within 1 of the database storage maximum, which is 30 by default, you cannot create a threaded discussion for it.

3. In the Links area, click the Create Discussion link. The Post Comment Form opens.

4. Enter a subject for the posting in the Subject box.

5. Enter your discussion in the comment text box.

6. Click New Post. The Post Comment Form (Brief Content Info page) displays the new post.

5.6.3 Initiating a Discussion from the Search Results Page

You must be using a search results view that provides access to the Content Actions menu, such as the Headline or Thumbnail views. If you are using the thumbnail view, then you can click the discussion icon to access the discussion.

To initiate or enter a discussion in progress from the Search Results page, perform the following steps:

1. From the main menu, choose Search. The Advanced Search Page opens.

2. Enter any search metadata fields to narrow your search, and click Search. For example, selecting Discussion Type=Not applicable prevents your search results from displaying content items that are discussions. Your search results are displayed.

3. In the Content Actions menu for the content you want to discuss, click the Create Discussion link in the popup menu. The Post Comment Form opens.

4. Enter a subject for the posting in the Subject box.

5. Enter your discussion in the comment text box.

6. Click New Post. The Post Comment Form (Brief Content Info page) displays the new post.

5.6.4 Initiating a Discussion from the Workflow Review Page

Use this procedure to initiate a discussion on a piece of content in your workflow. You initiate the discussion from the Workflow Review page.

To initiate a discussion about a workflow document:

1. Open your My Oracle Content Server Tray and click the My Workflow Assignments link. The Workflow in Queue Page opens.

2. In the Actions column, click the Workflow Review icon. The Workflow Review Page opens.

3. In the Links list, click the Create Discussion link. The Post Comment Form opens.

4. Enter a subject for the posting in the Subject box.

5. Enter your discussion in the comment text box.

6. Click New Post. The Post Comment Form (Brief Content Info page) displays the new post.

5.6.5 Viewing a Threaded Discussion

Users with read permissions can view the messages within a threaded discussion, but only those who can edit the content can post messages. You can access an existing discussion from the following links:

• The ID of the content item to discuss link on the Content Information Page

• The Discuss This Item link on the Workflow Review Page or Search Results Page

• The Web Location link on the Discussion Info Page

• The Content ID link of a discussion on the Search Results Page

The Discussion link indicates how many discussion posts have been created for the document. The Discussion Count custom information field generates the number of items.

To view a discussion thread, perform the following steps:

1. Click Search from the navigation bar. The Advanced Search page opens.

2. Search for the content for which you want to view the discussion. In the Discussion Type field, select N/A. Click Search. The search results are displayed.

3. In the row for the content you want to view, click the Content Info link or icon. The Content Information Page opens.

4. In the Links area, click the Go to Discussion link to go to the discussion. The Brief Content Info screen opens.

5.6.6 Replying to a Posting

Use this procedure to reply to a post in a threaded discussion. When you respond to a post, a new post is created directly underneath the selected post to which you are replying.

To reply to a post, perform the following steps:

1. Click Search from the navigation bar. The Advanced Search Page opens.

2. Search for the content you want to discuss in a thread. In the Discussion Type field, select N/A. Click Search.

3. Click the Content Info link or icon. The Content Information Page with Discussion Field opens.

4. In the Links area, click the Go to Discussion link to go to the discussion. The Brief Content Info screen opens.

5. In the posting thread you want to participate in, click the Reply To This link.

6. Enter your reply in the comments text box, and click Post Reply. Your posting is added to the discussion.

5.6.7 Printing a Threaded Discussion

Use this procedure to print a threaded discussion.

1. Click Search from the navigation bar. The Advanced Search Page opens.

2. Search for the discussion thread. In the Discussion Type field, select Single Content, and click Search. The Search Results Page opens.

3. In the ID column of the Search Results, click the ID of the discussion thread. The ID should have an underscore d (_d) suffix. The discussion thread opens.

4. Click the Print View option. The discussion opens in a print view in another browser window.

5. Click the Printer icon.

5.6.8 Deleting a Threaded Discussion

Use this procedure to delete a threaded discussion. You must have delete permission for the content to delete the discussion.

To delete a discussion:

1. In the Search results page, click the Content Item info link for the discussion you want to delete. The Discussion Info Page opens.

2. Click OK. A message indicates the revision has been successfully deleted from Oracle Content Server.

5.6.9 Searching with the Discussion Type Field

You can use the Discussion Type metadata field to narrow your search criteria when searching documents. The Discussion Type search field enables you to refine a search for content associated with discussions. The discussion type options are:

• N/A: A search applies to all documents including those without associated discussions. A search returns content both with and without a discussion, but does not return any content that is a discussion itself. That is, content IDs with an underscore "_d" are excluded from the search.

• Single Content: A search applies to documents that have a discussion focused on a single content item. A search using this option returns the discussion content itself (it returns only content that is a discussion). Only content IDs with an underscore "_d" are included in the search results.

  Note:

  If you do not select any criteria for Discussion Type, all content with or without discussions are displayed, including the discussion content itself.

5.7.1 About Subscriptions

Subscriptions notify you automatically whenever a content item is revised. There are two types of subscriptions:

• File subscription: Users manually subscribe to individual content items.

• Criteria subscription: The system administrator sets up a subscription based on one or more metadata fields. When a user subscribes to the Criteria subscription, they are automatically subscribed to all content items that match a particular value of those metadata fields.

  For example, the system administrator sets up a criteria subscription with Author values as the criteria. Whenever you view a Content Information Page, you can choose to subscribe to all content items checked in by the author of the current content item.

The system administrator can subscribe users to specific content items or to criteria subscriptions, but users have the ability to cancel these subscriptions.

5.7.2 Subscribing to a Content Item

Use the following procedure to subscribe to a content item:

1. Display the Content Information Page for the content item to subscribe to.

2. Choose Subscribe from the Content Actions menu. If the item is part of a criteria group, the Subscribe To "Item" Page opens.

3. Click Subscribe under the Subscribe To This Item section.

4. If no e-mail address has been specified in your User Profile Page, you are prompted to enter an e-mail address for this subscription. Enter an e-mail address, and click OK.

5.7.3 Viewing Your Current Subscriptions

Use the following procedure to view your current subscriptions:

• Open the My Oracle Content Server Tray, and click My Subscriptions.

  The Subscriptions Page opens, listing all of your current subscriptions.

5.7.4 Unsubscribing from a Content Item

Use the following procedure to unsubscribe from a file:

1. Open the My Oracle Content Server Tray, and click My Subscriptions.

   The Subscriptions Page opens, listing all of your current subscriptions.

2. Choose Unsubscribe from the Actions menu under Subscription Items.

5.7.5 Unsubscribing from a Criteria Group

Use the following procedure to unsubscribe from a file:

1. Open the My Oracle Content Server Tray, and click My Subscriptions.

   The Subscriptions Page opens, listing all of your current subscriptions.

2. Choose Unsubscribe from the Actions contextual menu under Subscription Groups.