What Oracle’s Documents Cloud Service Means for You

April 30, 2015

By: Jon Chartrand – Solution Architect

The sphere of influence that is Enterprise Content Management has been steadily expanding to encompass areas such as records, digital assets, web content, and others. This has meant your ECM solution suite has had to grow and mature to support and maintain these activities. The newest is cloud-based document management, sharing, and collaboration. Now, I bet you’re thinking, “We don’t need that nor do we support that in our enterprise.” Here’s the trick though: Your users are already doing it and they’re very likely making it happen with software that’s not a part of your enterprise ecosystem. That means it’s probably unsupported, potentially insecure, and generally out of your control – not a good combination.

The rapid growth of this field has led to many solutions which attempt to enhance the consumer-level products and businessify them by offering a few more features at a wildly increased price. While these options can seem appealing, they still represent a gap in enterprise coverage as they aren’t themselves enterprise applications. 1Oracle, however, has expanded their Public Cloud offering – already the largest in the world – to not only fill the gap of Enterprise File Sync & Share, but also to expand cloud content management to your on-premises solutions, as well as mesh seamlessly with other applications.Now it’s possible to keep your users happy and productive while maintaining control and even expanding the capabilities of your enterprise. Introducing Oracle’s Documents Cloud Service, also known as DOCS.

DOCS for File Sync & Share

2DOCS represents a trident of capability, the first tine of which is as an enterprise-grade file sync and share replacement for the consumer-grade applications your users may already be utilizing. Before you can sync or share content, however, you have to manage it and Oracle provides a modern, intuitive web interface, for access across every device, to do just that. From here users can upload, preview, revision, delete, and share content and folders with ease making this the front line in our EFSS battle.

On the syncing front, native desktop applications for both Windows and MacOS allows users to seamlessly sync folders of their choosing with the local file system. This means files are available for viewing and editing when and where users demand them and without the need for an Internet connection. When connectivity is restored the sync application automatically updates the cloud with any changes, removing a step for the user.

3On the sharing front, sharing content internally and externally has been rendered both simple and secure. Internally, named users can be shared to folders as one of four roles; Manager, Contributor, Downloader, or Reader. This means you have control over who has access and what kind of permissions they receive. When sharing to an external, non DOCS, user Oracle has provided several capabilities to make the process simple and safe. First, public link accesses are carefully tracked and an audit trail is provided. Each public link can also be assigned an expiration date so you don’t have to worry about forever managing every link that’s been distributed. Even more, each public link can be created with a required passcode so that even if the link is improperly distributed, the materials remain secure. Finally, each public link can be assigned a role which is granted to those who use it. All these features combine to allow incredibly granular control over who can access what content when and with what privileges.

The last point is for those on-the-go. For mobile users Oracle provides native applications for both Android and iOS which enable feature-parity between the mobile and web platforms. This means users can access their content from virtually any device, at any time, and maintain the full suite of capabilities no matter what method they’re using. This represents an unprecedented level of access to and control over enterprise content for your users.

DOCS for Hybrid Content Management

File Sync & Share is a great step forward in content management, however we’re still potentially left with a cache of content that stands apart from your Enterprise Content repository. DOCS addresses this through a process whereby your ECM repository is “tethered” to your DOCS repository through a 3rd party solution and content is shuttled between the two applications when edits are made, ensuring both repositories have the appropriate version available. This process allows your current ECM solution to remain the single point of truth in your enterprise for all content but enables users to access that content from beyond the firewall in a safe and secure manner.

4The use cases for this method are almost endless but imagine a contract package being worked on by a CMO, a salesperson in the field, and a client with contributor access via a shared link. The CMO, working from within the company, can make edits to the documents and upload them to the ECM system. The salesperson in the field accesses the documents via DOCS and can also make changes and suggestions. As revisions are made, the CMO is kept in the loop as the document updates back to the ECM system as well. Finally, when complete, the client can access the documents, digitally sign them, and upload new versions to DOCS. Within moments of uploading the CMO has access and can move them to the appropriate next step.

Hybrid Content Management takes the premise of EFSS and keeps it a truly enterprise endeavor by ensuring that content is reflective of only one repository. This ensures that all users are working with the same materials without fear of unknown changes or missing versions. It also guarantees that content owned by the enterprise is continually merged into the enterprise so there’s reduced anxiety over content ownership and location.

DOCS for PaaS Application Integration

5Finally, DOCS takes an even longer and wider view of its role in the enterprise by enabling you to integrate other Software as a Service (SaaS) applications. The idea here is that any application to which users are uploading content represents another repository in the enterprise. Why should contracts uploaded to SalesForce live in that application? It’s not a content management application and it doesn’t have the metadata, workflows, and processes that your ECM system has. Documents Cloud Service works to solve this issue by providing a rich API foundation and an accessible embedded interface to allow you to merge applications with it and utilize its capabilities as a content platform. This Platform as a Service (PaaS) functionality allows you to keep your enterprises’ content in a single location – especially if you’re utilizing the Hybrid CM capabilities and merging your DOCS repository with your ECM platform.

6With the embedded interface method you can add a simple iframe to any updateable UI to create an almost seamless merging of the two applications. While it looks like a user is uploading documents to the primary application, in reality they’re uploading to DOCS. With the API method, much more elaborate services can be written to customize the functionality of virtually any application, creating a background integration with Documents Cloud Service that is completely transparent to users. In either case, you’re removing another disparate cache of content and centralizing management into a single location. Ultimately this means less storage overhead for your SaaS applications and more complete control over your enterprise content.

Bringing It All Together

Consider a purchase order document uploaded to a contact entity in SalesForce. Though an integration with Document Cloud Services, the content item is actually seamlessly uploaded to DOCS. With the DOCS repository linked to your on-premises platform, the content is replicated to the appropriate folder in the ECM system and an automatic workflow is started, alerting the Director of Sales to the new purchase order and requesting approval. The Director makes a small edit and approves the content. This sends a notification to the sales agent and ends the workflow. The content, now being newer in the ECM system than on DOCS, then flows outward to the cloud, updating the version there. The sales agent happens to also use the desktop client to sync DOCS content with their laptop and so the version there is updated automatically. On receiving the notification, the agent goes to their Oracle Documents folder on the desktop and opens the purchase order to review the Director’s changes. Satisfied, the agent closes the document and then right-clicks on it to access DOCS’ sharing. The agent creates a public link with downloader privileges and sends this link to the purchaser.

In this scenario, the content is available through the SalesForce site, the DOCS site, the DOCS mobile apps, synced to the desktop, and through the on-premises ECM platform. Instead of having two, three, even four different copies of the content across various systems and on various workstations, all versions are centrally managed and maintained in the system of record. This degree of centralized control is precisely what Enterprise Content Management seeks to achieve and Documents Cloud Services bring us all one step closer to that goal.

 

Have questions? Want to learn more? Contact TEAM today!


Join us at Collaborate15 in Las Vegas

April 7, 2015
COLLABORATE 15 Exhibitor Email Banner copy

Want to learn how a hybrid cloud can enable collaboration in your business?

Want to learn how semantic search, auto tagging, and Visual BPM can streamline business processes?

Want to find low-cost, fast ROI implementations of WebCenter solutions?
Want to protect your unstructured content with cloud backup?

Resolve all the questions you have about Oracle WebCenter and Enterprise Content Management by joining TEAM at Collaborate15 in Las Vegas, NV. April 12th-16th. Stop by our booth #952 on Main Street for our product demonstrations, talk with our WebCenter Experts, and be sure to catch our customer presentations:

Mon. April 13| 4:30 PM – 5:30 PM | Room Banyan F

 

Wed. April 15| 4:30 PM – 5:30 PM | Room Banyan F

Collaborate15
April 12th-16th
Mandalay Bay Convention Center
Las Vegas, NV

talk


Creating and Using Dependent Choice Lists

March 18, 2015

By: Dwayne Parkinson – Solution Architect

Creating and Using Dependent Choice Lists

In WebCenter Content there is a nifty little feature that gives you the ability to build something called a Dependent Choice List. A Dependent Choice List (or DCL if you like three letter acronyms) is a special metadata configuration where the values in one metadata field depend on the selected value in some other field. An easy example a region and country; where the list of available countries is limited based on which global region you select. Let’s dive right in and create our own Region and Country DCL so you can see how they work.

Step 1: Create Two Metadata Fields

All of the work to create a DCL will be done in the Configuration Manager. Select the Administration menu, then start the Admin Applets. Finally, invoke the Configuration Manager tool and select the Information Fields tab.

Create a field for Region and a field for Country by clicking on the Add button.

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Fill in the name of the new field and then click on OK.

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On the detail screen for your new Region field just accept the defaults for now by clicking OK. Do the same for Country. You will notice that once the new fields are added the Update Database Design button is enabled.

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Click that button to add your new fields to the database.

Step 2: Create a Region Table

Now that we’ve got a field for Region let’s create a table to hold our regions. Still from within the Configuration Manager, select the Tables tab and click add. Create a region table with an ID and a Region Name as shown below.

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Step 3: Create a Country Table

While still in the Tables tab, click Add again and create a table to hold our Countries as shown below.

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There’s one very important trick to this table. You must have a column which will store the region ID that is associated with each country. In the table above, ID is the Country ID and RegionID is the ID of the region that is associated to the country.

Step 4: Add a Region View

In order to add data to our tables we will need to create a view over them. Select the Views tab from within the Configuration Manager and then choose the Add button to add a view for our Regions table. Select the Regions table from the list and click on Next as shown below.

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Add both the ID and RegionName columns from our table to the view and click on Finish as shown below.

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Finally, give our view a name of vRegion and be sure to set the Visible Column to RegionName as shown below.

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Step 5: Add a Country View

Everyone loves a country view right? Let’s add one following the same procedure we did with Regions. Click the Add button from the Views tab and select the Country table as shown below.   Then click Next.

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Now we’ll add all three columns of the Country table to our view as shown below.

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We’ll name this view vCountry and then be sure to set the Visible Column to CountryName as shown below.

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Step 6: Create a Relationship

In order for the two tables to know about each other, we must create a relationship. Still within the Configuration Manager, select the Relationships tab and click Add. Then create the relationship as shown below.

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To make our lives easier we’ll name the relationship exactly what it is; RegionToCountry. The Parent Info contains the table that holds our Parent table. In this case Region, since countries are contained within regions (i.e. United States is in the North America and Caribbean region). The second drop down in the Parent Info is used to designate the column in that table that will be used to tie the Child table.

For the Child Info we select the Country table as our Child table. Now we’re going to select the RegionID from the Country table as the column which should match the ID field in the Parent Info section. That effectively links the two tables together and establishes a relationship.

Step 6: Update the Region Metadata Field

With our tables, views and relationships in place, we can now go back and finish configuring the Region metadata field. Still from within the Configuration Manager, select the Information Fields tab and then highlight the Region field and click Edit. On the Edit screen, check the box to Enable Option List and then click the Configure button.

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As shown below, check the box next to Use view and select the vRegion view.

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Click OK to complete the configuration. The Region metadata field will now get values directly from our region view.

Step 7: Update the Country Metadata Field

Just as we did with Region, highlight the Country field, click edit, check the box to Enable Option List and click the Configure button. Check the Use View checkbox and select vCountry as the view as shown below.

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We have one very important last step to complete this configuration. We have to tell the Country field that it is dependent on the Region field. To do that, enable the Dependent Field checkbox and select the Region metadata field.

The last step is to tell the Country field how it depends on the Region field. This is done by setting the relationship. Select our RegionToCountry relationship and click OK.

Step 8: Add Some Data

To make everything work, we have to add data to our tables. From within Configuration Manager, click on the Views tab, highlight the vRegion view and then click the Edit Values button (not the Edit button).

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On the next screen click the Add button to add ID’s and values to the Regions as shown below.

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Once the Regions have been entered, go ahead and enter some countries. Select the vCountry view and click Edit Values just as you did with Regions. Then enter some countries as shown below.

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It’s very important that the RegionID is entered correctly in your vCountry view or your dependent choice list won’t work correctly.

Step 9: Test Your DCL

Now it’s time to test. Close the Configuration Manager and then press CTRL + F5 so your browser will refresh the page and clear out the cache. This is important because drop down menu values are often cached. If you don’t clear the cache you will make changes in the Configuration Manager and wonder why you’re not seeing them on the web page.

If you select New Check-In you should see a Region metadata field with data that is contained in the vRegions view.

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When you select one of the options, you should see that the options for the Countries drop down changes to match only those countries that are within the Region you selected.

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DCL Chaining

You can set up many levels of DCL’s in WebCenter Content so field 1 depends on field 2 which depends on field 3 which depends on field 4. As you add levels you add complexity, but the system is capable of handling it if those pesky humans can just manage to keep the data correct.

Multi Select Limitations

As nifty as WebCenter Content DCL’s are they have a couple of important limitations. The first limitation is that DCL’s don’t work as expected if the Parent field is a “multi-select” list. In other words, if I wanted to choose Africa and Asia as my regions and then expect my dependent drop down of Countries to include all countries from both Africa and Asia… that’s not going to work. The dependent list will show only countries for the region that is currently in the drop down selector tool. It will not show any countries for the previously selected regions in the multi-select list to the right of Regions field.

Interestingly, you can have the Child field be a multi-select list. Using our example, perhaps the business wants to be able to select multiple countries from anywhere in the world, but they don’t want a drop down with 300 countries. Using the DCL we created above, the user could select the region, select a country, change the region, select another country and change the region again to select a third country. Now they’ve selected three countries from three different regions without having to scroll through hundreds of countries.

Complex Relationship Limitations

The other significant limitation to WebCenter Content DCL’s is that they’re not meant for complex relationships. While you can “fake” a couple of things, they simply aren’t meant for complex logic. For example, if we had two independent fields of Color and Texture and we wanted a third field to show different values for Blue Smooth things, Blue Rough things, Red Smooth things and Red Rough things.   That sort of logic quickly goes beyond the intended use of a DCL.

Summary

The WebCenter Content Dependent Choice List (DCL) is a fantastic tool for representing simple relationships between metadata fields. It makes the user experience easier and helps to maintain data integrity. Hopefully the example above will give you everything you need to deliver some very nice features to your business. If you find that the limitations of DCL’s are cropping up in your business, please contact TEAM Informatics. We’ve got some custom solutions that we can use to deliver the functionality you need to overcome DCL limitations and add tremendous value to the business.

Want to meet us at Collaborate 15 in Vegas to talk about your WebCenter needs? Fill out the contact form and we will work with you to arrange a meeting!


Friendly URLs in WebCenter Sites

March 4, 2015

By: Darek Blankenbuhler – Application Consultant

Having friendlier, cleaner looking URLs has always been a challenge in WCS. In the past it would require a developer to write a Java class. Once the class had been written it would need to be configured and deployed on every instance of WebCenter Sites in your setup. If you wanted a second assembler for another asset type or blobs that would require even more configuration and coding to work properly. Suffice it to say that in the past making a friendlier URL was a difficult task especially if friendly URLs were not set up during the initial build. This has all changed with the advent of WebCenter Sites 11.1.1.8. Friendly URLs have been built right into the Advanced Interface and no longer require as much specialized knowledge. An administrator can find this new feature in the Admin tab under Asset Types inside the Asset that is being configured.

Fr1

Today I want to set up a new pattern for the Page Asset type. As you can see there are no URL patterns set for pages yet. So, I will go ahead and click Add New, and I will be brought to the following page:

Fr2

Now I am ready to start creating my first URL pattern. As you can see I can be as generic or as specific as I want to be. No longer do I have to worry about writing my templates and URL assembler to work together to render the final product. The system will go ahead and take care of that for me. The URL is comprised of the different attribute values available to the asset. In the case that the Subtype is set to “Any” I will only have access to the default basic attributes that come along with every asset type that is created. By selecting a subtype I can now use attributes that are a part of that asset type in the URL.

Fr3

The primary downside to this is the fact that now the “Standard” subtype will have its own pattern. If I only set up the “Standard Page” URL only page assets with the subtype “Standard” will have a friendly URL. It is a good idea to set up a pattern for “Any” type as before going live. Last we will put it all together with the pattern itself. The pattern uses the Java Expression Language to build the URL. As you can see I can put as much or as little information in the URL as I want too. When I have finished configuring the URL, at the bottom of the page I can get a preview URL for existing pages.

fr4

This way I can test to make sure my URLs are going to come out clean looking before I implement the new URLs. Then I can save and I have completed building the URLs. URL Patterns are stored as a part of the asset type. Which means that all I have to do is publish the asset type to get the URL pattern to be pushed between systems – this tool is kept as simple as possible.

All in all, the new URL pattern tool is a powerful and easy to use tool and a welcome addition to WebCenter Sites. Whether it is the ability to generate URLs using any information in the asset or the ability to make the URL assembler as specific as we want. URL assemblers are now much easier to make and implement.

Want to meet us at Collaborate 15 in Vegas to talk about your WebCenter needs? Fill out the contact form and we will work with you to arrange a meeting!


Content Security in Alfresco One

February 10, 2015

By: Jon Chartrand – Solution Architect

teamandalfresco

Locking down content is a primary concern for those leveraging – or considering – Alfresco One for its content management (CM) capabilities. Thankfully, Alfresco makes this simple by allowing and controlling access across five separate “tiers”, each of which provide opportunities for users and managers to specify and manipulate privileges to both users and groups. Beyond that, keep in mind that users, groups, and site participation can be controlled outside of Alfresco at the enterprise level with LDAP/Active Directory, Kerberos, NTLM, and others. This allows for IT-managed oversight and tight controls on the first two tiers of Alfresco security.

Platform Tier (Access/privileges to the application)

The Alfresco platform is relatively unique in that a user can be granted access to “just” the application itself. This means they cannot access or participate in any of the Site-based activities but they can log into Alfresco and utilize both the “My Files” and “Shared Files” portion of the personal dashboard. This creates opportunities for content to be shared or collaborated-on with a relative outsider to the platform without worrying about them accessing more sensitive materials contained within an Alfresco site. Those considered ‘Alfresco Users’ can be created in Alfresco directly by an administrator or provisioned in your enterprise SSO architecture.

Site(s) Tier (Access/privileges to the Site)

Alfresco’s repository and social functions are broken out into logical groupings called Sites. Each site represents one or more users engaged in a common theme, effort, or goal which has been granted its own area of the platform. More than just sharing files, users of the sites can collaborate with one another through calendaring and events, managing and updating a wiki, contributing to a blog, establishing lists of links, and other activities. For now, however, we’re going to examine security solely against the mirror of content management. Privileges within a site are dictated by the role each user is granted. This assignment can be managed either by a site administrator or at the enterprise level.

Users are granted one of four standard roles within an Alfresco site: consumer, contributor, collaborator, or manager. When focused on content, the role privileges shake out like this:
Consumer: Read
Contributor: Read, Upload, Create
Collaborator: Read, Upload, Create, Checkout, Edit
Manager: Full Control

This allows site managers the ability to grant a range of permissions to each user allowing them to participate in the consumption, contribution, collaboration, or management of content as necessary. Another additional feature is the ability to grant site-level roles to groups of users in Alfresco. This makes setting, managing, and revoking access for multiple users an extremely simple affair. When it comes to privilege overlap, such as for a user granted an explicit role by username and an inherited one through a group, Alfresco operates on a ‘most-permissions’ model. This means the user in this case would be granted whatever the widest permissions allowed based on either role assigned.

Folder(s) Tier (Access/privileges to the folder)

Within either the Shared Files or a sites’ Document Library, the content is managed by whatever logical organization of folders is chosen by the contributors or site manager. This makes both contribution and consumption a simple matter – just like using a Windows file share. The great thing about Alfresco folders though is that users can manage permissions on any self-made folder with a remarkably high degree of granularity.

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The permissions window for a folder, seen here, provides an easy to manipulate interface for altering the roles and permissions everyone has to it. The first thing to note, however, is that folders automatically inherit the permissions of their direct parent. At the top of the screen you can see the checkmark next to “Inherit Permissions” which provides a visual indicator of this and requires that the user specifically undo this function (with a confirmation) to be able to set their own permissions. This process means users cannot “stumble” into setting custom permissions on a folder without an explicit and forewarned act.

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Once the inheritance is removed, the user is now free to assign both users and groups to the folder permissions. Alfresco folders have a slightly different role-scheme than Sites do.

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Rearranged from the order in the image to instead display by order of increasing permissions:
Consumer can read content
Editor can read and edit content
Contributor can read and add content
Collaborator can read, edit, and add content
Coordinator can read, edit, add, and delete content (full access)

These roles mean that users have a wide range of options for how they would like others to interact with their folder(s) and the content within. The scenarios where this kind of non-inherited permission capability would have great value are nearly endless in a collaborative environment like Alfresco.

File(s) Tier (Access/privileges to the file)

Taking the next step through the tiers, Alfresco also allows customizing the permissions of individual files within each folder as well. Users who own the content or are designated managers of the site the content lives within can access and alter the permissions, making the same level of customizability at the folder level available at the file level. This is accessed in exactly the same way and with the same interface, making for a consistent experience when dealing with permissions.

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Like folders, files inherit their permissions from their parent – in this case the folder the content currently lives in. Updating the permissions means first disabling (and confirming) the removal of that inheritance, but once complete the author or manager has access to the same set of roles as is available at the folder level. This means authors and managers have exceptionally granular control over their content; who can see it, who can edit it, and who can delete it.

Of course, we’d be remiss if we didn’t discuss some of the dangers this level of granularity can evoke. For example, if a file is set to allow PersonA access as a Collaborator but is then moved to a folder that PersonA does not have permissions to read, it effectively renders the file permissions moot. Likewise, if a site manager establishes specific permissions on a folder and an author overrides those permissions at the file level, this could lead to complications in accountability and auditability. As such, altering permissions at either a folder or file level is something that should always be considered carefully and in consultation with an administrator or site manager.

Record(s) Tier

An optional addition to an Alfresco installation is the Records Module. This creates and enables an entire suite of Records Management capabilities within Alfresco One including locking, cut-offs, disposition schedules, freezes/holds, and comprehensive audits. When it comes to content, declaring something a record indicates to the environment that this item is complete and needs to be sealed for future discovery or destruction purposes. This declaration makes the content-now-a-record essentially inviolable to everyone but administrators and provides deep auditing capabilities – including storing the audit report as a record itself. While this tier of security isn’t customizable in the same way the others are, it certainly represents another way in which content can be secured and controlled in Alfresco One.

Conclusion

To review, the five tiers of security within Alfresco One are:

1. Platform (Access/privileges to the application)
2. Site(s) (Access/privileges to the Site)
3. Folder(s) (Access/privileges to the folder)
4. File(s) (Access/privileges to the file)
5. Record(s) (Cannot be changed)

Each of these represents a different level of control you have over your content in an Alfresco installation. This means you and your users have unparalleled control over who can see, upload, edit, and delete materials in a content management system which already provides so many benefits over traditional file shares like file versioning, collaboration, and workflows.

If you’re interested in learning more about security in Alfresco One or how Alfresco can help you keep your content under control while also enabling collaboration across your enterprise, let us know!


Easy Mass Metadata Updates In WebCenter Content

October 2, 2014

By: Dwayne Parkinson – Solution Architect

*This blog is informational in nature on an approach to mass updating WebCenter Content. Because each WebCenter implementation is unique in nature, it is not intended as a “how to” guide and any use of this information is at your own discretion.

If I had $100,000 for every time someone wanted to perform a mass update in WebCenter Content, I’d be a very wealthy man. The request doesn’t happen enough for me to lower the price, but it’s still a fairly regular request so I think it’s worth knowing how to answer the question: “How can I update all of these content items with a new metadata value?” Fortunately WebCenter Content offers a number of ways to do this.

Before we dive into the details I’ll just state the obvious disclaimer. Performing mass updates to large groups of content can have some unintended consequences so be careful!

Records Management Global Update

Surprise!!! There’s an incredibly easy to use feature called “Global Update” and as the name suggests, it allows you to perform global updates to metadata. The only caveat is that you must have WebCenter Content: Records Management enabled to use this feature. From the Records menu select Global Updates. From there you will see three options that you can update globally: Retention Categories, Records Folders and <insert heavenly choir of angels singing here> Content!

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When you select the Content option you will see the Global Updates: Content screen.

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As shown above, you can define a query to select the content you want using standard metadata fields or free text searching and then define the metadata field to update. Notice the Preview option allows you to see the results of your query to insure you are updating only the content you want to update.

For reasons unknown to me, this incredibly useful option is hidden by default from the RM admin user. You will need to enable this feature by doing the following:

1) Login in as weblogic or Admin user.

2) Navigate to Administration > Admin Applets

3) Select the User Admin Applet

4) In the User Admin Applet > select the top menu “Security” option and then select the “Permission by Role” option.

5) In The “Permisions by Role” section, Highlight  the RMadmin Role and then select “Edit RMA Rights” option.

6) Select the “Admin” Tab from the “Edit RMA rights” section, then check the “No Security” option and select OK to save.

7) Exit out of the applet, and navigate to “Records “ and choose “Global Updates” to confirm this feature has been enabled.

 

Folder Metadata Propagation

For content that is stored in folders there is an exceptionally easy way to perform a mass update of metadata values. However, it’s important to know that there are two versions of folders implemented in WebCenter Content and as a best practice you have either one or the other, not both.

Let’s start with the “old” version of folders which is called Folders_g. If you click on the Browse Content menu and you see an option for Contribution Folders, then you have Folders_g.

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To perform a mass metadata update for all content items in a Folders_g folder you browse to the folder containing the content you want to update. At that point you click on the Information icon.

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On the next screen you select the Actions menu and choose Update to update the metadata for the folder.

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Once you’ve updated the metadata from the folder, you still have one more step. Select the Actions menu again and choose Propagate. This will propagate the metadata change to all content items in that folder.

If you have the new version of folders, called Framework Folders, when you click on the Browse Content menu you will see an option that says Folders.

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As with Folders_G you navigate to the folder which contains the items you want to update. Once you’ve selected your folder choose the Edit menu and update the metadata values for the folder.

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After the metadata for the folder has been updated, select the Edit menu again and choose Propagate. This will update all of the content items in the folder with the new metadata value.

Yes, I know what you’re thinking. Folder propagation is great but it leads to an obvious question: What if not everything in the folder needs to be updated or your content is spread across hundreds of folders?

Query Folder Propagation

With the advent of Framework Folders, Oracle invented a new gizmo called a Query Folder. A Query Folder is a folder which contains the results of a query. To add a Query Folder you simply browse to any folder in your system that you want to contain the Query Folder, click the Add button and choose New Query Folder.

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The Query Folder creation screen allows you to use Full-Text Search or Query Builder options to determine which content items should be included in the Query Folder.

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Once created, you will see a new Query Folder on your system and it will have a different icon that is a folder with a magnifying glass rather than just a folder.

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This new Query Folder contains call content items that match the query defined when the folder was created. With the new folder in place you can use the Folder Propagation techniques above to update all of the content items in your Query Folder. This two step process of creating a Query Folder containing just the content items you want plus folder propagation, gives you the ability to have fine grained control over your mass update.

Conclusion

As you might expect, there are a number of hard and complex ways to perform mass metadata updates as well, but with the tools above, making mass metadata updates can be quick and easy.

If you have questions about WebCenter and want to talk to someone at TEAM, contact us today!

 


TEAM Announces Gold Systems Integrator Partnership with Alfresco Software, Inc.

August 4, 2014

ARDEN HILLS, MINNESOTA — July 31st, 2014

TEAM Informatics, Inc., a leading enterprise software products firm, announces its acceptance as a Gold Partner with Alfresco, named a Visionary in Enterprise Content Management by Gartner Magic Quadrant. TEAM announced the alpha release of its Google Search Appliance (GSA) Connector for Alfresco earlier this year and has continued to expand the partnership. TEAM’s connector product allows the GSA to index and search content held within the Alfresco repository, allowing customers to search content with the familiar Google interface.

“As TEAM continues to find a growing interest in Alfresco as a comprehensive content solution, we have begun developing our capability to provide quality Alfresco development services to our customers,” said Doug Thompson, President of TEAM. ”Our proven success with Oracle WebCenter and Enterprise Search provides the foundation for us to expand our services to include the Alfresco platform.”

TEAM’s recognized ability to provide its customers with successful content management solutions puts the company at the forefront of the enterprise content market. Find more information on the Alfresco Partnership, the GSA to Alfresco Connector and other TEAM products at www.teaminformatics.com

Watch the Alfresco One Introduction

Watch the Document Management with Alfresco One Overview

Watch the Collaboration with Alfresco One Overview

Watch the demonstration of TEAM’s Alfresco Connector for the Google Search Appliance

 


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