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!

 


Expanding your RM capabilities with Early Case Assessment, Enhanced Legal Hold and File Plan Management

September 24, 2013

By: Raoul Miller – Enterprise Architect

public-recordsTEAM has successfully deployed many WebCenter Records projects but we find that some clients or potential clients need more capabilities than the core product provides.  Recently we were working with a large international financial organization and it became clear during our scoping that Oracle’s Records Management solution would need to be integrated with other capabilities in order to meet their requirements.

WebCenter Records (WCR) is an excellent solution for managing content in-place within the WebCenter Content repository using the supported adapters but it is not designed to provide some of the additional features that might be used by in-house counsel preparing for litigation.  Additionally, although WCR has the capability to manage a very complex set of file plans and retention schedules it is not designed to manage the legal reasoning behind a given policy.

exterro logoWe looked at and spoke with a wide range of application vendors in the space and selected two that could both fill those gaps in the product offering and also integrate easily with the existing WebCenter and adapter footprint.  To expand WebCenter’s capabilities into the realm of litigation management, enhanced legal hold and early case assessment we chose Exterro and their Fusion suite of applications.  Integration was straightforward as Exterro had already created a proof of concept connector from their Fusion Legal Hold dashboard to a WebCenter Content (or Records) repository.  This allowed all the other aspects of their Fusion suite to interact with WCR seamlessly and offered a wide range of additional litigation management and legal hold capabilities that are outside the scope of the DoD 5015 certified WCR application.  Another set of capabilities offered by

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Exterro is their early case assessment (ECA) Zeta platform which allows for analysis of content in-place before it is ingested or managed explicitly by the system (on desktops or remote file servers, for instance).  This decreases costs and complexity in the long term and gives records managers and counsel access to data when they need it.

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The other substantial contribution to the solution was provided by Fontis’ Open Retention Manager (ORM).  Although WCR has very robust file plan and retention schedule capabilities, it is not designed with an interface to manage and update the legal basis for these classifications and schedules. Fontis fills that gap with legal research that proposes plans and schedules and provides all the citations for those recommendations.  ORM then manages these retention schedules on an ongoing basis and makes (and justifies) updates as required.  This is an extremely useful set of functions and particularly important for organizations in litigious environments or with complex international obligations and exposure.

Integration of these two sets of products was very straightforward – Exterro shares a similar deployment platform to WebCenter and had already developed a RESTful integration with WebCenter Content to designate repositories as non-custodial data sources.  TEAM is working actively with Exterro and Oracle Product Management to enhance and expand that integration for other clients.  For the Fontis integration, we chose a much looser coupling approach, with their ORM user interface remaining independent (for the limited set of users who required access to it) and export of file plans and retention schedules in XML. These exported file plans and retention and disposition schedules would be imported automatically to WCR using a simple translation component.  Ongoing schedule changes would be managed through workflow within WebCenter to ensure a full audit trail and chain of responsibility.

We are proud that we were able to design a complex solution to meet the broad Information Governance requirements of a large international organization by bringing together and integrating best-of-breed solutions from three different vendors.  We are committed to continuing this innovation and developing custom solutions to meet the complex demands of all our clients around the world.  If you would like to find out more or discuss your own content and information management challenges, contact us via the website, email or connect with us at Oracle Open World this week.


TEAM’s OpenWorld 2012 Recap

October 5, 2012

By: Korey Berg – Marketing Coordinator

Oracle OpenWorld 2012 has come to an end, but new and exciting things are going to continue for Oracle and TEAM. Oracle released their cloud offering, bringing the ability to streamline your enterprise business processes, inspire great customer experiences, socially enable your enterprise, and rapidly deploy scalable applications; all from a cloud based platform. TEAM shares that vision and over the past year has been working hard to bring all the features of Oracle WebCenter and deliver them to customers, from the Cloud on Oracle engineered systems. TEAM’s Cloud for Oracle WebCenter was announced during OpenWorld and has generated considerable buzz. (You can read more about it here!)  Businesses of all sizes now have cloud access to the best-in-class software and applications to stay competitive in today’s increasingly virtualized market. TEAM is also offering our own products and applications from TEAM Cloud that enhance the power of WebCenter. (Read about our products here!)

We also announced a special promotion on our Development Support that will be offered through December. If you sign up for a 12 month Development Support contract, which is a bucket of development hours to use on-demand, you will receive one month free! This is becoming one of our most popular support offerings since it offers the assistance of expert WebCenter Developers when you need them most!

On top of that exciting news and offer, we also released version 2.2 of our Google Search Appliance Connector (GSA Connector). This latest release enhances our market-leading connector with additional options for configuring how the GSA indexes your repository, along with numerous other improvements.

The business world is challenging and ever-changing and TEAM is evolving to meet those challenges. TEAM is the only WebCenter partner to offer such breadth of services and support along with an advanced suite of enterprise products for extending the power of Oracle. We continually strive to deliver the most innovative and creative products and solutions, and OpenWorld was a great platform to announce our most recent successes. Please contact us to learn more about our Cloud offering and any other products and services that may interest you. We’d love to show you what we can do.

Read TEAM’s Press Releases during OpenWorld


OpenWorld Here We Come!

September 28, 2012

By: Korey Berg – Marketing Coordinator

OpenWorld starts Sunday and we are excited to get out to San Francisco and let our presence be known! We have exciting news that we have been waiting to deliver and it has been hard to hold it in! On Tuesday you might want to check out the Keynote by Thomas Kurian
“The Oracle Cloud: Oracle’s Cloud Platform and Applications Strategy”

Thomas Kurian

and then keep an open ear for TEAM’s big announcement at 9:30 AM PST.  Check out our OpenWorld page to see updates on our activities and announcements.

Oracle OpenWorld is a Technology and Applications Forum for the Oracle User Community being held in San Francisco. The event is hosted by Oracle, bringing together the world’s top IT professionals. TEAM is participating in OpenWorld as a customer appreciation event sponsor. If you would like to talk with us while we are out in San Francisco, schedule an appointment today!