Saving and Checking In Files in Microsoft Office Applications

Working With Content Folders and Files 8-23 Checking In New Files You can check new, unmanaged files in to a content server and make them available to other users on that server in a variety of ways: ■ By copying and pasting a file from your local computer to a folder on a content server. For more information, see Section 8.13, Copying Content Folders and Files. ■ By dragging and dropping a file to a folder on a content server. For more information, see Section 8.13, Copying Content Folders and Files. ■ By moving a file to a folder on a content server. For more information, see Section 8.14, Moving Content Folders and Files. Considerations ■ When you check in an existing file on an Oracle Content Server instance UCM server, it is checked in as a new revision of the existing content item. You can see the revision history of a file on its content information page on the server. ■ When a file is copied or moved to a folder on a content server, it is checked in to that server as a new content item only if the folder does not yet contain a file of the same name. Otherwise, the file is checked in as a new revision of the existing file even though they may be completely different files. For more information, see Section 8.2.1, Content File Versioning. ■ When you drag and drop or copy and paste a new file into a content folder on an Oracle Content Server instance, you may be asked to provide metadata for the file, depending on the settings for that content folder see Section 8.21, Enabling Metadata Prompting for Content Folders . If you are not prompted to provide metadata, the file inherits the default metadata assigned to the content folder see Section 8.2.2, Content File Metadata .

8.10.2 Saving and Checking In Files in Microsoft Office Applications

When checking in files from Microsoft Office applications, you may check in existing content files that is, documents that are already managed on a content server or new content files that is, documents that are not yet managed. Saving and Checking In Existing Documents Perform these steps to check in an Office document that was previously checked out see Section 8.9.2, Checking Out Files in Microsoft Office Applications : Note: If Universal Records Management Oracle URM is installed on Oracle Content Server with its DoD compliance features enabled, then you may not be able to check in files by copying and pasting or dragging and dropping them into contribution folders. This is because the DoD compliance features make the Category or Folder field required, which means an item cannot be checked in if this field is empty. Since copying and pasting or dragging and dropping a file into a contribution folder often does not require any further user intervention, the check-in cannot complete successfully unless the content server administrator configured Oracle URM to enable such check-ins. 8-24 Oracle Fusion Middleware Users Guide for Desktop Integration Suite 1. Open an existing Office document on a content server in the Microsoft Office application, either from Windows Explorer or the Office application. For more information, see Section 8.8, Opening Content Files. 2. Make changes to the document as required. 3. When you are ready to check the document back in to the server, open the Oracle UCM menu or ribbon, and choose Check In. The document is uploaded to the content server and checked back in, inheriting all metadata of the previous revision. If you had any unsaved changes in your document, these were saved before the check-in. By default, the document is checked out of the server again and reopened in the Office application, so you can continue to edit it. However, this behavior can be changed using a Windows Registry switch see Section C.6, Disabling Automatic Reopening of Documents After Check-ins . You can also choose Check In With Metadata... in the Oracle UCM menu or ribbon. This opens a dialog where you can modify the metadata of the content item before checking it in to the server see Section A.11, Check In Content Dialog Check In With Metadata . After the check-in, the document is closed automatically. Alternatively, you can also simply close the document or exit the application. A dialog is then displayed providing some save options for the current document see Section A.14, Check In Document Dialog, and Section A.15, Save Changes and Check In Document Dialog, depending on whether the document currently has any unsaved changes. The table below lists all possible save scenarios for these dialogs, with an explanation of what happens for each of them. Note: The Save Changes option is provided only if your document currently has any unsaved changes. Also, if the document is currently in a workflow on Oracle Content Server, then the dialog includes an option called Document is ready for further workflow processing. Select this option when you are ready reviewing the document and want to move the document to the next workflow step after checking it back in to the server. Please note that you still need to approve the file in the integration hierarchy before it actually moves to the next workflow step see Section 8.22.2, Approving or Rejecting Files in Workflows . Save Changes Check In Edit Metadata Undo Check-Out Action Yes Yes No na Any unsaved changes to the file are saved, and the file is automatically checked in to the content server as a new revision of the existing content item, inheriting all metadata from the previous revision. After the file has been checked in to the content server, it is closed in the Microsoft Office application. Working With Content Folders and Files 8-25 Saving and Checking In New Documents If you create a new document or open an unmanaged document from your local computer in a Microsoft Office application, you can check it in to a content server. This uploads and submits the file to the server and makes it available to other users on the server in accordance with their assigned access privileges. Perform these steps to check in an Office document that is not yet managed on a content server: Yes Yes Yes na Any unsaved changes to the file are saved, and you are given the opportunity to modify the files metadata before check-in. When you are done, the file is checked in to the content server as a new revision of the existing content item. After the file has been checked in to the content server, it is closed in the Microsoft Office application. Yes No na na Any unsaved changes to the file are saved, but the file is not checked in to the content server. This means that other users on the server cannot check out the file until you check it back in or undo the check-out. The file is stored in a special cache on your local computer see Section 8.2.3, Local Caching of Content Files . You can reopen the file from the Select Content dialog see Section A.9.3, Select Content: Offline Files After the file has been saved to the local cache, it is closed in the Microsoft Office application. You should use the applications built-in save-as feature if you want to save the file in a different location than the local cache that is, as an unmanaged file on your own computer. No No na No The changes to the file are discarded and the file is not checked in to the content server. This means that other users on the server cannot check out the file until you check it back in or undo the check-out. The file is stored in a special cache on your local computer see Section 8.2.3, Local Caching of Content Files . You can open the file from the Select Content dialog see Section A.9.3, Select Content: Offline Files After the file has been saved to the local cache, it is closed in the Microsoft Office application. No No na Yes Any changes to the file are discarded and the file is closed. The checked-out status of the content item is cancelled on the server, which means that other users on the server can check out the file. Save Changes Check In Edit Metadata Undo Check-Out Action 8-26 Oracle Fusion Middleware Users Guide for Desktop Integration Suite 1. Open an existing, unmanaged Office document on your local computer in the Microsoft Office application using the applications built-in file-open features, or create a new document. 2. When you are ready to check the document in to a content server as a new content item, open the Oracle UCM menu or ribbon, and choose Save As New.... The Save dialog is displayed see Section A.10, Save Dialog Save As New . 3. You can check in the document in either of two ways: ■ by using a check-in form Oracle Content Server instances only, or ■ by selecting a folder on a server where the document should be saved. For more information, see Section A.10.1, Save: Check-in Form, and Section A.10.2, Save: Folder. By default, a file is closed in the Microsoft Office application after it is checked in to a content server. Select the Reopen after check-in check box if you want the document to be reopened automatically after it is checked in. The file is also checked out of the content server again. This is useful if you want to continue to work on the document after check-in. After you check a document in to a content server, it is available to other users on the server, depending on the content items assigned security restrictions and the users assigned access privileges.

8.11 Viewing and Modifying Content Folder and File Properties

You can view the properties of a content folder or file and modify a number of them, if desired: ■ Section 8.11.1, Viewing and Modifying Properties of Folders or Files ■ Section 8.11.2, Viewing and Modifying Content Information of Folders or Files ■ Section 8.11.3, Viewing and Modifying Advanced Properties of Folders or Files ■ Section 8.11.4, Viewing and Modifying Sharing Properties of Folders or Files

8.11.1 Viewing and Modifying Properties of Folders or Files

Perform these steps to view some Windows properties of a content folder or file: 1. Open Windows Explorer or your e-mail application, and make sure the folders pane is visible see Section 6.9, Showing or Hiding the Folders Pane .

2. Expand the Oracle Content Servers node. If you do not see this node in your

e-mail application, enable it first see Section 5.6, Showing or Hiding the Oracle Content Servers Hierarchy . 3. Click the server which stores the folder or file whose properties you want to view. If prompted, log in by entering your user name and password for that server. 4. Select the folder or file in the integration hierarchy whose properties you want to view.

5. Right-click and choose Properties.

The Folder Properties dialog or Content Item Properties dialog is displayed. For more information, see Section A.7, Folder Properties Dialog, and Section A.16, Content Item Properties Dialog. These are basically standard Windows properties dialogs, with some added content management information.