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Content Management Guide |
This chapter describes how to manage content for your Director application using the Portal Management Console (PMC). The PMC provides a powerful graphical interface that allows you to create, maintain, administer, and secure all content for your Director application.
The following topics are covered:
This section describes what tasks you can perform with the PMC and how to access the PMC functions. The following topics are covered:
Along with Director, you must install Microsoft Internet Explorer Version 5.5 or higher for running the PMC.
You can use the PMC to perform all tasks related to managing content throughout its dynamic life cycle in the Director application. The following diagram presents the recommended order and interaction of these tasks during a typical PMC session:
For more information on how to perform these tasks with the PMC, see these sections:
In addition to the content management (CM) tasks shown in the diagram above, the PMC allows you to import and export documents.
For more information on how to import and export documents using the PMC, see
Importing and exporting content.
Make sure you have installed Microsoft Internet Explorer 5.5 (or above) as your browser.
Launch Internet Explorer and enter this URL:
From within a Director EAR project:
http://server/database(optional)/myEar/PMC
where server is your application server, database is the Director database. and myEar is your project namespace.
From within a Director WAR project:
http://server/database(optional)/myWar/main/pages/PmcFolders.html
where server is your application server, database is the Director database. and myWar is your project namespace.
From an EAR project the PMC login page looks like this:
From a WAR project the login page looks like this:
Log in by entering your user name and password and then clicking OK.
NOTE: Check with your administrator to make sure you have the necessary user privileges for performing the CM tasks assigned to you. For more information, see Managing content security.
The main PMC page opens in your browser, as described in the next section.
When you start up the PMC, the main page appears, as in this example:
The PMC operates in five modes:
Buttons in the toolbar allow you to easily switch between modes.
By default, the PMC opens in Content mode, displaying your content by container in the content tree view and by document in the document list.
The PMC consists of the following interactive controls:
Toolbar To switch between Content, Templates, Tasks, Import, and Export modes.
For more information, see
Modes and views.
Content view tabs To expose views of the content infrastructure:
For more information about folders and categories, see
Subsystem infrastructure. For information about checking out documents, see
Checking documents in and out. For information about finding documents with the Search facility, see
Searching content.
Content tree view Exposes the physical infrastructure in Folder View and the logical infrastructure in Category View.
Content list Displays the list of documents in the selected folder, along with identifying information such as name, author, description, create date, expiration date, publish date, and checkout status.
Context-sensitive toolbar Provides functions based on the current mode and view.
Property Inspector Displays properties for selected documents, folders, taxonomies, and categories.
The Property Inspector is context-sensitive and permission-sensitive. It displays interactive controls and tabbed panes of information based on the object you select and the permissions associated with your user ID. For example: if you do not have WRITE permission, you cannot edit documents and the Property Inspector will not display Check-In and Check-Out controls; if you do not have PROTECT permission, you cannot set security on content and the Property Inspector will not display a Security tab.
This section describes the order of tasks required for setting up the required parts of the infrastructure, along with associated procedures. The following topics are covered:
NOTE: Before creating documents for your Director application, you must define the content infrastructure, as described in Subsystem infrastructure.
Here is a workflow that illustrates the recommended order of operations for setting up the required parts of the CM subsystem infrastructure:
Generally, the task of building this infrastructure is assigned to a system administrator or content administrator who has READ, WRITE, and LIST permissions. For more information about managing security, see Managing content security.
The folder is a key part of the CM subsystem. Every document must reside in one (and only one) folder, although a single folder can store one or more documents as well as other folders.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view.
Select the folder that will house your folder by clicking on the name.
The name appears highlighted.
Click the New Folder icon, located in the bottom-left panel of the PMC.
An Untitled folder appears in the content tree view. (You may have to expand the parent folder in the content tree view to make the new folder visible in that view.)
Click Untitled to open the Property Inspector for the new folder.
Fill in the Name and Description fields in the Property Inspector, then click Save.
NOTE: The other General fields are filled in automatically by the PMC. You cannot edit them.
Select the Security tab in the Property Inspector and set security for the folder, as described in Managing content security. Click Save to preserve your settings.
Select the folder in the content tree view.
Your new folder should appear in the content tree view as well as in the content list along with the description, author, and date created.
Here is an example showing information about a PSAT folder:
A document type is the basic definition of a document. Every document is associated with a document type in the PMC.
The document type is a template that specifies layout styles, fields of information, and document management options—such as whether or not the PMC automatically checks in a document after it is edited.
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing any document types that have been defined.
Click the Add button that appears under the Document Types list.
The Create A New Document Type window appears:
Specify the basic options, including:
Click Extended Options to specify additional document type behavior.
The Create A New Document Type window expands:
The extended options include:
Click the Create New Document Type button.
Your new document type is added to the list.
Fields are application-specific metadata that you define as part of a document type.
You can create custom fields using the PMC or programmatically using the CM API.
NOTE: You must be a member of the SearchAdmin group to create fields. For more information about users and groups, see the chapter on using the Directory section of the PAC in the User Management Guide.
You assign each field a control type. The control type you select should reflect the way you'd like the content developer to enter information in the document type template. Each control type requires its own set of parameters, which you can specify in the Property Inspector. When fields are created, they are added to a pool of available fields that are shared by multiple document types.
When you add a field to a document type, an equivalent blank field is added to documents of that type that you have already created in the PMC.
This section explains how to create new fields, add existing fields to document types, and specify which fields to display in the Available Fields list.
Make sure you are a member of the SearchAdmin group.
See the procedures described in the chapter on using the Directory section of the PAC in the User Management Guide.
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Click the document type for which you are going to create a field.
NOTE: If you want to create a new document type first, see Creating document types.
A Content Types panel appears, displaying the currently defined fields in the document type and providing controls for creating new fields or adding existing fields:
Click Add in the Content Types panel.
An Untitled field appears in the Fields pane for the selected document type, and the Property Inspector opens allowing you to specify properties for the new field.
Under Fields, select the control type you want for your field. For example, choices include Textfield, Checkbox, Radio Button, and so on.
The Property Inspector is context-sensitive and refreshes to display options appropriate for the control type you select. These control types represent HTML control types, and the display options represent the attributes for those control types.
In the Property Inspector, enter an informative name for your field and fill in the other parameters.
The new field appears in the Fields pane for the selected document type and in the Available Fields pane for other document types to use.
Repeat these steps for as many fields as you want to create and add to the document type.
Click Save in the Fields pane to save the fields in the current document type.
To add an existing field to a document type:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that are currently defined.
Click the document type for which you want to add a field.
NOTE: If you want to create a new document type first, see Creating document types.
The Content Types panel appears displaying a pane of available fields:
To change the Available Fields display:
Click the down arrow of the dropdown menu labeled Show Fields in Document Type, located under the Available Fields list. A menu appears allowing you to display the fields available for only a particular document type or for all document types:
Select a menu option. The Available Fields list refreshes to reflect your choice.
The PMC enables you to specify JavaScript code for document types and fields. You can specify JavaScript that runs when:
If you code JavaScript for a particular document type, you can access that code when defining JavaScript for individual fields in that document type. For example, if you define a function for the document type, you can call that function on a JavaScript event for a field, such as gaining focus or clicking.
CAUTION: The PMC does not verify any JavaScript code. You are responsible for verifying that JavaScript written for a document type or field is designed and coded correctly.
To specify JavaScript for a document type:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types currently defined.
Click the document type for which you want to specify JavaScript code.
NOTE: If you want to create a new document type first, see Creating document types.
Click the Advanced tab. The Advanced Properties window displays:
Under JavaScript Event, specify when you want the JavaScript to run during the life cycle of the document. Choices include:
If you want the JavaScript code to be available to fields in the document type (for example, if you want to define functions that will be called by individual fields), specify Before Page Is Loaded.
Under JavaScript Code, insert the code. For example, here is some JavaScript code containing two function definitions that is to run before the page is loaded:
Click Save to save the JavaScript specification in the current document type.
To code additional JavaScript for other events, repeat this procedure specifying the alternate event(s) in Step 4 and code in Step 5.
To specify JavaScript for a field:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that are currently defined.
Click the document type that contains the field for which you want to specify JavaScript code. A list of the fields defined for that type appears.
NOTE: If you want to create a new document type first, see Creating document types.
Double-click the field for which you want to specify JavaScript to access the field properties.
Under JavaScript Events, specify when you want the JavaScript to run. Depending on the kind of field (text field, check box, text area, and so on) selected, one or more of these events might be available:
You can specify different JavaScript code for different events.
In the text box next to the JavaScript Events selection box, type your JavaScript code.
If you have defined any functions for the document type that contains the field, you can click Available Functions to select from the list of predefined functions. For example:
A template for the function is inserted into the text box. You can then edit the text box.
For information about defining JavaScript functions for a document type, see
To specify JavaScript for a document type:.
To code additional JavaScript for other field events, repeat this procedure specifying the alternate event(s) in Step 4 and code in Step 5.
CAUTION: If you create a field that references a function defined in a particular document type and then use that field in another document type, you must redefine the function in the second document type before that function can work.
In addition to the required infrastructure such as document types and folders, you can create optional parts of the CM subsystem infrastructure that define display styles and assign categories to content.
Here is a workflow that illustrates the recommended order of operations for setting up the optional CM subsystem infrastructure:
This section provides procedures for performing the following tasks:
Display styles specify how to display content for individual document types. The PMC comes with a default display style that it automatically applies to all content unless you override it by creating custom display styles for document types.
For each display style, you can add one or more XSL style sheets that specify how to render content for particular user agents, such as Microsoft Internet Explorer and Netscape Navigator. You must create the XSL specifications in an external XSL editor, then upload the XSL file to a display style in the PMC.
The PMC treats XSL style sheets like documents—by:
Storing each XSL style sheet in one (and only one) folder, identifying it as a system resource
Requiring authorized users to publish the version of the XSL style sheet they want to apply to content
Before you can create display styles, the following elements of the content infrastructure must be in place:
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Element |
For information see |
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Folder for physically storing XSL style sheets |
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Document type for defining content structure |
Creating document types and Creating fields and adding them to a document type |
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Instances of the document type(s) for which you want to create a display style |
After you complete these tasks, you are ready to:
These procedures are described next.
To create an XSL style sheet based on existing content:
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click to select the folder that contains the content of interest.
A list of documents appears in the content list.
Select the document of interest to open its Property Inspector.
Click Preview in the Property Inspector.
The content opens in a Content Reader window.
The Content Reader refreshes to display the XML code that underlies your content, along with a Show Styled Document button that allows you to redisplay the rendered content.
Copy and paste the XML into an XSL editor and develop an XSL style sheet for the content.
Save the XSL style sheet in an XSL file on your local file system or designated network directory.
Now you are ready to create a display style that will use the XSL style sheet you just created.
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the document type for which you are going to define a display style.
NOTE: If you want to create a new document type first, see Creating document types.
Click the XSL Style Sheets tab.
Two panes appear. The Default Display Styles pane lists any display styles that have already been created for the document type, and the Properties pane displays the properties of a selected display style. In the following example, no display styles have been created yet:
The Create Display Style window opens:
Enter a name for the new display style and (optionally) a description; then click Create the Display Style.
The new display style is added to the Default Display Styles pane.
If you want to designate the display style as the default for the selected document type, select the display style and click Set As Default.
To upload an XSL style sheet to a display style:
Before performing this procedure, you must create an XSL style sheet in an external editor and store the specification as an XSL file on your network.
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the document type that contains the display style of interest.
The document type Property Inspector appears.
Click the XSL Style Sheets tab.
Two panes appear. The Default Display Styles pane lists any display styles that have already been created for the document type, and the Properties pane displays the properties of a selected display style.
In the Default Display Styles pane, select the display style for which you want to add an XSL style sheet.
Click Upload in the Properties pane to upload the XSL style sheet you created externally.
The Upload Style Sheet window opens:
Fill in the fields as follows:
The XSL style sheet is uploaded to the display style. If you expand the display style in the Default Display Styles pane, you will see its list of associated XSL style sheets.
The XSL style sheet is also uploaded as a system resource to the folder you specified in Step 6.
The properties of a document type can include an XSL style sheet that you can specify on the Advanced tab of the document type properties. This style sheet designation is included in the XML of all documents of this type that you create.
The PMC content creation component uses this style sheet to render the data for that document type.
This style sheet designation is different from the styles and style sheets you can specify in the XSL Style Sheets tab (as described under Creating display styles). Those styles are used when displaying components of the document type in the Content Reader.
To specify a style sheet for the document type:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the document type that contains the display style of interest.
A document type Property Inspector appears.
To specify a style sheet document that currently exists in the PMC:
Click Choose Existing Document.
The Search For A Resource window opens.
Search for a document by name, title, or author by selecting the appropriate radio button, entering identifying information, and clicking the Search button.
This example shows a search for all resources that contain PC in their names.
Select the document from the search results.
Your choice is reflected under Style Sheet File.
Click Close Window to exit the Search For A Resource window.
To specify an external style sheet:
A file selection dialog opens.
Browse to the appropriate style sheet and select it.
Your choice is reflected under Style Sheet File.
Next to Style Sheet Folder, click the ellipsis.
The Folder Selection dialog appears.
Navigate to the PMC folder where you want to install the style sheet and click Done.
Your choice is reflected next to Style Sheet Folder.
Click Save to apply the style sheet specification to the document type properties.
To remove a style sheet specification from the document type properties:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the document type that contains the display style of interest.
A document type Property Inspector appears.
Under Document Creation Style Sheet, click Do Not Use Style Sheet.
Click Save to remove the style sheet specification from the document type properties.
If you plan to set up multiple categories for classifying documents, you may want to group them in a meaningful taxonomy.
For more information, see
Classifying content.
Enter Content mode by clicking the Content button in the toolbar.
Your existing taxonomies and categories appear in the content tree view. (You may have to expand the Default root category.)
Click the New Taxonomy icon, located in the bottom-left panel of the PMC.
An Untitled taxonomy appears in the content tree view.
Click Untitled to open the Property Inspector for the new taxonomy:
Fill in the Name and Description fields in the Property Inspector, then click Save.
The name of the taxonomy is updated in the content tree view.
Select the Security tab in the Property Inspector and set security for the taxonomy, as described in Managing content security. Click Save to preserve your settings.
You can create one or more categories for classifying documents within a taxonomy.
For more information, see
Classifying content.
Enter Content mode by clicking the Content button in the toolbar.
Your existing taxonomies and categories appear in the content tree view.
Click the name of the taxonomy that will store your category.
The name appears highlighted.
Click the New Category icon in the bottom-left panel of the PMC.
An Untitled category appears in the content tree view within the selected taxonomy.
Click Untitled to open the Property Inspector for the new category:
Fill in the Name and Description fields in the Property Inspector, then click Save.
The name of the category is updated in the content tree view.
Select the Security tab in the Property Inspector and set security for the category, as described in Managing content security. Click Save to preserve your settings.
Content is defined as information that is viewed or downloaded by users of your Director application. It is important to distinguish content from pages, which are managed in the PAC and present the graphical interface that helps users navigate the Web site.
For more information, see
About the Content Management Subsystem.
The PMC supports content in any format that can be digitized, including HTML and binary content imported from other applications.
Before you can create content for your Director application, the following elements of the content infrastructure must be in place:
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Element |
For information see |
|---|---|
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Folder for physically storing the content |
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Document type for defining content structure |
Creating document types and Creating fields and adding them to a document type |
Within this infrastructure, you will be able to create content that conforms to the standards your organization has set for structure.
Here is the basic task required to create content in the PMC:
First you create content as documents based on a document type; then you can set up relationships between documents by adding child documents and attachments to a parent document.
In addition, you can set up relationships between documents by adding child documents and attachments to a parent document.
This section describes procedures for:
After the content has been developed, authorized users can add optional parts of the content infrastructure as needed—such as custom display styles, taxonomies, and categories. These procedures are covered in Setting up the optional infrastructure.
With the PMC, content developers create content in the form of documents that reside in folders. Each document is stored in one (and only one) folder.
When you create documents, you must specify three types of information:
Information required by the fields that are part of the document type
Dynamic content that can be entered either as HTML directly in the PMC, or uploaded from external files
Each time you edit the content of a document, the PMC creates a new version of the document content. The PMC does not create a new version of the document content if you change only the metadata or custom field values but not the content.
If you want to create a document for the purpose of testing your style sheets, you can use the PMC's Auto Create utility, which automatically fills in boilerplate content for you.
This section describes how to:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select a document type from the list and click Use.
The Create A New Document window opens:
Enter data into any required fields in the General tab (shown above).
This tab contains the basic document metadata, such as name, title, author, folder that contains the document, any categories that contain the document, and so on.
NOTE: Any fields marked with an asterisk are required fields and must be filled in before you can create the document.
Click Custom Fields and enter data for any fields defined for the document type.
Some example custom fields are shown below:
NOTE: Custom fields are in some sense required fields in that you must fill in any empty fields before you can create the document. In the example above, you must fill in the Question Text field and select one of the buttons before the PMC can create the document.
Click Content and specify the dynamic content for the document.
The options for entering content depend on the Default Content setting of the document type (as specified under Creating document types):
If Default Content = Binary, content developers upload content from an external file on the network.
If Default Content = HTML, content developers use the PMC's HTML editor to enter content by typing directly in the edit area or by pasting in HTML source from an external editor.
If Default Content = Choice, content developers can choose the way they enter content, as follows:
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To |
Do this |
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Create content in the HTML editor |
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Upload content from an external source |
NOTE: Users with appropriate privileges can modify the Default Content setting in the document type to restrict the type of content users can enter.
To learn how to work with the PMC's HTML editor, see
Using the PMC's HTML Editor.
Click Add the Content at the bottom of the Create A New Document window.
The document is created in the folder you specified in the General tab.
To view the content you just created, see
Previewing content.
To specify a folder for a new document:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select a document type from the list and click Use.
The Create A New Document window opens.
Click the ellipsis next to the Folder field.
The Folder Selector window opens:
Navigate to the desired folder, click the folder name, and click Done.
The name of the selected folder appears in the Folder field of the Create Content window.
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select a document type from the list and click Auto Create.
The Create Content window opens, with most required metadata and fields filled in.
Fill in any other content as desired and click Add the Content.
The document is created in the specified folder.
Content developers can enter content as HTML using the PMC's HTML Editor.
The only prerequisite is that you must set the Default Content option to HTML or Choice when creating the document type.
For more information about specifying document type options, see
Creating document types.
When you create or edit content using a document type with one of these settings, the HTML Editor appears in the Content tab of the Create A New Document or Edit Content window:
With the PMC's HTML Editor you can:
You can use the HTML Editor to edit the portion of the HTML code that would appear in the <BODY> section, not the entire HTML document. For example, you cannot use the HTML Editor to modify HTML code that would appear in the <HEAD> section of the document.
This section describes how to access and use the PMC's HTML Editor.
To access the PMC's HTML Editor when creating new documents:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select a document type whose Default Content field equals HTML or Choice.
The Create A New Document window opens.
Click Content to access the HTML Editor:
To access the PMC's HTML Editor when editing existing documents:
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the document of interest and select it to open its Property Inspector.
In the Property Inspector, select the General tab and click Check-Out.
The PMC checks out the latest version of the document.
The Edit Document window appears.
Click Content to access the HTML Editor.
For more information about checking documents in and out, see
Checking documents in and out.
To cut, copy, paste, and format text:
Enabling this option has several effects:
Exposes HTML tags in existing text (entered while this setting was disabled)
Allows the HTML Editor to interpret HTML tags as code when typed in directly or pasted in from an outside source
NOTE: If you enter HTML tags when this option is disabled, the tags are not interpreted as code and instead are converted to text.
Position the cursor in the HTML Editor where you want to insert the link.
Click the Create Hyperlink button:
The Create A Link window opens:
Choose the type of link you want to create:
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Type of link |
Description |
|---|---|
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Internal |
Link to content that you created in or uploaded to the PMC |
|
External |
Link to external content |
Select the Internal radio button.
The Search For A Resource window opens:
Search for internal content by name, title, or author by selecting the appropriate radio button, entering the appropriate identifying information, and clicking the Search button.
Select the resource from the search results and click the Close Window button at the bottom of the window.
A text string linking to the resource appears in the Create A Link window. You can click on the text string to view the resource.
Back in the Create A Link window, enter the display text for the link in the Display field and click Add The Link.
Position the cursor in the HTML Editor area where you want to insert the image.
Click the Insert Image button:
The Insert An Image window opens:
Choose the type of image you want to insert:
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Type of image |
Description |
|---|---|
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Internal |
Image that you created in or uploaded to the PMC |
|
External |
Image created outside the PMC |
Select the Internal radio button.
The Search For A Resource window opens:
Search for an internal image by name, title, or author by selecting the appropriate radio button, entering the appropriate identifying information, and clicking the Search button.
Select the image from the search results and click the Close Window button at the bottom of the window.
A text string identifying the image target appears in the Insert An Image window.
Back in the Insert An Image window, enter a title for the image in the Title field.
The title is the hover text that will appear as the cursor moves over the image.
The PMC allows you to create two types of relationships between documents:
The definition of document includes not only documents created in the PMC, but also documents that are uploaded to the PMC, such as images and binary files.
This section describes how to add child documents and attachments to a parent document, and how to remove these relationships.
Users with READ and WRITE permissions can add children to a document. You can add internal child documents or upload external documents.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click to select the folder that contains the content of interest.
A list of documents appears in the content list.
Select the document of interest.
A Child Docs tab appears in the document's Property Inspector.
Click Check-Out to check out your document and then select the Child Docs tab.
Select a document, using one of these methods:
|
To |
Do this |
|---|---|
|
Add an internal document |
|
|
Upload an external document |
The document you select appears as a child of your document in the Property Inspector.
Check your document back in by selecting the General tab, then clicking Check-In.
For more information about checking documents in and out, see
Checking documents in and out.
Users with READ and WRITE permissions can add attachments to a document. You can attach internal documents or upload external documents.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click to select the folder that contains the content of interest.
A list of documents appears in the content list.
Select the document of interest.
An Attachments tab appears in the document's Property Inspector.
Click Check-Out to check out your document and then select the Attachments tab.
To attach an internal document (one that has been created in or uploaded to the PMC):
Click Add in the Attachments pane.
The Search For A Resource window opens.
Search for a document by name, title, or author by selecting the appropriate radio button, entering identifying information, and clicking the Search button.
Select the document from the search results.
The Attachment Properties window opens.
In the Description text area, enter text about the relationship between the parent document and its attachment (optional).
This text appears in the XML generated by the PMC Content Reader.
The document you selected appears as an attachment to your document in the Property Inspector.
To attach an external document:
Click Upload in the Child Docs pane.
The Upload A File Attachment window opens.
In the Description text area, enter text about the relationship between the parent document and its attachment (optional).
This text appears in the XML generated by the PMC Content Reader.
The document you select appears as an attachment to your document in the Property Inspector.
Check your document back in by selecting the General tab, then clicking Check-In.
For more information about checking documents in and out, see
Checking documents in and out.
To remove relationships between documents:
To remove the relationship between a parent document and its child or attachment, you need READ, WRITE, and LIST permissions.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click to select the folder that contains the content of interest.
A list of documents appears in the content list.
Select the parent document of interest to open its Property Inspector.
Check out the parent document by clicking Check-Out in its Property Inspector.
Check out the attachment or child document of interest by selecting it in the content list and clicking Check-Out in its Property Inspector.
Select the parent document again and then choose the Attachments or Child Docs tab in its Property Inspector.
Select the attachment or child document of interest in the parent's Property Inspector.
The Property Inspector refreshes to provide a Remove Relationship button.
Click the Remove Relationship button.
The attachment or child document disappears from the parent's Property Inspector, but remains in its PMC folder.
Check the parent and child (or attachment) back in by selecting the General tab, then clicking Check-In.
NOTE: The parent and child (or attachment) must both be checked out to sever the relationship. Otherwise, the Remove Relationship button will not appear. Even after you sever the relationship, the attached file or child document remains in the PMC.
For more information about checking documents in and out, see
Checking documents in and out.
The PMC lets content developers maintain content by revising structure, properties, and display style as often as needed.
Here is a workflow that shows the variety of operations available to authorized users who are responsible for maintaining content in the PMC:
This section presents procedures for performing these tasks:
Users with READ permission can preview documents to get a view of how content will appear to users of the Web site. Using the preview function, document reviewers verify the accuracy, structure, and layout of content before it is published.
To preview the latest version of content:
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click to select the folder that contains the content of interest.
A list of documents appears in the content list.
The latest version of the document's content opens in the Content Reader window:
To preview a specific version of content:
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click to select the folder that contains the content of interest.
A list of documents appears in the content list.
A list of content versions appears, ordered from most recent to earliest.
The currently published version of content appears with the published-version icon:
If no version has been published, all versions appear with the default document icon:
The version name appears highlighted.
The selected version of the document's content opens in the Content Reader window:
NOTE: If no version of this document has been published, no dynamic content appears in the Content Reader. Instead, a message appears at the bottom of the Content Reader window indicating that there is no currently published content for the document. For information about publishing content, see Administering version control.
Users with READ and WRITE permission can edit content. Documents must be checked out before they can be modified. The PMC applies edits to the latest version of a document and saves the modifications as a new (later) version.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click to select the folder that contains the content of interest.
A list of documents appears in the content list.
An edit window appears in which metadata, fields, and dynamic content can be modified.
Edit the content, then click Update the Content.
NOTE: To undo your edits, click the Reset button to return the document to its original state.
The updated content is saved in a new version of the document.
For more information, see
Checking documents in and out.
Users with READ, WRITE, and LIST permissions can modify the properties of the following CM elements in the PMC:
Select the CM element of interest and open its property sheet.
TIP: Here's how to access the Property Inspector for each element:
|
CM element |
How to access |
|---|---|
|
Folder |
|
|
Taxonomy and category |
|
|
Document |
|
|
Document field |
|
For |
Do this |
|---|---|
|
Folders, taxonomies, categories, and documents |
Click Save. |
|
Document fields |
For information about checking documents out and in, see
Checking documents in and out.
You can change the folder, categories, and taxonomies anytime for any document for which you have READ, WRITE, and LIST permissions.
To change a document's folder:
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click the folder that contains the document of interest.
A list of documents appears in the content list.
An edit window appears.
Click the ellipsis next to the Folder field.
The Folder Selector window opens:
Navigate to the new folder, click the folder name, and click Done.
The name of the new folder replaces the old one in the Folder field of the edit window.
To assign a document to categories or taxonomies:
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click the folder that contains the document of interest.
A list of documents appears in the content list.
An edit window appears.
Click the ellipsis next to the Categories field.
The Category Selector window opens:
Navigate to the appropriate category or taxonomy and click the name.
The name of the new category appears in the Categories field of the edit window.
You can click additional categories and taxonomies to add the document to them.
If you click a category or taxonomy that already contains the document, that document is removed from that category or taxonomy. (In the Edit Document dialog, this is reflected by removing the name from the Categories listing.)
When you have finished specifying categories and taxonomies, click Done.
The Category Selector window closes and your choices are reflected in the Categories listing.
Enter other content as needed and click Update and Close.
The Edit Document dialog closes.
To change a document's categories or taxonomies:
Enter Content mode by clicking the Content button in the toolbar.
Your existing taxonomies and categories appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click the category or taxonomy that contains the document of interest.
A list of documents appears in the content list.
An edit window appears.
Select the ellipsis next to the Categories field.
The Category Selector window opens:
Navigate to the desired category or taxonomy and click the name.
The name of the new category appears in the Categories field of the edit window.
You can click additional categories and taxonomies to add the document to them.
If you click a category or taxonomy that already contains the document, that document is removed from that category or taxonomy. (In the Edit Document dialog, this is reflected by removing the name from the Categories listing.)
When you have finished specifying categories and taxonomies, click Done.
The Category Selector window closes and your choices are reflected in the Categories listing.
Authorized users can modify a display style by uploading changes to its XSL style sheets. The PMC stores these updates as new versions of the style sheets. Users then publish the version they want to apply to content.
This section describes the procedure for modifying style sheets in a display style.
NOTE: Before you begin, make sure you have updated the style sheet in an external editor and can access the file containing these modifications from your local file system, the network, or the PMC.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the folder that contains the XSL style sheet you want to modify.
Select the style sheet of interest to open its property sheet.
The style sheet is checked out and appears with the checked-out document icon:
Switch to Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the document type that contains the display style you want to change.
A document type Property Inspector appears.
Click the XSL Style Sheets tab.
Two panes appear. The Default Display Styles pane lists the display styles that have been created for the document type, and the Properties pane displays the properties of a selected display style.
In the Default Display Styles pane, expand the display style you want to modify to display its associated XSL style sheets.
Select the style sheet you want to modify and click Upload.
The Update Style Sheet window opens:
Enter the name of the updated XSL style sheet using one of these methods:
Select Choose Existing Document to search for an updated XSL file that has already been uploaded to the PMC.
A new version of the XSL style sheet is created.
Enter Content mode by clicking the Content button in the toolbar.
The style sheet document should still be selected with its Property Inspector open.
For more information about checking documents in and out, see
Checking documents in and out.
NOTE: To apply the updated style sheet to content, you must publish the new version, as described in Administering version control.
Authorized users can edit document types. All changes apply to legacy documents as well as new documents of the designated type.
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the document type you want to modify and click Edit.
The Edit This Document Type window opens:
Click Extended Options to view and change additional document type options.
Edit fields and options as needed.
For details about the individual options, see
Creating document types.
Authorized users can edit fields, but only from within the document types where the fields were originally created.
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the document type in which the field was created.
The fields defined for that document type appear along with the list of all available fields.
NOTE: The Available Fields list displays the parent document type in parentheses next to each field. Use this information to verify that you are editing the field in its parent document type.
Select the field you want to edit and click Properties.
The Property Inspector opens.
Edit the properties of the field as desired and click Update.
There are occasions when a content administrator needs to set an expiration date for documents that have a limited life span. The PMC allows users with WRITE privileges to set or change this date anytime after the document is created.
When expiration dates are set, developers can write queries in components to remove expired content, or write a scheduled business object to check expiration dates and take specified actions if content is obsolete.
To set the expiration date of a document:
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Click to select the folder that contains the document of interest.
A list of documents appears in the content list.
Select the document of interest to open its Property Inspector.
In the Expiration Date field, enter an expiration date of the form:
YYYY-MM-DD HH:MM:SS
For more information about checking documents in and out, see
Checking documents in and out.
Authorized users can delete the following CM elements in the PMC:
When you delete a folder, all folders and documents it contains are also deleted.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Select the folder of interest to open its Property Inspector.
When a confirmation window appears, click OK.
The PMC deletes the folder and all its contents.
When you delete a taxonomy or category, all categories it contains are also deleted. Documents are always retained in their parent folder, even if their assigned taxonomies or categories have been removed.
To delete a taxonomy or category:
Enter Content mode by clicking the Content button in the toolbar.
Your existing taxonomies and categories appear in the content tree view. You may need to expand some of these containers to see the complete view.
Select the taxonomy or category of interest to open its Property Inspector.
When a confirmation window appears, click OK.
The PMC deletes the taxonomy or category and all of its contents.
You must check out a document before you can delete it. When you delete a document, all versions are removed.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the document of interest and select it to open its Property Inspector.
In the Property Inspector, select the General tab and click Check-Out.
The Property Inspector refreshes to display new function buttons.
When a confirmation window appears, click OK.
The PMC deletes all versions of the document.
For more information about checking documents in and out, see
Checking documents in and out.
When you delete a display style, the PMC also removes all XSL style sheets that have been created for that display style.
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the document type that contains the display style to delete.
Select the XSL Style Sheets tab.
A list of the document type's display styles appears in the Default Display Styles pane.
When a confirmation window appears, click OK.
The PMC deletes the display style and all of its XSL style sheets.
When you delete a document type, the PMC also removes all documents that have been created using that document type.
There is another side effect of deleting document types: any fields that were created within that document type are adopted by a new parent—the system document type—that appears in the Document Types list as _PmcSystemDefaultType.
Once adopted, these fields remain part of the available pool of fields but can be edited only from within _PmcSystemDefaultType. You can easily identify adopted system fields: they appear in the Available Fields pool with the suffix --System Field appended to their names.
In the following example, Multiple Choice is an adopted system field:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
When a confirmation window appears, click OK.
The PMC deletes the document type and all documents that have been created using that document type.
There are two ways to delete document fields
From the PMC You can delete document fields permanently from the PMC, but only from within the document types where they were originally defined. When you delete a field from the PMC, the field is removed from all existing documents in which it appeared and from the pool of available fields.
CAUTION: Although this is a convenient way of applying one deletion to multiple documents, be aware that the effect is global and irreversible.
To permanently delete a document field from the PMC:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
When a confirmation window appears, click OK.
The PMC deletes the field from the Available Fields pane and from all documents that have been created using document types that contain the field.
From the parent document type You can delete document fields from the document types where they were originally defined but leave them in the available pool of fields for later use. Once a field is removed from its parent document type, it is adopted by the system document type _PmcSystemDefaultType. You can then add the field to any document type, but edit it only from the system document type.
What happens to legacy documents when you remove a field from its parent document type? There are two scenarios:
For more information about the Clean-Up Data option, see
Creating document types.
To delete a document field from a document type:
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the field in the Fields pane and click the Remove Field button:
The field is removed from the Fields pane and refreshes in the Available Fields pane as a system field.
In organizations responsible for developing and maintaining Director applications, CM is a dynamic process that often involves multiple users interacting concurrently with a shared set of files within a common infrastructure.
To preserve the integrity of data in this type of environment, the PMC provides a number of safeguards for effectively administering content:
This section describes how to check documents in and out and administer version control.
Here is a workflow that illustrates the recommended order of operations for administering content in the PMC:
To prevent concurrent access to documents in a multiuser environment, the PMC provides checkin and checkout capability to users with READ, WRITE, and LIST permissions—typically the users who are content developers and administrators.
Authorized users must check out documents before they can make any changes to the content, including:
These rules also apply to XSL style sheets, which when uploaded to the PMC are managed in the same way as documents that are created in the PMC.
This section describes what happens during checkin and checkout and explains how to perform the following tasks:
Checking out a document locks it, preventing other users from modifying the content. Users with READ permission can preview the currently published content of checked-out documents.
The PMC marks checked-out documents for easy identification with a checkmark icon and displays the name of the user who has locked the content. In the following example, the document PSAT3 has been checked out by user administrator:
In this example, the user dba now becomes the owner of the document and the only user with authorization to save, delete, edit, and check in the document. If other users try to access PSAT3, they will not see the Save, Delete, Edit, or Check In buttons on the property sheet—even if they have WRITE permission for PSAT3—and they will only see the Preview button if they have READ permission for PSAT3.
When a document is checked out, the latest version is locked for editing by the owner. The only way to modify an earlier version of a document is to roll back to that version, as described in Administering version control.
Using the Check-Outs View The Content tab contains a Check-Outs View that displays checkouts for either the current user or other users. Here is a sample Check-Outs View display, with a single file checked out to the current user:
Using the Check-Outs View, you can:
View checkouts for the current user or for other Director users
View the property inspector for the checked-out document by selecting it in the list
When a document is checked in by its owner, any content modifications are saved as a new version, accessible from the Versions tab in the document's property sheet. Other authorized users are then free to check out the document for editing and will get the most up-to-date version of the content.
Content administrators can implement an automatic checkin feature when they create document types. When this feature is enabled, the PMC automatically checks in any document of the specified type after it is edited.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the document of interest and select it to open its Property Inspector.
In the Property Inspector, select the General tab and click Check-Out.
The PMC checks out the latest version of the document, indicating who has locked the content and changing the document icon to the checked-out icon:
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the checked-out document of interest and select it to open its Property Inspector.
In the Property Inspector, select the General tab and click Check-In.
The PMC checks in the document, making the most current version of the content available for other users to edit.
To enable automatic checkin for an existing document type:
This option is available only to administrators.
NOTE: You can also set this parameter when you create a new document type, as described in Creating document types.
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the document type for which you want to set automatic check-in, and click Edit.
The Edit This Document Type window opens:
Check the Auto-Checkin check box and click Update Document Type.
When you edit a document of this type, the PMC automatically checks in your modifications.
The PMC provides version control to systematically maintain a history of changes to documents and ensure that the correct content is published. The version control system allows administrators with PUBLISH privileges to perform the following tasks:
By default, you receive the latest version of content when you check out and edit a document in the PMC. If you want to revert to and modify earlier content, you can roll back to a previous version. Rolling back deletes all later versions of content and sets the target version as the most current.
You must check out a document before you can publish, unpublish, or roll back versions of that document. If you have not checked the document out, you can only preview versions of the content.
Any user who opens a document will see a Versions tab in the document's Property Inspector. Here is an example of what the Versions panel looks like:
In this example, any user who selects the document PSAT1 can preview its two versions.
Users with PUBLISH permission can check out PSAT1 and gain the ability to publish, unpublish, and roll back versions, as shown in the refreshed Property Inspector:
Content administrators can also implement an automatic publish feature when they create document types. When this feature is enabled, the PMC automatically publishes the content of any document of the specified type if that content is changed.
This section explains how to perform the following version control tasks:
You can publish any version, even if it is not the latest. The PMC allows only one version of a document to be published at any given time.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the document of interest and select it to open its Property Inspector.
In the Property Inspector, select the General tab and click Check-Out.
The PMC checks out the latest version of the document.
Select the Versions tab, then select the document version you want to publish.
The PMC publishes the version you selected, marking it with the published-version icon:
Return to the General tab and click Check-In.
The published version cannot be edited, even when the document is checked out.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the document of interest and select it to open its Property Inspector.
In the Property Inspector, select the General tab and click Check-Out.
The PMC checks out the latest version of the document.
Select the Versions tab, then select the published version you want to unpublish.
Published versions appear with this icon:
The PMC unpublishes the version you selected, marking it with the default document icon:
To roll back to a previous version:
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the document of interest and select it to open its Property Inspector.
In the Property Inspector, select the General tab and click Check-Out.
The PMC checks out the latest version of the document.
Select the Versions tab, select the version you want to roll back to, and click Rollback.
When a confirmation window opens, click OK.
The PMC deletes all versions created after the selected version—even if one of these later versions was already published. The selected version becomes the latest version.
Only users with administrative privileges can implement this feature. Enabling automatic publish produces the following effects:
Whenever you edit the dynamic content of a document, the PMC automatically publishes a new version of the document.
If you edit only the metadata and field portions of a document, the PMC updates and publishes the latest version of the document.
Enter Templates mode by clicking the Templates button in the toolbar.
A panel appears listing all document types that have been defined.
Select the document type for which you want to set automatic checkin, and click Edit.
The Edit This Document Type window opens:
Check the Auto-Publish check box and click Update Document Type.
When you edit and save a document of this type, the PMC automatically publishes your modifications as a new version of the content. This latest version becomes the published version, regardless of whether an earlier version was already published or no earlier versions were published.
NOTE: You can also enable automatic publish when you create a new document type, as described in Creating document types.
The PMC does not automatically set publish dates, although content administrators with WRITE privileges can set publish dates manually anytime to mark documents for publication. After that, developers can write scheduled business objects that publish documents based on these dates.
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the document of interest and select it to open its Property Inspector.
In the Property Inspector, select the General tab and click Check-Out.
The PMC checks out the latest version of the document.
In the Publish Date field, enter a publish date of the form:
YYYY-MM-DD HH:MM:SS
The PMC allows administrators—and other users with PROTECT privileges—to control access to CM elements. Administrators can assign users and groups various levels of access permission on an element-by-element basis to the following types of content:
When users with PROTECT privileges open one of these CM elements in the PMC, they will see a Security tab in the Property Inspector. The Security tab displays controls for assigning levels of access to the selected CM element.
For example, here is what the Security tab looks like after assigning the ContentAdmins Group WRITE access to the document PSAT1:
The PMC provides security-sensitive controls as part of its user interface. It gives you only those CM capabilities that are permitted by the security privileges assigned to you for each CM element.
For example, if you have WRITE privileges for all documents, you can check out and edit any document in the PMC. However, if you do not have WRITE privileges for documents in a confidential folder, you will never see Edit and Check-Out controls in the property sheets of documents residing in that folder.
Here is the basic task for securing content in the PMC:
This section explains how to manage security in the PMC and includes the following topics:
Administrators with PROTECT privileges can assign users various levels of content access based on their roles in the organization.
The PMC allows authorized users to assign the following access permissions:
While each of these access permissions is assigned to CM elements individually (as described in Setting security on CM elements), it is not necessary to explicitly set access permissions on each element. A CM element can inherit access permissions from its parent element.
For more information on setting CM element permissions through inheritance, see
Cascading security.
The following table describes which permissions are required for performing specific CM operations in the PMC:
To learn how to give users and groups levels of access to individual CM elements, see
Setting security on CM elements.
Generally, security settings cascade from parent to child in the hierarchical relationships of CM elements. The following content hierarchies exist in the PMC:
Physical hierarchy of root folders 
, folders 
, and documents
:
Logical hierarchy of taxonomies 
, categories 
, and documents
:
Inherited security When a new child is created in either hierarchy, it inherits the parent's security settings. Child elements can also inherit changes to a parent's access permissions, but you must explicitly enable this behavior, as described in Setting security on CM elements.
Users with PROTECT privileges can set security on the following CM elements:
To set security on documents and folders:
Enter Content mode by clicking the Content button in the toolbar.
Your existing folders appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the folder or document of interest and select it to open its Property Inspector.
Assign this permission to the appropriate users and groups by following these steps:
To allow existing children of the selected folder to inherit the new security setting, check Apply Security To Existing Children.
To set security on categories and taxonomies:
Enter Content mode by clicking the Content button in the toolbar.
Your existing categories and taxonomies appear in the content tree view. You may need to expand some of these containers to see the complete view.
Navigate to the category or taxonomy of interest and select it to open its Property Inspector.
Assign this permission to the appropriate users and groups by following these steps:
|
To |
Do this |
|---|---|
|
Assign individual users and groups |
NOTE: You cannot multiselect users and groups from Available Users. |
|
Assign all users and groups |
Click the double-arrow button. |
To allow existing children of the selected folder to inherit the new security setting, check Apply Security To Existing Children.
The search facility of the PMC uses the Autonomy search engine (DRE). The Autonomy DRE uses conceptual pattern matching, which is a more sophisticated form of searching than keyword-based full-text searching.
Before you can use the search facility in the PMC, you must:
Configure the Autonomy DRE to interface properly with your server.
For instructions on configuring Autonomy for use with your server and the CM subsystem, see the section on configuring your environment in the Search Guide.
Configure the CM subsystem to link to the Search service for your Director EAR project.
You can make search configuration settings when you create your project. After you have created a project, you can change search configuration settings for the CM subsystem in the Director EAR Configuration tool.
NOTE: For changes in content to be immediately available to the PMC's search facility, you must set the Synchronization Mode to immediate and select which document operations you want to trigger immediate synchronization (for example, checkin and publish). In batch mode, changes are propagated to the DRE by the synch task.
If you have made configuration changes in an existing project, redeploy your project.
After you have configured you environment for the Autonomy DRE and configured the search options for you project, you can use the search facility in the PMC.
To perform a search in the PMC:
Enter Content mode by clicking the Content button in the toolbar.
Enter the word or phrase you want to search for in the Search Text box.
(Optional) Set any other search options you want to use to refine your search. See Search options.
The Search view In the Search view:
In the Content List, there is a Weight column between the Name and Description columns. The numbers in the Weight column indicate the relevance of each found document to the search criteria, expressed as a percentage.
Documents found by the search are listed in the Content List. If you click on a document to select it from the list, the Content Property Inspector appears, as shown in Step 2 above.
If you are not getting the results you expect If the search facility is not finding documents you expect it to find:
Make sure you have created or imported content into your repository.
Review the synchronization settings for your project. You can do this in the Director EAR Configuration tool.
If you are using immediate synchronization, make sure you have made your documents available to the search engine by performing one or more of the operations you chose when you configured immediate synchronization on each of the documents.
In the Search Pane, you can set a number of options to refine your search:
The following table explains how to use the search options:
|
Option |
How to use the option |
|---|---|
|
Search Text |
Enter the word or phrase you want to search for. |
|
Query Type |
Select the type of search you want to perform:
|
|
Min. weight |
Enter the minimum weight for a document to be displayed in the Content List. The weight of a found document is a measure of its relevance to the search text. The search engine assigns a percentage value to each document, with 100% representing the greatest possible relevance. |
|
Max. number of results |
Enter a number that specifies the greatest number of documents you want to be displayed in the Content List. |
|
Sort by |
Select a sort order from the dropdown list. The available choices are: |
|
Search Within Date Range |
Select the Search Within Date Range check box if you want to restrict the search to documents created within a specified time period. For both the From and To dates, enter the day, month, and year in the corresponding text boxes. |
|
Batch Mode |
Check the Batch Mode check box if you want a subset of the found documents to appear in the Content List. When using batch mode, it is helpful to think of the full set of found documents as an array, ordered according to the sort order you indicate in the Sort by box. The documents that are displayed are selected from the full set of found documents, based on the numeric values you enter in the Start and Size boxes:
Example You perform a search without using batch mode that returns six documents. Then you repeat the search in batch mode, indicating a Start value of 1 and a Size value of 3. The search now returns the second, third, and fourth documents from the original set of found documents, based on the order in which they initially appeared in the Content List. |
|
Field Search |
Enter a field search expression. The syntax of a field search expression is: fieldname1=value1 operator fieldname2=value2 ...
where:
Example If you want to limit your search to all HTML documents written by user admin, the field search expression you would use is: author=admin AND mime-type=text/html |
|
Suggest More |
If you want to find documents related to a document that was found by previous search, select that document in the Content List and click the Suggest More button. The list of documents found by the previous search is replaced by a list consisting of the selected document and any related documents. |
This section describes how to import and export content using the PMC.
For background information about how the functions work and how to customize the import and export functions, see
Importing and Exporting Content.
The PMC allows you to export CM data from your repository, beginning from any point in the Content Tree. You can also export the entire contents of a CM system from the toolbar.
Similarly, the PMC allows you to import CM data at any point in the Content Tree, or the entire contents of a CM system from the toolbar.
Uses for the import and export facilities include:
Importing and exporting CM infrastructure It is also possible to export and import all or part of the supporting infrastructure of your CM subsystem, such as fields or document types.
Import and export archives When you export CM data from the PMC, it is stored in a ZIP file that serves as a structured export archive. When you import CM data using the PMC, it must be imported from a ZIP file that follows the same structure as the export archive. When you import CM data that has been exported from a CM repository, you import directly from the export archive.
Here is what happens when you export or import CM data, depending on the starting point for the operation:
For more information on what goes into the export archive and how the archive is structured, see
Structure of the data import or export archive.
This section explains how to export CM data from the toolbar and the Property Inspectors.
NOTE: Before you export data, be sure to review the section Best practices and prerequisites.
The Export button on the toolbar allows you to export the entire contents of your CM subsystem, or to perform a customized export using a descriptor file called the data export descriptor (DED).
To export content from the toolbar:
Click the Export button on the PMC toolbar.
The Export Pane displays:
Click the Browse button and navigate to the DED file you want to use for this export.
Click OK in the question box that appears:
In the File Download dialog, click Save:
In the Save As dialog, navigate to the folder where you want to store the export archive, give the archive file a unique name, and click Save.
For more information about the archive, see
Structure of the data import or export archive.
To export content from a Property Inspector:
Enter Content mode by clicking the Content button on the PMC toolbar.
Select the starting point for the export by doing one of the following:
OR
In the Content Tree, click any folder other than the Default folder. The Folder Property Inspector displays:
OR
Follow Step 5, Step 6, and Step 7 in To export content from the toolbar: to name and save your export archive.
For a description of the contents of the export archive file, see
Structure of the data import or export archive.
You can configure and customize the export process by editing the DED.
For more information, see
Customizing imports and exports.
This section describes the import process and explains how to import data into your CM subsystem from the toolbar and the Property Inspectors.
NOTE: Before you import data, be sure to review the section Best practices and prerequisites.
If you want to import data that was not previously exported from a CM repository, you can do this manually by assembling an import ZIP file, or programmatically using the CM API. For more information, see Customizing imports and exports.
If you are importing data that was previously exported from a CM repository—for example, as part of a moving or copying process—you import directly from the export archive so that the archive will automatically follow the required structure.
Unlike with exporting content (when you can configure the process only from the toolbar), when you are importing content you can configure the process regardless of the starting point. You do this by adding a data import descriptor (DID) to the import archive file or editing the existing file before performing the import.
NOTE: When you are importing previously exported CM data, the import archive will always contain a DID (called contentmgmt_did.xml) in the contentmgmt-inf folder.
For more information about the DID, see
About the data import descriptor.
The Import button on the toolbar allows you to import CM data from an import archive into the Default folder of a repository.
To import content from the toolbar:
Click the Import button on the PMC toolbar.
The Import Pane displays:
In the Choose File dialog, browse to the import archive you want to use and click Open:
You can import from the Repository Property Inspector and the Folder Property Inspector (but not from the Content Property Inspector).
To import content from a Property Inspector:
Enter Content mode by clicking the Content button on the PMC toolbar.
Select the starting point for the import by doing either of the following:
OR
In the Choose File dialog, browse to the import archive you want to use and click Open:
The following table shows the internal folder structure of a data import or export archive file and explains what each folder contains:
This section provides some notes on best practices for importing and exporting CM data.
If you are planning to export or import a very large amount of CM data, it is important to keep the memory capacity of your machines in mind as you plan your operation.
During an import or export operation, all objects representing elements of the repository must be present in memory at the same time. That means the amount of available memory imposes a practical limit on the size of a repository you can process in a single operation.
The best way to approach a large-scale operation is to export or import your source repository in logical chunks. For example, you might export all your document types in one operation, your fields in another operation, and so on, ending with exporting or importing your document content in manageable chunks according to the folder structure of your repository.
This section applies primarily to importing CM data that has been exported from another repository.
Permissions to establish in the import target The user who performs the export from the source repository must exist and must have the SearchAdmin WRITE permission in the target repository.
Users to create in the import target You need to make sure that if any documents were checked out at the time of export, the users to whom they are checked out have been created in the repository into which you are importing.
If these users do not exist in the import repository, the import will fail.
Tasks mode allows you to view, start, and stop automated CM tasks from the PMC.
Several tasks are installed with the CM subsystem. You can modify these installed tasks and/or create new, custom tasks to meet the specific needs of your application.
For more information on tasks, including how to create and modify tasks, see
Managing Tasks.
You enter Tasks mode by clicking the Tasks button on the PMC toolbar. The task display appears, as in this example:
This display provides the following information about the tasks defined on your server:
Tasks are not persistent across application server sessions. Each time you restart your server, you must restart your each of your tasks.
Enter Tasks mode by clicking the Tasks button in the toolbar.
Click the Start Task button to start the task or the Stop Task button to stop the task.
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Content Management Guide |
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