Documents (Application View)

The Documents explorer displays documents and files uploaded into the project The common workspace for members working together on a project..

This topic discusses:

Common Actions
Documents Table Pane
Explorer Action Bar
Details Pane for the Root Folder
Details Pane for Folders
Details Pane for Files

Common Actions

Like other explorers in the application view, the Documents explorer has a hierarchical navigation tree A tree of subfolders in the navigation pane of the application view. To view the contents of the navigation tree on the table pane, click on a node or folder in the navigation tree., a common toolbar with buttons that change according to the permission level of the user, a table pane Upper right section of the application view. The table pane displays all objects contained in the node you selected in the navigation tree. You can also view detailed information about the objects in the table pane by selecting the check box next to the item. Detailed information appears on the details pane., and a details pane Lower right section of the application view. You can view details and descriptions (if provided) of items selected in the table pane. You can also perform various actions, such as notifying others about the document you uploaded or subscribing to a discussion..

If you have a limited permission level, you cannot see all the buttons in the action bar. In addition, only buttons that apply to the object you have selected are enabled; until you have selected an object, many buttons are grayed out and disabled. Buttons with are context-sensitive and have submenus. What these buttons do depends on what object you have selected in the explorer.

To apply an action to a folder, such as deleting it or uploading files into the folder, select the folder in the navigation tree A tree of subfolders in the navigation pane of the application view. To view the contents of the navigation tree on the table pane, click on a node or folder in the navigation tree. first.
To apply an action to a file, such as editing its properties or publishing it to the Knowledge Directory, select the document folder in the navigation tree and select the file in the table pane Upper right section of the application view. The table pane displays all objects contained in the node you selected in the navigation tree. You can also view detailed information about the objects in the table pane by selecting the check box next to the item. Detailed information appears on the details pane. first. If you do not select a file, the action may apply to the document folder instead of the file, or the buttons in the action bar remain grayed out.
To unselect a file, clear the check box to the left of the file name.
To view the file itself, click the file name in the Name column of the table pane.

For information on the application view banner, see About Application View; for more information about the components of the explorer, see Navigating the Explorers; for more information on permission levels, see the Permission Matrix.

Documents Table Pane

When you select a folder, the table pane displays its contents.

Column	Description
Name	Name of the file. To view the properties of the file in the details pane, subscribe to the file, or attach discussions and task lists to it, click to the left of the file name. File names that appear in a red font are waiting to be approved by either a moderator of the folder in which the file exists, or a user who has Admin access to that folder. Click or to approve or reject the file.
Size	The size of the file in kilobytes.
Date Modified	The date and time when the file was last modified.
Checked in By	The user who checked in the file. To see the user profile of the user, click his or her user name. If the instant messaging feature is enabled, you can click the online presence indicator to chat online with the user.
Checked out By	The user who checked out the file. To see the user profile of the user, click his or her user name. If the instant messaging feature is enabled, you can click the online presence indicator to chat online with the user.

Explorer Action Bar

If a button is disabled, you either do not have permission to perform the action or the action does not apply to your file. For more information on permission levels, see the Permission Matrix.

Click	To
	Navigate to the parent folder.
New	Create a new Microsoft Office document. Click the project name (the top node) in the navigation tree first. Clicking displays the submenu.
Folder (New Submenu)	Create a new document folder. You can create up to 20 levels of subfolders. In the New Folder Properties dialog box, set its properties and security. For step-by-step instructions on how to create a folder, see Creating Folders.
Office Document (New Submenu)	Create a new Microsoft Word, Excel, or PowerPoint file. For more information, see Office Document.
Web Folder (New Submenu)	Map a new Web folder. Mapping a Web folder lets you use Microsoft Windows Explorer to navigate the document hierarchy in Oracle WebCenter Collaboration. For more information, see About Web Folders. To view the changes you made in Windows Explorer in the Documents explorer, refresh the application view by pressing F5 on your keyboard.
Upload	Upload single or multiple files into Oracle WebCenter Collaboration. You must have the Bulk Upload to Collaboration activity right to upload multiple files. If you want to upload multiple files, click in the Upload button, and select Multiple Files from the menu. Before you upload a file or a folder of files, select the document folder where you want the uploaded files to reside. For step-by-step instructions on how to upload files or folders, see Upload.
Edit	Edit the properties of the selected object. Edit the properties and security settings of a folder. Select a folder in the navigation tree first. Edit the moderators of all folders in this project. Select the root node in the navigation tree first. Edit the moderators of a folder and its subfolders. Select a folder in the navigation tree first. Edit the properties and security settings of a document or file. Select a file in the table pane first. Clicking displays the submenu.
Copy (Edit Submenu)	Copy the selected object. Copy a folder and all its contents and properties to a different folder. You can place the copy of the folder within the same project or in another project. Select the folder you want to copy in the navigation tree before you click Edit \| Copy. Copy a file. You can place the copy within the same folder. Select the file you want to copy in the table pane before you click Edit \| Copy. For more information, see Copy Document or Folder.
Move (Edit Submenu)	Move the selected object. Move a folder and all its contents and properties to a different folder or project. Select a folder in the navigation tree before you click Edit \| Move. Move a file to a different folder or project. Select a folder in the table pane before you click Edit \| Move. For more information, see Move Document or Folder.
Create Shortcut (Edit Submenu)	Create a shortcut to a file.
Properties (Edit Submenu)	Edit the properties of the selected object. Edit the properties of a folder. Select a folder in the navigation tree first. Edit the properties of a file. Select a file in the table pane first.
	Delete the selected objects. Delete the folder and its entire contents. Select a folder in the navigation tree first. Delete the file. Select a file in the table pane first. For step-by-step instructions on how to delete documents, see Deleting Documents.
WebEdit	Edit a file directly without going through the check-in and check-out process. Your administrator configures which of the following options is enabled: The Collaboration Office Tools Add-In lets you choose from several check-in options and type check-in comments. Note that you can edit only Microsoft Office files directly; other files (such as a bitmap file) must go through the check-in and check-out process. For details, see Collaboration Office Tools Add-In. The Office task pane lets you access key Oracle WebCenter Collaboration project features directly from your Microsoft Office documents. For details, see Using the Office Task Pane.
	Check in the file. When you check the revised document back in, users can view the new version and check it out for additional revision.
	Check out the file. Once uploaded, documents can be checked out for revision and then checked back in. If you check out a document for revision, no one else can modify it.
	Undo the check-out and revert to the previous version.
Publish	Publish a file to the portal Knowledge Directory or to Oracle Universal Content Management.
Publish (Publish menu)	Publish a file to the portal Knowledge Directory. The published file must be approved by the portal administrator before it becomes accessible to portal users.
Publish to UCM (Publish menu)	Available when export to Oracle Universal Content Management is enabled in Oracle WebCenter Collaboration. Publish a file to Oracle Universal Content Management.
Initiate Process	Available when Oracle WebCenter Collaboration is integrated with AquaLogic BPM and when you have access to the Process - Applications portlet. Initiate a process with the file. For more information about Oracle WebCenter Collaboration's integration with AquaLogic BPM Workspace Extensions, see About BPM Integration.
QuickLinks	Add a My QuickLink A My QuickLink is a bookmark that you can create to a Collaboration object. Collaboration places this link in the object's associated My Tasks, My Documents or My Discussions portlet. To view only the objects that are accessible by My QuickLinks, click View \| QuickLinks in the My Tasks, My Documents or My Discussions portlets. or Community QuickLink A Community QuickLink is a bookmark that a Community Manager can create to a Collaboration object. Collaboration places this link in the object's associated Community Tasks, Community Documents or Community Discussions portlet. To view only the objects that are accessible by Community QuickLinks, click View\| QuickLinks in the Community Tasks, Community Documents or Community Discussions portlets. to a document or file to make the document or file easily accessible from the My Documents or Community Documents portlets.
Add to My QuickLinks (QuickLinks menu)	Add the document or file to the list of QuickLinks on the My Documents portlet.
Add to Community QuickLinks (QuickLinks menu)	Community Managers only. Add the document or file to the list of QuickLinks on the Community Documents portlet.
Remove from My QuickLinks (QuickLinks menu)	Remove the document or file from the list of QuickLinks on the My Documents portlet.
Remove from Community QuickLinks (QuickLinks menu)	Community Managers only. Remove the document or file from the list of QuickLinks on the Community Tasks portlet.
Download	Download one or more files or folders that you selected in the table pane or navigation tree. If you selected one file, choose to open or save the file. If you selected anything else, the Zip Download process begins. For more information, see Download Files.
Single File Download (Download Submenu)	Download one file that you selected in the table pane.
Zip Download (Download Submenu)	Download one or more files or folders that you selected in the table pane or navigation tree as a .zip file. For more information, see Download Files.
	Available only to moderators of the folder in which the file exists and users with Admin access to that folder. Approve a document. When a document name appears in a red font it is awaiting approval. Check the box next to the document name and click this button to approve this version of the document.
	Available only to moderators of the folder in which the file exists and users with Admin access to that folder. Reject a document. When a document name appears in a red font it is awaiting approval. Check the box next to the document name and click this button to reject this version of the document. The Document Rejection Notification dialog box appears, which lets you send a comment to the author in a notification email. The previous version of the document remains available in the project.
	Project Leaders only. Select the columns that you want to be visible in the table pane to project users, using the Customize View Editor.

Details Pane for the Root Folder

To view the details pane for the root folder, click on the root folder (project icon) in the navigation tree.

The action bar for the root folder lets you perform the following actions:

Click	To
Subscribe	Subscribe to all folders and files in the project. You will receive an immediate notification email when a folder is created or a file is uploaded to the project. For more information on notification events, see About Notification Events. To receive summary notification emails for all folders and files in the project, mouse over the Subscribe button and select Summary email. If your administrator has enabled RSS feeds, you can mouse over the Subscribe button and select RSS to add the RSS feed for folders and files to your personal RSS feed. Use the Subscription Explorer to configure your summary notification email frequency or to receive more than one type of notification for folders and files.
Unsubscribe	Unsubscribe from all folders and files in the project. You will stop receiving all types of notification when folders are created or files are uploaded to the project.
Subscribe Others	Project Leaders only. Subscribe others to all folders and files in the project using the Subscribe Others Editor. Users will be notified of any folders created or files uploaded to the project.
	Available when your administrator has enabled RSS feeds. View the RSS feed for all folders and files in the project. For more information about RSS feeds, see About RSS Feeds.

The details pane for the root folder displays the following properties:

Property

Description

Folder Link

Link to the root folder. Click Copy to Clipboard to copy the notification link for the root folder to your clipboard. You can then paste the link directly into a document or the body of an email.

Folder Email

Your groupware email address must be included in your user profile. The email address in your user profile must exactly match your Microsoft Outlook or Lotus Notes email address; this is case-sensitive. Send an email to the folder using your personal computer's email client, such as Microsoft Outlook or Lotus Notes. Files that you attach to the email are uploaded to the folder. The text that you type into the subject line of the email is posted as a description of the attached documents.
Tip: This link is the unique email address of this folder. You can save this email address in your email client's address book to upload a file to the folder anytime without having to click on this link.

For step-by-step instructions on how to email a document to a folder, see Emailing a Document to a Folder.

Details Pane for Folders

To view the details pane for a folder, select the folder in the table pane.

The action bar of the details pane for a folder lets you perform the following actions:

Click	To
Subscribe	Subscribe to the folder. You will receive an immediate notification email when an activity (such as deleting a document or adding a subfolder) occurs within the folder. For more information on notification events, see About Notification Events. To receive summary notification emails for the folder, mouse over the Subscribe button and select Summary email. If your administrator has enabled RSS feeds, you can mouse over the Subscribe button and select RSS to add the RSS feed for the folder to your personal RSS feed. Use the Subscription Explorer to configure your summary notification email frequency or to receive more than one type of notification for the folder.
Unsubscribe	Unsubscribe from the folder. You will stop receiving all types of notification whenever the contents of the folder change.
Subscribe Others	Project Leaders only. Subscribe others to the folder using the Subscribe Others Editor. Users will be notified of any changes made to the folder.
	Available when your administrator has enabled RSS feeds. View the RSS feed for the folder. For more information about RSS feeds, see About RSS Feeds.
Notify	Send an email inviting other users to view or subscribe to the document.

The details pane for a folder displays the following properties:

Property	Description
Folder Link	Link to the folder. Click Copy to Clipboard to copy the notification link for the folder to your clipboard. You can then paste the link directly into a document or the body of an email.
Folder Email	Your groupware email address must be included in your user profile. The email address in your user profile must exactly match your Microsoft Outlook or Lotus Notes email address; this is case-sensitive. Send an email to the folder using your personal computer's email client, such as Microsoft Outlook or Lotus Notes. Files that you attach to the email are uploaded to the folder. The text that you type into the subject line of the email is posted as a description of the attached documents. Tip: This link is the unique email address of this folder. You can save this email address in your email client's address book to upload a file to the folder anytime without having to click on this link. For step-by-step instructions on how to email a document to a folder, see Emailing a Document to a Folder.
Created By	User who created the folder.
Date Created	Date the folder was created.
Date Modified	Date the folder was last modified.
Accessible to Content Crawlers	Indicates if this folder can be crawled by an Oracle WebCenter Collaboration content crawler.

Details Pane for Files

To view the details pane for a file, navigate to the file, then select it.

The action bar of the details pane for a task lets you perform the following actions:

Click	To
Subscribe	Subscribe to the file. You will receive an immediate notification email when the file changes (such as when a new revision of the file is checked in). For more information on notification events, see About Notification Events. To receive summary notification emails for the file, mouse over the Subscribe button and select Summary email. If your administrator has enabled RSS feeds, you can mouse over the Subscribe button and select RSS to add the RSS feed for the file to your personal RSS feed. Use the Subscription Explorer to configure your summary notification email frequency or to receive more than one type of notification for the file.
Unsubscribe	Unsubscribe from the file. You will stop receiving all types of notification whenever the file changes.
Subscribe Others	Project Leaders only. Subscribe others to the file using the Subscribe Others Editor. Users will be notified of any changes made to the file.
	Available when your administrator has enabled RSS feeds. View the RSS feed for the file. For more information about RSS feeds, see About RSS Feeds.
Notify	Send an email inviting other users to view or subscribe to the document. For more information about notification, see About Notification.
Attach Task Lists	Edit access level required. Attach task lists to the document. When the Choose Task Lists dialog box appears, select the task lists you want to attach and click Finish.
Attach Discussions	Edit access level required. Attach discussions to the document. When the Choose Discussions dialog box appears, select the discussions you want to attach and click Finish.
View Versions	View the version history of the file. Oracle WebCenter Collaboration saves all revisions of a file, and you can view any of its versions. For a step-by-step procedure on how to manage version history, see Document Versions.
	Delete attached discussions or task lists.

The details pane for a file displays the following properties:

Property	Description
Tags	Available when Oracle WebCenter Collaboration is integrated with Pathways and when you have the Access Pathways activity right. Pathways tags that have been applied to the file. To apply tags to the file, type the tag names, separated by commas, in the text box then click Apply Tags. Click on a tag to view it within the Pathways UI. For more information about Pathways tags, see Using Pathways Tags.
Document Link	Link to the file. Click Copy to Clipboard to copy the notification link for the file to your clipboard. You can then paste the link directly into a document or the body of an email.
Created By	User who created the file.
Date Created	Date the file was created.
Date Modified	Date the file was last modified.
Size	Size of the file.
Location	Location of the file in the project.
Attachments	Task lists and discussions that have been attached to the file. Click next to a task list or discussion to remove it from the file.
Version	Version number of the current version of the file.
Checked in By	User who last checked in the file.
Date Published	Date the file was last published.
Language	Language of the contents of the file.
Custom Properties	Available when your administrator has enabled custom properties. Custom properties that have been added to the file. For more information on custom properties, see About Custom Properties.

Related Topics:

To display the page associated with this help topic:

Select a project in the My Projects or Community Projects portlet.
Click the Documents tab in the application view.

Documents (Application View)

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