JBoss.orgCommunity Documentation

Chapter 4. Basic Actions

4.1. View a site
4.2. Print content
4.3. Manage a site
4.3.1. Create a new site
4.3.2. Edit a Site
4.3.3. Switch between sites
4.3.4. Delete a site
4.4. Contribute Content
4.4.1. Edit Mode
4.4.2. InContext Editing
4.4.3. Publication Process
4.5. Content Inside Categories
4.5.1. What is a Category in eXo Content?
4.5.2. Create a Content
4.6. Dynamic Navigation
4.7. Content Explorer
4.7.1. Access Content Explorer
4.7.2. Drives
4.7.3. Views
4.7.4. Actions
4.7.5. Manage Content In Content Explorer
4.7.6. Actions on Folders and Documents
4.8. Manage Content with WebDAV
4.8.1. What is WebDAV?
4.8.2. Why use WebDAV?
4.8.3. How to Use WebDAV With eXo Content
4.8.4. Actions
4.9. Search in Content Explorer
4.9.1. Simple Search
4.9.2. Advanced Search
4.9.3. Quick Search
4.10. Preferences
4.11. Newsletters
4.11.1. Newsletter Viewer
4.11.2. Manage Newsletters
4.12. Fast Content Creator
4.12.1. Edit Mode
4.13. Form Builder
4.14. Category Navigation
4.14.1. The Edit Modes of Category Navigation Portlet

These actions are for all registered users after they have logged in the accounts.

4.1. View a site

In eXo Content, we use the 'Website' term which is equivalent to the 'Portal' term. So, viewing a portal means viewing a website. You can select the site that you want to view by selecting the site name in the drop-down menu on the Administration bar:

The main screen of the site will appear like the illustration below:

1

Administration bar which contains administration functions related to portals (websites).

2

Banner which contains slogan, logo, icon used in the website.

3

Navigation bar which helps users to visualize the structure of the website and provide quick links to different pages.

4

Home page which is the main page of the website. This is the default page that is displayed first when you visit the website.

5

Footer of the website. It can be texts, or image that is displayed at the bottom of the website. It provides information about author/institutional sponsor, revision date, copyright and more.

4.2. Print content

Users can easily print any content in a site by following these steps:

Procedure 4.1. 

  1. Click Read more to read all the content of a document or an article in a site.

  2. Click the Print button, the Print Preview page will be displayed on another tab.

  3. Click Print to print the content of this page or Close to close this tab without printing.

4.3. Manage a site

Note

In eXo Content, only Administrators have right to create a new site.

This function enables you to create a site (portal) to meet your own needs.

Do the following:

  1. Click Site on the administration bar. A list of existing portals is listed.

  2. Click the Add New Portal button to open the form to add a new portal.

    In the Portal Setting tab, set some properties for this site, including the portal name, locale and skin.

    Table 4.1. Details:

    Field Information
    Portal name The name of the portal. This field is required and must be unique. Only alphabet, numbers and underscore characters are allowed. The Portal name must be at least 3 characters.
    Locale The interface language of the portal. This field is required.
    Skin The skin of the portal.

  3. Select the Properties tab to keep session alive.

    The Keep session alive option means keeping the working session for a long time to avoid the working time out. There are 3 options:

    never:

    The session never happens even if the application requests.

    on demand:

    The session starts to be used as soon as the application requests.

    always:

    The session is always enabled.

  4. Select the Permission Setting tab to set access and edit permission for this portal.

    The Permission Setting tab includes two subtabs: Access Permission Setting and Edit Permission Setting.

    Access Permission Setting tab

    By default, the access permission list of the portal is empty:

    Check the Make it public check box to assign the access permission to everyone, or click the Add Permission button to assign the access permission to a specific group which is selected from the Select Permissions form (By selecting a group on the left and a corresponding membership on the right):

    After selecting groups, the access permission list is displayed:

    In which, the icon is to remove its corresponding group from the Access Permission list.

    Edit Permission Setting

    By default, it is also empty and you have to assign the edit permission to a specific group.

    You can assign the edit permission to a group with a specific membership by clicking the Select Permission button in the Edit Permission Setting tab to open the Permission Selector form. Select a group on the left panel and a corresponding membership on the right panel:

    The (*) from the Select a Membership panel means that you assign the right for everyone in the selected group from left panel.

    After selecting a group, the Current Permission will be displayed with detailed information:

    The edit permission is assigned for only one group at one time. You can click the Delete Permission button to remove the current edit permission of the selected group or re–assign the edit permission to another group by clicking the Select Permission button again and select another group.

  5. Click Save to create a new portal.

After creating a new site, a list of the existing sites will be displayed on the screen. This new site will be added to the exiting site list in Site on the administration bar and to a drive list that includes all its default files.

To see it in the drive list, click Group > Content Explorer on the administrator bar.

For example, after creating a portal named 'eXo', there is a drive named 'eXo' in Content Explorer:

This function enables you to edit a site, inluding the configuration (setting, permission), the navigation and the layout components of the site.

To edit the current site that you are browsing, do the following:

Procedure 4.2. 

After showing the form to edit the current site, you can edit the layout and the configuration of current site here.

Edit layout

Editing the layout means editing a banner, a navigation bar, a breadcrumb bar, a homepage and a footer of a website. You can also add more portlets to the site by dragging and dropping from the Applications tab of the Edit Inline Composer form to the main pane. Moreover, you can move a portlet from a location to another location.

Editing the banner portlet is similar to editing the Sign-in portlet and the footer portlet so in this guide, we only show how to edit the banner of the current site as an example of editng the layout.

Procedure 4.3. Edit Banner

  1. Show the form to edit a banner by clicking the icon of the banner portlet in the Edit Portal form like the illustration below.

    A form to edit the current banner will appear:

  2. Select Edit Mode tab:

    Content Selection: Select the path of the content that you want to show by clicking +.

    Display Settings:

    • Show Title: Specify whether the title of the content is displayed or not.

    • Show Date: Specify whether the date of the content publication is displayed or not.

    • Show Option Bar:Show or hide the Option bar used to show the print link.

    Print Setting:

    • Show in page: Choose a page for the print review.

    • with: Parameters contains the content path.

    Advanced: The content should enable “dynamic navigation” that interprets the URL and shows a content.

    Note

    Click to see more explanation for each section.

  3. Select the Portlet Setting tab:

    Details:

    Table 4.3. 

    Display name The display name of the portlet. You cannot change it.
    Portlet Title The title of the portlet. You can change it.
    Width The width of the portlet.
    Height The height of the portlet.
    Show infor bar Tick the check box if you want to show the infor bar of the portlet.
    Show Portlet mode Tick the check box if you want to show the portlet mode.
    Show window state Tick the check box if you want to show the window state.
    Description Enter a description about the portlet.


  4. Select Icon tab: Select an icon for the portlet by clicking it.

  5. Select Decoration Theme tab: Select a decoration theme for the portlet.

  6. Select Access Permission tab:

    By default, all users can access the portlet:

    However, you can edit the access permission by unticking the checkbox > click Add Permission:

    The ListPermissionSelector form appears. Select a group on the left pane and a membership on the right pane.

    Note

    The * on the right pane means all members in the group.

  7. Click Save and Close to commit.

  8. Click to quit the form to edit the current site.

Edit Configuration

To edit the configuration ( including language, skin and permissions) of the current site, click to open the same form as the form to add a new portal.

Do the same steps as in Section 4.3.1, “Create a new site”.

Note

You cannot change the name of the site.

You can edit any existing sites in the list of sites. Here, you can edit the layout, configuration and navigation bar of the site. Click Site to open the list of existing sites.

Edit Layout

Do the following to edit the layout of an existing site.

  1. Click Site > Edit Layout to open a form to edit the site layout .

  2. Do the same steps as the part Edit layoutof the current site.

Edit Navigation

Do the following to edit the navigation of a site.

  1. Click Site > Edit Navigation to open the Navigation Management form.

  2. Click Add Node to open the ADD/EDIT PAGE NODE form. (For more details, refer to the Section 5.3.1, Add a new node, GateIn User Guide 3.1.)

  3. In the Page Node Setting tab, enter a name for the node. It is required.

    Details:

    Table 4.4. 

    Uri: The node's identification. The Uri is automatically created once a new node has been created.
    Label: The node's display name on the screen. This field may be changed and its length must be between 3 and 60 characters.
    Visible: This checkbox allows the page and its node to be shown or hidden on the navigation bar, the page navigation bar and the sitemap. See above for more details.
    Publication date & time: This option allows this node to be published for a period of time. Two fields, including 'Start Publication Date' and 'End Publication Date' only display when this option is checked.
    Start Publication Date: The start date and time to publish the node.
    End Publication Date: The end date and time to publish the node.


  4. Select the Page Selector tab:

    Details:

    Table 4.5. 

    Page Id: The identification string of the page. It is created automatically when the page is created.
    Name: The selected page's name.
    Title: The selected page's title.
    Clear Page: To remove the input page information in the fields
    Create Page: To create a new page with the input name and the title.
    Search and Select Page: To search and select an existing page.

    • Enter a title for the page.

    • Click Create Page to create a new page or Search and Select Page to select an existing page for the node.

  5. Select the Icon tab to choose an icon for the node. It is not required.

  6. Click Save to create a node for the navigation.

Note

You can edit/delete a node, edit a node's page, copy/cut a node and more by right-clicking the node in the form Navigation Management form.

Edit Configuration

The portal's configuration including language, skin and permissions can be edited by doing the following:

  1. Click Site > Edit Portal's Config to open the same form as the form to create a site.

  2. Do the same steps as in Section 4.3.1, “Create a new site”.

This function is used to change the current web site by another one.

Procedure 4.4. 

  • Just select a site in the site list that appears when you move the cursor to Sites on the Administration bar:

    Your current site will be switched to the selected site, and you will see all the child pages that displays on the Navigation bar of the selected site.

This function is used to delete a portal (site) from the portal list.

Do the following:

Procedure 4.5. 

  1. Show a portal list by clicking Site on the administration bar:

  2. Click in the row of the portal that you want to delete.

  3. Click OK in the confirmation message to accept deleting.

    Note

    You cannot delete the Classic site by default.

4.4. Contribute Content

A site in eXo Content has two modes (Published mode and Edit mode) which are specific for editing site and viewing site. You can easily switch between these modes by selecting in the drop-down list at the top left corner.

When you login to a site, by default, the page is in the published mode, you cannot see any quick edit icon and cannot edit site contents at this time:

When a page is switched to the Edit mode, you can see quick edit icons on the site contents when mousing over them.

For Single Content Viewer (SCV), you can see the current state of the content, the Edit Content icon and References icon.

For Content List Viewer (CLV), you can see the current state of the content, the Edit Content, References icon, the Add Content icon and the Management Content icon.

InContext Editing enables you to edit content "in context" rather than having a WYSIWYG editor pop-up over the top of the page. This feature makes page editing a much more user intuitive process, with the new content automatically taking on the previous contents.

To use InContext Editing, turn on the Edit Mode.

Adding a new content by InContext Editing is enabled for the Content List Viewer.

Do the following:

Procedure 4.6. Add a new content

  1. Turn on the Edit Mode > hover the mouse over the CLV that you want to add a new content in.

  2. Click the Add Content icon on the CLV.

    You will be redirected to the Content Explorer with a new document form for you to write a document.

  3. Click to open the template list and select one.

  4. Fulfill all the fields in the form. See Section 4.7.4.2, “Add a document” to know how to add types of document.

  5. Click Save as Draft to save the document in a folder of the Collaboration drive.

Note

Saving a document in which folder of the Collaboration drive depends on the path you choose in Section 4.4.2.4, “Preferences”.

You can edit any contents on the homepage for SCV and CLV with InContext Editing. For CLV, you only can edit each content in it.

Do the following:

Procedure 4.7. Edit a content

  1. Turn on the Edit Mode > Hover the mouse over the content you want to edit.

  2. Click at the right corner of the content you want to edit. You will be redirected to the Content Explorer with the document form for you to edit.

  3. Edit the content > Click Save as Draft to save the content.

  4. Click to return to the site and in the Edit Mode, the content in the state "draft" with its modification is visible.

Note

When you turn on the Published Mode, you cannot see the edited content. To see it in the Published Mode, you must publish it. See Section 4.4.3, “Publication Process” to know how to publish a content.

With InContext Editing, you can easily manage a Content List Viewer on the homepage. You can add a new content in the CLV, edit, delete an existing content or copy/cut/paste to another CLV and take more actions in the right-click menu.

Do the following to manage content in the CLV.

Procedure 4.8. Manage Content

  1. Turn on the Edit Mode > the Manage Content icon of the Content List Viewer that you want to manage on the homepage.

    The browser will redirect to Content Explorer:

  2. To add a new document to the CLV, click Add Document on the action bar and do the same steps as Section 4.4.2.1, “Add Content”.

    To take other actions on a specific content in the CLV, right-click it to open a drop-down menu. See more details how to takes the actions in Section 4.7.6, “Actions on Folders and Documents”

Preferences enable you to edit contents in the Single Content Viewer (SCV) and the Content List Viewer (CLV), reset the display of the contents in SCV and CLV and publish contents.

Content Detail Preferences

Do the following to edit the Single Content Viewer:

Procedure 4.9.  Edit Content Detail Viewer

  1. Turn on the Edit Mode > Select the Preferences icon of a Single Content Viewer.

    The Content Detail Preferences dialog appears:

    Details:

    Content Selection: Select the path of the content that you want to show by clicking .

    Display Settings: Allow configuring Title, Date and OptionBar visibility.

    • Show Title: Specify whether the title of the content is displayed or not.

    • Show Date: Specify whether the date of the content publication is displayed or not.

    • Show Option Bar:Show or hide the Option bar used to show the print link.

    Print Setting:

    • Show in page: The content is shown in the page.

    • with: Parameters contains the content path.

    Advanced link: When clicking on this link, the Advanced pane will be shown. If Contextual Content property is set as "Disable", the Advanced pane is closed by default .The content should enable “dynamic navigation” that interprets the URL and shows a content.

    Note

    Click to see a quick help pane for each section.

  2. Click the plus icon next to the Content Path to re-select another content. The Select Content dialog appears:

  3. Choose a folder on the left panel and a content in the folder on the right panel. The content chosen will be displayed in the Content Path field.

  4. Tick the checkboxes, including the Show Title box, the Show Date and the Show Option bar box if you want to display the content title, the publication date and the print button like the illustration below:

  5. In the Print Setting part, click to open the UIPageselector dialog, you will see Printviewer.

    Click the Print button, the content is opened in the print viewer page.

    URL: http://localhost:8080/ecmdemo/private/acme/printviewer?content-id=/repository/collaboration/sites%20content/live/acme/web%20contents/site%20artifacts/Introduce&isPrint=true

    In which:

    • printviewer?: the print viewer page of the content.

    • content-id: the parameter containing the content path.

  6. Click Save to save all the changes.

Content List Preferences.

To edit the Single Content Viewer, do the following:

Procedure 4.10. Edit Content List Viewer

  1. Turn on the Edit Mode > Select the Preferences icon of a Content List Viewer.

    The Content List Preferences dialog appears:

    Details:

    Table 4.6. 

    Mode This mode is to select web content for list viewer. There are two modes:

    By Folder: This mode allows you to select a content folder in the Folder path field.

    By Content: This mode allows you to select by the content in a specific folder in Folder path field.

    Folder path The path to a location of a folder that contains the content.
    Order by The field is selected to sort content in the list viewer. You can sort content by Title, Date created or Date modified in ascending or descending order.
    Header The title of all contents that are listed in List Viewer.
    Viewer template The template is used to view content list.
    Paginator template The template is used to view each content in the list.
    Items per page The number of items will be displayed per page.
    Show image The option is to show or hide the illustration of each published web content/document.
    Show summary The option is to show or hide the summary of each web content/document.
    Show header The option is whether to show a header or not.
    Show refresh button The option is whether to show the refresh button at the left bottom of this page or not.
    Show title The option is to show or hide title of each published web content and/or document.
    Show date created The option is to show or hide the created date of each published web content/document.
    Show link The option is to show or hide the link of web content and/or document.
    Read more The option is to show or hide the Read more to read all the content of a web content and/or document.

  2. Browse the documents/ web content of an available site by clicking next to the folder path field.

  3. If you select the By folder mode, select an available site on the left, then select a folder that contains contents (documents and/or web content) on the right by clicking the folder.

    If you select the By content mode, select an available folder from the left panel, all content in this folder will be listed on the right panel. Click a content on the right that you want to add to the content list. A message informs that you have successfully added it in the Content List. The selected content is listed in the Content List.

  4. Enter a header for the content list in the Header field if you want.

  5. Select a template to display the content list in the template list.

  6. Tick/untick some options that you want.

  7. Click Save to save all the changes.

After a new content is created, it is saved as draft and you can easily to publish it on your site. The publication process consists of four steps:

Request approval > Approval > Stage > Publish

If you do not have the right to approve or publish a content, so when you want to publish your content, you need to send your approval request first.

If you have the right to approve or publish a content, you do not need to send a request approval. You can yourself publish it with the Stage step immediately.

4.5. Content Inside Categories

You can create new contents in any folders or directly in a CLV with Incontext Editing. However, creating contents inside a category helps you easily and quickly manage and publish them.

Categories are used to sort and organize documents to ease searches when browsing documents online. After creating a document, you should categorize it by adding it to a category. You should directly create documents in a category, then the documents are automatically created links to them in the category. When you browse the category, it will be possible to find the referenced documents and display them as if they were children of the category node.

Categories are stored in the JCR itself .

This section will show you how to create a content in a category.

Do the following:

Procedure 4.11. Create a content

  1. Go to Group > Content Explorer > select a category in a drive. For example, select Acme drive as the following illustration.

  2. Click the Add Document button to create a new content. See Section 4.7.4.2, “Add a document” to know how to add a new content. The new content is a symlink.

    Click the symlink to view the content.

4.6. Dynamic Navigation

Dynamic Navigation enables you to get a parameter to configure the portlet by URL. It means that the URL containing the content path can be dynamically changed.

This section shows you how to use Dynamic Navigation in eXo Content.

Do the following to access Dynamic Navigation:

Procedure 4.12. Access Dynamic Navigation

  1. Turn on the Edit Mode > hover the mouse over SCV or CLV and select the Preferences icon.

    If you select the Preferences icon of SCV, the Content Detail Preferences form displays.

    If you select the Preferences icon of CLV, the Content List Preferences form displays.

  2. Click the Advanced link in the Content Detail Preferences form/ the Content List Preferences form.

    The Dynamic Navigation will display.

    Dynamic Navigation in SCV

    Details:

    Table 4.7. 

    Contextual Content

    • Disable: It means a single content will be opened by an URL containing the Content Path.

    • Enable: This portlet is configured with the provided parameter (content-id by default).

    By This parameter is the key in the URL to let SCV know which really is the path in the current URL. It is editable when Contextual Content is Enable.


    For example, open a single content with the Content Path "ACME Introduce". The URL of the content is the following:

    URL: ... /ecmdemo/private/acme/printviewer?content-id=/repository/collaboration/sites content/live/acme/web contents/site artifacts/Introduce&isPrint=true

    Dynamic Navigation in CLV

    Details:

    Table 4.8. 

    Contextual Folder

    • Disable: It means a single content will be opened by an URL containing the Folder Path (for CLV)

    • Enable: It means the path of content list (Folder Path in the Content Selection path) can be dynamically changed by URL.

    By This parameter is the key in the URL to let CLV know which really is the path in the current URL.
    Show in page A single content in CLV will be shown in a selected page. You can choose any page but you should take one with a Content Detail Portlet. The Content Detail Portlet should enable “dynamic navigation” that interprets the URL and shows a single content.
    With This parameter is the key in the URL to let SCV know which really is the path in the current URL.


4.7. Content Explorer

This page is used to manage all documents in different drives. This is really the flexible way because you can do through the Internet anytime and anywhere. By default, anyone can access Content Explorer but performing actions on Content Explorer depending on the role of each user.

Procedure 4.13. 

  • Go to Group > Content Explorer on the administration bar:

    A list of all drives organized in groups: Personal drives, Group drives and General drives in the Content Explorer displays:

    Personal drives:

    Personal drive is the working space of a user. If you want to do in private, select the Private drive, no one else can access or get your private resources. If you want to create resources and share them with others, work in the Public drive.

    Group drives:

    The drive of a group is the working space of users in that group.

    In the following example, the user "root" joins in three groups : "executive-board", "administrators" and "users" so he has the right to access these group's drive.

    General drives:

    This is the working space for everyone but your access right in different drives depends on your role. If you access as administrator role, you can see all drives; otherwise, you can see some drives only as a web contributor role.

Private drive contains personal data of registered users. Hence, only these individuals can access data in this drive type.

By default, there are some initialized folders to store private user's resources.

With the Public drive, there is no initialized folder but you can create by yourself.

In the Public drive, you also can take actions like in the Private drive.

By default, there are two initialized folders but you also can add more and take actions like in Private drives. Only users in a specific group can access its drive.

By default, there will be a list of all existing users, each user has a folder named as his username, that includes two sub-folders (private and public). You can see both your private and public folders here but you only can see the public folder of other users.

The sidebar is used to show nodes like a tree or show the related documents, tags, clipboard and saved searches.

You can show/hide the sidebar in two ways:

  1. Procedure 4.14. Method 1

    1. Click to open the Preferences:

    2. Untick the Show sidebar checkbox > Save.

      The drive will be displayed like the illustration below:

    3. To show the sidebar, tick the Show sidebar checkbox in the 'Preferences'.

  2. Procedure 4.15. Method 2

    1. Simply click the Expand icon to hide the sidebar as the illustration below:

    2. Click the Collapse icon to show the sidebar back.

There are many drives in the Content Explorer. Each drive has some views that enable you to look at data in the drive in a particular way. Each view has some tabs and each tab contains some functions (or called actions).

eXo Content supports you four ways to view nodes in a specific folder and show actions of corresponding tab on the Actions bar.

View Types

The number of View types depends on which drive you are browsing.You can manage the view types in the eXo Content Administration. See Section 5.2.2.3, “Manage Views” for details.

In this view, each item in the list includes following information: Name, Date Created, Date Modified, Owner, Versionable and Auditing. These information will help you manage nodes easily.

You also can sort nodes basing on node information by clicking the label of corresponding column. The indicates that nodes are ordered in ascending order and on the contrary, the icon means nodes are in descending order.

In this view type, nodes in a specific folder will be viewed as icons. The name of each node will be shown under its icon.

With Thumbnails view, nodes in a specific folder are viewed as icons bounded by frames. Name of each node is shown under its icon.

If nodes are image files, their thumbnails will be shown like the screenshot below:

Especially, in this view, you can overload a thumbnail image for a node. For example, if you want to add a thumbnail image for the Digital Assetsfolder, do the following:

Procedure 4.16. 

  1. Select a folder (on the left or right panel) that you want to add a thumbnail image.

  2. Click to open the Add thumbnail image form.

  3. Select an image from your machince to use as a display icon for the selected folder.

  4. Complete adding a thumbnail image by clicking Save. This node will be stored in a exo:thumbnails folder.

  5. Back to the parent folder (folder Pictures in this example) that contains the selected folder to see a icon used to display.

This view is defined as a dynamical one with the side-scrolling view to nodes in a folder. In this view, when a node is selected, its name is set with bold effect to more outstanding than others.

If nodes are pictures, they are shown like:

If nodes are documents or folders, they are displayed like the illustration below :

To move from one node to another one, you can do one of these ways:

In this view type, pictures in folders are viewed in the slide show.

To view pictures in the slide show, click the icon:

If nodes are pictures, they are displayed like the following illustration:

The Slide Show view automatically show all picture nodes. Users can control this slide show by clicking the below buttons:

Table 4.9. 

Button Function
Go to the first picture node.
View the previous picture node.
Pause the slide show.
View the next picture node.
View the last picture node.
Continue viewing pictures node.

This view enables users to view all nodes created and uploaded by time. Just click the icon.

All the nodes that were created and uploaded will be displayed like below:

You can click directly on the node name to view its content in details.

You can also click the to mark your item as favorite or the icon corresponding to nodes in order to remove it from favorites.

Actions are added in tabs in Content Explorer by administrators. Depending on each tab and each drive you are browsing and your role, you can see which action.

eXo Content consists of many actions. This section shows you how to take all the actions in Content Explorer.

This function enables you to add a category to a node.

Do the following to add a category:

Procedure 4.17. 

  1. Choose a node to which you want to add a category.

  2. Select on the action bar and the Add Category form appears:

  3. Enter a name for the category in the Category Name field.

  4. Click Save to accept creating a new category or Cancel to quit from this form without adding a category.

There are several types of document in eXo Content, including File, Article, Podcast, Sample node, File Plan, Kofax.

The table below shows nodes types to which different document types can be added. The rows indicate what the node in the left column can be added to. The columns indicate what the node at the top can contain.

Table 4.10. 

  File Article Podcast Sample node File Plan Kofax document Content folder Document folder
File
Article       
Podcast
Sample node       
File Plan    
Kofax  
Uploaded file
Content folder    
Document folder    

Note

  • : The corresponding document can be added into.

  • A blank entry means the corresponding document can not be added into.

Follow the horizontal, you will know what the node can be added to.

Follow the vertical, you will know what the node can include.

Do the following to add a new document:

Procedure 4.18. Add a new document:

  1. Select a folder from the left panel where you want to add a new document.

  2. Click on the Actions bar.

  3. Select the document type (template) that you want to create from the drop-down list (Article is selected by default).

    Each document (except Article) must be added to categories when being created.

Procedure 4.19. Attach files to a document

  1. Select a document that you want to attach files to and click on the Actions bar.

    The Upload file form will appear.

  2. Enter a name into the Name field, otherwise, the Name field is automatically added with the name of the file.

  3. Click Browse to select the attachment file. You can click to add multiple files.

  4. Click Save to attach the files or Cancel to to quit.

Procedure 4.20. Create a new File document

  1. Follow the steps in Add a new document: to open the Add New Document form, then select File from the drop-down list for the field Select Template.

    The Add New Document form will be displayed.

  2. Input a name for the file document in the Name field. Some special characters cannot be used in the Name field: @ # % & * ( ) “ ' : ; [ ] {} / !

  3. Click the to see the Mime Type list and select one. There are two types of File document for you to choose:

    • text/html: when creating a text/html File document, you can input value in the Content field like source code (HyperText Markup Language HTML). After being created, it will generate the content you want, then you can see both the inputted source code and the generated content in that document.

    • text/plain: after being created, it will display exactly what you inputted in the Content field.html.

  4. Input a value in the Content field:

    • text/html: If you want to create a File document with a source code and generated content, click in the editor bar. In this mode, only Save, New Page, Preview icons in editor bar are visible for using. Click the to preview the generated content.

    • text/plain: If you select text/plain type, the content field will be displayed like the following illustration:

  5. Fill values in all the fields, including Title, Description, Creator and Source.

    Click the plus icon to open more fields.

  6. Click Save as Draft to accept creating a new file document.

    After being created successfully, a file document with type text/html will be displayed like the illustration below:

Procedure 4.21. Create a new Article

  1. Follow the steps in Add a new document: to open the Add New Document form then select Article from the drop-down list for the field Select Template. (Actually, Article is selected by default).

    The Add New Document form will be displayed.

  2. Input the name and the title of the Article in the Name and Title field, some special characters can not be used in the Name field (@ # % & * ( ) “ ' : ; [ ] {} / !).

  3. Input value for the Summary field, and the Content field.

  4. Click Save as Draft to accept the inputted values, or Cancel to quit.

After being created, the new added Article document will be like the illustration below:

The Links is used to list all its related documents. After adding relations for a document, Article will be displayed. You can click these links to view the content of the related documents.

The Attachments is used to list all its uploaded files/documents that is attached with the Article. You can remove the attachments by clicking the .

For more details about how to add an attachment, see Attach files to a document.

Existing Names

Document name can be the same as the existing one. When a new document is created with the same name as other existing document, its name will be added an index (e.g: test [2]).

Procedure 4.22. Create a New Podcast

  1. Follow the steps in Add a new document: to open the Add New Document form and select Podcast from the drop-down list for the field Select Template.

    The Add New Podcast form will be displayed.

    Table 4.11. 

    Field Details
    Name The name of a document. This field is required. Some special characters (@ # % & * ( ) “ ' : ; [ ] {} / !) are not allowed to input in the Name field.
    Title The title of a document.
    Categories Categories of a document.
    Link The link to the source path of the uploaded media file. This field is required.
    Author The author of the uploaded media file.
    Explicit

    It is used to indicate whether or not your podcast contains an explicit material.

    There are two options:

    • Yes: an "explicit" parental advisory graphic will appear next to your podcast artwork

    • No: you see no indicator – bank is default advisory type

    Category The category of the uploaded media file, example: music, film, short clip, etc.
    Keyword Keyword allows you to search your podcast files more quickly. You can use commas to separate between keywords.
    Publish date The date when an episode was released.
    Description Information about the uploaded media file.
    Mime type The type of the uploaded media file.
    Length The length of the uploaded media file.

  2. Input values for fields. To upload a media file, click the Browse... button and select the media file from your machine.

  3. Click Save as Draft to finish, or Cancel to quit without saving changes.

Exisiting Names

Document name can be the same as the existing one. When a new document is created with the same name as other existing document, its name will be added an index (e.g: test [2])

Once created, a Podcast will appear as so:

Podcasts can be listened to immediately, or transferred to another device.

Procedure 4.23. Create a new Sample node

  1. Follow the instructions in Add a new document: to open the Add New Document window and select Sample node from the drop-down list for the field Select Template.

    The Add New Sample Node form will appear.

  2. Complete the appropriate fields.

  3. To upload an image, click the Browse... button and select an image from your computer.

  4. Click Save as Draft to accept or Cancel to quit without saving changes.

After being created, a new sample node will be displayed like the illustration below:

The Relations area is used to list all its related documents. See Section 4.7.4.15.3, “View Relations”.

You can click the links to view content of the related document.

The Attachments area is used to list all its uploaded files. See Attach files to a document.

Procedure 4.24. Create a new File Plan

  1. Follow the instructions in Add a new document: to open the Add New Document window and select File plan from the drop-down lis for the field Select Template.

    The Add File plan form will appear.

  2. Fulfill in the appropriate fields of the tabs in the Add File plan form.

  3. Click Save as Draft to accept creating a file plan.

    Tabs in the Add File plan form

    The Name tab

    Table 4.12. 

    Field Details
    Name The name of the file plan.
    Categories The categories of your file plan. Select the categories for your file plan by clicking the button.
    File Plan note Note for presenting any other information for users.

    The Record properties tab

    Table 4.13. 

    Field Details
    Record category identifier The alphanumeric or numeric identifier indicating a unique record category. This must be a unique ID and if left blank will be created automatically by the system.
    Disposition authority A reference number to the regulations that govern the disposition.
    Permanent record indicator A type of record indicators which should never be deleted.
    Disposition instructions A readable guidelines on how the records associated with the file plan will be handled.
    Contains records folder The confirmation is about whether the records folder is contained or not.
    Default media type The choice for preset media types which are made available to simplify the data entry for the record. The frequently-chosen value is "electronic" or paper.
    Default marking list Handling and classification information that are printed at the bottom of the record, such as UNCLASSIFIED or NOCONTRACT.
    Default originating organization This option is to enter the original arrangement as default which is made available to simplify the data entry for the record and to assume that originating organizations are the same for the information in the file plan.
    Vital record indicator This flag is to allow whether tracking or reminding you of the record as essential or not.
    Vital record review period The choice for the interval of time between vital record reviews.

    The Process Properties tab:

    Table 4.14. 

    Field Details
    Process cutoffs The boolean datatype is used to break a process. If the process cutoff flag is set in the file plan, the record is cutoff after the expiration, or after it has been obsolete or superseded, depending on the information in the file plan.
    Event trigger The text datatype is an automatic executing code which is used to tell the event to perform some actions.
    Cutoff period The duration for the record cutoff performance.
    Cutoff on obsolete The record is cutoff when it is obsolete.
    Cutoff on superseded The record is cutoff when it is removed or replaced.
    Process hold This boolean datatype is used when a record process may be held before the further disposition is handled.
    Hold period The duration when a record may be held after cutoff which is normally measured in Years.
    Discretionary Hold The boolean datatype is used when a hold may be discretionary, such as after a command change. So, the discretionary hold flag allows the records management module to track these manual checks.
    Process transfer The boolean datatype is used to determine how a record process will be transferred.
    Default transfer location The text datatype is used to determine where a record is transferred by default.
    Transfer block size The float datatype is used to determine in what size blocks for organizational purposes that is normally measured in Years.
    Process accession The boolean datatype is flagged when a record which is held permanently must be ultimately transferred to the national records authority.
    Accession location The text datatype is flagged to specify an area for the accession transfer.
    Accession block size The text datatype is flagged to determine the blocks size for organizational purposes which is normally measured in Years.
    Process destruction The boolean datatype is flagged if there is any record to be destroyed. After that, the record is marked in the Alfresco system to be permanently destroyed so that all information, metadata and physical traces are removed and cannot be recovered.

After being created, the new File Plan will be displayed:

Procedure 4.25. Create a new Kofax

  1. Follow the instructions in Add a new document: to open the Add New Kofax form and select Add New Kofax from the drop-down list for the field Select Template.

    The Add New Kofax form will appear:

  2. Input a name for a Kofax document in the Name field. This field is required. Some special characters can not be used in the Name field(@ # % & * ( ) “ ' : ; [ ] { } / !).

  3. Select categories for a Kofax document by clicking the icon.

  4. Click Save as Draft to accept creating a document or Cancel to quit the form.

After being created, a kofax document will be displayed like this illustration:

The File View tab is used to display all added nodes in that kofax. Besides, all added files in kofax are also displayed in the Document View tab:

Procedure 4.26. Create new Event

  1. Follow the instructions in Add a new document: to open the Add New Event form and select Event from the drop-down list for the field Select Template.

    The Add New Event window will appear:

  2. Enter a title for the event.

  3. Input the location where the event will take place in Location field. Check the Google Maps checkbox if you want the location of the event shown on Google Maps.

  4. Enter the Start and End Date/time of the event.

  5. Fill the Summary and Content fields.

  6. Click Save to commit the event, or Cancel to quit without saving changes.

After being created, the event will be displayed like the illustration bellow:

The event will be displayed in a website as:

You can create a document immediately in a specific drive; however, adding a document into a specific folder enables you to manage documents better.

There are two types of folder:

In default skin, the icon for a content folder node is displayed in blue and the icon for a document folder node is displayed in yellow.

File and folder types in a folder

Content folder

  • You can add a Content Folder folder into a Content Folder one.

  • You can add a Document Folder folder into a Content Folder one.

  • You can add documents into a Content Folder.

  • You can upload files (images, MS word documents, OpenOffice documents, .pdf files, .txt files, .xml file, etc) into a Content Folder.

  • You can import sub node(s) that was exported into a Content Folder.

Document folder

  • You can add a new Document Folder into a Document Folder.

  • You can add File, Podcast, File Plan documents into a Document Folder.

  • You can upload files (images, MS word documents, OpenOffice documents, .pdf files, .txt files, .xml file, etc ) into a Document Folder.

  • You cannot add a Content Folder into a Document Folder

  • You cannot import an exported a Content Folder into a Document Folder.

  • You cannot import an exported Article, Sample node, Kofax into a Document Folder.

Procedure 4.27. Create a folder

  1. Select the path to create a folder.

  2. Click on the action bar. The Add a Folder form is displayed:

  3. Click to see the type list and select a folder type.

  4. Input value for the Name field. This field is required. You can not input some special characters in the Name field (@ # % & * ( ) " ' : ; [ ] {} / !)

  5. Click Save to accept creating a new folder.

Folder Creation

A folder name can be the same as the existing one. When a new folder is created with the same name with other existing folder, after you click Save, its name will be added an index (e.g: test[2]).

You can only create a content folder in another content folder.

You can create a document folder in a content folder or a document folder.

This function enables users to add multiple languages for a document. This action is similar to adding a language.

By default, the Add translation button is not displayed on the action bar.

Enable this function by navigating to Administration > Content Presentation >Manage Views. See Section 5.2.2.3, “Manage Views” to know how to add the Add translation button to the tabs on the action bar in Content Explorer.

Procedure 4.28. 

  1. Select a document you want to add the translation for. For example; select an Article which is in English:

  2. Click on the Action bar. The Symlink Manager will appear:

  3. Click , then browse to the target document that has different language with the first document. For example, the Article version in French.

  4. After you have selected the document, click Save on the Symlink Manager form:

  5. Select the document which you have added the translation to, then click the Relation button on the sidebar.

    You will see the available language for the selected document. Click the language on this panel to view the document in the corresponding language version.

You also easily add a symlink for a document for the purpose of fast accessing the document that you are looking for:

Do the following to add a symlink:

Procedure 4.29. 

  1. Select a document that you want to add a symlink.

  2. Click the on the action bar. The Sym Link Manager pop-up will appear:

    Table 4.15. 

    Field Details
    Path Node The path of a link
    Symlink name The name of the link.

  3. Click the icon to open the Choose Target Node form.

  4. Choose the workspace which contains the node that you want to add a symlink:

  5. Click the in the row of the node that you want to add, the path that the node will appear in the Path Node field and the name of the node is set by the name of the selected node. You can also edit this name.

  6. Click Save to add symlink.

This function is used to comment on a document (Note: you cannot comment for a File Plan document).

Procedure 4.30. 

  1. Select a document that you want to add a comment to.

  2. Click on the action bar.

    The Add Comment form appears:

  3. Add your comment in the Comment field.

  4. Click Save.

Comments are shown at the bottom of the document:

To view your comment click the Show Comments link:

You can edit your comment by clicking the icon or delete it by clicking .

There are two ways to edit a document.

Procedure 4.31. Method One

  1. Select a document you want to edit in the left panel.

  2. Click on the Action bar.

Or:

Procedure 4.32. Method Two

  1. Select a folder that contains the document you want to edit.

  2. Right-click the document you want to edit and select Edit from the menu.

    The Edit Document form will appear. All information of the selected document will be displayed in this form and ready for you to change except the Name field.

  3. Click Save to commit the changes.

Nodes can be exported into either .xml or .zip file types.

Procedure 4.33. 

  1. Select a node that you want to export.

  2. Click on the Action bar to show the Export Node form:

    Table 4.16. 

    Fields Details
    Path to Export The path of the node being exported. This field will be prepopulated.
    Format The format of the original node.
    Document View Each node is a tag and properties of that node are considered to be elements of that tag.
    System View Each node and each property of that node is included in a different tag.
    Zip If this field is checked, the node will be exported as a .zip file.

  3. Click Export and choose a location to save the exported file.

    Exporting Versioned nodes

    The Export Node form will offer an Export version history button if the node being exported, or any of its child nodes, is versioned.

    This action exports all of the node's version history.

Nodes that are in the .xml file format can be imported in to the JCR Explorer system.

Procedure 4.34. 

  1. Select the location that you want to import the new node to.

  2. Click on the action bar . The Import Node form appears.

  3. Click Browse next to the Upload File field and navigate to the file you want to import.

  4. Select the UUID from the drop down menu:

    Create new

    A new UUID will be created for the new node.

    Remove existing

    The new node will be created in the selected path with the UUID it was exported with.

    Replace existing

    The imported node will replace the existing node and UUID.

    Throw Exception

    This option will display an alert informing you if you can not import the file.

  5. Click Browse next to the Version history to select a version to import.

  6. Select a format.

  7. Click Import to import the chosen version of the selected file.

Procedure 4.35. 

  1. Select the node you want to add an action to.

  2. Click on the action bar.

    The Manage Actions form will appear.

  3. Select the Add Actions tab to open the form to add an action to the folder.

  4. Click and select the type of action from the drop-down menu.

    Table 4.17. 

    Field Details
    exo:action This action is not supported.
    exo:AddMetadataAction This action adds metadata
    exo:autoVersioning This action automatically adds a version.
    exo:createRSSFeedAction This action creates an RSS file.
    exo:enableVersioning This action enables versioning.
    exo:getMailAction This action fetches mail
    exo:sendMailAction This action sends mail.
    exo:taxonomy/Action This action creates categories
    exo:transformBinaryTo TextAction This action converts .pdf or .doc file types to plain text.

  5. Complete the required fields in the form for the selected action.

    Table 4.18. 

    ID The Id of action. This field is created automatically and can not be modified.
    Name The name of this action. This name is internal to the JCR explorer.
    Lifecycle Select the lifecycle for this action. The action will be executed depending on the lifecycle:

    • 'Add': The action will be executed to a new document, but not to a subfolder when the document or the subfolder is created in the folder in which an action has been added to. It's also applied to a new document in the subfolder of the folder.

    • 'Modify': the action will be executed when a folder /node is modified.

    • 'User action': The action is executed when right-clicking on the folder and then selecting the action.

    • 'Remove': The action will be executed to a document, but not to a subfolder in the folder when the document or the subfolder is moved.

    • 'Schedule': the action is done at specific time. There are 2 schedule lifecyle types: period and cron. (See more about Schedule lifecycle).

      If you need the same action to be executed in several lifecycles, you have to create several actions.


  6. Click Save to commit the action.

All actions of a node are listed in the Available Actions tab.

Once an action is added to a node it is automatically added to any child nodes of the selected node.

If an action added with the lifecycle 'user action', it will be applied for the current node. And an action added with other lifecyles, it will be applied for the child nodes.

Actions in menus

Not all actions are listed in a nodes right-click menu. Some will be performed immediately when that action is added.

Procedure 4.36. 

  1. Open the Manage Actions form and select the Available Actions tab.

  2. Click that corresponds to the action you want to view.

    The details will be displayed in the Action info tab:

Procedure 4.37. 

  1. Open the Manage Actions form and select the Available Actions tab.

  2. Click the icon that corresponds to the action you want to modify.

  3. Edit the properties in the Actions form:

  4. Click Save to commit the changes.

Procedure 4.38. 

  1. Open the Manage Actions form and select the Available Actions tab.

  2. Click the icon that corresponds to the action you want to modify.

  3. Click OK on the confirmation dialog box to delete the action or Cancel to quit.

This function logs property changes in nodes.

Procedure 4.39. 

  1. Select a node.

  2. Click on the action bar. The Activate Auditing message appears.

  3. Click Activate to activate auditing on the selected node.

  4. Click again to view audit information for the selected node.

    The Auditing Information list appears.

    If the node has no audit information the form will appear like this:

You can add categories to document type nodes only:

Procedure 4.40.  Add a category

  1. Select the node that you want to add a category to.

  2. Click on the action bar.

    The Add category form appears.

  3. Select the Select category tab to show the available categories.

  4. Click to add the corresponding category to the node.

Categories that have been added to a node are listed in the Referenced categories tab of the Add categories form.

All nodes belonging to a category can be viewed by doing the following:

Procedure 4.41.  View a category

  1. Go to the drive that contains the category you have added. There will be a list of categories available.

  2. Select a category you want. The documents in that category will be listed.

Copy/paste nodes

When copying and pasting a node in a drive, a new node with the same content will be created with a different name.

When copying and pasting a node in the category tree, a reference to the original node will be created. This reference is a link rather than a copy. This feature preserves disk space.

Procedure 4.42.  Delete a category

  1. Select a categorized node.

  2. Click the icon.

  3. Select the Referenced categories tab.

  4. Click the that corresponds to the category you want to delete.

Nodes can be hidden or revealed as desired.

Procedure 4.43. Hide a Node

  1. Select the node you want to hide.

  2. Click on the Action bar to hide the node.

    A message box will appear with a confirmation that the node has been hidden.

  3. Show a Node

    To reveal a hidden node, click again.

This function is used to manage node publication.

Procedure 4.44. Manage Publications

  1. Select a node (on the left or right panel) which you want to manage the publication.

  2. Click on the actions bar.

    The Manage Publications form appears:

    The Revision tab displays some basic information and the current state of the selected node.

  3. Click to view the content of the node or click to restore a version (refer to Section 4.7.4.16, “Manage Versions” for information about versioning).

  4. Select the History tab to view the publication history of the node.

  5. Click Save to commit any changes made.

    Important

    See Section 4.4.3, “Publication Process” to understand more Manage Publication

You can use this function to create relationships between nodes

Procedure 4.45.  Add a relation

  1. Select the node you want to add a relations to.

  2. Click the on the action bar.

    The Add relation form appears.

  3. Select the Select relation tab to see a list of other documents.

  4. Click the that corresponds to the document(s) that relate to the document selected in the Step 1.

    Documents linked to the original via a relation will be listed in the Relation List tab.

Relation Rules

Procedure 4.46.  Delete a relation

  1. Select a node that has links to related documents.

  2. Click on the action bar.

  3. Select the Relation List to view the relations for the selected node.

  4. Click corresponding to the relation you want to remove.

  5. Click OK on the confirmation message to delete the relation.

    The related document will be removed from the list.

Procedure 4.47. View Relations

  1. Select a node that has links to related documents.

  2. Click the relation button on the side panel:

    All nodes related to the selected node will be displayed in the left pane:

  3. Click the name of the related node to view the document.

Procedure 4.48.  Add version

  1. Select a node to add a version to.

  2. Click on the action bar.

    The following message box will appear:

  3. Click Activate to activate a version for the node.

  4. Right-click the selected node and select CheckIn from the right menu:

  5. Click again to open the Version Info window.

    The node selected in step one has been added as the Base version.

  6. Right-click the node again and select Check out to obtain a version of this node.

Note

No actions (copy/cut/rename) can be taken on a node in Check In status. You must check it out before you can perform any actions on it.

If you want to add more versions for a node, right-click the selected node above and select Check In and then Check Out.

Procedure 4.49. Add a label

  1. Select a versioned node.

  2. Click on the action bar.

  3. Click the on the Version Info window to show the Add label field under the version list.

  4. Enter a value into the Label field.

    The label must be unique and can not use special characters such as @, #, $.

  5. Click Save to submit the new label.

Procedure 4.50. Remove a label

  1. Select a versioned node that has at least one label.

  2. Click on the action bar.

  3. Click the on the Version Info window to show the Remove label field under the version list.

  4. Select the label you want to remove from the drop down menu:

  5. Click the Remove button to remove the selected label.

Procedure 4.51. 

  1. Select a versioned node.

  2. Click .

  3. Click to see the current versions of the selected node.

Folder Nodes

Version viewing is not supported on folder nodes.

If you click while the selected node is a folder, a message to this effect will appear.

Procedure 4.52. 

  1. Select a node that has at least two versions stored.

  2. Click .

  3. Select the version that you wish to restore as the base version.

  4. Click to restore the selected version

Procedure 4.53. 

  1. Select a node with at least two versions:

  2. Click .

  3. Click the icon that corresponding to the version you want to delete.

    A confirmation message will appear.

  4. Click OK to delete the version or Cancel to quit.

Base Versions

You cannot delete a base version.

This function is used to support users to add multiple languages for a document. Each document can be displayed in many languages.

Procedure 4.54. 

  1. Select a document that you want to add language(s).

  2. Click on the Action bar.

    The Multi-language form will appear.

    The View language tab contains a list of all languages. The default language for the document will be automatically populated.

  3. Select the Add language tab. This tab will be displayed differently, depending on what file you selected. However, the area where you can add languages for document is the same. The below illustration shows the Add language tab for a Sample node file:

  4. Select a language you want to add from the Language drop-down list.

    If the selected language has not been added for current document, the content field will be blank.

    Select the Set default checkbox if you want to set your selected language as default language.

  5. Click Save, you will be returned to the View languagetab. Your selected language is now added to the Language field:

    You can view this document in the new added language by selecting the language from the language drop-down list then click the View button.

To view the languages list of a document, do the following:

Procedure 4.55. View the language list

  1. Select a document that you want to view the language list, then click the Relation button on side panel:

  2. The list of language (and all related documents) will be displayed on the left panel:

    You can view the document in the new language by clicking the corresponding link in Languages List.

    For more details about Relations, refer to Section 4.7.4.15.3, “View Relations”.

Language Notes

You cannot add multiple languages for a File Plan.

When a document is a sub-node of File Plan, you also cannot add language to it.

You can 'overload' a thumbnail image for a folder. Overloading allows a folder to be represented by a thumbnail image, rather than a folder icon.

To overload a thumbnail, do the following

Procedure 4.56. Overload thumbnails

  1. Select the folder you wish to overload with a thumbnail image.

  2. Click on the Action Bar.

    The Add thumbnail image form appears:

  3. Click Browse... button to select the image to use as the display icon for the selected folder.

  4. Click Save to commit the change. The node will be stored in an exo:thuumbnails folder.

When a content is created, if you want to publish it but you do not have the right to publish the content, you must send an approval request for your content.

Do the following:

Procedure 4.57. Request Approval

  1. Select a content that you want to send an approval request to publish.

  2. Click the Request Approval button on the action bar.

    The content is displayed at the bottom of the Content Explorer of the people who have the right to approve contents.

When a content is created by users, it maybe need approved to publish if there is a approval request. To approve a content, do the following:

Procedure 4.58. Approve a content

  1. Select a content that needs approving.

  2. Click the Approve Content button on the action bar and the content is ready to be published.

    Note

    The Approve Content button is only invisible for users who have the right to approve contents.

    By default, the button is not displayed on the action bar.

    Enable this function by navigating to Administration > Content Presentation >Manage Views. See Section 5.2.2.3, “Manage Views” to know how to add the Approve Content button to the tabs on the action bar in Content Explorer.

After the content is approved, it can be published by the people who have the permission to publish contents.

Do the following:

Procedure 4.59.  Publish a content

  1. Select a content that you want to publish.

  2. Click the Publish Content button on the action bar. The content will be published as the schedule that you set up.

    Note

    The Publish Content button is only invisible for users who have the right to publish contents.

    By default, the button is not displayed on the action bar.

    Enable this function by navigating to Administration > Content Presentation >Manage Views. See Section 5.2.2.3, “Manage Views” to know how to add the Publish Content button to the tabs on the action bar in Content Explorer.

This function enables you to show or hide all the drives in Content Explorer.

To show drives, click on the action bar.

To hide drives, click on the action bar again.

This function allows you to view nodes in documents in a tree structure.

  1. Show the JCR structure

    Select a document.

  2. Select the Info tab.

  3. Click .

  4. Click the icon to save the view.

    The following information message will appear:

  5. Hide the JCR structure

    Select a document that is showing the JCR structure.

  6. Click again.

A tag is a (relevant) keyword or term associated with or assigned to a piece of information (a picture, a geographic map, a blog entry, a video clip etc.), thus describing the item and enabling keyword-based classification and search of information.

Procedure 4.60. Add a new tag for a document

  1. Select a document that you want to add tags.

  2. Click on the Action bar. The Tag Manager will be displayed:

    Table 4.19. 

    Fields Details
    Tag names The tag names that users want to add tags for documents.
    Tag Scopes To classify tags. There are four tag types: private, public, group, site. Currently, the two first types are activated(Private: a user who create tags can view and edit tags; public: all users can view and edit tags).
    Linked tags To list all tags of a document after you click the Add Tags button.

  3. Input a value for the Tag names field. A document can be added several tags at a time. To do that, input all tag names in the Tag names field and separate by “,”.

  4. Select a value for the Tag Scopes field.

  5. Click Add Tags to accept, or Close to quit. Only you can see this tag in this document.

  6. Click the to delete tags.

Procedure 4.61. Remove tags from a document

  1. Select a document with tags that you want to delete the tags.

  2. Click on the action bar to open the Tag Manager form.

  3. Click corresponding to the tags you want to deletes.

  4. Click OK on the confirmation message to delete the tags.

This function supports you to upload a file from your machine. All file types can be uploaded. The uploaded file's name must not include some special characters (! @ $ % & + [ ])

Procedure 4.62. Do the following to upload file into folder:

  1. Select the folder that you want to upload a file into from the left/right panel

  2. Select the Actions tab to show some actions on the Action bar.

  3. Click on the Action bar to open the Upload a file form:

  4. Browse and select a file on your computer by clicking the Browse... button. The selected filename will be displayed in the Select a file field.

    If you want to upload multi files at the same time, click to open more forms to upload more files:

    The enables users to delete the upload file form.

  5. You can change the uploaded file by clicking the icon and select Browse... again to select another one.

  6. By default, the name of the uploaded file will be kept as original but if you want to change, you can type the new name in the Name field, this field is not required. The new name must not contain special characters: ! @ $ % & + [ ].

  7. You can click the icon next to the List Taxonomy field to add categories for this file:

  8. Select categories by clicking the icon. Click '+ ' to open child nodes of categories.

    Note

    You can add more categories for a file by clicking the icon again to open the Add Categories form.

    Click the icon to delete a category in Upload a file form.

    You also manage categories which were added to files by using the Manage Categories function. See Section 4.7.4.12, “Manage Categories”.

  9. Complete uploading file by clicking Save.

  10. After being saved, the main information of the uploaded file will be displayed:

  11. Click the icon to see more details of its external metadata information. The List external metadata tab will be enable and you can input value in this tab.

  12. Click Save to accept changes or Cancel to quit without any changes.

  13. Data can be added for the uploaded file. Check the checkbox, then click Add, or Cancel to quit without adding anything.

  14. New metadata is displayed in the External Metadatas list and you also can edit it by clicking .

  15. Click Close to quit the Uploaded information form.

  16. After being uploaded, the tree is displayed in the left panel:

    File Size Limits

    The size of the uploaded file depends on the size limit of the uploaded file that you set up in the 'Edit' mode of Content Explorer. If your file size exceeds the limit, a pop-up message will appears to alert you.

This function allows you to view the metadata attached to File nodes, Podcast nodes, File Plan child nodes and uploaded file nodes (nt:file nodes)

Procedure 4.63. 

  1. Select an appropriate (nt:file) node.

  2. Click . The View Metadata form appears:

  3. Click the Add/Edit button at the bottom of the View Metadata form to add metadata.

  4. Complete the desired fields in the Add/Edit Properties form. Click to add further metadata.

  5. Click Save to commit the new metadata values.

To view detailed information about a node:

Procedure 4.64. 

  1. Select a node that you want to view its detailed information.

  2. Click to view detailed information about the selected node.

  3. Click the tabs at the top of the form to view categorized information.

This function enables an administrator to manage the permissions for nodes.

Procedure 4.65. View Permissions

  1. Select a node.

  2. Click . The Permissions Management form appears.

With the Permissions Management form open you can perform the following actions:

Procedure 4.66. Add Permissions

  1. To add permission for specific users

    Click the button next to the User Or Group field.

    Click the beside the users you want to grant permissions to.

  2. To select users from a specific group

    Enter a group name in the Group field at the top of the form (for example; /platform/users). All users in the nominated group will be displayed.

    Or;

    Click the icon beside the Group field to open a form that lists groups and their sub-groups. Select a sub-group to add all users in that sub-group.

  3. To search for a user

    Select an information parameter (User Name, First Name, Last Name, Email) from the drop down menu in the other field at the top of the page and enter the information into the text box. Click to search for users that match that information.

  4. To add permissions based on memberships

    Click the icon next to the User Or Group field.

    The Select membership form that appears allows you to select users by membership. Select a group on the left pane and then select membership types on the right.

  5. To add all users/groups with read access

    Click the icon next to the User Or Group field.

  6. Select the permission you want to grant the chosen users or groups by ticking the corresponding check boxes beside the rights you want to add.

  7. Click Save to commit the changes. The new permissions will appear in the permissions table above.

Procedure 4.67. Edit Permissions

  1. Select the permission of a user or a group in the table of list permissions.

  2. Click the icon.

  3. Change the permissions as desired.

  4. Click Save to commit the changed permissions.

Procedure 4.68. Delete Permissions

  1. Select the permission of a user or a group in the table of list permissions.

  2. Click the icon.

  3. Click OK in the confirmation message to remove the permission or Cancel to quit.

This function allows users to review all the properties and values of a node. It can also be used to add values to a node.

Procedure 4.69. 

  1. Select the node that you want to review or add values to.

  2. Click the button to show the Properties Management form:

    This form has two tabs:

    Properties

    This tab displays all properties and values for the selected node.

    Select this tab to review the properties for the selected node without making any changes.

    Add New Property

    This tab contains fields to add new properties to the selected node.

    Select this node if you want to make changes to the properties of the selected node.

  3. To add new properties:

    Select the namespace for the property.

  4. Enter a name for the new property in the Name field.

  5. Select a Type for the property from the drop-down menu for the field Type.

  6. Enter a value for the property in the Value.

  7. To add multiple new values, click and repeat the above steps.

    To remove a value, click .

  8. Click Save to commit the new values or Reset to clear any modified fields.

After you commit new properties, you will be returned to the Properties tab. The newly added values will be displayed.

In this form you can edit a property by clicking or delete it by clicking

This function shows documents related to a selected node.

  1. To View Relations

    Select a node > Click . Documents related to the selected node will be shown in the sidebar.

    If the node does not have any related documents the message No related document will appear instead.

  2. To Hide Relations

    Click again to hide relations.

This function is used to vote for a document (Note: you cannot vote for a File Plan document).

Procedure 4.70. 

  1. Open the document you want to vote for.

  2. Click on the action bar.

    The Vote Document form will appear:

  3. Rate the document by clicking on the appropriate star level for your vote:

After a vote has been added, the rating will appear at the bottom of the document:

By using this function, whenever a change is made on the document, there will be a notification message sent to your email address. To receive that email, you must configure in your mail server.

Procedure 4.71. 

  1. Select the document you want to watch.

  2. The Watching Document form will appear. Click the Watch button to finish.

To stop watching a document, select the document and click .

A message will appear for you to confirm the action.

A web content is a key resource to make a site. Other resources make a site more dynamic and animated by using layout, color, font, and more.This section focuses on how to manage a web content in a specific site.

Note

Only users who have the right to access Sites Management drive can do it.

This function is used to add a new web content into a specific site.

Do the following:

Procedure 4.72. Add new content

  1. Go to Sites Management drive > select a site that you want to add a web content.

  2. Select the web content folder on the left:

    Note

    In this step, you also can add a new web content into another folders (documents and media folder) of a site but you are recommended to select the web content folder because:

    • Manage web content of a site more easily.

    • You only may add a new web content in this folder so that you don't need to select a web content document in the list of document types. It makes adding a new web content more flexibly.

  3. Open the Add New Document form by clicking on the Action bar.

  4. Select a template in the Select Template field to present web content:

    The Select Template field has two options:

    • Picture on head layout web content:The site's content is presented in two spaces. One for inserting an image and one for editing the site's content. In which, the image is put at the head of a site.

    • Free layout web content:This template is a free layout.

  5. Enter values in fields of the Add New Document form.

  6. Click Save as Draft to save the content or Cancel to quit the Add New Document form.

  7. Tabs in the Add New Document form

    The Main ContentTab includes:

    Table 4.20. 

    Field Options
    Name The name of a web content that you want to add new
    Title The title of a web content
    Main content The main content that you want to display when publishing this web content
    Save button To accept saving the inputted values
    Cancel button To exit the current form

    The Illustration Tab: enables you to upload an illustration that makes the site's content more attractive

    Table 4.21. 

    Field Option
    Illustration Image The path to an image that you want to upload into a site. This image will be used like an illustration of that site.
    Image Type The image format that you want to upload to the site. It can be: image/gif; image/png; image/jpg; image/jpeg.
    Summary You can give a short description about the web content because it will be displayed with the illustration image when the web content is listed. The main content will be shown when it is selected to be viewed.

    Do the following to upload an image:

    Procedure 4.73.  Upload an image

    1. Browse an image list on your local computer by clicking the Browse... button and then select a specific location.

    2. Select an image in the list to upload.

    The Advanced tab:

    This tab includes two parts: CSS data and JS data:

    Table 4.22. 

    Field Information
    CSS data Contains CSS definition to present data in a web content. You can optionally enter CSS data into this field to specify the style.
    JS data Contains JS content to make the web content more dynamic when after publishing. You can optionally enter JS content in this field.

This function is used to edit a web content in a specific drive of an existing site.

Do the following:

Procedure 4.74. Edit a web content

  1. Go into the folder of a site which contains the web content that you want to edit.

  2. Select the web content by double-clicking it on the left tree or on the right panel. The detailed information of web content will be viewed on the right panel.

  3. Click on the action bar to show the edit form of the selected web content as the Add New Document form.

  4. Change the current values in the fields of this edit form.

  5. Complete editing the selected web content by clicking Save.

Auto-lock

When you click Edit Document, the web-content will be auto-locked for your editing. After finishing, the content is back to unlock status. You can manage Locks in the Administration portlet.

This function is used to remove a web content from the web content folder in a specific site's drive.

To delete a web-content, do the following:

Procedure 4.75. Delete a web content

  1. Right-click the name of the web content that you want to delete and then select Delete in the drop-down menu:

  2. There will be a confirmation message. Click OK to accept the deletion, or Cancel to quit without deleting.

This function helps you publish a web content that you have added to web content folder in Content Explorer.

See Section 4.4.3, “Publication Process” to know how to publish a web content.

After the content is published, all users who have the right to access that position can view the published web content as a page on the Navigation bar.

In this section, we will present the actions on folders and document in the right-click menu (Add to favorites, copy, cut, paste, add Symlink, lock/unlock, view document, rename, download and allow edition and copy URL to clipboard) and other actions (drag and drop folders or documents).

Depend on the actions on folders or documents, the right-click menu (drop-down menu) is different.

The actions in the right-click menu for documents:

The actions in the right-click menu for folders:

This function helps users easily add nodes (documents, folders or files) as favorite.

Procedure 4.76. 

  1. Right-click a node you want to add as a favorite

  2. Click in the drop-down menu.

A symlink of your favorite nodes (folders, documents, files) will be created in the Favorite folder.

This function is used to make a copy of a node (including sub-nodes) to other places.

There are two ways to cut/copy/paste the node:

Procedure 4.77. Method One

  1. Right-click the node > select Copy from the drop-down menu (or called "the right-click menu").

  2. Select a destination node that you want to be the parent node of the cut/copied node.

  3. Right-click the destination node > select Paste in the drop-down menu. Note that the Paste function is enabled in the menu only after selecting the Copy action.

  4. The copied folder (and its sub-folders) will be pasted to the new selected path.

Procedure 4.78. Method Two

  1. Right-click the node and select the Copy from the drop-down menu.

  2. Select the destination node that you want to be the parent node of the copied node.

  3. Select the Clipboard icon on the sidebar:

  4. Click the Clipboard window will appear:

  5. Click the in the clipboard window to paste the copied node into the selected destination node in step 3.

  6. You can click the to delete a specific waiting statement.

  7. You can also click the Clear All link to delete all waiting statements in the list.

After the action has been taken, a confirmation message will appear with detailed information about the destination path.

Copy/Paste Information

To edit a document, refer to this part Section 4.7.5.2, “Edit a web content”.

This function is used to move a node (include sub nodes) to other places. There are two ways to cut/paste documents:

Procedure 4.79. Method One

  1. Right-click a node > Select Cut from the drop-down menu.

  2. Select the destination node that you want to be the parent node of the cut node.

  3. Right-click the destination node > select Paste in the drop-down menu. Note that the Paste function is enabled in the menu only after selecting the Cut action.

  4. The cut node (and its sub-nodes) will be pasted to the new selected path.

Procedure 4.80. Method Two

  1. Right-click a node > Select Cut from the drop-down menu.

  2. Select the destination node that you want to be the parent node of the cut node.

  3. Select the Clipboard icon:

  4. Click the Clipboard window will appear:

  5. Click the in the clipboard window to paste the copied node into the selected destination node in step 3.

  6. You can click the to delete a specific waiting statement.

  7. You can also click the Clear All link to delete all waiting statements in the list.

After the action has been taken, a confirmation message will appear with detailed information about the destination path.

Cut/Paste Information

This function helps you remove folders/documents from theirs location easily. Do the same steps as Section 4.7.5.3, “Delete a web content”

Delete Rights

  • You can only take the Delete action if you have the right on a node.

  • If the deleted node also contains sub-nodes, these will be deleted also.

This function allows you to move folders/documents from a current location to another one by using the drag and drop feature.

Procedure 4.81. 

  1. Move the cursor on a folder/document or folders/documents on the right panel (hold the Ctrl or Shift key to select multiple folders/documents at once) until the cursor changes to .

  2. Press the left mouse button and then drag the selected folder(s)/document(s) to another folder on either the right or left panes.

  3. Drop them into the selected folder (by releasing the left mouse button). All 'dragged' folders/documents will be relocated to the destination folder.

This function enables you to avoid changes to specific folders/documents, actioned by others, during a specific time.

Lock folders/documents

Just right-click a folder/document (on either the right or left window pane) and select Lock from the menu. The selected folder/document will be locked.

Locking Rights

Unlock folders/documents

To unlock a folder/document, right-click a locked folder/document and select the Unlock item on the menu. The folder/document will then be unlocked and other users can take actions on it.

This function is used to change the name of a folder/documents.

Procedure 4.82. 

  1. Right-click a folder/document that you want to rename then select Rename from the menu:

    The rename form will appear:

  2. Input a new name in the Name field. You can also change the title of this folder by entering a new one in the Title field.

  3. Click Save to commit the new details.

For the purpose of fast accessing the node that you want to look for in other nodes, adding a symlink for a node is an effective way to meet this need.

Procedure 4.83. 

  1. Select a document that you want to add a symlink.

  2. Right-click that document and select Add SymLink from the menu.

  3. The selected document will be added a symlink immediately. You now can click the symlink to view its content.

WebDAV enables people to access files, folders and read and write documents over the web. Due to its benefits of easy, quick and flexible manipulations and time saving, WebDAV is used to view nodes.

Procedure 4.84. 

  1. Select the path of node you want to view webDAV or open that folder from the left/right panel.

  2. Right-click the node and select the Download and Allow Edition item in the menu.

  3. With each type of node, form to view in WebDAV will be different:

    • Folder: The sub-nodes list of the current folder will be displayed in WebDAV.

    • nt:file: The content of the document will be shown.

    • Article: This node type does not, by default, list any folders. However, if the Article includes actions, added language or other data, all folders will be listed and named; exo:actions, exo:language and so on.

    • Podcast: Viewed in WebDAV, this node type will be attached a form that users have to complete to download this document.

    • Sample node: This node lists folder names as exo:images. Like Article, if the Sample node contains actions or added languages, folders will be named exo:actions, exo:language and so on.

    • File Plan: This node behaves the same way as Article and Sample node.

    • Kofax: This node behaves the same way as Article and Sample node

The View Document item is visible in the drop-menu when you right-click a document. This function enables you to view the document on another tab with the link containing the document path.

Do the following to view a document.

Procedure 4.85. View a document

  • Right-click a document that you want to view > Select View Document in the drop menu.

    The document is opened in another browser:

    The URL of the document is like the following:

    URL: ...ecmdemo/private/acme/siteExplorer/repository/Private/User guide

The Copy URL to Clipboard enables you to copy the Webdav URL of a selected folder or a document and then you can view it by WebDAW view on a browser.

Do the following:

Procedure 4.86. Copy URL to Clipboard

  1. Right-click a folder/document > Select Copy URL to Clipboard.

  2. Paste the URL on another browser.

    You can view the folders of the node you copied its URL or download documents to your computer. You also view other nodes by clicking ... above the current folder to go up the root node . See the below illustration:

Tags are easily managed by editing or deleting them with the Tag Manager.

Procedure 4.87. Edit a tag

  1. Click the icon at the upper-right corner of the tags panel.

    The Edit tag form will appear:

  2. Click the that corresponds to the tag you want to edit.

  3. Edit the tag as desired.

  4. Click Save button to commit the change or Cancel to quit without changes.

Procedure 4.88. Delete a tag

  1. Perform Step 1 from the procedure above.

  2. Click the

    A confirmation box will appear:

    Click OK button to delete the tag or Cancel to quit.

Procedure 4.89. Use Created tags

  1. Select the Tag cloud you will see all existing tags. All existing tags are listed and classified by private or public tags.

    Depending on the popularity of tag, the displaying of each tag will be different from others by: font-size, font-weight, color, font-family, text-decoration. For example, when a tag is added for over 10 documents, it will be displayed in red color, size:20px, bold. This is also can be configured in the Administration portlet.

  2. Each tag is also like a link used list all documents that it is added. Click a tag name, documents list will be displayed in the right panel.

4.8. Manage Content with WebDAV

WebDAV is an abbreviation of Web-based Distributed Authoring and Versioning. It is used to publish and manage files and directories on a remote server. It also enables users to perform these functions on a website.

WebDAV provides the following features:

Locking

This feature prevents two or more collaborators from overwriting shared files.

Site Manipulation

WebDAV supports copy and move actions and the creation of collections (file system directories)

Name space management

This function enables copying and moving web pages within a server's namespace.

With WebDAV, you can manage content efficiently with the following actions:

To use WebDAV with eXo Content, you first need to have the Internet or Intranet connected. Next, you can follow one of the two following ways:

Procedure 4.90. Method One:

With this method, you will need to connect to the WebDAV server. For example, for Windows XP, do the following steps:

  1. Navigate to the My Network Places on your local computer. You will see all shared files and folders:

  2. Click the Add a network place link on the left to open the Add Network Place Wizard:

  3. Click Next to choose a network location:

  4. Select Choose another network location to create a shortcut.

  5. Enter an address into the Internet or network address field; for example, the address of the demonstration site Acme is http://localhost:8080/portal/rest/private/jcr/repository/collaboration/sites/content/live/acme

  6. Click Next. After a few moments, a folder named acme on localhost appears in the My Network Places directory.

    Each site managed by WebDAV appears as a folder in this location.

  7. Take actions on the content in this folder to administrate the site content remotely.

Procedure 4.91. Method Two:

This method can be done through Sites Management:

  1. Navigate to http://localhost:8080/portal in your web browser.

  2. Click Group > Content Explorer in the administration bar.

  3. Click the Drives button > select Sites Management.

    You will see all sites listed in the left sidebar:

  4. Right-click the site you want to view with WebDAV and select the Download and Allow Edition item in the menu.

    The selected site will be shown in WebDAV:

    In this view, you can access documents in the directories that are linked to the web server.

You see all default folders of a site when accessing it via WebDAV. Manipulating content through WebDAV is the same as working on it in local folders.

This means you can copy/paste files, list folders, rename, and more in system directories.

This function enables you to copy web content (such as an .html file) from your local computer to a web content folder of a site.

Procedure 4.92. 

  1. Access a site via WebDAV (refer to Section 4.8.3, “How to Use WebDAV With eXo Content”), then go to a web content folder of the site.

  2. Copy the web content on your local system into this folder.

    The copied file will be converted to web content that is viewable by WebDAV automatically. The content is converted to a directory containing CSS, documents, js and media.

After a new content is added, it can be viewed as a folder in WebDAV or as a page content using a web browser.

This function enables site administrators to delete web content files seperately or in batches.

Procedure 4.93. 

  1. Navigate to the folder that contains the content you want to remove.

  2. Right-click the content files or directories (hold the Ctrl key to select multiple files at once) and select Delete from the context menu.

    The selected file(s) will be removed from the site.

4.9. Search in Content Explorer

There are three ways to search an existing node:

  1. Section 4.9.1, “Simple Search”.

  2. Section 4.9.2, “Advanced Search”.

  3. Section 4.9.3, “Quick Search”

With the simple search, you can directly type a search term in the search field. All documents, whose keywords are matched with the search term, are retrieved and listed in the Search results form.

Procedure 4.94. 

  1. Enter a search string into the search text box.

  2. Click the icon to perform the search.

    Search results will be displayed in the right pane.

    The search results are empty if no document contains the search string.

  3. Click the to view the content containing the search string.

    Or click the icon to go to the node that contains the search result.

To perform an advanced search:

Procedure 4.95. 

  1. Click the Saved Search icon.

  2. Then click the Advanced Search icon to open the Advanced Search form.

    The Advanced Search form will open:

The tabs in this form offer different search functions:

Use the Search by Name tab to search nodes by name:

Procedure 4.96. 

  1. Enter the exact name you wish to search in the Content name field.

  2. Click Search.

    Results will return with the message “No result found” if there is no node with the entered name.

    Results will be returned in the Search Results tab if the requested name is found.

This search enables you to search with more constraints to limit the returned results.

Extra search constraints are entered in the Advanced Search tab of the Advanced Search form.

The Current location field is not editable. It shows the path selected to search.

Procedure 4.97. 

  1. Enter search terms in the A word of phrase in content field.

  2. Select the Operator.

    • Select AND operator to only return results that meet both the search terms and the entered constraints (see Step 3).

    • Select OR operator to return results that meet either the search terms or the entered constraints (see Step 3).

  3. Click Show/hide constraints form to add more constraints.

    A further constraint options window will appear:

    Table 4.23. 

    Item Details
    1 You can add more than one constrainwith either of two operators (AND and OR).
    2 These fields allow you to add a constraint to search by a property with specific values.
    3 These fields allow you to add a constraint to search by a property that contains one of the word in the specific string.
    4 These fields allow you to add a constraint to search by a property that does not contain the specific string.
    5 These fields allow you to add a constraint to search by a duration of date (created, modified).
    6 This field allows you to add a constraint to search by a document type, including File, Article, Podcast, Sample node, File Plan, Kofax).
    7 This field allows you to add a constraint to search by categories.
    Add a document type.
    Add a category.

  4. Select the constraint operator(AND/OR).

  5. Add the required constraints using one of the following methods:

    1. Add a constraint for exact values

    2. Add a constraint including or excluding values

    3. Add a constraint by date

    4. Add a constraint by document type

    5. Add a constraint by category

    Procedure 4.98. Add a constraint for exact values

    1. Check the box that corresponds to the constraint you want.

    2. Enter the property you want to locate or click the Add property icon .

      A list of possible properties appears:

    3. Select a property from the list and click Add. The selected property will populate Property field.

    4. Define the property value to search for by entering a value into the Contain exactly field or click the Find exactly icon:

      The Filter form will appear:

      All pre-existing values for the property you selected will appear.

      • If the value you require is in the list, select it and click Select.

      • If the value you require is not in the list, enter it in the Filter: field and click icon. The value will populate the Contain exactly field of the constraints form.

    Procedure 4.99. Add a constraint including or excluding values

    1. Check the box corresponding to the Contain or Not Contain constraint, as appropriate.

    2. Enter the required property in the Property field or click the Add Property icon (refer to Step 2 in Add a constraint for exact values for more information).

    3. Enter the required values in the Contain or Not Contain fields.

    Procedure 4.100. Add a constraint by date

    1. Click the check box beside the field with the drop-down menu (below the Property entries).

    2. Define the search condition from the drop-down list (CREATED/MODIFIED).

    3. Click in the From field.

      A small calendar will appear;

      Select the date you want to use as a contraint.

    4. Repeat the above steps for the To field.

      The selected dates will populate the From and To fields in the Add constraint form.

    Procedure 4.101. Add a constraint by document type

    1. Click the checkbox beside the Document Type field.

    2. Enter the document type you want to search for or click the icon to open a list of document types:

    3. Click the checkbox of the document type you want and click Save.

      The selected document type will populate the Document Type field.

    Procedure 4.102. Add a constraint by category

    1. Click the checkbox beside the Category field.

    2. Enter the category you want to search for or click the icon for a list of categories:

    3. Click the that corresponds to the category you want.

      The selected category will populate the Category field.

  6. Click Add to add any/all activated constraints.

    The constraints will be converted to an SQL query and displayed in the search form:

    Remove unnecessary constraints with the icon.

  7. Click Search to launch the search. Results will be displayed in the Search Results tab.

  8. Click Save and put a name for this search configuration if you want to save it to use at another time.

You need a knowledge of the structure of query statements in order to configure a search using the parameters on the New Query tab

Procedure 4.103. 

  1. Enter a unique name for this query in the Name field.

  2. Choose a query type from the drop-down menu; SQL or xPath.

  3. Enter a query statement.

  4. Click Search to perform the search and display the results in the Search Results tab.

    Or click Save to save the search query to the Saved Query tab.

    Or click Cancel to quit.

This tab lists all saved search queries (that you have access rights to use).

Do the following to perform a quick search:

Procedure 4.104. 

  1. Click the icon to see the list of existing queries.

    A query list will appear. It contains the sections, including All Articles, Created Documents, CreatedDocumentDayBefore and allArticles.

  2. Launch, modify or delete the queries as required (see Section 4.9.2.3, “Search by creating a new query” for more information).

  3. Filter results with the entries in the All Items and/or By Type panes on the left of the tab. Items matching the selections will appear in the right pane.

  4. Click the required document or folder name to view or download them.

4.10. Preferences

This function is used to set up your browsing preferences.

Procedure 4.105. 

  1. Click on the right side of the Content Explorer portlet.

    The Preference Setting window will appear:

    Table 4.24. 

    Setting Details
    Sort by To sort nodes in the nodes list by Alphabetic, Type, Created Date, or Modified Date
    Show sidebar To display/hide the sidebar.
    Enable drag and drop To enable/disable the “drag and drop” action.
    Nodes per page This number of nodes that will be displayed per page.
    Show non document nodes To display/hide nodes that are non–documents.
    Show referenced documents To display/hide referenced documents.
    Show hidden nodes To display/hide hidden nodes.
    Query Type This query type.
    Enable DMS structure. To display/hide nodes in a document in tree structure.

  2. Configure the preferences as required and click Save to set them.

    Or click Back to quit without submitting changes.

4.11. Newsletters

eXo Content provides a newsletter service aiming at helping users quickly get the updated newsletters from a website.

With Newsletters, you can instantly get newsletters from your email to update the last information about categories and subscriptions.

Do the following to subscribe to newsletters from eXo Service:

  1. Go to Newsletters on the navigation bar. The Newsletters page will appear:

  2. Enter your email address in the Your Email field.

  3. Select the checkbox corresponding to the subscription that you want to get newsletters.

  4. Click Subscribe. A message informing that you have just subscribed to the selected newsletter will appear.

  5. Click OK in the confirmation message. You can reselect the subscription that you want or do not want to receive newsletters by re-selecting the checkbox in the Check to subscribe column.

  6. Click Change your subscriptions to update your changes.

  7. Click Forget this email if you want to unsubscribe from newsletters.

eXo Content facilitates administrators to easily and quickly manage newsletters. Go to Group > Newsletters on the administration bar to access Newsletters.

This section details category management.

Procedure 4.106. Add a new category

  1. Click New Category on the action bar of the Newsletters page. The Category form will appear.

    Table 4.25. Category Form Field Details

    Field Description
    Name The name of a category. This field is required.
    Title The title of a category. This field is required.
    Description A brief description of the category.
    Moderator Select users/groups who have rights to manage this category.
    Save Accepts the addition of a new category.
    Cancel Quits the category form without adding a category.

  2. Input values for fields

    1. Select a moderator for a category by clicking next to the Moderator field to select a user. The User selector form will appear > Click corresponding to a user in the list that you want to select..

    2. Click to select users in a specific group. The Group selector will appear

      Select a group from the left panel and a membership type in the right panel. The membership and group selected will be displayed in the Moderator field. After adding new categories, they will be added in the list of categories.

    After creating a category, you can create new subscriptions or newsletters for this category.

    When clicking the Administration button, you see a drop-down menu consisting of all actions on this category.

  1. Select a category that you want to edit > Click Administration > Edit Category in the drop-down menu to bring up the Category form.

  2. Change the values in the Title and Description fields as required. (Note: You cannot change the name of the category).

  3. Click Save to save all changes.

Procedure 4.107. Delete a category

  1. Click Delete category in the menu. A confirmation will appear:

  2. Click OK to delete the category or Cancel to exit without deleting.

Administrators can manage users accounts and activity with edit, ban, remove ban or delete actions.

Procedure 4.108. 

  1. Click Administration > Manage Users in the menu. The Manage Users form will appear:

    Table 4.26. 

    Field Details
    Email The email address of user who has subscribed this subscription.
    Banned

    This field has two values:

    False

    The user is allowed to get email.

    True

    The user isn't allowed to get email.

    To ban this user from receiving email.
    To remove a ban on a user.
    To delete the user.

  2. Click Close to close the form.

An administrator can add more subscriptions to any category. There are two ways to do this:

Procedure 4.109. Method One

  1. Click New Subscriptions on the Action bar.

    The Subscription form will appear:

    Table 4.27. 

    Field Details
    Category The category that contains this subscription.
    Name The name of the subscription. This field is required.
    Title The title of the subscription. This field is required.
    Description The brief description about the subscription. This field is not required.
    Redactor Select users/groups who have rights to manage this subscription This fied is required.

  2. Click and select the category from the drop-down menu.

  3. Enter the rest of their values in the form.

  4. Click Save to create the new subscription or Cancel to quit without creating a new subscription.

Procedure 4.110. Method Two

  1. Click directly the category to which you want to create a new subscription:

  2. Click New Subscriptions on the Action bar.

    The Subscription form pops up:

Do the same steps as Method One.

Administrators can create newsletters for each subscriptions.

These Newsletters can be opened, edited, deleted or converted to a template for reuse.

Table 4.28. 

Element Details
Shoes The name of the subscription.
Fashion Shoes The brief description about the subscription.
Letter The list of all letters of this subscription.
Date The date and time when creating this letter.
Status There are three types of status: draft, awaiting and sent.
Moderation This button allows you to take actions on a newsletter that you select.

Administrators can easily view the content of a newsletter.

Procedure 4.111. 

  1. Choose a category by left-clicking it or checking the box and then selecting Administration > Open.

  2. Select the newsletter that you want to open by left-clicking it, or selecting the checkbox.

  3. Click the button, then select Open in the menu:

    The View Newsletter's Content form pops up:

  4. Click Close to exit.

Do the following to edit a newsletter.

Procedure 4.112. Edit a newsletter

  1. In a specific subscription, select the newsletter you want to edit by selecting the checkbox.

  2. Click , then select Edit in the menu.

    The Newsletter entry form pops up:

  3. Change the values in the fields that you want to edit: Template, Send date, Category, Subscription.

  4. Click the Update a Newsletter's info button.

  5. Change the values in the fields Title and Main content.

  6. Click Save to save as draft, or click Send.

Administrator can delete obsolete newsletters.

Procedure 4.113. Delete a newsletter

  1. In a specific subscription, select the newsletter that you want to delete by selecting the checkbox.

  2. Click , then click Delete in the menu.

    The confirmation message will be displayed:

  3. Click OK to accept deleting this newsletter, or Cancel to quit without deleting.

The administrator can reuse the template of the frequently used newsletter template.

Procedure 4.114. Convert to template

  1. Select the newsletter that you want to create as a template.

  2. Click , then select Convert as Template in the menu. The next time when you create a newsletter, this template will be listed in the Template field in the Newsletter entry form.

Each subscription consists of many newsletters. eXo Content helps you easily create newsletters by following these steps.

Procedure 4.115. Creating Newsletters

  1. Go to Group > Newsletters on the administration bar. The eXo Newsletter appears.

  2. Click on the action bar. The Newsletter entry formappears:

    Details:

    Table 4.29. 

    Field Details
    Template The template for your newsletter form. Basic Template is set by default..
    Send date The date and time to send the newsletter.
    Category The category contains this newsletter.
    Subscription The subscription contains this newsletter.
    Update sending parameters This button allows you to update information about this newsletter.

  3. Click to select the template for the newsletter.

  4. Click the Send Date field. The calendar will appear to allow you to choose the date and time when you want to send the newsletter.

  5. Click in the category field to select the category and the subscription in list.

  6. Click the Update sending parameters button to update information about this newsletter. A message pops up and informs you that you have updated information successfully.

  7. Input a title of a newsletter into the Title field.

  8. Create a content for a newsletter by inputting information into the Main content textbox.

  9. Click Save to save this newsletter as draft, or click Send to send this newsletter.

  10. Select Contact Us on the navigation bar, or go to Site > Acme > Contact Us.

    The Contact Us page appears:

    Table 4.30. 

    Field Details
    Select a recipient The recipient who will receive a message
    Your name The name of a person who leaves a message
    Your address The address of a person who leaves a message
    Your Email Address The email address of a person who leaves a message
    Your Phone Number The phone number of a person who leaves a message
    Your message Write a message that you want to leave

  11. Select a recipient and enter values in this form.

  12. Click Save to save a message.

4.12. Fast Content Creator

eXo Content provides users with the Fast Content Creator portlet that enables users to create document content quickly. The Fast Content Creator portlet is applied in the Contact Us portlet on the navigation bar:

Procedure 4.116. 

  1. Go to Contact Us on the Navigation bar or go to Site > Acme > Contact Us.

    The Contact Us page will appear:

    Table 4.31. 

    Field Details
    Select a recipient To choose people who will receive the message.
    Your Name To type the name of person who leaves a message.
    Your Address To type the address of person who leaves a message.
    Your Email Address To enter the email address of person who leaves a message.
    Your Phone Number To enter the phone number of person who leaves a message.
    Your Message To write a message that you want to leave.

  2. Select a recipient and complete the other values in the form.

  3. Click Save to send a message.

Users can edit templates, take actions, and save locations for the documents in the Contact Us portlet.

Procedure 4.117. 

  1. Go to Contact Us on the Navigation bar or go to Site > Acme > Contact Us.

  2. Click Site Editor > Edit Page on the administration bar. The Page Editor will be displayed.

  3. Click the edit icon to open the Edit Mode tab in the Contact Us portlet.

    The Edit Mode tab appears:

    Table 4.32. 

    Field Details
    Location to save Select the location for saving documents or messages.
    Select template Select a template for documents. There are corresponding fields to each template.
    Custom save button Change the label for the save button.
    Custom save message Show a custom message that informs you have just saved a document.
    Redirect Allow you to redirect the path in the Redirect path field.
    Redirect path Show a path to which you will be directed after clicking OK in the confirmation message.

  4. Click the to search for the location to save documents. The Select Location form appears:

  5. Select the parent node on the left panel and click the in the Action column to choose the child node on the right panel. After being selected, this location will be displayed on the Location to save field. Created documents will be saved in this location.

  6. Select a template for documents .

  7. Change the label for Custom save button, and the content for Custom save message.

  8. Tick the Redirect checkbox if you want to redirect to the path in the Redirect path field after clicking OK in the save message.

  9. Click Save to commit all changes of ediingt properties for the documents that you will create in the Contact Us Portlet.

4.13. Form Builder

The Form Builder portlet enables users to create and to edit template of document types. Documents are stored in the so-called node; therefore, the term “node” and node types are often applied.

Procedure 4.118. 

  1. Go to Group > Form Builder on the administration bar. The Form Builder will appear:

  2. Enter the node name into the Name field. (* Required)

  3. Enter a brief description about the node.

  4. Click the Form Builder tab that allows you to set properties for a node. Available components are displayed on the left pane.

  5. Click the desired components on the left pane. The selected components will be displayed on the right pane.

  6. Click the corresponding to the component to move this component up or the to move the component down.

  7. Click the that corresponds to the component to edit properties of that component. The form to edit properties appears like the illustration below:

    Table 4.33. 

    Field Details
    Field Label To enter the field label.
    Width To enter the field width. If the checkbox in is marked, the will appear beside the text box, indicating that values in this box are required.
    Height To enter the field height.
    Default Value To display the default value
    Guidelines for User To display instructions about this component.

    To delete the component, click the corresponding to the component.

    Click again to hide the form to edit the properties.

    After editing the properties of the components, the components look like the below illustration:

  8. Click Save to accept creating a new node, or Reset to edit this node again before saving.

    A message will inform that you created a node successfully.

4.14. Category Navigation

Category Navigation Portlet and Parameterized Content List Viewer portlet get rid of long URLs when you view a content and enable users to see published documents or webcontents in specific categories in one page. Thanks to the symbolic link, no matter where the object physically resides, the database can retrieve it. In addition, the relations amongst shortcuts can be managed. Now, you can view documents or web content in the Parameterized Content List Viewer easily.

Procedure 4.119. Access to Category Navigation Portlet

  1. Go to News on the navigation bar:

    The left panel lists all the categories containing documents or web contents.

    The right panel displays the documents selected in the left pane.

  2. Select a category that you want to view on the left, it will be shown on the right (only documents or web content published are shown).

Administrators can edit the Category Navigation portlet with the following procedure:

Procedure 4.120. 

  1. Go to Group > Administration > Manage Pages on the administration bar. The Manage Pages will appear:

  2. Click in the Manage Pages that corresponds with the Category navigation portlet to open the page to edit this portlet.

  3. Click to open a form with the Edit Mode to edit the portlet.

  4. Click to select the repository for documents in the Repository field.

  5. Input the name of a category in the Title field.

  6. Select the tree name for a category.

  7. Select the template for displaying categories.

  8. Click the icon to select the target path. The Page selector form will appear:

  9. Click to select the navigation on the left pane. The corresponding pages will be displayed on the left pane and the corresponding paths will be displayed on the right pane.

  10. Click the icon to select the path. This path will be displayed in the Show in page field.

  11. Click Save to accept saving the configuration for the Category Navigation portlet.