Working with Project Documents

Purpose

This tutorial shows you how to navigate to project documents on the Oracle WebCenter Interaction portal, upload and view project documents, check project documents out and in, and perform other project document tasks.

Time to Complete

Approximately 1 hour

Topics

This tutorial covers the following topics:

 Overview
 Prerequisites
 Navigating to Project Documents
 Uploading and Viewing Project Documents
Checking Project Documents Out and In
Performing Other Project Document Tasks
 Summary

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Overview

What Are Project Documents?

WebCenter Collaboration makes it easy for portal users to collaborate, or work together on projects that are stored and managed on the portal. One way portal users can collaborate is by sharing documents. Project members can typically view, upload, and edit documents, and the WebCenter Collaboration's version control system ensures project members do not overwrite each other's changes. Project documents are stored in a hierarchical folder structure, and like everything else on the portal, they are fully searchable.

This tutorial shows you how to perform several common tasks related to project documents. We will use sample documents from our own environment, so what you see on your portal will be different. However, using our examples as guidance, you should be able to perform similar tasks using your own documents.

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Prerequisites

Before you perform this tutorial, you should:

1.

Ensure your portal has at least one project on it that may or may not have any documents added yet.

2.

Ensure that you are a member of the project.

3.

Ensure the portal is up and running.

4.

Log into the portal.

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Navigating to Project Documents

There are several ways to navigate to a portal project so you can start collaborating effectively. In this topic, you learn to add the My Projects portlet to a My Page so you have one-click access to the project. From there, you can easily access the project Documents page. Perform the following steps:

A. Add the My Projects portlet to a My Page
B. Add a project to the My Projects portlet
C. Navigate to the project Documents page

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A. Add the My Projects portlet to a My Page

To have one-click access to a portal project, it is useful to have the My Projects portlet on one of your My Pages. To add the My Projects portlet to a My Page, perform the following steps:

1.

Here is a sample Home Page. It is Dylan's Home Page. (You can see a Welcome, Dylan greeting near the top left corner of the page.) Your Home Page will look different.

Dylan has one portlet on his Home Page: the Migrazet Product Information portlet. He does not yet have the My Projects portlet on his Home Page.

 

 

There are two ways Dylan could add the My Projects portlet to his Home Page. He could start by clicking the Add portlets here link.

 

 

Alternatively, he could click the My Pages down arrow and select Add Portlets.

 

2.

Either way, the Add Portlets page appears. This page lists some of the portlets Dylan could add to his Home Page. (Your list will be different.)

 

 

If the My Projects portlet is not listed, search for it by typing my projects in the Search for Portlets text box and clicking the Search button.

 

 

All portlets matching the search criteria are displayed. (Your list may look different.)

 

3.

To add the My Projects portlet to your My Page, select it by clicking the checkbox to its left.

 

4.

Then click the Finish button.

 

5.

The My Projects portlet now appears on the My Page, but no projects are listed yet.

 

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B. Add a project to the My Project portlet

Now that you have added the My Projects portlet to a My Page, you need to add one or more projects to it so you can use the portlet to access those projects easily. Perform the following steps:

1.

In the My Projects portlet, click the Add Project button.

 

 

The Add Project page appears, This page lists the projects you have permission to access. (Your list will be different.)

 

2.

Select the project you would like to add to the My Projects portlet by clicking the checkbox to its left. For this example, we select the Jazepam Clinical Trials project. You can select more than one project.

 

3.

Then click the Add to My Page button in the upper left corner of the Add Project page.

 

 

A confirmation pop-up box displays, confirming the number of projects that have been added to the My Project portlet. In this example, we have added one project.

 

4.

If you have finished adding projects, click the Close button.

 

 

Back on your My Page, the My Projects portlet should now include a row for each project you added. (In this example, we added one project.)

 

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C. Navigate to the project Documents page

Now that you have added the My Projects portlet to a My Page and the portlet links to at least one project, you can use the portlet for one-click access to the project. From the portal project, you can easily access project documents. Perform the following steps:

1.

To access a portal project, click its link in the My Projects portlet. (Your My Projects portlet will have different links.)

 

 

The project page displays. Notice that there are five tabs across the top, and the Overview tab is selected. The Overview page provides a quick summary of the project: a description of what the project is about, a general announcement, recently edited documents, and recent messages. You can get a quick impression of the project from the Overview page.

 

2.

To navigate to the Documents page, click the Documents tab.

 

 

The Documents page appears. This page is used to manage documents that are pertinent to the project. (Your Documents page will have different contents, and there may not be any folders or documents listed.)

 

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Uploading and Viewing Project Documents

In the previous topic, you added the My Projects portlet to a My Page, added a project to the My Projects portlet, and navigated to the project Documents page. Now you are ready to share project documents with other project members. You can create the documents directly on the portal (by clicking the New button on the project Documents page), or you can upload an existing document. To upload and view a project document, perform the following steps:

A. Upload a document to the project
B. View a project document

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A. Upload a document to the project

To upload a document from your computer to your portal project, perform the following steps:

1.

Here is a sample project Documents page. (Your page will have different contents.)

 

 

To upload a document, click the Upload link.

 

2.

From the Upload dropdown menu, select Single File.

 

 

The Upload dialog box displays.

 

3.

To browse for a file on your computer, start by clicking the Browse button.

 

4.

Browse for and highlight the file you would like to upload, and click the Open button.

 

 

Back in the Upload dialog box, the file you have selected should appear in the File text box.

 

5.

To upload this file, click the Upload button.

 

 

The Upload dialog box should confirm that the upload completed successfully. If you want to upload additional files, you can click the Upload Single File link at the bottom. (In this example, we do not upload additional files.)

 

6.

When you have finished uploading files, click the Close button.

 

 

Back on the project Documents page, the file you have uploaded is listed in the right pane, along with the date and time the portal version of this document was last modified (in this case, when it was first uploaded) and which portal user modified it. The document is now available for other project members to view or edit.

 

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B. View a project document

Now that you have uploaded a document, you can view it (or view any other project documents that are part of the portal project). Perform the following steps:

1.

Here is a sample project Documents page. (Your page will have different contents.)

 

 

To display a project document, click its link in the right pane.

 

 

The project document displays.

 

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Checking Project Documents Out and In

One of the powerful features of collaboration on the portal is the ability to collaborate on documents. Only one project member can edit a document at time, so one member's edits do not inadvertently overwrite another member's edits. In a version-control process borrowed from software development, a document must be checked out before you can edit it. When you have finished making your changes, you can check it back in. While a document is checked out, no one else can check it out, but project members can view the document as it was before it was checked out. To see how to check documents out and in, perform the following steps:

A. Check a document out
B. Check a document in

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A. Check a document out

You can view or download project documents at any time. If (and only if) you want to edit a project document, you need to check it out. Perform the following steps:

1.

Here is a sample project Documents page. (Your page will have different contents.)

 

 

To check out a project document, start by selecting it. (Click the checkbox to its left.)

 

2.

Then click the Check Out button. (If this button is not active, you do not have permission to check project documents out.)

 

3.

The File Check Out dialog box appears. Specify whether you want to download the document. If you know that the copy on your computer is the latest version, then you do not need to download the version on the portal. In that case, you would select I already have a copy of the current version on my computer. For this example, we indicate that we want to download the document from the portal.

 

 

When you have finished making your selection, click the Finish button.

 

4.

The File Download dialog box appears, and you are prompted to open or save the document.

 

 

For this example, we select Save.

 

5.

Navigate to the folder in which you would like to save the file, and click the Save button.

 

 

Back on the project Documents page, the portal indicates that the file has been checked out. While it is checked out, project members can view the document as it was before you checked it out.

 

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B. Check a document in

In the previous task, you checked a document out. Once you have made your edits, you need to check the document in. Perform the following steps:

1.

Here is a section from a sample project Documents page. Notice that the highlighted document has been checked out by Dylan (right column).

To check the document back in, start by selecting the document and clicking the Check In button.

 

2.

The File Check In dialog box appears. Click the Browse button to browse the folders on your computer to find the file you want to check back in.

 

3.

Optionally, type a comment in the Comments text box.

 

4.

If you want to upload the latest version of the file but keep the document checked out, click the checkbox to the left of Keep checked out. In this example, we do not want to keep the document checked out, so we leave this checkbox unchecked.

 

5.

When you have finished, click the Upload button.

 

6.

Back on the project Documents page, notice that the Date Modified and Checked In By fields have been updated to indicate that the file has been checked in.

 

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Performing Other Project Document Tasks

In previous topics, you have learned how to upload project documents, display their contents, check documents out, and check documents back in. There are a number of other tasks you can perform with project documents. Perform the following steps:

A. View document properties
B. Subscribe to a document
C. View document history
D. Add the My Documents portlet to a My Page

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A. View document properties

Once a document has been uploaded to a portal project and displayed in on the project Documents page, you may want to find out who originally created the document, when it was created, how big it is, what version is currently posted, and so on. These details are part of a document's properties. To view document properties, perform the following steps:

1.

On the project Documents page, in the right pane, either click the View Document Details button to the left of the document, or select the document by clicking the checkbox to its left.

 

 

The selected document's properties display in the lower pane.

 

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B. Subscribe to a document

If you want to be notified via email each time a project document changes, you can subscribe to the document. Perform the following steps:

1.

On the project Documents page, in the right pane, select the document. Then, in the lower pane, click the Subscribe button, selecting either Immediate Email or Summary Email. (If you do not see the Subscribe button, then you do not have permission to subscribe to project documents.)

 

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C. View document history

In a previous task, you learned how to view a project document's properties. One of those properties is the version number. To see earlier versions of a document, perform the following steps:

1.

On the project Documents page, in the right pane, select the document. Then, in the lower pane, click the View Versions button.

 

 

The Document Versions page displays, listing all versions, when they were checked in, which portal user checked them in, and any comments.

 

3.

To download an earlier version of the document, click its number in the Version column.

 

4.

When you have finished viewing document versions, click the Close button.

To close the project window, click the Close button as well.

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D. Add the My Documents Portlet to a My Page

In an earlier topic, you added the My Projects portlet to a My Page. If you plan to work extensively with project documents, you may want to add the My Documents portlet to a My Page as well. This portlet provides one-click access to recently uploaded or modified project documents, and it also gives you access to much of the functionality available in the project Documents page. Perform the following steps:

1.

Here is a sample Home Page. It has a My Projects portlet but does not have a My Documents portlet.

 

 

To add a portlet, click the My Pages down arrow and select Add Portlets.

 

2.

The Add Portlets page appears. This page lists some of the portlets this portal user could add to his Home Page. (Your list will be different.)

 

 

If the My Documents portlet is not listed, search for it by typing my documents in the Search for Portlets text box and clicking the Search button.

 

 

All portlets matching the search criteria are displayed. (Your list may look different.)

 

3.

To add the My Documents portlet to your My Page, select it by clicking the checkbox to its left. Then click the Finish button.

 

 

The My Documents portlet now appears on the My Page. The project documents are listed, along with when they were last modified, and by whom.

To display a project document, you would click the name of the document. To upload project documents, you would click the Upload button.

 

4.

The My Documents portlet toolbar provides most of the functionality available on the project Documents page. If you select a document by clicking the checkbox to its left, you can display that document's properties, check it out, check it back in, and so on, without navigating to the project Documents page.

 

5.

By default, the My Documents portlet lists documents for all projects you have associated with the My Projects portlet on this My Page. To display documents related to just one project, select that project from the dropdown menu on the right side of the My Documents toolbar.

 

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Summary

In this tutorial, you learned how to:

 navigate to project documents
 upload and view project documents
check project documents out and in
perform other project document tasks

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