Oracle Beehive Workspaces Client Help

What is Oracle Beehive Workspaces Client?

For users familiar with accessing team knowledge bases through Web-based technologies, Oracle provides Oracle Beehive Workspaces Client. Oracle Beehive Workspaces Client leverages dynamic, wiki page technology to support team collaboration activities in Oracle Beehive workspaces.

Through Oracle Beehive Workspaces Client, users can perform the following collaborative tasks on a workspace-by-workspace basis:

• Create and manage workspaces.

• Manage workspace memberships by adding participants and assigning workspace roles to them.

• Create and manage workspace calendar events.

• Create and manage workspace documents through user-defined, hierarchical folder directories.

• Create and manage team-based wiki sites.

• View the history of changes for wiki pages and restore previous versions.

• Post comments and reply to previously-posted comments on wiki pages.

• Post announcements for important events, activities, and notices.

• Subscribe to RSS-based feeds to stay updated on the latest workspace activities.

Oracle Beehive Workspaces Client supports the following Web browsers on the Microsoft Windows XP, Microsoft Vista, Mac OS X, and Linux operating systems:

• Apple Safari 3.1 and later

• Microsoft Internet Explorer 7

• Mozilla Firefox 3.0 and later

How do I sign in to Oracle Beehive Workspaces Client?

To sign in to Oracle Beehive Workspaces Client:

1. Open a supported Web browser.

2. In the address bar of your Web browser, enter the URL for your organization's deployment of Oracle Beehive Workspaces Client. Typically, this URL appears in the following format:

   http://<Your-Server-Name>:<Port-Number>/workspaces/

   
   

   Note: If you do not know your organization's URL for Oracle Beehive Workspaces Client, please contact your system administrator.

   
   

   The Login page opens.

3. Enter your username and password.

4. Click Login. Oracle Beehive Workspaces Client opens to Workspaces Home.

How do I sign out of Oracle Beehive Workspaces Client?

To sign out of Oracle Beehive Workspaces Client:

1. In Oracle Beehive Workspaces Client menu bar (at the top), click Sign Out.

What is a workspace?

An Oracle Beehive workspace is a virtual location where Oracle Beehive users collaborate and create, view, manage, and search for the content related to their collaborative efforts. Each workspace is created for a particular purpose or objective, such as for a project, a team, or an activity, or some combination thereof. As such, workspaces are context-based, presenting only the features and content that are relevant to their participants.

How do I access a workspace?

To access an Oracle Beehive workspace:

1. Sign in to Oracle Beehive Workspaces Client. For more information, refer to "How do I sign in to Oracle Beehive Workspaces Client?".

   The Workspaces Home opens to the All My Workspaces page.

2. In the All My Workspaces page, click the workspace you want to access.

How do I create a workspace?

To create an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, do one of the following on the Workspaces toolbar:

   • If you are on a page within Workspaces Home (All My Workspaces, Favorite Workspaces, or Recent Activity), click Create Workspace.

   • If you are in a workspace, click New and then click Workspace.

   The Create Workspace dialog window opens.

2. In the Create Workspace window, enter a name for your workspace.

3. Optionally, enter a description for your workspace.

4. If you are a manager and have direct reports, the Participants options appear. Select one of the following options:

   • Only me: Adds you to the workspace as its only participant.

   • Me and my direct reports: Adds you and your direct reports as participants to the workspace.

   • Me and my whole organization: Adds you and your entire organization (your direct reports, the employees who report to them, and so on) as participants to the workspace.

   
   

   Note: You can still add participants later, regardless of which of the Participants options you choose. For more information, refer to "How do I add participants to my workspace?".

   
   

5. Click Create. The system creates the new workspace.

To continue with another workspace-related task, refer to one or more of the following topics:

• How do I add participants to my workspace?

• How do I specify a logo for my workspace?

• How do I change the settings for my workspace?

• How do I add a shortcut (link) to my workspace?

• How do I delete a workspace?

How do I delete a workspace?

To delete an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that you want to delete.

2. Click Settings (on the left menu).

3. On the Workspace toolbar, click Delete Workspace. The Confirmation window opens.

   
   

   Caution: Deleting a workspace also deletes any content that it contains, such as documents, wiki pages, announcements, and so on. After you delete a workspace, it is no longer available to any of its participants.

   
   

4. In the Confirmation window, click Yes to delete the workspace. The system deletes the workspace.

How do I join a workspace?

You are automatically a participant of any Oracle Beehive workspace that you create. To join an Oracle Beehive workspace that another user created, you must be invited by that user or by another user with administrative privileges for that workspace. To invite a user to a workspace that you created, refer to "How do I add participants to my workspace?".

How do I add a workspace to my Favorite Workspaces?

You can add an Oracle Beehive workspace to your Favorite Workspaces from the following locations:

• From within a workspace

• From the Workspaces Home (All My Workspaces page)

To add a workspace to your Favorite Workspaces from within a workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that you want to add to your Favorite Workspaces.

2. If you are not on the Overview page for the workspace, click Overview (on the left menu).

3. On the Workspace toolbar, click Add Workspace to Favorites. Oracle Beehive Workspaces Client adds the workspace to your Favorite Workspaces.

To add a workspace to your Favorite Workspaces from the Workspaces Home (All My Workspaces page):

1. In Oracle Beehive Workspaces Client, click Oracle Beehive Workspaces (in the top-left corner). The Workspaces Home opens to the All My Workspaces page.

2. In the list of workspaces, click the Favorites icon (gray star) next to the workspace that you want to specify as a favorite. The star turns yellow.

3. To confirm your selection, click Favorite Workspaces. The Favorite Workspaces page opens. The workspace appears in the list on that page.

How do I remove a workspace from my Favorite Workspaces?

You can remove an Oracle Beehive workspace from your Favorite Workspaces from the following locations:

• From within a workspace

• From the Workspaces Home (All My Workspaces page)

To remove a workspace from your Favorite Workspaces from within a workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that you want to remove from your Favorite Workspaces.

2. If you are not on the Overview page for the workspace, click Overview (on the left menu).

3. On the Workspace toolbar, click Remove Workspace from Favorites. Oracle Beehive Workspaces Client removes the workspace from your Favorite Workspaces.

To remove a workspace from your Favorite Workspaces from the Workspaces Home (All My Workspaces page):

1. In Oracle Beehive Workspaces Client, click Oracle Beehive Workspaces (in the top-left corner). The Workspaces Home opens to the All My Workspaces page.

2. In the list of workspaces, click the Favorites icon (yellow star) next to the workspace that you want to remove as a favorite. The star turns gray.

3. To confirm your selection, click Favorite Workspaces. The Favorite Workspaces page opens. The workspace does not appear in the list on that page.

How do I change the settings for my workspace?

To change the settings for an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the settings you want to change.

2. Click Settings (on the left menu).

3. Change one or more of the following settings:

   • Workspace name: Enter another name for the workspace.

   • Owner: Enter the name of a participant in this workspace.

   • Primary contact: Enter the name of a participant in this workspace.

   • Description: Enter another description for your workspace.

   • Logo: To select a logo for your workspace, do one of the following:

     • Select a logo provided by Oracle Beehive: Click the Logo preview box and then click a logo from the predefined logo gallery.

     • Select a logo located on your computer: Click Browse to navigate to and select an image file located on your computer.

4. Click Save. After the changes are processed, the Report dialog window opens.

5. In the Report window, click OK. The system saves your changes.

How do I specify a logo for my workspace?

Oracle Beehive Workspaces Client enables workspace owners and coordinators to specify a logo for each Oracle Beehive workspace. Supported file types include GIF (.gif), JPEG (.jpeg), bitmap (.bmp), and PNG (.png) files.

To specify a logo for an Oracle Beehive workspace, refer to "How do I change the settings for my workspace?".

How do I manage the quota for my workspace?

To manage the quota for an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the quota you want to manage.

2. Click Trash. The Trash page opens.

   The size of the current workspace (in terms of memory used) and the total quota available appear directly below the page heading "Trash" in the following format:

   Quota: Current workspace size is <disk_space_used> out of <total_quota_available>

   where <disk_space_used> is the amount of disk space on the Oracle Beehive server that is being consumed by the current workspace and <total_quota_available> is the amount of disk space (the quota) that has been allotted for this workspace.

3. If the workspace is at or near its quota limit, it is recommended that you free up some memory by permanently deleting any items currently in the Trash folder. You should also delete any old or obsolete documents, folders, and wiki pages that haven't yet been deleted, and then permanently delete them from the Trash folder.

   To continue, refer to one or more of the following topics:

   • How do I delete a document or folder from a workspace?

   • How do I delete a wiki page?

   • How do I permanently delete an item from the Trash folder?

How do I add participants to my workspace?

To add participants to an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace to which you want to add the participant.

2. Click Participants.

3. On the Workspaces toolbar, click Add User/Group and then do one of the following:

   • To add a user participant, click User Participant.

   • To add a group participant, click Group Participant.

4. In the Name box, enter a name or e-mail address for the user or group.

5. Optionally, in the Business Role box, enter a business role for the user or group, such as a business title, group affiliation, or another label that you specify. This setting applies to the current workspace only.

6. Optionally, from the list of Participation Role radio buttons, click a workspace role for the user or group. This setting determines the rights and privileges the user or group will have in the current workspace only. By default, the system assigns the workspace-viewer role to the user or group.

7. Click Add. The system adds the user or group to the workspace.

How do I remove a participant from my workspace?

To remove one or more participants from an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace in which you want to remove one or more participants.

2. Click Participants. The Participants page opens.

3. In the table of workspace participants, click the name of the participant you want to remove from the current workspace. To remove two or more participants simultaneously, press and hold down the Ctrl key as you click each participant's name.

4. On the Workspaces toolbar, click Remove. The Remove Participant dialog window opens.

5. To remove the selected participants, click Yes. The system removes the participants from the workspace.

How do I change a participant's role in my workspace?

To change the role of one or more participants in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the participant whose role you want to change.

2. Click Participants. The Participants page opens.

3. In the table of workspace participants, click the name of the participant whose role you want to change. To change the roles of two or more participants to the same new role simultaneously, press and hold down the Ctrl key as you click each participant's name.

4. On the Workspaces toolbar, click Edit. The Update Participant dialog window opens.

5. Change one or more of the following settings:

   • Business role: Enter a business role for the selected participants, such as a busines title, group affiliation, or another label that you specify. This setting applies to the current workspace only.

   • Participant Role: Click a participant role for the selected participants. This setting determines the rights and privileges the selected participants will have in the current workspace only.

6. Click Update. The system applies your changes.

How do I create (post) an announcement in a workspace?

To create (post) an announcement in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace in which you want to create the announcement.

2. On the Workspaces toolbar, click New and then click Announcement. The New Announcement page opens.

3. In the Subject box, enter a subject for the announcement.

4. In the Body box, enter the details of the announcement.

5. Optionally, specify when to post (activate) the announcement by selecting one of the following options:

   • Make the announcement active immediately: The system posts the announcement immediately. This is the default setting.

   • Activate the announcement on a specific date: The system posts the announcement at a date and time that you specify.

6. Optionally, specify when to withdraw (expire) the announcement by selecting one of the following options:

   • Announcement never expires: The system posts the announcement indefinitely. This is the default setting.

   • Expire the announcement a specific number of days after it activates: The system withdraws the announcement a specific number of days after it is posted.

   • Expire the announcement on a specific date: The system withdraws the announcement at a date and time that you specify.

7. Click Post. The system posts your announcement according to your selections.

   After the announcement is posted, that is, after it becomes active, it appears on the Announcements page and in the Announcements pane of the Overview page for all participants in the current workspace. Prior to an announcement being posted, that is, while it is pending activation, it appears in the Announcements page for workspace-coordinators and workspace-document-coordinators only.

How do I delete an announcement from a workspace?

To delete an announcement in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace in which you want to delete an announcement.

2. Do one of the following:

   • Click Announcements (on the left menu)

   • If you are on the Overview page, in the Announcements pane click the announcement that you want to delete.

3. Next to the announcement that you want to delete, click the Delete icon (red X). The Delete Discussions dialog window opens.

4. To delete the announcement and any comments associated with it, click Yes.

How do I search for content in my workspaces?

To search for content hosted by Oracle Beehive workspaces:

1. In the Search box (located at the top of Oracle Beehive Workspaces Client), enter a search string.

2. In the Search list, do one of the following:

   • To search in the current workspace only, click Search this workspace.

     
     

     Note: The Search this workspace option only appears if you are currently in a workspace.

     
     

   • To search in your favorite workspaces, click Search favorite workspaces.

   • To search in all workspaces, click Search all workspaces.

3. Click the Search icon (magnifying glass). Search will return wiki pages and documents that contain the search string you entered in Step 1.

How do I open a document in a workspace?

To open a document in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the document that you want to access.

2. Click Documents (on the left menu). The Documents page opens.

3. In the Documents table, navigate to the document. If the document does not appear in the default (root) view of the Documents table, click a folder in the table to navigate to the document.

4. After you navigate to the document, click it. Depending on your Web browser and the settings for your computer, one of the following occurs:

   • The document opens on your computer.

   • The document downloads to your computer.

   • The Opening Document dialog window opens and prompts you to either open or download the document. Select one of these options and then click OK.

To continue with another document-related task, refer to one or more of the following topics:

• How do I add (upload) a document to a workspace?

• How do I lock a document or folder in a workspace?

• How do I unlock a document or folder in a workspace?

• How do I check out a document from a workspace?

• How do I check in a document to a workspace?

• How do I move a document or folder in a workspace?

How do I add (upload) a document to a workspace?

You add documents to workspaces by uploading them through Oracle Beehive Workspaces Client.

To add (upload) a document to an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace where you want to add the document.

2. On the Workspaces toolbar, click Upload Document. The Upload Documents page opens.

3. In the Files box, enter the path of a document located on your computer. Or, click Browse to navigate to and select the document.

4. Optionally, click Change... to select a specific destination folder for the upload. The Select Upload Folder dialog window opens. In the folder hierarchy that appears, click the destination folder and then click Select.

   
   

   Note: If you do not pick a specific destination folder, Oracle Beehive Workspaces Client uploads the document to the Documents folder (the root folder) for the current workspace.

   
   

5. To upload the document, click Upload. The system uploads the document to the current workspace.

   
   

   Note: If the another document with the same file name exists in the workspace, you will be asked if you want to overwrite the existing document. Click Yes to continue the upload and overwrite the existing file. Or, click No to cancel the upload.

   
   

How do I lock a document or folder in a workspace?

Locking a document or folder prevents other workspace participants from modifying it. If you lock a document or folder, other participants can still access it (that is, they can still view its contents) but they cannot modify it until you explicitly unlock it. You should lock a document when you want to prevent others from modifying it but don't necessarily want to check it out from a workspace.

To lock a document or folder in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the document or folder that you want to lock.

2. Click Documents (on the left menu). The Documents page opens.

3. In the Documents table, click the row that contains the document or folder you want to lock so that the row is highlighted. If the document or folder does not appear in the default (root) view of the Documents table, click the appropriate folder in the table to navigate to the document or folder.

4. On the Workspaces toolbar, click Lock. If you have the necessary privileges, the system locks the document or folder on your behalf. A lock icon appears in the Documents table, next to the document or folder you locked.

   To unlock the document or folder, refer to Hop"How do I unlock a document or folder in a workspace?".

How do I unlock a document or folder in a workspace?

To unlock a document or folder in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the document or folder that you want to unlock.

2. Click Documents (on the left menu). The Documents page opens.

3. In the Documents table, click the row that contains the document or folder you want to unlock so that the row is highlighted. If the document or folder does not appear in the default (root) view of the Documents table, click the appropriate folder in the table to navigate to the document or folder.

   
   

   Note: A lock icon will appear in the Documents table next to any document or folder that is currently locked.

   
   

4. On the Workspaces toolbar, click Unlock.

How do I check out a document from a workspace?

Checking out a document or folder prevents other workspace participants from modifying it. If you check out a document, other participants can still access it (that is, they can still view its contents) but they cannot modify it until you check it in or cancel the checkout.

You should check out a document whenever you want to modify it. This will prevent other users from modifying it at the same time, which can result in the loss of information.

To check out a document from an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the document that you want to check out.

2. Click Documents (on the left menu). The Documents page opens.

3. In the Documents table, click the row that contains the document you want to check out so that the row is highlighted. If the document does not appear in the default (root) view of the Documents table, click the appropriate folder in the table to navigate to the document.

4. On the Workspaces toolbar, click Check Out/In and then click Check Out. The Check Out dialog window opens.

5. Optionally, in the Comments box enter a comment, such as the reason why you're checking out the document.

6. Click Check Out. If you have the required privileges, the system checks out the document on your behalf.

7. To continue, do one or more of the following tasks:

   • Open and modify the document. For more information, refer to "How do I open a document in a workspace?".

   • Check in the document. For more information, refer to "How do I check in a document to a workspace?".

   • Cancel the checkout. For more information, refer to "How do I cancel the checkout for a document?".

How do I check in a document to a workspace?

The procedure for checking in a modified document depends on your Web browser. Users of Microsoft Internet Explorer 7 can edit documents "in place", that is, in their browsers, and then save their changes directly to their workspaces by using the Save function provided by Internet Explorer. Users of Apple Safari 3.1 (and later) or Mozilla Firefox 3.0 (and later) must save their modified documents locally using the Save As function provided by their browsers and then upload the documents using the Upload function provided by Oracle Beehive Workspaces Client.

To check in a document to an Oracle Beehive workspace:

1. Do one of the following, depending on your Web browser:

   • Microsoft Internet Explorer 7 users: Save the modified document to your workspace by clicking File and then Save on the browser's toolbar.

   • Apple Safari 3.1 and Mozilla Firefox 3.0 users: In your Web browser, save the modified document locally (on your computer) by clicking File and then Save As on the browser's toolbar. Ensure that you save the document to an easily accessible location. Do not save it to a temporary (Temp) directory. Then, upload the modified document to your workspace. For more information, refer to "How do I add (upload) a document to a workspace?".

   If manual versioning is enabled, you will be prompted to provide information for the latest version.

2. In the Documents table, click the row that contains the document you want to check in so that the row is highlighted. If the document does not appear in the default (root) view of the Documents table, click the appropriate folder in the table to navigate to the document.

3. On the Workspaces toolbar, click Check Out/In and then click Check In. The Check In dialog window opens.

4. Optionally, enter a comment in the Comments box, such as the changes you made to the document.

5. Click Check In. The system checks in the document on your behalf. Other users can now lock or check out the document.

How do I cancel the checkout for a document?

To cancel the checkout for a document in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the document for which you want to cancel the checkout.

2. Click Documents (on the left menu). The Documents page opens.

3. In the Documents table, click the row that contains the document for which you want to cancel the checkout so that the row is highlighted. If the document does not appear in the default (root) view of the Documents table, click the appropriate folder in the table to navigate to the document.

4. On the Workspaces toolbar, click Check Out/In and then click Cancel Checkout. The system cancels the checkout and restores the document to its state at the time it was last checked out.

How do I move a document or folder in a workspace?

To move a document or folder in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the document or folder that you want to move.

2. Click Documents (on the left menu). The Documents page opens.

3. In the Documents table, click the row that contains the document or folder you want to move so that the row is highlighted. If the document or folder does not appear in the default (root) view of the Documents table, click the appropriate folder in the table to navigate to the document or folder.

4. On the Workspaces toolbar, click Cut (scissors).

5. Navigate to a new location, such as another folder.

6. After you select the new location, click Paste on the Workspaces toolbar. The system moves the document or folder to the new location.

How do I create a folder in a workspace?

Oracle Beehive Workspaces Client enables you to create folders to better organize the documents in your workspaces. You can create folders in the Documents page of each workspace.

To create a folder in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace in which you want to add the folder.

2. Click Documents (on the left menu). The Documents page open.

3. Navigate to the location in the Documents folder where you want to create the new folder. For example, to create the new folder in an existing folder, click the name of the existing folder in the Documents table.

   
   

   Tip: You can always see where you are in the Documents folder hierarchy by referring to the "bread crumb" links that appear directly below the Workspaces toolbar. The bread crumb links appear in the following format: You are in: <workspace_name>: Documents > <folder_name> where <workspace_name> is the name of the current workspace and <folder_name> is the name of the current folder, if one exists.

   
   

4. On the Workspaces toolbar, click New and then click Folder. The New Folder dialog window opens.

5. In the Name box, enter a name for the folder.

6. Optionally, in the Description box, enter a brief description of the folder and its contents.

7. Click Create. The system creates the folder.

How do I delete a document or folder from a workspace?

To delete a document or folder in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the document or folder that you want to delete.

2. Click Documents.

3. In the Documents table, click the row that contains the document or folder you want to delete so that the row is highlighted. To delete more than one document or folder at the same time, press and hold down the Ctrl key as you click each document or folder.

4. On the Workspaces toolbar, click Delete. The Confirmation dialog window opens.

   
   

   Caution: Deleting a folder also deletes any sub-folders and documents that it contains.

   
   

5. To delete your selection, click Yes. The system moves the items you selected and their contents to the Trash folder for the current workspace.

   To permanently delete your selection, that is, to remove it from the Trash folder, refer to "How do I permanently delete an item from the Trash folder?".

How do I enable or disable version control for a document or folder?

To enable or disable version control for a document, you must enable or disable version control for its parent folder (the containing folder). For instructions on how to enable or disable version control for a folder, refer to "How do I change the settings (properties) for a folder?".

How do I change the settings (properties) for a folder?

To change the settings (properties) for a folder:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the folder whose settings you want to change.

2. Click Documents (on the left menu). The Documents page opens.

3. In the Documents table, click the row that contains the folder. If the folder does not appear in the default (root) view of the Documents table, click the appropriate parent folder to navigate to the folder whose settings you want to change.

4. On the Workspaces toolbar, click Properties and then click Selected Item. The Properties dialog window opens to the General tab. Optionally, click Versioning to switch to the Versioning tab.

5. In the General tab, change one or more of the following settings:

   • Name: Enter another name for the folder.

   • Description: Enter another description for the folder.

6. In the Versioning tab, click one of the following settings:

   • Always keep the same settings as the containing folder: Click this option if you want the version control settings of the parent folder to apply to this folder as well as its documents and sub-folders.

   • Use the following settings for this folder: Click this option and one or more of the following sub-options if you want to override the version control settings of the parent folder:

     • Version Configuration: Specifies the type of version control that applies. Click Automatic Versioning if you want the system to automatically version documents in this folder each time they're updated. Click Manual Versioning if you want users to enter a description of their changes each time they update documents in this folder.

     • Version Label Format: Specifies the type of version numbering or lettering that is applied when a document in this folder is updated.

     • Maximum Number of Versions to Maintain: Specifies the maximum number of versions that the system will maintain for documents in this folder. If this limit is exceeded for a document, the system will discard the oldest version first.

     • Do not allow subfolders to modify these settings: Specifies whether or not sub-folders can override the settings of this folder.

     
     

     Note: You can select the Use the following settings for this folder option only if versioning is enabled by the parent folder of the current folder. If this option is disabled, you must first access the parent folder and enable versioning for all of its child folders (sub-folders).

     
     

7. After you modify the settings for the current document or folder, click Update. The system saves your changes and the Properties window closes.

How do I access a wiki page?

To access an Oracle Beehive wiki page:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the wiki page that you want to access.

2. Do one of the following:

   • Click the Expand icon (downward arrow) to the left of Wiki (on the left menu). The Wiki page options appear. Click one of these options:

     • All Pages: Contains links to all the wiki pages for the current workspace.

     • New Pages: Contains links to all new wiki pages ordered by creation date.

     • Wanted Pages: Contains links to the wiki pages that are referenced by other wiki pages but that have not yet been created.

     • Orphan Pages: Contains links to the wiki pages that have been created but that are not referenced by any other wiki pages.

     Through one of the previous options, find the link for the wiki page that you want to access and then click it.

   • In the Search list, click Goto Wiki Page and begin to enter the name of the page in the Search box. The auto-fill feature will present a list of wiki pages that match the text you entered. Click the wiki page that you want to access. Then, click the Search icon (magnifying glass).

   • Click Overview (on the left menu). The name of the page that you want to access might appear in the Recent Activity pane or in the Shortcuts pane. If the name of the page appears in either of those panes, click it.

   The wiki page opens.

To continue with another wiki page-related task, refer to one or more of the following topics:

• How do I modify a wiki page?

• How do I delete a wiki page?

• How do I view the history of a wiki page?

• How do I restore a previous version of a wiki page?

• How do I print a wiki page?

How do I create (publish) a wiki page?

To create (publish) an Oracle Beehive wiki page:

1. In Oracle Beehive Workspaces Client, open the workspace in which you want to add the wiki page.

2. On the Workspaces toolbar, click New and then click Wiki Page. The New Wiki Page page opens.

3. In the Page Name box, enter a name for the wiki page.

4. Optionally, enter content in the wiki page, such as text, hyperlinks, tables, and images, using one of the following views:

   • Rich Text Editor: Rich Text Editor enables you to create Oracle Beehive wiki page content using toolbar buttons and formatting options commonly found in text editors. For information on Rich Text Editor, refer to "How do I use Rich Text Editor?".

   • Markup View: Markup View enables you to create Oracle Beehive wiki page content using wiki markup tags directly. For more information on Markup View, refer to "How do I use Markup View?".

5. Click Publish. The system creates the new wiki page.

   After the page is created, workspace participants can view and edit the new wiki page the next time they open the current workspace.

To continue with another task related to Oracle Beehive wiki pages, refer to one or more of the following topics:

• How do I modify a wiki page?

• How do I delete a wiki page?

• How do I create (post) a comment in a wiki page?

• How do I print a wiki page?

How do I modify a wiki page?

To edit an Oracle Beehive wiki page:

1. Access the wiki page that you want to edit. For more information, refer to "How do I access a wiki page?".

2. On the Workspaces toolbar, click Edit. The wiki page opens in Edit mode.

3. Edit the wiki page using Rich Text Editor or Markup View. For information on Rich Text Editor, refer to "How do I use Rich Text Editor?". For more information on Markup View, refer to "How do I use Markup View?".

4. Optionally, in the Edit Note box (at the bottom), enter a brief description for your changes.

5. To save your changes, click Publish.

   
   

   Note: If you receive a message that states that the page was modified by another user while you were editing it, you have encountered a version conflict. You cannot publish your changes until you resolve the version conflict. For more information, refer to "How do I resolve a version conflict in a wiki page?".

   
   

How do I resolve a version conflict in a wiki page?

A version conflict occurs when two or more users edit the same version of an Oracle Beehive wiki page and then attempt to save their changes. Typically, the second user who attempts to save the wiki page in this scenario receives the message about the version conflict. If you receive such a message, you must resolve the conflict before you can publish your changes.

To resolve a version conflict you should first compare the version you began editing and the latest version (in other words, the version the other user saved). Then, you can determine whether you should overwrite the other user's version (the latest version) with your changes or cancel your changes altogether.

To resolve a version conflict in an Oracle Beehive wiki page:

1. In the version conflict error message, click Compare the version you began editing with the latest version. A small viewing pane opens, enabling you to compare the differences between the version you began editing and the latest version. The pane helps you identify differences between the two versions by applying special formatting, as follows:

   • Text that was removed from the version you began editing appears red with a strikethrough and yellow highlighting.

     For example:

     This text was removed.

   • Text that was added to the version you began editing appears blue with an underline and light blue highlighting.

     For example:

     This text was added.

   • Text that is unchanged in the version you began editing and the latest version appears as normal text, that is, it appears black with no highlighting or other special markings.

     For example:

     This text is unchanged.

2. After you compare the version you began editing with the latest version, do one of the following:

   • Overwrite the latest version: This option overwrites the latest version (the other user's version) and replaces it with your version. To proceed with this option, click the Overwrite the latest version with my changes check box and then click Publish.

     Optionally, you can further modify the wiki page to incorporate aspects of the other user's version with your version. Then, you can proceed by overwriting the latest version with your additional changes as directed above.

   • Cancel your changes: This option discards your changes and retains the latest version (the other user's version). To proceed with this option, click Cancel.

How do I use Markup View?

Markup View enables you to create and modify Oracle Beehive wiki page content using wiki markup tags directly.

To use Markup View in an Oracle Beehive wiki page:

1. Access the wiki page that you want to modify. For more information, refer to "How do I access a wiki page?".

2. On the Workspaces toolbar, click Edit. By default, the wiki page opens in Edit mode with either Markup View or Rich Text Editor, depending on which tool you last used. If you have never used either tool, the wiki page opens with Rich Text Editor.

   
   

   Note: You can only edit wiki pages in workspaces where you are a participant and your role is other than a workspace-viewer.

   
   

3. If the wiki page opens with Rich Text Editor, click Switch to Wiki Markup. The wiki page switches to Markup View.

How do I use Rich Text Editor?

Rich Text Editor enables you to create and modify Oracle Beehive wiki page content using toolbar buttons and formatting options commonly found in text editors.

To use Rich Text Editor in an Oracle Beehive wiki page:

1. Access the wiki page that you want to modify. For more information, refer to "How do I access a wiki page?".

2. On the Workspaces toolbar, click Edit. By default, the wiki page opens in Edit mode with either Markup View or Rich Text Editor, depending on which tool you last used. If you have never used either tool, the wiki page opens with Rich Text Editor.

   
   

   Note: You can only edit wiki pages in workspaces where you are a participant and your role is other than a workspace-viewer.

   
   

3. If the wiki page opens with Markup View, click Switch to Rich Text Editor. The wiki page switches to Rich Text Editor.

How do I delete a wiki page?

To delete an Oracle Beehive wiki page:

1. Access the wiki page that you want to delete. For more information, refer to "How do I access a wiki page?".

2. On the Workspaces toolbar, click Edit. The wiki page opens in Edit mode.

3. On the Workspaces toolbar, click Delete Wiki Page. The Delete Wiki Page dialog window opens.

4. To delete the current wiki page, click Yes. The system moves the wiki page to the Trash folder for the current workspace.

   To permanently delete the wiki page, that is, to remove it from the Trash folder, refer to "How do I permanently delete an item from the Trash folder?".

How do I view the history of a wiki page?

To view the history of an Oracle Beehive wiki page:

1. Access the wiki page whose history you want to view. For more information, refer to "How do I access a wiki page?".

2. On the Workspaces toolbar, click History. The list of versions for the current wiki page opens.

3. To restore a previous version of the current wiki page, refer to "How do I restore a previous version of a wiki page?".

How do I restore a previous version of a wiki page?

To restore a previous version of an Oracle Beehive wiki page:

1. Access the wiki page that you want to restore. For more information, refer to "How do I access a wiki page?".

2. On the Workspaces toolbar, click History. The list of versions for the current wiki page opens.

3. Click Restore next to the version that you want to restore.

   
   

   Note: The Restore option will not appear if only one version of the current wiki page exists.

   
   

   The version of the wiki page that you selected opens in Edit mode.

4. To restore the version that you selected, click Publish.

How do I print a wiki page?

To print an Oracle Beehive wiki page:

1. Access the wiki page that you want to edit. For more information, refer to "How do I access a wiki page?".

2. On the Workspaces toolbar, click View and then click Printer View. The wiki page opens in a print-ready format.

3. To print the wiki page, use the print function of your Web browser. For more information, please refer to the Help for your Web browser.

How do I add a shortcut (link) to my workspace?

You can add a shortcut (link) to a workspace using Rich Text Editor or Markup View. Both methods are provided in this topic.

To add a shortcut (link) using Rich Text Editor:

1. In Oracle Beehive Workspaces Client, open the workspace in which you want to add a shortcut.

2. Click Overview (on the left menu).

3. In the Shortcuts pane, click the Shortcuts icon (pencil). The Shortcuts page opens in Edit mode with either Rich Text Editor or Markup View, depending on which tool you last used. If the Shortcuts page opens with Markup View, click Switch to Rich Text Editor.

4. Enter the text that you want to embed the shortcut. For example, if you want to create a shortcut to www.oracle.com, enter the following text or something similar:

   Link to Oracle's Website

5. Select the text that you entered in the previous step so that it is highlighted.

6. Click Insert/Edit Link (on the Format toolbar). The Insert/Edit Link dialog window opens.

7. Click the one of the following tabs and complete the steps for that tab:

   • Wiki Pages: Enables you to link to a wiki page in this workspace or another workspace to which you belong. In the Workspace list, click the workspace. In the Wiki Page box, enter the name of the wiki page.

   • Documents: Enables you to link to a document in this workspace or another workspace to which you belong. In the Workspace list, click the workspace. In the Documents table, click the document.

   • External URL: Enables you to link to a URL that is external to this workspace, such as a Web page on the Internet. In the URL box, enter the URL.

8. Click Insert to add the link to the Shortcuts page.

9. Optionally, repeat steps 4-8 to add more shortcuts.

10. Click Publish. The system adds the new shortcut(s) to the Shortcuts page.

To add a shortcut (link) using Markup View:

1. In Oracle Beehive Workspaces Client, open the workspace in which you want to add a shortcut.

2. Click Overview (on the left menu).

3. In the Shortcuts pane, click the Shortcuts icon (pencil). The Shortcuts page opens in Edit mode with either Rich Text Editor or Markup View, depending on which tool you last used. If the Shortcuts page opens with Rich Text Editor, click Switch to Wiki Markup.

4. Enter the text and wiki markup for the shortcut. For help with wiki markup, click Wiki Markup Help and scroll down to the "Links and Images" section.

5. Optionally, repeat step 4 to add more shortcuts.

6. Click Publish. The system adds the new shortcut(s) to the Shortcuts page.

How do I create (post) a comment in a wiki page?

To create (post) a comment in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the wiki page to which you want to add a comment.

2. On the Workspaces toolbar, click Comments. The Start a New Topic page opens.

3. In the Subject box, enter a subject for your comment.

4. Optionally, in the Body box, enter additional details for your comment.

5. Click Post. The system posts your comment.

How do I reply to a comment in a wiki page?

To reply to a comment in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the wiki page that contains the comment to which you want to reply.

2. On the Workspaces toolbar, click Comments.

3. Next to the comment, click Reply.

4. Optionally, in the Subject box, enter a subject for your response.

5. Optionally, in the Body box, enter your reply.

6. Click Post. The system posts your reply.

How do I delete a comment from a wiki page?

To delete a comment in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the wiki page that contains the comment that you want to delete.

2. On the Workspaces toolbar, click Comments.

3. Next to the comment that you want to delete, click the Delete icon (red X). The Delete Discussions dialog window opens.

   
   

   Caution: Deleting a comment also deletes any replies associated with it.

   
   

4. To delete the comment and any replies associated with it, click Yes.

How do I access a calendar event in a workspace?

To access a calendar event in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the event.

2. If you are not on the Overview page for the workspace, click Overview (on the left menu) to open that page.

3. In the Calendar pane, do one of the following:

   • If the calendar is set to Month View, click the date on which the event occurs and then click the List View icon.

   • If the calendar is set to List View, click the Back (<) or Forward (>) icon to navigate to the date on which the event occurs.

   The event appears in the list.

To continue with another event-related task, refer to one or more of the following topics:

• How do I create a calendar event in a workspace?

• How do I modify a calendar event in a workspace?

• How do I delete a calendar event from a workspace?

How do I create a calendar event in a workspace?

To create a calendar event in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace in which you want to add the event.

2. On the Workspaces toolbar, click New and then click Event. The New Event page opens.

3. In the Name box, enter a name for the event.

4. In the Date box, enter the date on which the event will occur using the dd/mm/yyyy convention. Or, click the Date Picker icon (magnifying glass over calendar) to launch the calendar viewer and select the date with your mouse.

5. In the Start Time list boxes, select the time that you want the event to start.

6. In the End Time list boxes, select the time that you want the event to end.

7. Optionally, click the All Day Event check box if the event will occur all day.

8. Optionally, click Invite another attendee to invite users who are not participants of the current workspace. By default, all participants of the current workspace are invited to the event.

9. Optionally, in the Location box, enter a location for the event.

10. Optionally, in the Description box, enter a description for the event. Use the Format toolbar to format the text of the description.

11. Click OK. The system creates the event and sends an invitation to all attendees through their e-mail accounts. Attendees can accept or decline their invitations.

    Also, the new event appears in the Calendar pane of the Overview page. Workspace participants can see the event the next time they open the current workspace and view that page.

How do I modify a calendar event in a workspace?

To modify a calendar event in an Oracle Beehive workspace:

1. Access the event that you want to edit. For more information, refer to "How do I access a calendar event in a workspace?".

2. Click the Edit Event icon (pencil) next to the event that you want to edit.

3. Edit one or more of the following settings:

   • Name: Enter another name for the event.

   • Date: Enter another date for the event using the dd/mm/yyyy convention. Or, click the Date Picker icon (magnifying glass over calendar) to launch the calendar viewer and select the new date with your mouse.

   • Start Time: Select another time for the event to start.

   • End Time: Select another time for the event to end.

   • All Day Event: Click the All Day Event check box to enable (check mark) or disable (no check mark) the all day setting for the event.

   • Attendees: Do one or both of the following:

     • Invite another attendee: Click Invite another attendee and enter the attendee's name in the box provided.

     • Remove an attendee: Click the Delete icon (X) next to the attendee you want to remove from the event.

   • Location: Enter another location for the event.

   • Description: Enter another description for the event. Use the Format toolbar to format the text of the new description.

4. Click OK. The system updates the event.

How do I delete a calendar event from a workspace?

To delete a calendar event in an Oracle Beehive workspace:

1. Access the event that you want to delete. For more information, refer to "How do I access a calendar event in a workspace?".

2. Click the Delete icon (red X) next to the event that you want to delete. The Confirmation dialog window opens.

3. To delete the event, click Yes. The system deletes the event.

What is a feed?

A feed is a service that aggregates and delivers notifications for new and updated content on the Web, such as news articles and blog posts. In Oracle Beehive, feeds aggregate and deliver notifications to users based on workspace activity, such as when a user posts an announcement or updates a wiki page. Feeds provide users a convenient and effective way to stay updated on the latest activities in their workspaces.

What standards does Oracle Beehive support for feeds?

Oracle Beehive feeds are based on the Really Simple Syndication (RSS) 2.0 standard.

What services and applications does Oracle Beehive support for receiving feeds?

Oracle Beehive Workspaces Client supports the following services and applications for receiving feeds:

• FeedDemon

• Firefox Live Bookmarks

• Mozilla Thunderbird

• NewzCrawler

• Omea Reader

• SharpReader

How do I subscribe to a feed?

To receive an Oracle Beehive feed, you must first subscribe to it. You must also specify the service or application through which to receive the feed. Oracle Beehive Workspaces Client enables you to subscribe to feeds for announcements and recent activity for each workspace.

To subscribe to a feed in an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace in which you want to subscribe to a feed.

2. Click Overview (on the left menu).

3. Click the RSS feed icon in the top-right corner of either the Announcements pane or the Recent Activity pane. The Authentication dialog window opens for the feed that you selected.

4. Enter your username and password, and click OK. The Feed Subscription page opens.

5. In the Subscribe to this feed using list, select the application or service through which you want to receive the feed. This option may differ depending on your Web browser.

6. Optionally, click the Always Use... check box to always receive feeds through the application or service you selected in the previous step.

7. Click Subscribe Now.

   Depending on which application or service you chose, you are presented with a series of dialog windows to complete the feed subscription process. For more information, please refer to the RSS feed documentation provided by the application or service that you chose.

How do I unsubscribe from a feed in a workspace?

To unsubscribe from a feed in an Oracle Beehive workspace:

1. Launch the application or service through which you receive the feed.

2. Unsubscribe from the feed. For more information, please refer to the RSS documentation provided by the application or service.

How do I manually create a feed URL?

Each feed has a URL that specifies its source. When you subscribe to an Oracle Beehive-based feed through the Oracle Beehive Workspaces Client, the source URL is generated for you automatically. However, you can manually create your feed URLs using the following pattern:

http://<servername>:<port>/feed/<feed-format>/<feed-type>?scope=<scope-value>&source=<source-value>&entitytypes=<entitytypes-value>&labels=<labels-value>&size=<size-value>&link=<link-value>&title=<title-value>

where:

<servername> is the name of the your deployment's server host.

<port> is the port number for RSS feeds for your deployment.

<feed-format> is the format for the feed. Currently, Oracle Beehive supports the RSS format only (rss).

<feed-type> is the feed type. Oracle Beehive supports the following feed types: Announcement (announcement); Folder (folder); Forum (forum); Label (label); Recent Activity (recent); Topic (topic); and Version (version).

<scope-value> is the value of the filter scope. This filter is required for the label and recent feed types if the source filter is not used. This filter is optional for all other feed types.

<source-value> is the value of the filter source. This filter is required for all feed types, except for the label and recent feed types if the scope filter is used instead.

<entitytypes-value> is the value of the filter entitytypes. This filter is optional for all feed types.

<labels-value> is the value of the filter labels. This filter is required for the label feed type and is optional for all other feed types.

<size-value> is the value of the filter size. This filter is optional for all feed types.

<link-value> is the value of the attribute link. This attribute is required for all feed types.

<title-value> is the value of the attribute title. This attribute is optional for all feed types.

What types of feeds does Oracle Beehive support?

Oracle Beehive provides a variety of feed types as well as attributes and filters that can be used to enhance and refine your feeds. Attributes enable you to enhance your feeds by specifying titles and links for them. Filters enable you to further refine your feeds based on criteria that you specify.

Oracle Beehive supports the following types of feeds:

For more information on supported atttibutes, refer to "What additional attributes does Oracle Beehive provide for feeds?". For more information on supported filters, refer to "What filters does Oracle Beehive provide for feeds?".

What additional attributes does Oracle Beehive provide for feeds?

To enhance your feeds, Oracle Beehive provides the following attributes, both of which are supported by all feed types:

What filters does Oracle Beehive provide for feeds?

Filters are additional properties that can be used to further refine your feeds. For example, the filter size enables you to specify the maximum number of items that a feed can contain. Oracle Beehive supports the following filters for feeds:

What is the Trash folder?

Whenever you or another workspace participant deletes a document, folder, or wiki page, it moves to the Trash folder for that workspace. The item remains in the Trash folder until someone either permanently deletes it or restores it, that is, returns it to its original location in the workspace.

To permanently delete an item that appears in the Trash folder, you must access the Trash folder and delete it manually. For more information, refer to "How do I permanently delete an item from the Trash folder?".

To restore an item that appears in the Trash folder, you must access the Trash folder and restore the item manually. For more information, refer to "How do I restore an item in the Trash folder?".

How do I permanently delete an item from the Trash folder?

To permanently delete one or more items in the Trash folder:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the item or items that you want to permanently delete.

2. Click Trash. The Trash page opens.

3. In the Trash table, click the row that contains the item that you want to delete so that the row is highlighted. To delete more than one item, press and hold down the Ctrl key as you click each item.

4. On the Workspaces toolbar, click Empty and then do one of the following:

   • To delete all items in the Trash folder, including those that you didn't select, click Trash.

   • To delete only the items that you selected, click Selected Item(s).

   The Confirmation dialog window opens.

5. To permanently delete the specified items, click Yes. The system permanently deletes the items you specified.

How do I restore an item in the Trash folder?

To restore an item in the Trash folder of an Oracle Beehive workspace:

1. In Oracle Beehive Workspaces Client, open the workspace that contains the item or items that you want to restore.

2. Click Trash. The Trash page opens.

3. In the Trash table, click the row that contains the item that you want to restore so that the row is highlighted. To restore more than one item, press and hold down the Ctrl key as you click each item.

4. On the Workspaces toolbar, click Undelete.

   The Confirmation dialog window opens.

5. To restore selected items, click Yes.

   The system moves the selected items to their original locations in the workspace. If the original locations no longer exist, the system moves the selected items to the root folder for their respective types. For example, documents and folders will be restored in the root Documents folder and wiki pages will be restored in the Wiki folder.