Copyright © 2007, Oracle. All rights reserved. Using Document Management and Collaboration Appendix B

Copyright © 2007, Oracle. All rights reserved. Objectives After completing this module, you should be able to: Describe the key features of the Oracle Document Management and Collaboration solution Describe the major functions of Oracle Document Management and Collaboration

Copyright © 2007, Oracle. All rights reserved. DOM – Internal Users

Copyright © 2007, Oracle. All rights reserved. Documents and Files DOM stores both the contents of documents and files in Oracle Content DB, but there are distinct differences between a document and a file.

Copyright © 2007, Oracle. All rights reserved. Revisions and Versions Using revisions and versions, you can designate a minor change to a document as a new version and a major update as a new revision. However, you determine whether or not to designate any update to a document as a new revision. You cannot use revisions with files, only versions.

Copyright © 2007, Oracle. All rights reserved. Document Revisions and Versions (continued)

Copyright © 2007, Oracle. All rights reserved. Hierarchical Classification of Documents

Copyright © 2007, Oracle. All rights reserved. Document Lifecycles You can create a defined lifecycle for documents. A lifecycle consists of these phases: Draft Under Review Approved Released Obsolete As a document progresses through a lifecycle, it can go through a series of review, approval, and other workflows.

Copyright © 2007, Oracle. All rights reserved. Document Relationships

Copyright © 2007, Oracle. All rights reserved. Setting Up Document Management In order to use document management with Product Lifecycle Management, you must perform several setup tasks.

Copyright © 2007, Oracle. All rights reserved. Creating User-Defined Attribute Groups Create user-defined attribute groups and attributes similarly to how you create them for items or change objects. You associate attribute groups to document primary categories later in the setup process.

Copyright © 2007, Oracle. All rights reserved. Setting Up Workflow Templates Create workflow templates similarly to how you create them for change objects. You associate workflows to lifecycle phases later in the setup process.

Copyright © 2007, Oracle. All rights reserved. Defining Lifecycle Phases

Copyright © 2007, Oracle. All rights reserved. Creating Lifecycles

Copyright © 2007, Oracle. All rights reserved. Creating Primary Categories and Category Hierarchies

Copyright © 2007, Oracle. All rights reserved. Associating Attribute Groups to Primary Categories Assign user-defined attribute groups to document categories. When you create a document within a primary category, the document inherits the user-defined attribute groups assigned to the primary category.

Copyright © 2007, Oracle. All rights reserved. Assigning People to a Document Primary Category A user must have a primary category people role in order to create documents within a primary category.

Copyright © 2007, Oracle. All rights reserved. Associating Lifecycles with a Document Primary Category Document primary categories are assigned lifecycles, similarly to how items and change objects are assigned lifecycles. You can associate one or more lifecycles with a document primary category.

Copyright © 2007, Oracle. All rights reserved. Assign Change Policies to Lifecycle Phases Document change policies determine the rules for how and when a document's attributes, files, and associations are changed. Define change policies for each lifecycle phase in each lifecycle associated with a document primary category.

Copyright © 2007, Oracle. All rights reserved. Assigning Access Policies to the Lifecycle Phases Access policies enable you to further restrict a user's access to a document by lifecycle phase.

Copyright © 2007, Oracle. All rights reserved. Defining Default Primary Attributes for a Primary Category Set up the default conventions for the following primary attributes: Document number Document name Document revision Default folder

Copyright © 2007, Oracle. All rights reserved. Assigning Oracle XML Publisher Templates to a Document Primary Category You can assign previously defined Oracle XML Publisher templates to use with a document primary category.

Copyright © 2007, Oracle. All rights reserved. Creating Display Formats for Primary Categories You can create display formats for document primary categories similarly to how you create them for items and change objects. Child categories inherit display formats from their parent categories.

Copyright © 2007, Oracle. All rights reserved. Specifying Search Criteria for Primary Categories You can create search criteria for document primary categories similarly to how you create them for items and change objects. Child categories inherit search criteria from their parent categories.

Copyright © 2007, Oracle. All rights reserved. Creating Documents You can create a document by following a variety of ways, including copying an existing document.

Copyright © 2007, Oracle. All rights reserved. Managing Document Lifecycles After you create a document, you can make changes to the document lifecycle, assuming you have the appropriate level of authority on the document.

Copyright © 2007, Oracle. All rights reserved. Using Document Versions and Revisions To change existing document metadata or content, you must use a controlled check-out and check-in process.

Copyright © 2007, Oracle. All rights reserved. Locking Document Revisions You can prevent any other users from updating any information for any document revision by locking the document. Locking the document prevents any updates to either the metadata or file associations for any revision of that document. You can unlock the document at any time. The user who locks the document can still check the document in and out and make changes.

Copyright © 2007, Oracle. All rights reserved. Reviewing and Approving Documents The document management system supports a workflow driven review and approval process. Depending on the lifecycle phase of the document, a review or approval process automatically initiates. Oracle Workflow sends the appropriate notifications at the various stages of the approval process, including a final notification of approval. Users can respond to notifications from the itself.

Copyright © 2007, Oracle. All rights reserved. Associating Documents with Items and Other Documents You can associate a document with an item from the Item Catalog or with another document.

Copyright © 2007, Oracle. All rights reserved. Publishing Documents Publish document metadata and associated files using Oracle XML Publisher.