Simplify Oracle WebCenter Content Administration and Save Time with Fishbowl's Administration Suite

Simplify Oracle WebCenter Content Administration and Save Time with Fishbowl's Administration Suite

Webinar

Jason LamonMarketing Team Lead

www.fishbowlsolutions.com

Agenda

+Fishbowl Solutions Overview+Admin Suite Overview and Components Review

– Advanced User Security Mapping– Subscription Notifier– Enterprise Batch Loader– Workflow Solution Set

+Additional Resources+Questions and Contact Info


About Fishbowl Solutions

Experience+ Over 700 projects since founding in 1999+ Oracle “Gold” Partner+ Oracle “Public Sector Pillar Partner”

Expertise+ Portals and Content Management+ Enterprise Information Management+ Business Process Automation

Customer Successes+ Across verticals

Award Winning+ Forrester Groundswell Award - Mobile App+ Oracle Excellence Award+ Enterprise 2.0 Blazer+ ECM Architect of the Year+ Best Places to Work


Fishbowl Consulting Services

+ WebCenter Content

8 Document Mgmt

8 Records Mgmt

8 Digital Asset Mgmt

8 Web Content Mgmt

+ WebCenter Portal

8 Employee Intranets

8 Vendor or Partner Extranets

8 Customer Portal

+ Google Search– Connectors for WebCenter, Liferay Portal and YouTube

– Resale, Implementations, Optimizations

+ ADF \ SOA

+ BPM (business process management)

+ ERP Integrations

+ Installations, Configuration, Performance Tuning, Solution Design, Development, Implementation

8 Image & Process Mgmt

8 Document Capture

8 Forms Recognition

8 Content Consolidation


Business Solutions We Deliver

Accounts Payable AutomationJumpstart services for invoice capture, intelligent recognition, workflow and integrations with E-Business Suite, PeopleSoft and JD Edwards

Enterprise Search across Business SystemsJumpstart services and software leveraging the Google Search Appliance

Enterprise Information StrategyConsulting services for discovery and go-forward recommendations on content repositories, integrations, delivery channels, and process flow

User Experience & Mobile Design and DevelopmentResponsive and adaptive design for desktop and mobile

Self-Service PortalsJumpstart services and software for Employee Intranets, Partner Extranets and Global Customer Portals


Administration Suite Overview


WebCenter Administration Challenges We’ve Seen

+ A lot of time and money spent on custom component development

+ Spending more time putting out fires than doing value-add work

+ Inability to quickly troubleshoot user access issues

+ Inability to drive business value from inherent features

+ Performing many manual and redundant tasks

+ Unable to show full audit trail of workflow items

+ Providing visibility to the high-value content that gets added or updated in the system

+ Difficulty assembling and quickly loading content

+ Trouble with getting users quickly onboarded and helping drive adoption

+ Not knowing where to start for system optimization


Admin Suite: Overview

• Comprehensive Offering• Pre-packaged and Integrated• Easy-To-Use, GUI-Based Value

Add Tools• Fully Configurable• Use Cases:

– New WebCenter implementations

– Version upgrades– Expansion– Staff changes

• Packaged Components:

• Advanced User Security Mapping

• Subscription Notifier

• Enterprise Batch Loader

• Workflow Solution Set

Simplify and Streamline WebCenter Admin Tasks


Advanced User Security Mapping (AUSM)

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AUSM - Overview

+ Provides increased flexibility when integrating with external user sources (LDAP or Active Directory) through rule configuration

+ Can assign aliases to users based on information from external user source based on rules

+ Can be configured to import user information into the Content Server from external sources

+ Provides reporting capabilities to determine which users have access to security groups and accounts in the Content Server

+ Provides easier administrative troubleshooting of user permission issues

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AUSM – Problems it helps Solve

+ Directory Configuration– Large number of LDAP groups required for

default mapping.

+ Control– IT vs application owner control of security policy

+ Troubleshooting– Administrative difficulty identifying and resolving

user access problems

+ New Users– Inefficient initial user setup and assignment of

aliases

+ Auditing– Which users can access each security group and

account

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Typical Directory Configuration

+Standard LDAP integration requires a 1:1 mapping between a group in LDAP and a Role in Content Server

+Standard LDAP integration requires a 1:1 mapping between a group in LDAP and an account+permission in Content Server – i.e. HRAccount(R). This results in up to 4 groups for each account – R,RW,RWD,RWDA

+Standard LDAP integration does not support nested groups so each user must be explicitly added to each group.

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Typical Directory Configuration cont.

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AUSM – Directory Configuration

+Rules can be created to grant roles, accounts, and assign aliases

+Rules can be created based on group memberships, user attributes, or directory location (OU)

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AUSM – Directory Configuration

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Access Control

+Standard integration requires IT to properly assign users as members of the correct groups to map into Content Server permissions

+Any changes must be routed through IT+ IT often does not understand the impact of the

changes they are requested to make since they are not familiar with the Content Server

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Typical Troubleshooting

+ User permissions are not stored in the Content Server+ Standard process to troubleshoot:

– Ask user to log into the Content Server and navigate to their user profile page

– Have them provide the list of roles and accounts that are listed

– Identify the missing role/account and provide this information to IT so they can verify membership in the proper group

+ Becomes even more difficult if using credential maps in Content Server

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AUSM – Troubleshooting

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AUSM – Troubleshooting

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Adding New Users

+ Users cannot be added to an alias, workflow, ACL, etc. until they have logged into the system at least once.– User must be added to the external directory by IT and added to

the proper groups.

– User must log into the Content Server

– The Content Server admin can then add them to aliases or workflows.

+ AUSM allows the system to automatically import all of the users from LDAP and update their information on a regular basis.

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Typical Auditing Process

+ Since permissions are not stored in the Content Server there is no way to tell which users could access each security group and account.

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AUSM – Auditing

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Subscription Notifier

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Subscription Notifier - Overview

+ Email Notifications+ Periodic Reviews+ Data Updates and Synchronization

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Subscription Notifier – Email Notifications

+ Send emails to users on a scheduled basis for items matching any query.– New document releases– Items stuck in ‘GENWWW’– Items checked out longer than x days

+ Select from existing mail templates, or create custom templates.

+ Attach documents to email notifications+ Notify once, or always notify when

items match the query

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Subscription Notifier – Periodic Reviews

+ Send emails to users on a scheduled basis for items approaching a review or expiration date

+ Items appear in a “Documents Under Review” queue+ Users can choose from the following options:

– No Change Necessary– Check out and Revise– Approve Expiration

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Subscription Notifier – Data Updates and Synchronization

+ Perform actions (side effects) on any content matching a specified query

+ Standard actions include:– Update Metadata– Checkout/Checkin– Update External Database– Delete Revisions

+Queries can be performed against the Content Server database (systemdatabase), or any other external database provider configured

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Subscription Notifier – Side Effects

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Enterprise BatchLoader

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Enterprise BatchLoader - Overview

+ Provides automated integration between multiple systems

+ Watches file folder for changes+ Can be run remote from Content Server

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Enterprise BatchLoader - Details

+ Watch a folder and perform any standard or custom Content Server service including:– Check in new document– Check in new revision of existing document– Update metadata– Delete document

+ Includes standard preprocessor that will read metadata from a .blf formatted file

+ Allows custom preprocessors to retrieve metadata from other databases, directory structures, or any other custom logic

+ Can be configured to email an administrator when errors occur

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Enterprise Batchloader - Details

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Workflow Solution Set

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Workflow Solution Set - Overview

+ Includes the following components:– Approve with Comments– Custom Workflow Notification– Customize Workflow Review Frames– Paged Workflow Items– Workflow History– Workflow Release Date– Workflow Search– Workflow Timeout Helper

+Created to fill gaps in core Content Server workflow capabilities

+Not for use with BPM/BPEL workflows

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Workflow Solution Set – Approve with Comments

+Allows users to enter approval comments in addition to the standard rejection comments

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Workflow Solution Set – Custom Workflow Notification

+Sample component that provides a simple framework to create customized email notifications

+Emails can be easily customized based on workflow and workflow step

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Workflow Solution Set – Customize Workflow Review Frames

+Provides an administrative interface to customize the workflow review frames interface based on workflow, workflow step, and file extension.

+Configurable options include:– Which action links are available (approve, reject,

checkout, native download, web viewable)– Customized message to display

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Workflow Solution Set – Paged Workflow Items

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Workflow Solution Set – Paged Workflow Items

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Workflow Solution Set – Workflow History

+Permanently stores workflow reject comments+Provides access to stored workflow history

including checkin, approval, rejection, and optionally email notifications

+Access provided on the content information page for the current revision and a dedicated page to see all revisions

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Workflow Solution Set – Workflow History

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Workflow Solution Set – Workflow Release Date

+Updates the Release Date field (dInDate) to match the date the item exited workflow

+By default the Release Date assigned during check in is the date and time the item is checked into they system

+Content Server default sort order for search order is based on release date

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Workflow Solution Set – Workflow Search

+Allows users to search for items in workflow based on:– Content ID or Title– Workflow Name– Workflow Step– Remaining Reviewers

+Result columns are configurable+ Includes the number of days each item has been

in the current step

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Workflow Solution Set – Workflow Search

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Workflow Solution Set – Workflow Timeout Helper

+Used for re-notification, escalation, auto-approval, etc.

+Allows for enhanced timeout schedules including business hours only and weekdays only

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Admin Suite: Benefits Summary

• Save Time• Increase User Adoption and

productivity• Enhance Security and User

Access• Improve Insight and

Reporting• Decrease Time to Value for

WebCenter Implementations/Upgrades

• Packaged Components:

• Advanced User Security Mapping

• Subscription Notifier

• Enterprise Batch Loader

• Workflow Solution Set

Simplify and Streamline WebCenter Admin Tasks


Additional Resources

+ Web– www.fishbowlsolutions.com

– White papers, demo videos, recorded webinars, etc.

+ Email– [email protected]

for a demo of Admin Suite components

http://www.fishbowlsolutions.com/

mailto:[email protected]

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Simplify Oracle WebCenter Content Administration and Save Time with Fishbowl's Administration Suite

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Transcript of Simplify Oracle WebCenter Content Administration and Save Time with Fishbowl's Administration Suite