Setting Up Content Management System Data

This chapter lists prerequisites and discusses how to define Content Management system data.

Prerequisites

The implementation of Enterprise Portal Content Management requires the following initial setup steps:

Identify how to divide and manage responsibilities.

Responsibilities are divided by privilege sets. Specific duties, such as adding folders and publishing content, are assigned to privilege sets on the Privilege Sets page. Privilege sets list the actions a user can perform upon a folder or the content located in that folder. When you're creating each content management folder, these privilege set definitions are associated with member roles and user IDs.

Privilege Sets are segregated by content management features, and each feature requires a top administrator to create its top folders. The user IDs on the Top Administrators page define who can create the top folders.

Note. PeopleSoft delivers a number of permission lists to support Content Management-related features. These are discussed in detail in the Enterprise Portal Application Technology peoplebook.

See PeopleSoft-Delivered Security Data.
Identify where document content can be stored.

Administrators register content management storage locations on the Define File Storage page. You can store content on File Transfer Protocol (FTP) file servers or in database binary large objects (BLOBs). The choice of uniform resource locators (URLs) is based on the information from the URL Maintenance page that is found on the PeopleTools, Utilities, Administration, URLs menu path.
Identify where image attachments can be stored.

PeopleSoft Enterprise Portal can upload, access, and render image files by way of an FTP service. To render image files as actual images, the FTP service must exist in a web server directory in the PeopleSoft domain.

Note. The web server directory extension and the FTP service should only be installed on a single web server used by the Enterprise Portal database. For clustered web servers, all image attachments will be rendered and stored on a selected single web server.

Defining Content Management System Data

This section discusses how to:

Assign top administrators.
Define privilege sets.
Define viewer roles.
Define document storage locations.
Set up a FTP service for image attachments.

Pages Used to Define System Data

Page Name	Object Name	Navigation	Usage
Top Administrators	EPPCM_TOP_CAT_ADMN	Content Management, Administration, Top Administrators	Maintain the Top Administrators for the features in the Content Management system. Only these users can create top folders.
Define Privilege Sets	EPPCM_PRIVILEGES	Content Management, Administration, Privilege Sets	Define the security privilege sets used to secure row level access to a specific feature in the Content Management system.
Define Viewer Roles	EO_PE_ROLE_TBL	Content Management, Administration, Viewer Roles	Define the viewer (audience) roles used to secure published content.
File Storage	EPPCM_DEFAULT_URL	Content Management, Administration, File Storage	Define the storage location for file attachments in the Content Management system.
URL Maintenance	URL_TABLE	Click the Edit link associated with the desired URL ID on the File Storage page.	Set up the FTP URL addresses or record names of the document repositories. Note. This must be done prior to going into the Content Management setup pages and is the responsibility of the system administrator.

Assigning Top Administrators

Access the Top Administrators page.

The Top Administrators page is used to empower specific users with the ability to create top folders within Content Management. A top administrator must be defined for each content management-based feature that is actively being used.

For example, within the News Publications feature, at least one user must be able to create a publication pagelet in order to designate who has more specific responsibilities. Similar responsibilities must be assigned to administering categorized content, managed content, and discussion forums.

Note. The top administrator is automatically granted all privileges for all content and folders of the feature without being an explicitly assigned member.

Feature

Use the dropdown list to select a feature. Choose from Categorized Content, Collaborative Workspace, Discussion Forum, Manage Navigation, Managed Content, Menu items, News Publications, Pagelet Wizard,or Related Information for this privilege set.

Note. For non-Content Management features, such as Discussion Forum, top administers can view the content through Content Management.

User ID

Use the Lookup button to select the user who is to be granted top folder authorization for the corresponding feature. For Discussion Forum, the lookup prompt limits the selection to users who have security access to the browse component.

Note. You can also enter a value manually.

Defining Privilege Sets

Access the Privilege Sets page.

This page is used to create privilege sets, which are unique to each content management feature, and to assign the desired content and folder privileges to these sets. The individual privileges control the visibility of action buttons on the folder and content management pages. Each privilege set applies to only one feature. You typically need to set up administrator and content contributor, publisher, or approver sets for each feature.

Note. Some privileges may not apply to every feature.

Privilege Set	Displays the unique privilege set name that is entered on the search page.
Description	Enter a meaningful description for this privilege set. This value displays on the Folder Properties — Security page.
Feature	Displays the selected feature for this privilege set. Categorized Content, Collaborative Workspace, Discussion Forum, Manage Navigation, Managed Content, Menu items, News Publications, Pagelet Wizard,or Related Information for this privilege set.
System Item	Read-only field that indicates if this privilege set is used by the system. Note. Only non-system privilege sets can be deleted.
Assigned	Read-only field that indicates if this privilege set is currently assigned to a folder member. Note. Privilege sets that are assigned to folder members cannot be deleted.
Content Privileges	Select the content privileges for this privilege set. Choose from: View Content: Provides read-only access to content and the ability to send email notifications. The system automatically assigns the view privilege. Subscribe to Content: Allows the user to add members to the interested party list. Add Content: Allows the user to add new content to a folder and edit their authored versions. Delete Content: Allows the user to delete content from a folder. Edit Content: Allows the user to check out and edit content. Edit Content Metadata: Allows the user to edit the descriptive attributes, but not the content detail itself. Approve Content: Allows the user to approve, reject, or mark content for rework. Applicable to the workgroups feature. Publish Content: Allows the user to publish, reject, or submit content for rework. Applicable to the company news publication feature.
Folder Privileges	Select the folder privileges for this privilege set. Choose from: View Folder: Provides read-only access to content and the ability to send email notifications. Add Folder: Allows the user to add a new folder below a top folder. Edit Folder: Allows the user to change the properties of a folder. Delete Folder: Allows the user to delete a folder. Assign Members: Allows the user to assign members and their privilege sets to a folder. Delete Pending Approval: Allows the user to delete content that is approved or that is pending approval. Release Locked Content: Allows the user to release content that is checked out by another user.
Discussion Privileges	Select the folder privileges for this privilege set. Choose from: View Discussions: Provides read-only access to discussion forums. Add Discussions: Allows the user to add new discussion topics and responses to forums that they can access Moderate Discussions Allows the user to edit and remove posts in addition to adding topics and responses.

Defining Viewer Roles

Access the Viewer Roles page.

This page is used to specify the security roles that you want to be available to users when they choose roles that comprise the viewing audience of published content. Creating this list of portal content viewer roles provides the publishers with a short list of meaningful audience roles to select from rather than the entire list of security roles that are utilized by all of the other business applications.

Role Name

Use the Lookup button to select a role name from PeopleTools security roles.

Only the roles that are selected are available to users when they choose roles that comprise the viewing audience of published content for news articles and promotions.

Defining Document Storage Locations

Access the File Storage page.

This page is used to specify the locations where document file attachments can be stored for the content management features. When users add a new managed content folder or news publication section, they can specify any location that is listed in this table as the storage location for all document files that are in that folder.

Note. This page only defines locations for document files. Image files are stored in a specific location on the web server.

See Setting Up a FTP Service For Image Attachments.

Files can be stored on FTP servers or in the Enterprise Portal database as binary large objects (BLOB's). Two locations are predefined, one for each type. However, the FTP server definition is not complete; it is just a placeholder. You must edit the actual FTP URL address for your server, or delete it and add multiple new URL ID choices, as needed, with the actual server and directory addresses. You may specify as many file server locations as necessary. Use the PeopleTools URL maintenance utility to define these URL identifiers.

File server location: An FTP service must be running in order for the PeopleTools file attachment functions to work properly.

Database Location (BLOB): The record PS_EPPCM_DOCINDB is delivered with the PeopleSoft Enterprise Portal database for this purpose. You may also create additional database records to store attachments by using the same structure that is defined in PS_EPPCM_DOCINDB. Assign them to the desired tablespace.

Note. You should discuss these options with the database and system administrators and consider the pros and cons of each. Physical storage requirements, backup procedures, virus scanning, and access rights should all be considered. It is possible to implement Content Management by using one or both options.

URL Identifier

Use the Lookup button to select the desired URL Identifier from a list of available URLs. The system uses this ID when referring to document locations.

The URL list is populated from the URL Maintenance page.

Default

Select the location that you want to use as the default whenever a new folder or new publication section is created.

Edit

Click this link to go to the URL Maintenance page to set up the URL address for this storage location.

Security for File Attachments

Security within content management is enforced through the member and privilege set concept. Document content is accessible by members of all folder locations where the content resides.

See the "Securing Your PeopleSoft System in a Web Environment" red paper on the Customer Connection web site.

Setting Up URL Addresses for Document Storage

Access the URL Maintenance page.

The system administrator is responsible for setting up actual URL addresses for document storage. This must be completed prior to using the Content Management Attachment Locations page.

URL Identifier

Unique name for the URL that is entered on the search page. This appears later as the choice on the Content Management Define File Storage page.

URL

Enter the location of the document repository.

The required formats are:

FTP File server: ftp://user:password@fileserver BLOB in database: record://recordname

Using Document File Storage Locations

A folder administrator selects document file storage locations when he or she creates new managed content folders, creates news publication sections, or creates categorized content taxonomy folders.

See Setting Up and Working With Managed Content, Setting Up Categorized Content, Setting Up and Working With News Publications.

Each time a new version of a document file is attached, the Content Management feature stores the document location's URL identifier of the current managed content folder. Upon later retrieval, the system dynamically creates a fully qualified URL address by appending the information that is stored in the ATTACHSYSFILENAME field to the underlying URL address that is associated with the URL identifier.

EPPCM_DOC Record Field Names	Uses
URL_ID	URL Identifier description from the PeopleTools URL table. Underlying the identifier is the full URL address of the server and directory location where the file is stored. For example, CMDOCFS is the URL identifier for the defined URL address: ftp://userID:password@fileserver/directory.
ATTACHSYSFILENAME	Unique file name that is assigned by the system each time a new version of the document is saved. It is composed of the content ID, a version ID and the name of the file itself. For example, 10403ROI.pdf.
ATTACHUSERFILE	The original name of the uploaded file. For example, ROI.pdf.
URL	This field is not used.

If the administrator switches the document location for a managed content folder, it is possible that folder content could be spread across multiple physical locations. Changing a file server location does not change the URL_ID references for previously created document file versions and everything should still work fine. However, if the underlying URL address for an identifier is changed, you can no longer access previously stored content unless it is physically moved to the new location.

Note. Content can be shared to multiple managed content folders. If the content is checked out and revised from multiple folders, it is possible that the various versions of one content entry could be located in different physical locations if each managed content folder is assigned a different document location. The URL ID is based on the document location that is assigned to the current folder at the time of attachment.

Important! If you are in a DB2 OS/390 and z/OS environment, there are restrictions on file attachments sizes. You are limited to chunk sizes of 3862 for a 4K tablespace or 32444 for a 32K tablespace.

See Enterprise PeopleTools 8.46 PeopleBook: PeopleCode Developer's Guide, "Understanding File Attachments and PeopleCode," Using File Attachments in Applications, Using Chunking With Attachments.

Setting Up a FTP Service For Image Attachments

Images are not attached to the storage location that is specified by the managed content folder. Images are always attached to the FTP server setup in the PeopleTools URL table with the EPPCM_IMAGE identifier. You need to make sure that the identifier is updated with your specific environmental information. To render image files as actual images, the FTP service must exist in a web server directory in the PeopleSoft domain. To accomplish this, you must complete the following tasks:

Extend the web server directory to include the folder path ps/images/portal_pa/.
Create an FTP service on the web server machine with an absolute path to the web server directory’s extended folder path.
Set the FTP path in the EPPCM_IMAGE URL identifier definition to point to the created FTP service.
Update the Image Attachment URL Path field on the Portal Solutions Installation Options page to contain the web server’s relative or absolute URL of the extended path that will contain the image files from the FTP server.

See Defining Portal Solutions Installation Options.

This setup is fully documented in the Enterprise Portal Installation Guide, which is available on Customer Connection.

Note. If you are using DB2, there are size limitations for images to be saved to the database based on the database platform.