Setting Up Content Management System Data

This chapter lists prerequisites and discusses how to:

Define content management system data.
Purge or inactivate managed content.
Define features.

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 that a user can perform on a folder or the content that is 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 URLs is based on the information from the URL Maintenance page that is found in 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 be installed only on a single web server that is 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 an FTP service for image attachments.
Define features.

Pages Used to Define Content Management System Data

Page Name	Object Name	Navigation	Usage
Top Administrators	EPPCM_TOP_CAT_ADMN	Content Management, Administration, Top Administrators	Assign top administrators for the features in the Content Management system. Only these users can create top folders.
Privilege Sets	EPPCM_PRIVILEGES	Content Management, Administration, Privilege Sets	Define the security privilege sets to secure row-level access to a specific feature in the Content Management system.
Viewer Roles	EO_PE_ROLE_TBL	Content Management, Administration, Viewer Roles	Define the viewer (audience) roles to use 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 that is 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 before you go into the Content Management setup pages and is the responsibility of the system administrator.
Purge/Inactivate	EPPCM_PRG_RUN	Content Management, Administration, Purge/Inactivate	Purge content or folders, inactivate content, unpublish content, or delete versions from the Content Management system.

Assigning Top Administrators

Access the Top Administrators page.

Use this page to enable specific users 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 to designate who has more specific responsibilities. Similar responsibilities must be assigned to administer 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 drop-down list box to select a feature. Select 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 administrators 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.

Use this page 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 appears on the Folder Properties - Security page.
Feature	Displays the selected feature for this privilege set. Values are: Categorized Content. Collaborative Workspace. Discussion Forum. Manage Navigation. Managed Content. Menu Items. News Publications. Pagelet Wizard. Related Information.
System Item	Indicates whether this privilege set is used by the system. Note. Only nonsystem privilege sets can be deleted.
Assigned	Indicates whether 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. Values are: 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 his or her 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. Delete Approved Content: 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.
Folder Privileges	Select the folder privileges for this privilege set. Values are: 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. Publish Folder: Allows the user to publish the folder as a pagelet or publish to the left navigation as a menu item. Unpublish Folder: Allows the user to unpublish a published folder. The user must have security access to the content reference to unpublish it.
Discussion Privileges	Select the folder privileges for this privilege set. Values are: View Discussions: Provides read-only access to discussion forums. Add Discussions: Allows the user to add new discussion topics and responses to forums that he or she 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.

Use this page to specify the security roles that you want to be available to users when they choose roles that make up 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 used 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 select roles that comprise the viewing audience of published content for news articles and promotions.

Defining Document Storage Locations

Access the File Storage page.

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

See Setting Up an FTP Service For Image Attachments.

Files can be stored on FTP servers or in the Enterprise Portal database as BLOBs. 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 can 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 can 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 advantages and disadvantages of each. Physical storage requirements, backup procedures, virus scanning, and access rights should all be considered. You can 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 before you to use the Content Management Attachment Locations page.

URL Identifier

Name that uniquely identifies the URL that is entered on the search page. This appears later as the selection 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, News Publication sections, or 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 that 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.

The following table lists the fields that the system uses to store this data:

EPPCM_DOC Record Field Names	Uses
URL_ID	The 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	The 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 exchanges the document location for a Managed Content folder, the folder content might 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 correctly. 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 between multiple Managed Content folders. If the content is checked out and revised from multiple folders, the various versions of one content entry might 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, restrictions are placed on file attachment sizes. You are limited to chunk sizes of 3862 for a 4K tablespace or 32444 for a 32K tablespace.

See Enterprise PeopleTools 8.48 PeopleBook: PeopleCode Developer's Guide, "Understanding File Attachments and PeopleCode," Using File Attachments in Applications, Using Chunking With Attachments.

Setting Up an 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 that is set up 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 set up the FTP service in a web server directory in the PeopleSoft domain 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, size limitations exist for images to be saved to the database based on the database platform.

Purging or Inactivating Managed Content

This section discusses how to:

Purge and inactivate managed content.
Preview items selected from the Purge/Inactivate page.

Understanding Purging and Inactivating Managed Content

The Purge/Inactivate process is an Application Engine program that will go through the Content Management system and unpublish and delete selected content and folders. Use this process to delete past versions and set inactive dates based on specific selection criteria. Only items that meet all of the selection criteria will be processed.

Page Used to Purge and Inactive Managed Content

Page Name	Object Name	Navigation	Usage
Purge/Inactivate	EPPCM_PRG_RUN	Content Management, Administration, Purge/Inactivate	Purge content or folders, inactivate content, unpublish content, or delete versions from the Content Management system.
Preview Selection	EPPCM_PRG_VIEW	From the Purge/Inactivate page, click the Preview button.	Preview items to be purged or inactivated.

Purging and Inactivating Managed Content

Access the Purge/Inactivate page.

To view the items that are selected for processing, use the Preview option.

Options available to use on this page are based on the feature definition. For example, with Managed Content, if you select to purge content, the system will only purge unpublished content. If you select to delete past versions, the system will delete versions prior to the last approved one.

Warning! Use care in selecting and processing items from this page. Content or folders that are purged from the system cannot be retrieved.

Run Control ID	The system displays the run control ID for the process.
Preview	Shows the pieces of content, folders, publishes menu items, and pagelet definitions that have been selected and what action will be performed on them on the Preview Selection page See Previewing Items Selected from the Purge/Inactivate Page.
Run	Click to access the Process Request page where you can start the Application Engine process.
Feature	Select a feature from the drop-down list box to perform
Action	Delete Past Versions deletes unused versions. Only the last approved version and any successive versions are retained. This option is only available for features that enable content versions and excludes the following items: content without an approved version, content without any versions prior to the last approved version, and content that did not originate in the selected feature. Folders are not included in this action Set Inactive Date updates the selected content to the date specified in the Inactive Date field. A blank Inactive Date value will set the selected content's inactive date to a blank value. The Set Inactive Date action excludes content that did not originate in the selected feature. Purge Items deletes the content and/or folders from the system. The Purge Items action excludes the following: Folders that do not allow deletes. Content in folders that do not allow deletes. Any published content (and the parent folder path) when Include Published Content is not selected or is not available for the feature. Folders listed in a feature definition as a one-top folder or as a share folder. All folders when the Folder Cascade option is set to Only Content. Unpublish Content changes the content location's publish status from published to pending (or blank). The Unpublish Content action is only available for features that publish within the Content Management System.
Include Published Content	Select this option to include published content in the action.
Inactive Date	Select a date to use as the date the content is considered inactive. Leaving this field blank will create a blank inactive date for the content.
Selection	Select whether the specified action should be performed on Content or on a Folder. When selecting the Folder option, this becomes your starting folder.
Site Name	If you select to purge folders, select the name of the site.
Folder	If you are purging folders, select the folder name and ID.
Folder Selection Options	Only Direct Content Children If the content is published in more than one location, the action will only be performed on the direct children. Content directly under the folder Cascade to All Child ItemsChild folder and child content
Folder Cascade Options	Only Content.In the folder that you've selected, only the content will be acted upon and not the folders Folders and Content. Enables you to select the folders and the content. Purge Selected FolderSelect to purge the folder.

Content Selection Options

Content ID enables you to select a comparison operator and a content ID.

Created by User ID enables you to select a comparison operator and a user ID.

Expire Date enables you to select a comparison operator and a date from the calendar or the current date.

Inactive Date enables you to select a comparison operator and a date from the calendar or the current date.

Last Updated Date enables you to select a comparison operator and a date from the calendar or the current date.

Last Updated by User ID enables you to select a comparison operator and a User ID.

Previewing Items Selected from the Purge/Inactivate Page

Access the Preview Selection page.

The Preview Selection page shows all the items that will be purged. If you select a folder to purge, and the folder is published as a pagelet or a menu item, the folder and all its content is purged.

Selection Details tab

Access the Selection Details tab of the Preview Selection page.

Content Details Tab

Access the Content Details tab of the Preview Selection page.

When you select the Versions option, the Content Details tab shows the different content versions being acted upon.

Content Versions

The Content Versions page lists each version of the content and gives you the status of the action that will occur to each version of the content. The system retains the Max Approved version, which is also the Last Updated date, and any version thereafter. The system deletes the any version before the Max Approved version.

Defining Features

This section discusses how to:

Set feature definitions.
Set component options.
Define content types.

Pages Used to Define Features

Page Name	Object Name	Navigation	Usage
Feature Definitions	EPPCM_CATG_TYPE	Content Management, Administration, Feature Definitions.	Configure content management features.
Component Types	EPPCM_COMP_TYPE	Content Management, Administration, Feature Definitions. Click the Component Types tab.	Control the page display and hyperlink destinations between content management components.
Content Types	EPPCM_CONT_TYPE	Content Management, Administration, Feature Definitions. Click the Content Types tab.	Control the content types that are available when adding content from components.

Setting Feature Definitions

Access the Feature Definitions page.

Note. Checkboxes on the Feature Definitions page are not available to select for options that are not applicable to a particular feature.

Feature Settings

Top Breadcrumb Label	Lists the breadcrumb label to use to access the list of accessible top folders
Top Folder ID	The folder ID of the one top folder types
Shared Site Name	Select a site name from the prompt. Used as default value to store shared content.
Shared Folder ID	Used as default value (selected folder cannot be deleted). Prompts from Managed Content Folder where content can be published.
Days to Show as New	Indicate how many days the star icon will appear indicating that the content item has been recently added for the hierarchy or news display.
Disable Child Count if Rows	Enter a limit for hierarchy page row processing. Limits count display and location path on user pages.

Content Properties

Options selected in the Content Properties group box enable these functions in the respective Content Management features. These options include whether a field is available for display or editing or whether a subfeature such as notifications are enabled within a Content Management feature.

Note. If an option is not available for selection, then that option is not enabled at the system level for that Content Management feature.

Enable Content Notification	Select to show the Notify link on content properties to access interested parties and ad-hoc notifications.
Enable Content Comments	Select to show the Comments link on content properties.
Enable Content Discussions	Select to enable creation or viewing of discussions based on the current content item.
Enable Content Search	Select to show the Search link on content properties and in the hierarchy. Search uses Verity to search for content.
Show Content Source	Controls the display of the content source on content properties. (This check box can be edited on all features with enabled Content Management.)
Show Content Summary	Controls the display of content summary on content properties. (This check box can be edited on all features with enabled Content Management.) Note. Content Summary is required with News Publications, for use in top stories. Therefore, this option cannot be edited for News Publications.
Show Content Inactive Date	Controls the display of the inactive date on content properties. (This check box can be edited on all features with enabled Content Management.)

Folder Properties

Options selected in the Folder Properties group box enable these functions in the respective Content Management features.

Enable Folder Viewer Roles

Enables adding folder viewer roles in Categorized Content. Sets viewer security in the Hierarchy Viewer pages (from published folders) to use the folder viewer roles instead of the viewer privilege. The categorized content requires viewer roles for the Browse by Category feature.

Note. When publishing content with security roles, the system will published based on your defined viewer roles rather than member privileges if this option is selected.

Auto Inherit Members

When a child folder is created, the system automatically inserts parent members and privileges.

Show Folder Summary

Controls the display of the summary on folder properties and hierarchy management. (This checkbox can be edited on all features with enabled Content Management.)

Viewer Display

Content created or stored in PeopleSoft Content Management can be viewed from a variety of feature areas in the Enterprise Portal. For example, content is viewed when selecting an article in the News Publication feature, when clicking on a search results content link, or when selecting preview in any of the Content Management features.

The content is rendered in a viewer page. The viewer pages can be configured to show or hide the source, modified date, an associated image based upon the feature type settings. Since HTML content often comes with its own images and summary, there is also an additional flag to show or hide content information for HTML type content. This overrides the settings for the source, modified, summary and images when the content is HTML. This allows the administrator to show the summary, source, image, or modified date on file or URL content, but hide it on HTML content.

Show Page Title on Viewer	Select to display the page title on render content (viewer or preview).
Show Content Title on Viewer	Select to display the content title on render content (viewer or preview).
Show Info on HTML Viewer	Select to display the source, modified, image, and summary on HTML content on render content (viewer or preview). This setting overrides other settings for the viewer when it is HTML-type content.
Show Assoc. Image on Viewer	Select to display associated images on render content (viewer or preview).
Show Modified Date on Viewer	Select to display the modified date on render content (viewer or preview). Also effects the hierarchy viewer grid from published Content Management folders.
Show Source on Viewer	Select to display the source on render content (viewer or preview). Also effects the hierarchy viewer grid from published Content Management folders.
Show Summary on Viewer	Select to display the summary on render content (viewer or preview). Also effects the hierarchy viewer grid from published Content Management folders.

Setting Component Options

Access the Component Types page.

The Folders and Content page controls the page title and the button labels on the components.

Viewing Component Details

Access the Component Types — Component Details page.

The Component Details page controls the hyperlink destinations between components.

Defining Content Types

Access the Content Types page.

The Content Types page controls what content types are available when adding content from the listed component type.