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 Lamon
Marketing 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
̶ Document Mgmt
̶ Records Mgmt
̶ Digital Asset Mgmt
̶ Web Content Mgmt
+ WebCenter Portal
̶ Employee Intranets
̶ Vendor or Partner Extranets
̶ 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
̶ Image & Process Mgmt
̶ Document Capture
̶ Forms Recognition
̶ Content Consolidation

Business Solutions We Deliver
Accounts Payable Automation
Jumpstart services for invoice capture, intelligent recognition, workflow
and integrations with E-Business Suite, PeopleSoft and JD Edwards
Enterprise Search across Business Systems
Jumpstart services and software leveraging the Google Search Appliance
Enterprise Information Strategy
Consulting services for discovery and go-forward recommendations on
content repositories, integrations, delivery channels, and process flow
User Experience & Mobile Design and Development
Responsive and adaptive design for desktop and mobile
Self-Service Portals
Jumpstart 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)
9

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
10

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
11

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.
12

Typical Directory Configuration cont.
13

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)
14

AUSM – Directory Configuration
15

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
16

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
17

AUSM – Troubleshooting
18

AUSM – Troubleshooting
19

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.
20

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.
21

AUSM – Auditing
22

Subscription Notifier
23

Subscription Notifier - Overview
+ Email Notifications
+ Periodic Reviews
+ Data Updates and Synchronization
24

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
25

26

27

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
28

29

30

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
31

Subscription Notifier – Side Effects
32

Enterprise BatchLoader
33

Enterprise BatchLoader - Overview
+ Provides automated integration between
multiple systems
+ Watches file folder for changes
+ Can be run remote from Content Server
34

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
35

Enterprise Batchloader - Details
36

Workflow Solution Set
37

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
38

Workflow Solution Set – Approve with Comments
+ Allows users to enter approval comments in
addition to the standard rejection comments
39

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
40

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
41

Review Frames
42

Review Frames
43

Workflow Solution Set – Paged Workflow Items
44

Workflow Solution Set – Paged Workflow Items
45

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
46

Workflow Solution Set – Workflow History
47

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
48

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
49

Workflow Solution Set – Workflow Search
50

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
51

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
– sales@fishbowlsolutions.com
for a demo of Admin Suite
components

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

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