Deep Dive: Oracle WebCenter Content Tips and Traps!

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Collaborate 2014 presentation, a deep dive into Oracle WebCenter tips & traps in five common areas: metadata, contribution, consumption, security, and integrations.

Collaborate 2014 presentation, a deep dive into Oracle WebCenter tips & traps in five common areas: metadata, contribution, consumption, security, and integrations.

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  • 1. #C14LV REMINDER Check in on the COLLABORATE mobile app #C14LV WebCenter Deployment Patterns Prepared by: Brian “Bex” Huff Chief Software Architect Bezzotech 5 Tips to Try, 5 Traps to Avoid!
  • 2. 2 #C14LV Agenda ■ Intro ■ Top 10 reasons ECM projects fail ▪ AIIM Survey ■ Tips and traps in 5 areas: ▪ Metadata ▪ Contribution ▪ Consumption ▪ Security ▪ Integrations 2
  • 3. 3 #C14LV Intro ■ You installed WebCenter CONTENT ■ Now what??? ■ What “big things” do you need to do right? ■ What “big things” should you avoid? 3
  • 4. 4 #C14LV Top 10 Reasons ECM Projects Fail ■ 10) Poorly defined business case (16%) ■ 9) Failed to think of benefits and issues outside of our business unit (16%) ■ 8) Low user acceptance due to poor design or clumsy implementation (18%) ■ 7) Failed to address taxonomy and metadata concerns (19%) 4
  • 5. 5 #C14LV Top 10, cont. ■ 6) Excessive "scope creep“ (20%) ■ 5) Underestimated the effort to distill and migrate content (21%) ■ 4) Uneven usage due to poor procedures and lack of enforcement (29%) 5
  • 6. 6 #C14LV Top 10, cont. ■ 3) Project derailed by internal politics (30%) ■ 2) Lack of knowledge or training among our internal staff (32%) ■ 1) Underestimated process and organizational issues (44%) 6
  • 7. 7 #C14LV Metadata ■ ECM systems are not Google! ▪ We are looking for the document, not just some document ▪ Relevant information not always stored in the document — Author, date, intended audience, security level — Crawling the document does not get you this 7
  • 8. 8 #C14LV Metadata is like a tax... ■ Contributors are burdened to aid consumers ■ Value is in proportion to the benefits provided ■ But, nobody agrees on how much is too much! ■ To little, and the consumers go elsewhere ▪ Like direct phone calls, and emails ■ Too much, and contributors will go elsewhere ▪ Like store important files in DropBox 8
  • 9. 9 #C14LV Other Important Uses ■ Lifecycle Management ▪ Records management, archives, 3rd party integrations ■ Workflow triggers ▪ Trigger external processes based on metadata ▪ Eg: creator, cost, department ■ External Identifiers ▪ PO #, Customer #, work order # ▪ Tip: avoid storing state of remote systems in metadata, just IDs 9
  • 10. 10 #C14LV Metadata Questions ■ How will people search for this information? ▪ By date? By author? By project? By client? ▪ Search by project, get back 20 documents — Filtering by Title or Description should be sufficient ▪ Search by project, get back 200 documents — Probably need sub-categorization ■ What information about this document is not obvious within the document itself? ▪ Data about data 10
  • 11. 11 #C14LV Metadata Traps ■ Overly complex metadata model ▪ Too many fields, not relevant to all users ▪ Inconsistent use of metadata fields, values ■ Fields that are too narrow in their use ▪ Fields that are very similar, yet are not combined — Contract ID, Start Date, Reference ID, etc. ▪ Why add a field when a similar one exists? — Need to make hard choices 11
  • 12. 12 #C14LV Metadata Traps, cont. ■ Trying to get it “perfect” the first time ▪ Enterprise-wide analysis paralysis ▪ You will not get it right the first time! ▪ You must expect the metadata model to change! ■ Not having a process to incorporate feedback ▪ You need processes in place to know when to change! 12
  • 13. 13 #C14LV Metadata Tips ■ #1 goal is broad user acceptance! ▪ Must engage your users, have them understand the value ▪ Training, threats, enticements can fail or backfire ▪ Even the best contributors will be fatigued after 5 fields ■ Why? ▪ Bad metadata is sometimes worse than no metadata ▪ If only half the users follow the rules, can you trust your search results? ▪ If you can’t trust the search results, will you bother to use the system? 13
  • 14. 14 #C14LV Metadata Tips, cont. ■ Content Profiles simplify the metadata model ▪ You may require 100 metadata fields to describe all content ▪ But... any one type may only need 10 fields ▪ Profiles allows you to minimize the “clutter” ■ Can do much more than organize ▪ Create “default” values on pages to minimize data entry ▪ Minimize the number of values in drop-down lists ▪ Block certain users from selecting certain values ▪ Create “derived” values to store based on what they entered 14
  • 15. 15 #C14LV Content Profiles, Before and After 15
  • 16. 16 #C14LV Metadata Tips ■ Make a “growable” taxonomy ▪ Better than a “complete” taxonomy ▪ Start, get feedback, prune, iterate! ■ Add only fields that have proven value ■ Get to know UCM tools ▪ Framework Folders for batch metadata updates ▪ Archiver for batch metadata updates ▪ Custom DB reports to find unused / repeated fields 16
  • 17. 17 #C14LV Think in Metadata “Facets” ■ Orthogonal “types” of metadata that allows you to drill down ■ General (Title, Subject, Description) ■ Creator (Author, Department) ■ Audience (Internal/External, General/Tech) ■ Digital Rights (Distribution, Cost) ■ Language (Native Language, Translations) ■ Formats (Native Format, Alternate Formats) ■ Dates (Start, End, Active, Creation, Expiration) ■ Location (Division, Customer, Country) ■ Management & Control (Security, Retention, Project) 17
  • 18. 18 #C14LV Contribution Traps ■ Folders! ▪ Tough to scale a folders-based model enterprise-wide ▪ Organizational structure is highly subjective ■ Folders_g versus FrameworkFolders ▪ Check which one is required for the features you need! ■ Fearing customizations ▪ Everybody uses CONTENT differently ▪ A custom UI can can aid user adoption 18
  • 19. 19 #C14LV Contribution Tips ■ New 11.1.1.8 User Interface ▪ Simplified ADF front-end ▪ Easy integration with Cloud & Mobile ■ Framework Folders ▪ Desktop integrated version available since Patch Set 5 ■ Content Folios ▪ Used instead of Folders ▪ Lightweight “Case Management” 19
  • 20. 20 #C14LV Contribution Tips, cont. ■ Use Content Tracker ▪ Keep stats on “most popular authors” ▪ Nothing like a little competition to aid adoption! ■ Check-Out-And-Open ▪ One-click editing from the web browser ▪ Some issues with HTTPS and IE, but fixable ■ Desktop Integration Suite ▪ Drag-and-drop into folders ▪ Folders have default metadata ▪ Metadata pop-ups to fill in critical metadata 20
  • 21. 21 #C14LV Folders and Desktop Integration 21
  • 22. 22 #C14LV Contribution Tips, cont. ■ 3rd Party: CVision PdfCompressor ▪ Does OCR, and compresses PDFs about 50% ▪ Compatible with Capture and Content ▪ Great for importing old documents into the system ■ 11.1.1.8 DesktopTag Component ▪ Allows you to “tag” office docs with custom properties ▪ Date, revision, author, source repository ▪ Used to track content back to the original repository ▪ http://docs.oracle.com/cd/E29542_01/doc.1111/e26694/desktopt ag.htm 22
  • 23. 23 #C14LV Custom Schema Option Lists ■ Schema is a highly powerful tool for generating option lists ■ Option lists can be filtered based on users ▪ Localization ▪ “Pick-lists” in a content profile ■ StandardSchemaSecurityFilter ▪ Put a dSecurityGroup and dDocAccount in the table ▪ On “search” page, option visible to users with “Read” access ▪ On “check-in”, visible to users with “Write” access ▪ Extensible for more complex rules — Like “IsEnabled” 23
  • 24. 24 #C14LV Simplified ADF-Based “Content UI” 24
  • 25. 25 #C14LV Content UI ■ Officially known as “Content UI” ▪ Existing UI will be referred to as the “Native UI” ■ Streamlined for greater efficiency ▪ Modeled after consumer web design with zero-training requirement ▪ Document Libraries, Favorites, Access Control Lists ▪ Streamlined search results, and document viewer ■ Currently, no administration or configuration pages ▪ Will be added with future patches ■ 11.1.1.8 and later only! ▪ Requires FrameworkFolders 25
  • 26. 26 #C14LV Content UI Setup ■ Content UI is an optional install ▪ Can run it and “Native” UI at the same time ■ Install on a separate middleware home and domain ▪ Content UI will be patched more frequently than Content Server ▪ New features being added quickly ▪ Recent example: February patch has custom skins! ■ Architecture ▪ Session replication is NOT recommended, for performance reasons (ADF session state is ~5 MB per user) ▪ Use sticky sessions with failover 26
  • 27. 27 #C14LV Customizing ADF UI ■ Can use WLST or Metadata Services to customize ▪ WLST for small changes, skinning requires ADF code ■ Change the title text (must be done here): ▪ updateWccAdfConfig(appName='Oracle WebCenter Content - Web UI', customBrandingTitle = 'ACME') ■ Change the URL to the page logo: ▪ updateWccAdfConfig(appName='Oracle WebCenter Content - Web UI', customBrandingLogo = '<image url>') 27
  • 28. 28 #C14LV Custom ADF UI Skin ■ Now exposed through Metadata Services (MDS) ▪ Built-in ADF customization layer ■ Download WebUI application’s EAR file and skin ▪ <WCCUI_ARTIFACTS_DIR>/WccAdf.ear ▪ <WCCUI_ARTIFACTS_DIR>/WccAdfStandardSkin.jar ■ With JDeveloper 11.1.2.x create application from WccAdf.ear ▪ Ensure all required libraries are present ▪ Change context root to wcc ▪ Optionally disable CSS class name compression in web.xml ▪ Set RIDC connection to your CS in connection.xm 28
  • 29. 29 #C14LV Custom ADF UI Skin, cont. ■ Create new skin: custom-wcc-skin.css ▪ Add WccAdfStandardSkin.jar as a library to the project ▪ Create new skin file extending wcc-skin.desktop ▪ Remove skin libraries from weblogic-application.xml ▪ Set new skin as the default in adf-config.xml ■ Override styles/selectors in the new skin file ▪ Review comments in wcc-styles.css for tips on what to modify ■ Test your skin ▪ Run the application in Embedded WLS server ▪ When you modify the skin, reload the page (no restart needed) 29
  • 30. 30 #C14LV Deploying Custom Skin ■ Upload and replace the existing custom skin file – <WCCUI_ARTIFACTS_DIR>/WccCustomSkin.jar ■ Change the application’s skin using WLST ▪ updateWccAdfConfig(appName='Oracle WebCenter Content - Web UI', skinFamily='custom-wcc-skin') ■ Restart Web UI’s managed server to see new UI ■ If needed, switch back to original skin: ▪ updateWccAdfConfig(appName='Oracle WebCenter Content - Web UI', skinFamily='wcc-skin') 30
  • 31. 31 #C14LV Customization Limitations ■ Currently limited to customizing skin ■ In future releases, will support additional customization ▪ Custom buttons, custom Java Code ■ Might be different than “pure MDS” ▪ MDS can be used to customize everything, but! ▪ MDS is very difficult to debug ■ Need a customized UI right now? ▪ Only option: crack open & edit the EAR file ▪ Add a button to launch external JSP/HCST page ▪ Code in 2 places to keep EAR modifications to a minimum 31
  • 32. 32 #C14LV Consumption Traps ■ “If you build it, they will come!” ■ Spent a million bucks on a CMS, and the item with the most hits is the cafeteria menu... ■ Assuming it will work like Google ▪ People spend big bucks on internet SEO ▪ Very few think about intranet SEO ▪ Content must be findable to be reusable 32
  • 33. 33 #C14LV Folders is also a Trap! ■ Need a department-wide organizational structure ▪ Think of it like a branded website... ■ Top 2-3 level: strictly controlled hierarchy ▪ Ensure it makes sense to people outside the department ■ Next 2-3 levels, flexible but with some structure ▪ Categories and sub-categories ▪ Broad terms and narrow terms ▪ Date-based folders 33
  • 34. 34 #C14LV Consumption Tips ■ Have an actual editor / publisher ▪ Somebody needs to care that content is reusable ▪ Software enables people: it doesn’t replace them! ▪ If everybody cares, great! If not, put somebody in charge! ■ Create targeted Portal / Site Studio pages ▪ Department portals, quick contribution, what’s new lists, etc. ■ Focus on how your audience looks for information ▪ Search? Browse? Call? Email? ▪ Make it easy for them, with a bit of training 34
  • 35. 35 #C14LV Consumption Tips, cont. ■ Faceted searches ▪ Built-in to Oracle Text 11g, customizable metadata fields ▪ DrillDownFields=dDocType,dSecurityGroup ■ Oracle Text “Controlled Thesaurus” ▪ Search common term and related terms at the same time — IE, hospital and ‘provider,’ dog and ‘canine’ ▪ Use the ctxload.exe utility to load custom list of terms ▪ Use the RT(term) to find mates of related terms 35
  • 36. 36 #C14LV Mobile UI for Easy Consumption 36
  • 37. 37 #C14LV Mobile Features ■ Optimized app for smartphone and tablet ■ Support iOS and Android ■ Search, Browse, View, Download ■ Take important documents offline ■ Initial release supports general mobile use cases ▪ Search, Browse & View, Favorites, Download for offline access ▪ Email links to documents or w/ attachments ■ Future release will add more support: ▪ Upload New Documents, Checkout / Checking, Workflows 37
  • 38. 38 #C14LV Mobile Limitations ■ Only works with 11.1.1.8 and new UI ▪ Therefore, FrameworkFolders and not Folders_g ▪ Therefore, Portal not simultaneously supported ▪ But, Portal 11.1.1.9 should be out “very soon”! ■ Workarounds ▪ Portal 11.1.1.8 has its own Mobile interface ▪ Mobile web versus mobile app ▪ Data entry is still tricky ■ Fishbowl Solutions mobile app ▪ Not dependent on Folders at all, highly customizable 38
  • 39. 39 #C14LV Cloud Interface ■ Oracle Documents Cloud Service ▪ https://cloud.oracle.com/documents ▪ Not yet available... ■ “Content UI”, accessible outside your firewall ▪ Can “push” to cloud with one click ▪ Users can edit cloud documents ▪ Manual “pull” back to your internal repository ▪ Works with Desktop Integration Suite as well ■ Encrypted documents, simple file sharing ▪ IT departments will prefer this to DropBox 39
  • 40. 40 #C14LV Security Traps ■ Access Control Lists ▪ Popular, easy, but sloooooow ▪ Use sparingly, or run Exalogic! ▪ New UI uses a lot of ACLs, which could be a problem ■ Security should not be used to organize! ▪ Do you really need that other security group??? ▪ Do you really need highly granular security??? ▪ Or are you just mapping your org chart? 40
  • 41. 41 #C14LV Security Traps, Cont. ■ Windows! ▪ Active Directory integrations tricky with 11g ▪ LDAP works fairly well ▪ Single Sign On can take several week to properly tune ■ Cloud! ▪ How much data is in DropBox or Oracle’s cloud? ▪ Are they encrypted? ▪ Oracle no longer sells IRM, you need something custom 41
  • 42. 42 #C14LV Security Tips ■ Two dimensional group/account model ▪ Groups for classification: Public, Internal, Secure ▪ Accounts for department: Accounting, Sales, HR ▪ VP of Sales can read Secure documents in Sales account... ▪ ... but cannot read Secure documents in HR account! ■ Complex security models can affect performance ▪ Reduce ACL usage, focus on groups/accounts blend ▪ Minimize the number of “buckets” to maximize performance 42
  • 43. 43 #C14LV Security Tips, cont. ■ Loosen up contribution access ▪ Use workflows to control important docs ▪ Place in highly secure group only when absolutely required ■ Content Tracker ▪ “Trust, but verify” security ■ Use proven single sign on solutions ▪ Active Directory — Takes some time to get SSO fully operational ▪ Oracle Access Manager — Some issues with applets 43
  • 44. 44 #C14LV Integration Traps ■ Standards!!! ▪ CMIS, WebDAV, JSR170, etc. ▪ Very narrow pipe: you always replace them! ■ BPM/BPEL Workflows instead of EBS/PeopleSoft ▪ Sometimes native workflow APIs work better ■ Performance ▪ Load test, get metrics, use caches ■ Security ▪ Make sure other system understand WebCenter security!!! 44
  • 45. 45 #C14LV Integration Tips ■ RIDC ▪ Lightweight Java connector ▪ May need to set IntradocServerPort on 11g ■ SOAP / SOA ▪ 11g standard, great for ESBs ■ Content Presenter Task Flows for Portal ▪ Works great with Site Studio templates... ▪ Tricky to get working with ADF templates ■ IFRAMEs ▪ Cheap and cheesy, but sometimes enough! 45
  • 46. 46 #C14LV Integration Tips, cont. ■ jQuery and Web-Oriented Architecture ▪ Put IsJson=1 into any URL ▪ Use jQuery, ExtJS, YUI to render with 100% JavaScript ▪ http://bezzotech.com/library.html ■ Sometimes need to “trick” browsers with AJAX ▪ Single-Origin AJAX policy ▪ Use mod_proxy with Apache to bypass it 46
  • 47. 47 #C14LV Integration Tips, cont. ■ Two web-service endpoints ▪ http://server.com/cs/ — Standard Interface ▪ http://server.com/_dav/cs — Legacy Basic HTTP interface (WebDAV, SOAP) ■ Can perform a login through _dav interface ▪ http://server.com/_dav/cs/idcplg?IdcService=PING_SERVER&Is Json=1 ■ Get back the JSESSIONID ▪ Put it in the cookie, or in the URL to “magically” log in 47
  • 48. 48 #C14LV Integration Tips, cont. ■ WebCenter Business Mashups ■ Enterprise Document Capture ▪ URL to trigger a scan, and check it in! ■ Application specific connectors ▪ E-Business Suite, Siebel, Peoplesoft ▪ Secure Enterprise Search ▪ BPEL, SOA Suite for “orchestration” ■ Managed Attachments ▪ Still need IPM installed even if not used 48
  • 49. 49 #C14LV Integration Tips, cont. ■ Oracle Forms Recognition ▪ Find the 20% of forms that you process 80% of the time ▪ Pre-define those classes up-front ▪ Other classes will be automatically added over time ▪ Supervised Learning for better results ▪ Like ODC, highly customizable with Macros ■ PeopleSoft: attend this session for more tips: ▪ 505: Delivering value with PeopleSoft and WebCenter Content Imaging integration! ▪ Thursday, 8:30 AM, San Polo 3502 49
  • 50. 50 #C14LV Questions? ■ My Company: ▪ http://bezzotech.com ▪ Booth 1350 on Main Street ■ My Blog: http://bexhuff.com ■ My Tweets: @bex ■ My Self: bex@bezzotech.com 50
  • 51. #C14LV#C14LV Please complete the session evaluation on the mobile app We appreciate your feedback and insight This box will have simplified instructions about how to complete the session evaluation online