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REMINDER

Check in on the COLLABORATE mobile app

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WebCenter Deployment Patterns

Prepared by:Brian “Bex” HuffChief Software ArchitectBezzotech

5 Tips to Try,5 Traps to Avoid!

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Agenda

■ Intro■ Top 10 reasons ECM projects fail

▪ AIIM Survey

■ Tips and traps in 5 areas:▪ Metadata

▪ Contribution

▪ Consumption

▪ Security

▪ Integrations

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Intro

■ You installed WebCenter CONTENT

■ Now what???

■ What “big things” do you need to do right?

■ What “big things” should you avoid?

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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%)

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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%)

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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%)

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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

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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

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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

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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

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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

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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!

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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?

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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

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Content Profiles, Before and After

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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

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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)

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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

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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”

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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

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Folders and Desktop Integration

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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/desktoptag.htm

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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”

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Simplified ADF-Based “Content UI”

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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

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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

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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>')

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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

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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)

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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')

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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

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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

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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

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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

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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

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Mobile UI for Easy Consumption

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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

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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

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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

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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?

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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

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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

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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

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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!!!

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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!

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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

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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&IsJson=1

■ Get back the JSESSIONID▪ Put it in the cookie, or in the URL to “magically” log in

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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

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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

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Questions?

■ My Company:▪ http://bezzotech.com

▪ Booth 1350 on Main Street

■ My Blog: http://bexhuff.com

■ My Tweets: @bex

■ My Self: bex@bezzotech.com

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