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Cookbook for Content Management

By: Pradeep Reddy Email: Pvpreddy@yahoo.com

CONTENT MANAGEMENT

1

Purpose of the document

3

Purpose

3

Procedure

3

Assigning Permissions to Folders

3

Purpose

3

Procedure

4

Content Management is divided into the following areas

4

Create Home Tab Content

4

OVERVIEW

5

Create Notification Reports

5

Create a News Item

6

Create Quick Polls

8

PUBLIC DOCUMENTS

10

Add Files to Public Documents

10

As a Content Administrator

10

As an End User

11

Links

12

Purpose

13

Prerequisites :

13

Collaboration Functions

13

Details Dialog Boxes

13

PERSONAL DOCUMENTS

14

Add Files to Personal Documents

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As a Content Administrator

14

As an End User

15

Add to Favorites

16

Adding objects from Knowledge Management Repository to favorites

16

Copying a Document from Personal Documents to Public Documents

17

Creating a Link to a Folder in Another Repository

17

Adding External Objects to Favorites

18

DISCUSSIONS

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Create Discussions

19

Prerequisites

19

Procedure

19

SUBSCRIPTIONS

20

Create Subscriptions

20

Purpose of the document

This section is useful for content managers who want to structure and manage knowledge Management content. To see the Content Manager tab page in the top-level navigation, you have to be assigned to the Content Manager role.

Assigning the Content Manager Role

Purpose

The content manager role enables a user to perform routine administration tasks related to Knowledge Management. Assign the content manager role to the user who will be responsible for organizing content for end users. This user will be able to see the Content Management tab which enables access to iViews for managing content.

Procedure

1. Make sure you are logged on to the portal as the super administrator.

2. In the top-level navigation bar, click User Administration

Roles.

3. Use the Search function to find the user that will be responsible for managing content. This user must be entered in the corporate LDAP of the portal.

The user involved is retrieved and displayed.

4. Choose Edit beside the user.

5. Under Available Roles, select the following role and then click Add:

pcd:portal_content/com.sap.pct/specialist/com.sap.km.ContentManager

The role is automatically assigned to the user and appears in the Assigned Roles table.

1. Save your entry.

Assigning Permissions to Folders

Purpose

After the installation, the permission everyone:full control is assigned to all folders. For recommendations on how to assign permissions, see SAP Note 599425.

When KM is newly installed, the content administrator is the owner of all access control lists (ACLs) that store permissions for folders. The content administrator has full control over all the folders and is the user that can initially change their permissions.

Procedure

To access the functions that allow you to change permissions, proceed as follows:

1. Make sure you are logged on as user with the Super Administrator role.

2. In the top-level navigation bar, click Content Administration KM Content.

3. Navigate to a folder where you need to adapt permissions, open the popup menu beside the folder and choose Details.

4. On the details page open the Settings popup menu and choose Permissions.

The permissions page with all the functions you need to adapt permissions opens.

5. Change the permissions to meet your requirements and as recommended in SAP Note

599425.

Content Management is divided into the following areas

1.Explorer Iview

You manage folder hierarchies in which portal users access documents. In addition, you provide portal users with information (for example, news items) and links to information.

2.Taxonomies and Classification

Documents are classified in content categories in taxonomies. Portal users can search for information in specific thematic categories. This section describes how to create taxonomies and classify documents.

3.Content Exchange

You can distribute your own contents to other portals, or regularly make available external contents (for example, news items) on your portal. This section describes how to transport contents between different repositories.

4.Quick Poll Administration

In a Quick Poll, portal users are asked to answer a question by choosing from predefined answers. This section describes how to manage polls. It covers the definition of questions and possible answers along with how to start and end polls.

5.5.5.5. XML form Builder

You can use XML forms to publish information in the Enterprise Portal. This section describes how to create your own forms in accordance with the requirements of your company.

Create Home Tab Content

The Home Tab provides default content for My Info. The contents areas include the following:

Home Tab Area

Description of Common iViews

Overview

News, Recent Notifications, Current Topic, Quick Polls

Personal Documents

Personal Documents (KM) and Favorites

Public Documents

Public Documents (KM), Favorites, and Links List

Discussions

Discussions

Subscriptions

Subscriptions

OVERVIEW

Create Notification Reports

The Recent Notifications iView gives users an overview of current notifications on certain events that have taken place in Knowledge Management, for example, changes to documents they have subscribed to. Users are also requested to take certain actions, such as to approve documents to be published. This is part of the approval workflow. The list of notifications is determined individually for each user.

Recent Notifications :

The Recent Notifications iView displays a general overview of notifications. Notifications of the same type are displayed together in their own section. The Knowledge Management platform provides the following sections:

Subscribed Objects

Subscriptions

Documents to be Approved

Approved Documents

Rejected Documents

Feedback

Checked Out Documents The system only displays those sections for which you received at least one notification.

Notification Service: Path to the directory containing the notification templates. The path /etc/notifications is

Notification Service:

Path to the directory containing the notification templates. The path /etc/notifications is predefined. The notificator service is preconfigured in the KM standard delivery. Normally, you do not need to change its configuration. To display or edit the configuration of the notificator service choose Content Management Global Services Notificator Service. Path to the directory containing the notification templates. The path /etc/notifications is predefined.

KM Recent Notification iView :

The Recent Notifications iView gives users an overview of current notifications on certain events that have taken place in Knowledge Management, for example, changes to documents they have subscribed to. Users are also requested to take certain actions, such as to approve documents to be published. This is part of the approval workflow. The list of notifications is determined individually for each user.

Create a News Item

Purpose :

With this iView, you can create and manage news items that are published in the Enterprise Portal.

Procedure :

6. In the portal, choose Content Management News News Authoring iView.

7. Choose New News.

8. Enter your news item information in the fields provided, such as in this example:

iView . 7. Choose New News. 8. Enter your news item information in the fields provided,
iView . 7. Choose New News. 8. Enter your news item information in the fields provided,

9.

When you are done, choose Save.

Create Quick Polls

Use

This task shows you how to create a quick poll.

Procedure

1. In the portal, choose Content management Quick Poll Administration Quick Poll Administration iView.

Poll Administration Quick Poll Administration iView . 2. In Name , enter a name. 3. Select

2. In Name, enter a name.

3. Select the Display Name as Quick Poll Title checkbox.

4. Next to the campaign, select the New checkbox. 5. Enter a campaign name, then

4. Next to the campaign, select the New checkbox.

5. Enter a campaign name, then choose Create.

checkbox. 5. Enter a campaign name, then choose Create . 6. From the Type dropdown, select

6. From the Type dropdown, select Poll.

7. Enter your question, and then enter the poll options in the Responses field. Use a carriage return between each choice.

8. Choose Generate Table to see your poll as an HTML table.

9. Optionally, you can choose Browse to upload a related document.

10. Under Result availability, choose an option.

11. Choose Save . PUBLIC DOCUMENTS Add Files to Public Documents As a Content Administrator

11. Choose Save.

PUBLIC DOCUMENTS

Add Files to Public Documents

As a Content Administrator

Purpose

This tasks shows you how to add files to the public documents folder if you are a content administrator.

Procedure

1. In the portal, choose Content Administration KM Content Repositories iView Root documents Public Documents.

2. Choose Folder New Upload . 3. Choose the Browse button. 4. Locate your file

2. Choose Folder New Upload.

2. Choose Folder New Upload . 3. Choose the Browse button. 4. Locate your file and

3. Choose the Browse button.

4. Locate your file and choose Open.

5. Choose Upload.

Files are now available in the Public Documents folder

As an End User

Purpose

This tasks shows you how to add files to the public documents folder if you are an end user.

Procedure

1. In the portal, choose Home Public Documents Public Documents iView.

choose Home Public Documents Public Documents iView. 2. From the toolbar, choose the Menu button, then

2. From the toolbar, choose the Menu button, then choose New Upload.

choose the Menu button, then choose New Upload . 3. Choose Browse . 4. Locate your

3. Choose Browse.

4. Locate your file and choose Open.

5. Choose Upload.

Files are now available in the public folder

Links

Purpose

With a link, you can directly access an object stored at a different location.

Prerequisites :

The link is only displayed if:

The folder is configured to display links. You have read permission for the link itself. You have read permission for the target object. You can create the following types of links in a folder:

Links to documents or folders in a KM repository External links, for example to Internet sites In links to objects in KM repositories, some functions refer to the target object and others to the link itself.

Collaboration Functions When you create feedback, comments, discussion posts, or personal notes for a link, they are always stored in relation to the target object. This means that every link takes you to the same feedback, comments, discussions, and personal notes as in the target object. You need read permission for the target object in question in order to create feedback, comments, discussion posts, and personal notes on it. Details Dialog Boxes For links to objects in KM repositories, you can display to Details dialog boxes:

1. Details for Link This dialog box only contains functions that relate to the link itself, such as renaming links or permissions for the link.

2. Details This dialog box offers functions that refer to the target object, such as Subscription, Collaboration functions, and permissions for the target object.

Links are visible in Home –>My Info—>Public Documents—>Links List

PERSONAL DOCUMENTS Add Files to Personal Documents As a Content Administrator Purpose This task shows

PERSONAL DOCUMENTS

Add Files to Personal Documents

As a Content Administrator

Purpose

This task shows you how to add files to personal documents if you are a content administrator.

Procedure

1. In the portal, choose Content Administration KM Content Repositories iView Root userhome (user) Personal Documents.

2. From the menu bar, choose Folder N e w Upload . 3. Choose Browse

2. From the menu bar, choose Folder New Upload.

2. From the menu bar, choose Folder N e w Upload . 3. Choose Browse .

3. Choose Browse.

4. Locate your file and choose Open.

5. Choose Upload.

Files are now available in the personal folder. As an End User

Purpose This task shows you how to add files to personal documents if you are an end user. Procedure

2. Choose the Menu button, then choose New Upload. 3. Choose Browse . 4. Locate

2. Choose the Menu button, then choose New Upload.

2. Choose the Menu button, then choose New Upload. 3. Choose Browse . 4. Locate your

3. Choose Browse.

4. Locate your file and choose Open.

5. Choose Upload.

Files are now available in the personal folder

Add to Favorites

Adding objects from Knowledge Management Repository to favorites

You can add an object from a Knowledge Management Repository to your Favorites with one of the following methods:

When you navigate to an iView such as Public Documents, you can choose the menu

indicator (

as Public Documents, you can choose the menu indicator ( ) next to a document or

) next to a document or folder, and then choose Add to Favorites.

Choose Edit from the Favorites iView. Choose the menu indicator (

from the Favorites iView. Choose the menu indicator ( ) next to the , want to

) next to the

, want to add to your favorites. You have to go to the repository in which the target object is stored.

breadcrumb, and choose New Link. Choose Browse

and navigate to the object you

→ Link . Choose Browse and navigate to the object you Copying a Document from Personal

Copying a Document from Personal Documents to Public Documents

You are in the folder /documents/Public Documents/<my folder>. You want to copy a document from your personal documents to this folder. Proceed as follows:

1. Choose GoTo Personal Documents.

2. Click on the popup indicator next to the document you want to copy, and choose Copy.

3. Click on the popup indicator next to the breadcrumb, and choose Go To Recent

<my folder>.

10. Confirm with OK.

Creating a Link to a Folder in Another Repository

You are in a folder that you are using as the central point of entry for a user group. This could be a team folder, for example. You want to create in this folder a link to a folder in a repository, for example, /documents/<my folder>.

1. Navigate to the target folder (for example to the folder /documents/<my folder>).in

the Document Explorer iView).

You can open a second browser window to do this.

2. Choose GoTo Recent Add Current Folder.

3. Navigate to the folder in which you want to create the link (for example, the team folder).

4. Choose New Link and then Browse….

5. Click on the popup indicator (

Link and then Browse…. 5. Click on the popup indicator ( ) next to the breadcrumb,

) next to the breadcrumb, and choose Go To Recent

<my folder>.

6. Confirm with OK.

7. Choose Save.

Adding External Objects to Favorites

Purpose This tasks shows you how to add external objects, such as web pages, to your Favorites. Procedure

1. From the Favorites iView, choose Edit.

2. Choose the menu indicator button ( External Link.

. 2. Choose the menu indicator button ( External Link . ) next to the breadcrumb,

) next to the breadcrumb, then choose New

Link . ) next to the breadcrumb, then choose New → 3. In the Target field,

You have added an external object to your portal.

DISCUSSIONS

Create Discussions

Purpose

This tasks shows you how to create a discussion on your portal.

Prerequisites

In the Content Management configuration, the Discussion Repository Service must be active.

Procedure

1. In the portal, choose Content Management Explorer Documents.

2. Choose Folder New Folder.

3. In Name, enter Discussions.

4. Choose Save.

5. From the menu bar, choose Home Discussions.

6. Choose New Discussion Topic.

7. Enter a subject and details, then choose Save.

SUBSCRIPTIONS Create Subscriptions Subscriptions allow you to arrange for yourself or other people to be

SUBSCRIPTIONS

Create Subscriptions

Subscriptions allow you to arrange for yourself or other people to be notified if documents or other objects are created, changed, or deleted.

The Subscription iView contains a list of all your subscriptions. You can cancel your subscriptions or change the settings for them here. To create a subscription, navigate in an explorer iView to the folder or document to which you want to subscribe. Then choose the appropriate function.

There are two types of Subscription iView:

Owned Subscriptions

These are subscriptions that you created - for yourself, for other users, or for groups or roles.

You can change the settings for these subscriptions.

When you cancel a subscription that you created yourself, the entire subscription is deleted. If you subscribed other users to the object, these users also receive no more notifications.

Received Subscriptions

Other users created these subscriptions for you.

You cannot change the settings for these subscriptions.

When you cancel a subscription that another user created for you, you receive no more notifications, but other users continue to receive their notifications for the subscribed object.

you, you receive no more notifications, but other users continue to receive their notifications for the