3.1.3 Viewing Attached DocumentsThe Managed Attachments screen provides multiple ways of accessing and viewing documents:.Click the attachment's link in the Name field to open the document in a Web-viewable format or save the document in its native format to a selected location. For more information, see.Click the attachment's Edit icon under Actions options to make and save changes to the document. See.Click the Info icon to view the attachment's content information, and view the Web-viewable or native version of the document.
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See.Click the AutoVue icon (if displayed) to view the document in the AutoVue applet, which provides enhancing options such as annotation and markup. 3.1.4 Viewing Documents in AutoVueDepending on configuration, you may have access to enhanced viewing options in the Managed Attachments screen through AutoVue. If configured, AutoVue enables you to view, print, collaborate, annotate, and mark up non-private (shared) attachments of virtually any document type. For details on shared versus private documents, see.In the Managed Attachments screen, click the View in AutoVue icon (shown below) for an attachment. When AutoVue is configured, this icon is displayed in the Actions options.An AutoVue applet is launched, and the selected document displays in the AutoVue client. Notes:The AutoVue icon is dimmed (grayed out) for private attachments, which cannot be viewed using AutoVue.Viewing or annotating a document in AutoVue does not check it out or prevent it from being edited by others. Annotations are contained in a separate layer from their corresponding document.Use AutoVue options to view, annotate, mark up, and print the document.
Note that digital markups are saved in the Content Server repository and associated with the attached document.For details about AutoVue use, see the Oracle VueLink 19.3 for Oracle UCM User's Manual (or higher). 3.1.5 Configuring Fields For DisplayFollow these steps to select and order fields for display in the Managed Attachments screen.In the Managed Attachments screen, click the Configure icon, as shown below.On the, specify fields to display by selecting them in the Available Fields area (holding down the Ctrl key to select multiple fields) and clicking the right arrow button to move them to the Main Information area. (Fields selected for display are displayed in dimmed text in the Available Fields area.).Change the order in which fields are displayed by repositioning them in the Main Information area. Move a field by selecting it and clicking the up or down arrow button. 3.1.7 Checking In and Attaching a DocumentFollow these steps to check in a document and attach it to the selected business application record.In the, click the New button.Complete the fields on the.In the Type field, select a type for the document.In the Title field, enter a name for the attached document.Select the Share Document field to make the document a shared attachment.
Leave the field deselected (default) to make the document a private attachment.Documents that are shared attachments are viewable from Managed Attachments and from the standard Oracle UCM application (with the appropriate security access).Documents that are private attachments (not shared) are viewable from Managed Attachments via the business application only. They are hidden in the standard Oracle UCM application.If you selected the Share Document field, select a group for the document in the Security Group field.
The attachment is available to users with permission to this group.Specify the file to attach in the Primary File field by clicking the Browse button and selecting a file.Click the Check In button.Content Server options are displayed and a message confirms that the document was checked in. A button called Check In Similar enables you to check in and attach another document using the same metadata values.Close the Check-In Confirmation screen.In the Managed Attachments screen, click Refresh to display the newly checked in attachment. 3.1.8 Checking Out Documents and Undoing Check-outsChecking out a document in Oracle UCM makes it temporarily unavailable for other users to save changes to it, until you check it back in, or you or another user undo the check-out.Check out a document by choosing Checkout from the Content Actions menu on the. (Editing a document using the Edit icon also checks out a document.)Documents Checked Out By YouA green check mark icon is displayed in the Revision column (if shown) when a document is checked out by you.To undo a check-out by you or check in a revised document, click the Checked Out By Me icon to display the. From its Content Actions menu, choose Undo Check-out or Check-in.Documents Checked Out By Another UserA lock icon is displayed in the Revision column (if shown) when a document is checked out by another user.To undo the check-out, click the Lock icon to display the, and choose Undo Check-out from its Content Actions menu.
3.1.9 Scanning Using Oracle Distributed Document CaptureThe Managed Attachments screen provides a Scan button that, when configured, launches the Oracle Distributed Document Capture application and enables you to either scan a document using a TWAIN compliant scanner or import a scanned image file from disk. After reviewing, editing, and indexing the document, click the Send button, which transfers it from Oracle Distributed Document Capture to Oracle UCM and attaches it to the selected business application entity.Follow these steps to scan or import a document.If scanning documents, place the documents in the feeder tray of the scanner. Note:You can attach one document only at a time by scanning or importing.In the Managed Attachments screen, click the Scan button. The Scan Document screen is displayed.Select a classification in the Document Classification field.This identifies the type of document to be scanned or imported.
For example, you might choose a document classification of Identity Documents to scan a photocopy of a driver's license or passport.Select the Share Document field to make the document available to other Oracle UCM users with appropriate access. Leave the field deselected (default) to make the document available when viewed through the business application but hidden from the standard Oracle UCM user interface.In the Security Group field, select a group for the document. The attachment is available only to users who have permission to the group you select. (This field is available only if you chose to share the document in the previous step.).Click the Scan Document button. The Oracle Distributed Document Capture client application launches and displays options based on whether the selected document classification is configured for scanning or importing.If set for scanning, the scanner scans the pages you placed in the feeder and displays them in the Review/Index screen shown in, ready for you to review and index them. (All pages are scanned and stored in one document in the batch.).If set for importing, a File Import screen is displayed, prompting you to select one or more scanned image files to import. After you select files, their pages are displayed in the Review/Index screen shown in, ready for you to review and index.
(All files are imported into a single document in a single batch.). Figure 3-1 Review/Index Screen in Oracle Distributed Document Capture.In the Review/Index screen, review, edit, and index the document. For information, see the User's Guide for Oracle Distributed Document Capture. Follow these guidelines:.You can add pages to documents, but should not add documents to the batch.Index fields are displayed in the lower side pane. Index fields provide values that are stored as metadata with the Oracle UCM document.
An asterisk is displayed before the names of required index fields.All pages in a document have the same index values. Changing the values on one page changes them for all pages in the document. 3.1.10 Attaching From the Content Server RepositoryFollow these steps to search for and attach documents from the Oracle UCM repository to the selected business application record.In the Managed Attachments screen, click the From Repository button. The is displayed.Enter search criteria and click Search. For example, for the Title field, select Starts and enter the first few characters of a document's title.Search results are displayed, which include documents to which you have security group access.In the Select field, select found documents to attach. If a found document is attached to the business application record, a grayed out box is displayed.
You can select multiple documents to attach.From the Actions menu above the Select field, choose Attach to Current Application Entity. Confirm attaching the selected document(s) to the business application record.
A message confirms that the documents were successfully attached.In the Managed Attachments screen, click the Refresh button to display the document(s) now attached to the selected business application record. 3.1.11 Detaching a DocumentFollow these steps to detach a document from the selected business application record. Detaching a document removes the link to the business application record, but does not delete the document from the Content Server.
(Also see ).In the Managed Attachments screen, select the row corresponding to the attachment to detach from the selected business application record.Click the Detach button.A message prompts you to verify detaching the document. Click OK.A message confirms that the document was successfully detached.
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After you close the message, the attachment list is automatically refreshed, with the detached document no longer listed. 3.1.13 Editing a Document in Its Native ApplicationFollow these steps to edit a document on the Content Server. Note that you must have access to the native application.In the Managed Attachments screen, click the Edit icon for a selected attachment. (The Edit icon is displayed only for documents that can be edited in this way.).The document opens in its native application.
Note that, depending on configuration, you may be prompted to enter a user name and password to log in. Make changes and save the document.When you open the document using this method, it is automatically checked out. When you save the document in its native application, it is automatically checked back in as a new revision. 3.1.15 Working With Document RevisionsThe Revision column contains useful information about the attachment revision, including:.the revision number of the attachment.if the attachment is checked out by you (green check mark) or another user (locked icon, hover to view user name).If Revision-specific mode has been configured and a newer revision than the attached revision exists, the Newer Revision Available icon (page with green up arrow, shown below) is displayed. To make the newest revision the attached revision, click the icon and choose Update Attachment to This Revision from the Content Actions menu in the. 3.1.16 Deleting a Document on Content ServerFollow these steps to remove a document from the Content Server and also detach it from the business application record. To detach a document only (remove its link to the selected business application record without deleting it from the Content Server), see.In the Managed Attachments screen, click the Info icon for a selected attachment.Under Actions options, click the Delete link for the revision to delete.
You are prompted to confirm the deletion. 3.2.1 Managed Attachments ScreenUse the Managed Attachments screen to view, attach, scan, detach, and edit Oracle UCM documents attached to the selected business application record. You can also use Oracle UCM search options to locate Oracle UCM documents to which you have access.The Managed Attachments screen lists all Oracle UCM documents attached to the selected business application record, and provides the options listed in.About the Managed Attachments Screen.Metadata fields and values for the selected business application record are displayed in the screen surrounded by square bracket characters. For example, a managed attachments list for an employee record might display the employee name, or employee ID, or both.The default columns are described in, although users can customize the columns displayed, as described in.If the list of attachments is long, page controls and arrows for displaying previous and next pages are displayed.You can resize the columns by hovering the cursor over the line between column headings; when it changes to a two-headed arrow, click and drag to increase or decrease the column's size.
Column contents wrap to the next line.To sort the attachments list, click a column heading. A triangle is displayed after sorting to indicate ascending (right side up) or descending (inverted) order.Depending on customization, some functionality described in this section may not be available. For example, some buttons may not be displayed or some icons may be dimmed (grayed out).The Managed Attachments screen is available for a certain amount of time. A message is displayed if your access expires, requiring you to activate Managed Attachments again for the selected business application record.
Table 3-1 Managed Attachments Screen Options ElementsIcon or ButtonDescriptionNameLists the native name (including extension) of each Oracle UCM document attached to the business application record. Click the document's link to open or save a Web-viewable rendition of the document.TitleDisplays the title of the attached Oracle UCM document, assigned at check-in.AuthorIdentifies the person who last checked in the file.SizeDisplays the size (KB/MB) of the attached Oracle UCM document.DateDisplays the date on which the Oracle UCM document was last checked in to Oracle UCM.RevisionDisplays information about the attached revision. Depending on configuration, some items may not be shown.Number: Indicates the revision number of the attachment.Checked Out by Me icon (check mark): Indicates that the attachment is checked out by you. Click this icon to display the, and check in or undo the check-out.Checked Out By icon (lock): Indicates that the attachment is checked out by another user. Hover the cursor over the icon to view the name of the user who checked out the attachment.Newer Revision Available icon (page with up arrow): Indicates that a newer revision exists than the one attached. ElementsDescriptionTypeSelect the option that best describes the type of file to be attached. The default document type is displayed.
This field is required.TitleEnter a descriptive title for the document. This field is required.AuthorIdentifies the person who checked in the file.Share DocumentSelect this field to make the document available to other Oracle UCM users with appropriate access. Leave the field deselected (default) to make the document available when viewed through the business application but hidden from the standard Oracle UCM user interface.Security GroupSelect a security group for the file. Keep in mind that this file, if shared, is available to users who have permission to the specified security group. This field is required.Primary FileSpecify a primary file using one of these methods:.Click Browse next to the field. Navigate to and select the native file, and then click Open.Enter the complete path name and file name of the native file (for example, c:/My Documents/ABC Project/MyFile.doc).This field is required.CommentsEnter any notes about the file.Check InClick to check in the specified document using the settings selected on this screen.ResetClick to cancel any entries and restore the default settings in this screen.
ElementsDescriptionAvailable FieldsLists fields available for display in the Managed Attachments screen. Click the right arrow to move a selected field to the Main Information area. Fields selected for display are shown in dimmed characters.Main InformationLists fields selected for display in the Managed Attachments screen. Fields are displayed left to right in the order in which they are listed in this area.
Click the up or down arrow button to reposition a selected field.ApplyClick to preview your changes in the Managed Attachments screen. (If needed, temporarily reposition the Configure Fields for Display screen to view screen changes.)Save And ExitClick to save changes to the display configuration and return to the Managed Attachments screen.ResetClick to cancel any changes and restore the default display settings. ElementsDescriptionTypeDisplays the type that best describes the document.TitleDisplays the title of the attached document, assigned at check-in.AuthorIdentifies the person who last checked in the document.CommentsDisplays additional notes about the document.Security GroupIdentifies access permission to the document.Checked Out ByIdentifies the user who checked out the document.StatusIdentifies the document's current status. A status of Released indicates that the revision is available in the Content Server.FormatsIdentifies formats for the document.Web LocationClick this link to view a web-viewable rendition of the attached document.Native FileClick this link to either save a copy of the document or open it in its native application.TableLists revisions of the document, along with their release date, expiration date, and status. Click the Delete link to remove the corresponding revision.Content ActionsProvides options for checking out the document, updating it, checking in a similar one, subscribing to it, or checking out and opening it.If viewing this screen after clicking the Newer Revision Available icon on the Managed Attachments screen, an additional command is available: Choose Update Attachment to This Revision to make the newer revision the attached version.E-mailClick the Send Link by E-mail link to open a new e-mail message that contains a URL to the selected document. ElementsDescriptionTypeSelect the option that best describes the file.TitleEnter a descriptive title for the document.AuthorIdentifies the user who checked in the current document revision.Share DocumentSelect this field to make the document available to other Oracle UCM users with appropriate access. Leave the field deselected (default) to make the document available when viewed through the business application but hidden from the standard Oracle UCM user interface.Security GroupSpecifies access permission to the file.
You can enter text or select from the list of predefined values.CommentsEnter notes about the document.Submit UpdateClick to save the metadata changes to the attached document.ResetClick to cancel metadata changes and restore them to their values upon entering this form. ElementDescriptionDocument ClassificationIdentify the type of document to be scanned or imported.Share DocumentSelect this field to make the document available to other Oracle UCM users with appropriate access. ElementsDescriptionTitleSelect an operator and enter a document title.TypeSelect an operator and select a document type.Security GroupSelect an operator and search for the document's security group.
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