Content Server Skill PDF

Stellent: Essential Content Server
Skills
Student Guide
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D48781GC10
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Edition 1.0
February 2007
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D49217
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Copyright © 2005, 2007, Oracle. All rights reserved.
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Welcome
Welcome to Essential Content Server Skills training.
In Essential Content Server Skills training you will learn tasks performed by users and
administrators of Stellent Content Server. These include:
♦ Navigate the content server

♦ Check in content
♦ Perform actions on content such as check-out and revise, subscribe, and update
♦ Use the administrator tools
♦ Understand security concepts and implement a security model
♦ Implement a metadata model
♦ Contribute content using Windows Explorer Integration (WebDAV)
♦ Understand workflow concepts and create criteria workflows
♦ Manage content and subscriptions
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♦ Modify content server pages
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♦ Create custom check in and search pages
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This class is a combination of lecture, demonstrations, and hands-on lab time. Using a
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we continue through the course.
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building-block approach you will learn skills in the first lesson and add to those skills as
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Each lesson may include the following sections:
Objectives Describes what will be accomplished for each lesson.
Discussion Provides key learning points and background information for

each lesson.
Procedures Lists step-by-step instructions for completing each task.
Activities Provides an opportunity for you to practice skills presented

during the class in a hands-on lab environment. Presents you with
the opportunity to go beyond the scope of the classroom
discussion and tailor the activity to fit your specific needs.
Additional information will be provided to identify special points of interest by including

TIPS, Screen Captures, and Call Outs throughout the course workbook. Examples are
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given below.
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TIP Provides additional information about a topic.
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Screen Capture
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Pictures of the screens you will see while
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learning Stellent Content Server.
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t e r U s Appears on the side of

a screen capture to
I n point out important

fields or information.
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II
Class Architecture
The software installed on each computer:
• A master instance of Stellent Content Server named Training

• A master instance of Stellent Content Server named Contribution
• One proxied instance of the Contribution Stellent Content Server named Production
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III
City of Xalco News Release
The City of Xalco has selected the Stellent Content Server as its main repository to
power its employee intranet.
Stellent’s technology will enable the city to streamline internal processes by

empowering city employees to quickly and efficiently manage and publish
information on their employee intranet and eventually public Web site.
City of Xalco Offices

The City of Xalco consists of Administrative Offices and Public Service
Departments. Xalco’s first initiative is to launch the new repository for the
Administrative offices. With the scalability of the software, the city can easily
expand its use to the Public Service Departments.
Department Description
Clerks City Clerks office responsibilities:
Office • Licenses and bonds

• Contracts
• Records city council meeting minutes
Legal Legal or City Attorneys department responsibilities:

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• All of the City’s legal business
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•
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Drafts ordinances, resolutions, contracts,
deeds, and leases
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Prosecutes petty misdemeanor crimes
c lThe City Attorneys Office is comprised of two

divisions: Civil and Criminal
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Finance
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• Finance reporting, accounting, and auditing
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Human
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Resources s
Human Resource department responsibilities:
• Recruitment and hiring
I n • Applications, job postings, and interviews
c l e • Employee insurance, wages, and benefit

information
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IV
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Acme News Release
Acme selects Stellent Content Server as its main repository to power its employee
intranet. Regulatory guidelines require Acme to track changes to time-sensitive
information accessible through the company’s intranet.
Acme’s goal is to become “paperless” by managing all of their company’s business

content in a central, Web-based repository. Acme’s business content ranges from
policies and procedures to employee listings and marketing materials.
Acme Offices
Acme Administrative offices include Human Resources, Marketing, and Finance.
Department Description
Finance Finance department responsibilities:

• Finance reporting, accounting, and
auditing
• Budgeting and forecasting
Marketing Marketing department responsibilities:

• Company news releases
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Create company brochures and
graphics
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Human
Resources
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responsibilities: A
Human Resource department
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Hire new employees
Employee insurance, wages, and
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VII
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Table of Contents
Understanding Stellent Content Server......................................................................................1-1
Metadata Overview ....................................................................................................................2-1
Contributing Content ..................................................................................................................3-1
Working with Content .................................................................................................................4-1
Understanding Security Concepts..............................................................................................5-1
Implementing a Role-based Security Model ..............................................................................6-1
Implementing an Account-based Security Model.......................................................................7-1

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Implementing a Metadata Model................................................................................................8-1
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Contributing Content: Using WebDAV ......................................................................................9-1
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Workflow Concepts and Creating Criteria Workflows ..............................................................10-1
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Managing Content and Subscriptions ......................................................................................11-1
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Customizing Content Server Pages .........................................................................................12-1
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Working With Global Rules ......................................................................................................13-1
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Creating Custom Check In and Search Pages (Content Profiles) ...........................................14-1
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VIII
1
Understanding Stellent
Content Server
Objectives
After completing this lesson, you will understand:

• Stellent Content Server architecture
•
•
The behind-the-scenes process for managed content
How to log in to content server
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• User profile settings
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How to help answer your own questions
The functions of the administrative applets
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1-1
Essential Content Server Skills
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1-2
Lesson 1: Understanding Stellent Content Server
Stellent Content Server Overview
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The foundation of Stellent Universal Content Management begins with a completely
Web-based repository, where all content, regardless of content type, is stored for
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management, reuse and access.
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While stored in the repository, all types of content, ranging from e-mail, discussions,
documents, reports, spreadsheets and records to images, multimedia or other digital
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formats, receive the same set of fundamental core services. These core services
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include: library services, security, conversion services, workflow, personalization,
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index/search, replication and administration.
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Typical Process for Managed Content
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1. Content
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Business content consists of product information, contracts, manuals, financial
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reports, forms, and business policies. Much of this content consists of paper
documents. However, content also consists of videos, e-mails, and faxes or any
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type of file that exists with a file extension.
2. Check In
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To submit a file to the Stellent Content Server, so it is indexed, stored and
secured.
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3. Vault
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The Vault is the location on Stellent Content Server where all checked-in content
is stored in its native file format. The path to the vault location is \stellent\vault.
c l e • The native files are stored in the vault directory by its Type and Internal ID.
Ora • The Internal ID is not the same as a Content ID. It is internally generated and
should not be changed.
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4. Web Layout
• The Web Layout is the location on Stellent Content Server where all checked-in
content is stored in its web-viewable file format.
• A conversion add-on such as PDF Converter is needed to convert files to a web
viewable format. The path to the web layout location is \stellent\weblayout.
• If a conversion option is not added, a copy of the native file is placed in the
weblayout folder.
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5. Workflow
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The routing of content for review and approval before the content is searchable
or published.
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6. Search Index
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Stellent Content Server uses the Verity search engine to create the Search index.
formats.
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This index supports full-text searching for content in PDF, HTML, and text
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Content passed through in its native format is full-text indexed only if it is
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supported. All file formats are Metadata Field searchable.
Database searches can be used in place of Verity searches for either metadata or
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full-text searches.
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7. Stellent Content Server Web Site
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Released content is available for consumers and contributors to search for and
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access.
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8. Check Out
• To retrieve content from Stellent Content Server for further processing. For
example, to edit and update content.
9. Revise
• Edit and update the content checked out.
10. Checked Back In

• Content checked back into Stellent Content Server follows the process starting at
step number two.
• The native file is placed in the vault, and the web-viewable file in the weblayout
folder.
• If a web-viewable format does not exist, a copy of the original file is placed in
the weblayout folder.
• The content will enter workflow if applicable, and finally be indexed by the
search index.
• The content is published to the Stellent Content Server site and is searchable.
• Stellent Content Server saves all revisions made to content pointing to the latest
revision.
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TIP 1
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Depending on your organization’s requirements and architecuture, Stellent
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supports Verity, database (Oracle, SQL Server, DB2), Tamino, or Fast’s search
technology. Stellent’s training classes use Verity search technology. For more
Installation Guide.
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information about other search technologies, refer to the Stellent Content Server
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If large files exist which are not converted by Inbound Refinery, only one file is
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needed in the repository. The IndexVaultFile variable is used to create files in
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the weblayout that point to files in the vault. Refer to help for more information.
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Revision Status
During the process for a managed content item, the content item goes through
several statuses depending on its location.
Status Description
GENWWW The file is being converted to web-viewable format or failed trying to
index and release.
RELEASED Processing completed. The revision is available in content server.
DONE The file is waiting to be indexed and released on its specified Release
date.
REVIEW The file is in a workflow review step.
EDIT The revision is at the initial contribution step of a workflow.
PENDING The revision is in a basic-type workflow and is waiting for approval of
all revisions in the workflow.
EXPIRED The file was removed from content server on its specified Expiration
Date.
DELETED The revision has been deleted and is waiting to be completely removed
from content server during the next indexing cycle.
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1-7
Logging in to Stellent Content Server

A user must log in to Stellent Content Server to:
• View secure content (Consumer User)
• Contribute content to the content server (Contributor User)
• Check out and revise content (Contributor User)
• Access the administrative tools (Administrator User)
Your ability to perform each of these functions is dependent upon the level of access
assigned to you by the administrator.
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To log in to Stellent Content Server:
1. Click the Login icon on the Stellent portal page.
In class, User
Name= sysadmin
and Password=idc.
Username and
password are case
sensitive.
2. Type your User Name and Password.

3. Click OK.
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An Administration link
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Tray. This icon does not
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consumer or contributor.
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The default administrator login for Stellent Content Server is a User Name
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of sysadmin and Password of idc. It is highly recommended you change
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your password after installing content server.
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1-9
Stellent Content Server Standard Home Page

The Home page is displayed when you first log in, and you can return to the Home
page anytime by clicking the Home link.
• The Home page typically includes the tray navigation, the top toolbar, and other page
content and functions as determined by your system administrator.
Top Menu
Tool bar
Tray Portal
Navigation
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TIP
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Stellent Content Server provides alternate interface navigation and designs.
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End users can select a layout and skin based on their preference in User
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Profile. This course workbook is based on the default Trays layout and
Stellent05 skin.
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Interface Overview
There are two main interface features in Stellent Content Server:
• Toolbar – The toolbar is displayed at the top of all Stellent Content Server web
pages. It contains some of the same navigation links as the Portal Navigation and
provides access to the online help system.
• Portal Navigation – The portal navigation is displayed on the left side of all Stellent
Content Server web pages. This is your primary navigation tool, and it can be
personalized with functions you use often, such as predefined searches and links to
your favorite web sites.
Tools Description
Home Displays the home page.
Search Displays the Search page where you can conduct full-text and
metadata searches.
New Check In Displays the Content Check In page, which is used to check in
new files in to the content server.
My Profile
Help
Displays your User Profile page.
Displays online help. We may direct you to Help for more
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•
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To access product documentation in pdf format navigate to
StartÆ ProgramsÆ Stellent Content ServerÆ <server
name>Æ UtilitiesÆ Documentation.
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Portal Navigation
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Description
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My Stellent
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Expands to display links to Personal URLs, Saved Queries, User
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Profile, Checked-out Content, Workflow Assignments, and
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Subscriptions. Links to custom check in and search pages
display for version 7.5 and higher.
Browse Content
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Expands to display Library folders and any other special folders
configured by the system administrator.
Search
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Content Management e r U sincludes a tab for viewing search results.
Expands to display links for managing content, such as New
I n Check In, Checked Out Content, My Checked-out Content,

Work In Progress, Active Workflows, and Expired Content.
c l e This link displays only if you have contributor permission.
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Admin Applets, and Admin Server. This link displays only if
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1-11
User Profile
The My Profile link appears once you log in to Stellent Content Server. The My
Profile link takes you to your User Profile page where you can change information
about yourself.
The User Profile page provides access to these specific user functions:
• Subscriptions for ‘user’
• Workflow in Queue for ‘user’
• Portal Design for ‘user’
• Folder Configuration for ‘user’ if the folders component has been enabled by your
administrator.
To access your user profile:

1. Click the My Profile link in the toolbar.
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1-12
User Personalization Setting

User Interface – Layouts and Skins
In Stellent Content Server version 7.0 and greater multiple interface selections
called layouts and skins are included upon installation.
• A layout provides the navigation structure of the interface where a skin
provides the look or color scheme of the layout.
The following tables list the out-of-the-box layouts and skins:

Layouts Description
Trays High-level navigation occurs through navigation trays. Default layout
upon installation. Frame-based.
Top Menus Provides an alternate look with top menus providing navigation. Not
frame-based
Classic Included to provide compatibility with older browsers. Based on the
original core code.
Skins Description
Stellent
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Stellent branding and colors are applied to the layout, which are shades
of green and tan. Default skin upon installation.
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Collegiate
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Provides an alternate to the standard Windows style and the default
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Stellent style. Includes shades or dark green and black.
Windows
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Standard Windows-style graphics and colors are applied to the layout,
which are shades of blue and gray.
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TIP
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For training purpose, the default layout and skin will be used. The course
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workbook screen captures and procedures are based on using the defaults.
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Search Results Page – Search Templates
A search results template determines how content displays on the search
results page.
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• The search results view can be changed dynamically on the search
results page.
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Skinsn Description
c l e Headline
Thumbnail
The search results list displays in single lines with no thumbnail images.
A thumbnail image displays.
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1-13
Getting Help
On-line Help
Help is available directly in Stellent Content Server via a Help link in the Top
Menu. We may direct you to Help for more information on certain topics
throughout the course.
To access help:
1. Click the Help link in the Top Menu.
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2. Click the Contents, Index, or Search tabs to conduct different types of searches.
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Help is page sensitive. To access administration help, navigate to the
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contributor help.
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Administration page otherwise Help only provides consumer and
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Product Documentation
Product documentation is available in PDF format and provides valuable
information for Users, Administrator, Integrators, and Developers.
To access product documentation:

1. Click on ProgramsÆ Stellent Content ServerÆ <server name>Æ UtilitiesÆ
Documentation.
Support Hotline
For further assistance in using any Stellent product, contact technical support:
• Phone: 1-888-688-TECH (1-888-688-8324) or (952) 903-2020

• E-mail: support@stellent.com
• Web: http://support.stellent.com
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To access the
support Web site,
online registration
is required.
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The Administration Page

The Administration page provides access to administration applets, log files,
configuration tools, and the content server registration page.
To access the administration page from the browser:

1. Click the Administration tray in the portal navigation bar.
2. Click the Admin Applets link.
Java applets that enable

you to change settings on
your content server.
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The administration log
files store errors and
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status information.
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add-on modules, a link to
the administration page
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appear in this section.
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Stellent or manually.
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1-16
Administration Applets
Icon Applet Description

Web Layout Editor Enables the administrator to modify the library page,
customize the search results page, and update the portal.
User Admin Enables the administrator to manage users and their

permission to content.
Repository Manager Enables the administrator to
• work with content (view status and delete multiple
files and revisions.)
• create subscriptions and assign users
• update or rebuild the search index
Archiver Enables the administrator to export, import, replicate or
transfer content from one instance to another, or the same,
Stellent Content Server instance.
Workflow Admin Enables the administrator to set up and manage
Configuration Manager
workflows.
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Enables the administrator to manage content types and
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create custom metadata fields.
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To access administrative tools through the start menu:
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1. Click on Start Æ ProgramsÆ Stellent Content ServerÆ <server name> or Start
Æ ProgramsÆ Stellent Content ServerÆ <server name>Æ Utilities.
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in alphabetical
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Ora TIP Batch Loader is only accessed thru the start menu. The Component Wizard
applet is covered in the “Customizing Stellent Content Server” class.
1-17
Activity A: Retrieving Files
1. Copy the Admin_Files folder located on your CD to the C:\Student_Files directory on your
machine. If a Student Files folder does not exist, create the folder.
Activity B: Understanding Revision Status
1. If a piece of content is being indexed, what revision status will appear? _________________
2. Content that is searchable will have the ______________________________ revision status.
Activity C: Viewing Your User Profile
1. Log in with a User Name of user1 and a password of idc.

2. What navigation trays are displayed in your Portal Navigation?
_____________________ _______________________
_____________________
3. View your user Profile.
_______________________
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4. What four user specific information items can you access at the bottom of your User Profile?
_____________________ _______________________
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_____________________
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_______________________
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Activity D: Understanding Administrator Tools
1. Match the applet or link in Column A with its description in Column B. Remember, you can
always refer to on-line help available in Stellent Content Server.
Answer Column A Column B

A. Stop and restart the server.
B. Edit the search results page.
C. Create custom metadata.
D. Troubleshoot system errors.
E. Replicate content.
F. Set up an approval process for

content.
G. Design your security model.
H. Delete expired content.

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1-19
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1-20
2
Metadata Overview
Objectives
This lesson helps you understand these concepts:

• What is metadata
• How does a content item get assigned metadata
• The importance of metadata
• Stellent Content Server standard metadata fields
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2-1
Metadata
What is metadata?
Metadata is information about a content item, such as Title, Author, and Security
Group. Stellent Content Server uses metadata to describe, find, and group content
items.
How does a content item get assigned metadata?

Content contributors provide metadata when they check a file in to the content
server.
• Some metadata fields are required (for example, Content ID, Type, Title, Author,
and Security Group).
• Some metadata fields are optional (for example, Comments and Expiration Date).
• Some of the fields may have default values (for example, Release Date, which
defaults to the current date and time).
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Lesson 2: Metadata Overview
Content Server Pages

Metadata displays on five main content server pages:
• Content Check In Page
• Content Check In Page (New Revision)
• Search Page
• Content Information Page
• Update Page
Why is metadata so important?

It is important that your organization create a metadata model based on your
company’s business needs. Metadata is important in many situations, and listed
below are some examples:
• Metadata enables business users to easily find content items in the content server,
much as you would search for books in a library by Author or Subject.
• Metadata can define what content enters a workflow process. For example, if it
is necessary for all permits and licenses for the city government go through an
approval process, a workflow defined with the appropriate metadata can be set up
to drive those items into an approval process.
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If using Stellent’s Web site generation products in conjunction with Stellent
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Content Server, metadata can define what content is published to an intranet,
internet, or extranet Web site. Not only does metadata define what content is
published, it can define where in a site it’s published to.
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TIP
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It is important that you understand your organization’s metadata fields and
assigned metadata properly. Proper metadata makes content items easier
O ly
to find, and ensures that only users who have the proper permission can
& On
access a content item.
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Standard Metadata Fields

The Stellent Content Server software is shipped with a set of predefined, standard
content information fields (metadata fields).
The Advanced Search Page or Content Check In Page illustrates the standard
metadata fields configured with your system. Refer to the next page for a description
of each standard metadata field.
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Lesson 2: Metadata Overview
Standard Metadata Fields Description

The following table lists the metadata fields pre-configured in the system and
identifies the required fields for checking in a file.
Field Definition Max Field Required

Length by Default
Content ID A unique identifier. Duplicate names are not allowed.
The Content ID can be automatically generated as a six digit 30
sequential number as defined in System Properties.
Title A descriptive name identifying the content. Typically
80
displayed as the Content Link on the Web page.
Type An identifier used to group similar content. 30
Security A group of content. The administrator defines who has
30
Group access to different security groups.
Account A group of content. An optional security field enabled by the
30
administrator.
Author The person who created or revised the content. 30
Release
Date
The date the file is made available on the Web. For example,
a new product announcement is checked in today, but you do
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not want it published until the end of the month. The Release
Date is posted and the file remains in the DONE status until
d e
the specified release date. The release date defaults to the
date the file is checked in.
c a
Expiration A
The date the file is no longer searchable., but can be accessed
e
Date
l
from the Expired Content page. The content remains in the
file system.
c
Comments
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Additional information field. For example, you may choose
to summarize edits made to the last version.
255
Folders, O ly
These custom metadata fields appear as a result of enabling
Inhibit
Metadata & On
Stellent Content Server’s optional folders component.
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Update,
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The component sets up a folders interface to the Stellent
Content Server giving end users an alternate method for
and
Hidden.
t e r U s
searching for and checking in content.
Custom
Metadata
I n
Any custom metadata fields specifically created for your
system will display.
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Custom Metadata Fields

In addition to Stellent’s standard metadata fields, your administrator may create
specific custom metadata fields for your organization. Therefore, your company’s
Search Page and Check In pages will have additional fields not pictured in this book.
Custom metadata fields will be created later in this course.
Examples of custom metadata fields
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3
Contributing Content
Objectives
By completing the activities in this lesson, you will demonstrate the skills needed to:
• Check in content using the Check In page
• View Work in Progress
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3-1
Content Management Tray Options

The Content Management tray enables contributors to manage content in Stellent
Content Server.
To open the tray:

1. Click the Content Management tray in the Portal Navigation.
Link Description
New Check In Displays the Content Check In Form to check new files into the
content server.
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Checked Out
Content server.
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Displays a list of content currently checked out of the content
Work In Progress
c a
Displays a list of content checked in to the content server but not
Active Workflows
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released. Content in this list have the Done status.
Displays workflows that are currently active.
Expired Content
c l
Displays a list of content that has expired or will be expiring
a
soon.
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Registered Publisher
Projects
O ly
Displays the Registered Projects page, which is used to register
Stellent Content Publisher projects. (The Stellent Content
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Publisher product is required to use this feature.)
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Lesson 3: Contributing Content
New Content Check In – Check In Page

Check-in is the process of submitting a file to the content server repository.
• During the check-in process, you will specify metadata for your file so that the
content item can be easily found when conducting a search.
To check in a content item:

1. Click the Content Management tray in the portal navigation area.
2. Click the New Check In link.
An optional field
when the Primary
file does not
covert to a web
The pathname to viewable file. You
the native file can check in a
being checked in.
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web viewable file
associated with
the native file.
Although the
Content ID field is
required, the
d e
a
The Revision
system is auto defaults to
generating the
number.
A c number one.
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3. Complete the required metadata field denoted by red text.
I n
4. Click the Browse button next to the Primary File field, locate, and select your
content item.
c l e 5. Complete any other desired metadata fields.
r a 6. Click the Check In button.
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3-3
Activity A: New Content Check In
1. Close your browser session and open another.

2. Login as sysadmin with a password of idc.
3. Check in the following content. The content is located in the
C:\Student_Files\Admin_Files\Acme_Activity directory.
Type Title Security File Release

Group Date
ADMKT BW Public Acme_Logo_BW.gif Leave the
Corporate default
Logo value
ADCORP Employee Public Acme_Phone_List.xls 20 minutes
Phone List from now
4. How many types are listed in the Type drop-down list either on the check in or search
page? _________________
5. Look in the Stellent\idcm2\vault directory. How many folders are listed? ____________
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6. Why are the responses to #4 & #5 different?
______________________________________
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Activity B: Work In Progress
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1. View content in Work In Progress.
2. How many content items are in Work In Progress? ___________
O ly
3. What is the Revision status? _______________
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4. Why is content in Work In Progress?
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___________________________________________________
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4
Working with Content
Objectives
• Search for content
• Access the Content Information page
• Perform an action on content
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Lesson 4: Working with Content
Searching in Stellent Content Server

Stellent Content Server enables you to search for content in numerous ways:
• Browse for content using the Library
• Conduct full-text searches
• Conduct metadata searches
• Conduct combined full-text and metadata searches
• Browse for content in the folders interface (if enabled)
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Searching by Using the Library

The Library page is unique to your company’s content management needs. Your
administrator creates the library, which is a series of local page, query, report, or
external URL links. These links help users navigate to content, reports, or URL
links.
To search for content using the library:

1. Click the Browse Content tray.
2. Expand the Library Query Folder.
3. Click on a desired link or expand a folder to continue looking for content.
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4. Click the ID link to view the content. A
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Navigating to content using the Library is similar to looking for a document in
a file cabinet. First, look for the name on the file drawer. Then, look for the
O ly
name on the manila folder. Finally, look for the name of the document.
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Conducting Full-text and Metadata Searches

The advanced search page enables you to conduct full-text and metadata searches.
To access the advanced search page:

1. Click the Search link in the toolbar.
Full-text search
area
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d e Metadata search
area
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results will display
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Full-text Search
Full-text searching enables you to search for content that contains the text you specify
anywhere within the document.
To perform a full-text search:

1. In the full-text search field, type the words or phrases, separated by commas.
2. Click the Search button.
Understanding Full-text Searches

Stellent Content Server uses standard queries to perform full-text searches.
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Queries use a word or phrase as a basis for performing a search. Refer to the
elements below to create queries.
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Search Element Description
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Text
A
Text entered without quotation marks returns the word you enter as well as its
e
stems.
•
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For example, searching for the word maintain returns content with
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the words maintain, maintaining, maintains, and maintained.
‘text’
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Text entered in single quotation marks returns only that specific phrase.
•
l & On Entering “maintain” in the search field, for example, returns content
containing that specific word.
Wildcards
a e
Stellent Content Server follows standards for the * (asterisk) and ? (question
n
mark) wildcards.
t e r U s
• An asterisk represents zero or more alphanumeric characters. For
example, inter* will find all files that contain the word inter, such as
I n Internet, interstate, and internal.
c l e • A question mark represents only one alphanumeric character. For

example, form? would return the word form and one character after
r a it, such as form or forms.
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Search Operators
The text AND and OR are treated as operators by default and do not require brackets.
All other operators must be placed in brackets < >. If you want to use and and or as
parts of a phrase, place them inside quotation marks.
Search Operator Description

AND AND finds all files that contain all the specified words.
• For example, employee AND benefit would find all the files that
contain both specified words.
OR OR finds all files that contain at least one of the specified words.
• For example, firewall OR security OR virus would find all the files
that contain at least one of the words.
TIP Full-text searches are not case sensitive when entered in either all lower case
letters of all upper case letters. When entered in mixed case however, a full-
text search is case sensitive.
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If you enter…
form
the results contain…
form, Form, and FORM
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Form
FORM
Form
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form, Form, and FORM
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Metadata Search
Metadata separates content into logical areas so that it is easy to search for content
once checked in to the content server. Stellent Content Server uses metadata to
describe, find, and group content items.
There are two entry options for metadata fields:

• Choosing an entry from a drop-down list
• Typing a value in the text area
This field requires

you to type in a
value.
This field enables

you to select from
a drop down
menu.
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To conduct a metadata search:
c
1. Navigate to a metadata field.l
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2. Select the metadata search operator.
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3. Type a value or select a value from the drop down menu.
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4. Repeat steps 1-3 for each desired field.
c l e
5. Click the Search button.
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4-8
Metadata Search Operator Descriptions

Search Description
Operators
Substring Automatically inserts a wildcard asterisk * before and after the typed value.
• Example: Entering form will return such matches as performance,
forming, and perform, as well as the word form.
Contains Does not place a wildcard before or after the typed value.
• Example: Entering form, will return Human Resources form, but will
not return e-form or Performance.
Matches Does not place a wildcard before or after the typed value. Selects all content with
an exact specified value in the metadata field.
• Example: Entering payroll change form in the Title field returns content
with the exact title of “Payroll Change Form.”
Starts Places a wildcard after the search value.
Ends Places a wildcard before the search value.
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Understanding the Search Results Page

The Search Results page displays a list of content items that match the criteria
specified during a search.
• In your User Profile, you can select from three search result templates, which define
how your search results are displayed or you can change the view right on the search
result page itself.
• A search within a search or save search actions can be performed in the Actions drop
down menu. Saved searches appear in My Stellent – My Saved Queries and help
users access information quickly.
Classic View
Click the
graphic link or
Content ID link
to view the
content item.
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Headline View
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Click the
Content ID link
c l
to view the
content item.
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Thumbnail View
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Click the
thumbnail link
I n
to view the
content item.
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To change the search result view on the search results page:

1. Conduct a search.
2. On the search results page, select the desired view from the Actions drop down
menu.
To search within a search:

1. Conduct a search.
2. On the search results page, click Search Within from the Actions drop down menu.
3. Specify the searching criteria.
4. Click Search.
To save a search:
1. Conduct the desired search.
2. On the search results page, select Save Search from the Actions drop down menu.
3. Type in a name for the query.
4. Click OK.
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Understanding the Actions Column

In the Headline and Thumbnail views, the Actions column contains the Actions Menu
and the Info icon.
Actions column
Actions Menu
Actions menu
The Actions menu contains the following links:
Option
Content Information
Description
Displays the Content Information page for the selected
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Check Out
content item.
d e
Checks out the selected content item and displays the Check
In Confirmation page.
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Check In Similar
A
Displays the Content Check In Form page with metadata
fields pre-filled with values from the selected content item.
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Send link by e-mail
c l
Opens a new e-mail message with a URL inserted to the
r a
selected content item.
TIP O ly
The actions found on the Search results page are a subset of Actions found
l & On
on the Content Information page for a particular content item. Navigate to
a e
the Content Information page for a complete list of available actions.
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Info Icon t e r U s
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c l e Info icon
r a The Info Icon displays the Content Information page for the selected content item.
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4-12
Understanding the Content Information Page
Viewing Information
The Content Information page displays the information about a specific content
item. The information displayed includes:
• The metadata assigned upon check in
• The persistent URL assigned upon check in
• The revision history
Performing an Action
You can perform an action on a specific content item. These actions include:
• Check Out • Send link by e-mail
• Undo Checkout • Subscribe
• Update • Unsubscribe
• Check In Similar
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Action Description
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Check Out
a
Checks out the content item and displays the Check Out
c
Confirmation page. This action must be performed to
revise a content item.
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Undo Check Out
Update
c l
Cancels the content item check-out.
Displays the Info Update Page, which enables you to
r a
change the content item’s metadata.
Check In Similar
O ly
Displays the Content Check In Page with the current
content item’s metadata already filled in.
Send link by e-mail
l & On Opens your e-mail program with a new message that
n a e contains a link to the URL (web address) of the web-

viewable file.
Subscribe
t e r U s Displays the Subscriptions Page, which enables you to be

notified of new revisions to the content item.
I
Unsubscribe
n Cancels your subscription to the content item.
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To access the Content Information page:

1. Conduct a search for the content item.
2. Click the content item’s Info button.
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You can perform some Actions directly on the Search Results
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To perform an action on a content item:

1. From the Content Information page, click on the Actions drop-down list.
2. Select the desired action.
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Activity A: Subscribing to Content
1. Subscribe to the BW Corporate Logo. Use any email address.

2. Where can a user view their subscriptions? ______________________________________
Activity B: Revising Content
1. Check out the content item titled, “Employee Phone List” and save the file to the
Desktop.
2. Open the file and edit. For example, change the text color or make some noticeable change.
3. Save the changes and close the file.
4. Check the content item back in and type in comments of what changes were made.
5. Assess the content information page and view the new revision.
6. Check the Employee Phone List out for a second time.
7. You have decided not to make changes, undo the check out.
8. How did you perform the undo check out action?
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_________________________________________________________________________
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Activity C: Updating Metadata
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1. Conduct a search for the graphic titled, “BW Corporate Logo”.
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2. Update the title to “Black and White Corporate Logo”.
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5
Understanding Security Concepts
Objectives

• The components of Stellent Content Server security: users, roles, security
groups, and accounts
• How security models manage access to content
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Stellent Content Server Administration
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Lesson 5: Understanding Security Concepts
Security Overview
Security plays an important role in protecting the integrity, privacy and value of
content. Privacy requirements consist of both determining who can view content and
who can download, modify or delete specific content.
Stellent Content Server provides a core security feature to assist organizations in

implementing and enforcing security.
• Stellent offers multiple security models to help implement the right security model
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from company to company. Therefore, we will discuss standard security models and a
Setting up a security model depends on your business structure. This can vary greatly
guidelines in setting up security in Stellent Content Server.
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TIP r a
You can integrate Stellent Content Server with Microsoft network security
O ly
(such as NTLM or ADSI) or LDAP servers. When users log in to the
l & On
network, they are authenticated in the content server. Attend the Content
Server Security class for more information on security integration.
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Components of Security
Stellent Content Server Security is comprised of four components.
Component Definition
Security Group Group of content.
• Every file checked in to the content server is
assigned one and only one security group.
• Users gain access to security groups via roles.
Role Defines the permissions (read, write, delete, and admin) users
have to specific security groups.
• Roles provide the user with access to security
groups.
• Each user is assigned one or more roles.
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User
•
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Individual logins defined by a user name and password.
Users are assigned one or more roles or accounts.
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Account r a
Group of content.
O ly • Optional feature that increases security
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granularity than security groups alone.
n a e • Accounts are assigned directly to users unlike
t e r U s •
security groups.
Every file checked into the content server is
I n assigned one security group and optionally one
c l e account.
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Lesson 5: Understanding Security Concepts
Out-of-the-Box Security Model
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Security Models
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Stellent offers multiple security models to help implement the right content privacy
policy. The security components used depends on the security model implemented.
• Role-based
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•
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Account-based
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A: Exploring Security
1. Navigate to the content check in page.

2. What security groups appear in the Security Group drop down menu?
__________________________________________________
3. Can more than one security group be selected? ______________

4. Does an Account field appear on the check in page? ________________
If not, why? _______________________________________________
5. What components of security are defined as a group of content?

___________________ _________________
6. What component of security gives a user access to a security group? ____________
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6
Implementing a Role-based
Security Model
Objectives
• Define, set up, and maintain a role-based security model
• Understand how a role-based security model manages access to content
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Role-based Security Model

Stellent’s role-based security is used most often with pure document management
Web sites, extranets, and public facing Web sites.
The components used in a role-based model include:
• Security Groups
• Roles
• Users
Security Groups
A security group is a group of content. Every file in the content server belongs to one
and only one security group.
It is extremely important that security groups are defined before checking in content.
The administrator’s first step in designing a security model is to logically group the
company’s content based on permission requirement. The permission requirements
will be discussed later in the lesson.
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Security Group Guidelines
Keep these considerations in mind when defining security groups:
d e
•
c a
The number of security groups should be kept to a minimum to provide optimum
system performance and minimize administrative maintenance.
e A
•
•
c l
If you exceed 50 security groups, add accounts to your security model.
Often, department names (e.g. Legal, Human Resources, Finance, etc.) are used
r a
for intranet applications, while levels of security (e.g. public, internal, classified,
etc.) are used for extranet or internet applications.
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Predefined Security Groups
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Stellent Content Server includes two predefined Security Groups. These security
groups cannot be deleted.
t
Security Group e r U s Definition
Public
I n Anonymous users can view content checked into the
c l e
Secure
Public security group without logging in.
By default, content stored in the Secure security
r a group, is available only to the administrator. All error

logs belong to this Security Group.
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6-2
Lesson 6: Implementing a Role-based Security Model
Trainer’s Demo
The City of Xalco has grouped their content by department and will create a security
group for each department:
• Clerks_Office
• Legal
• Finance
• Human_Resources
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To create a security group:
1. On the Administration page, click the User Admin button.
2. Select Security Æ Permissions by Group… from the menu bar.
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e
Notice the two
predefined
security groups
appear in the
a d
c
Groups pane.
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3. Click the Add Group button.
l
n a e The Group Name has a
maximum field length of
t e r U s 30 characters. Do not
use spaces or symbols.
I n The Description has a

maximum field length of
80 characters. The field
c l e is only a reference field

for the administrator.
O ra 4. Type a Group Name and Description.

5. Click OK.
6-4
The new security

group appears in
the Groups pane.
6. Repeat steps 3 – 6 to add additional security groups.

7. Click Close.
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d e
To delete a security group:
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1. Select or highlight the security group.
2. Click the Delete Group button.
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Security groups cannot be deleted if content exists in the security group or
O ly
a workflow exists using the security group. Content and workflows must
first be deleted or moved.
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Roles
A role is a set of permissions assigned to a user giving the user access to security
groups. You can think of a role as a job. Users can have different jobs for various
security groups. A role defines the permissions a user has to a specific security
group.
The administrator will create and assign roles to users within the system to control
access to content stored in the repository. The administrator will name the roles using
a logical naming convention where the role name helps identify the role’s
permissions. (e.g. A role name of legal_RW helps indicate the permissions of RW
to the Legal Security Group.)
Role Permissions
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There are four defined role permissions.
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Permission Definition
c a
Read (R)
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Users can find, view, and print content in the security group.
Write (W)
c l
Users can view, check in, check out, and get a copy of content in the
security group. Users cannot delete content.
Delete (D)
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Users can view, check in, check out, get a copy of content and delete a
revision of content in the security group.
Admin (A) O ly
Users can check in content they did not author.
•
l & On
A user must have Admin permission in order to have Sub
n a e Administrator rights to the administration applets: User Admin,

Web Layout Editor, Repository Manager, and Workflow Admin.
t e r U s
TIP I n
Roles are hierarchical in nature. Assigning a role to a user with Delete (D)
c l epermission automatically gives the user Read (R) and Write (W) permissions.
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Assigning Multiple Roles

The administrator can assign multiple roles to a user. If a user has more than one
role, the permissions are additive, the least restrictive.
Predefined Roles
The Stellent Content Server includes four predefined Roles.
Role
guest
Description
Gives Read (R) permission to the Public Security Group. Used for
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anonymous users. No login is required.
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contributor
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Gives Read (R) and Write (W) permission to the Public Security
Group.
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sysmanager
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Gives Read (R) permissions to the Public and Secure Security
Groups.
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O ly
Gives permission to access the Admin Server to stop, start, and
restart the content server.
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admin
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Gives Read (R), Write (W), Delete (D), and Admin (A) permission
t e rto all Security Groups and access to all administration tools.
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Give this role to an administrator. The administrator’s role is
I n typically assigned to a user who is the security group administrator.

This role cannot be deleted.
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Trainer’s Demo
Xalco’s administrator met with each department head and charted out what access
and what permissions each user needs. Here is Xalco’s requirement:
• Each city employee should have RWD permission to their primary department and R
permission to all other departments, except Finance.
• Accountants and Recruiters should have RW permission to their primary department
and R permission to all other departments, except Finance.
• City Attorney (lawyers) who review content across departments need RWD access to
their primary department and RW to all other departments.
City Employee Users Security Groups

Title – (Number of employees) City Legal Finance HR Public
Clerks
City Clerks (30) RWD R __ R R
City Attorneys – civil (18) RW RWD RW RW RW
City Attorney – criminal (6) RW RWD RW RW RW
Chief Financial Officer (1)

Accountants (22)
R
R
R
R
RWD
RW
R
R
R
R
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HR Director (1) R R __ RWD
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R
HR Staff (14)
Recruiters (6)
R
R
R
R
__
__
RWD
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RW a R
R
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Role Naming
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Xalco has evaluated the chart and decided upon a role named “internal”. The
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internal role gives R permission to all security groups except Finance and will be
given to all employees. Xalco will then create specific department roles.
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To create a role:

2. Select Security Æ Permissions by Role… in the menu bar.
Notice the four

predefined roles.
3. Click the Add New Role button.
The Role Name is

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limited to 30
characters and
cannot contain
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spaces and
symbols.
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4. Type a name in the Role Name field.
5. Click OK.
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6. Select or highlight the new role in the Roles section.
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7. Select the desired security group to add permissions for this role.
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Notice the Edit

Permissions…
button becomes
active after
selecting the
security group.
8. Double-click on the Security Group or click the Edit Permissions button.
9. Select the permissions for the role.

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10. Click OK.
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c l Click the Edit
Rights button
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role for a sub-
O ly administrator.
11. Click Close.

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TIP 1
t e r U s
To assign Read (R) and Write (W) permission, click only the (W) Write
check box. The Read check box will automatically be selected.
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Permissions are hierarchical in nature.
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TIP 2 A sub-administrator must be given a role defining RWDA permission to
r a the security group they will administer. The Edit Rights button enables
you to select the applets the sub-administrator will have access.
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To delete roles:
2. Select the role.
3. Click the Delete Role button.
TIP Roles cannot be deleted if the role is assigned to a user.
To delete or edit permissions:

2. Select an existing role.
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3. Select the security group in the Groups/Rights section.
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4. Double-click on the security group or click the Edit Permissions button.
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5. Uncheck or check the permissions.
6. Click OK.
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Users
User logins are the names associated with the individuals who access the software.
Users are defined with a user name and password.
Predefined Users
The Stellent Content Server includes two predefined users.
User Name Description

user1 Used for testing purposes and can be deleted before going into
production.
• Assigned the contributor role with a default password of “idc”.
sysadmin This user is the system administrator.

• Assigned the admin role with a default password of “idc”.
• This user cannot be deleted. Change the password before going
into Production.
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User Authorization Types
The user authorization types define how a user is authenticated into Stellent
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Content Server.
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Type Description
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Local
•
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Recommended for less than 500 users.
Local user information is cached on the server, which may enhance
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performance.
Global
O ly
Recommended for more than 500 users.
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• The server authenticates the user through the database rather than the
server cache.
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Enables you to filter the list of users through an additional field called
n
External
t e rOrganization Path.
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Login that comes from an external source such as Microsoft Network Login, or
I n LDAP. Note that External is not a choice from the Authorization Type. An
external user is only created when an external user logs into the Content
c l e Server.
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Trainer’s Demo
Xalco’s administrator will create a clerk user named Mary Minute. User names are
based on the first letter of their first name followed by their last name.
• A clerk needs RWD permission to their primary department and R permission to all
other departments, except Finance.
• The appropriate roles must be assigned to the user giving access to these security
groups.
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To create a user:

2. Click the Add button.
3. Select the desired user type from the Authorization Type drop down menu.
4. Click OK.
The Name field

represents the user
y
name.
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a dThe E-Mail Address
is used for
Workflows and
A c Subscriptions.
c l e This field is created

for your use. It can
be used as a filter.
r a Click on List to
create an option list,
drop down menu.
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5. Complete the necessary fields.
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To assign roles to the user:

1. Click the Roles tab.
2. Click the Add Role button.
3. Select the desired role from the drop down menu.
4. Click OK.
5. Repeat steps 1 – 4 to add additional roles.
6. Click OK.
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Verify Security
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If a user does not have permission to view certain content, the security group will not
display on the Search page. If a user does not have permission to contribute to a
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security group, that security group will not display on the Check In page.
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To verify the new user and security:
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1. Login as the new user.
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2. Navigate to the Search page and view the security groups listed in the Security
n
t e r
Group drop down menu.
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3. Notice the security groups listed are the security groups the user can read.
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4. Navigate to the Check In page and view the security groups listed in the Security
Group drop down menu.
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5. Notice the security groups listed are the security groups the user can contribute
content.
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Activity A: Security Groups
Acme has grouped its content by department with the exception of public content. Public
content will eventually be checked into the already existing Public security group.
1. Create the following Security Groups:

• Finance
• Marketing
• Human_Resources
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Activity B: Roles
Acme’s administrator met with each department head and charted out what access and
permissions each user needs. Here are Acme’s requirements:
• Department heads need RWD permission to their primary department and R

permission to all other departments, except Finance.
• All other employees need RW permission to their primary department and R to
all other departments, except Finance.
1. Complete the chart by filling in the permissions.
Acme Employees Security Groups

Finance Marketing HR Public
Chief Financial Officer
Accountants
Marketing Director
Graphic Artists
Marketing Analysts
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HR Director
Recruiters
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2. Develop the roles required to handle Acme’s privacy policy.
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Role Name
c l Defined Permissions for the Role
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4. Create the roles in content server.
6-17
Activity C: Users
1. A couple of Acme’s users are listed. Evaluate the permission chart and roles created on
the previous page. Write down the roles you need to assign to each user.
Name Position Required Roles

Haley Resource HR Director
Mike Marketing Marketing Director
Greg Graphic Graphic Artist
Elena Edit Marketing Editor
Tina Translator Marketing Translator
Fran Chief Chief Financial Officer
Ned Numbers Accountant
2. Create the users and assign each user their roles.
Auth User Full Name Pwd

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Type
Local
Name
hresource Haley Resource idc
d e
Local mmarketing Mike Marketing idc
c a
Global ggraphic
e
Greg Graphic idc
A
Local
Global
eedit
ttranslator
c l Elena Edit
Tina Translator
idc
idc
Local fchief
r a Fran Chief idc
Local nnumbers
O ly Ned Numbers idc
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Hint: Uncheck the Use Filter check box in the User Admin applet to view your
global users.
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Activity D: Exploring Security
1. Log in as the Human Resources Director, Haley Resource: hresource.

2. Navigate to the Search page. What security groups appear in the Security Group drop
down menu?
_______________________________________________________________
3. Navigate to the Check In page. What security groups appear in the Security Group drop
down menu?
_______________________________________________________________
4. Explain why the numbers of security groups differ.

_______________________________________________________________
5. Can the Chief Financial Officer, Fran Chief, check in a content item into the Human
Resources security group? _________________
Optional Activity: Giving Sub-administrator Rights
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1. Create a role that defines the permissions required for a marketing sub-administrator with
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access to the User Admin, Web Layout Editor, Repository Manager, and Workflow
Admin applets.
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2. Give this role to Mike Marketing, the Marketing Director.
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3. Log in as Mike Marketing and navigate to the Administration page.
e A
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4. Explore the functions the sub-administrator can perform.
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7
Implementing an Account-based
Security Model
Objectives
• Define, set up, and maintain an account-based security model
• Understand how an account-based security model manages access to content
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Lesson 7: Implementing an Account-based Security Model
Account-based Security Model

Stellent’s account-based security is used most often with company intranets and
complex document management sites because determining content access can be
based on the organization’s hierarchical structure.
Organizations can choose to use accounts for greater flexibility and granularity in
their security structure.
The components used in an account-based model include:

• Users
• Security Groups
• Roles
• Accounts
Accounts
Stellent Content Server offers two levels of content security: security groups (which
are required) and accounts (which are optional). Every content item is assigned to a
security group, and if you have enabled accounts, content items can also be assigned
to an account.
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An account is a group of content and introduces another metadata field that is filled
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out upon content check in. A user must have access to the account to check in or
view content in that account.
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Account Permissions
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Unlike the concept of roles, users are directly assigned permission (Read, Write,
Delete, or Admin) to an account.
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City Government Account Example

Currently all of Xalco’s legal content is checked into the Legal security group. The
criminal attorneys have requested that civil attorneys should not be able to view
highly sensitive legal criminal content.
There are two solutions to the new permission requirement.
1. Create a new security group for the sensitive criminal content and assign the attorneys the
appropriate roles. In this example, the administrator created a new security group named
LegalSecure and a role named LegalSecure_RWD giving access to the new security
group. Criminal attorneys will be assigned the LegalSecure_RWD role where civil
attorneys will not.
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2. Create an account and assign only the criminal attorneys to that account. In this example,
the administrator created a Criminal account. Criminal attorneys are assigned the
r
criminal content. They symbola
criminal account where civil attorneys are not. The symbol designates the location of
designates the location of legal content.
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The Intersection of Accounts and Security Groups

When an account intersects with a security group, the resulting permission is the
lowest common permission (most restrictive).
• For example, a user with RW permission to the Security Group and RWDA
permission to the Account will have RW permission to the content in that
security group and account.
• Content checked into just the Security Group will still adopt only the Role
permission.
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Account Guidelines d e
Keep these considerations in mind.
c a
•
A
Activate Accounts if you require more than 50 security groups or if the security
e
group search performance is less than optimal.
•
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Do not use more than 15-25 security groups if you enable accounts.
•
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Accounts imply a hierarchy of permissions. Users at the bottom of the hierarchy
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have access to few accounts. Users at the top of the hierarchy can have broad
access to the account structure. Refer to the next page for a hierarchical account
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structure example.
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Hierarchical Accounts
Accounts can be set up in a hierarchical structure, which enables you to give some
users access to entire branches of the structure, while limiting permissions for
other users by assigning them accounts at a lower level in the structure.
The figure below shows a typical hierarchical account structure:
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accounts:
d e
To handle the security structure depicted above, you would create the following
• Legal • Legal/Criminal
c a
• Legal/Civil
e
•
A
Legal/Criminal/Schedule
•
l
Legal/Civil/Schedule
c
• Legal/Criminal/Cases
•
a
Legal/Civil/Cases
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O ly
If a user has permission to a particular account “prefix”, they have access to all
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accounts with that prefix.
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•
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For example, if you are assigned the “Legal/Civil” account, you also have access
n
to any accounts that begin with the “Legal/Civil” prefix (such as
t e r U s
“Legal/Civil/Schedule” and “Legal/Civil/Cases”).
Beware of account prefix similarities (for example, Eng – Engineering and
I
English).
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TIPl e If you use slashes or an underscore to separate the levels in account names (for
r a example, Legal/Civil/Schedule), Stellent will create a weblayout directory structure

according to your account structure.
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7-6
City Government Account Based Model

Page 4-4 outlines an example of how the City of Xalco administrator adds a few
accounts to their role based security model to handle additional security
requirements.
• If the city government was to exceed 50 security groups, the model should be
more account based.
The diagram below depicts an account based security model meeting the city
government’s security requirements. In this scenario, Mary Minute, a city clerk
user, is assigned the following:
1. Public_RWD role, which gives (RWD) permission to the Public security group.
2. RWD permission to the Clerks Office account.
3. R permission to the Legal/Civil/Schedule account.
4. R permission to the Legal/Criminal/Schedule account.
5. R permission to the HR account.
The resulting permission is the intersection of the security group and account.
Mary Minute is limited to what legal content she can view based on a hierarchical
account structure.
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Predefined Accounts
Stellent Content Server contains two predefined Accounts.
Account Classification Description

[documents without accounts] By default, users have RWDA to [documents
without accounts]. Provides an easy way to
define what permission an individual has on all
content checked in without an account.
Remember, the permissions you have are the
intersection between the permissions given to
[documents without accounts] and the security
group.
[all accounts] Provides an easy way to define what permission

an individual has on all content checked in with
an account. The permissions you have are the
intersection between the permissions given to
[all accounts] and the security groups.
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Trainer’s Demo
Expanding the current role based security model, the city government requires three
accounts:
• Civil
• Criminal
• Pending
The Civil and Criminal accounts will help separate and further secure highly
confidential legal content.
The Pending account will help separate and secure content that will be published to
Xalco’s public Web site. A workflow can be created based on this account to route
content through an approval process.
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To enable accounts:
1. On the Administration page, click the Admin Server link.
2. Click the <Server Name> instance button.
3. Click the General Configuration link in the Options for <Server Name> pane.
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The Additional
Configuration
variables section
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is also accessible
from the file
system from
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stellent Æ
configÆ
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config.cfg. UseAccounts=true
is case sensitive.
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I
4. Type in UseAccounts=true in the Additional Configuration variables box.
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c l5. Click Save.
6. Restart the Content Server.
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To create an account:

2. Select Security Æ Predefined Accounts… from the menu bar.
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3. Click Add.
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Limited to 30
c l characters and
cannot include
a
spaces or symbols in
r
O ly
the name.
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5. Click OK.
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4. Type a name in the Predefined Account field.
e r s
6. Repeat steps 3 – 5 to add additional accounts.
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7. Click Close.
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Trainer’s Demo
The city government user, Mary Minute, will be given RW permission to the
Pending account. Notice the resulting intersections.
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To assign accounts to the user:

1. Select the user and double-click or click on Edit.
2. Select the Accounts tab.
3. Click Add.
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4. Select the account from the Account drop down menu.
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5. Check the permissions the user has to the account.
6. Click OK.
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7-13
Activity A: Enabling Accounts
1. Enable Accounts.
Hint: Remember to restart your server!
Activity B: Creating Accounts
Acme requires two accounts:
• Classified
• Europe
Department heads will use the Classified account to secure highly confidential
content. For example: employee salaries in HR, paycheck files in Finance, research
and development files in Marketing
Acme is launching a new campaign in Europe. Marketing reports, materials, and

analysis specific to Europe should be checked into the Europe account.
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1. Create the accounts.
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Activity C: Assigning Accounts to Users
1. Assign the department heads the Classified account with RWD permissions.
Name Position
Haley Resource HR Director
Fran Chief Chief Financial Officer
2. Assign the marketing users the Europe account. The department head should have RWD
permission and all other marketing employees R permission.
Name Position
Greg Graphic Graphic Artist
Elena Edit Marketing Editor
Tina Translator Marketing Translator
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Activity D: Verifying Accounts
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A
1. Log in as the Marketing Director, Mike Marketing, with a username of mmarketing.
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2. Navigate to the Content Check In page.
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_________________________ r a
3. What accounts appear in the Account drop down menu?
___________________________
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4. Log in as the Graphic Artist, Greg Graphic, with a username of ggraphic.
5. Navigate to the Content Check In page.
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6. What accounts appear in the Account drop down menu if any?
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______________________
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7. Why does the number of accounts differ on Check In pages for Mike Marketing and Greg
Graphic?
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______________________________________________________________
8. Can Mike Marketing check in an HR classified file since he has been given RWD
r a permission to the Classified account? _______________________
O If not, why? ____________________________________________________
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8
Implementing a Metadata Model
Objectives
• Understand and implement a metadata model
• Create, edit, and delete content types
•
•
Create custom content metadata fields
Create custom user metadata fields
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Lesson 8: Implementing a Metadata Model
Metadata Discussion
Stellent Content Server uses metadata to help categorize content as well as user
information.
The Stellent Content Server software is shipped with a set of predefined, standard
content information fields (metadata fields) and user metadata fields. For example:
• Author, title, type, and check-in date for content
• Full name and email address for user information
In addition to these predefined fields, you can also create new fields to enhance
functionality and accommodate site-specific design requirements. Depending on the
application, custom-defined fields such as “Part Number,” “Project Status,” and
“Customer Name” could be useful. An application’s metadata is derived from how a
company does business and organizes information.
The administrative tools used to implement your metadata model:

• Configuration Manager for content custom metadata fields
• User Admin for user custom metadata fields
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Metadata fields are extremely important and used for the following:
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•
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Describe the content (on Check in Page) A
•
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Find the content (on Search pages)
•
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Drive what content enters a workflow process
•
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Drive what content is published to different sections of a Web site using Stellent’s
Web site generation tools
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Metadata standards have been set for several organizations and business models and
t e r U s
may help in the development of your company’s metadata model. For example, the
Dublin Core Metadata Initiative (DCMI) is an open forum engaged in the development
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of online metadata standards that support a broad range of purposes and business
models. Visit their Web site at http://dublincore.org/.
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Content Types – Configuration Manager

The Configuration Manager enables the administrator to create and manage content
types and custom metadata fields.
Types are identifiers used to group content on the Web site. It is also the name of the
directory in which content is stored in the Stellent Content Server vault and
weblayout directories.
Creating Types Guidelines

When creating types, take the following into consideration:
• Keep Types general where selecting a type will be intuitive enough for the user
to select from a drop down menu.
• For more detailed metadata and specific information, create custom metadata
fields.
Sample Types
By default, seven sample types exist in the content server after the installation.
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You may choose to delete the sample types and add your own types to describe
your company content.
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Trainer’s Demo
Xalco will create these content types to help categorize their content.
• Minutes
• Permits_License
• Ordinances
• Criminal
• Reports
• Job_Postings
• Resumes
• Benefits
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To create content types:
1. On the Administration page, click the Configuration Manager icon.
2. Select Options – Content Types from the menu bar.
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These types are
fictitious sample
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types and
should be
deleted.
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Max field length is 30 characters

and cannot contain spaces.
Max field length is 80 characters.
4. Type a Name and Description for the new type.

5. From the drop down menu, select a .gif image to correspond with the new type.
6. Click OK.
7. Repeat steps 3 – 7 to add additional content types.
8. Click Close.
TIP Add your own .gif files to the stellentÆ<server name>Æ weblayout Æ images Æ
docgifs directory. Your images will appear in the GIF: drop down menu for selection.
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These graphics are only visible on the Classic Search results page.
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To delete content types:
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1. Click and highlight the type.l
2. Click Delete.
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Type that is currently
t e r U s
assigned to content.
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TIPl e When editing a content type, the Content Type Name is hard coded. In order
r a to change the name, the type must first be deleted, and then recreated.
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8-7
Custom Metadata – Configuration Manager

In addition to standard metadata, custom metadata fields can be created. The custom
fields you create appear on the following HTML pages:
• Content Check In Form
• Search Page
• Information Page
• Content Update Page
Create custom metadata fields where those fields will be obvious to consumers and
contributors enabling them to check in and search using those fields.
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8-8
Trainer’s Demo
The Financial Director has asked the administrator to create a custom metadata field
to help organize and distinguish between their financial report types.
The administrator will create a custom metadata field named Report_Type with an
option list of:
• Audit
• Balance Sheet
• Transmittal
• Fiscal
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To create a custom metadata field:
1. On the Administration page, click the Configuration Manager icon.

2. Select the Information Fields tab if not already selected.
3. Click Add.
The Field Name is a

database name only
and cannot contain
spaces.
4. Type a Field Name.

5. Click OK.
The five field types
y
available are Text, Long
Text, Memo, Date, &
Integer.
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If enabled, the
field will be
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Check this option to
viewable on the
HTML pages
(user interface).
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require an entry in this
field.
If enabled, the
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field will be
indexed by Verity.
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list of choices, check this
option.
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6. Change the Field Caption if desired.
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7. Change the Field Order if desired.
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8. Enable or disable desired settings.
9. Check the Enable option list check box to create an option list drop down menu.
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10. Click the Configure button.
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8-10
Adding Custom Metadata Field Descriptions
Options Definition
Field Caption The heading for the new field as it appears on the HTML pages.
Field Type Text = maximum field length of 30 characters.

Long Text = maximum field length of 100 characters.
Memo =maximum field length of 255 characters.
Date = adds a before or after date fields on the Advanced Search
page.
Integer = a positive or negative whole number. No decimals
allowed. The largest allowable integer is 2147483647.
Field Order Indicates the sequence the metadata will be displayed on the
HTML pages. This number will increment automatically as new
metadata fields are added. The starting number is 2.
• You may choose to enter a number in increments of 5 or
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10 to prepare for the placement of future metadata fields.
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Default Value
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The value that will appear in the field when the Content Check
In Form page is initially displayed.
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Required Value
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The field must have a value or content server will not allow the
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content to be checked in.
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Enable on User
Interface r a
If enabled, the field will be viewable on the HTML pages (user
interface).
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Enable for Search
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If enabled, the field will be indexed by Verity.
Index
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Enable Option Lista eEnable this option to create a choice list for your new metadata
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field.
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11. Select an Option List Type from the drop down menu.
12. Select the Use option list option and click the Edit button.
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Notice the sorting
options available.
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13. Type in the option list values.
c l e14. Click OK three times to close all windows.
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15. Click the Update Database Design button and click OK.
16. Click the Rebuild Search Index button and click OK twice.
TIP It is required to both update the database design and rebuild the search index after
creating or deleting custom fields. No updates are required if you change an
existing field to required, edit the Use Option List, or add/edit the Default Value.
Option List Type Descriptions

Option List Type Description
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Select List Validated
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Choice list to choose one value for the field. It is the default type.
Validated applies when using the Batch Loader and Archiver/Replicator. Values
server.
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must match one in the option list for the content to be checked into the content
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Select List Not Validated
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Option only pertains for the Batch Loader and Archiver/Replicator. It ensures that
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content whose specified value does not match one currently entered in the Option
List Key are still checked in with the value given.
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Edit and Select List
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Enables a contributor to either choose a single value from the choice list or enter a
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single value.
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Multiselect List
t e r U s
Enables contributors to select multiple selections from a list.
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Edit and Multiselect List
c Enables a contributor to either choose multiple values from the choice list
automatically separating them with a comma or enter multiple values.
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To delete custom fields:

1. Click and highlight the custom field.
2. Click Delete.
3. Click Yes.
4. Update the database design and rebuild the search index.
5. Click OK.
TIP Unlike Content Types, Custom Fields can be deleted even if the custom field is
assigned to content. Once the custom field is deleted, that custom field no longer
exists for already existing content.
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Custom User Metadata – User Admin

Custom user metadata fields can be added if you need additional metadata fields
associated with your users. These fields are created in the User Admin applet.
Custom user metadata fields will enable the administrator to filter the list of users
based on any custom field.
• For example, a department custom user metadata field can be created to filter users
based on the department they work in.
Once the custom user metadata fields are added on the Information field screen, those
metadata fields will appear on the Add or Edit User screen. By assigning a value to
each user, the administrator can then filter the list of users based on the custom fields
in the Define Filter screen.
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8-15
Trainer’s Demo
Xalco needs a Manager field so each employee’s manager is listed in their profile.
The manager field will be used to:
• Filter users by manager
• Send email notifications to managers if an item has lacked attention in an employee’s
workflow queue
• Send email notifications to the manager when an employee’s item has been released
from workflow
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Custom user
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To create a custom user metadata field:

2. Click the Information Fields tab.
There are four

default system
information
fields. They
cannot be
deleted or
edited.
3. Click Add.
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Maximum field
length is 29
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characters.
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4. Type a Field Name.
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5. Click OK.
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6. Change the Field Caption if desired.

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7. Select a Field Type from the drop down menu.
8. Enable the desired options.
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9. Click OK.
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10. Click the Update Database Design button.
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11. Click OK.
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Adding Custom User Metadata Field Descriptions
Options Definition
Field Caption The heading for the new field as it appears on the Add or
Edit User pages and the Define Filter screen.
Field Type Text = maximum field length of 30 characters.
Long Text = maximum field length of 100 characters.
Memo =maximum field length of 255 characters.
Date = dd/mm/yyyy or dd/mm/yy
Integer = a positive or negative whole number. No decimals
allowed. The largest allowable integer is 2147483647.
Administrator Only If enabled, users cannot view the custom field in their User
Edit Profile. The field is only available to the administrator.
View Only Field If enabled, the field is read-only in User Profile. If disabled,
the field can be edited.
Enable Option List Enables the administrator to create a field with a choice list
of values to select from. The field is defined in the Option
List Key.
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Option List Types
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Refer to creating custom content metadata fields discussed
earlier in the lesson for a detailed description of each option.
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To enter a value for a custom user metadata field:
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1. Edit an existing user or add a new user.
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2. Complete the field if desired in the Add or Edit User window.
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8-19
Activity A: Creating Content Types
1. Acme will use the following types to help identify their content. Create the content
types. Spell carefully as these Types will be used in later activities!
Name: Description: Gif:
News_Release Public News Release

admkt.gif
Policy Policy
textdoc.gif
Forms Forms
form.gif
Graphics Graphics
graphic1.gif
Marketing and Training
Materials
Materials
Benefits Benefits
adeng.gif
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adacct.gif
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Activity B: Creating a Custom Content Metadata Field
Acme is an international company and they want to organize their content by language
enabling users to quickly, for example, locate Spanish content.
1. Create the following Language field with an option list.
Field: Value:
Field Name: Language
Field Caption: Language
Field Type: Text
Field Order: 3
Require Value: No
Enable on User Interface: Yes
Enable for Search Index: Yes
Enable Option List: Yes
Option List Type: Select List Validated
Default Value:
Option List Key: LanguageList
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English
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Option List:
Spanish
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French
German A
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Activity C: Creating a Custom User Metadata Field
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1. Create a Department user metadata field with the following option list values.
Employees should be able to view this field in their User profile, but not be able to
change it.
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•
•
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Finance r
Marketing
U s
•
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Sales
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•
Research and Development
Human Resources
r a2. Edit the user sysadmin and select Research and Development for the Department value.
O Then, view sysadmin’s User Profile.
8-21
Optional: Further Investigation
1. Add your custom images to the C:\stellent\<server name>\weblayout\images\docgifs

directory. These graphics only appear on the Classic Search results page.
• Sample images are included in the C:\Student
Files\Admin_Files\Acme_Activity\Sample_GIF_Images directory.
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9
Contributing Content:
Using Windows Explorer Integration
Objectives
• Understand Windows Explorer Integration and the use in Stellent Content
Server
•
•
Understand WebDAV technology
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•
Set up WebDAV on a client machine
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Contribute content to Stellent Content Server in Microsoft Windows Explorer
using a WebDAV client
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Lesson 9: Contributing Content: Using Windows Explorer Integration
Windows Explorer Integration

Windows Explorer Integration provides a way to remotely author and manage your
Stellent content using applications that support the WebDAV (Web-based Distributed
Authoring and Versioning) protocol. WebDAV is the technology behind Windows
Explorer Integration and therefore these words are used interchangeably.
When Windows Explorer Integration is used with a content management system such
as Stellent Content Server, the WebDAV client serves as an alternate user interface to
the native files in the content repository. Contributors can check in content into
Stellent Content Server using a familiar interface.
• For example, Windows Explorer Integration enables you to use Microsoft Windows
Explorer to check in, check out and modify content in the Stellent Content Server
rather than using Stellent’s web browser interface.
• The same versioning and security controls apply, whether an author uses the Stellent
web browser interface or a WebDAV client.
• Content checked in using a WebDAV client enters workflow if applicable.
Content checked in using a WebDAV client enters the first autocontribution step of
the workflow process. This requires the author to manually initiate the workflow by
performing a checkout / checkin to kick the item into the first defined step. If you do
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not want this behavior, add the following settings to the config.cfg file:
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AutoContributorAdvancesOnUnlock=true
AutoContributorAllowsReview=true
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Detailed information on general workflow processes will be covered in the workflow
lessons.
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The term WebDAV clients are applications that can send requests and receive
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response using WebDAV protocol, such as Microsoft Windows Explorer or
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Microsoft Office programs.
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This is not the same as the Stellent WebDAV Client, which is a Stellent product
that enhances the WebDAV interface to the content server.
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Content Server Setup for Windows Explorer Integration
The Folders Component

Stellent’s Folders component provides a hierarchical folder interface to content in
Stellent Content Server. The WebDAV interface is based on the hierarchical
Folders interface and requires this component.
Our focus is to demonstrate the contribution of content using the Microsoft

Windows Explorer client. For more information on using the Folders component
refer to Stellent’s documentation.
Installing Folders and Windows Explorer Integration

The Folders component can be downloaded from Stellent’s support web site,
http://support.stellent.com, in the extras component category. An automatic
installer creates the required metadata fields and configures settings according to
the options you select.
The folder’s installer enables you to install both required components:

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• The Folders component
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• The WebDAV component (Windows Explorer Integration)
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For class purposes, the Folders and WebDAV components have been installed
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for you. Refer to Stellent’s Folders and WebDAV guide for more information
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on installation instructions, requirements, and settings.
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9-4
WebDAV Setup on a Client Machine

Before you can use Windows Explorer Integration with Stellent, you must create
the system folder on your computer. This sets up the WebDAV interface to
Stellent Content Server on a client machine.
To set up Windows Explorer Integration on a client machine:

1. Open Microsoft Windows Explorer.
2. Click My Network Places in the left pane.
3. Double-click Add Network Place in the right pane.
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4. Enter the web address of the Stellent WebDAV server:
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On a Master content server: http://my_computer/idcplg/webdav
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On a Proxied content server: http://my_computer/idcplg/stellent_2/pxs/webdav
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where my_computer is the web server name and stellent_2 is the relative web
root of the proxied content server.
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You can log into content server and copy the URL up to, but not including the
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first question mark, then type in /webdav.
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9-5
5. Click Next.
6. Type your Stellent User Name and Password.

7. Click OK.
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8. Type the content server instance name for the system virtual folder.
9. Click Finish.
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9-6
Using Windows Explorer Integration

In Stellent Content Server, the WebDAV interface is based on the hierarchical
Folders interface. The folders component sets up an interface to the content server in
the form of “virtual folders” (also called “hierarchical folders”). Virtual folders
enable you to create a multi-level folder structure.
You can work with content items and virtual folders in much the same way you
would work with files and folders in the file system. However, typical tasks you
perform on files in a file system may have a different effect when you perform them
on files in a Windows Explorer Integration virtual folder. For example, opening a file
from a Windows Explorer Integration virtual folder also checks the content item out
of the content server.
Creating Folders
You can create new virtual folders in Windows Explorer or Stellent Content
Server.
• To add a virtual folder, you must be a contributor.
• To modify a virtual folder, you must be the folder owner or have Admin
permission to the folder’s security group.
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•
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Metadata must be assigned to the folder, which is similar to completing metadata
•
fields on the Content Check In page.
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Metadata values will be applied to content items upon initial check-in to the
folder.
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•
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Content can easily be checked into Stellent Content Server by dragging and
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dropping or copying and pasting content into the new virtual folder.
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9-7
Trainer’s Demo – Creating Folders in Windows Explorer

and Contributing Content
Xalco’s administrator has been asked to check in the Clerk’s Office content.
• The City Council Minute files should be checked in with the metadata: Security
Group=Clerks_Office, Type=Minutes and Author=mminute.
• The Permits and Licenses files should be checked in with the metadata: Security
Group=Clerks_Office and Type=Permit_License.
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9-8
To create a folder in Microsoft Windows Explorer:

1. Open Microsoft Windows Explorer.
2. Navigate to My Network Places Æ <Your New Web Folder> Æ Contribution
Folders.
3. Highlight or select the Contribution Folders folder.

4. Click on File Æ New Æ Folder.
5. Enter a name for the folder.

6. Click Enter.
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7. Repeat steps 4 – 6 to create additional folders.
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Viewing Virtual Folders

A Folders link appears in under Browse Content when the Folders component is
enabled. Clicking the folders link displays the System-Level Exploring page.
To view virtual folders from a content server Web page:

1. Log in to Stellent Content Server.
2. Click and expand the Browse Content tray.
3. Click on the Contribution Folders link.
4. Navigate through your new folder hierarchy.

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Setting Default Metadata

When a file is checked into Stellent Content Server through a virtual folder,
metadata values are entered on the Content Check In Form page automatically.
• Before loading content into the virtual folders, required metadata fields must be
completed. Content added to the folder will then inherit the metadata set at the
folder level.
Default metadata values can be set in three locations and are evaluated in the
following order.
1. Virtual folder default values – these values are defined on the Add/Edit
Hierarchy Folder Configuration in the folder’s interface.
2. User default metadata values –each user defines these values in User Profile –
Folders Configuration – Default Information Field Configuration.
• If any content metadata defaults are not defined for the virtual folder, the user’s
default metadata values are applied.
3. System default metadata values – the administrator defines these values in
Folder Configuration on the Administration page.
• The system default values are applied to any fields that are not defined by the
virtual folder or the user’s default metadata.
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To assign metadata to the virtual folder:

2. Click on the Browse Content tray.
4. Navigate to the folder in which you are assigning metadata.
5. Click the button to access the Content Information page.
6. Select Update from the Actions drop down menu.
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If the Title field is left
blank, the file name
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Title of your content.
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is the only user who
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author upon checkin.
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you may limit who
can contribute to this
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7. Complete the necessary metadata fields.
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8. Click the Submit Update button.
9. Repeat steps 3 – 7 for each virtual folder created in Microsoft Windows Explorer.
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To define user default metadata:

1. Log into Stellent Content Server and navigate to your User Profile.
2. Click on Folders Configuration for sysadmin.
3. Click on Default Information Field Configuration for sysadmin.
4. Complete any default metadata values for sysadmin if desired.
5. Click Update.
TIP Each user should follow this procedure before using Windows Explorer
Integration. If any content metadata defaults are not defined for the virtual
folder, the user’s default metadata values are applied.
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New Content Check In

Placing a file in a virtual folder checks the file into the Stellent repository. In
Microsoft Windows Explorer, you can drag and drop or copy and paste a file from
your hard drive or another network drive into a virtual folder.
• You cannot check two files with the same file name into the same folder.
• If the folder’s Title field was left blank, content item titles will be derived from
the file names.
To check in content using drag and drop:

1. Navigate to your content in Microsoft Windows Explorer.
2. Select the new content in the right pane.
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3. While pressing and holding the left mouse button, drag the file to the virtual folder
and release.
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To check in content using copy and paste:

1. Navigate to your content in Microsoft Windows Explorer.
2. Select the content in the right pane.
3. Right-click a file and choose Copy.
4. Navigate to the virtual folder where content will be placed.

5. Right-click in a vacant area and choose Paste.
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You cannot drag an entire folder of content into your Stellent virtual folders,
only content.
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9-15
To view content in content server:

2. Expand the Browse Content tray.
4. Navigate to the folder where content exists.
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5. Access the Content Information page for a content item.
6. Verify the metadata.
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Deleting Folders and Content Items

When you delete a folder, all subfolders and content items in the folder are
deleted. When a content item is deleted, all revisions of that content item are
deleted.
• To delete a virtual folder, you must be the folder owner or a user with delete
permission to the folder’s security group.
• To delete a content item, you must have delete permission to the content item’s
security group.
• If a folder contains any content items or subfolders that you do not have
permission to delete, you will not be able to delete the folder.
• If the optional trash setting is enabled, deleting content from the folders interface
moves the content to the Trash. Content can be deleted from the Trash.
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9-18
Activity A: Setting up WebDAV on a client machine
1. Setup the system folder on your machine.

2. Name the connection Stellent.
Activity B: Creating virtual folders in Microsoft Windows Explorer
1. In Windows Explorer, create a new virtual Marketing and Human Resources folder
under My Network Places/Stellent/Contribution Folders folder.
2. Under Marketing, create a Materials folder.
3. Under Human Resources, create a Policy and Forms folder.
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9-19
Activity C: Setting folder metadata
1. In each new virtual folder, set the desired default metadata. At a minimum, set the
defaults listed in the table.
Folder Sub Folder Default Metadata

Marketing Security Group=Marketing
Materials Security Group=Marketing

Type=Materials
Human Resources Security Group=Human_Resources
Policy Security Group=Human_Resources

Type=Policy
Forms Security Group=Human_Resources

Type=Forms
Activity D: Updating Your User Default Information Field Configuration

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1. Where do you navigate to set User Default Information Field settings?
__________________________________________________________________ c a
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Activity E: Contributing Content
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1. Drag and drop or copy and paste the acme content to correct virtual folders. Acme
directory.
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content is located in separate folders in the Student_Files/Admin_Files/Acme_Activity
•
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Marketing materials are located in the Acme_Activity/Materials folder.
•
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HR Policies are located in the Acme_Activity/HR_Policies folder.
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•
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HR Forms are located in the Acme_Activity/HR_Forms folder.
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Activity F: Viewing your folders and content items
1. Browse through your folder structure in content server and view your content.
2. View the content information page for the User Interface file located in the Marketing
Material folder.
3. Does the content item have the same metadata as the folder’s metadata? __________
4. How did the content item get its title? ______________________________________
5. Conduct a search of Type=Materials.
6. Do the content items appear on the Search Results page? _______________________
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10
1 Workflow Concepts and

Criteria Workflows
2
Objectives
• Understand the difference between basic, criteria, and sub workflows
•
•
Manage the automatic routing and review of content in an approval process
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•
Create criteria workflows
Add code to a workflow to capture the original author
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Lesson 10: Workflow Concepts and Criteria Workflows
Workflow Overview
A workflow specifies how content is routed for review and approval before it is
released in the content server environment. Workflow is driven by email, and users
receive an e-mail notification when they have content to review. However, users can
access items in their workflow queue in these content server locations:
• My Stellent – My Workflow Assignments
• My Profile – Workflow in queue for “user”
• Content Management – Active Workflow – My Workflow Assignments
The general concept of the functionality of workflows such as approving (or the
routing of content) is covered in the Using Content Server class. The procedures on
how to set up workflows are covered in this lesson.
Workflow Uses
Here are some examples of how a workflow process can be useful.
• In Business-to-Customer (B2C) web content management scenarios, where
published content will be available to anyone who accesses the website, usually
on the Internet. Adequate reviewing and approval processes are then crucial to
•
ensure that only final, authorized content is actually published on the website.
In document management implementations, workflows provide a good tool to
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ensure that all appropriate people review documents relevant to them.
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Workflow Types
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There are three different workflow types in content server.
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Type Description
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Criteria
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Content enters a criteria workflow upon check-in when the content item’s
metadata matches the metadata defined in the criteria workflow.
O ly
A security group and one additional metadata field define criteria.
l & On
This workflow is particularly useful when setting up standardized review
a e
processes for individual documents.
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Basic
t e r
Content items are specifically assigned to a workflow and an
s
Administrator or Sub-Administrator must initiate the process.
U
This workflow is useful when setting up review processes for a group of
I n related content items.
c l e Sub-
workflows
A sub-workflow does not have an initial contribution step. A file enters a
sub-workflow only through a jump from a Criteria workflow.
Ora This workflow is useful for splitting large, complex workflows into
manageable pieces.
10-3
Steps
Steps define the process and provide the functionality for the workflow. A workflow
can have one step or multiple steps.
Each step in a workflow defines:

• Who is involved in the step (one user, multiple users or an alias)
• What permission the user has in the step
• If editing permission, track revisions or don’t track revisions
• How many approvals are required for the content to move to the next step
Automatic Initial Workflow Step

The contributor who checks in a content item that enters a workflow process
automatically becomes a part of the workflow. The contributor is automatically
assigned to the first step of the workflow and this step is auto generated.
Name of Initial Step Description
Contribution The initial step of a Basic workflow. The Administrator defines
AutoContribute
the contributors of content when the workflow is created.
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The initial step of a Criteria workflow. There are no predefined
users involved in this step.
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Step Rule Permissions c a
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There are two Edit Rule permissions that can be added to a Review step or an
c l
original contribution step. These permissions define how the revision control is
handled when a contributor edits a file during a workflow process.
Type r a Description
Review O ly Users can only review, approve or reject content but
l & On not edit the file.

Edit Revisions
n a e Users can review, approve or reject content and edit

the file. When edits are made in this step, the revision
t
New Revisionse r U s number of the content item remains the same.
Users can review, approve or reject content and edit
I n the file. When edits are made in this step, the system
creates a new revision for the content item.
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General Workflow Process

By default, the following bullet points describe where content is routed if approved or
rejected in a workflow. However, the administrator can change the routing behavior
thru scripting and conditional statements.
• The author that checks in a content item that enters a Criteria workflow will
automatically be a part of the workflow.
• When the defined number of reviewers for a particular step approves a revision, the
content item is routed to the next step in the workflow.
• If any reviewer rejects a revision, the content item is routed back to the most recent
step with editing permission.
• If a content item is edited in an editing step, a new revision can be created or the
revision number can remain the same depending on how the workflow is defined.
• When a revision is approved at the last step in the workflow, the content item is
released to the system.
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Criteria Workflow
The administrator defines the criteria of a criteria workflow, which includes a security
group and one other metadata field. For example, Security Group=Legal and
Type=Ordinance. Content enters the workflow automatically when the content’s
metadata matches the predefined criteria.
Criteria workflows are particularly useful when setting up standardized review

processes for individual documents. Use a criteria workflow when you need to:
• Have content enter the workflow automatically.
• Route only single items.
• Specify a workflow that is used frequently.
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Trainer’s Demo – Criteria Workflow

Employees in the Clerk’s Office at Xalco must implement an approval process for
their permits and licenses. If at any time the file is revised in the workflow process, a
new revision should not be created.
The defined process for all permits and licenses is as follows:

1. A group of editors must review the permits and licenses to check for grammatical,
spelling, and punctuation errors. These reviewers need editing permission and will
be added as an alias. A new revision should not be created if edits are made.
2. At least one senior clerk must review the item. Senior clerks are not responsible for
editing; therefore they only need review permission.
3. The original author must be notified when the item is released from workflow. The
original author refers to the individual that checked in the content item.
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To create a criteria workflow:
1. On the Administration page, click the Workflow Admin icon.
2. Select the Criteria tab.

3. Click Add.
y
Maximum field length
of 30 characters. Do
m
not use spaces or
d esymbols.
If edited by the
original author,
a new revision
c a If edited by the
original author,
a new revision
will not be
created.
e A is created.
c l This check box must

be selected when
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workflow.
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4. Type a Workflow Name and Description.
c l e 5. Select a security group from the Security Group drop-down menu.

6. Select an Original Author Edit Rule option.
O ra 7. Select the metadata field from the Field drop-down list and select its value.
8. Click OK.
10-8
Workflows are
listed in order of
entry.
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Up to this point, we have named the criteria workflow and defined its criteria.
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The next step is to create the workflow steps.
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To add a step:
1. Select or highlight the workflow in the Criteria Workflows pane.
2. Click Add in the Steps pane.
Reviewer only.
Users can edit the
file. The revision
number does not
change if edits are Users can edit the
made to the content file. The revision
item in this step. number will update if
edits are made to the
content item in this
step.
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3. Type a Name and Description.
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4. Select a review option.
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5. Click the Add Alias, Add User, or Add Token button to add the users for this step.
6. Click OK.
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TIP r a
You must create Aliases and Tokens before they can be added to a workflow
O ly
step. Aliases are created in the User Admin applet on the Aliases tab and
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define a group of users. Tokens will be discussed later in the lesson.
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7. Click the Exit Conditions tab.
You can specify how

many reviewers must
approve the revision
before it passes to
the next step.
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Select this option
and click on Edit if
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the step requires
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additional exit
conditions to be able
to pass to the next
c a step.
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8. Select an option in the Required Approvers section and enter a value if needed.
9. Click OK.
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10. Repeat steps 1 – 9 for each additional step.
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11. Click the Enable button to activate this workflow.
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Exit conditions are useful when an external process is required to change
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metadata fields during the workflow step. Conditional statements are
covered in the next lesson.
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Tokens
A token is Idoc Script that defines variable users in a workflow. Tokens can be used
to:
• Specify a variable user.
• Include users and aliases in workflow jumps.
• Define users through conditional statements.
The Idoc Script function for tokens, wfAddUser, takes two parameters:
• The metadata field or alias name.
• The type of token: user or alias.
The Companion File

The companion file is a text file that maintains information about the state of a
revision in a workflow.
• The companion file keeps track of the steps that the revision has been through and
maintains the current values of workflow variables.
• Each revision in a workflow has a companion file, which exists as long as the
revision remains in the workflow. When a revision is released from a workflow, the
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corresponding companion file is deleted.
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•
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The path to the companion file is C:/Stellent/idcm2/data/workflow/states/<workflow
name>.
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Trainer’s Demo – Manager Notification
c l
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In the last step of the workflow, the original author will be notified upon release of
O ly
the content item. The author is not responsible for reviewing and approving the file.
Who is the original author?

l & On
•
a e
The author (dDocAuthor) is the individual checking in the permit or license. Since
n
e r
there are a number of contributors at Xalco who have the right to check in a permit or
s
license, the author is a variable user. The author can change depending on who
t U
checks in the content item. A token could be created referencing the code:
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dDocAuthor.
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• At anytime during the workflow process, the author (dDocAuthor) can change from
revision to revision. When a file is checked out, revised, and checked back in,
dDocAuthor becomes the editor of the file. The author (dDocAuthor) isn’t
necessarily the original author. In this workflow scenario, more code is required to
capture the original author.
How to capture the original author information

• It is true that dDocAuthor is the original author when the file enters the first step in
the workflow process. This information can be captured in a companion file for the
workflow. You can create a variable named originalAuthor and set the value
equal to dDocAuthor. The variable can then be called in the code for the token.
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To create a token:
1. In the Workflow Admin applet, select Options Æ Tokens in the menu bar.
2. Click Add.
You must click the Add

button to add your
code. Do not add the
code directly in the
Users text box.
3. Type a Token Name and a detailed Description.

4. Click Add.
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5. Type the desired metadata field and script if necessary in the Name field.
6. Click OK twice.
7. Click Close.
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The wfGet is a Stellent function, which retrieves a value from a workflow
companion file. originalAuthor is a name of a variable created by the
I n
Administrator. This variable will be created later in the lesson.
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Ora TIP 2 Attend the Customizing Content Server class to learn about Stellent’s Idoc Script.
10-14
To add a token user to a workflow step:

8. Add the step where the token will be added.
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9. Click the Add Token button.
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10. Select the desired token.
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11. Click OK.
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12. Click the Exit Conditions button.
The number of
approvers can be set
to 0 if the user should
be notified by email,
but doesn’t have to
approve the item.
13. Select a Required Approvers option and enter a value if needed.

14. Click OK.
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15. Click the Enable button to enable the workflow.
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To set a value in the companion file:

1. Select the workflow.
2. Select the first step in the workflow.
3. Click the Edit button.
4. Click the Events tab.
5. Click the Edit button for the Entry event of this step.
6. Select the Create New option.
7. Click the Custom tab.
8. Check the Custom Script Expression check box.
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9. Type in the necessary code.
10. Click OK twice.
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The code required to capture the original author’s name in the companion file:
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<$wfSet(“originalAuthor”, dDocAuthor)$>
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The wfSet is a Stellent function, which sets a key with a particular value in
the companion file. The variable originalAuthor is being set to equal
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the value of dDocAuthor.
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Editing a Criteria Workflow
c l eThe workflow does not have to be disabled before making certain changes to the
criteria or steps. However, if disabled, content currently in a workflow will
r a automatically be released.
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10-17
Accessing Items in Your Workflow Queue

Once a workflow is initiated, an e-mail message is sent to the reviewers. In addition
to receiving an e-mail notification, a reviewer can access their workflow items
directly in the Stellent Content Server interface in multiple locations:
• My Stellent tray – My Workflow Assignments

• Content Management tray – Active Workflows – My Workflow Assignments
• My Profile – Workflow in Queue for ‘user’
TIP For class purposes, workflow items will be accessed using the Stellent
Content Server interface. The procedures for working with a workflow
item are identical regardless of where the workflow item is accessed.
Workflow Actions
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Workflow Actions
Workflow Review
Description
d e
Displays the Workflow Review Page. You can perform all actions
on the Workflow Review Page.
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Approve
Reject
Approves the revision.
e A
Rejects the revision and displays the Reject Content Item Page.
Content Info
c l
Displays the Content Information Page for the revision.
Workflow Info
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Displays the Workflow Info for Item Page for the revision. This
page displays the history of the workflow including Workflow
O ly
Name, Step, Action, Action Date, and User information.
Workflow Content
Items
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This page displays the content items in a particular workflow. The
page displays the Content ID, Title, Status, Step Name, and provides
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and Action drop down menu.
Remove From Queue
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Removes the content item from your queue.
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To work with content in your workflow queue:

1. Click the My Stellent tray.
2. Click the My Workflow Assignments link.
3. Click the Actions icon and view the available actions.
4. Click the Workflow Review icon or Workflow Review from the Actions drop
down menu.
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For class purposes, we will perform all actions on the Workflow Review
Page. This page gives addition information and direction to the reviewer
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To review the content item in workflow:

1. Access the Workflow Review page.
2. Click the Web Viewable link to view the web viewable file.
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To approve the revision in workflow:
d e
ca
2. Click the [Approve] link.
e A
c l
After
approval, The
Workflow r a
Content Items
Page appears O ly
showing
where the
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workflow item
now exists.
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If the item is released from workflow, the Workflow Content Items page
c l e displays a “There are no content items in this workflow” message.
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To reject a revision in workflow:

2. Click the [Reject] link.
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3. Type in a message explaining the reason for rejecting the content item.
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4. Click the Reject button.
a
After O ly
approval, The
Workflow
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Content Items
Page appears
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showing
where the
workflow item
t e r U s
now exists.
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To checkout and revise a content item in workflow:

2. Click the [Check Out] link.
3. Right-click the Native File Link and save to a storage location.

4. Revise the file.
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To check the revised file back in to workflow:

1. Return to the Workflow Review page.
2. Click the [Check In] link.
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3. Click the Browse button in the Primary File field and locate the revised file.
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4. Click the Revision Finished Editing or Approve Revision check box to approve to
the next step in the workflow.
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The Revision Finished Editing or Approve Revision check box notifies the
I
system the revision is complete and ready for the next step in the workflow.
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To view workflow history:

2. Click the Workflow Info link.
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Activity A: Creating Criteria Workflows
Acme’s Marketing department wants you to set up a standardized review process for their
marketing materials. If at any time a file is revised in the workflow process, a new
revision should be made.
The defined process for marketing materials is as follows in the correct order:
A. The Marketing Editor, Elena Edit, must review the materials for grammar, spelling, and
punctuation errors. Elena should have editing permissions in this step. A new revision
should be created if Elena makes edits.
B. Secondly, the graphic artists will review the layout, but are not responsible for making
changes. Create a Graphic Artist alias and include Greg Graphic.
C. Finally, the original author should be notified when the workflow is complete. The
author will be a variable user. Create an Author_Notify token, select User and add the
following code: wfGet(“originalAuthor”).
Note: You can use dDocAuthor for your token, but if the content item is revised
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e
in the workflow process, the author changes to the person that last edited the file.
d
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1. Name the metadata used for this criteria workflow.
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________________________
c l _______________________
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2. Draw a flowchart to represent the file process on the following page.
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Workflow Diagram
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3. Create the necessary workflow.
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4. Test your workflow by checking in a marketing material.
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5. Where can you verify the file has entered the workflow?
_______________________________________________________
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Activity B: Setting a Value in the Companion File
An original author value must be saved to the companion file to be used in conjunction
with the Author Notification Token created in the previous exercise.
1. Add the following code to the Entry Event of the first step in your workflow that contains
the Author Notification Token:
<$wfSet(“originalAuthor”, dDocAuthor)$>
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11
Managing Content and Subscriptions
Objectives
• Manage content
• Perform a variety of administrative functions on specific files such as view
•
status, check-in/out, approve/reject, and delete multiple files
Create subscriptions and assign users
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Essential Content Server
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Lesson 11: Managing Content and Subscriptions
Managing Content
An administrator can perform file management functions in the Repository Manager
applet. The functions include:
• View status for each content
• View content information page for each content
• Update the metadata for each content
• Check In/Out content
• Undo the check out of content
• Approve/Reject content in a workflow
• Resubmit content that failed during conversion
• Delete content
• Check in a new revision of content
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To perform file management functions:
1. On the Administration page, click the Repository Manager button.

2. Remain on the Content tab.
Notice the default

filter of Release
Date since 1 Day.
Uncheck the
default filter to
view additional
content.
You can change

the columns
displayed in the
applet by clicking
on the Show
Columns button.
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3. Uncheck the default filter of Release Date since: check box.
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4. Click the Show Columns button to change the displayed columns.
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5. Check the desired check boxes.
6. Check the Save Settings check box.
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7. Click OK.
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8. Check the Use Filter check box to filter or search for specific content.
9. Click on the Define Filter button.
10. Select the desired metadata and value.
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11. Click OK.
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TIP Refer to online help for a detailed description of each field. For example,
O conduct an index search for Indexer Status – Define Filter screen.
11-5
Delete Revision –
deletes the selected
revision.
Delete All Revisions –

deletes ALL revisions
of the selected content
item. All files
associated with the
same content ID are
eliminated.
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12. Select or highlight the content item or items.
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13. Right click on the content item or select Functions from the menu bar.
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14. Click on the desired function to perform the function.
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11-6
Subscriptions
Subscriptions are e-mail notifications from the system to a user explaining that a
specific file is revised. Users can manually subscribe to content or the administrator
can subscribe users to specific files.
Users can subscribe to:

• A single piece of content based on the Content ID number.
• Groups of content based on metadata fields, for example, Security Group=Legal and
Type=Ordinances. This is called a Criteria subscription and must be created by the
administrator.
Criteria Subscriptions
The Subscriptions tab enables the administrator to create Criteria Subscriptions
and subscribe users to content.
A Criteria Subscription is defined by selecting one or more of the metadata fields:
•
•
Title •
•
Security Group
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•
Author
Type •
Revision
d e
Any custom metadata fields
c a
When a revision occurs to any piece of content existing in the subscription, an e-mail
notification will be sent based on that particular piece of content.
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Predefined Criteria Subscription
c l
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A predefined subscription named Basic is automatically included in the content
server. The subscription enables you to subscribe to content matching the Content
ID of an original file. O ly
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The Basic subscription can be deleted, however, it is not recommended. Once
a e
deleted, the administrator will not be able to subscribe users to a single piece of
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content based on the Content ID field.
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To view the basic subscription:

2. Click on the Subscriptions tab.
3. Select or highlight the Basic subscription.

4. Click Edit.
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5. Do not make changes.
6. Click OK.
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To create a criteria subscription:

1. On the Subscription tab in Repository Manager, click Add.
Remember to check
the Enabled check
box. Subscribers
will be automatically
notified via email if
any content in the
subscription
changes.
2. Type a name in the Subscription Type field.

3. Type a description.
4. Check the Enabled check box.
5. Click the Fields button.
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as criteria options for
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6. Check the metadata that applies to the subscription.
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To manually subscribe to the criteria subscription:

1. Search for content using the specified metadata fields.
(For example, Security Group=Legal and Type=Ordinances.)
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2. Click the
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button to access the Content Information page for one content item.
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3. Select Subscribe from the Actions drop down menu in the top right hand corner.
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4. Click the Actions icon and click Subscribe in the Subscribe to Related Groups
section.
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Not only do you have the option to subscribe to the individual document, you
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can subscribe to the entire group of content. If any document within that
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group of content is revised, an e-mail notification will be sent.
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In addition, if content is subsequently checked in that also fits into the group,
an e-mail notification will be sent.
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Assigning Users
The administrator can assign users or an alias to a subscription.
• If the administrator assigns a user, the user does have the ability to unsubscribe.
• If the administrator assigns an alias, the users in that alias cannot unsubscribe.
Trainer’s Demo
The Clerk’s Office department head has asked the administrator to subscribe the
clerks to all Permits and Licenses. Permits and Licenses have been checked into the
content server with a Security Group=Clerks_Office and
Type=Permits_and_Licenses.
To “assign” / subscribe users to the criteria subscription:

1. Select or highlight the criteria subscription.
2. Click the Subscribers button.
3. Click Add.
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To subscribe an
Alias, the Alias
d e
must already exist
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in the system.
Aliases are a
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User Admin
applet. A
created in the
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4. Select the User or Alias option button.
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5. Click Select.
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6. Select the User or Alias.
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7. Select the desired Type.
8. Select the desired Security Group.
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9. Click OK.
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10. Repeat steps 3 – 9 to assign additional users or aliases.

11. Click the View Content Item button to view content currently in the specified
criteria subscription.
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12. Click Close.
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Rebuilding the Search Index

The Repository Manager applet enables administrators to rebuild the entire search
index or update the current search index.
To rebuild or update the search index:

2. Click on the Indexer tab.
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3. Click Start in the Automatic Update Cycle pane to update the current index.
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4. Click Start in the Collection Rebuild Cycle pane to rebuild the entire index.
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Activity A: Filtering and Viewing Content
1. Open Repository Manager.
2. Filter content based on Type=Policy.
How many files? ____________________
3. Filter content based on Type=Policy and Security Group=Finance.
How many files? _________________
4. Filter expired content. Does any expired content exist? _______________
Activity B: Performing File Management Functions
1. Check out the marketing material titled, “Other Issues”.

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2. Update the metadata for an HR form titled, “Employee Referral”. Update the title to
“Company Employee Referral”.
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Activity C: Creating a Criteria Subscription
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1. Create a criteria based subscription using the metadata fields Type and Security Group.
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2. Test the criteria subscription. For example, conduct a search using the following
metadata values:
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Type=Policy Security Group=Human Resources
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Type=Forms Security Group=Human Resources
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Activity D: Assigning Users
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r a1. Assign (Subscribe) Haley Resource, the HR director, to all Human Resources Policies
and all Human Resources Forms.
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12
Customizing Content Server Pages

Overview
Objectives

• Metadata complexity issues
•
•
The benefits of modifying content server pages
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•
What content server pages you can customize
Common customization examples
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• Terminology used in customizing content server pages
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Lesson 12: Customizing Content Server Pages Overview
Metadata Complexity
Stellent Content Server manages content items ranging from documents, digital
assets, e-mails, e-mail attachments, collaboration and Web content within one
repository via a common interface.
For such varied content, metadata requirements often become complex resulting in
the display of numerous metadata fields on content server pages. Stellent Content
Server pages, especially the Check In, Search, and Update pages, become complex
and reduce usability.
Use Case Scenario

A typical company using a content server to manage their internal knowledge
database will generally have users contributing many types of content items.
• Documents can range from memos and press releases to technical specifications
and design documents.
A very diverse user base can inevitably result in the creation of more than 50
metadata fields. A side-effect is very complex content server pages, where
complexity can cause end-user confusion.
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•
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For example, the customer relations manager sees fields such as Project Name
d
and Expected Release Date that are irrelevant to him while an engineer finds that
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fields such as Customer ID and Last Contact Date are unnecessary. Yet, the
engineer feels that Project Name and Expected Release Date should be required.
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Customizing content server pages can alleviate these kinds of frustrations.
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Customizing Content Server Pages

Customizing content server pages have been a common request by Stellent customers.
Prior to content server version 7.5 customizations required the knowledge of
Stellent’s component architecture and the creation of a component. Now, you can
customize content server pages using an Administrative tool.
These five content server pages can be customized using an Administrative tool:
• The Content Check In page
• The Content Check In page (New Revision)
• The Search page
• The Content Information page
• The Update page
Common Customizations
The following list displays common customization requests all of which can be
created through an administrative applet:
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•
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Hide the Content ID on Check In, Search, Update, and Content Information
pages
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•
•
Hide the Content ID on just the Check In page
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•
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Hide fields on the Search page A
Prefill, Hide, or make fields Read-only on content server pages
•
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Create multiple custom check in and search pages based on user attributes,
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document attributes, or a combination of both (This feature is called Content
Profiles in content server)
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•
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Upon check in derive a field value on the fly, for example, generate the Content
I
ID using a prefix of the selected department
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•
Group fields with a header
Automatically change the security group from public to secure after check in
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Lesson 12: Customizing Content Server Pages Overview
Rules
Customizations to content server pages are driven by a rules engine. Rules
determine how metadata fields are displayed on pages and if the rule will be used
depending on how it is evaluated.
Rules define whether fields are:
• Editable
• Required
• Hidden
• Excluded
• Read-only
You can define global and non global rules. Global rules are always evaluated
where non global rules are evaluated when used in content profiles. Rules will be
discussed in more detail in the following lesson.
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13
Working With Global Rules
Objectives
• Customize content server pages
• Understand the difference between global and non-global rules
•
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Define global rules to group fields with a header, hide the content id field on the
check in page, and derive a value upon check in
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• Set activation conditions on rules
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Lesson 13: Working With Global Rules
Defining Rules Overview

Rules govern the behavior of content server pages and determine the metadata
display. Rules determine whether fields are editable, required, hidden, excluded, or
read-only. Each rule consists of the following:
• A set of metadata fields and attributes
• An optional activation condition
• An option that specifies if the rule is global
• An option that specifies if the rule groups metadata fields and an optional header
Metadata Fields and Attributes

Upon defining a rule, once you select a specific metadata field, you have some
required and optional attributes to set for the field.
Metadata Fields and Description

Attributes
Field position This required attribute offers three general placement choices: top, middle, and
bottom. The selected option adjusts the general placement order of the
metadata field.
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Display type
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The value of this required attribute can be edit, label, hidden, excluded, or
required. The selected option determines how the metadata field is displayed
on pages.
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•
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Edit – the metadata field is editable even if a default value is provided.
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•
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Label – the metadata field is read-only; fixed but displayed.
Hidden – the field does not display. However, when the user submits a
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content item, this metadata field value goes with and remains on the
source page.
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Excluded – the field does not display. Unlike a hidden metadata field,
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an excluded value does not remain on the source page.
Required message
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Required – the metadata field is required.
If the metadata field is designated as required, a required message must be
Default value
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specified.
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This optional attribute displays a default value for the metadata field.
Derived value
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Restricted list
on update or check in.
On presentation, this attribute allows the option list metadata field to be
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Activation Conditions
An activation condition enables you to specify when a rule activates based on
various disparate inputs.
• For example, hiding the content id on the Check In page and not the Search page
requires an activation condition where hiding the content id on all customizable
content server pages does not.
An activation condition can be based on a system event, user action, workflow

state, document type, or user type.
Activation Condition Description

System Event Activation condition choices include on request events, on
submit events, and on import events. The following are
examples:
• On request – When you navigate to the Check In
page you are requesting the Check In page. On
request events happen before the page is displayed.
• On submit – When you complete the Check In page
and click the Check In button you are submitting the
page. On submit events happen after you complete
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the page and click the Check In button.
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•
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On import – When you import content using
c
Archiver, you are triggering an on import event.
User Action
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Activation condition choices include check in new, check in
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selected, content information, content update, and
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search.
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Workflow State
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whether the content item is in workflow or not.
Document Type
O lyActivation condition clauses can use components based
on document metadata fields.
User Type
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user metadata fields.
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You must be careful when using activation conditions that include one or more
combinations of condition choices. Not all combinations of activation condition
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choices are valid and some may be mutually exclusive.
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Global and Non Global Rules

Global rules are always evaluated where non global rules are only evaluated when
associated with content profiles (custom check in and search pages). Creating
content profiles will be covered in the next lesson.
Global rules obey the following guidelines:

• Global rules are always on and evaluated.
• Global rules are evaluated first on customized check in and search pages which
are referred to as profiles. Content profile rules are evaluated after global rules
therefore profile rules can override global rules.
• Global rules have a priority number. The priority determines the order in which
the rule is evaluated. A low priority means lower precedence. It is executed
earlier and rules with higher priority can override changes made by rules with
lower priority.
Grouping Metadata Fields

Metadata fields can be grouped resulting in the relocation of metadata fields. You
can also specify a header for the grouped fields.
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Grouping can cause confusion if a metadata field belongs to multiple rules that
are grouped.
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•
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The grouped metadata fields in the rule are displayed underneath the first
metadata field selected in the group.
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Content Profiles – Custom Check In and Search Pages
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In the customization overview lesson, it was stated that you can create Content
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Profiles (custom check in and search pages). For example, you can create custom
Marketing graphics.
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check in pages for your Human Resources policies, Human Resources forms, and
•
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The creation of custom check in and search pages require defining non global
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rules for the pages. The procedures for defining these rules are identical to the
procedures covered in this lesson except that you specify the rule as non global.
•
I n
Creating content profiles is covered in the next lesson after you learn how to
define rules.
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Trainer’s Demo – Creating Global Rules

Creating rules enables you to create numerous customizations to content server pages.
In fact, the spectrum of customizations available is phenomenal. You even have
more flexibility if you understand Stellent’s Idoc script and database scripting
languages, but it is not required.
The trainer will demo three commonly requested customizations.
Trainer Demo – Example 1

Group fields with an optional header. This rule will be defined as a global rule
and will not require an activation condition. For example;
• Group the date fields of Release Date and Expiration date
• Group the report fields of Report Type and Report Source
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To group metadata fields and specify a header:

1. Open the Configuration Manager applet.
2. Click the Rules tab.
3. Click Add.
Type in a detailed
name and description
as your list of rules can
become quite long.
If you have multiple

global rules, you can
specify rule priority
which determines when
the rule is evaluated.
10 is the default.
This rule does
not require
activation
conditions.
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4. Type in a Name and Description.
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5. Select the Is global rule with priority check box.
6. Select the Is group check box.
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7. Select the Has group header check box and click Edit.
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8. Type in a header.
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9. Click OK.
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10. Select the Fields tab.

11. Click Add.
Fields are grouped based on the

field position of the first one in the
grouping list. All other fields
display underneath the first
selected field.
12. Select the field and position you want to add to the group from the drop down menus.
13. Click OK.
Enables you to hide, exclude,

and require fields or make a
field read only or editable.
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Enables you to set a
default value for a field.
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the Original Author field with
dDocAuthor (author) upon
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O ly Enables you to restrict

option lists.
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14. Select a field type in the Type drop down menu.
15. Click OK.
r a 16. Repeat steps 11 – 15 to add additional fields to the group.
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13-8
Trainer’s Demo – Example 2

Hide the Content ID field on both Check In pages. This rule is a global rule and
requires an activation condition.
• An activation condition is required since the system needs to evaluate if you are
on a Check In page.
The Content ID field will continue to appear on the Search, Info, and Update
pages.
Check In Page – Content ID Hidden
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Search Page – Content ID Not Hidden
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To hide the content id on the check in pages:

1. Click the Rules tab in Configuration Manager.
2. Click Add to create a new rule.
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4. Select the Is global rule with priority and change the default value if desired.
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5. Select the Use rule activation condition and click Edit.
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7. Type in a Name for the condition.

8. Click OK.
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9. Select the appropriate activation conditions.
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11. In the Add New Rule window, select the Fields tab.
12. Click Add to add the Content ID field.
13. Select Hidden from the Type drop down menu.
14. Click OK twice.
Activation Options Description

Use event The following are examples of these activation options:
• On request is when you navigate to the Check In
page, you are requesting the Check In page.
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• On submit is when you complete the Check In
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page and click Check In, you are submitting the
•
page.
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using Archiver.
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On import is when you are importing content
Use action
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The rule will be evaluated on display of the content server
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page selected. The five pages include check in new, check
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in selected, content information, content update, and
search.
Flags O ly
The flags enable you to choose if content is in a workflow
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or not.
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Stellent tracks the Author (dDocAuthor) for each revision of a file. If a file is
revised at any time, the user that revises the file becomes the author. It doesn’t
necessarily mean that dDocAuthor is the original author. The administrator will
create a rule that will preserve the original author information.
Upon check in, we want to evaluate the author and copy the user name into a
custom metadata field named Original Author. The administrator wants to create
a rule with the following conditions.
• On Request of the Check In Page, the Original Author field should be hidden.
There is no need to see the field on the check in page. The Original Author field
should also be hidden when checking in a new revision.
• On Submit, derive the Original Author field from the Author (dDocAuthor).
Prior to demonstrating this example, a custom metadata field named Original

Author must be created in the Configuration Manager applet.
Check In Pages
• Original Author will not appear on the Check in new or Check in Selected pages.
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After Check In, the Content Information Page Displays Original Author
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To derive a value for a field upon check in:

1. Click the Rules tab in Configuration Manager.
2. Click Add to create a new rule.
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3. Type in a Name and Description of the rule.
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4. Select the Is global rule with priority check box.
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5. Select the Use rule activation condition check box and click Edit.
6. Click Add.
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8. Click OK.
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9. Select the Use Event check box.

10. Select On Request and On Submit.
11. Select the Use Action check box and Check In New and Check in Selected.
12. Click OK.
13. In the Add New Rule dialog, select the Fields tab.
14. Click Add to add the Original Author field.
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15. Select a Type of Hidden from the drop down menu.
16. Select the Is derived field check box and click Edit.
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17. Click Add in the Script Properties dialog.
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19. Click OK.
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18. Type a Name for the condition.
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20. Select Original Author from the Field drop down menu.
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21. Select Matches from the Operator drop down menu.
22. Leave the Value field blank to specify a null value.
23. Click Add.
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24. Click the Compute button to select a value.
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The Original Author matches <empty> condition ensures that the Original Author
c l e field will only be derived when the field is blank, which occurs on the initial check
in. If the file is revised in the future, Original Author is not a blank field, therefore,
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25. Select Author in the Field Name drop down menu.

26. Click OK.
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27. Click OK for each window to exit.
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In the previous trainer’s demo, a new custom metadata field named Original
Author is derived off dDocAuthor upon check in. The Original Author field is
hidden on the Check In New and Check In Selected pages and appears on other
the Content Information, Update, and Search pages.
The administrator must prevent contributors ever making a change to the Original
Author field.
• The administrator will define a new rule that hard codes the Original Author field
on the Update page.
Content Update Page
What is the activation condition for this rule?

________________________________________________________________
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What field and metadata attribute is needed for this rule? d e
________________________________________________________________
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A
Why is a new rule required? Why can’t this condition be added to the Trainer’s
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Demo – Example 3 discussed on the previous pages?
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Activity A: Grouping Fields
1. Create a global rule named GroupDateFields that groups the Expiration and Release
date under a header titled Date Fields.
Activity B: Hiding Content ID on Check In and Search Pages
1. Create a global rule named HideContentID that will hide the Content ID on the Check In
and Search Page.
Activity C: Deriving a Field Value
1. Create a global rule named DeriveComments that will populate the comments field with
the author’s name when it is first checked in.
Activity D: Idoc Script Variables

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Two configuration variables are available to control how required metadata fields display
on the Check In page. These variables must be manually set in the config.cfg file or
your server after entering the variables.

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entered in the General Configuration text box in System Properties. Remember to restart
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1. To use red lettering for required fields, use the following configuration variable and
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value: StyleForRequiredFields=requiredField.
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2. To mark required fields with an asterisk, use the following configuration variable and
value: NotationForRequiredFields=*.
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Optional Challenge Activities: Deriving Fields
Stellent’s Idoc script is required for the following optional activities. The code is given
to you. The focus is not on how to construct the code, but on the different examples
available to you with the use of very little code.
1. Create a global rule named DeriveContentID that will populate the Content ID field with
Security Group followed by the six digit autogenerated number. For example, if a
Finance content item is checked in the content id appears as Finance_000347.
Hints:
• To remove the RAV prefix, navigate to system properties and turn off the prefix
for the content id.
• After selecting Security Group as the computing field, add &“_”&dDocName in
the Value text field.
2. Create a global rule named DeriveExpirationDate that will populate the Expiration date
with today’s date plus 3 years (1095 days). Instead of computing the field, click on the
custom tab and type in the following code:
<$dprDerivedValue=dateCurrent(1095)$>
3. Create a global rule named Public2Secure that will change the Security Group value
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from Public to Secure on check in.
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Hint:
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This rule requires adding a script clause of Security Group matches Public and a
derived value of Secure.
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This activity demonstrates the ability to change security of a content item once it
is checked in.
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14
Creating Custom Check In and

Search Pages
Objectives
• Create content profiles – custom check in and search pages
•
•
Select a trigger for content profiles
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•
Define non global rules used in content profiles
Use a content profile
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Lesson 14: Creating Custom Check In and Search Pages
Custom Check In and Search Pages Overview

Administrators have the ability to create custom check in and search pages enabling
end users to select what check in or search page they want to use. These pages are
referred to as Content Profiles.
Using a content profile provides an alternative to using the global Check In or Search
page, which typically displays more metadata fields than is necessary for many
situations.
The content profile feature eliminates metadata complexity issues where users can
select pages that display metadata fields applicable to them with prefilled metadata
fields to help with check in and searches.
An administrator can create multiple check in and search pages based on their
metadata model. For example, custom check in and search pages such as:
• Human Resource Policies • Finance Policies
• Human Resource Forms • Finance Forms
• Marketing News Releases • Marketing Graphics
Depending on the type of content item being checked into content server, users have
the ability to select from a list of content profiles. Each of these pages can have
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different fields set to be visible, read-only, prefilled, or hidden.
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The content profiles are located in My Stellent – My Check ins and My Stellent –
My Searches. c a
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TIP l e Each user must click on the My Check ins and My Searches links to select what content
r a profiles they want to display on the interface. Not all profiles will be applicable to all
users. Each user can choose which profiles they want available.
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14-3
Creating Content Profiles

A profile consists of rules and a trigger value. When creating a profile the
administrator must define:
• Non global rules to associate with profiles
• A trigger value for profiles
• The profile itself
Non Global Rules

Rules govern the behavior of content server pages. In the last lesson we focused
on creating global rules that customized the Check In, Search, Info, or Update
pages. The global rules were always on and evaluated based on their conditions.
• Non global rules govern the behavior of content profile pages and must be
associated with a content profile.
Non global rules are evaluated after global rules, therefore taking precedence.
Non global rules can override global rules as they are evaluated last. For more
information on rules, refer to the Working With Rules lesson.
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Content Profile Trigger

Content profiles are associated with a trigger value. A trigger is a metadata field
such as Security Group, Content Type, or any custom metadata field created.
Only one trigger field is selected for the system. Different values of that field will
select different content profiles.
The selected trigger field must satisfy the following criteria:

• Once the trigger field has been defined, it cannot be deleted from the system.
• The trigger field may be changed. When it is changed, profiles may become
invalid and it is the administrator’s responsibility to resolve the situation.
However, user interface hints are provided concerning which profiles are invalid.
They appear red in the administrative applet.
• It is possible to “undefine” or disable the trigger field. The administrator can set
the trigger field back to “none specified” which essentially disables all profiles.
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14-5
Trainer’s Demo – Creating a Content Profile

The administrator will create custom Permits and Licenses check in and search pages.
These pages will be designed to:
• Set the default Security Group to Clerks_Office and make the field read-only
• Set the default Content Type to Permits_Licenses and make the field read-only
• Hide the Report Type and Report Source fields
This Permits and Licenses content profile page will appear in My Stellent – My
Check ins and My Stellent – My Searches.
• City clerks checking in a permit or license will save time by using the new Permits
and Licenses Check In page. The new page will be specific to the kind of document
they are dealing with and show less metadata. In addition, certain metadata field will
be prefilled.
• City clerks will be able to find permits and licenses more easily. Key parts of the
Permits and Licenses Search page is preset; Security Group matches Clerks_Office
and Content Type matches Permits_Licenses.
My Personal Check ins and Searches
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Defining Non-global Rules
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The administrator has decided to define two separate non-global rules for the
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Permits and Licenses content profile. The rules are as follows:
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Rule 1: Set the default Security Group to Clerks_Office and make the field
read-only. Set the default Content Type to Permits_Licenses and make the
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field read-only.
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Rule 2: Hide the Report Type and Report Source fields
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The administrator could have chosen to create one rule defining all requirements;
however, hiding the Report Type and Report Source fields will occur in many
r a profiles. Therefore, creating it as a separate rule makes sense where it can be

applied to multiple profiles.
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14-6
Content Check In Form for Permits and Licenses
Profile Rule
Type is a read only
field with a default
value.
Profile Rule
Security Group is a
read only field with a
default value.
Global Rule
Content ID is hidden on
the Check In page.
Result of a global rule.
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Profile Ruley
Report fields are
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hidden.
Global Rule
c a Original Author field

captures author info.
Result of a global rule.
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In this example, the Content ID is hidden and the read-only Original Author field
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will capture the author value on check in. These are global rules that were defined in
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the previous lesson. Global rules are always evaluated and evaluated before profile
rules. Global rules can be overridden by creating a profile rule that undoes the rule.
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For example, create a non global rule that displays the content id and add that rule to
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the profile. First, the content id will be hidden when the global rule evaluates it.
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Then, the profile rule displays it.
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The Activation Conditions for Content Profiles activate on the Check In and Search pages.
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To create a non global rule for a profile:

2. Select the Rules tab.
3. Click Add.
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5. Select the Use rule activation condition check box and click Edit.
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6. Click Add to add a condition.
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7. Type in a Name for the condition.
8. Click OK.
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TIP Global rules are always evaluated. Therefore, it is necessary to leave the Is global rule
O with priority check box disabled.
14-8
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9. Select the Use action check box.
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11. Click OK.
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10. Select the Check in new and Search check boxes in the Use Action section.
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Activation conditions for content profiles require Use actions of Check in new and Search.
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12. Click the Fields tab.

13. Click Add to add the Security Group field.
14. Select a field Type of Label.

15. Select the Use default value check box and click Edit.
16. Click Add and name the condition.
17. Select the correct default value in the Value drop down menu.
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18. Click OK twice.
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19. Click Add to add additional metadata fields.
20. Define the correct field attributes and click OK.
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21. Repeat steps 13 – 14 for all desired metadata fields.
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14-10
To define a trigger field for all profiles:

2. Select the Profiles tab.
3. Click the Select button to the right of the Trigger Field.

4. Select a trigger from the Field Name drop down menu to be used for all profiles.
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5. Click OK.
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A trigger field enables the evaluation of rules set in profiles. Global rules are always
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evaluation.
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evaluated; however, non global rules in profiles use a value in the trigger field to start
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To create a content profile:

2. Select the Profiles tab.
3. Click Add.
4. Type in a Profile Name.

5. Click OK.
In this example, the

Content Type of
Permits_Licenses
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will trigger the
profile.
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6. Type in a Display Label and Description.
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7. Select a trigger value from the Trigger drop down menu.
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8. Click Add in the Rules pane to add the rules for the profile.
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10. Repeat steps 8 – 9 to add additional rules and click OK.
14-12
To display content profiles on the interface:

1. Navigate to the User Profile page.
2. Click the Portal Design for ‘user’ button.
3. Click the Edit Content Profile Links button.
4. Click the Update button.
5. Select the desired profiles to display on the interface.
To use a content profile:

1. Navigate to My Stellent – My Check ins or My Stellent – My Searches.
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2. Select the desired content profile.
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14-13
Activity Description
Read the Activity Description and then continue to Activity A for detailed instructions.
Create a custom check in and search page for Human Resource Benefits. Human
Resource contributors will use the new HR Benefit check in page instead of the standard
Check In page when contributing benefit documents.
Create the custom page to look like the one pictured below. Rules must be added to the
profile to control the display of metadata. The profile should be designed to:
• Set the default Content Type to Benefits and make the field read-only
• Set the default Security Group to Human_Resources and make the field read-only
• Hide the Account field
• Display the Content ID
• Hide the Web Section and Web Subsection fields
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Activity A: Create Rules for a Content Profile
Create the following rules that will be applied to the HR Benefits content profile. You
may choose to create one large rule rather than three separate rules. It depends on how
the rules will be used in other profiles.
1. Create a rule named HR_Benefits. This rule should activate on the check in and search
pages and be defined to:
• Set the default Content Type to Benefits and make the field read-only
• Set the default Security Group to Human_Resources and make the field read-
only
• Hide the Account field
2. Create a rule named DisplayContentID. This rule should activate on the check in and
search page and be defined to:
• Display the Content ID.
Note: In the previous lesson, you created a global rule that hides the Content ID
on the Check In page. Unless you define a rule that display the Content ID, it will
be hidden in your HR Content Profile.
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3. Create a rule named HideWebFields. This rule should activate on the check in and
search page and be defined to:
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• Hide the Web Section and Web Subsection fields.
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Activity B: Defining a Trigger Field
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1. Define the trigger field to Content Type for all profiles.
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Activity C: Creating the Content Profile
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1. Create a content profile named HR Benefits.
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2. Select a trigger value of Benefits.
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3. Add the HR_Benefits, DisplayContentID, and HideWebFields rules to your profile.
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Activity D: Checking In a Content Item Using the Profile
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1. Navigate to the HR Benefits Check In page.
r a2. Check in an HR benefit document.
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14-16

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Stellent: Essential Content Server

Restricted Rights Notice

U.S. GOVERNMENT RIGHTS

♦ Navigate the content server

Objectives Describes what will be accomplished for each lesson.

Discussion Provides key learning points and background information for

Procedures Lists step-by-step instructions for completing each task.

Activities Provides an opportunity for you to practice skills presented

Additional information will be provided to identify special points of interest by including

t e r U s Appears on the side of

I n point out important

• A master instance of Stellent Content Server named Training

Stellent’s technology will enable the city to streamline internal processes by

City of Xalco Offices

Clerks City Clerks office responsibilities:

Office • Licenses and bonds

Legal Legal or City Attorneys department responsibilities:

c lThe City Attorneys Office is comprised of two

l & On • Budgeting and forecasting

I n • Applications, job postings, and interviews

c l e • Employee insurance, wages, and benefit

Acme’s goal is to become “paperless” by managing all of their company’s business

Finance Finance department responsibilities:

Marketing Marketing department responsibilities:

c l • Maintain company policies

Metadata Overview ....................................................................................................................2-1

Contributing Content ..................................................................................................................3-1

Working with Content .................................................................................................................4-1

Understanding Security Concepts..............................................................................................5-1

Implementing a Role-based Security Model ..............................................................................6-1

Implementing an Account-based Security Model.......................................................................7-1

After completing this lesson, you will understand:

Stellent Content Server Overview

Typical Process for Managed Content

10. Checked Back In

Logging in to Stellent Content Server

To log in to Stellent Content Server:

1. Click the Login icon on the Stellent portal page.

2. Type your User Name and Password.

c l appears in the Navigation

r a appear if you log in as a

Stellent Content Server Standard Home Page

I n Check In, Checked Out Content, My Checked-out Content,

c l e This link displays only if you have contributor permission.

r a Administration Expands to display administrative links such as the Log Files,

O you have administration rights.

To access your user profile:

User Personalization Setting

The following tables list the out-of-the-box layouts and skins:

r a Classic A thumbnail image and descriptive text displays.

To access product documentation:

• Phone: 1-888-688-TECH (1-888-688-8324) or (952) 903-2020

The Administration Page

To access the administration page from the browser:

Java applets that enable

O ly for that module will

r a your products on-line with

Icon Applet Description

User Admin Enables the administrator to manage users and their