Using Dashboards in UCM and URM 11g

On my 11g announcement posting, I mentioned one of the new features is the Dashboard feature. It allows users to put "portlets" of information together on their home page. While it seems portal-like, it's really just a standard dynamic page that pulls in those different pieces. What I think makes it interesting is it uses Content Folios as a way of defining and organizing these dashboards. So I think it helps open up the mind to the possibilities of how folios can be used...

But back to dashboards...The first thing to note about Dashboard is that they are only available with the records and retention configuration turned on. In URM, this should already be the case. But in UCM, it needs to be enabled. So step one is to enable one of the Records Settings.

rm_level.png
As an administrator, go to Administration -> Configure Records Settings. Set the Records Management Install Settings to 'Standalone' and set the Installation to at least Minimal. You'll then need to restart UCM. After the restart, you'll then be directed to complete the RM setup checklist. This will guide you through the process of configuring the records and retention setup.

Once completed, you'll now see an extra menu option in the top navigation for 'Records'. Within that menu choice you'll find Dashboards. Two dashboards are automatically created for you.

User

user_dashboard.png

Admin

admin.png

The User dashboard has all the common panels that are end-user focused. The panels on the Admin dashboard are meant for records administrators. It provides a single view into several RM tasks.

To set the dashboard as your home page, simply go to the Actions menu in the top right and select 'Set as Home Page'.

In addition to these two standard dashboards, users can also create their own and share with others. Either from the Records -> Dashboard -> Create New menu or from Content Management -> New Dashboard.

new_dashboard.png

The panels are each separate content items that get added and organized into a Content Folio. But because they are flagged as a dashboard, they are edited and displayed in a special way.

To add your panels, click the Add Row icon (green plus). It will bring up a search which is pre-configured to search for panels (items with the native format of application/idoc.pane). Perform your search, select the panels you want to add to your dashboard, and click Next. They'll now appear as a list at the top.

dashboard_panel_list.png

You can now select the desired panel within each column and click OK to place that panel. When finished, go to Actions -> Save Dashboard. Fill out the metadata and click Check In

save_dashboard.png

At the confirmation page, click 'View the dashboard' and click Finish. You can now go to Actions -> Set As Home Page to make it your default home page view or click Change to Edit View to make further changes. Now other users can search, find, and apply that same dashboard for themselves.

In terms of editing the dashboard, Internet Explorer seems to work best and allows for drag-n-drop of the panels.

Because the panels are content items themselves, it's very easy to customize and create your own. I found by taking an existing one as an example, removing the main display code, and inserting my own, I was able to easily add a new panel option. Here is a sample of my .

profile dashboard panel
. Note: In order for new panels to be found with the default search, the .idoc extension must be mapped to 'application/idoc.pane' in the Configuration Manager applet.

idoc_pane.png

Disclaimer: Although Dashboards make use of Idoc Script caching, the cache is personal. So for each user that accesses a dashboard page, UCM is performing the various services to render the complete page. So plan the infrastructure accordingly to support the increase in requests if needed.

Comments:

Kyle, You provide us with killer entries week after week. Just wanted to thank you for your information!

Posted by Matt Foerstner on October 27, 2010 at 02:02 AM CDT #

great post! and nice to this ootb in 11g now.

Posted by alvaro dompe on November 11, 2010 at 07:11 AM CST #

hi kyle i would like to automate the content id to have data type prefix after checking in.how can i go about this in the rules (configuration manager)?i have understood idoc basics.

Posted by ben on December 08, 2010 at 01:16 AM CST #

Hey Ben, Yes, you can do that with Idoc Script right in the definition of the Content ID prefix. Go to Admin Server -> your instance -> General Configuration. For the Auto Number Prefix, you can add something like this: <$if dDocType like "Document"$>doc_<$elseif dDocType like $System"$>system_<$else$>prod_<$endif$> Add whatever logic you need around the Type (dDocType) or any other metadata field to determine the prefix. Thanks, -Kyle

Posted by kyle.hatlestad on December 13, 2010 at 02:10 AM CST #

Hi Kyle, When running through the Records Mgmt configuration steps, must the URM managed server be up?

Posted by Tal on December 14, 2010 at 02:01 AM CST #

Hey Tal, Are you referring to setting this up in a UCM instance? In that case whether you are setting it up standalone in UCM or setting it up as an adapter, the URM managed server does not need to be running. Thanks, -Kyle

Posted by kyle.hatlestad on December 14, 2010 at 02:24 AM CST #

Hi Kyle, I am trying to set up dashboards on a new UCM 11g instance. However, after I select "Standalone" and "Minimal" I restarted the content server but I never got the checklist. I need to setup dashboards for my users but now I've hit this road block. Any idea what could be causing this and how it could be resolved? Thanks, Lahya

Posted by Lahya on May 19, 2011 at 01:44 AM CDT #

Hey Lahya, Once the Standalone and Minimal settings have been checked, after a restart you should see a red box above each page indicating that the RM checklist needs to be completed. If you're not seeing that, then it sounds like the components were not enabled correctly. Or else RM has already been configured in the environment. You can verify if the components are enabled by going to Administration -> Admin Server -> Component Manager. At the top header, look for the text "If you really wish to modify URM components from this page, please click here." Click that link and then look in the Enabled Components list. You should see ones like 'RetentionManager' in there. The component that adds the dashboard is called 'Taskpanel'. If you don't see them enabled, then check to see that you have the Standalone and Minimal settings checked. If the components are enabled, then look for the 'Records' menu in the UCM navigation. If you're still not able to get there, you may need to contact technical support to have them look at your instance. Thanks, -Kyle

Posted by Kyle Hatlestad on May 23, 2011 at 02:39 AM CDT #

How do I create a Dependency List from Document Types? I have a requirement to create a Sub Document Type (custom Field) based on the Document Type (System Defined Field) and I do not know if this is possible as I have tried I am having trouble in achieving the desired goal.

Posted by Hlubi on February 15, 2012 at 02:16 AM CST #

Hello Hlubi,

Please take a look at the technote #446049.1 on how to do this. https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=HOWTO&id=446049.1

Thanks,
-Kyle

Posted by Kyle Hatlestad on February 16, 2012 at 10:39 AM CST #

Thanks Kyle for the post. I have configured the same.
But when I click on Record->Dashboards->User, it throws an error says that
''Unable to generate HTML page. The error was caused by an internally generated issue. The error has been logged'.

All the required components you mentioned above are enabled.

Thanks,
-Mukesh.

Posted by guest on May 23, 2012 at 02:11 AM CDT #

Hello Mukesh,

You'll want to look at both the server logs (Administration -> Logs -> Content Server Logs) or the server output (Administration -> System Audit Information -> View Server Output. That should give an indication of what is wrong.

Thanks,
-Kyle

Posted by guest on May 23, 2012 at 10:03 AM CDT #

Hi Kyle!
I am wondering if there is a way to add another pane to the user dashboard?
I would like to have a panel with documents that I recently modified or checked in. Is it possible to do something like that?
I have it set up so that my home page has the same search result, but would like to use it on the dashboard.
Thanks!
- Paula

Posted by guest on May 25, 2012 at 09:36 AM CDT #

Hi,
If we modify the retention category and Disposition information does it will be applicable for the new content items or it will propagte to the previously declared content in URM.

Posted by guest on June 08, 2012 at 03:44 AM CDT #

It depends upon what you mean by modify the information. If you are modifying the disposition rules or retention categories themselves, that would be done on your URM system. If you are modifying what retention category is on content, that is down within UCM and then propagated to URM.

Thanks,
-Kyle

Posted by Kyle Hatlestad on June 12, 2012 at 08:12 AM CDT #

Hello Paula,

Yes, you can create your own panels by checking in that panel code in as an idoc file. I suggest taking one that already exists and modifying it to do what you want. You can search for 'Dashboard' in the title and you should find them such as Workflow Dashboard and Search Dashboard. Note that when you are adding panels to your dashboard, it will default to search for a Native Format of 'application/idoc.pane'. When you check in your own idoc file, it will not get that same mime type, so clear that field when you search for your own panel.

Thanks,
-Kyle

Posted by Kyle Hatlestad on June 12, 2012 at 08:19 AM CDT #

Hi Kyle,

i would really appreciate to teach how to create 'Recent Documents' panel
that was exist in ucm csportal 10g.

Thanks..

Hadi

Posted by guest on November 14, 2012 at 06:16 AM CST #

Hi Kyle

Thank you very much about the link you gave me for creating a DCL that is generated from Document Types. It helped and I implemented the solution. Thank you very much.

Kind Regards
Bandile "Hlubi Elihle" Nodada

Posted by Hlubi on November 15, 2012 at 12:41 AM CST #

Hi Kyle

I have a problem where i cant map the idoc file to the application/idoc.pane. I cant seem to find it as it doesnt exist but with the default check-ins i see that those default idoc files are mapped to the application/idoc.pane.

Regards
Matthew

Posted by guest on February 25, 2013 at 02:47 AM CST #

Hello Matthew,

Like I mentioned in the post, you need to establish the application/idoc.pane mime type and extension in Configuration Manager. In the Configuration Manager applet, go to Options -> File Formats. Create a File Format with the format of 'application/idoc.pane'. Then in File Extensions, add an extension of 'idoc' and map it to your new mime type. Here is the documentation for more information: http://docs.oracle.com/cd/E23943_01/doc.1111/e10978/c03_repository.htm#DAFBCEFG

Thanks,
-Kyle

Posted by Kyle Hatlestad on February 25, 2013 at 09:41 AM CST #

Hi Kyle,
thank you for the very useful posts, that are enhancing our efforts to make UCM more user friendly.
I'm having a question concerning the dashboards. Is there an auto-refresh functionality on the dashboards? If not, do you have any suggestions on how to do it?

My customer would like to have 1-2 dashboards as the "control panel" of its users. So, they would like the user to open a dashboard and look at it as it is automatically refreshed with the latest data.

Thanks in advance,
Sakis

Posted by Sakis on March 17, 2013 at 01:45 PM CDT #

Hello Sakis,

No, there is nothing built into dashboards that allows for auto-refresh. But like I mentioned in the post, you can create and submit your own idoc panels which can be included into the dashboard. Those can contain your own code to do your auto-refresh.

Thanks,
-Kyle

Posted by Kyle Hatlestad on March 20, 2013 at 10:37 AM CDT #

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About

Kyle Hatlestad is a Solution Architect in the WebCenter Architecture group (A-Team) who works with WebCenter Content and other products in the WebCenter & Fusion Middleware portfolios. The WebCenter A-Team blog can be found at: https://blogs.oracle.com/ ateam_webcenter/

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