Tuesday May 31, 2016

TEAM's Informatics Webcast: Don't Regret - Redact & Protect Sensitive Information

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Sensitive data is extremely important to protect for your organization. Release of public records, data breaches, and simple sharing between parties can cause unnecessary distress and costs when names, addresses, credit card numbers, etc. become public. Personally Identifiable Information, or PII, is any data that could potentially enable identification of a specific individual. This data being made public can dramatically increase the potential for identity theft and removes the level of anonymity necessary in public disclosures.
With a single disclosure breach reaching an estimated cost as high as seven million dollars ($7m) and affecting all manner of agencies, corporations, and hospitals across the globe every year, why regret not securing your documents at the point of capture?
TEAM's Redaction Engine utilizes multiple technologies to scan for and identify sensitive data and then enables automatic redaction of that information in subsequently generated PDFs.
Join this Webinar to secure your organization's future and protect from unnecessary litigation due to a preventable data breach.

Features & Benefits
  • Ability to handle both scanned and electronic data
  • High accuracy in field recognition with confidence threshold
  • Maintain compliance protocols such as HIPPA, PCI, and many more
  • Integrated into Oracle WebCenter Content 11g & 12c
  • Reporting via search analytics
  • Pattern Recognition (regex and basic) redacts information such as:
    • SS number
    • Date of Birth
    • Home Address
    • Identification number/medical forms
    • Credit Card numbers

TEAM's Redaction Engine Webinar
June 23rd, 2016 - 1:00PM CST 

Stay up to date with TEAM:

Tuesday Mar 29, 2016

Oracle WebCenter Content for Primavera

Author: Mitchell Palski – Oracle Fusion Middleware Specialist 

Having a content repository integrated with Unifier can turn cluttered, unstructured content into organized assets by making it easier to catalog, access, search, and reuse documentation. Oracle WebCenter can serve as an external content repository and has zero effect on the end-user’s experience interacting with Primavera.

When attaching a document or drawing to a project in Unifier, the interface does not present anything about the underlying content repository which stores the file.

With WebCenter Content (WCC) being used as a content repository for Unifier, the same mechanical HVAC drawing attached to the drawing package is stored in WCC as indicated below.

Within WCC, Unifier creates a unique folder structure to categorize and store documents. The actual file name is an encrypted file name generated when the file is stored in the repository.

Those documents can now be:

  • Indexed for search
  • Entered into external workflows
  • Categorized into categories for retention and disposition
  • Accessed via the WebCenter web browser UI, desktop tools, or mobile app
  • Integrated into external applications and tools via native APIs and web services 
The best part? WebCenter is easy to install and configure with Primavera!
  1. Install WebCenter
  2. Create six custom metadata fields for data that comes from Primavera
  3. Enter WebCenter’s connection information on the Primavera “Repository” tab
If you want to enterprise-grade document management and retention to supplement your instance of Primavera, start with Oracle.

Thursday Oct 01, 2015

My Journey from Content Administrator to a Solution Consultant and the Lessons Learned

Guest post by Scott Smith, Redstone Content Solutions

I had the opportunity, about eight years ago, to transition into a role where I was administering Oracle WebCenter Content installations. I learned a lot over the next several years about Oracle, and their partner community.

When I first became our company’s Oracle WebCenter Content Administrator, we had four production servers (clustered into two – two server domains) running WebCenter Content 10g. As of one year ago – there are ten servers (clustered into five – two server domains) running WebCenter Content 11g.

We expanded the number of content items from just over 320,000 to more than 7,000,000 and Oracle WebCenter allowed us to scale easily. Oracle and an Oracle partner helped us through the growth transition.

This growth resulted in some challenges to ensure that the system was always running at its peak capability. As the system expanded to accommodate new functionality and metadata requirements, the need to rebuild the Oracle WebCenter Content index became a daunting task. With regular index rebuilds, the search speeds were acceptable, but not always optimal. We never considered an alternate platform since we knew that we were running the most robust and easily configurable system on the market. We had to learn to manage the expectations for how often we could rebuild the index and what could be expected in terms of search speed from complex searches.

As my career has transitioned and progressed, today I find myself “on the other side” of the fence. I have indeed joined the world of consulting with the very Oracle partner I had come to rely on in my "previous" life.

I now find myself in the position of being envious of those system administrators we serve today. The current release of Distributed Index (DI), from Redstone Content Solutions, has eliminated the need to manage expectations related to index rebuild and search times. Distributed Index integrates with Oracle WebCenter Content (it has been designated by Oracle as an Oracle Validated Integration). DI is an integration that allows an Oracle WebCenter Content Administrator to define and build multiple indexes against their content repository. These indexes can be distributed across hardware that is independent from the current Oracle WebCenter Content architecture. This further reduces search times and index rebuild times.

Some of the features and benefits include:

  • Faceted search
  • Ability to set-up multiple/individual indices based on profiles (See Image)
  • Horizontal and vertical scalability
  • Multi-threaded rebuild
  • Add and search content during a rebuild
  • Create and build an index without restarting the content server
  • Robust administrative page for maintenance of indices
    • Provides real-time feedback on status of an index and ETA on rebuild completion (See Image)
As my career continues to progress, I am excited about the possibilities that exist. I can help companies progress beyond what they thought was possible. They can continue to expand their use of Oracle WebCenter, and the tremendous functionality that it offers. The ability to provide support and solutions that bolster the return on investment for Oracle WebCenter customers is just one of the many reasons why I see a bright future in our partnership with Oracle.

Do not forget to utilize those partners who have experience and can help guide you with proven services and solutions that can smooth out those little bumps on the road to success.

To learn more about Redstone Content Solutions and Distributed Index, please follow the links below, or join us at Oracle OpenWorld 15 where we will be co-hosting this year’s Oracle WebCenter Appreciation Event.

For more details on the event and how to register, please see here.

You can also leverage the following resources to dig deeper into the combined solution:

Emerson Live Webcast Recording

Distributed Index in Action Demo

About the author:

Scott Smith is a WebCenter Consultant with Redstone Content Solutions. Scott has held a number of positions over his 30+ year career. Most recently, before joining Redstone, he spent 10 years with School Specialty Inc., where he was a Project Manager, Business Analyst, ETL Specialist, and Content Engineer.

Tuesday Jul 28, 2015

Breakthrough Solution for A/R and A/P Automation

Breakthrough Solution for A/R and A/P Automation

Webcast Scheduled July 30th @ 2:00 PM EST | Register

  • Do you need to expedite your A/R Cash Receipt processing and reduce Days Sales Outstanding?
  • Are un-applied payments affecting closure of your accounting period and impacting your cash flow?
  • Are your paying through your nose to process check information through your bank?


Join this complimentary session from Oracle and KPIT to learn about an exciting new solution that is providing Complete Automation and Real Time Visibility to your A/R Cash Receipt process.

KPIT offers an integrated imaging and workflow solution for your Oracle ERP for A/R Cash Receipt Processing called the Accounts Receivable Solution Accelerator

You will Learn How to:

  • Improve your A/R Cash Receipt Processing through automated capture & entry of bank remittance information
  • Automate exception handling (e.g. short payments) through automated workflows
  • Maximize user productivity by minimizing manual data entry
  • Speed payment application through configurable payment application rules
  • Improve visibility into your un-applied cash and process bottlenecks
  • Use business rules to generate appropriate notifications to customers
  • Reduce steep bank charges by avoiding lockbox processing services
  • Avoid heartburn by achieving timely closure of your accounting period
  • Reduce Days Sales Outstanding (DSO) and improve Cash Flow

Do not miss this opportunity. This is the first time a solution like this that has been offered on Oracle Technology! Register now!

Wednesday May 06, 2015

Live Webcast with Oracle CIO, More: Introducing Documents Cloud Service

In case you missed it last week, we are gearing up for a live video webcast that is a powerhouse of executives offering a 360-degrees perspective on Oracle Documents Cloud Service - an enterprise grade cloud file sharing and collaboration service. Find out about the current state of the industry,the gaps this solution addresses and what that means to both LoB users and the IT wihin your enterprise. Hear directly from IDC's Program Vice President, Content and Digital Media Technologies, Melissa Webster on the current state of EFSS and why there is a need to broaden the requirements of a solution. Oracle Vice President, Scott Howley will host the discussion with Oracle senior product management executives on product strategy, vision and the value it provides to LoBs like marketing. And don't miss Scott's discussion  with Oracle CIO, Mark Sunday on Oracle's strictest requirements of cloud solutions and in-house use of Documents Cloud Service. Our customer, TekStream Solutions will  also share their take on real world requirements of an enterprise grade cloud content sharing solution.

Register today for the live webcast and get your questions answered live by the executives. And if you are on social media, connect with us using #OracleDOCS

Webcast: Introducing Documents Cloud Service
Date/Time: Wednesday, May 13 at 10 am PT/1 pm ET
Your evite awaits.

See you online on May 13 at 10 am PT/ 1 pm ET.


Tuesday May 05, 2015

Cloud Content Sharing and Collaboration Use Cases in an Enterprise

We are gearing up for the big executive video webcast on Documents Cloud Service featuring Oracle Chief Information Officer, Mark Sunday, IDC Program Vice President for Content and Digital Media Technologies, Oracle Product Management executives including our webcast host and Vice President for Oracle Middleware, Scott Howley interviewing David Le Strat who drives product management for WebCenter and BPM, and Alexander Hooshmand, Vice President for Oracle Marketing Cloud. Don't forget to register for the live event, "Introducing Oracle Documents Cloud Service" scheduled for Wednesday, May 13 at 10 a.m. PT/ 1 p.m. ET.

As we do that, thought I would share with you a recent feature that was published in Oracle Fusion Middleware Newsletter, April edition that delves into common use cases that we come across industries and lines of businesses around cloud document and file sharing and cloud collaboration. Take a look and give us your thoughts on how these align with what you are seeing within your enterprise, whether you are in IT or with marketing, sales, services, HR, finance or other division.

Cloud Computing Use Cases: Oracle Documents Cloud Service

Cloud computing—software as a service, platform as a service, and infrastructure as a service—is an undisputed game-changer in the corporate world. But with so many different cloud options, it can be complicated to align them with possible real-life scenarios. Here’s where use cases come in handy. In this series of articles, the Oracle Fusion Middleware Newsletter will illustrate how various aspects of cloud computing work within a business setting. For this issue, we’re looking at Oracle Documents Cloud Service.

“One of the reasons that cloud-based file-sharing services are so popular is that they address a universal challenge. Every employee, regardless of their role, needs a secure way to share files for work collaboration,” says Oracle Vice President of Oracle Fusion Middleware Product Management Scott Howley. “In addition, today’s digital workplace requires a 24/7 access to work content from anywhere on any device.”

Use Case 1: Coordinating with Business Partners
Today, internal business functions work with a variety of outside partners—think, for example, of a project in which marketing collaborates with an outside agency on deliverables. “You need to be able to collaborate and share files in real time, but without jeopardizing confidential information such as a press release that could impact stock prices,” says Howley. With Oracle Documents Cloud Service, you have the convenience of collaborative access without the risk associated with consumer products. Enterprise encryption, auditing, tracking, permission controls, and automatic backups keep your information safe.

Use Case 2: Fostering Sales Collaboration
Sales teams often work under deadline, such as when creating a detailed customer request for proposal, a process that involves quickly changing versions that must be instantly shared with both internal and external parties. Additionally, the final output likely needs to be tied back to an opportunity ID in the organization’s CRM system. With Oracle Documents Cloud Service, automatic versioning and syncing ensures version integrity, and its ability to integrate with other Oracle Cloud services such as Oracle Sales Cloud means CRM opportunities won’t get lost.

Use Case 3: Support for Mobile Field Workers
Companies must ensure that mobile or field-site workers can easily and safely access documents—even those with sensitive company information—via a wide variety of devices, from smart phones to tablets and laptops. Oracle Documents Cloud Service provides that flexibility with native support for iPhones, iPads, and Android mobile devices, along with desktop sync for both Mac and Windows computers. Moreover, the ability to embed a user interface in applications, portals, or sites ensures that content can have limitless expressions as work dictates.

“As these use cases show, smart organizations want more than just a standalone file sync and share solution,” says Howley. “They want enterprise-grade security, control, and integration for cloud content sharing.”

To learn more about Oracle Documents Cloud Service, register today for the Oracle Documents Cloud Service executive webcast featuring Oracle CIO Mark Sunday and visit cloud.oracle.com/documents for more information.

Wednesday Apr 29, 2015

Oracle CIO, IDC, Other Executives Discuss Cloud File Sharing - Don't Miss

Webcast: Introducing Oracle Documents Cloud Service

Driving Improved Productivity and Collaboration for Sales, Marketing, Customer Experience and Operations

A recent survey shows that 89 percent of business managers believe their employees need 24/7 access to core business systems to implement their business strategy. But are current file sync and share solutions up to the mark?

Join Oracle Chief Information Officer and SVP, Mark Sunday, Senior Oracle Product Management and customer executives for a live webcast on Documents Cloud Service – an enterprise-grade, secure and integrated cloud-based content sharing and collaboration offering from Oracle. Find out how your organization can standardize on a corporate/IT-approved cloud solution while meeting the varying business needs of Marketing, Sales, Customer Service, HR, Operations and other departments.

Learn how Oracle Documents Cloud Service is uniquely positioned to:
  • Power anytime, anywhere secure access across Web, mobile and desktop
  • Mobilize enterprise content without creating information silos
  • Drive enterprise-wide collaboration with IT-sanctioned security and controls
Register Now for this webcast.
Register Now

May 13, 2015
10:00 AM PT
/ 1:00 PM ET
Featured Speakers:

Mark Sunday
Chief Information Officer and Senior Vice President, Oracle

Judd Robins
Executive Vice President, TekStream Solutions

Melissa Webster
Program Vice President Content and Digital Media Technologies, IDC
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Thursday Mar 05, 2015

5 Things You Should Know About Documents Cloud Service

Over the last few months, we have been discussing the newly released Oracle Documents Cloud Service. We have provided a high level overview of the offering, ran a series of posts for an in-depth discussion into DOCS easy and intuitive administration, a discussion on mobile enablement and most recently on how Documents Cloud Service makes it easy for application developers. While you may have already picked on these, today we will discuss the five things you should know about Oracle Documents Cloud Service.

  1. Documents Cloud Service is a secure cloud store, share, access solution for your enterprise needs

    With Documents Cloud Service, you can store the documents in cloud extending enterprise security controls to documents whether they are in rest or in transit. You can also share these documents for work collaboration both within the organization and with approved external users, with granular controls defined to maintain document control. You can also access these files from anywhere, using any device – your desktop, a web browser on a different machine/device or on your mobile phones and tablets.

  2. Documents Cloud Service offers the user experience of consumer-grade file sharing solution but security of an enterprise-grade solution

    Oracle Documents Cloud Service lets you quickly and easily share information without risking company’s critical business assets and information. Anything you store in Oracle Documents Cloud Service is available to you wherever you are with whatever device you have available. That means you can work with the devices you’re comfortable using—a web browser or mobile app, anytime, anywhere, worry free.

  3. Documents Cloud Services allows you to mobilize enterprise content

    Too often, organizations end up with multiple copies of important files, with no clear understanding of where the master copy resides or with information silos leading to not just security and compliance concerns but also fragmented information which may lead to costly mistakes in decision making. Businesses need contextual information wherever, whenever and a hybrid ECM solution with Documents Cloud Service tightly integrates with existing ECM systems of record and enterprise business processes, so that users can easily leverage the organization’s content assets and avoid information fragmentation and security risks.

  4. Documents Cloud Service enforces corporate security and IT controls

    With Oracle Documents Cloud Service, you have the convenience of collaborative access without the risk associated with consumer-grade products. Enterprise encryption, auditing, tracking, permission controls, and automatic backups keep your information safe. Your data and documents are completely isolated and secure, with separate database schemas and identity domains for each tenant. For additional security, Oracle Documents Cloud Service supports strong encryption, both at rest and in transit.

  5. An accompaniment of SaaS, Documents Cloud Service is a Platform as a Service (PaaS) offering from Oracle

Documents Cloud Service offers the convenience and the user experience much like a business application but it offers the added advantage of being a platform service that enables application developers to extend and customize their cloud, on-premise and custom apps using Documents Cloud Service. You can easily embed the Oracle Documents Cloud Service web interface into your custom applications so your team can manage their folders and documents directly within the context of their existing tasks. This will enable a seamless UI experience with collaborators having access to contextual information anywhere, anytime. We had touched on this aspect in our last post as well.

As you know, there is so much more to collaboration than simply cloud file sharing and that is why Documents Cloud Service is Oracle’s enterprise-grade offering to solve a business challenge that requires more than just commodity file sharing.

For more information visit our website

Tuesday Mar 03, 2015

Using Documents Cloud Service PaaS to Accelerate Product Development

by Victor Owuor, Senior Director, Oracle Documents Cloud Service Product Management

Many applications have to manage documents or images in addition to solving the business problems that they target. For example, a marketing campaign manager may want to drop in the very latest marketing brochure in a campaign she is running; a document that is constantly being updated by the marketing team. In general, users have certain expectation about what they should be able to do with the documents. They may want to:

  • Upload the documents from their desktop by simply dragging to specific folder. They would expect some sync client to push the document to the relevant location associated with the application.
  • Access the documents from their mobile application or from a different computer workstation or via the Web.
  • Easily but securely share the documents with other users, either within or external to their organization for work collaboration.
  • Have the documents available even when offline

Whether you are using a Cloud, on-premise or a custom application, application developers do not have to develop these capabilities from scratch. Documents Cloud Service is a Platform-as-a-Service offering from Oracle that can be easily leveraged with Oracle SaaS, on-premise and any third party applications. Oracle Documents Cloud Service provides a platform that developers can use to expose those features quickly with minimal development effort. Developers have a choice between:

  • Iframe Embedding - Embedding the Document Cloud Service HTML interface within their application to surface the document capability. This approach does not require you to implement a user interface to the Document Cloud Service and automatically surfaces all features the Service in your application.
  • API - Surfacing Document Cloud Service within the user interface of their application by making web service calls to the Document Service API. This approach allows you to create a custom user interface that is tailored to your specific application.

Additionally, developers may use Applinks to leverage the same user credentials for Oracle Documents.

This article will focus on Iframe Embedding. We will address the API in a future article.

Iframe Embedding

You can embed the Oracle Documents Cloud Service interface in an inline frame (IFRAME tag). When you do that, you may want to remove the default branding and other aspects of the user interface. You can do that by adding “/embed” to the URL of the page that you would like to embed.

For example, the top level folder URL in the standard interface is as follows:


If you change the URL as follows, you will get a user interface that is better suited to embedding.


You can embed that iframe within your application as follows:

<!doctype html>



<title>IFRAME DEMO</title>



<iframe src="http://docs.oracle.com/cloud/latest/documentcs_welcome/WCCCD/odcs-embed.htm#WCCCD3791" width="100%" height="300">

<p>Your browser does not support iframes.</p>


<iframe src="https://www.example.com/documents/embed/home/nameasc" width="100%" height="300">

<p>Your browser does not support iframes.</p>




Here is another example to show how you can embed the preview of a file.

The file preview URL


To get to the embed view for Preview, just add “/embed” into the URL e.g.


You can find more help on the help on how to embed the Web UI here.

And for more information and materials on Documents Cloud Service, visit us here. Until the next time!

Friday Feb 20, 2015

Partner News: Portal Architects Release New Connector to Enable Hybrid Storage

Portal Architects, Inc., the creators of SkySync, announced this week the release of a new connector for Oracle WebCenter Content. The new SkySync connector, along with the existing SkySync Oracle Documents Cloud connector, enables organizations to tightly integrate any existing on-premises or cloud content storage systems with Oracle WebCenter Content or Oracle Documents Cloud Service quickly.

SkySync provides bi-directional, fully-synchronized integration across Oracle WebCenter Content on-premises and Oracle Documents Cloud Service, providing organizations the ability to leverage both on-premises content management solution as well as the enterprise grade document sync and sharing solution in the cloud. That means, no content islands or silos, comprehensive security and the ability to leverage your existing investments in content management infrastructures.

Here is a quick video from Portal Architects to show how it all comes together. 

Thursday Feb 19, 2015

Throwback Thursday: Middleware Newsletter Feature on Documents Cloud Service

Originally Published in Middleware Newsletter November 2014

Introducing Oracle Documents Cloud Service

The digital economy runs on a constant flow of information, and smart companies know that limiting access to information reduces the ability to make split-second decisions that drive competitive advantage. The challenge is to provide access to files for people constantly on the move, simply and without compromising security.

Solving that challenge is the driver behind Oracle Documents Cloud Service, announced at Oracle OpenWorld 2014.

"We wanted organizations to be able to sync and share files with the same simplicity found in consumer-oriented services, but with enterprise-grade security and ease of integration with their existing IT infrastructure and applications," says Oracle's Senior Director of Product Management David Le Strat.

Oracle Documents Cloud Service is organized around four key concepts.

  • Simplicity. Collaboration is an organic, intuitive process that succeeds best with tools that help processes unfold without imposing technical restrictions. Oracle Documents Cloud Service is available to you wherever you are, using whatever device you have handy. That means you can work with the tools you're comfortable using—a web browser or mobile app—without any special training.

  • Security. Enterprises cannot risk security vulnerabilities with mission-critical information. Oracle Documents Cloud Service provides enterprise-grade security. Enterprise encryption for files at rest or in transit, secure sharing with auditing, tracking, permission controls, and automatic backups keep your information safe. Your data and documents are completely isolated and secure, with separate database schemas and identity domains for each tenant.

  • Ubiquity. With support for iPhone, iPad, and Android mobile devices, along with desktop sync for both Mac and Windows computers, it doesn't matter how you access your documents. The service is always available, anytime—for you and everyone you collaborate with.

  • Integration. Oracle Documents Cloud Service has been designed with a rich set of APIs for integrating and extending business applications and processes with content collaboration. "For example," says Le Strat, "you can embed the Oracle Documents Cloud Service web interface into your business applications, letting your team manage their content directly within the context of existing tasks."
The ability to easily and securely access files and collaborate on business initiatives is a key underpinning to enterprise agility. With Oracle Documents Cloud Service, you can support the nimble business while still maintaining vital IT control and security.

Visit the Oracle Documents Cloud Service resource pages to view an e-book and access more information, including demos, data sheets, videos, and an FAQ.

Tuesday Feb 17, 2015

Driving Productivity with Documents Cloud Service Powerful Mobile App

Author: Mark Paterson, Director, Oracle Documents Cloud Service Product Management

More and more users are relying on their mobile smartphones and tablets to continue working outside of the office. We want to help businesses--large and small--achieve flexibility and agility in the way their users can work for maximum productivity and success, anywhere at any time.

For users who rely on access to content this means giving them the means to browse all the content they have access to, ability to easily search for material, ability to discuss and act on content, and the ability to take content offline directly on their mobile devices.

Oracle Documents Cloud Service (DOCS) offers mobile users apps for both iOS and Android.

A Quick Look at Key Mobile Features:

Oracle Documents Cloud Service allows you to:

o Easily access, view and manage your files on your mobile device

o Take content offline, ensuring that you always have access to your most important files

o Upload pictures, documents and videos to quickly sync across devices and share with others

o Share folders with other colleagues directly from your mobile device

o Create public links that can be set to expire on a given date or protected with an access code

o Reserve files you are editing to avoid conflicts

o Open, review and edit files from other apps installed on your mobile device

o Set a Passcode for your application

· It is worth noting that all content is encrypted during transmission and when downloaded to your mobile device local storage.

Today’s post focuses on maximizing the protection of your enterprise’s content by ensuring you use of application level passcode protection

Setting a Passcode

Much like our security codes on mobile devices, Passcodes are four-digit numbers that you set to lock the app when you're not using it.

If you leave your device unattended and don't return within a specified time, you must enter the passcode. This helps to prevent unauthorized access to the app if your device is left active where others could use it. After five unsuccessful attempts, any content you have stored locally will be wiped from the device.

On iOS:

1. Swipe the Browse screen to the right to show the navigation panel.

2. Tap to access your settings.

3. Tap Passcode Lock in the Security section.

4. Tap Turn Passcode On.

5. Enter the four digits to use as a passcode. Enter the digits again for confirmation.

6. Tap Require Passcode and choose the amount of time that has to pass before you need to enter the passcode. For example, if you choose After 1 minute, then you leave the app and return after more than one minute, you have to enter the passcode to use the app again.

On Android:

1. Tap to open the navigation panel, then tap to access your settings.

2. In the Security section, tap Enable Passcode.

3. Enter the four digits to use as a passcode, then re-enter the digits to confirm.

4. Tap Prompt for Passcode and choose the amount of time that has to pass before you need to enter the passcode.

Oracle Documents Cloud Service, thus, enables you to securely share and store your files using your mobile device anywhere, everywhere.

Hope you enjoyed this post. We will continue to explore the myriad of things you can do directly from your mobile device using Oracle Documents Cloud Service. Meanwhile, if there is a particular topic you would be interested in, do let us know.

Thursday Feb 05, 2015

A Primer on Oracle Documents Cloud Service Administration - Part 3

by Thyaga Vasudevan, Senior Director, Oracle WebCenter Product Management

All this week, we have been covering quick tips on how to get started with Oracle Documents Cloud Service (DOCS) administration. In my first post in the series, I shared how you can easily add a user or a group of users to  DOCS. The second post focused on assigning user quota and how to reset a user's password. In this final post in the series, we will take a look at how to create a Public Link to securely share with external collaborators. We would also discuss how to monitor system usage to optimize services and savings.

And remember, while this is a final post in THIS series, there is much to discuss and discover. So, stay tuned for our next installment and in between, if you have a hankering for more Oracle Documents Cloud Service, don't forget to visit our website loaded with comprehensive demos and materials and catch us at an Oracle Cloud Day near you. For your desk viewing, we now also have the replay of Oracle Cloud Platform Online Forum available.

In the meantime, here we go on to the next two tips on DOCS administration.

Tip 4. Public Link Policy

As an administrator, you definitely want your end-users to be more productive by getting the most out of the Documents Cloud Service. You also want to ensure that security of documents is maintained.

Creating public links is a very easy way for end-users to create a link to a file / folder and share it externally. Using the admin console, you set policies to enable / disable public links for files/folders by following these steps.

1. Open your web browser and sign in to Oracle Documents Cloud Service as an administrator.

2. Open your user menu in the top right corner and click Administration.

3. Select System-Wide Settings from the left menu.

4. Enable public links to files and folders by clicking Yes.

5. Define the default role for public links. You can choose from Downloader or Viewer.

Tip 5. Monitor System Usage

We know how important it is to have a pulse on how well the Document Service is being used within your organization. Also, as an administrator, you want to have complete insight into the state of the service.

Oracle Documents Service provides a rich dashboard which has a wealth of information. To get to it, follow the following steps:

  1. Sign in to the My Services Application.
  2. On the dashboard, select the service and click the Overview or Metrics icon on the left side of the page.

As you can see, Oracle Document Cloud Service is fairly intuitive and user friendly. With comprehensive security and user administration features, it is no wonder that organizations are adopting Oracle Document Cloud Service as their enterprise-class Electronic File Sharing System (EFSS). For more information, visit us at cloud.oracle.com/documents and reach out to our technology experts at a Cloud Day event coming to a city near you.

And, of course, we look forward to hearing from you. So, if you have any questions, comments or need more information, do leave us a comment.

Wednesday Feb 04, 2015

A Primer on Oracle Documents Cloud Service Administration - Part 2

by Thyaga Vasudevan, Senior Director, Oracle WebCenter Product Management

I kicked off this 3-part series on Oracle Documents Cloud Service Administration yesterday with my post on tips to Add Users. As we discussed, you could do it one user at a time or do bulk import. In my second post today, we will look at Assigning User Quota and Resetting a User's Password.

Tip 2. Setting User Quota

As an administrator, you want to ensure that you have set the right quota limits for your end users so that they can enjoy the benefits of Document Cloud Service in the most effective way. There are 2 ways to set quota:


  • Open your web browser and sign in to Oracle Documents Cloud Service as an administrator.
  • Open your user menu in the top right corner and click Administration.
  • Select System-Wide Settings from the left menu.
  • Here you can set the default quota per user. Note that this quota will be applied to users that are provisioned later; it does not affect the quota of the existing users.


  • Open your web browser and sign in to Oracle Documents Cloud Service as an administrator.
  • Open your user menu in the top right corner and click Administration.
  • Select User-Specific Settings from the left menu.
  • Here you can change the quota for individual users. Begin entering the user name into the Select User field. Choose the required user from the list and change the quota.

Tip 3. Resetting a User’s Password

One of the common tasks that administrators of SAAS services have to perform is to be able to reset a user’s password. Of course, it is totally possible for users to do this themselves using the “Forgot Password” feature available on the your service login page at https://myservices.us2.oraclecloud.com/mycloud

If you have to reset an end-users password, follow these quick steps

  • Sign in to the My Services Application.
  • Click the Users tab.
  • Select a user from the list, and then click the Action icon to the right.
  • Select Reset Password.

So, there you have it. In my final post in this series, we will look at Setting a Public Link policy to allow outside firewall but controlled usage, as well as How to Monitor System Usage. Until then...

Tuesday Feb 03, 2015

A Primer on Oracle Documents Cloud Service Administration - Part 1

Author: Thyaga Vasudevan, Senior Director, Oracle WebCenter Product Management

At OpenWorld last year, Oracle announced Oracle Documents Cloud Service - an enterprise-grade, secure, cloud based file sharing and sync solution. The November edition of Oracle Fusion Middleware Newsletter ran a feature on it, giving a general overview of Oracle Documents Cloud Service (DOCS). In addition to strong security features and deeper integration with on-premise content management, one of the best features of DOCS is how quickly you can get it running for use. On this blog, time and again, we would try and get deeper into DOCS use cases and feature/functionality. And if there are topics you would like to see covered, please do let us know by leaving a comment.

As an Oracle Document Cloud Service administrator, you want to be confident your organization is getting the most from the service. In this three-part series, I will walk you through five simple tips to get started and get your users on-boarded to the Oracle Document Cloud Service quickly and easily.

My post today focuses on:

Tip 1: Adding Users to Oracle Documents Cloud Service

There are 2 ways to provision users to the Document Cloud service:

Option1. Adding Single User at a Time

  1. Sign in to the My Services application.
    Please note that you can navigate to My Services by signing in to Oracle Cloud from https://cloud.oracle.com/home.
    You can also access the dashboard directly by using the My Services URL, which is dependent on the data center for your service, for example: https://myservices.us2.oraclecloud.com/mycloud

  1. In the My Services application, click the Users tab in the upper right.
  2. Click Add, and then provide first and last name and an email address for the new user, and assign the “Oracle Documents Cloud Service User” role for each user.

Option 2. Bulk Import Users

You can also add users to the service by importing a set of users from a file. Click the Import button. In the Import Users dialog, select a file from your local system that contains attributes as detailed below.

The user file contains a header line, followed by a line for each user to be created. Each user line contains first name, last name, and email address:

First Name,Last Name,Email



Next, you have to assign the Oracle Documents Cloud Service User role to the imported users using the “Batch Assign Role” option.

Clicking on this option will request you to upload a CSV file.

From the Role drop down, select “Oracle Documents Cloud Service User” and click Assign.

The CSV file contains a header line, followed by a line for each user to be created. Each user line contains only the email address.




And there you have it - it's that simple.

In my next post,we will look at Assigning User Quota and Resetting a User's Password.


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« July 2016