This document discusses Fishbowl Solutions' products for automating content management in Oracle WebCenter. It introduces the Enterprise Batch Loader for loading large volumes of content into WebCenter in batches and provides use cases. It also introduces the Workflow Solution Set for simplifying and enhancing WebCenter workflows. Both products help integrate systems, streamline processes, and improve the user experience. Customer examples show how the products have saved time and labor hours in content loading and management.
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Fishbowl Solutions Enterprise Batchloader and Workflow Solution Set Webinar
1. WHAT VERSION OF ORACLE
WEBCENTER CONTENT IS YOUR
ORGANIZATION USING?
Poll Question
2. Integrate and Streamline the
Management of Enterprise Content
within Oracle WebCenter
Fishbowl Solutions
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3. Agenda
• Fishbowl Solutions Overview
• Business Problems
• Product Overview
– Enterprise Batch Loader
– Workflow Solution Set
• Use Cases
• Summary
• Questions
4. About Fishbowl Solutions
Experience
• Over 700 projects since founding in 1999
• Oracle “Gold” Partner
• Oracle “Public Sector Pillar Partner”
Expertise
• Portals and Content Management
• Enterprise Information Management
• Business Process Automation
Customer Successes
• Across verticals
Award Winning
• Forrester Groundswell Award - Mobile App
• Oracle Excellence Award
• Enterprise 2.0 Blazer
• 2009 ECM Architect of the Year
9. Many Options for Loading Content
• Ad-Hoc – Single or few items
– Digital assets
– Drag and Drop, Preview, Tag
• Ad-Hoc – Multiple items
– Browser-based
• Systematic Scheduling
– Run as a service
Web-Based
Batchloade
r
10. Batch Load Features - Comparison
Feature Oracle Batch Loader Enterprise Batch Loader
Easily load thousands of
documents X X
Batch-loaded files enter
workflow X
Can run on an external
server X
Watches folder for items
in check-in X
User interface to specify
metadata X
11. Business Problems – Integrating Content
• Disconnected data
sources
• Multiple system access
• Delayed decisions
• Content silos
12. Customer Success: Manufacturing
Customer Profile:
• Control valve and regulator manufacturer
• Long-time Oracle WebCenter customer with hundreds of
thousands of documents
Business Problems:
• Multiple content check-in processes required programming
• Content check-ins occurred one at a time requiring many hours to
complete
• Difficulty synching database data with WebCenter metadata
Benefits with Enterprise Batch Loader:
• Saved labor hours by eliminating the programming required to
load content into WebCenter
• Content is more readily available as batch loads occur more
frequently
• Check-in triggers provide immediate data updates
13. Enterprise Batch Loader: Overview
• Content Migration
Component
– Standalone pre-processor
• Workflow Injection
• Enterprise Business System
Integration
– Metadata mapping
• Consolidate and Centralize
Enterprise Content
• Use Cases:
• ERP Integrations
• CAD Integrations
• Large Volume Migrations
• Document Imaging
Consolidate and Batch Load
Information Into WebCenter
14. Use Cases
• ERP Integrations: JD Edwards & PeopleSoft
• Sales report distribution
• Profit/Loss statements
• CAD Integrations:
• Drawings to PDF
• Large volume content migrations:
• File share to WebCenter
• Third-party ECM to WebCenter
• Document imaging:
• Hard copy conversion (TIFF to PDF) for
documents requiring wet signatures
15. How Enterprise Batch Loader Works
1. Pre-processor watches directory for files
2. Pre-processor reads the contents of the
file and parses to create a Batch Load File
3. Enterprise Batch Loader takes appropriate
action – reads metadata and performs check in
1 2 3
16. Additional Features
• Enterprise Batch Loader
– Throttling
– Scheduling
– Emails administrators upon errors
– Supports WebCenter Content 7.5,
10 and 11g
17. Enterprise Batch Loader – Business Benefits
• Centralize repository
• Minimal administration
• Configurable
• Increase time to value for Oracle
WebCenter Content
18. Customer Success: Manufacturing
Customer Profile:
• Manufacturer of medium and high voltage electrical equipment
for the utility and industrial markets
Business Problems:
• Manual, delay-prone process for maintaining hard copies of
drawings
• No self-service access to drawings by different user groups
• Integrations needed for two different CAD systems, including
metadata updates
Benefits with Enterprise Batch Loader:
• Return on investment achieved within one year
• Save about 200 hours per year just loading content
• Reduced delays and version control errors
19. WHAT IS YOUR ORGANIZATIONS
BIGGEST CHALLENGE WITH WEBCENTER
CONTENT WORKFLOWS?
Poll Question
21. Types of Workflow
• Business Process
– Oracle BPM and BPEL
– Invoice approvals
– Time and Expense approvals
• Content-Based
– 1, 2 or 3 steps
– Press release approvals
– Capital Expenditure Requests
23. Business Problems – Workflow Automation
• Complex
• Non-comprehensive
audit trails
• Limited view into
process steps - email
• Inability to fully
leverage workflow
capabilities
24. Customer Success: National Newspaper
Customer Profile:
• Large newspaper in the United States
• Needed a better way to track and record all documents
associated with Capital Expenditure Requests (CERs)
Business Problems:
• Review process was not visual enough so it took reviewers a
long time to approve, edit, or reject documents
• CER forms and related documents could not be searched for in
WebCenter making it difficult to find approved CER forms
Benefits with Workflow Solution Set:
• Dashboard provides quick view into process steps
• Users can attach related documents, see and participate in
discussion threads, and are provide next-step options
• Search interface where users can search on metadata
• Reduced the burden on IT, and reduced the amount of time
executives spend on deciding how and where to spend money
25. Workflow Solution Set: Overview
• Value-Add Workflow
Component
• Simplified Workflow
Interface
• Nine Combined Components,
Sample Tokens and Scripts
• Streamline Implementations
and Improve User Experience
• Features:
• Workflow History
• Workflow Search
• Workflow in Queue
• Approve with Comments
• Custom Email Notifications
• Update Release Date
• Review Pane Customization
• Accept/Reject In Email
• Workflow Timeout Helper
Simplify and Enhance
WebCenter Workflows
30. Additional Features
• Workflow Solution Set:
– Custom email notifications
– Update release date
– Review pane customization
– Accept/Reject in email
– Workflow timeout helper
31. Workflow Solution Set – Business Benefits
• Extend capabilities
• Enhanced experiences
• Increased insight
• Realize the full power of
WebCenter Content workflows
32. Customer Success: Manufacturing
Customer Profile:
• Manufacturer of medium and high voltage electrical equipment
for the utility and industrial markets
Business Problems:
• Non-conformance issues take weeks to resolve
• Paper-based process was slow but provided familiarity across
company
• Limited visibility into complete process causes inability to measure
Benefits with Workflow Solution Set:
• Non-conformance issues resolved in days instead of weeks
• Electronic forms emulated paper forms, and upon check in,
immediately trigger workflow
• Complete audit trail of workflow activity
33. Summary
• Enterprise Batch Loader
– Integrate and Automate
– Ensure Access from WebCenter
• Workflow Solution Set
– Extend and Further Leverage
– Reduce complexity
– Enhance user experience
– Streamline management
34. Fishbowl Summer Webinar Series
• Discover Fishbowl's Packaged Tools for Oracle
WebCenter Automation
– September 5th, 12pm CST
• Accelerate Content Access and Updates with
Subscription Notifier for Oracle WebCenter
– Recording
register and recordings:
fishbowlsolutions.com/news/webinars
Our current software and services initiatives for Oracle WebCenter are shown here. We have recently been focused on developing products that provide Oracle WebCenter customers with new ways to contribute content. This includes solutions for Mobile ECM, extending Oracle WebCenter capabilities to iPhone, iPad and Android devices. Additionally, we have products that provide robust batch load capabilities of digital assets and then providing users with interactive ways to tag and group photographs, illustrations, and other creative assets. And our SharePoint connector provides users of both SharePoint and Oracle WebCenter Content with that desired SharePoint front-end collaboration and content contribution backed by the power of Oracle and finally the topic of today’s discussion the Google Search Appliance connector to enable WebCenter customers to harness the power of Google Search within WebCenter Content.
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WebDAV is an open standard that enables Windows-Explorer-like contribution of content into the Content Server. Cost: Conributor license – no client installation.All Metadata WebDAV ClientEnhanced functionality over the standard WebDAV – including, more metadata displayed, images that show status – like Checked out, ability to syndicate data for offline usage – like on a laptop. Cost: Conributor license – client install required.Manual CheckinThis is the most common way to maintain content on a day-to-day basis. The main method for single pieces of content. Cost: Contributor License
This true/false field turns on and off throttling in EBL. If set to true, EBL will query the content server before doing any actions to see if the number of work in progressitems that exist in the content server exceed the maxItemsAllowedInQueue value. If so, EBL will sleep for the amount of time specified in the sleepTimeInSecondsconfig before trying to perform another action. If the work in progress items that exist in the content server are fewer thanthe maxItemsAllowedInQueue config value,the action (checkin/update/delete) performs normally. Ex: doThrottle=true
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Fishbowl Solutions met with the customer to understand their current CER process and what they wanted out of a new process. To provide the best solution, Fishbowlre-architected the system to improve ease of use, and to better leverage the full capabilities of UCM. To better define the CER workflow process and notification ofreviewers, Fishbowl leveraged their Workflow Solutions Set component that extends UCM out-of-the-box workflow capabilities. To bring the workflow process together inan easy to use interface, Fishbowl created a dashboard view for the CER forms and workflow. The dashboard view allows users to see where the form is in the workflow process, attach related documents to the workflow, see and participate in in-line discussion threads, and provide options around approving, rejecting, or withdrawing the CER form from workflow. All CER forms and their workflow revisions are then made available in UCM and can be found through search. To make searcheven easier for users, Fishbowl created a CER search interface where users can search on metadata associated with CERs. Fishbowl also re-designed the search results interface toencourage easier viewing for users. This new CER process has reduced the burden on IT, and reduced the amount of time executives spend on deciding how andwhere to spend money. An additional benefit is that the Treasury department can quickly report on where money is being spent because all of the information is stored in one repository (UCM). Overall, the new CER process has helped the organization save time, and money.