how to implement a single folder - multiple authors scenario (nw2004).zip

8/12/2019 How to Implement a Single Folder - Multiple Authors Scenario (NW2004).Zip

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How-to Guide

SAP NetWeaver 04

How ToImplement a SingleFolder MultipleAuthors ScenarioVersion 1.00 January 2006

Applicable Releases:

SAP NetWeaver 04 SP Stack 14


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Copyright 2006 SAP AG. All rights reserved.

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1 Scenario ..................................................................................................................................22 Result ........................................................................................................................................23 Preliminary remarks and assumptions ......................................................34 Restrictions .........................................................................................................................35 The Step By Step Solution .......................................................................................5

5.1 Overview.......................................................................................................................55.2 Deployment of the scenario PAR file ...................................................55.3 Configuration of the scenario ....................................................................65.4 Usage of the scenario .......................................................................................9

6 Extending the scenario ...........................................................................................13 7 Removing the scenario............................................................................................14 8 Change Log.........................................................................................................................14


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1111 ScenarioScenarioScenarioScenario

In your company, each author in each department probably stores his or her documentation in

a separate folder. In order to reduce the administration effort, you would like all the authors ina department to store their documents in a single folder.

By default, an author currently has read and write access to all documents in the folder if this is

consistent with the entries in the access control list (ACL) for the document .

A problem could occur in the use case described above, since in some cases you might not want

all authors to have write access to all documents in the folder.

A workaround could be for authors to set the entries in the ACL manually after creating the

document. This approach might be suitable for a small number of documents, but it would be

preferable for the entries to be set automatically for a large number of documents.

This guide describes how to implement such a function. It describes how the standard isenhanced to automatically set the ACL entries, permitting only the author who is document

owner to edit the document. No other authors are allowed to edit the document.

Access to the documents is restricted using the ACLs provided by the KM Repository

Framework. Access to folders and documents through the framework, for example by a

WebDAV client, therefore take the ACLs into consideration.

In addition to a detailed description, this guide includes the Java-based implementation.

The scenario implementation together with the coding is providedThe scenario implementation together with the coding is providedThe scenario implementation together with the coding is providedThe scenario implementation together with the coding is provided asasasas----isisisis. The coding. The coding. The coding. The coding is notis notis notis not

included inincluded inincluded inincluded in the standard SAP delivery,the standard SAP delivery,the standard SAP delivery,the standard SAP delivery, andandandand no support cno support cno support cno support canananan bebebebe requestedrequestedrequestedrequested.... AnyAnyAnyAny questionsquestionsquestionsquestions orororor

commentscommentscommentscomments should be postshould be postshould be postshould be posted to theed to theed to theed to the forumforumforumforum Knowledge ManagementKnowledge ManagementKnowledge ManagementKnowledge Management and Collaborationand Collaborationand Collaborationand CollaborationononononSDNSDNSDNSDN....

You must use NetWeaver 04 SPS14 or higher.

2222 ResultResultResultResult

After deploying and configuring the scenario components, a KM UI command and a KM event

receiver will be available in your system.

In order to use the scenario, you need to deploy the component and perform some

configuration steps. Using a specific command, the scenario can be enabled on folder level.


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Figure 1: Enable the Scenario

The implementation automatically sets the entries in the ACL for all newall newall newall newlylylyly created documentscreated documentscreated documentscreated documents

in such a way that authors have read access and the folder administrator has full control and

permission ownership.

The ACL entries of the folder itself and of all existing documents and folders are not changed.

You can use the scenario as described in this guide.

3333 PreliminaryPreliminaryPreliminaryPreliminary RRRRemarks andemarks andemarks andemarks and AAAAssumptionsssumptionsssumptionsssumptions

Some assumptions were made in order to provide a complete scenario. These assumptions

might not fit your specific needs. Since the source code is delivered, you can adapt the coding to

your needs.We wouldWe wouldWe wouldWe would highly appreciatehighly appreciatehighly appreciatehighly appreciate youryouryouryour sharsharsharsharinginginging youryouryouryour codecodecodecode adaption in the forum of Knowledgeadaption in the forum of Knowledgeadaption in the forum of Knowledgeadaption in the forum of Knowledge

Management & Collaboration on SDN (Management & Collaboration on SDN (Management & Collaboration on SDN (Management & Collaboration on SDN (http://sdn.sap.comhttp://sdn.sap.comhttp://sdn.sap.comhttp://sdn.sap.com) .) .) .) .

The following assumptions are made:

All authors are combined in a specific role. On folder level this role typically has fullcontrol. Other users, such as group Everyone, typically has read permission. The current

implementation only takes a single role into consideration.

A specific user, here called folder administrator, has full control in the scenario folder.This user can also be a member of the author role. If an author is not available, but an

important change needs to be made to a document, the folder administrator can makethe changes or change the ACL so that another author can make the changes. The

folder administrator therefore needs to be a permission owner of the documents created

by the author. The current implementation only takes a single user into consideration.

4444 ResResResRestritritritrictionctionctionctionssss

The implementation is provided as-is, with no warranty for any problems, such as malfunction.

Therefore you are strongly recommended to check the coding for any functionality that might

not meet the security standards in your company.


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It is recommended that you implement the scenario in a test or development system before

using it in a productive portal.

You must use at least the Propertiesrepository service and the ACL security manager since

application properties and ACLs are used in the scenario implementation.


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5555The StepThe StepThe StepThe Step----ByByByBy----Step SolutionStep SolutionStep SolutionStep Solution

The description and screenshots are based on SAP NetWeaver 04 SPS 14.

5.15.15.15.1 OverviewOverviewOverviewOverview

The scenario consists of two steps. First you must deploy the Java package, which is shipped as a

PAR (Portal Archive) file. Then you must perform the configuration. You can use the scenario

after completing both steps.

5.25.25.25.2 Deployment of theDeployment of theDeployment of theDeployment of the SSSScenario PARcenario PARcenario PARcenario PAR FFFFileileileile

As with any PAR file, the PAR file for this scenario is uploaded by the appropriate iView in the

portal.

The terms uploadand deployare used synonymously in this guide.

The next steps describe in detail how to deploy the PAR file.

Remark:Remark:Remark:Remark: DDDDo not deploy the PAR file on your productive system withouto not deploy the PAR file on your productive system withouto not deploy the PAR file on your productive system withouto not deploy the PAR file on your productive system without first havingfirst havingfirst havingfirst having

performed thoroughperformed thoroughperformed thoroughperformed thorough tests on your test system!tests on your test system!tests on your test system!tests on your test system!

1. As a system administrator, navigate toSystem AdministrationSupport

Portal Runtime

In the area Portal Anywhere Admin Tools, click on

the link Administration Console. A screen similar to

the one shown below appears.

Choose Browseand select the PAR file shipped with

this HowTo guide.

Choose Uploadand wait until the upload has finished

successfully.

Remark:Remark:Remark:Remark: You must rYou must rYou must rYou must restart the portalestart the portalestart the portalestart the portal after theafter theafter theafter the

uploaduploaduploadupload!!!!

The below screenshot shows the user interface after

the successful upload.


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The implementation for the scenario is now uploaded on your system and is ready for

configuration.

5.35.35.35.3 CCCCoooonfiguration of thenfiguration of thenfiguration of thenfiguration of the SSSScenariocenariocenariocenario

As mentioned in previous chapter, the next step is to configure the scenario. Chapters 1 and 3

describe the scenario. There are two important parameters: the role of the authors and the user

who should have full access to the folder.These parameters are offered in the configuration. In order to use the scenario as intended, you

must provide a portal role that contains all authors. You can create such a role using for

example the link http://:/useradmin. In this guide, the role

com.demo.authorrole is used.

A repository service, an implementation of the interface of an event receiver, is registered for all

creating events. This means that the repository service in the repository framework notices that

a document was created.

A UI command is provided, allowing you to activate or deactivate the scenario on folder level.

Inheritance is not contained in the implementation attached to this guide.The configuration of the scenario is described below:

1. As a systemsystemsystemsystem managermanagermanagermanager, navigate to SystemAdministrationSystem Configuration

Knowledge ManagementContent

ManagementRepository Services

After successfully deploying the PAR archive,

repository service

com.singlefoldermultipleauthors.ScenarioEventReceiv

er is available.

Click on the link to enter the configuration for the

package.

Choose Newto create a new configuration.

Remark:Remark:Remark:Remark: You may not useYou may not useYou may not useYou may not use more than onemore than onemore than onemore than one

configuration.configuration.configuration.configuration. IIIIn this implementation, only ONn this implementation, only ONn this implementation, only ONn this implementation, only ONEEEEconfigurationconfigurationconfigurationconfiguration isisisis possible.possible.possible.possible.


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Specify the parameters. An example is shown below.

Save the configuration.

Remark:Remark:Remark:Remark: Make sureMake sureMake sureMake sure thatthatthatthat a folder administrator anda folder administrator anda folder administrator anda folder administrator and

an author role exist.an author role exist.an author role exist.an author role exist. A user administrator mustA user administrator mustA user administrator mustA user administrator must

assign the user to the author role,assign the user to the author role,assign the user to the author role,assign the user to the author role, as shown in theas shown in theas shown in theas shown in the

below screenshotbelow screenshotbelow screenshotbelow screenshot....

In this example, users author01 and author02 are

assigned to role com.demo.authorrole.

Repository services can be configured individually for

each repository. The next step is to configure the

repository service for a specific repository. In this guide,

repository /documents is used.

Remark:Remark:Remark:Remark: You mustYou mustYou mustYou must configure at least theconfigure at least theconfigure at least theconfigure at least the PPPPropertiesropertiesropertiesroperties

rrrrepositoryepositoryepositoryepository sssservice on aervice on aervice on aervice on a rrrrepositoryepositoryepositoryepository mmmmanager in orderanager in orderanager in orderanager in order

to use this scenario.to use this scenario.to use this scenario.to use this scenario.

The below screenshot shows the documents repository

with the activated scenario repository service. In this

example it is called HowToGuideDemo.

Save the settings.

Remark:Remark:Remark:Remark: Restart the portal after changingRestart the portal after changingRestart the portal after changingRestart the portal after changing thethethethe

rrrrepositoryepositoryepositoryepository sssservices.ervices.ervices.ervices.


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2. As a system manager, navigate to SystemAdministrationSystem Configuration

Knowledge ManagementContent

ManagementUser Interface

Commands

You must create the scenario command before it can

be used in the layout set. In the list of commands,

choose Newand enter the following values for the

parameters.

Save the settings by choosing OK.

3. As a system manager, navigate to SystemAdministrationSystem ConfigurationKnowledge ManagementContent

ManagementUser InterfaceLayout

Sets

The configuration of the UI command that is used toactivate or deactivate the scenario on a folder is

described below.

In this guide, the standard AdminExplorer layout set

and the corresponding command group are used. This

layout set is available on all portal systems and allows

you to verify the steps in your system.

Select the AdminExplorer, choose

AdminResourceRenderer and then

FolderResourceGroup

AdminResourceCommandGroup. You can also select

the command group directly by navigating to User

InterfaceCommands. However, using the above

procedure makes the relationship between the UI

components clearer.

The above screenshot shows the relationship in the

breadcrumb. Choose Editto add the scenario

command.

Add the alias of the command, here

SingleFolderMultipleAuthorsScenarioCommand, e.g.

at the end of the Command List parameter.

The location of the command corresponds to the

location in the hover menu.In the below screenshot, the command is added to the


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end of list of existing commands.

5.45.45.45.4 UsUsUsUsagagagageeee of theof theof theof the SSSScenariocenariocenariocenario

This chapter explains the usage of the scenario. For example, role com.demo.authorrole is used.Portal users author01 and author02 are assigned to this role. The user administrator is folder

administrator.

The basic configuration of the scenario was defined in the previous chapter. Now its usage is

shown.

1. As a content managercontent managercontent managercontent manager, navigate toContent AdministrationKM Content

Navigate to the folder containing the scenario to be

activated. The previous chapter explained the

configuration of the scenario command for the

AdminExplorer layout set.

In the above screenshot, the scenario for the folder

/documents/Public

Documents/HowToGuideDemoFolder is activated.Confirm the next dialog.

Assign the author role and the folder administrator

permission ownership.

The next screenshots show the configuration settings.


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With the permission owner setting, full control is

automatically set, as shown in the below screenshot.

The scenario is now activated.

You can deactivate the scenario at any time by

selecting Disable Scenarioas shown in the below

screenshot.

In the standard, no entries to the ACL are set during

the creation process and the scenario is disabled.

You can enable or disable the scenario as often as

required.


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2. As user author01author01author01author01,,,, navigate to the folder/documents/Public

Documents/HowToGuideDemoFolder

Create a simple text file in the folder using the online

editing functionality of KM. Navigate to the folder,

choose and select NewText File...

Enter a text as shown in the above screenshot and save

it.

Check the permissions of the document as user

author01.

In the above screenshot you see that the author role

has only read permission. User author01 has full

control and is the permission owner, as indicated by

the grayed out font.


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User author01 is the permission owner as well as the

folder administrator.

3. Log on as author02author02author02author02 and navigate to thefolder /documents/PublicDocuments/HowToGuideDemoFolder

Like user author01, user author02 may also create

documents. He or she may also read all files in andbelow the folder.

This is illustrated by the above screenshot, which

shows the permissions of the document, created by

user author01 in step 2.

Note the grayed out fields in the Permissions column.

User author02 is not allowed to change the permissions

since he is not permission owner.

4. Log on as folderfolderfolderfolder adminadminadminadministratoristratoristratoristrator andnavigate to the folder /documents/Public

Documents/HowToGuideDemoFolder

The folder administrator has the authorization to

change every document.

The above screenshot shows the permissions of the

folder administrator. If, for example, user author02 is

on vacation and user author01 wants to edit thedocument, the folder administrator can change the


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authorizations by giving user author01 full control.

The above screenshot shows the manually added ACL

entries for user author01.

6666 ExtendingExtendingExtendingExtending thethethethe SSSScenariocenariocenariocenario

The scenario as defined in this guide might not meet the requirements of your business case.

Additional functionality might be necessary in order to solve your needs. This chapter describes

some ideas that could be implemented by the community.

Language-dependent textsOne major requirement from your business case might be to offer language-depended

text, for example for the UI command. Of course, this can be done using resource

bundle files, a standard Java technology. However, some parts need to be implemented

for use in the implementation. Documentation is available on the Help Portal and onSDN.

Folder-specific author role and folder adminIn larger companies, separate groups of authors might need to be taken into

consideration. It must therefore be possible to assign author roles for individual folders.

Different ACL entries for owners and/or authorsIn some cases you might need to assign owners read/write permission only after creating

the document .

Document cleansingIn order to avoid a continuously growing number of documents, you are recommendedto introduce a cleansing activity, for example by implementing specific reports which

delete documents that are no longer valid.

The attachment to this guide includes the corresponding NetWeaver Developer Studio project.

In order to use it, extract the archive in your Java workspace and import the project.

After adding the Java KM libraries, you can use the project as a starting point for your

enhancements.

The coding only uses released APIs. Details are available on SDN, for example in the Knowledge

Management forum. You can also find the Javadoc on the SDN and further KM coding in the

KM Code Samples area.


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7777 Removing theRemoving theRemoving theRemoving the SSSScenariocenariocenariocenario

The previous chapters describe the steps required to implement the scenario. In order to remove

the implementation, perform all steps in the reverse order.

The steps are described below:1. Remove the scenario command from any FlexUI component (see chapter 5.3).2. Remove the repository service from any repository manager (see chapter 5.3).3. Delete the scenario service from the ConfigUI of the repository services (see chapter 5.3).4. Remove the portal archive using the Portal Archive Remover (see chapter 5.2) as shown

below.

5. If necessary, change the permission settings of the folders in which the scenario wasused.

8888 Change LogChange LogChange LogChange Log

DateDateDateDate ReleaseReleaseReleaseRelease DescriptionDescriptionDescriptionDescription

January 2006January 2006January 2006January 2006 1.0 First release of the HowTo Guide


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