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Enterprise libraries are a robust way to secure, manage and share content that is accessed by many people in your organization.

In an enterprise library you can set access at the document level, lock documents while editing, and maintain a comprehensive revision history of documents.

You can create and share any number of enterprise libraries and folders or shortcuts within enterprise libraries.

Enterprise libraries provide a secure area in Oracle WebCenter Content to store documents that need to be seen and accessed by many people.

For example, you can create an enterprise library for a project team to use as a workspace for shared documents.

Or a Human Resources department can use an enterprise library as a place to store forms that are used by all employees.

In both cases, many people can access the documents and any changes can be managed by checking documents in and out while tracking revision history.

Uploading documents to an enterprise library offers the following benefits:

■ Available to many people unless you choose otherwise. An enterprise library gives you the ability to control access at all levels: library, folder, and document. Only an enterprise library lets you define different access permissions to different folders or documents in the same library.

■ Full choice of metadata options through profiles and the ability to enter and modify values for all necessary metadata fields.

■ The ability to control changes to documents by checking it out. Checking out a documents locks the document while you make changes, keeping others from accidentally overwriting your changes.

■ The ability to access documents from mobile devices. Enterprise libraries can be easily accessed from an Apple or Android device using the Oracle WebCenter Content mobile app.

■ Ability to share enterprise libraries and folders with others. You can collaborate with others on documents in a shared enterprise library or folder.

You can allow access to individual documents in an enterprise library. This can be done in different ways:

■ By explicitly defining access rights to each document, either as it is uploaded or by modifying the document properties after the documents has been uploaded or revised. For more information on uploading documents.

■ By creating a folder and defining the access rights you need at the folder level, then moving documents into the new folder and propagating the folder access down to the contained documents. For more information on propagating metadata.

Access to documents in an enterprise library can be managed at the document level, but access is controlled initially at the library or folder level.

All documents uploaded into the context of a library or folder use the permissions for that library or folder by default unless an access control list is defined.

Creating an Enterprise Library Enterprise

libraries provide flexible security and comprehensive document management used by an entire organization.

To create an enterprise library:

1. Click Browse on the Find Documents page to display a list of all libraries.

2. Click Create Library.

3. Enter a unique name and description for the enterprise library on the Create Enterprise Library page and click OK.

4. Enter a security group for a library. For information on security groups.

5. Click Finish if done, or continue to set additional options if they are enabled.

6. If configured to use Accounts, click Next to optionally select an account for additional security.

Use of accounts in Oracle WebCenter Content is optional and determined by your system administrator. You can begin typing to filter the list of any available accounts. For information on accounts.

7. If configured to use access control lists, optionally set additional security in the Access Control Lists section.

ACLs must also be enabled by your system administer in order to be available.

Access control lists let you choose who has very specific access to items in the library.

For example, if the authenticated role is set to Read access, everyone with that role has rights to read content.

But you can use an access control list to grant specific people rights to modify the library content, delete it, or even modify the library properties.

8. Once all options are set, click Finish.

To propagate metadata to items in a library:

1. Open the Propagate Metadata window by one of the following ways:

■ Select the library on a results list and choose Propagate Metadata from the More menu in the List toolbar.

■ Right-click a library on a results list or in the Folders list of the side bar and select Propagate Metadata from the contextual menu.

2. Optionally enable Propagate to folders only to limit propagation to folders and not to documents in the library or folder.

3. Select the metadata fields to use when propagating and specify the values. The default values can be used or modified.

The metadata fields of the documents or folders will be populated with the specified values.

If any fields contain values prior to being propagated, the values will be overwritten.

For example, selecting a field with a blank default value in the library will overwrite and therefore clear any fields that contain a value in the document or folder.

4. When finished selecting the metadata, click Propagate.