Making Information Available

Users to whom the Content Manager role is assigned, set up the functions in the Making Information Available process that are used to make information available for different user groups in the portal.

You can set up the following functions:

• Subscriptions
• Sponsored links
• Link lists
• Entry points

You can use these functions to point users to important documents, portal pages, or other objects.

In the background of this process, the indexing, classification, and conversion steps are run in the stand-alone engine Search and Classification (TREX). These allow users to call up documents using the search functions or in taxonomies. The documents can be displayed in their native format or in HTML format in the browser.

Using the Process

This IT process is part of the following IT scenario:

There is content that is stored in repositories and tagged with metadata.

The following IT process is incorporated in the Enterprise Portal (EP) usage type and the stand-alone engine Search and Classification (TREX):

1. Convert documents to HTML.

   The stand-alone engine Search and Classification (TREX) converts documents that contain text into HTML format in the background. The HTML version of a document can be called up from the search results list and displayed directly in the browser.

2. Index documents.

   TREX indexes documents in the background. This allows them to be found during searches.

3. Classify documents automatically.

   If you use taxonomies, TREX automatically classifies documents.

4. Assign documents manually to a taxonomy.

   Documents that could not be automatically classified are listed in the Classification Inbox iView and can be subsequently classified manually by content managers. This is also possible for automatically classified documents. Equally, a document can be manually classified in its Details dialog box directly after creation.

5. Maintain sponsored links.

   You can determine that certain links are displayed in the search results when users search using specific key terms.

6. Maintain subscriptions.

   Create subscription to relevant folders for user groups. You define how often and for which events notifications are to be sent.

7. Maintain link lists and common folders.

   In link lists, you make available collections of useful links on different topics for users. In the Entry Points iView, in the Shared Folders entry, you can set links to folders that are used by large numbers of users.

8. Create entry points.

   In the Entry Points iView, you can place more folders on the home page by defining new entry point providers.

You have made information available.