Folders

The section describes folders and covers the following topics:


What is a Folder?

A folder is a container for active reports.

You can assign users to a report. These users can display and review the active report on his/her screen, export it (for example, to a PC) for further processing, and print it. Every Entire Output Management user has a folder named #Inbasket. By default, an active report assigned to a user appears in his/her #Inbasket folder. In addition, you can define public folders to which all Entire Output Management users have access, and distribute active reports to these. Users can also define their individual private folders and file active reports in them.

Attributes of a Folder

Field Explanation
Name You have to first enter the folder name when you create a new folder. This field is protected when you modify an existing folder.
Description Enter a short description for the folder.
Linked Folder If another user authorizes you to use one or more of his/her folders (see Authorizing User Access to a Folder), you can link one of your folders to the authorized folder. Then you can browse and print all active reports filed in the authorized folder.

This is not applicable to your #Inbasket folder.

User ID

Use the Select button on the right to select a user ID and authorized folder.

Folder Name

If another folder is linked to this folder, its name is shown here.

Available Commands for Folders

Start of instruction setTo list all available commands for folders:

  1. In the object workspace, expand the Folders folder.

  2. Select a folder and invoke the context menu.

    A list of available commands is displayed.

These are:

Command Shortcut Explanation
Authorization F9 Authorize all users (PUBLIC), a user group (Distribution List) or a specified user ID to access active reports filed in the folder.
Copy Ctrl+C Copy a folder.
Delete Del Delete a folder.
Display Ctrl+D Display a folder.
Filter F3 List folders according to selection criteria.
Filter subobject ALT+F3 List active reports in a folder according to selection criteria.
List F8 List all folders.
New Ctrl+N Create a new folder.
Open Ctrl+O Modify a folder.
Rename F2 Rename a folder.

Listing All Folders

Start of instruction setTo list all folders:

  1. In the object workspace, select Folders.

  2. Invoke the context menu and choose List.

    All existing folders are listed in the content pane.

Start of instruction setTo invoke a list of available commands:

  • Select an active report and invoke the context menu.

Listing Selected Folders

Start of instruction setTo list folders according to selection criteria:

  1. In the object workspace, select Folders.

  2. Invoke the context menu and choose Filter.

    The Filter Folders window is displayed in the content pane.

  3. Enter your selection criterion (folder name), and choose OK.

    Now only folders which satisfy the selection criterion appear in the expanded Folders directory in the object workspace.

Creating a New Folder

Start of instruction setTo create a new folder:

  1. Select the Folders in the object workspace or in the folder list.

  2. Invoke the context menu and choose New.

    The New Folder window is displayed in the content pane.

  3. Enter your data. The fields are described under Attributes of a Folder.

  4. Choose OK to save your data.

Copying a Folder

Start of instruction setTo copy a folder:

  1. In the object workspace or in the folder list, select the desired folder.

  2. Invoke the context menu.

    A window is displayed.

  3. Enter the name of the target folder in the To Folder field, and choose OK.

    The new folder appears in the folder list.

Modifying a Folder

Start of instruction setTo modify a folder definition:

  1. Select the desired folder in the object workspace or in the folder list.

  2. Invoke the context menu and choose Open.

    The folder definition is displayed, and you can change it. The fields are described under Attributes of a Folder

Renaming a Folder

Start of instruction setTo rename a folder:

  1. In the object workspace or in the folder list, select the desired folder.

  2. Invoke the context menu and choose Rename.

  3. Change the name of the selected folder, and press ENTER.

Displaying a Folder

Start of instruction setTo display a folder:

  1. In the object workspace or in the folder list, select the desired folder.

  2. Invoke the context menu and choose Display.

    The folder definition is displayed.

    The fields are described under Attributes of a Folder.

Deleting a Folder

Start of instruction setTo delete a folder:

  1. In the object workspace or in the folder list, select the desired folder.

  2. Invoke the context menu and choose Delete.

    A dialog is displayed, asking you to confirm the deletion.

  3. Choose Yes to delete the folder, or No to cancel the operation.

A folder which contains active reports cannot be deleted.

Authorizing User Access to a Folder

You may only use this function if you have administrator status, or are owner of the folder, or have the appropriate authorization (for object type User) in your user profile.

Start of instruction setTo authorize user access to a folder:

  1. In the object workspace or in the folder list, select the desired folder.

  2. Invoke the context menu and choose Authorization.

    The Authorization List for the folder is displayed. It lists all users and user groups on distribution lists who are authorized for the folder, showing their authorization levels.

  3. Invoke the context menu for the dialog and choose New.

    The Authorization Definition is displayed.

  4. Enter the data for the authorization. The fields are described under Authorization Options.

  5. Choose OK to save your data.

A user who has been granted authorization for another user's folder then has to specify that folder as Linked Folder in one of his/own folder definitions; see Attributes of a Folder.