Folders

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# Folders

The section describes folders and covers the following topics:

- What is a Folder?

- Attributes of a Folder

- Available Commands for Folders

- Listing All Folders

- Listing Selected Folders

- Creating a New Folder

- Copying a Folder

- Modifying a Folder

- Renaming a Folder

- Displaying a Folder

- Deleting a Folder

- Authorizing User Access to a Folder

## What is a Folder?

A folder is a container for active reports. When you define a report, you can assign to it the users who are to receive the resulting active report.

Every Entire Output Management user has a folder named `#Inbasket`. The active reports assigned to you will appear in this folder.

In addition to your `#Inbasket` folder, you can define other folders and transfer active reports from `#Inbasket` to them.

From the list of active reports in a folder, you can then select an active report for further processing.

In addition, you can allow other users access to one of your folders.

Note
The folder `#Inbasket` is created automatically when a user ID is defined. It cannot be renamed or deleted.

## Attributes of a Folder

Field | Explanation
--- | ---
Name | You have to first enter the folder name when you create a new folder. To change the name of an existing folder, you use the Rename function.
Description | Enter a short description for the folder.
Linked Folder (User ID and Folder Name) | Another user can authorize you to use one of his/her folders (see Authorizing User Access to a Folder). To access that folder, you have to link it to one of your own folders. To do so, you select/specify the other user's ID and the other user's folder name here.

## Available Commands for Folders

To 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.
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

To 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.

To invoke a list of available commands:

- Select an active report and invoke the context menu.

## Listing Selected Folders

To 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

To 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

To 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

To 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

To 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.

The folder `#Inbasket` cannot be renamed.

## Displaying a Folder

To 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

To 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. The folder `#Inbasket` cannot be deleted either.

## Authorizing User Access to a Folder

This function is used to allow another user access to a folder. The authorization applies to the active reports contained in the folder (not to the folder definition).

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.

To 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.

The 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.

### On this page

- What is a Folder?
- Attributes of a Folder
- Available Commands for Folders
- Listing All Folders
- Listing Selected Folders
- Creating a New Folder
- Copying a Folder
- Modifying a Folder
- Renaming a Folder
- Displaying a Folder
- Deleting a Folder
- Authorizing User Access to a Folder