CROA - Working with content objects
Working with content objects
All documents and files in the BI platform–hyperlinks, shortcuts, Crystal reports, and Web Intelligence documents–are considered objects.
The platform uses folders and categories to organize objects. Objects must belong to one folder, but they can be assigned to no or several categories. Folders and categories can be either public (that is, corporate) or personal. The BI launch pad users with appropriate access rights can view public folders and categories and add and edit objects in public folders and categories.
Personal categories and your My Favorites folders are for your use; you can create new folders and categories and arrange objects in them as needed. Personal categories and your My Favorites folders are private and cannot be viewed or altered by other BI launch pad users, but your administrator can edit them.
The platform allows you to send objects and instances (or shortcuts to objects and instances) to other users via a BI Inbox, an email address, an FTP server, an activity in SAP Jam or SAP StreamWork, or a default file location. (Available locations may vary, depending on what your system administrator has enabled.) You send objects from the Documents tab when you browse or view a document, and you send instances from an object’s history. To view objects that have been sent to you, on the Documents tab, expand the My Documents drawer, and click MyInbox.
Tip: You can right-click an object title to access all actions that you can perform on the object. For example, to view the history of an object, right-click the object and select History.
You must have appropriate access rights before you can create objects in and add objects to the BI launch pad. Depending on which access rights your system administrator assigned to you, you may be unable to access some folders and categories. For example, your administrator may disable categories if they are not used in your company.
Organizing content objects with folders and categories
The BI platform supports both public and personal folders and categories.
Public folders and categories (accessible to all users) are typically created by a system administrator. Depending on your access rights, you may be able to create personal folders and categories in the BI launch pad. You create personal folders under the My Favorites folder.
My Favorites personal folders
Public folders are created by the administrator or by users who have appropriate access rights. If you have the appropriate rights, you can create public folders that contain objects visible by other users who have the appropriate rights.
To view public folders, expand the Folders drawer.
You can create any number of folders under My Favorites to organize objects. The folders you create are available when you expand the My Documents drawer and click My Favorites. You can add objects to your My Favorites folders, create shortcuts to or copies of objects in public folders, and create objects.
You are the only user with access to your My
Favorites folders in the
launch pad, although administrators can manage them.
Corporate categories are typically created by the administrator or by users who have appropriate access rights. If you have the appropriate rights, you can create corporate categories. To view corporate categories, expand the Categories drawer.
You can create any number of personal categories to organize your objects. The categories you create are available when you expand the My Documents drawer and click Personal Categories.
Creating a folder or category
1. On the Documents tab, go to the location where you want to create a folder or category:
— To create a personal folder, expand the My Documents drawer, and click My Favorites.
— To create a public folder, expand the Folders drawer.
— To create a personal category, expand the My Documents drawer, and click Personal Categories.
— To create a corporate category, expand the Categories drawer.
3. When prompted, enter a name for the new folder or category.
4. Click OK.
After the folder or category is created, you can add objects to it, if you have appropriate access rights to the object(s).
Setting the properties of a folder or category
You can edit the properties of folders and categories that you created or for which you have access rights. You can change the folder or category name, description, and keyword properties. (You use keywords to search for folders and categories.)
1. On the Documents tab, locate the folder or category to set properties for:
— To edit the properties of a personal folder, expand the My Documents drawer, and click My Favorites.
— To edit the properties of a public folder, expand the Folders drawer.
— To edit the properties of a personal category, expand the My Documents drawer, and click Personal Categories.
— To edit the properties of a corporate category, expand the Categories drawer.
2. Select the folder or category, and select View Properties .
3. (Optional) In the Properties dialog box, edit the folder name, description, and keywords.
4. Click OK.
Assigning a content object to a category
1. Go to the folder that contains the content object to assign to a category.
2. Select the object, and select
3. In the Categories dialog box, choose categories to assign the object to.
To expand a category, click the plus sign (+) beside the category name.
4. Click OK.
Setting mobile properties for an object
You must have appropriate access rights to an object before you can change the mobile properties for the object. To view a BI Inbox document on mobile devices, you must set the properties before sending the document to a BI Inbox.
1. On the Documents tab, expand the Folders drawer, and locate the object for which to set mobile properties.
2. Right-click the object and select
3. (Optional) In the Mobile Properties dialog box, perform any of following actions:
— To view the object on mobile devices, select the Display on mobile check box.
— To view the object while you are connected to Mobile server, select theDisable saving on mobile check box.
You cannot save a local copy of a document.
— To view Web Intelligence documents in page layout mode on mobile devices, select the Designed for mobile check box.
4. (Optional) To view the object in PDF on mobile devices, select the Display document as a PDF on the supported mobile devices check box.
5. In the Time to Live box, enter the number of days the object should be available on mobile devices before it expires.
6. Click Save & Close.
6.3 Adding a document from your machine to the BI launch pad
You must have appropriate access rights before you can add objects to the BI launch pad.
For example, a business analyst creates a report on how a recent merger affected sales and needs to share it with the rest of the company. The business analyst can add the report to the platform so that everyone in the company with appropriate access rights can view it.
1. On the Documents tab, expand the Folders drawer, and select the folder to add a document to.
The folder contents are displayed.
3. In the New Local Document in dialog box, beside the File Name box, click Browse to locate the document to add, and select the document.
The file name of the document appears in the Title box.
4. (Optional) Enter a description and keywords for the document.
5. If the document is a Crystal report:
a. To retain the report summary information, click Use description from report.
b. To retain the report’s saved data, click Keep saved data.
6. (Optional) In the MIME box, enter the MIME type of the file.
7. (Optional) Under Select one or more categories to add the object to, choose a category to assign the document to.
You can add a document to more than one category or to no category at all. Depending on your access rights, you may be unable to add the document to some categories.
8. Click Add.
Replacing third-party source documents
A third-party (also called "agnostic") source document does not originate in the BI launch pad. For example, it may be a Microsoft Word, Adobe PDF, or Microsoft Excel file.
Before you can replace a third-party source document, you must have Edit access rights for the document. Although you cannot update the content of third-party documents, you can replace a third-party document with a
more recent version of it. This enables you to view the latest source information in documents that originate outside of the launch pad.
1. Right-click a third-party document and select
If the Replace File menu option is unavailable for a third-party document, you do not have Edit rights for the document.
2. In the Replace File dialog box, click Browse, and select a more recent version of the source document file on your computer.
If a message appears, stating that the file does not match the source document’s file format, you have chosen a file in a different format than the original source document. Click OK to close the message, and then click Browse, and select the correct source document.
3. Click Replace.
4. In the confirmation message, click OK to update the third-party document.
Sorting content objects in the BI repository
By default, content objects are sorted alphabetically by title, but you can sort the objects by other criteria. To sort content objects in ascending order by a particular column, click the column heading.
Click the column heading again to sort the objects in descending order.
Filtering content objects in the BI repository
By default, when you view the contents of a folder or a category, the BI launch pad displays all content objects that you have access rights to view. Content objects are sorted alphabetically by title, but you can filter them by column heading.
To filter content objects by data you choose, point to the column heading that you want to base the filter on. A (funnel icon) appears in the column heading. Click to configure the filter options, which vary for each column.
1. On the Documents tab, point to the column heading to filter on, and click in the heading.
The filter options for that column appear.
2. Configure filter options as needed:
— To filter by title, in the Title column, enter an object title in the text box, and click OK.
— To filter by object type, in the Type column, select the check box for each object type(s) to view, and click OK.
— To filter by the time when the object last ran, in the Last Run column, select the start time and the end time, and click OK.
— To filter by the object creator, in the Created By column, select Everyone or Me, and click OK.
— To filter by the time when the object was created, in the Created On column, select the start time and the end time, and click OK.
Only filtered content objects in the folder or category appear.
Removing a filter
Click on the column heading that the view is filtered on, select the Clear Filter check box, and click OK.
For example, if your view is filtered by object type, click on the Type column, select the All Types check box, and click OK.
Copying a content object
You can copy content objects and save the copies in folders that you have access rights to. This enables you to edit a new object while keeping the original version of the object.
The Copy command copies objects to a clipboard; it does not create a copy of the object in the same folder.
1. On the Documents tab, expand the Folders drawer, and select the content object to copy.
To simultaneously copy multiple objects, hold down the CTRL or SHIFT key and click objects to select them.
The object is copied to a clipboard.
3. Locate and select the folder where you want to put the copy.
Moving a content object
1. On the Documents tab, expand the Folders drawer, and select the content object to move.
The object is copied to the clipboard.
3. Locate and select the folder where you want to put the object.
The content object exists only in the folder where you pasted it. Shortcuts to the object continue to function properly.
Deleting a content object
You must have appropriate access rights before you can delete objects.
1. On the Documents tab, select the content object to delete.
3. When prompted for confirmation, click OK.