All items created as part of a plan – reports, stories, input forms, and so on – are stored in a file repository. Any item created within SAP Cloud for Analytics is automatically added to the plan repository, but additionally, external files such as graphics and office documents can be manually uploaded.
You publish files in the repository by granting access rights to colleagues who are working on the same plan. File management operations that are available include: organizing files in folders, moving, copying, deleting and renaming files. You will find these features on the toolbar in Files and on the drop-down menu Manage.
Your ability to manage and share files depends upon your own security profile and the privileges that have been granted for each item. If you are authorized, you can share items with selected teams, with a specific group of named people, or you can publish them generally (make them public) so that they are available to all colleagues collaborating on the plan. At a more detailed level, you can set specific permissions for a file in the repository (full access, read, update, delete) and apply these rights to selected individuals or teams.
Files in the repository are displayed as lists in one of the following view categories: Public, Shared, Teams, Private, Favorites (items selected as Favorites appear in the Favorites list in addition to the source list). To help you to recognize each type of file (report, story, and so on), the appropriate icon is shown in the file list next to each file. Separate view categories are also available for the following special file types:
● Initial Reports
● Input Forms
● Samples
7.1
Uploading and Publishing Files
You can upload files from your own computer to SAP Cloud for Analytics and set the access rights.
Context
To upload a file, you must select either the Public view of the file screen or the Private view. Use the Upload File
icon on the toolbar to upload a file.
Procedure
1. Choose Upload File on the toolbar.
2. Use the Select Source File button to browse through your file system to locate the file, and then select Upload File.
A confirmation message is displayed when the file is successfully uploaded; the new file will then be visible in the list.
7.1.1 Sharing a File
Files can be uploaded as public or private items. You can share them with specific individuals or with teams, using the Share option of the Manage menu.
Procedure
1. To share a file, locate the file in the list and select it, using the checkbox at the left-hand side of the line. 2. Select Share from the drop-down Manage menu.
3. Choose whom you wish to share the file with: either all users, or a selection of specific users and teams you select by using the Select Users feature.
The item will then be visible in the Shared list.
7.1.2 Assigning Permissions
You can set specific permissions for a file in the repository (full access, read, update, delete) and apply these rights to selected individuals or teams.
Context
Public access to a file is initially read-only access; only the owner can make changes to a file until the access rights have been changed.
Procedure
1. To change the access rights of a file, locate the file in the list and select it using the checkbox at the left-hand side of the line.
2. Select Assign Permissions from the drop-down Manage menu.
3. In the Assign Permissions dialog, set the access rights that you wish to grant for this file – either for all users or, by using the Select Users button, for selected users and teams.
7.2 Managing Files
During the course of a planning project, many files may be uploaded to the plan workspace, and a number of options are available to manage these files.
File Management features (available from the toolbar or from the Manage menu) include:
● Creating folders to organize files
● Moving, copying, deleting, and renaming files
● Maintaining a list of favorites
Use Folders to Organize Your Files
You can make folders in either the Public or Private areas by selecting the New Folder icon on the toolbar.
You can assign permissions to folders in the same way as for files. In the case of folders, you can also determine if the selected users can make new documents in the folder and can make new sub-folders in the folder. A checkbox is also available to apply the settings to the contents of the folder (Apply to Subfolders and Documents).
Move or Copy Files to Folders
You can add files to folders either by copying (toolbar icon) or moving (option on the Manage menu).
The process is the same when copying or moving files: the Copy To/Move To dialog shows all available folders in a hierarchy. Navigate through the hierarchy, select the target folder, and then select Copy.
The difference between copying and moving is that Copy creates an additional copy of the source file and Move
removes the source file from the original location.
Note that a warning is displayed if a file with the same name already exists in the target location. In this case, you can choose to overwrite the target file or cancel and rename one of the files, using the Rename option of the
Manage menu.
Favorites
You can add a file directly to the favorites list (or remove it from the list) simply by selecting the star in the
Favorite column. If the star next to a file is selected (black), it will also appear in the Favorites list.
Alternatively, you can do the same thing by selecting a file, using the checkbox and selecting Add To/Remove From Favorites from the drop-down Manage menu.
Deleting Files
Depending on the access rights that have been defined for a file, the Delete option of the toolbar may be active when you select one or more files in the file list.
To delete a file or folder, simply select one or more items in the list and click the Delete icon on the toolbar. After selecting Delete, a warning prompt is displayed requiring you to confirm your action.