Creating content folders in Reports

Reports content is stored within a two tier folder structure that consists of Top Level folders and sub folders. This structure is used to organize content and define user access to content.

How it works

Content folders are used to organize and store content (reports, dashboards, and presentations), and define who can access content. You need to create at least one content folder and one content sub folder to provide Reports users with access to your organization’s content.

Top Level folders can contain one or more sub folders, but do not directly contain content. Sub folders can contain content.

Default folders

Reports provides the following default folders:

• My Content Folder
  • My Content Sub-Folder

New users

Users must be added to Launchpad and must open Reports once before they can work with content in Reports. By default, new users are not assigned access to Reports.

For more information about adding users to Launchpad, see Adding and managing users.

Permissions

Only Report Admins can create content folders.

Create a content folder

1. Open the Reports app.

   The Browse page opens.

2. Click Administration, and select Admin Console.
3. Expand the Content Folders section and click Add.

   The New Folder dialog box opens.

4. Enter the name and description for the folder or sub folder.

5. Define the folder hierarchy:

   • Top Level creates a new top level folder
   • Existing content folder creates a new sub folder nested under the existing folder
6. Click Advanced settings.
7. Complete the following fields:
   Note

   If you selected Top Level, only the Sort Order field applies.

   Field	Description
   Sort Order	defines a sort order for the folder or sub folder Specify 0 to sort the folder or sub folder alphabetically.
   Draft Content Default Folder	specifies that this sub folder will be used to store all draft content initially until the draft content is activated You can only have one Draft Content Default Folder in Reports.
   Default View Folder	Note This setting is not supported.
   Version History	allows historical result sets from KPI reports to be stored for the contents of this folder: Keep Historical Versions restricts the result set by the max size and settings Current Version Only retains current result sets only

8. Do one of the following:
   • If you selected Top Level, click Submit.
   • If you selected an existing content folder, click the User Access tab, specify how users can access the content in the sub folder, and click Submit:
     • Expert Approval Required to Publish Only specified users can publish content to the sub folder.

       If a user does not have access to publish to the sub folder, an email is sent to the approver to approve the content.

     • Folder Security define the access required to view content in the sub folder
       • Public all users with access to Reports can view content stored in the sub folder, as long as they have access to the individual items
       • Private defines specific people or user groups that can access the sub folder and specifies their level of access:

         Access	Description
         Edit	read and edit access to content
         Read	read-only access to content
         Delete	edit and delete access to content At least one person must be assigned delete access to the sub folder.

         Note

         The Unsecure option is not supported.

Edit or delete content folders

1. Open the Reports app.

   The Browse page opens.

2. Click Administration, and select Admin Console.
3. Do one of the following:
   • To edit a content folder, expand the Content Folders section, click folder that you want to work with, make any changes, and click Submit.
   • To delete a content folder, expand the Content Folders section, hover your mouse over the folder you want to delete, and click .
     Note

     If a sub folder contains content, you are prompted to move or delete the content in the sub folder before you can delete the folder or sub folder.