Shared Folders 

Use

The shared folders in SAPoffice are based on a hierarchical folder structure, which means they can be organized in the form of a tree structure, in which the basic element is the shared folder. Shared folders can be used to provide common access to documents either to all users (via the client folders) or to specified users or user groups (via the group folders).

Examples of shared folders:

Bulletin board (client folder)

The bulletin board is a source of information and messages for all employees within a company. All employees can display, create, and sometimes change documents.

Personnel department information folder (client folder)

This folder can include documents of general interest and may therefore be displayed by all employees. Only personnel department staff have the authorization to create documents in this information folder.

Project folder (group folder)

A project folder can serve as a discussion forum. This folder can store, for example, proposals, minutes of meetings and activities. Only employees involved in a particular project may display and create documents in this folder.

The following figure shows how shared folders in SAPoffice can be arranged.

To set up this structure in accordance with the requirements of the different departments, the administrator should contact the representatives of each department when defining the folder structure.

When creating shared folders, different access authorizations can be assigned to different users:

Access authorization 1: users can display the general and specific folder header, as well as the individual folders, documents, and distribution lists within the folder.

Access authorization 2: The user can change the documents in the folder and also create new ones. Access authorization 2 includes access authorization 1.

Access authorization 3: users can change the general and specific folder header, create new folders and create new distribution lists. Access authorization 3 includes authorizations 1 and 2.

Both the administrator and the folder owner are automatically assigned access authorization 3.

The authorization to create shared folders is assigned in the SAP user master record.