Manage Files and Folders

Using File List Views

You can display a subcategory of your SAP Analytics Cloud content by choosing a file list view on the left side of the files list. The list views appear on the left side based on your role and workspace membership. The following examples show the list views for different users.

List view 1: General user who is not a workspace member.
List view 2: General user who is a member of one workspace.
List view 3: General user who is a workspace administrator, but is not a workspace member.
List view 4: Administrator who is a member of one workspace.

Tip

Use the Privacy Filter located in the upper-left corner to view all files, only files that you own, or only files that are shared with you but owned by other users.

File List Views
List View	Visible To	Description
My Files	All users	Displays content you own and all content that is shared with you but owned by other users. This view also includes these folders: Input Forms: Contains input tasks assigned to you. For information, see Gather Planning Data with Input Tasks. Public: Contains content that all users have saved in a public folder. Content that you save in a public folder has read-only permission for other users by default. Samples: Contains sample models and stories.
Workspaces	Users who belong to one or more workspaces	Displays views for the workspaces that you are a member of. If you are not a member of any workspaces, this list view is hidden. Each workspace view displays files and folders that you own or that are shared with you by other users. This view also includes the Input Forms folder. For more information, see Collaborate Within a Workspace.
Favorites	All users	Displays content marked as your favorites. You can mark a file or folder as a favorite by selecting the star icon . For quick access, you can see this content from the Favorites tab on the Home screen. To customize your Home screen, see Customize Your Home Screen.
Featured Files	All users	Displays content marked as featured. For quick access, you can see this content from the Featured Files tile on the Home screen. For more information, see Customize Your Home Screen. Note Only administrators can remove or add content to this view. To remove content from this view, administrators can select the files or folders and choose Featured Files. To add content to this view, administrators use the System view.
System	Administrators Workspace Administrators	Displays the administration view of the files and folders. If you are an administrator, you can use this view to get a better understanding of the files and folders for content in SAP Analytics Cloud. You can also use this view for managing content for workspaces, team folders and inactive users, and to mark content to be included in the Featured Files view. This view is available to administrators who have Manage rights on either the Private Files or Public Files application privilege and workspace administrators. For more information, see Permissions. The System / Common folder corresponds to the following My Files views: System / Common / Users / <User_ID> corresponds to the user’s root My Files System / Common / Input Forms corresponds to My Files / Input Forms System / Common / Public corresponds to My Files / Public System / Common / Samples corresponds to My Files / Samples System / Common / <Team_Name> corresponds to My Files / <Team_Name> The System folder corresponds to the following Workspaces views: System / <Workspace_Name> / Users / <User_ID> corresponds to the root <Workspace_Name> System / <Workspace_Name> / Input Forms corresponds to <Workspace_Name> / Input Forms
Deleted Files	All users	Displays files and folders that you or other users have deleted. Deleted content is permanently deleted after 30 days by default, but administrators can configure the number of days that deleted content is stored for. For information, see Configure System Settings. Users with Manage rights on the Deleted Files permission can also manage other users' deleted files. For more information, Permissions. If you deleted a file or folder by accident, choose Restore to restore the content to its original location or a new location, and, optionally, change the file name or description. Note Team folders can only be restored to their original locations. For more information, see Create Teams. Also, when restoring a file to a new location, the new location you select can only be within the originating workspace or the My Files view.

Applying Toolbar Operations to Content

You can apply the toolbar operations to multiple files or folders by selecting the checkboxes for several lines. These operations are available based on the role that you're assigned and the permissions defined for the role. For more information, see Create Roles.

General Toolbar Operations
	Operation	Description
1	Create	Create a new file of the selected data type (for example, stories, analytic applications, digital boardroom agendas and dashboards, models, and other content). If you have the Create permission for the data type you want to create, the operation is available and you can select it. For more information, see Permissions.
2	Folder actions New Folder	Create a new folder to organize your files. Tip You can also create folders when saving, copying, or moving files, by selecting (New Folder) in the Save, Copy To, or Move To dialogs.
2	Folder actions Move To	Move files or folders to different locations. To be able to move content, you must be the content owner or an administrator. If the content is shared with you, you must have Full Control of the content. Team folders can’t be moved. These folders always reside directly under the System level. For more information, see Create Teams. Note If the file you are moving has dependencies, users who previously had access to the dependencies may no longer have access. For example, File1 depends on Model1. You move Model1 to a different location. Some users who have access to File1 might see an error message that they don’t have access to the dependency (Model1).
3	Edit Details	Change a file or folder name and its description. Depending on the type of content you selected, the dialog will also have other details that you can edit.
4	Share Share	Share the files or folders with users or teams. When you share content with other users, you can choose to give other users view, edit, full control, or custom access. Content that you share with other users will appear on the Shared With Me tab on their Home screen. For more information, see Share Files or Folders. To be able to change the access level for shared content, you must be the content owner or an administrator. If the content is shared with you, you must have Full Control of the content. Note If the content that you are sharing has dependencies that are from different folders, the users who have access to the shared content also need access to the folders where the dependencies are saved.
4	Share Publish to Catalog	Publish the files or folders to the Catalog. Content that you publish will appear on the Catalog tab of the Home screen. For more information, see Publish and Share Content to the Catalog. Note If the content that you are publishing has dependencies that are from different folders, the users who have access to the published content also need access to the folders where the dependencies are saved.
5	Copy To	Make copies of selected files or folders in the current location, or you can select a different location. If the content you are copying has dependencies, all links to the dependencies are retained. To be able to copy content, you must be the content owner or an administrator. If the content is shared with you, you must have the Copy permission for the content.
6	Delete	Delete files or folders. Deleted content will appear in the Deleted Files view and remains on the system for a default of 30 days. This operation is available if you have the Manage permission on Deleted Files. For more information, see Permissions. If you deleted content by accident, you can restore it from the Deleted Files view by selecting (Restore).
7	Draft Data	Select draft data content for working with new models or datasets. For more information, see Import Data Source Reference.
8	Refresh	Update the file list view with the latest changes.
9	Upload File	Upload Microsoft Office, text, CSV, and PDF files from your computer to SAP Analytics Cloud. For the maximum file sizes, see System Sizing, Tuning, and Limits. This operation is available if you have the Create permission on Uploaded Files. For more information, see Permissions.
10	Show Columns	Show or hide columns in the file list view.
11	Filter	Filter the file list view to display only certain types of files that you own or that are shared with you.

Using the Administrator Toolbar Operations

If you are an administrator, you can use the administrator toolbar operations to control content in the Featured Files list view or to manage content ownership.

Administrator Toolbar Operations
	Operation	Description
1	Change Owner	Change the owner of a file or folder from one user to a different user. This operation is available if you have Execute rights on the Ownership of Content permissions. For more information, see Change Content Owners.
2	Featured Files	Add or remove the selected content to the Featured Files view. Administrators can add files to the Featured Files view using the System list view, or they can remove files from the Featured Files view using the Featured Files list view For more information, see Customize Your Home Screen.