Documents

Use

The Documents view is a central repository for storing or sharing files and websites. You can use the features of the Documents view to post, share, and retrieve files or the contents of a website and to manage the display of content.

Features

Posting Files to the Documents View

You can post files or specify a URL to add to the Documents view by clicking Add Item. You then describe the file or website, set access, and determine whether you want to send a notification e-mail about the posting.

A file can be any file saved to a hard drive or network folder. By default, the system allows you to upload files of the following types, or file extensions: .XLS, XLT, .DOC, .DOT, .PPT, .POT, .XML, .MHT, .MHTML, .XLSX, .XLSM, .XLSB, .ZIP, .PDF, .PPTX, .PPTM, .POTX, .POTM, .DOCX, .DOCM, .DOTX, .DOTM, .CDM, .TDM, .PNG, .GIF, .JPG, .CSS, .MRC.

Note

Administrators can change the environment parameter DEFAULT_EXTENSIONS to add other file types. For example, files with the extension .TXT are not supported by default. Administrators must add it to the parameter. For more details, see the SAP Business Planning and Consolidation 10.0 IMG Guide.

Administrators should evaluate carefully before enabling file types such as .HTM and .HTML for any user. We recommend that you avoid using these extensions.

Viewing and Managing Content

Posted files and websites display in a list, and are filtered by a user's context, a user's view rights to information, and any manual filters set. You can do the following with the files and websites in the Documents view:

  • You can view one item by double-clicking the title of the item. If the item is a website, it opens in a new browser window. If the item is a document, the Save/Open dialog box appears.

  • Documents that are associated with data are characterized as having a model context. For example, a Microsoft Word document might be associated with a particular report. If you want to view a report and anything that is associated with that report, select a particular context. The relevant reports and documents are displayed.

  • You can sort the list by column or row. Click the appropriate heading.

  • You can categorize, sort, and filter documents in the Documents list by the following elements:

    • Document type and subtype

    • Model context

    • Access rights

    • Date

  • You can filter the items in the Documents list to see a subset of the files by clicking Filter.

  • You can assign a document type and subtype to aid sorting and filtering. Administrators define document types. Subtypes are defined by users when the document is posted.

  • You can permanently delete items that you posted to the Documents view by selecting one or more items and clicking Delete.

Activities

To post or view documents in the Documents view, in the home page choose Documents.