{"id":23807,"date":"2024-02-15T14:53:34","date_gmt":"2024-02-15T22:53:34","guid":{"rendered":"https:\/\/docs.extraview.com\/v25\/book\/document-repository-3\/"},"modified":"2025-02-06T18:23:06","modified_gmt":"2025-02-07T02:23:06","slug":"document-repository-3","status":"publish","type":"page","link":"https:\/\/docs.extraview.com\/v25\/extraview-25\/end-user-guide-1\/reporting-1\/common-report-functions-1\/document-repository-3\/","title":{"rendered":"Document Repository"},"content":{"rendered":"

The document repository is accessed via the Reports <\/strong>screen.\u00a0 Users may send documents to the repository from the report scheduler, either on an immediate basis, or on a timed basis according to the schedule they create for the report.\u00a0 The user may store documents in a personal repository or within a public, shared repository.\u00a0 Permission from the administrator is required to write documents to the repository and separate permission is required to download documents from the repository.<\/p>\n

Documents are saved in the repository by scheduling the report and setting the folder within the repository into which you want the document to be saved.\u00a0 You may create an automated naming convention to store your documents, for example indicating the year and month within which the report was created.<\/p>\n

Reports sent to the repository are termed documents.\u00a0 These are viewed from the Reports<\/strong> screen, following the list of reports that a user may run.\u00a0 The repository documents may be stored in folders and sub-folders.\u00a0 Similar to reports, these can be personal in nature, stored in the My Documents<\/strong> section, or public, stored within the Public Documents<\/strong> section.<\/p>\n

Sending Documents to the Repository<\/h3>\n

From a report editor of a saved report that supports being scheduled, click on the Schedule<\/strong> Report <\/strong>button.\u00a0 Then click on the Document Repository<\/strong> tab.<\/p>\n

\"\"
\nSetting up the Report Scheduler to Send a Document to the Repository<\/cite><\/p>\n

From the Document Repository<\/strong> tab, you set up output to the repository with the button Send to Repository<\/strong>, and then you select the folder in the repository to which you want the document to be placed when the report scheduler runs.<\/p>\n

\"\"
\nSelect a Document Folder for Repository Output<\/cite><\/p>\n

Within the popup where you select the folder, you can also create new folders and sub-folders.\u00a0 Simply right-click on the folder beneath which you wish to create a new folder, and a New Folder<\/em> appears.\u00a0 Name this folder appropriately.<\/p>\n

There is a tab name Advanced Document Security<\/strong> which is used to override the standard permission settings for controlling access to documents.\u00a0 Within this tab, you can set specific permissions for the document being output.\u00a0 See here<\/a> for more information.<\/p>\n

Virtual Folder Names<\/h3>\n

Within the document repository it is often useful to collect documents for similar purposes under the same folder.\u00a0 The user has no ability to alter the name of the folders as documents are being created for insertion into the repository, as the report scheduler creates the documents automatically.<\/p>\n

For example, you might want to place all the documents generated for a specific month into the same folder, or you might want all the documents generated about a specific product placed in the same folder.\u00a0 To facilitate this requirement, you can create a folder with a virtual name.\u00a0 The ExtraView report scheduler will use the information within the virtual name to automatically create folders as necessary.\u00a0 For example, when a new month starts and the report scheduler creates a new document for insertion into the repository, a new folder will be created automatically.<\/p>\n

The date-based tokens you can use to create a virtual folder are:<\/p>\n\n\n\n\n\n
$$DAY$$<\/td>\nThe numeric day of the current month<\/td>\n<\/tr>\n
$$MONTH$$<\/td>\nThe numeric month of the current year.\u00a0 Note that month names are not supported to ensure readability of the months by non-English language users and to ensure that the months will be kept in a reasonable sort order within the repository<\/td>\n<\/tr>\n
$$YEAR$$<\/td>\nThe current year as a 4-digit number<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

The tokens can be interspersed with normal text.\u00a0 For example, a virtual folder name of Monthly reports for $$MONTH$$-$$YEAR$$<\/strong>\u00a0will be actualized as Monthly reports for 02-2016<\/strong> when the current month is February 2016.<\/p>\n

Sending Documents to the Repository Without a Schedule<\/h3>\n

There are occasions when you might want to send a report output to the document repository without setting up a schedule for the report.\u00a0 To achieve this, from the report editor, click on the Schedule Report<\/strong> button, click on the Document Repository <\/strong>tab, set the folder as necessary and choose to send the report to the repository, then click on the Run Now<\/strong> button.<\/p>\n

Accessing Documents in the Repository<\/h3>\n

From the Reports <\/strong>screen, click on the View Documents <\/strong>button within the Document Repository <\/strong>section of the screen.<\/p>\n

\"\"
\nThe Document Repository on the Reports Screen<\/cite><\/p>\n

You may drag and drop documents between folders within the document repository.\u00a0 However, you may not alter a public document to become a personal document and vice versa.\u00a0 Righ-clicking with your mouse on a document allows you to view, download or, with permission, to delete the document.<\/p>\n

You may view or download any document by simply clicking on its title.\u00a0 If you have permission, you may use the right-click mouse button to delete the document.\u00a0 If you click on the gear wheel in the controls for the repository, you will see additional columns as follows:<\/p>\n

\"\"
\nExtended Repository Options<\/cite><\/p>\n

From this view, you can click on multiple documents, and delete them.\u00a0 Use the Select checkbox to identify the documents you want to delete.\u00a0 In addition you see additional information about the documents stored.<\/p>\n","protected":false},"excerpt":{"rendered":"

The document repository is accessed via the Reports screen.\u00a0 Users may send documents to the repository from the report scheduler, either on an immediate basis, or on a timed basis according to the schedule they create for the report.\u00a0 The user may store documents in a personal repository or within a public, shared repository.\u00a0 Permission…<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":23802,"menu_order":4,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"","_kad_blocks_custom_css":"","_kad_blocks_head_custom_js":"","_kad_blocks_body_custom_js":"","_kad_blocks_footer_custom_js":"","_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"footnotes":""},"class_list":["post-23807","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"\nDocument Repository - 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