Accessing Documents

You can access existing documents from document lists in the Corporate Documents Page, Personal Documents Page, and/or Inbox Documents Page.

• To open any of these pages, just click its name in the navigation bar.

You can always access the Personal Documents and Inbox Documents pages. To access the Corporate Documents page, however, you must have the right to read at least one corporate document. You have been granted these and all other rights by your BusinessObjects supervisor.

Document lists can include WebIntelligence and BusinessObjects documents, as well as any other documents that have been uploaded to the system. You can recognize each type of document by the icon preceding the document in the list. Some examples of document types are:

These icons also let you perform the following operations on their corresponding document:

• Click on an icon to view the document's attributes.
• Right-click an icon to open a contextual menu which provides you with a variety of Web-related actions on the document.
• To view a document, just click its name in the document list.

Note: For more information about document lists, see Compact or expanded document list display in the next section, Filtering document lists, and Using the Quick Search facility.

Compact or expanded document list display

You can display document lists in either Compact or Expanded mode by clicking Compact or Expanded in the toolbar.

The default setting is Compact, which lets you see more document entries without having to scroll. However, you can change the default setting for each document list page in the Options page.

Compact mode

In Compact mode, each entry consists of a single line:

It includes:

• The document name
• The name of the document publisher (for corporate documents)
• The date the document was last published or updated
• The file size

Setting the sorting order in document lists

Use the bar at the top of the document list to set the order in which documents are displayed.

Click the attribute you want to use as the sorting criterion, for example, name. The first time you click an attribute, a white triangle pointing upward appears next to the attribute, for ascending order.

If you click the same attribute again, the triangle points down, and the documents are displayed in descending order.

Deleting multiple documents

When you have the right to delete a document, a small box is displayed at the left of its entry.

• To delete one or more documents, check this box for each document you want to delete, then click Delete in the toolbar. For complete information, see Deleting Documents.

Expanded mode

In Expanded mode, each document entry contains four lines:

Line no....	Contains...
1	The document's name. If it's a corporate document, the document domain in which the document is stored is displayed in parentheses.
2	The document's description, if it has been given one.
3	The time and date the document was last modified, the document's author (corporate documents only), and its size.
4	A series of links which let you perform actions on the document without having to open it. These can include: Load its data into a .csv or other spreadsheet such as Microsoft Excel (for WebIntelligence documents) Download it to a BusinessObjects .rep file (for BusinessObjects documents) Save it as a personal document Send it to another InfoView, WebIntelligence or BusinessObjects user Edit the data in the document (depending on your user rights) Delete it View the document's properties

Filtering document lists

Over time, the document lists in your Corporate and Personal Documents pages can include so many documents that the lists are no longer manageable--even in Compact mode.

Documents can be assigned to filtering mechanisms called categories. You can filter the documents in a list to display a more selective subset of documents by selecting a category from the Categories drop-down list at the top of the Corporate or Personal Documents page. InfoView instantly filters the list to display the documents in the selected category only.

For example, when you select Marketing in the Categories list box, only documents that were assigned to the Marketing category when they were published are listed. This makes the list of documents shorter, more manageable and more pertinent.

By default, the attribute All Categories is selected. This means that the entire list is displayed.

If you have the appropriate rights, the word Categories is blue and underlined, indicating a hypertext link. If you click on this link, the Category Management page is displayed, where you can create, update and delete categories.

For complete information about categories, see Using Document Categories.

Using the Quick Search facility

If you're having trouble finding a document on a page, you can use the Search for feature in the InfoView toolbar to search for that document.

To do a quick search:

1. Enter part or all of the document name in the entry box.
2. Press Enter.

The list of documents corresponding to your search criterion is displayed.

To return to your original document list, click the Back button in your browser.

InfoView also provides you with a more sophisticated search tool on the Search Page. See also Searching for Documents for information on more powerful document searches.

Note: You can also search for documents by extension, for example, .doc or .txt. This type of search is only available for non-BusinessObjects documents.

The Corporate Documents Page

Corporate documents are documents that have been saved to a document domain in the corporate repository and made accessible to workgroups within your corporation or organization.

To access the list of corporate documents you're allowed to read, click Corporate Documents in the navigation bar.

By default, all the documents for which you have read rights are displayed. These rights, as well as the actions you can take on these documents, are determined by the BusinessObjects supervisor.

If this document list becomes overly long and unwieldy, you can make it easier to manage and understand if you display only a subset of all these documents. See Filtering document lists.

The Personal Documents Page

Personal documents are documents you have saved for your personal use. They can be documents you have created, corporate documents of which you have saved a personal copy, or documents sent to you by other users that you've saved.

To access the list of your personal documents, click Personal Documents in the navigation bar.

By default, all the documents in your Personal Document storage area are displayed. If there are too many documents, however, you can make this list easier to manage and understand if you display only a subset of the documents. See Filtering document lists.

The Inbox Documents Page

Your Inbox Documents page contains documents that other people have created and mailed to you.

If you have documents waiting in your Inbox Documents page when you log in, the envelope outline next to the Inbox Documents link in the navigation bar changes to a yellow envelope.

Your inbox contains no new documents.

Someone has sent you a document that you haven't yet read.

To access the list of documents in your inbox, click the Inbox Documents link.

Documents that you have not read are flagged with envelope icons (see image above).

The envelope does not change to indicate that you have received a new document in your Inbox while you are logged in. To see any documents that you receive while you are logged in, you must refresh the Inbox Documents list.

Tip: InfoView does not automatically clear your inbox of documents you've read. To prevent this page from becoming cluttered you should immediately delete the documents that you are done with.
Act on the remaining documents as soon as possible, by downloading, saving, publishing, or sending them, then delete them from the inbox.

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