Shared folders and shortcuts in the IUIE

Overview

In the IUIE, shared folders hold shortcuts that anyone can access. You can move any shortcut within My Catalog to a shared folder for others to use. Like report objects, shared shortcuts rely on user groups to enable and control access.

A detailed description of each step follows this summary of how to share shortcuts in the IUIE:

1. Create a user security group to control who can access the folder in which you will place your shared shortcuts.
   
   
2. Create the shared folder.
   
   
3. Select a shortcut to be shared. This can be a shortcut to a blank report form or to a form with saved parameters. Move this shortcut into the shared folder.
   
   
4. Grant access to the shared folder by adding users to the shared folder security group you created in step 1.

Creating a user group

1. From My Catalog, click Shared Folders, and then Shared Folders Groups.
   
   
2. To begin creating a group, click Add.
   
   
3. Each field is required. Once you have entered a "Group Label Name" and "Description", click Save.

You can create more than one group at a time. Doing so will compile a list of shared groups that you can assign to shared folders as you create them.

Creating a shared folder

1. In My Catalog, under Shared Folders, click the Create Shared Folder option.
   
   
2. Select the group(s) from the list you previously created that will have access to the new folder by checking the corresponding box, or check Select All to select all your groups. Click Assign Groups.
   
   
3. Label and describe the folder meaningfully. All fields are required. Click Save to create the folder, which will be located under your Shared Folders catalog.

   Note: Once you create a folder in your Shared Folders catalog, you cannot move it to other custom folders in My Catalog. By design, a folder that will have common access must reside in your Shared Folder file structure. You can organize and modify the folders, subfolders, and shortcuts within Shared Folders, but you will not be able to move them out.

Once you have created a shared folder, you can click it to access options for creating shared subfolders, editing the shared folder name and description, moving or deleting it, and editing the access groups assigned.

Both folders and subfolders can have more than one shared access group assigned to them. However, a subfolder by definition resides within a parent folder. You can assign a unique shared access group to a subfolder, but you must ensure that all users who need to access the subfolder can access all folders above it in the hierarchy.

Sharing a shortcut

1. Navigate to the shortcut you would like to share.
   
   
2. Click the Share method option.
   
   
3. Select the folder in which to locate the shortcut, and then click OK. You will see a confirmation message.
   
   
4. Assign the users who will be allowed to see the shortcut.

Assigning members to a shared group

1. Under Shared Folders, click Shared Folders Groups.
   
   
2. Beside the group to which you want to add someone, click the View Group Members icon (which looks like two people).
   
   
3. Click Add to add a member, and then choose the appropriate member role code.

   The process of sharing a shortcut removes your user ID as the unique owner of the custom report. By default, you become a co-owner when you select a shortcut to share. When you add user access to a shared report, you can also determine the rights the user can exercise over the now shared shortcut, as follows:

   • Co-owner: Can edit/delete the group, add/edit/delete any group member (owner/editor/member), add/edit/delete group-owned objects (e.g., folder, folder contents), and access group objects (folder and its content list)
   • Editor: Can add/edit/delete member-level group members, add/edit/delete group-owned objects, and view/access group-owned objects (folder and its content list)
   • Member: Can view/access group-owned objects (folder and its content list)

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