All content is managed through a security and categorisation infrastructure which is managed through the Content Folders. Content is stored within a two tier folder structure of Folders and Sub Folders.
The security of your reports is managed at the folder and sub folder level, not at the individual item level. The purpose of this is to simplify the creation of reports in the system.
The content types that are stored in this structure are reports, dashboards, views, data transformation flows, presentations and stories.
Ensure that you create both a folder, and a sub folder before you save your content. |
This process shows how to create a parent folder, which can be used to store sub folders.
Expand the Content Folders tab and click the Add button
You will be taken to the Folder setup page, where you will need to define the following settings
Parameter | Description |
---|---|
Folder Name | This will be the name of the folder displayed in various parts of the system when saving and viewing content. |
Description | This will be the description of the folder, used to define its intended purpose and audience. |
Folder Hierarchy | This defines the level of the folder. Select 'Top Level' to create a new parent folder. |
Sort Order | (Advanced setting) Provide a numeric sort order to list the folders accordingly. For example, a sort order of 1 means the folder will be displayed first. Defaults to zero in which case the folders are sorted alphabetically. |
Click Submit to create the folder
Create a sub folder by following the steps below. Note that at least one folder should already be created.
To create a sub folder, the following sections will need to be defined
These relate to content settings and as such only correspond to the sub folder level, as the folder level can't directly contain content
Parameter | Description |
---|---|
Folder Name | Name of the sub folder displayed in various parts of the system when saving and viewing content. |
Description | Description of the folder, used to define its intended purpose and audience. |
Folder Hierarchy | This is used to select the parent folder within which this sub folder should exist. |
Advanced settings | Expand this link to access additional advanced settings. These are discussed below. |
Sort Order | Provide a numeric sort order to list the sub folders accordingly. For example, a sort order of 1 means the sub folder will be displayed first. Defaults to zero in which case the folders are sorted alphabetically. |
Draft Content Default Folder | Enabling this toggle means that any content that is not activated is automatically stored in this Sub Folder, such as draft reports, dashboards, etc. Note that there can be one default draft sub folder in the system, which will contain all draft content until a different sub folder has been selected by the content writer. This is used to keep all draft content in one place, making it easier to keep the system organized. |
Default View Folder | Enable this toggle to define this sub folder to be used to store Views that are automatically created. Note that there can be only one of these folders in a system. |
Version History | The version history allows you to store the data returned in a report, in order to maintain historical result sets for reports.
All versions of the report data are stored in the Yellowfin Database. As the administrator you can determine how much history and the maximum size of reports you wish to save. This is an application management process that permits you to control the use of your infrastructure. Refer to the following parameters for more information. |
Max Size | Define the amount of storage available for caching report content in this folder (in KB). This lets you set a limit to the amount of report data that will be stored. If this limit is exceeded, the system will delete older cached content to store new one. |
Max Versions | Define the number of historical result sets that will be accessible, per report. For example, you can limit each report to store 20 result sets. If this number is exceeded, the system will delete older cached sets to store new one. Note: Content folder limitations related to versions and age, do not apply if the content in question is used in a Story. |
Max Age | Define how long the historical result sets should be stored before they are deleted. For example, if you define this age limit to be 5 years, then content will be stored for 5 years; all older content will be deleted. Note: This limitation will not apply if the content in question is used in a Story. |
This section allows you to configure an expert approval process for the content stored in this folder, as well as define which users can access the content.
Sub Folders can also be secured to restrict access to the content they contain based on specified permissions. The options for setting the security are as follows:
Security setting | Description |
---|---|
Unsecure | People can access the content stored here without logging in. |
Public | Users will have to log in before being able to view the content, but all users of the system will be able to view it. |
Private | Only selected users will be able to access this content. |
Click on the access level of the selected user (or approver) to update their level of access. Three types of access exist:
Access Level | Description |
---|---|
Read | Users will only be able to read the content but not create new items of this type of content. |
Edit | If a content item exists a user will be able to edit and update an existing piece of content but not create new or delete items in this folder. They will also be able to read all content in this folder. |
Delete | Users with delete access will be able to read, edit, create and delete content of this type. You must have at least one person with delete access |
Note: if you want all your users to be able to read the item make sure you have a group created with all your users. Use this group for read access
When using Client Org functionality, you are able to secure content sub folders at the primary org by assigning access to user groups created at the client org level. This will allow administrators to restrict primary org content to specified users in each client org, rather than all primary content being available to all client org users.