Using folders to organise workbooks in BEx Browser

[Former Member]

Hello,

We've used folders to organize our workbooks, and then we assign these folders to roles.

Our problem is that when we make a change in the folder under one role, the changes do not show in that folder in another role.

<u>Background</u>

We're on BW3.0B, upgrading at present to BW3.5

We have workbooks organized into folders - for example, Folder 1 contains Revenue reports, Folder 2 contains Forecast reports, Folder 3 contains Shipment reports.

We then assign these folders to roles - for example, Sales Manager has all three folders, Finance has folders 1 and 2, Customer Service has folder 3.

We add a url in Folder 2 under the Sales Manager role, but the url does not show in folder 2 in the Finance role.

Any ideas as to why this is happening, or any suggestions for organizing workbooks would be very welcome.

Thanks,

Pat M.

[Former Member · Accepted solution]

Pat,

You are right. You made changes for one role with its specific menus. The other roles are independent of this one. And changes in menu in one role will not be reflected in another ones.

Just a hint - try the following.

Create the 3 roles: for seeing folder 1, folder 2 and folder 3. To a user who is a Sales manager assign all the 3 roles, to Finance user - two roles etc.

In this case changes in one role should be seen by different users.

As usually, differentiation in access rights is done on USER level. It's more properly.

Best regards,

Eugene

[Former Member · Accepted solution]

Eugene,

Understood. We had grouped our queries by folder, on the mistaken assumption that we could then make changes in a folder and have it seen by all the roles to which that folder was assigned.

Your suggestion (if I understood it correctly) means that we should ensure that a folder only appears in one role, and assign that role to multiple people where required.

Thanks again,

Pat M.

[Former Member]

Hi Pat,

Welcome to SDN!

Have you logged out of BEx and login again?

Best ragards,

Eugene

[Former Member]

Hello Eugene,

Thanks for the welcome! and for your reply.

Yes, have logged out/in again many times.

I did find that this made a difference when transporting roles to production - I needed to refresh the BEX Browser to ensure the changes had taken effect in the role.

However, while the changes did take effect in the role in which I made the them, there was no change in the folder under the other role. It appears as if by adding the folder to another role, it becomes a separate copy of that folder, with no links.

Best regards,

Pat M.