or a report view . For example, to change the format, language,
or delivery method of a report, create a report view. You can copy
multiple entries at the same time to the same location.Organize entries such as reports, analyses, agents, and packages in a meaningful way so that you can easily find them. It is important to plan how you can best organize entries in the portal. Review the entries and attempt to group them in a logical way. Consider grouping the entries by type or frequency of use.
You may decide to create a folder hierarchy by using nested folders. The folder structure should be logical and should support the chosen method of grouping.
Use meaningful names and detailed descriptions to identify entries in the portal.
You can copy, move, rename, or delete entries. You can create copies of entries and store them in multiple folders for easy access. You can disable entries and specify the order of entries. You can select a link for an entry. For example, if a report is deleted, you may want to link an associated report view to a different report.
Remember that an entry often refers to other entries such as packages, reports, analyses, or queries. In addition, there may be references to entries in job steps, agents tasks, drill-through targets, or metrics. Reference IDs are hard-coded in the specification for each entry.
Note that references to deployment objects are based on search paths, not IDs. IDs are installation-specific while search paths are not.
When you create a copy of an entry, you create a replica of that entry in another location in the portal. For example, create a copy if you want to use a generic report as the underlying structure for additional reports. The copy of the entry has a new ID. If there is another entry of the same name in the target location, you are prompted to replace the existing entry with the copied entry. If you choose to replace the existing entry, the ID of the existing entry is used.
If you copy a folder, references for entries in the folder that reference each other are updated to reference entries in the copied folder.
If you want to run an existing agent or report with some minor
changes, create an agent view or a report view . For example, to change the format, language,
or delivery method of a report, create a report view. You can copy
multiple entries at the same time to the same location.
If you want a report to appear in more than one location, create
a shortcut .
You must have read permissions for an entry you are attempting
to copy. You must also have traverse permissions for the current
folder, and write and traverse permissions for the target folder .
In Cognos Connection, select the check boxes next to the entry or entries you want to copy.
Click the copy button 
on
the toolbar.
Go to the desired location for the new entry or entries
and click the paste button 
on
the toolbar.
If an entry name is the same as an entry name in the destination folder, choose whether you want to replace the existing entry with the one that you are copying:
To replace the existing entry, click Yes.
To cancel the copy, click No.
When you move an entry, you remove it from the current folder and place it in another folder.
You may decide to move an entry if your folder becomes so full that it is difficult to locate particular entries. You can create a series of subfolders and move the entries to support your new folder hierarchy. For example, a folder containing weekly sales reports can be divided into sales reports by month or by author.
When you move an entry, the ID stays the same. References to the entry from other entries are not broken. However, shortcuts to the entry no longer work.
For example, a report has several report views associated with it. When you move the report to another location in Cognos Connection, the references in the associated report views are not broken. However, shortcuts to the entry no longer work.
When you move an entry, if there is another entry of the same name in the target location, you are prompted to replace the existing entry with the moved entry. If you choose to replace the existing entry, the ID of the existing entry is kept. References to the moved entry are broken. Shortcuts to the entry no longer work.
If you want to use a generic entry as the underlying structure
for additional entries, make a copy of the entry . If you want an entry
to appear in more than one location, create a shortcut . If you want to run
an existing agent or report with some minor changes, create an agent
view or
a report view .
For example, to change the format, language, or delivery method
of a report, create a report view.
You must have read permissions for the entry you are attempting to move. You must also have write and traverse permissions for the current folder and for the target folder.
In Cognos Connection, select the check boxes next to the entry or entries you want to move.
Click the cut button 
on
the toolbar.
Go to the desired location for the entry or entries and
click the paste button on
the toolbar.
If an entry name is the same as an entry name in the destination folder, choose whether you want to replace the existing entry with the one that you are copying:
To replace the existing entry, click Yes.
To cancel the copy, click No.
You may decide to rename an entry. Perhaps the current name for an analysis is confusing or the purpose of a report changed.
When you rename an entry, the ID stays the same. However, the search path changes. References to the entry from other entries are not broken. Shortcuts to the entry no longer work.
For example, a package has reports, agents, and drill-through definitions associated with it. When you rename the package, the references in the associated reports, agents, and drill-through definitions are not broken.
You cannot rename an entry to the same name as another entry that already exists in the same location.
You must have read permissions for the entry you are attempting to rename. You must also have write and traverse permissions for the current folder and for the target folder.
In Cognos Connection, locate the entry you want to rename,
and in the Actions column, click the properties
button 
.
Click the Properties tab.
In the Name box, type a new name for the entry.
Click OK.
You can disable entries to prevent users from accessing them.
Disabling entries is useful when you want to perform maintenance operations. For example, you may want to disable a folder while you reorganize its content. When you disable a folder, the folder content is also disabled.
If an entry is disabled, the disabled icon 
appears beside the entry to indicate that
it is disabled.
If the source entry is disabled, all shortcuts to the entry appear
with the source disabled icon 
, indicating
that it no longer works.
You must have read and write permissions for an entry to
enable or disable it. You must also have traverse permissions on
the folder that contains the entry.
In Cognos Connection, locate the entry you want to disable
and, in the Actions column, click the set properties
button .
Click the General tab.
Select the Disable this entry check box.
Tip: To enable a disabled entry, clear the Disable this entry check box.
Click OK.
If you have only read, execute, or traverse permissions
for a disabled entry, you cannot see the entry in the portal. If
you have write or set policy permissions for a disabled entry, it
appears in the portal with the disabled icon .
Some entries are linked to other entries when they are created. For example, a report view is linked to a report and a report or agent is linked to a package. Metrics are linked to a metrics package.
You can change the link for an entry. For example, if a report is deleted, you may want to link an associated report view to a different report. After you change the link, the report view reflects the content of the new report.
Select a link that is appropriate for the entry. For example, the package that a report is linked to must contain a valid model for the report to run correctly.
If the link associated with the entry is not available, Unavailable appears. For example, Unavailable appears if the package that a report is linked to is deleted.
You must have write permissions for the entry you are attempting to select a link for. You must also have write and traverse permissions for the current folder.
In Cognos Connection, locate the entry you want and click
the set properties button .
Click the General tab and find the current link for the entry.
For example, for a report, look in Package. For a report view, look in Source report.
Click the link.
For example, for a report, click Link to a package. For a report view, click Link to report.
Select the new entry that you want to link the entry to and click OK.
When you delete an entry, you permanently remove it from the portal and its ID is deleted. You may decide to delete an entry because it is outdated or may no longer satisfy your requirements.
Deleting the source entry for a shortcut removes only the source
entry. The shortcut entries remain but have an invalid reference
icon 
and are not accessible.
Deleting a shortcut or a report or agent view removes only the selected entry and not the source entry. References from other entries no longer work.
You must have write permissions or set policy permissions for the entry you are attempting to delete. You must also have write and traverse permissions for the current folder.
In Cognos Connection, select the check boxes next to the entries you want to delete.
Click the delete button 
on
the toolbar.
A confirmation box appears.
Click OK.
You can specify the order of folders and entries in the portal. You may decide to organize entries by level of usage and place entries that you use daily at the top of the list.
By default, existing entries are sorted alphabetically. Entries added after the order is specified are shown at the end of the list.
To specify the order of entries, you must have read and write permissions for all entries in the folder and read and traverse permissions for the folder containing the entries.
In Cognos Connection, click the tab you want.
Click the order button 
on
the toolbar.
Select the entries in the Shown in default order list
box and click the right-arrow button 
to
move them to the Shown first list box.
Note: You specify the order of folders and entries independently.
Click the Up, Down, To top, and To bottom links to move the folders and entries within the list.
Click OK.
You can organize entries into folders. Having folders that are logically labeled and organized helps you easily locate reports. For example, you might want to create folders in My Folders or Public Folders to help you organize your entries.
You can create folders in the following locations:
Public Folders
Entries that are placed in Public Folders are of interest to and can be viewed by many users. When the focus is on the Public Folder tab, the content is grouped by packages or folders. Each package contains a single model and all related entries, such as folders, reports, jobs, report views, agents, metrics, URLs, and shortcuts.
My Folders
You create personal folders and use them to organize entries according to your preferences. My Folders are accessible by you only when you are logged on.
You must have write access to a folder to create entries in it.
Click More to view a full list of actions that can be performed on an entry.
Click Set Properties to change the general properties, defaults,
permissions, and job properties for an entry. Not all properties
are available for each type of entry.
In Cognos Connection, go to the location for the new folder.
Click the new folder button 
on the portal toolbar.
In the Name box, type the name of the new folder.
If you want, in the Description and in the Screen tip box, you can type a description of the entry.
The description appears in the portal when you set your preferences
to use the details view . The screen tip, which is limited to 100
characters, appears when you pause your pointer over the icon for
the entry in the portal.
If you do not want to use the target folder shown under Location, choose another location:
Click Select another folder, select the target folder, and click OK. If the folder box is empty, go back one folder level using the path at the top of the dialog box.
Click Select My Folders as the location.
Click Finish.
The new folder has the same permissions as the parent folder. For information about changing access permissions, see Access Permissions.
