Manage EShare

EShare is a sharing and collaboration tool using which the Process Runner users can centrally open, manage, and store files on the Enterprise Sharing (EShare) server. The Open from EShare option is available if you enable and configure the EShare server on the Options tab in Process Runner. To prevent run-only users working on read-only files from saving to EShare, you can use the Smart EShare functionality in Process Runner. The read-only file is saved to a local folder and you are not allowed to save it to EShare.

To manage Process file from EShare

  1. To open a Process file from EShare, in Process Runner, select File > Open > Open from EShare. The Open from EShare window is displayed.

  1. In the Open from EShare window, select one of the following options:

  • Delete: Allows you to delete single or multiple files. If you have selected multiple files and you are not the owner for some of the files, the delete operation skips such files and deletes the files for which you are the owner.

  • Sharing: Allows you to allocate the privilege level for selected file or files. Only the file owner can change the privilege levels, such as private to shared or from read-only to read/write mode.
    • Private: Allows only the owner of this file to see and access the file.
    • Shared:
      • Read Only: Allows the user to open the read-only file, edit, and run it, but does not allow user to save the file to the server; the user can perform Save As. Only the owner can update and save this file to the server.
      • Read / Write: Allows the user to make use of all the privileges.
  • Download Layout: Allows you to download the Excel layout stored in external Excel file that is used. Save the Excel layout and start preparing data as per this layout. To run the file, open the Process file and use the downloaded and ready to load Excel file.

  • View: Allows you to set the tabs and files to be seen in the EShare window.
  • Show All Tabs: Displays all the tabs (My Files, Shared Files, All Files)
    • My Files: Displays all the private and shared files that you own on the EShare server.
    • Shared Files: Displays shared files of all the other users on the EShare server.
    • All Files: Displays a combination of My Files and Shared Files.
  • Select All: Allows you to select all the files on the current Active Tab.
  • Deselect: Allows you to deselect all the files on the current Active Tab.
  • Customization: Allows you to add/remove the columns from current active tab for convenience.
  • EShare Admin: Opens the EShare Admin view.
  • If you have selected Process Runner Cloud on the Enterprise Settings > EShare tab, the following additional options are available:

    • Shared:
      • Read Only Shared With: Allows you to open, change, and run the file. But you are prevented from saving this file back to server (however, you can perform Save As). Only owner can update and save this file to the server.
      • Read / Write Shared With: Allows the user to make use of all the privileges.
    • Manage Tags:
      • Global Tag(s): Allows you to identify the type of file, providing additional information in the form of tag. A global tag is defined by the Admin for all the files. You can configure 10 global tags at the time of EShare file upload.
      • User Tag(s): Allows you to define the type of file to identify and include additional information. You can configure five user tags at the time of EShare file upload.
    • Category: Allows you to define the category for the file, such as account, sales, or HR.
    • Set File Owner: Allows you to set another user as the file owner.

  1. Double-click the file that you want to open. The Open from EShare Option window is displayed.
  2. Select one of the following options:
    • Open: Opens the file from EShare server and saves the changes back to EShare.
    • Open (Smart EShare): Saves the file from EShare to the local folder and does not save the changes made to the file back to the EShare server.

    A smart EShare file is downloaded to the system for the first time. However, if you select the same file from EShare server, a confirmation prompt is displayed.

Note:  

  • If you open the file that is shared and has read-only permission, the file is opened as a Smart EShare file from MyDocuments\Innowera\ProcessFiles\SmartEShare; you can edit this default path in the Tools > Options > Path option.

  • Select the Auto backup of Process File when saving from schedule/command prompt/smart eshare run option in Tools > Options > Updates/Backup to automatically back up an existing file when it is reopened from EShare.

  1. Select Run. The file is run as follows:

    • If no change is found between the EShare file on EShare and the downloaded Smart EShare file, then the run proceeds without the file from EShare being refreshed.
    • If a change is detected between the EShare file and the local Smart EShare file, you are prompted to update the file. Click Refresh and Run to download the latest file.
    • If the EShare file is deleted, then you cannot run the Smart EShare file.

Note:

  • We recommend that you use external Excel file as the data will be lost on refreshing the file from EShare.
  • There are certain settings that are retained even when you refresh the file from EShare. For example, if you have specified certain Excel file to be used and if you refresh the Smart EShare file, your file path or name is retained.
  • If EShare is enabled and smart EShare file is used, make sure that EShare ID and Owner ID are same.
  • The mapper and its related menu items are greyed out to Designer users working on Smart EShare file.

  1. (Optional) To refresh the file from EShare server, select Refresh file from EShare > Refresh. The Check Smart EShare window is displayed with the file status on comparing the EShare file with the Smart EShare file.

    1. On run, if there are no changes in the EShare file on EShare and the downloaded Smart EShare file is the latest, then the user can proceed without refreshing the file from EShare. If you want to download the file present on EShare, select Force Refresh.
    2. The Action changes from SKIP to DOWNLOAD. Click Refresh. The file is downloaded successfully to the local folder.
  2. For connected Smart EShare Files, the files are displayed in the left tree view in Process Runner. Note that you can download only the master file to the local folder and if you try to open any Process file directly from the tree view, an error message is displayed.

    1. In the Process Runner toolbar, click Run or Refresh. A check is performed and the file status is displayed.
    2. In the Smart EShare Validation window, click Refresh to download the connected files. All the connected files are downloaded and the file is run successfully.

Note: For Connected Smart EShare Process file in Process Runner,

  • Run-only users do not have delete option to delete any connected Process file.
  • Designer users cannot delete files from the connected Smart EShare process files in Process Runner.

Smart EShare files with Schedulers

Users can easily schedule Smart EShare files from the Scheduler tab. Once you schedule a file, Windows Task Scheduler automatically launches Process Runner. When the file is run at the scheduled time, the Check Smart EShare window automatically updates Smart EShare file.

When the Smart EShare file is run from the scheduler and if the EShare file is found to be deleted from EShare server, then the Check Smart Share EShare window automatically stops the run and closes the Process Runner.