How to open process file from EShare

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This page allows you to open and manage files stored in central Enterprise Sharing (EShare) Server. This option is available if you have enabled and correctly configured EShare server in Process Runner Options tab. In organizations users using files from this central location, management of files in EShare becomes important as users are able to open files from EShare. So how do we restrict Run Only users  working on Read Only files to save anything back to EShare. Smart EShare functionality in Process Runner smartly handles this by saving the opened Read Only files to a local folder and not allowing them to save back these files to EShare.User can use this file to run into SAP. Refer the below sections to know more about Smart EShare.

 

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hmtoggle_plus1EShare Toolbar Options

 

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•Open: Opens the selected file.

•Save As: Performs "Save As" action on selected file. Save As option essentially makes copy of current file and makes you the owner of the file.

•Refresh: Refreshes file list.

•Rename: Renames currently selected file. Only file owner can perform this action.

•Delete: Delete single or multiple files from Server. Only file owner can perform this task. If you have selected multiple files and you are not the owner for some of the files, Delete operation will skip those files and delete the remaining files where you are the owner.

•Sharing: Adjust privilege level for selected file or files. Only owner can make changes to privilege levels. i.e. Only owner can change Private to Shared or from Read Only to Read / Write mode.

•Private: Enabling this option will allow only the owner of this file to see and access the file.

 

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•Read Only: Read only file can still be opened by other user and they can make all the changes to the file and run it. But they are prevented from saving this file back to server (however, they can perform Save As).  Only owner can update and save this file on the server.

•Read / Write: Read / Write file can be updated by anyone.

•Download Layout: This option downloads the excel layout stored in iBook of the process file.Save the excel layout and start preparing data as per this layout. To execute the file, open the process file and use the downloaded and ready to load excel file.

•View: This option allows to set the tabs and files to be seen in the EShare window.

 

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▪Show All Tabs: Displays all the tabs (My Files, Shared Files, All Files)

▪Select All: Select All the Files in the current Active Tab.

▪Deselect All: Deselect All the Files in the current Active Tab.

▪Customization: This Option allows the user to add/remove the columns from current active Tab for convenience.

▪EShare Admin: Opens the EShare Admin view. Click here to know more about EShare Admin View.

 

•My Files: Displays all the private and shared files that you own in EShare Server.

•Shared Files: Displays shared files of all the other users on the EShare Server.

•All Files: This tab Displays a combination of My Files and Shared Files.

 

hmtoggle_plus1Open file from EShare

 

EShare server can consist of  EShare files which are either Private or Shared with Read/Write or Read Only permission.

i.Opening file from EShare with Private - Read Only, Read/Write or Shared - Read/Write permission

'Open from EShare Option' window is displayed on opening any EShare file with Private - Read Only permission or Private – Read/Write permission or Shared with Read/Write permission.

Open_Frm_EShare

•Open:  Clicking on this button opens file from EShare and allows changes made in the file to be saved back to EShare.

•Open (Smart EShare): Clicking on this button saves the process file from EShare to a local folder and any changes done in the file will not be saved back to EShare. Smart EShare file gets saved at the following location Documents\Innowera\ProcessFiles\SmartEShare as shown in below image unless the user changes the ProcessFiles folder path under Tools -> Options -> Path. Click here to view the Path options.

location_S_EShare

ii.Opening file from Eshare with Shared – Read Only permission

In the Open from EShare server window, open any file which is Shared and has only Read permission. The file is opened directly as a Smart EShare file from the local folder (MyDocuments\Innowera\ProcessFiles\ SmartEShare). Any changes done will not be saved to EShare.

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The Process Runner status bar displays as “SmartEShare” for any opened Smart EShare file.

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Please note that if the Smart EShare file already exists in the local folder and when user tries to reopen the same file from EShare, automatic back up of the existing file present in Smart EShare folder can be taken by enabling the “Auto backup of Process File when saving from schedule/command prompt/smart eshare run” option under Tools -> Options -> Updates/Backup. This allows users to have a copy of previously working file incase if there is any issue with the latest downloaded file. Click here to view the Updates/Backup options.

 

hmtoggle_plus1File Properties window

 

The File properties window is displayed by double clicking on the Smart EShare on the status bar. The Smart EShare tab gives detailed information about the Smart EShare file downloaded.  The EShare Info section displays the server address of EShare server, the File ID on EShare, the owner and changed user information. The local Info section displays the details of the user who locally downloads the Smart EShare file.

 

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hmtoggle_plus1Run Smart EShare file

 

Click on Run to execute the Smart EShare file. On the Run action, Process Runner performs a check on the Smart EShare file to see if file on EShare has changed since last time it was downloaded. This ensure that you are always using the latest copy of the file. Please note following while working with Smart EShare files:

•It is recommended not to use iBook as the data will be lost on refreshing the file from EShare. The restriction on use of iBook can also be placed by setting appropriate Lock functionality in the EShare file.

•There are certain settings which 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/system refreshes Smart EShare file, your file path/name will be retained. Expand the below section to know the values which are retained in the Smart EShare even after refresh from EShare server.

 

The highlighted label indicates the values retained in Smart EShare file on refresh from EShare.  The other file settings done get updated/refreshed.

•Home tab -> Excel section, Logon Shortcut

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•Advanced tab -> Excel Controls -> Basic

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•Advanced tab -> Excel Controls -> Expert

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i.EShare file has not changed on EShare and user runs the Smart EShare file

run_s_e_skip

On Run, if there is no change found in the EShare file on EShare and the downloaded Smart EShare file then the run proceeds further without the need to refresh the file from EShare.

ii.EShare file has changes and user runs the Smart EShare file

run_s_e_update

For any change detected between the EShare file and the locally present Smart EShare file, user is prompted to UPDATE the file inorder to continue. Click on Refresh and Run to download the latest file.

iii.EShare file is deleted and user runs the Smart EShare file

run_s_e_Del

On run, if Process Runner detects that the EShare file is deleted then the user is stopped from executing the Smart EShare file.

Note :

1.If EShare is ON and Smart EShare file is from outside, user cannot run such files if the EShare ID and Owner doesnot match the EShare instance.  

2.The Mapper and its related menu items will be greyed out to Designer users working on Smart EShare file.

 

hmtoggle_plus1Refresh from EShare

 

Click on Ref_1 button in toolbar to refresh the file from EShare server.  The user is displayed the Check Smart EShare window and displays the file status on comparing the EShare file with the Smart EShare file.

 

Ref_EShare

 

On run, if there are no changes in the EShare file on EShare and the downloaded Smart EShare file is found to be latest then the user can proceed further without refreshing the file from EShare. But if user wishes to download the file present on EShare then “Force Refresh” option allows the user to download the file. The Action changes from SKIP to DOWNLOAD. Click on Refresh button. The file is downloaded successfully to the local folder.

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hmtoggle_plus1Connected Smart EShare files

 

The connected process files are displayed in the left tree view in the Process Runner. As seen in the below screenshot only the master file is downloaded to the local folder.

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If user tries to open any process file directly from the tree view, the user is displayed the below error message.

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Click on Run or Refresh from EShare in the Process Runner toolbar.  A check is performed and the user is returned the file status. In the Check Smart EShare window, click on Refresh button to download the connected files.

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All the connected files are then downloaded locally as shown below and the file is executed successfully.

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In the connected process file, if the EShare file has been deleted from EShare server then the user cannot run the Smart EShare file. User is displayed “Run stopped” message.

Please note that 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. On trying to delete the following message is displayed

S_E_Conn_5

 

hmtoggle_plus1Smart EShare files with Schedulers

 

Users can easily schedule Smart EShare files from the Scheduler tab. Once you schedule a file, Windows Task Scheduler will automatically launch Process Runner. When the file is run at the scheduled time, the Check Smart EShare window automatically update Smart EShare file if there is any update from EShare.

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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 will automatically stop the run and the close the Process Runner.

 

 

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Working with EShare Admin View