Using directories
Every corporation or individual company, department or member of staff requires certain information or data such as company guidelines, address lists, statistics, documents, images or templates for their daily work, regardless of a specific customer or order. The Directories feature on the
Home tab allows for filing (external) documents of all formats in a structured manner, making them accessible to all Bp Event users. Each company and each user has the option of creating their own favourite directories catering for their own needs.
As of Bp Event Version 12.1, dataset-specific directories are available for accounts, items, events and projects.
- Open a new directory
Create a new
Directory to file documents, files or records in an orderly manner for either your own or your company's use.
- Go to the
Home tab on the function bar.
- Click on the dropdown triangle next to next to
Directories and select
New. A new directory will open.
- Enter a speaking name for the directory for easy retrieval.
Save your input by clicking on the icon in the top left-hand corner of the input window
- Go to the
- Edit the directory settings
Assign permissions and make settings for versioning and added fields. In an existing directory, first switch to the
edit mode to make changes to the directory settings.
- Assign Change permission, Read Permission or Permission to change remarks to either all users or specific users/user groups.
- Activate Document versioning to log changes to objects and save old versions as a copy.
- Insert the names of added fields that are to be available for the directory in the field Added field names for objects.
- Activate Insert all user favourites to display the directory company-wide in all favourites lists without the individual user being able to actively add or delete it.
- Activate Open objects in display mode to prevent frequently read documents from being locked for other users every time they are accessed.
- Create Keywords in the input window at the top right. Use a new line for each keyword.
The keywords are used for categorisation and easier retrieval. Save your input by clicking on the icon in the top left-hand corner of the input window.
- Add new objects to the directory
Add the objects you want to a new directory. Directory objects can be inserted or deleted at any time, even if the directory itself is only in
display mode.
- Add various kinds of
New objects:
- Different files (text documents, images, tables)
- Records belonging to any table (accounts, event segments, etc.)
- Links (file or folder links, URLs)
- Right-click a directory object and select
New to either attach further objects on a
subordinate level or on the
same level.
- Move directory objects up or down by holding down the left mouse button (drag-and-drop). The object is always inserted below the object on which the mouse remains.
- To place an object at the top, drag the object above it downwards.
- In the directory input window, click on
Details in the toolbar to see a detailed list of objects or an object preview in the large window on the right.
Save your input by clicking on the icon in the top left-hand corner of the input window.
- Add various kinds of
- Assign keywords to directory objects
Keywords that are to be assigned to the directory objects are created and assigned in the directory itself.In an existing directory, first switch to the
Edit mode. Keywords can be assigned either in the preview or in an opened object, even if the directory itself is only in
edit mode.
- First enter the Keywords you want to use in the little input window in the top right-hand corner in the
directory. Write each keyword in a new line.
- Then save the directory and activate
Details to be able to assign the new keywords.
- Mark the object you want in the table of contents on the left and left-click the icon
Keywords in the preview window to open a list of existing keywords.
- Highlight and
Confirm the keywords you want to apply.
Multiple selection is possible, but the list of keywords cannot be extended at this point. If you select other values in the selection list, previously set keywords are removed. - Alternatively, right-click the object and select
Open from the context menu (or left-click and select
Open in the toolbar).
- Select the
Keywords from the picklist in the toolbar and
Confirm.
- First enter the Keywords you want to use in the little input window in the top right-hand corner in the
- Search directory objects by keyword
Search for all directory objects with this keyword regardless of the directory they are in by going to
Directories >
Directory objects >
Search. Enter the keyword you are looking for in the Full text search field. Within a directory, filter directly for one or more
keywords.
- Open the
Directory you want.
- Filter for
Keywords in the toolbar.
- Multiple selection is possible by holding down the Shift key and left-clicking. Note that only objects that have been assigned all of the selected keywords will be found when more than one keyword is selected ("And" search).
- Select the keywords you want and
Confirm.
- The list of directory objects with these keywords appears in the table of contents on the left. All objects regardless of keyword are displayed in the preview window on the right, which becomes visible by clicking
Details.
- To return to the full table of contents, click on
Keywords >
Discard selection in the toolbar.
- Open the
- Search for directory objects via the search or recently opened records
Directory objects can be found directly in a separate search.
- Click on the dropdown triangle next to
Directories and select
Directory objects.
- Select
Search to open a dialogue window or go to the
Recent searches > Most recent records if you have only recently worked with the object.
- Click on the dropdown triangle next to
- Use record-specific directories
As of Bp Event version 12.1, record specific directories are avaialable for
accounts,
items,
events and
projects. You can store data sheets, other documents, images or objects of any kind related to this one record here.
- In the side navigation, click on
Directory.
- If standard folders have already been created for the record table (accounts, items, events or projects) as
Added fields, they will appear automatically.
- Directory folders can be preset as filing locations in datasheet templates. These folders are automatically created when the first
data sheet based on that template is opened and saved.
- Create your own
folders or other directory objects by clicking on
New in the horizontal toolbar. Directory objects can be added or deleted without the directory itself being open in edit mode.
- To edit the directory settings, first insert at least one directory object.
- Click on the directory object and in the toolbar above select
Open.
- Click on
Open directory in the top toolbar and then select
Open in the top left-hand corner.
- Click on the directory object and in the toolbar above select
- In the side navigation, click on