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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 Verzeichnis Directories feature on the Basis 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 Verzeichnis Directory to file documents, files or records in an orderly manner for either your own or your company's use.

    1. Go to the Basis Home tab on the function bar.
    2. Click on the dropdown triangle next to next to Directoryexpand Directories and select neu New. A new directory will open.
    3. Enter a speaking name for the directory for easy retrieval.
    4. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window
  • Edit the directory settings

    Assign permissions and make settings for versioning and added fields. In an existing directory, first switch to the edit edit mode to make changes to the directory settings.

    1. Assign Change permission, Read Permission or Permission to change remarks to either all users or specific users/user groups.
    2. Activate Document versioning to log changes to objects and save old versions as a copy.
    3. Insert the names of added fields that are to be available for the directory in the field Added field names for objects.
    4. 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.
    5. Activate Open objects in display mode to prevent frequently read documents from being locked for other users every time they are accessed.
    6. 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.
    7. save 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 nur lesen display mode.

    1. Add various kinds of neuexpand New objects:
      1. Different files (text documents, images, tables)
      2. Records belonging to any table (accounts, event segments, etc.)
      3. Links (file or folder links, URLs)
    2. Right-click a directory object and select neu New to either attach further objects on a Einhaegen subordinate level or on the Anfuegen same level.
    3. 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.
    4. To place an object at the top, drag the object above it downwards.
    5. In the directory input window, click ondetails Details in the toolbar to see a detailed list of objects or an object preview in the large window on the right.
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • 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 Edit mode. Keywords can be assigned either in the preview or in an opened object, even if the directory itself is only in nur lesen edit mode.

    1. First enter the Keywords you want to use in the little input window in the top right-hand corner in the Verzeichnis directory. Write each keyword in a new line.
    2. Then save the directory and activate details Details to be able to assign the new keywords.
    3. Mark the object you want in the table of contents on the left and left-click the icon Typing Keywords in the preview window to open a list of existing keywords.
    4. Highlight and meldungConfirm 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.
    5. Alternatively, right-click the object and select edit Open from the context menu (or left-click and select edit Open in the toolbar).
    6. Select the Typing Keywords from the picklist in the toolbar and ok Confirm.
  • Search directory objects by keyword

    Search for all directory objects with this keyword regardless of the directory they are in by going to Verzeichnis DirectoriesVerzeichnis Objekt Directory objectssuche Search. Enter the keyword you are looking for in the Full text search field. Within a directory, filter directly for one or more Typing keywords.

    1. Open the Verzeichnis Directory you want.
    2. Filter for Typingexpand Keywords in the toolbar.
    3. 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).
    4. Select the keywords you want and meldung Confirm.
    5. 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 Details.
    6. To return to the full table of contents, click on Typing KeywordsSelectNone Discard selection in the toolbar.
  • Search for directory objects via the search or recently opened records

    Directory objects can be found directly in a separate search.

    1. Click on the dropdown triangle next to  Directories and select  Directory objects.
    2. 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.
  • Use record-specific directories

    As of Bp Event version 12.1, record specific directories are avaialable for Adresse accounts, artikel items, VA events and projekt projects. You can store data sheets, other documents, images or objects of any kind related to this one record here.

    1. In the side navigation, click on Directory Directory.
    2. If standard folders have already been created for the record table (accounts, items, events or projects) as Tabellendetails Added fields, they will appear automatically.
    3. Directory folders can be preset as filing locations in datasheet templates. These folders are automatically created when the first Datenblatt data sheet based on that template is opened and saved.
    4. Create your own Ordner Bestellung folders or other directory objects by clicking on new New in the horizontal toolbar. Directory objects can be added or deleted without the directory itself being open in edit mode.
    5. To edit the directory settings, first insert at least one directory object.
      1. Click on the directory object and in the toolbar above select edit Open.
      2. Click on Verzeichnis Open directory in the top toolbar and then select edit Open in the top left-hand corner.