Book Management

Administrators and Book Owners can create and manage report books using the Narrative Books page. Navigate to the page from Settings > Book Management. Follow this guidance to manage books:

Book and Section names can be duplicated.
Each book can contain multiple sections.

A section must only be assigned to one book.
Two levels are supported in the Tree Navigation. For example, a section can be placed under another section.
Each section can contain multiple documents.
A document must only be assigned to one section.
Document names cannot be duplicated in a single book, but can be duplicated across books.

The book grid displays the following column information:

Name: The name of the book.
Description: The description of the book.

NOTE: Book Names and Descriptions can be duplicated. Neither can exceed 500 characters.
Display Order: The order the book is displayed in the grid and home screen book drop-down.
Owner Group: The security group that owns the book and all documents within the book.
Viewer Group: The security group that can view the book and all documents in the book.
Approver Group: The security group that can approve the book and all documents in the book.
Enable: Determines whether the book is displayed in the Tree Navigation. Set to True (default) to display the book or set to False to keep the book hidden from the navigation.
Created by: The user who created the book.
Created on: The date the book was created.
Parameters (optional): A field that can be referenced in a document to ensure data accuracy.

Narrative Books Management

Manage, copy, or delete a book by selecting it from the grid and choosing the respective icon.

Icons displaying what an admin can do with a Narrative Book. They can manage, copy, and delete books.

Manage: This opens the Sections and Documents page where you can edit the structure of the book. See Sections and Documents.
Copy: This duplicates the selected book and associated documents.

NOTE: All statuses for the copied documents are set to checked-in during the copy process.
Delete: This removes the book and all associated documents, regardless of statuses, permanently.
Reset Status: Accessible from the Sections and Documents page, this icon sets the selected document back to checked-in status.

Sections and Documents

Admins and book owners can manage the structure of narrative books using the Sections and Documents page. First, use the Sections Grid to create the structure of the book. This structure is mirrored in the Main Display through the Tree Navigation. After your structure is defined, use the Documents Grid to upload documents to the database and to create your narrative book.

Section Grid: This displays the sections within a narrative book and shows the following column information:
- Section Name: The name of the section.
- Display Order: The order the section is displayed in the book and in the Tree Navigation. When a column decimal place end in 0, such as 1.0 or 2.0, a new section indicator is automatically added to the section indicating a top level section.
Document Grid: This displays the documents in each section and contains the following column information:
- Document Name: The name of the document. Names should not be duplicated within the book.
- Description: The description of the document.
- Display Order: The order in which the document is displayed within the section and in the Tree Navigation. Using 0 is not allowed.
- Enable: This determines whether the book is displayed in the tree navigation. Set to True, the default, to display the book or set to False to keep the book hidden from the navigation.
- Status: Displays the current status of a document.
- Preparer Group: The security group that can edit and submit the document for approval. This optional security group is in addition to the book Owners group and can be left blank.
- Viewer Group: The security group that can view the document. This optional security group is in addition to the book Viewer group and can be left blank.
- Approver Group: The security group who can approve the document. This optional security group is in addition to the book Approver group and can be left blank.
- Source File Name: The name of the source file including the file extension.
- Imported: This determines whether or not the file has been imported into the table.
- Mode: Determines how the document can be opened for editing. Document modes include the following options:
  - OneStream Editor: Users can edit and refresh documents dynamically using XF docs and document variables directly in Text Editor and Spreadsheet. See Creating an Extensible Document in Text Editor.
  - Office (Processed): Users can edit and refresh documents dynamically using XF docs and document variables directly in a Microsoft Office application. See Creating an Extensible Document in Microsoft Word.
  - Office: Users can check out a document to a Microsoft application, edit it, and check it back in so all users can see the latest changes. See Work with Documents.
- Parameters (optional): A field that can be referenced in a document to ensure data accuracy.

Create the Navigation Tree Structure

As an administrator or book owner, define the structure of a book by adding sections and documents individually or using the Import Template feature.

Template

Click the Template icon to upload a template containing the narrative book structure and quickly create the sections and documents relationship. The template should be a comma-separated values (.csv) file. Use the Download Template link to access a sample template.

Before importing, know:

The display order is automatically generated based on the row order in the .csv file.
Import templates will replace the existing grid data.

Import the .csv using the following fields:

.csv file example of a template used to import sections and documents into a narrative book.

Type: This describes the structure of the book. Choose from Root, Section, or Document.
- Root: This defines the top level of a section.
  
  IMPORTANT: The template should always start with a Root type.
- Section: This defines sub-sections of a book.
- Document: This defines the document.
Name: The name of the section or document to be created.
Description: The description of the document. Section descriptions are not required.
Preparer Group: The security group that can edit and submit the document for approval.
Viewer Group: The security group that can view the document.
Approver Group: The security group that can approve the document.
Enable: True or False field indicating if a document will display in the Tree Navigation. Default value is True when field is left blank.
Source File Name: The unique name of the source file including the file extension.
Mode: Determines how the document can be opened for editing. See Mode in Document Grid.
Parameters (optional): A field that can be referenced in a document to ensure data accuracy.

Documents

After you define a book structure, you can import individual documents or a .zip file using the Documents icon. Supported file types include Microsoft Word, Excel, and PowerPoint documents.

From Sections and Documents, select a section.
Click the Documents icon.
Use File Explorer to select your file. Click Open.