Administration

Navigation icon to the administration page

Administrators or Book Owners can navigate to the Narrative Books page using the Admin button.

Narrative Books

Administrators and Book Owners can create and manage report books using the Narrative Books page. 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.

Narrative Books Admin page showcasing a grid with Narrative Books listed.

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: Security group who owns the book and all documents within the book.
Viewer Group: Security group who can view the book and all documents within the book.
Approver Group: Security group who can approve the book and all documents within the book.
Enable: 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.
Created by: User who created the book.
Created on: 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: Opens the Sections and Documents page where you can edit the structure of the book. See Sections and Documents.
Copy: Duplicates the selected book and associated documents.

NOTE: All statuses for the copied documents are set to checked-in during copy process.
Delete: 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.

Admin page for managing the sections and documents within a narrative book.

Section Grid: Displays the sections within a narrative book and shows the following column information.
- Section Name: 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: 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: Description of the document.
- Display Order: Order in which the document is displayed within the section and in the Tree Navigation. Using 0 is not allowed.
- Enable: 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: Current status of a document.
- Preparer Group: Security group who can edit and submit the document for approval. This security group is in addition to the book Owners group, it is optional and can be left blank.
- Viewer Group: Security group who can view the document. This security group is in addition to the book Viewer group, it is optional and can be left blank.
- Approver Group: Security group who can approve the document. This security group is in addition to the book Approver group, it is optional and can be left blank.
- Source File Name: Name of the source file including the file extension.
- Imported: Determines whether or not the file has been imported into the table.
- Mode: 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.
  NOTE: Users on Platform Releases 6.1 to 8.1 can only use the Office application mode.
- 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 to 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: Describes the structure of the book. Choose from Root, Section, or Document.
- Root: Defines the top level of a section.
  
  IMPORTANT: The template should always start with a Root type.
- Section: Defines sub-sections of a book.
- Document: Defines the document.
Name: Name of the section or document to be created.
Description: Description of the document. Section descriptions are not required.
Preparer Group: Security group who can edit and submit the document for approval.
Viewer Group: Security group who can view the document.
Approver Group: Security group who 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: Unique name of the source file including the file extension.
Mode: 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.

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