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Module 12

Sharing Documents

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Sharing Documents

BOADatabases

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Ways to Share Documents / Reports

• Send to users

• Publishing in the Repository

• Export as .txt / .xls

• Convert to HTML / txt

• Save as a .PDF file

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This is ideal for communicating information to individuals rather than to groups of users.

When you send documents:

They go to named users and do not remain on the repository once all the recipients have retrieved them.

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User

Group

Sending a Document

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Sending a Document (cont.)

Report-Three.rep

Adding the Document

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Remain on the repository until the BOA supervisor removes them.

Ideal for communicating information within a Region.

Good for running common reports. Just need to refresh data.

Published Documents

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Publishing a Document

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Retrieving Documents You can retrieve documents

that have been:

Sent to you

Published in Region’s repository

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Retrieving Documents Sent to You

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Retrieving Published Documents

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• You can share the data OR use it in other applications.

• Just save the result of a data provider in a format recognized by selected application.

Exporting data from BOA

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• Export saves the raw data to a file. • User defined variables are not exported.

• Save As - saves the data with formatting applied.

Exporting data from BOA

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BOA data can be exported as:

Text• You can import the text file to many different applications.

Spreadsheet• When you view this exported data, each value appears in a separate cell.

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Export data to Excel

Keep in mind that the default location is on a Citrix server.

You should change the save location to an appropriate drive. Otherwise you may not find the file.

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Exporting DataExport data to TextExport data to ExcelExport data to dBASE

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• Save as text

• File…SaveAs…choose “Text”

• Then from Excel, open the text file

SaveAs

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Sending Reports to non-BOA Users

• Save your report in HTML format. Allows recipients to view them using their web browser.

• You don’t have to send the entire BOA Document. You choose just the reports that are appropriate.

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Sending Reports via HTML

Select and open your document in the UserDocs folder

Click File, Save As HTML

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Sending Reports via HTML (cont)

Click the Select Reports option

Make sure the All in one page button is selected

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Viewing the HTML File

Use Explorer to find the HTML file in your UserDocs folder.

To close, click File, Close in your browser.

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Save As .PDF

• Under File, Save As, select .pdf file.

• Users can view report using Adobe Acrobat.

• File will launch application when selected.