Chapter 2. Managing Workboards
Chapter 2. Managing Workboards
This chapter explains how to work with the workboards in CQI Navigator, covering topics
such as searching for workboards, opening and saving workboards, creating folders for
organizing workboards, and other management options.
The Workboards Pane is used to display the workboards and perform management operations.
When you open the workboard page in CQI Navigator, the Workboards Pane displays the public
workboards that you are allowed to see. Workboards can be secured and exposed only to the
relevant users for either read-only or editing access.
You can save modified public workboards as private workboards, and create your own private
workboards and share them with other users.
Using the Workboards Pane
The Workboards
button on the Task Pane toolbar opens the Workboards Pane where you
can display the folders and workboards that you are allowed to see, and perform management
functions such as creating folders, renaming and deleting folders and workboards, and defining
permissions for sharing folders and workboards with other users.
When you open the workboard page, the Task Pane displays the Workboards Pane by default.
Chapter 2. Managing Workboards
Use the Workboards Pane buttons to display the public, private or other users’ workboards:
Public Workboards
Shows the public workboards that you are allowed to see. If you have administrative
credentials, you can perform editing functions such as renaming and deleting folders and
workboards. You might be authorized to edit some folders but not others, depending on how
your permissions have been defined.
You can always save your work in a public workboard as a private workboard using the Save
As option on the Application Bar.
Private Workboards
Shows your private workboards. Here you are allowed to perform all possible functions.
You can save the modifications you make in a public or shared workboard to a private
workboard.
You can allow other users to view or modify a private workboard by “sharing” it with them. You
can share all of your workboards, a folder in a workboard, or a specific workboard. Private
workboards that are not shared can only be accessed by the creator of the workboard.
User’s Workboards
Opens a list of the users who have shared their workboards with you. This list is also available
by selecting the Open Shared Workboards option for a user on the Social Ribbon.
When you select a user from the users tree and click OK, you see the workboards that user
has exposed to you.
You can use the search box in this panel to search for a user: as you start typing in the name,
the matching names dynamically stream in the panel.
Chapter 2. Managing Workboards
The Search Box
The search box at the top of the Workboards Pane is used to quickly find a workboard. CQI
Navigator dynamically presents the possible matches as you type in a search term in this box.
With each keystroke, the search range is filtered down. You can refine your search until you
find the correct entity.
To clear the search results, delete the text in the search box.
The Workboard Tree and the Option Menus
Public and private workboards may be organized in folders. Clicking on a folder expands that
folder.
Clicking on an expanded folder collapses it.
Double-clicking a workboard in the Workboards Pane opens that workboard.
Clicking
next to a folder opens a menu listing the options you can use with that folder.
Clicking next to a workboard opens a menu listing the options you can use with that
workboard.
Chapter 2. Managing Workboards
Opening a Workboard from the Workboards Pane
To open a workboard:
1.
On the Workboards Pane, display the Public, Private or a user’s folders.
2.
Click on the folder where the workboard is located in order to expand it. Then, doubleclick the workboard you want to open. If the workboard is located under the root and
not in a folder, just double-click it directly.
Searching for Workboards
The search box on the Application Bar can be used to find workboards.
CQI Navigator conducts search within the names and the topics of the workboards you are
allowed to see. It makes sure you get the most relevant search results, based on the search
string you enter and using the following inputs:

Matches between your user topics and workboard topics

Workboard usage and popularity, based on audit data

Total number of Likes in a workboard
To search for a workboard:
1.
The Search for Workboards option is selected by default. If not, click the Search
Options
2.
button and select Search for Workboards.
Type in the search text and click the Start Search
button (or press Enter):
Chapter 2. Managing Workboards
To open a workboard from search results:
Pointing to a workboard in the result list displays a preview for that workboard. This allows you
to quickly browse through the results and locate the relevant workboard.
Clicking on a workboard and then on OK, or double-clicking a workboard enables you to
navigate to that workboard.
Saving the Current Workboard
You can save the current workboard to preserve the modifications you have performed.
To save a public workboard, you need to have appropriate permission. If you don’t have
permission to save a workboard, the Save button will be disabled. Note that you can always
save your work in a public workboard as a private workboard.
To save a workboard:
1.
On the Application Bar click the Save
button and then click Save
.
If no topics have previously been associated with this workboard, the Workboard Topics
dialog box opens for tagging the workboard with new or existing topics that best describe
your content.
2.
Select a topic in the Topics Dictionary and click the Add arrow to move it to the
Workboard Topics panel. You can select several topics using Ctrl-click or Shift-click.
3.
Click Save.
Chapter 2. Managing Workboards
Saving a Workboard Under a New Name
The Save As option enables you to save the current workboard as a separate workboard under
a new name. You can save the current workboard to another location, under the same or a
different name. This option becomes useful especially when you do not have permission to
change the public workboards: You can save a public workboard to your Private Workboards,
and then make the changes you want.
To save a workboard under a new name:
1.
On the Application Bar click the Save
button and then click Save As
2.
Click on the folder where you want to save the workboard.
.
To save it as a private workboard, click the Private Workboards
button. If your private
workboards are organized in folders, click the folder where you want to save the current
workboard.
To save it to another user’s folder (if you have permission), click the User’s Workboards
button.
3.
Type a new Name for this workboard. You can use the same name if you are saving
to another location.
4.
Click OK to save the workboard in the folder you have selected. The new workboard
becomes the currently active workboard.
Saving to PDF and Printing a Workboard
To ensure compatibility with most printers, printing is performed via the PDF format.
1.
On the Application Bar, click the Save
button and then click Save to PDF
dialog box opens with a list of the workboard components.
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Chapter 2. Managing Workboards
2.
By default, all components are selected for printing. Deselect the ones you do not
want to print.
The components will be printed in the order they are listed here. To reorder the list, click
on a component and use the arrow keys on the right to move it to another position.
3.
Click OK. A PDF document will be generated containing the components of the
workboard.
Depending on how your web browser is configured, the generated PDF document will be
available in one of the following ways:

The document will open in a separate browser window. Use the function buttons to
save the PDF file to your computer or to another location, or print it according to
your preferences.

A download confirmation window will display for downloading the document to your
computer. Continue as instructed.
The Workboard Properties Pane contains workboard printing settings that you can change to
customize the workboard printouts.
Sending a Workboard by Mail
The Send Workboard by Mail option enables you to send a link to the current workboard, to
recipients who have email addresses defined in the system. The mail is sent via Microsoft
Outlook. Only recipients who are CQI Navigator users can see the workboard.
To send a workboard by mail:
1.
On the Application Bar click the Save
Mail
.
button and then click Send Workboard by
2.
In the dialog box that opens, select the recipients. The dialog box displays a list of the
current workboard’s users and the users who are your friends. If a user has no email
address, this is indicated in parentheses.
Chapter 2. Managing Workboards
Click Continue.
3.
Outlook opens automatically with the emails of the selected recipients, the name of
the workboard as the subject, and the link to the workboard in the message body. You
can edit the mail message and send it.
Saving a Workboard as an Image
The Save as Image option enables you to save the current workboard as a PNG file which you
can either save on your computer or open in a browser file. The application property “Save as
Image” is used to set the default option.
The workboard image can contain view, chart, image, text and map component contents. The
contents of web, HTML and Reporting Services components will not show in the image.
On the Application Bar click the Save
button and then click Save as Image
. If the
Save Image property is set to saving the image, a dialog box will open for selecting the
location for downloading the image file. If the property is set to open the image in a
browser, a browser window will open displaying the image.
Creating a New Folder
You can create folders to organize your workboards efficiently and logically. It is good practice
to arrange entities in a hierarchy of folders, which will make it possible to grant permissions at
the different levels of the tree.
To create a new folder under Public Workboards, you need to have appropriate permission.
To create a new folder:
1.
In Public Workboards or Private Workboards, click
next to the folder under which
you want to create a new one. For example, if you want to create a folder under the
root Private Workboards, click next to it.
2.
From the options menu, select New folder.
3.
In the Create New Folder window, enter the folder name.
Chapter 2. Managing Workboards
4.
Click OK to create the folder.
Renaming Folders and Workboards
The Rename option is used to change the name of a folder or a workboard.
To rename a folder or a workboard:
1.
Click next to the folder or workboard you want to rename. From the options menu,
select Rename.
2.
In the Rename window, type the new name.
3.
Click OK to save the new name.
Deleting Folders and Workboards
You can delete workboards and folders from your Private Workboards. An authorized user can
also delete workboards and folders from the Public Workboards. When you delete a workboard,
it is removed permanently and cannot be restored.
To delete a folder or a workboard:
1.
Click next to the folder or workboard you want to delete. From the options menu,
select Delete.
2.
In the confirmation window, click Yes to delete the entity.
Copying, Cutting and Pasting Folders and Workboards
You can copy, cut and paste a folder or a workboard from one folder to another.
To cut, copy and paste a folder or a workboard:
1.
Click
next to the folder or workboard. From the options menu, select Cut or Copy.
The Cut command deletes the folder or workboard from its current position and copies it to
the destination (Paste).
Chapter 2. Managing Workboards
2.
Select Cut or Copy.
3.
Select the folder where you want to paste the folder or workboard, and from its
options menu select Paste.
The cut or copied workboard appears in the folder.
Reordering Folders and Workboards
You can change the position of a folder or a workboard in Public Workboards or Private
Workboards.
Folders can be reordered within their immediate parent folder. Workboards can be reordered
within a folder.
To reorder folders or workboards:
1.
Click
next to the folder or workboard. From the options menu, select Reorder.
2.
In the Reorder dialog box, drag the folder or workboard up or down and drop it to the
new position.
3.
Click OK.
Chapter 2. Managing Workboards
Sharing a Private Folder or Workboard
Sharing a private folder (all the workboards under the folder) or a private workboard means
allowing other users to view and/or modify them.
To share a folder or a workboard:
1.
Click next to the folder or workboard you want to share. From the options menu,
select Sharing.
2.
In the Sharing dialog box, click the Add
3.
Click on the User/Role field. The list of user groups displays.
button.
Chapter 2. Managing Workboards
4.
Click on a group to display the users in that group. Select the user you want.
To share the folder or workboard with all the users who have the same OLAP role, click
the Roles
button. Select a role.
Click OK.
5.
In Permission, select the permission level.
The options are:
Permission
The user will…
Deny
see that the folder/workboard exists, but will not be
able to view it.
Hidden
not see this folder/workboard at all.
Read
be able to view the workboard(s).
Write
be able to view and modify the workboard(s).
Admin
be able to view, modify and delete the workboard(s).
Chapter 2. Managing Workboards
To cancel a sharing definition:
Click
next to the folder or workboard and from the options menu, select Sharing. In
the Sharing dialog box, click the Delete
button for the relevant user/role.