Managing Files

After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Manage and share files
  • Share content and control access

My Files

The My Files area displays content you own and all content that is shared with you but owned by other users. This view also includes these folders:

  • Input Forms: Contains input/planning stories and other planning-related elements assigned to you.
  • Public: Contains content that all users have saved in a public folder. Content that you save in a public folder has read-only permission for other users by default.
  • Samples: Contains sample models and stories.

All users have the My Files area, but the content at that level is viewable by you and only you, unless it has been shared with you by another user.

Public Folders

The Public folder area contains content that is available to all users. However, the availability may be limited to view access only. In other words, not all content is editable. Whether content is editable or not depends on how the content or the folder where the content resides has been shared. The Public Folder cannot be deleted or copied, but administrators can assign copy and delete permissions on the folder so that items that are created in this folder will inherit the sharing permissions.

Share Content

You can share SAP Analytics Cloud files by granting either individual permissions or access levels to users or teams. Access levels are predefined groups of permissions that can be assigned to users. In many cases, these access levels are easier to assign and manage than individual permissions simply because they apply to multiple users at one time. 

The access levels available when sharing are:

Access LevelPermissions included
ViewRead, Copy, View Comment, Add Comment
EditUpdate, Create files*, Create folders*
Full ControlDelete, Delete Comment, Share
CustomAny customized combination of the permissions

* Applies only to folders

With the exception of Custom, each access level beginning with Edit contains the permissions from the access level above it.

You can share a file either by checking the box next to the file name in the Files area or from within the opened file. If you share from the Files area, you can select multiple files to share. With either option, you then select the Share icon and choose Share.

In the Share dialog, add the users or teams of users with whom to share and choose the appropriate access level. If you want to alert the recipients via e-mail, check the Email new recipients box. Then simply choose the Send button.

You can also unshare following the same process, but expand the Shared with area, select those users/teams with whom you no longer wish to share, and select Delete.

You can also pin a chart from a story to your Home page for quick access to the information it displays. When you are viewing a story, you can use a chart's More Actions button to choose Pin to Home.

Share a Story

Task 1: Business example

You are new to SAP Analytics Cloud and you need to learn how to work with some of SAP Analytics Cloud's sharing options.

Task flow

In this practice exercise, you will perform the following tasks:

  • Locate your story in My Files
  • Share your story
  • Remove sharing permissions


As a content owner, you can schedule sharing a story or analytic application with users and teams of your choice on a regular basis. You can share the publication with any number of SAP Analytics Cloud users within the tenant but a maximum of three non-SAP Analytics Cloud users. In order to schedule, you must be assigned the Schedule Publication privileges, such as Create and Manage. You can schedule a story from the Favorites menu, Featured files, or the Files page.

Watch this video to learn how to schedule and distribute a story.

The process of scheduling is similar, no matter where you start. To schedule a story from the Files area:


Due to the limit of scheduled publications per hour, which is based on your license, you might notice unavailable slots for your current schedule. In such a scenario, a warning message is displayed with the unavailable slots.

The maximum size limit of the email message is 12 MB.

Control Access

SAP Analytics Cloud administrators define who has what type of access to SAP Analytics Cloud stories and related elements. As we have seen in the Share content concept, there are three primary access levels to content:

  • View
  • Edit
  • Full Control

When it comes to controlling access regarding stories, administrators usually follow general guidelines:

  • For folders
    • Creating folders in the Public area depends on the access control applied to a user or team of users.
    • Sharing content in a folder depends on the access control setting applied to a user or team of users.
    • Any team of users or individual user with whom a folder is shared has access to the content in that folder.
      • If the folder is shared with View access, users cannot edit the content.
      • If the folder is shared with Edit access, users can edit the content.
  • For bookmarks
    • Bookmarking permissions can be applied to teams of users or to individual users.
    • Using bookmarks depends on the access control setting applied to a user or team of users.
    • Private bookmarks are shareable.
    • Saving a global bookmark is by permission only.
  • For sharing content
    • Determining who can share content and how is determined on a case-by-case basis.
    • How content is shared conforms to the three available access levels.


For the Catalog area, administrators publish content to an entire team. The Catalog area has View access only applied to it. This limited access helps prevent the Catalog area from getting cluttered with unnecessary content, allowing users to focus on the content they really use and need on a regular basis.

Depending on your user permissions, you may be able to save a copy of a particular file, but you cannot change the published file. Again, files in the Catalog have only View access.

Save progress to your learning plan by logging in or creating an account

Login or Register