File Explorer Manager

Guide

PV650 SV100
Copyright © 2022 OneStream Software LLC. All rights reserved.

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Table of Contents

Table of Contents
Overview iii
Setup and Installation iv
Dependencies iv
Select the File Explorer Manager Development Location iv
Create the OneStream Development Environment v
Server Settings v
Configure the OneStream Application Server v
Install File Explorer Manager vi
Set Up File Explorer Manager vii
Create Tables and Launch Solution vii
Package Contents vii
Settings ix
Global Options ix
User Preferences x
Uninstall xii
Use File Explorer Manager xiii
Recycle Bin xiii
Restoring from the Recycle Bin xiii
Navigate the Folder Structure xiv

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Administrator View xiv

Folder Actions xvi
File Actions xvi
Activity Log xviii
Manage Grid Items xxii
Group Grid Items xxii
Filter Items Displayed in a Grid xxiii
Reorder Grid Columns xxiii
File Share Considerations xxiii
File Explorer Manager Best Practices xxvi
Help and Miscellaneous Information xxviii
Display Settings xxviii
Package Contents and Naming Conventions xxviii
Solution Database Migration Advice xxix
MarketPlace Solution Modification Considerations xxx

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Overview
The File Explorer Manager solution mirrors the security and core functionality from the integrated
OneStream File Explorer while adding functionality inspired by customer feedback.

Some of the main functions include:

l Ability to bulk copy and move files

l Capacity to download (zip) and delete multiple files at once

l Permission to delete folders and files aligns with existing integrated File Explorer security

l Audit tables and report to monitor user file and folder actions from within File Explorer
Manager

l Recycle Bin for deleted files and folders

l Option to restore files and folders from Recycle Bins

l Time zone specific display options for file and folder date stamp information

l Ability to sort, reorder, and filter on File Explorer Manager field columns and report

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Setup and Installation

This section contains important details related to the planning, configuring, and installation of your
solution. Before you install the solution, familiarize yourself with these details.

See also:MarketPlace Solution Modification Considerations

Dependencies
Component Description

OneStream 6.5.0 Minimum OneStream Platform version required to install this version of
or later File Explorer Manager.

Select the File Explorer Manager

Development Location
Before beginning installation, decide whether to build the solution directly in the Production
OneStream application or in a separate Development OneStream application. This section
provides some key considerations for each option.

Production OneStream Application: The primary advantage of building the solution in a

Production application is that you will not have to migrate the resulting work from a Development
application. However, there are intrinsic risks when making design changes to an application used
in a Production capacity and not advised.

NOTE: OneStream strongly recommends that you implement the solution in the
Development environment with a fresh copy of the Production application before starting
work.

Development OneStream Application: As a best practice, use the Development OneStream

application to build the solution.

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Create the OneStream Development

Environment
1. Ensure all the OneStream artifacts relating to File Manager Explorer such as Workflow
Profiles and Entities are in the Production application.

2. Copy your Production application to your Development environment and rename it. Use the
development version for your File Manager Explorer solution.

Server Settings
You may need to edit the OneStream Application Server Configuration so users can create and
change data in the additional database tables. If other MarketPlace solutions (such as Specialty
Planning) are already in the application, these adjustments may already exist.

See also:Solution Database Migration Advice

Configure the OneStream Application Server

Be sure that the security group settings include the users who work on and set up the solution
before proceeding.

NOTE: Group settings are applicable to all MarketPlace solutions; it is important to keep
the group names generic.

1. Start the OneStream Server Configuration Utility as an Administrator.

2. Click Open Application Server Configuration File > Database.

3. Edit the following OneStream Database Server properties:

l Access Group for Ancillary Tables: Select a group that includes those who will access
records.

l Can Create Ancillary Tables: True

l Can Edit Ancillary Table Data: True

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l Maintenance Group for Ancillary Tables: Select a group to edit and maintain tables.

l Table Creation Group for Ancillary Tables: Select a group who can create tables.

4. Restart Internet Information Server.

Install File Explorer Manager

1. On the OneStream MarketPlace Dashboard, click MarketPlace > File Explorer Manager.

2. On the File Explorer Manager Solution page, select the appropriate OneStream platform
version from the Minimum Platform Version drop-down list.

3. Select the most recent version from the Solution Version drop-down list and then click
Download.

4. Log in to OneStream.

5. On the Application tab, click Tools > Load/Extract.

6. On the Load tab, locate the solution package using the Select File icon and click Open.

7. When the solution’s file name appears, click Load.

8. Click Close to complete the installation.

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Set Up File Explorer Manager

The first time you run File Explorer Manager you will be guided through the table setup process: 

l In OneStream, click OnePlace > Dashboards > File Explorer Manager > File Explorer
Manager

Create Tables and Launch Solution

The first time you run this solution, you are directed to the File Explorer Manager Setup screen.

NOTE: Before running the setup, ensure that the account being used to access SQL
server has table creation rights on the SQL database to create the custom tables.

The first step of the setup creates all tables required for File Explorer Manager.

1. Click Step 1: Setup Tables

2. When setup is complete, click Step 2: Launch Solution to open File Explorer Manager.

Package Contents
The Dashboard Maintenance unit provides the user interface for File Explorer Manager and
includes the required dashboard groups, components, data adapters, parameters, and files.

It is not recommended to rename any included Dashboard, dimension, member, etc. unless
specified.

The following Business Rules are included:

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FEM_HelperQueries: A Dashboard Data Set business rule. This rule provides helper queries for
listings and reporting statistics used to create the dashboards and provide activity log
functionality.

FEM_SolutionHelper: A Dashboard Extender business rule that provides various helper

functions for the File Explorer Manager solution. These helper functions include management of
the solution setup, configuration settings, file manipulation, and other key user interactions in the
solution.

FEM_ParamHelper: A Conditional Parameter helper functions XFBR String business rule. This
rule is used to provide conditional parameter processing functions that allow a parameter value to
be interpreted and substituted with a different string.

FEM_ShareHelper: A common library of functions and properties that are shared between the
other three business rules. This allows for more consistency throughout the solution code and the
ability to reuse commonly used functions and properties.

The following database tables are included:

XFW_FEM_ControlLists: This database table stores the Global Options and User Preferences
settings for File Explorer Manager.

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Settings
The Settings page contains the Global Options tab in which key properties that guide File
Explore Manager administration are set as well as User Preferences and Uninstall
options.

Global Options
The Global Optionstab allows administrators to:

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l Set a security role based on managing File Explorer Manager

l Toggle on/off recycle bin functionality

l Empty bins for all users

l Assign a recycle bin maximum capacity

Security Role [Manage File Explorer Manager]: This assigned security group permits access
to the Global Options settings, Uninstall page, and Activity Log. The default value for this role
is assigned to administrators. If a group lacking administrative permissions is assigned to the
Security Role [Manage File Explorer Manager], members of that group will be limited to viewing
their respective user folders and will be unable to restore (write) to folders where they lack access.

Recycle Bin On/Off: If toggled on, the recycle bin is enabled. Deleted files and folders will be
sent to the recycle bin granted they do not exceed the recycle bin max capacity. When toggled off,
deleted files and folders will be permanently deleted. The recycle bin is defaulted to off.

Empty Bin for All Users: Clicking Emptywill prompt the user to confirm that they want to empty
all user recycle bins. This action is permanent. For ease of use, this action can be performed from
the Global Options page. Additionally, the recycle bins can be emptied using the recycle bin
buttons on the main page. These buttons will dynamically display based on whether recycle bins
are enabled as well as user and group security settings.

Recycle Bin Max Capacity (MB): Administrators can set a maximum individual recycle bin size.
Once this threshold is exceeded, files and folders will be permanently deleted rather than sent to
their respective recycle bin. The recycle bin max capacity defaults to 50 MB and cannot be set to
exceed 500 MB.

User Preferences
User preferences are settings that are specific to individual users.

User Time: Users can customize the time zone they want to display while using File Explorer
Manager. The default setting is UTC.

The following shows the default time stamp (UTC) in the Time Created and Time Modified
columns in the File Explorer Manager file grid.

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Daylight Savings: Select this box to automatically adjust File Explorer Manager user time for
daylight savings time. Times do not adjust unless this box is selected.

My Recycle Bin: Click Empty to permanently delete the files in your recycle bin. The number in
parentheses shows the total number of files currently in the recycle bin.

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Uninstall
The Uninstall tab allows administrators to uninstall the File Explorer Manager user interface or
the entire solution. 

NOTE: If performed as part of an upgrade, any modifications made to the standard File
Explorer Manager objects are removed.

There are two uninstall options:

l Uninstall UI removes File Explorer Manager, including related dashboards and business
rules, but leaves the database and related tables in place. Some Global Options will also be
cleared because their values are stored in Parameters under Dashboards.
o Choose this option to accept a File Explorer Manager update without removing the
data tables.
o The Release Notes indicate if an overinstall is supported.

l Uninstall Full removes all the related data tables, all data, File Explorer Manager
dashboards, and related business rules.
o Choose this option to completely remove File Explorer Manager or to perform an
upgrade that is so significant in its changes to the data tables that this method is
required.

NOTE: The File Explorer Manager tables are stored on the Framework database.
Removing these tables also removes all related File Explorer Manager data for all
applications using the same Framework.

IMPORTANT: Uninstall procedures are irreversible.

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Use File Explorer Manager

Use File Explorer Manager

This section focuses on key features of File Explorer Manager and how you can maximize use of
the solution.

Recycle Bin
In File Explorer Manager the recycle bin is a directory where deleted items are temporarily stored.
When turned on, deleted files and folders are not permanently deleted, but are sent instead to the
recycle bin as long as the files do not exceed the recycle bin maximum capacity. If artifacts
exceed the maximum capacity, you are prompted to permanently delete these files or cancel the
action.

Restoring from the Recycle Bin

The recycle bin helps prevent files and folders from being accidentally deleted. When the recycle
bin is enabled, File Explorer Manager sends files and folders to the recycle bin where they can be
restored.

IMPORTANT: If a file is deleted from the recycle bin it is permanently deleted and
cannot be recovered.

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Use File Explorer Manager

Navigate the Folder Structure

To navigate through the folder tree view, click the arrow to the left of the folder name you want to
expand. Bold folder names indicate underlying folders.

Click on a folder to view its contents in the files grid view.

Administrator View
Located to the left of the Settings button, there is a drop-down menu with two options: As Admin
and As User. This drop-down is visible by default to administrators. Access to the Administrator
View drop-down can be granted using Security Role [Manage File Explorer Manager] under the
Global Options tab on the Settings page.

For more information on the Security Role [Manager File Explorer Manager], see "Global Options"
on page ix.

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Use File Explorer Manager

As Admin: The administrator view reflects the folder structure from the Systems tab including all
user and internal folders. If the group assigned to Security Role [Manage File Explorer Manager]
lacks the security permissions to view all users, they are limited to viewing user folders to which
they have existing access.

As User: The user view reflects the standard file explorer structure. Users are restricted to
viewing only their own content.

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Folder Actions

Folder Actions
Relevant folder action buttons are displayed based on the folder selected.

Upload File: Displays a dialog box from which you can select a file for upload to the selected
destination folder

Create New Folder: Displays a dialog box from which you can create a new folder in the selected
destination folder. You are prompted to enter a new folder name, description, access group, and
maintenance group.

Folder Properties: Displays a dialog box from which you can view and modify folder properties.
Editable fields include description, access group, and maintenance group.

NOTE: The ability to edit access group and maintenance group is based on OneStream
user and group security settings.

Copy: Stores the copied contents in the clipboard. The Paste and Cancel buttons become visible
when you click Copy.

Paste:After clicking Copy, select the destination folder and click Paste. If you select a folder to
which you do not have write permission, the Paste button is hidden.

Cancel: Cancels the copy action and displays the standard file action buttons

Delete Folder: When the recycle bin is on, deleting a folder sends the folder and its contents to
the recycle bin. If deleting a folder will exceed the recycle bin maximum capacity, you are
prompted to permanently delete the folder and its contents.

When recycle bin is off, deleting a folder permanently deletes the folder and its contents. A dialog
prompt you to confirm the deletion.

File Actions
Relevant file action buttons are displayed based on the files selected.

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Folder Actions

Copy/Move: To copy or move files you must first select the files you want to move. The Paste and
Cancel buttons become visible when you click Copy/Move.

Paste: If you select a folder to which you do not have write permission, the Paste button is hidden.

Cancel: Cancels the copy/move action and displays the standard file action buttons

Download: When you select a single item, the Download button becomes visible. Clicking the
download icon from the desktop client launches the selected file. Clicking the download button
from the web client presents a download file dialog box.

Download (Zip): If you select multiple items, the Download button changes to a Zip button, which
creates a zip file with the selected files. From here you can choose to extract the files to your
desktop, open one file at a time, or save the zip file.

Process (OneStream File Types): OneStream files, such as POV and shortcuts, are meant to
perform specific actions in OneStream and can only be processed one at a time.

Process (Extensible Documents): You can process Extensible Documents by selecting and
clicking the Process button. Multiple Extensible Documents can be processed at once. When you
click the Process button, you are prompted to enter the parameters for the first file selected. After
populating parameters, a new dialog window opens displaying the Extensible Document. On the
top right of the dialog window, a combo box allows you to toggle between all the Extensible
Document files if multiple were selected for processing.

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Folder Actions

Activity Log
The Activity Log page is available to Administrators only.

Data in the Activity Log can be filtered, sorted, rearranged, and exported.

The Activity Log tracks actions taken from within the File Explorer Manager solution. Actions
taken outside of File Explorer Manager (i.e. from the OneStream integrated File Explorer,
Windows File Explorer) are not captured in the Activity Log.

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Folder Actions

Auditable actions within File Explorer Manager include:

l Created:
o File Uploaded
o Folder Created
o File Pasted
o Folder Pasted

l Updated:
o File Properties Modified
o Description
o Access Group
o Maintenance Group
o Folder Properties Modified

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o Description
o Access Group
o Maintenance Group

l Deleted (Recycled)
o File Recycle
o Folder Recycled
o File Moved
o File is deleted from original location upon pasting

l Restored
o File Restored
o Folder Restored

l Purged (Permanently Deleted)

o File Permanently Deleted
o Folder Permanently Deleted

Column Settings: Column settings can be configured by right-clicking the grid and selecting
Column Settings. From Column Settings, columns can be rearranged and hidden/displayed as
desired.

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Reset State:Right click the grid and select Reset State to restore column settings to their default.

Export: To export data, right click the grid, select Export, and select one of the export options
below:

l To Excel XML

l To CSV

l To Text

l To HTML

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Manage Grid Items

File Explorer Manager provides several features that let you group, filter, and display the data,
items, and columns in the grid.

Group Grid Items

Column headers can be grouped together by dragging and dropping selected headers to the dark
blue bar above the column headers.

Column groupings are updated and displayed as soon as the column is dropped into the bar.
When more than one group is used, they will display as nested within higher-level grouping.

Expand or collapse grouped items by clicking the Expand and Collapse widgets on the top left of
each grouping.

Any column groupings you make are retained between File Explorer Manager sessions.
Groupings remain until they are changed or removed.

To remove a grouping, hover over the column group you want to remove, then click the X that
appears in the group box. You can also click the column group header in the Grouped by bar and
drag it anywhere outside of the bar to remove it. Removing all groupings restores the list to its
original state.

You can also change the list of items within groupings between ascending order and descending
order by clicking the ascending/descending widget on the top of the column box.

When sorting grid items by multiple groups, you can easily change grouping hierarchy by
dragging and dropping a grouping box to the desired level.

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Filter Items Displayed in a Grid

You can use filters in grids to display a subset of the grid's items. This is useful when working with
many items because it allows you to focus on the specific items you need to work with.

Column ordering is remembered and retained from session to session until changed.

Any grid with columns that include the Filter button in the column header let you use filtering
criteria to display the items that meet the defined criteria.

Click the Filter button to display the Filter Criteria dialog.

Select the items to include in the filter. Options are based on specific item values available in the
selected column. You can select all items, specific items, or a single item for filtering.

Click Filter to apply the filter to the selected task group or task list.

Reorder Grid Columns

Columns in a file grid or report can be moved to customize the order in which they display. This
lets you move the most important columns to the visible area of the grid so you don't have to scroll
to see those columns.

To reorder a column in a grid, click and drag the heading of the column to the desired position in
the grid.

File Share Considerations

Enable/Disable File Share Uploads: Enable or disable File Share uploads by going to
OneStream XF Server Configuration Utility > File > Open Application Server Configuration
File > OneStream XF Environment > Click Ellipsis > Enable File Share Uploads.

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Folder Actions

System Security Roles: File Share specific security roles can be configured by going to System
> Security > System Security Roles.

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Folder Actions

Access Group, Maintenance Group, and Description: Due to limitations in File Share, moving
and copying files or folders from the application or system databases to File Share causes access
group, maintenance group, and description to be lost.

Uploading OneStream XML File Types to File Share: OneStream XML file types (for example,
POV, Workflow POV, Shortcuts, Application Settings) cannot be uploaded directly to File Share.

If you encounter the error below, you must re-upload the OneStream XML file type to the
application or system database, then copy or move the file to File Share.

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Folder Actions

Downloading Extensible Documents to File Share: When downloading Extensible

Documents from the application and system databases directly to File Share, you must use the
Download Selected File's Content File button for it to be supported in File Share. Extensible
Documents downloaded using the Download Selected File button are saved in an unsupported
format for file share usage.

If you encounter the error below, you must re-download the Extensible Document from File
Explorer using the Download Selected File's Content File button.

File Explorer Manager Best Practices

Save and Close Zip Files: If you download files to a zip and do not close that zip before
attempting to download again, you will receive an error message. Always save and close open zip
folders before attempting to download files to zip again.

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Folder Actions

Security Group [Manage File Explorer Manager] Role Considerations: The assigned
security group will need to be added as a child to the administrators group to see the full set of
user folders. If an assigned group lacks administrator permissions, the assigned group will still be
able to manage recycle bin functions, however, they will not be able to see individual user folders
and will be restricted to viewing only their own user folder. If an assigned group does not have
write permissions in user folders, they will be unable to restore files to those folders.

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Help and Miscellaneous Information

Help and Miscellaneous

Information
This page contains solution documentation.

Display Settings
OneStream and MarketPlace solutions frequently require the display of multiple data elements for
proper data entry and analysis. Therefore, the recommended screen resolution is a minimum of
1920 x 1080 for optimal rendering of forms and reports.

Additionally, OneStream recommends that you adjust the Windows System Display text setting to
100% and do not apply any Custom Scaling options.

Package Contents and Naming Conventions

The package file name contains multiple identifiers that correspond with the platform. Renaming
any of the elements contained in a package is discouraged in order to preserve the integrity of the
naming conventions.

Example Package Name: FEM_PV6.5.0_SV100_PackageContents.zip

Identifier Description

FEM Solution ID

PV6.5.0 Minimum Platform version required to run solution

SV100 Solution version

PackageContents File name

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Help and Miscellaneous Information

Solution Database Migration Advice

A development OneStream application is the safest method for building out a solution with custom
tables such as this one. The relationship between OneStream objects such as workflow profiles
and custom solution tables is that they point to the underlying identifier numbers and not the
object names as seen in the user interface. Prior to the solution configuration and to ensure the
identifiers match within the development and production applications, the development
application should be a recent copy of the production application. Once the development
application is created, install the solution and begin design. The following process below will help
migrate the solution tables properly.

See also: Managing a OneStream Environment in the Design and Reference Guide.

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Help and Miscellaneous Information

MarketPlace Solution Modification

Considerations
A few cautions and considerations regarding modification of MarketPlace solutions:

l Major changes to business rules or custom tables within a MarketPlace solution will not be
supported through normal channels as the resulting solution is significantly different from
the core solution.

l If changes are made to any dashboard object or business rule, consider renaming it or
copying it to a new object first. This is important because if there is an upgrade to the
MarketPlace solution in the future and the customer applies the upgrade, this will overlay
and wipe out the changes. This also applies when updating any of the standard reports and
dashboards.

l If modifications are made to a MarketPlace solution, upgrading to later versions will be more
complex depending on the degree of customization. Simple changes such as changing a
logo or colors on a dashboard do not impact upgrades significantly. Making changes to the
custom database tables and business rules, which should be avoided, will make an
upgrade even more complicated.

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