Defining a sequence for folder contents

A folder can contain process maps, BPMN models, and subfolders. These are displayed in the folder details pane for a selected folder, in a tiles view or a grid view. At first, the folder contents are sorted alphabetically by their name, depending on the language preference of the current user. You can create a predefined sequence for the contents of each folder, so that all users see the content in the same order. The folder tree displays the folder names according to the defined sequence, if available, otherwise sorted alphabetically by default.

The predefined user sequence is also used in all dialogs where the folder tree and contents are displayed for selection as well as in Document Generation.

To define the sequence for the contents of a folder:

  1. In Content Explorer, select the folder from the tree view on the left. The folder contents are displayed in the folder details pane on the right.
  2. Switch to the folder grid view for the folder details.
  3. Observe that the folder contents are listed in a table with Sequence as the first column.
  4. Select the Sequence column and use the drag and drop controls for each row to change the sequence of the rows. You can define the sequence across process models and subfolders. To define a sequence for the contents of a subfolder, you must select this subfolder and view its contents in grid view.

The user-defined sequence is automatically saved and is visible to all other users. You can now select Sequence as a sorting option in tiles view.

To define the sequence for main folders, the All Folders root folder is added to the tree view in Content Explorer, with a tiles and grid view. You can specify the preferred sequence for the local folders by using the grid view in the same way as you specify the sequence for the contents of any folder. Locked folders containing Industry Process Catalogs delivered by Infor are shown at the top of the sequence, and their sequence cannot be changed.

Once defined, the sequence for folder contents is kept throughout the application for each folder action:

  • Add BPMN model/process map/subfolder: the last added item is added as the last in the sequence.
  • Edit (folder, model): has no effect on sequence.
  • Delete (folder, model): removed from sequence, the remaining items remain sequenced as they were.
  • Cut/Paste and Drag & Drop: in the source folder the cut models/folders are removed from the sequence; in the target folder the pasted/dropped content is added as last in the sequence.
  • Save a copy from BPMN Modeler: the copy is added as last in the sequence in the target folder.
  • Copy/Paste: the pasted content is added in the target folder as last in the sequence.
  • Compare Folders: the sequence does not affect the comparison results.
  • Duplicate Folders: the duplicate is added as the last in the sequence; the contents of the duplicate copy retain the same sequence as the original.
  • Approve all/Draft all: has no effect on sequence.
  • Import (PI archive): the sequence from the import file is kept and, depending on the Overwrite, Merge, or Smart Merge import option, local content may be removed or merged with the content from the import file. If an administrator is importing main folders, their sequence must be defined manually after import.
  • Export (PI Archive): the sequencing is kept in the export file for the contents of the exported subfolders.
  • Export BPMN Models: the sequencing is kept in the export file for the contents of the exported folders.

In Process Viewer, if several main folders are present on the system, these are shown as cards according to the defined sequence. When the contents of a folder are shown, the view may be different, as follows:

  • If the folder contains a single process map, this is shown in the diagram view; it is a best practice to define a process map that gives an overview of the folder contents. In the process map, you can add shapes with diagram links to the BPMN models in the folder.
  • If the folder does not contain a process map or it contains more than one, all contents are shown as cards, in the order of the predefined sequence. If a sequence is not defined, the cards are shown in alphabetical order.
Note: In Document Generation, the sequence defined for a folder's contents is reflected in the generated documents. It is recommended to ensure that for each folder a sequence is defined where the process maps that contain the overview of the folder contents are first in the sequence. This recommendation applies to the document templates where process maps are used to define the main chapters in the document structure: Business Blueprint, Business Process Model with Description, Business Process Model with Description & Activity Details.

The user-defined sequence for the folder is preserved when you generate documents with templates:

  • Business Blueprint
  • Business Process Catalog
  • Business Process Model with Description
  • Business Process Model with Description & Activity Details
  • Complete Industry Process Content
  • Model Link Listing Report
  • Model Link Validity Report
  • Process Characteristics
  • Role Based Responsibility Mapping Report.