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If you work in a team, collaboration on files is the ultimate necessity.

 

I work in a development team and quite often we have to share design documents, mock-up, test results etc. with each other. My team members access these documents, in different roles i.e. editors or just readers.

 

SAP Mobile Documents works well for my team for three simple reasons:

  1. Creating new team shares is simple and easy.
  2. We can add different members to a team share with following roles. Assigned team members can find the team share under menu “Shared” in the SAP Mobile Documents application.
    1. Administrator: Who owns the team share and can assign members
    2. Contributor: Who can add, edit or delete documents inside the team share
    3. Reader: Who can view the documents inside the team share
  3. We configured SAP Mobile Documents software on our desktop (PC\Mac) to use the file sync facility
    1. To keep the files on our desktop always updated
    2. To easily upload changes to the documents

 

Hence, files are available to any member of the team when updated or created.

 

The documents stored in team shares contribute to the quota of administrator. Hence, effectively your team contributes to quota of your team shares. You can also setup a common account to hold all the team shares for the team.

 

The software is quite intuitive to achieve it yourself but just thought of write-down the steps for quick reference:

 

Pre-requisites

 

The users who will create share and will be member of the shares must be available to the platform. Depending on the scenario the approach to bring your users into the platform is different:

 

Creating Team Shares

 

  • Open the Web UI for SAP Mobile Documents to create team shares. In the Web Client navigate to the Shared Documents tab. The view will display all the team shares where a role (administrator, contributor or reader) has been assigned to you. Use the “Create” button to create a new share.

 

TeamShareCreation.png

 

  • Select “Share with Members” to assign new members with different roles.

 

AddingMembers.png

 

  • If you want to make the team share accessible to people outside the team, you need to create a public link. Click on the “Anyone with the link has access” checkbox to create a public link. You can configure a password to protect the link, define a specific time frame for which the link is accessible and enable write access.

 

TeamShareCreation_PublicLink.png

 

Setting up file sync on the desktop client

 

If you want to get your local documents to be updated automatically when updated on server or automatic upload of newly created or updated local documents to the server , you need to set auto sync

 

To setup auto-sync for the content on your desktop client, select “General Settings” and open the “Selective Sync” tab in the dialog. The view will display all the team shares where you have a role (administrator, contributor or reader). You can select the team share or folder to be auto-synced to the desktop client.

 

SelectiveSync.png

 

On the press of “Save” button an auto-sync is triggered. You can find all your documents in your “user_home\Mobile Docs\Shared Documents” folder.

If documents are now created, edited or updated in “Dev Team Share”, they will appear in the corresponding folder in the desktop client automatically.

 

That’s all there is to it. Have fun using SAP Mobile Documents as a collaborative tool in your team as well. Do share your experience with us.

 

Find more business use cases addressed by SAP Mobile Documents here: Use Cases and Business Scenarios with SAP Mobile Documents

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9 Comments

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    1. Ashwani Kumar Sharma Post author

      Hi Hans,

      This is not a bug but as designed.

      There are two types of Shares – Team Shares (with members) and Public Shares (may or may not have members) but have a public link which can be password protected.

      When you create a Share with the public link (Public Share) there is no member assignment required. Anyone who has the link can access the share. For better security it is advised to protect it with a password.

      Regards, Ashwani Kr Sharma

      (0) 
  1. Hans Schemidt

    But what is the approach that I can assign user without impact? I expect when I user correlating with the team sharing that also have only this user access the share and documents. Or what I do wrong here? This function I can not show it in my webinar.

    greeting

    Hans

    (0) 
    1. Ashwani Kumar Sharma Post author

      Hi Hans.

      I am not able to understand your question. Can you please rephrase ? May be a scenario will help.

      Also, can you move your question to the forum section of the community ?

      Regards, Ashwani Kr Sharma

      (0) 
      1. Alexander Rieder

        Hi Hans,

        your assumption is right for a Teamshare (without public link) only the users that are assigned have access to that share. If you are using an SAP Mobile Documents onPremise then there is an exception for Administrator Users. So user that have the Content Admin role are allowed to access every document with the KM. And in this case these users will see all shares that are available on that system.

        And just to complete the picture if the teamshare is a Public Share it is within the Mobile Documents Apps/WebUI also only available for members of the Share. The public access is only possible via the public URL.

        I hope that clarifies your described behavior.

        Best regards

        Alex

        (0) 
  2. Ananth Subramanian

    Hi Ashwani, could you let me know if SAP Document Center could be used to share files with external vendors and suppliers. If yes, what are the additional security settings that are available?

    thanks 

    (0) 

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