Note that these settings are shared between all users of each database. They should be set only when the database is initially set up or if the folders need to be moved.
IFP has two settings for default paths for a database: Public Documents and Source Files. Public Documents is used as the default location for saving Exports and Project Output. Source Files is used as the default location for files used to Import from. If Source Files is not set, Public Documents is used as the default Import location. As these locations are for files coming from or to be used outside IFP, it is important that users can easily access them outside IFP.
In our recommended configuration for IFP 3.3.x, there is a Shared folder under your country-specific folder, under which there are Public Documents and Source Files folders. If there is not a pre-existing location for Public Documents, it is recommended to use these Shared subfolders as the default paths for both Sales and P&L databases. If a drive is then mapped to the Shared folder in Windows Explorer, there is straightforward access to all the files.
To set the Public Documents or Source Files path:
- Open the database you wish to set the paths for.
- From IFP Home select Databases/Files > Database Manager
- Ensure the Current Database is selected and click Edit Settings…
- Select the Advanced Settings tab and Change Settings…
- Enter the required Public Documents and Source Files path (select Use Custom to set a path) and click OK.
You should then repeat this process for any further databases who require their Public Documents and Source File paths to be set. Ensure you change to the next database before trying to set the paths for it.
Note: use a UNC path where possible, rather than a mapped drive (e.g. \\server\group\country\shared rather than v:\shared). This will work regardless of user drive mappings and is likely to be faster to access.
What are the Public Documents and Source Files settings for?
Public Documents is the location that opens when browsing to Export a report or open a Project File to view. Source Files is the location that opens when browsing for a file to Import from. If these are set to your preferred location, this reduces time spent browsing for files. Both locations also show in the left hand panel of the browse screen, under the IFP icon.
IFP 3.3.0 and above stores Export and Import paths in terms of the Public Documents and Source Files settings, respectively. E.g. for an Import AutoTask, if the file to import from is within the Source Files folder tree, it is stored as relative to this: Source Files\Sales Imports\mydocument.xlsx. If you need to move all the Source Files to another location in future, you need only change the single Source Files path setting in the Database Manager, rather than change every AutoTask. See Changing and simplifying database paths - AutoTasks for more detail on this.
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