Managing Distribution Directories

In this section:

How to:

The Distribution Directories folder contains a configuration of distribution directory nodes that supports scheduled report distributions from ReportCaster. Distribution directory nodes specify those folders within the IBFS FILE subsystem that capture output from scheduled report distributions, and can be mapped to existing file system directories that are accessible to the ReportCaster Distribution Server, as shown in the following image.

The Network Location Page for a new distribution directory node showing the Name, Type, and Path fields.

When using the Repository method, the ReportCaster Distribution Server delivers scheduled report output to these IBFS FILE subsystem folders and their associated network locations or FTP server locations. The output is then available for use by other tools or applications that can retrieve it from the designated network or FTP server location.

Because they are folders within the IBFS FILE subsystem, distribution directory nodes are subject to the same security configuration as any other IBFS resource. Administrators can therefore use distribution directory nodes to limit the availability of the IBFS files that support scheduled report distributions to a selected set of authorized groups and users.

The Network Location page opens when you open a new or existing distribution directory node. This page contains the following fields:

Name

The Name field identifies the name of a distribution directory node within the IBFS FILE subsystem. The value you assign to this field must be unique. You receive an error if you attempt to create more than one distribution directory node with the same name.

The value you assign to the Name field appears on the folder that represents the distribution directory node in the Resources tree. When the Resources tree on the Legacy home page is displayed in Full View mode, folders for distribution directory nodes appear under the FILE subsystem folder, as shown in the following image.

The Resources Tree in Full View mode showing a list of distribution directory folders under the File folder of the WebFOCUS node.

The value you assign to the Name field also appears on folders that represent distribution directory nodes in the Browse for Folder dialog box that opens from the Distribution dialog box of the ReportCaster Basic Scheduling Tool and Advanced Scheduling Tool, as shown in the following image. Administrators and authorized users can see these folders when they configure a Report Distribution schedule that uses the Repository method.

The Browse for Folder dialog box showing a list of distribution directory folders under the File System folder.
Type

The Type field allows administrators to select the type of distribution method and external connection to be supported by a new distribution directory. There are two options:

Path. When this option is selected, the new IBFS distribution directory node will be connected to a directory that is accessible to the Distribution Server. The Path field remains on display in the Network Location page and contains the path to that directory.

FTP Server. When this option is selected, the new IBFS distribution directory node will be connected to an FTP server identified by a predefined FTP setting configuration maintained in ReportCaster. The Path field is replaced by the Server field with its list of predefined FTP Setting configurations.

Distribution directory nodes can only support a single connection type. Therefore, this field is visible only when creating new distribution directory nodes. It is not visible in distribution directory nodes that have already been created.

In addition, because the option to assign a distribution directory node to an FTP server is possible only when predefined FTP Connection setting configurations are available, this field, and the two options it contains, appears only when at least one predefined FTP Setting configuration, in addition to the (Default Setting) configuration, is available in ReportCaster. For more information about FTP Setting configurations, see the ReportCaster technical content.

Path

The Path field identifies the path to the network location that corresponds to a distribution directory node in the IBFS system, as shown in the following image. Because this location is the file system target of the scheduled report output, the Distribution Server must be able to write files to the location defined by this path. Within this limitation, the path can identify any location that supports your requirements.

The Network Location page showing a distribution directory node configuration mapped to a Path.

The format of a path assigned to this value must conform to the requirements of the operating system used by the Distribution Server or to the requirements of the Universal Naming Convention (UNC). For example, you could use one of the following paths to identify a file system directory named ReportOutput\Report01, that is located on a server named Server01, which, in a Microsoft Windows-based network, is mapped to the drive letter W:\.

  • For Windows: W:\ReportOutput\Report01
  • For UNIX or Linux: /ReportOutput/Report01
  • For the Universal Naming Convention: \\Server01\ReportOutput\Report01

If a path uses a format that is accessible to the Application Server as well, full details of the results of the file distribution are available for review from the Application Server.

If a path points to a directory on a machine that does not host the Application and Distribution Servers, both the Application Server, typically Tomcat, and the Distribution Server must be running under a user ID that has permission to access the directory. The Application Server must at least have Read permission to the targeted directory. The Distribution Server must have Read/Write permission to the targeted directory. The configuration of these permissions takes place within the external network, and is beyond the scope of this document.

Note that you must define the path to the file system location before you can create a distribution directory node for it. If the path in a distribution directory node does not point to an existing network location, the distribution directory is invalid and cannot support a scheduled report distribution.

FTP Server

The FTP Server field identifies the predefined FTP Setting configuration to which a distribution directory node is mapped in the IBFS system, as shown in the following image.

The Network Location page showing a distribution directory node configuration mapped to an FTP Server.

The list of servers in this field is limited to the set of predefined FTP server configurations available in the ReportCaster Console Configuration tab. The list excludes the default FTP Server configuration defined within ReportCaster because it is not a true IBFS node. It also excludes any user-defined FTP configurations attached to FTP Distribution schedules. In order to include the configurations defined in either of these locations, administrators must create a duplicate pre-defined FTP Setting configuration within ReportCaster.

The details of an FTP Server configuration identify the name of the FTP server to which the connection is made, the authorized User ID and Password for that FTP server, and the security protocol it uses. For more information about the FTP Settings configuration, see the ReportCaster technical content.

When creating a new distribution directory node, this setting appears only after you click the Server option in the Type setting.

When working with an existing distribution directory node, this setting appears only if the distribution directory node was configured to support an FTP Server connection when it was created.

Granting Access to Distribution Directory Nodes

Just as the ability to distribute scheduled report output using the Repository method is typically limited to administrators, and to those users in the Developers and Advanced Users groups who are authorized to create, edit, and distribute content within their assigned workspaces, the ability to access distribution directory nodes that support scheduled report distributions to the FILE subsystem should be limited to administrators, and to the users who are authorized to distribute the scheduled report output they contain. Using the tools of the workspace-based security model, administrators can ensure that distribution directories are available only to these authorized users.

In order to make distribution directories fully accessible to authorized users, administrators must do the following:

  1. Ensure that the ability to access resources in the IBFS FILE subsystem folder is available to users in authorized groups.
  2. Make the ability to distribute scheduled report output to the File System available to users in authorized groups.
  3. Make individual distribution directory nodes available to the groups that must use them to contain report output created from scheduled report distributions.

These requirements call for the assignment of the existing List Role to the FILE folder in the IBFS system, and the creation of two new roles: a role that grants access to the file system distribution method, referred to as the Distribution to File System role, and a second role that grants access to the privileges required to create or overwrite scheduled report content in a distribution directory, referred to as the Distribution Directory Access role.

A rule that makes the List role available to all users in the EVERYONE group is assigned to the FILE folder, by default. This rule must be assigned to the FILE folder in order to make Distribution Directory nodes, which exist within the IBFS FILE subsystem available to authorized groups and users.

The Distribution to File System role is designed to grant users the Distribute to File System (opDistributeFileSystem) privilege when working with a workspace. This role can include additional privileges, if required, or administrators can add this privilege to an existing role that contains other privileges. However, by creating a dedicated role limited to file system distribution access, administrators can achieve the most effective control over this role and its use.

The Distribution Directory Access role is designed to grant users the additional access needed to work with individual distribution directory nodes. It consists of the Access Resource (opList) privilege that enables users to see the distribution directory node and its contents, the Create Items (opCreateItem) privilege that enables users who own reporting schedules to create files containing scheduled report output in the distribution directory node, and the Edit Items (opWrite) privilege that enables users who own reporting schedules to overwrite files containing scheduled report output in the distribution directory if the previous version of that file did not use a unique filename that includes a timestamp. The Create Items and Edit Items privileges are required because the Distribution Server that produces the scheduled report output signs into WebFOCUS with the ID of the user that owns the reporting schedule in order to transfer scheduled report output to the distribution directory node.

As with the File System Distribution role, this role can include additional privileges, if required, or administrators can add these privileges to an existing role that contains other privileges. However, by creating a dedicated role limited to the ability to create and view content in a distribution directory node, administrators can achieve the most effective control over this role and its use.

Administrators must also create distribution directory nodes for those workspaces that generate scheduled report output. If all members are permitted to see or generate scheduled report output from a workspace, a single distribution directory node can accommodate all output from that workspace. However, if access to sensitive or confidential report output from a workspace must be restricted to a smaller group, additional distribution directories that are limited to these smaller groups may be required.

In order to complete the configuration required to make distribution directories available to authorized users, administrators must create rules for the workspaces and distribution directories that support scheduled report output distribution to the IBFS File subsystem. They must create a Distribution to File System rule for each workspace that generates scheduled report output for delivery to the File System in order to allow group members in that workspace to access the File System folder and workspace directory subfolders when they create a schedule. They must also create a Distribution Directory Access rule for each distribution directory node that contains scheduled report output in order to allow group members from the workspace that generated the scheduled report output to access that distribution directory and create scheduled report output in it.

We recommend that administrators configure distribution directory notes in the following task sequence:

  1. Identify the workspaces and groups that require access to distribution directories for scheduled report output.
  2. Ensure that all users who need to run scheduled reports are included in the groups that must have access to the scheduled report output.
  3. Create a Distribution to the File System role.
  4. Create a Distribution Access role.
  5. Create the distribution directory nodes required to contain the scheduled report output generated by each workspace.
  6. Create a Distribution to File System rule for each group that generates scheduled report output for distribution to the file system.
  7. Create a Distribution Directory Access rule for each group assigned to a distribution directory node that contains scheduled report output from their workspace.

Tasks one and two are not included in the topics that follow. They require an assessment that can only be made by each administrator based on the requirements of their organization. The remaining tasks are described in detail in the topics that follow.

Procedure: How to Create a Distribution to the File System Role

This role is designed to grant the privilege to distribute scheduled report output from a workspace to the IBFS File subsystem. We recommend that this role be limited to a single privilege and be identified by that privilege as described in this procedure. However, this role can include additional privileges if required, or the Distribute to File System (opDistributeFileSystem) privilege can be assigned to an existing role.

  1. Sign in as an administrator, and open the Security Center.
  2. In the Security Center, click the Roles tab.
  3. Click New Role to open the New Role dialog box.
  4. In the Name field, type a name for this new role. For example, Distribution to the File System.
  5. Under the Scheduling and Distribution privilege category folder, select the Distribute to File System check box.
  6. Click OK to save the new role.

    The Distribution to the File System role appears in the Roles list.

Procedure: How to Create a Distribution Directory Access Role

This role is designed to grant the privilege to access distribution directory nodes and create and overwrite scheduled report output in them. We recommend that this role be limited to the Access Resource, Create Item, and Edit Item privileges and be identified as a distribution directory access role as described in this procedure. However, this role can include additional privileges if required, or these privileges can be assigned to an existing role.

  1. Sign in as an administrator, and open the Security Center.
  2. In the Security Center, click the Roles tab.
  3. Click New Role to open the New Role dialog box.
  4. In the Name field, type a name for this new role. For example, Distribution Directory Access.
  5. Under the Basic Reporting privilege category folder, select the Access Resource check box.
  6. Under the Application Development privilege category folder, select the Create Items check box and select the Edit Items check box.
  7. Click OK to save the new role.

    The Distribution Directory Access role appears in the Roles list.

Procedure: How to Create a Distribution to File System Rule for a Workspace

A Distribution to File System rule grants access to the IBFS File subsystem to those groups assigned to a workspace that uses ReportCaster to distribute scheduled report output. Before you begin, make sure that all users who need access to the File subsystem are assigned to those groups to which this rule is assigned.

  1. Sign in as an administrator, and open the Workspaces view.
  2. In the Resources tree, under the Workspaces node or in the content area, right-click the workspace that requires the use of the File System distribution method for scheduled report content, point to Security, and then click Rules to open the Security Rules dialog box.
  3. On the Users and Groups tab, click the name of the Group that must have access to the File System Distribution Method.
  4. In the Rules for Group list, click the name of the role you created for distribution directory access. For example, Distribution to File System.
  5. In the Access column of the Distribution to File System role entry, click Permitted, and in the Apply To column, accept the default value, Folder and Children.
  6. Click Apply and then click OK to save the new rule.
  7. Repeat steps 3 through 6 to create the Distribution to File System rule for any additional workspaces or groups.

Procedure: How to Test the Assignment of a Distribution to File System Rule to a Workspace

  1. Sign in with the user ID and password of a member of a group to which the Distribution to File System rule was assigned, and open the Workspaces view.
  2. Right-click a report in the workspace, point to Schedule, and then click Repository to open the ReportCaster Distribution Scheduler wizard.
  3. Click Folder Location to open the Browse for Folder dialog box.
  4. If the File System folder appears at the top of the Choose the folder tree, click OK and close the ReportCaster Distribution Scheduler wizard.
  5. If the File System folder does not appear, click Cancel, close the ReportCaster Distribution Scheduler wizard, and perform the following steps.
    1. Right-click the workspace, point to Security, and click Rules on this Resource in order to determine if the Distribution to File System rule is assigned to the group under which you signed in, and if it was not, assign the rule to the group.
    2. Ensure that the List role is assigned to the FILE subsystem folder for the EVERYONE group.

Procedure: How to Create a Distribution Directory Node

When creating a node for a distribution directory, you must type a path to an existing network location. You cannot create a new network path merely by typing it in this field and saving the distribution directory node. If the path does not point to an existing network location, the distribution directory node is invalid and cannot support a scheduled report distribution.

  1. On the Administration Console Configuration tab, right-click the Distribution Directories folder, and then click New to open the Network Location page.
  2. In the Name field, type the name that identifies the new distribution directory node.
  3. To create a distribution directory node that connects to a network location, perform the following steps:
    1. Click Path in the Type field.
    2. In the Path field, type the path to the existing network location that corresponds to the distribution directory node in the IBFS system using one of the following formats.

      For Windows:

      drive:\path

      For UNIX or Linux:

      /path

      For the Universal Naming Convention:

      \\server\path

      where:

      drive
      Is the letter that represents the drive to which the server is mapped.
      server

      Is the name of the server that hosts the directory to which scheduled reports for the node identified in the Name field are to be directed.

      path

      Is the name of the network path to the directory to which scheduled reports for the node identified in the Name field are to be directed.

      For example:

      • For Windows: W:\ReportOutput\Report01
      • For UNIX or Linux: /ReportOutput/Report01
      • If using the Universal Naming Convention: \\Server01\ReportOutput\Report01
    3. Continue with step 5.
  4. To create a distribution directory node that connects to an FTP Server, perform the following steps:
    1. Click Server in the Type field.
    2. Click the name of the predefined FTP Setting configuration that corresponds to the distribution directory node in the IBFS system.
    3. Continue with step 5.
  5. Click Save As.
  6. If you receive a message warning you to enter all required information, click OK, and type and save the required information as described in steps 2 through 4.
  7. If you receive a message stating that the node was successfully saved, click OK.

    The Network Location page closes, and a node for the new distribution directory appears under the Distribution Directories folder.

Procedure: How to Create a Distribution Directory Access Rule for a Distribution Directory Node

  1. Sign in as an administrator, and open the Administration Console.
  2. On the Configuration tab, expand the Distribution Directories folder.
  3. Right-click the distribution directory node you wish to update, point to Security, and then click Rules to open the Security Rules dialog box.
  4. On the Users and Groups tab, in the Groups list, click the name of the group that must have access to the distribution directory node.
  5. In the Rules for Group list, click the name of the role you created to make distribution directory nodes accessible. For example, Distribution Directory Access.
  6. In the Access column of the Distribution Directory Access role entry, click Permitted, and in the Apply To column, accept the default value, Folder and Children.
  7. Click Apply and then click OK to save the new rule.
  8. Repeat steps 3 through 7 to create the Distribution Directory Access rule for any additional distribution directory nodes or groups.

Procedure: How to Test the Assignment of a Distribution Directory Access Rule to a Workspace

  1. Sign in with the user ID and password of a member of the group to which the Distribution Directory Access role was assigned.
  2. Right-click a report in the workspace, point to Schedule, and then click Repository to open the ReportCaster Distribution Scheduler wizard.
  3. Click Folder Location to open the Browse for Folder dialog box.
  4. Expand the File System folder that appears at the top of the Choose the folder tree.
  5. If a folder with the name of the distribution directory node appears under the File System folder, click OK and close the ReportCaster Distribution Scheduler wizard.
  6. If the folder for the distribution directory node does not appear, click Cancel, close the ReportCaster Distribution Scheduler wizard, and perform the following steps:
    1. Right-click the distribution directory node, point to Security, and click Rules on this Resource in order to determine if the Distribution Directory Access rule is assigned to the group under which you signed in, and if it was not, assign the rule to the group.
    2. Ensure that the List role is assigned to the FILE subsystem folder for the EVERYONE group.

Procedure: How to Edit a Distribution Directory Node

You can use the Edit command to change the values in an existing distribution directory node, or to create a new node modeled on an existing node.

If you save an existing distribution directory node without changing the name, you overwrite the existing node with the revised version. However, if you save an existing distribution directory node with a new name, you automatically create a new node, and leave the existing node with the old name intact. You do not overwrite the existing node.

If you need to replace an existing node with a new node, you must delete the existing node after creating the new node. For more information, see How to Delete a Distribution Directory Node.

Note: The Type field is available only when you create a new distribution directory node. Therefore, you cannot change the type assigned to an existing Distribution Directory node.

  1. On the Administration Console Configuration tab, expand the File System Distribution Directories folder, right-click your selected distribution directory, and then click Edit.
  2. If you must rename the distribution directory node, type a new name for the distribution directory node in the Name field.
  3. If this distribution directory node must connect to a new network location, in the Path field, type the new path for the distribution directory to an existing network location, using one of the following formats.

    For Windows:

    drive:\path

    For UNIX or Linux:

    /path

    For the Universal Naming Convention:

    \\server\path

    where:

    drive
    Is the letter that represents the drive to which the server is mapped.
    server

    Is the name of the server that hosts the directory to which scheduled reports for the node identified in the Name field are to be directed.

    path

    Is the name of the network path to the directory to which scheduled reports for the node identified in the Name field are to be directed.

    For example:

    • For Windows: W:\ReportOutput\Report01
    • For UNIX or Linux: /ReportOutput/Report01
    • If using the Universal Naming Convention: \\Server01\ReportOutput\Report01
  4. If this distribution directory node must connect to a new FTP server, click the name of that FTP Server in the Server list.
  5. If you did not change the Name, click Save.

    or

    If you changed the Name, click Save As.

  6. If you receive a message warning you to enter all required information, click OK, type the required information, and save the profile as described in steps 2 and 3.
  7. If you receive a message stating that the node was successfully saved, click OK.

    The Network Location page closes.

    If you did not change the name, the updated node appears under the Distribution Directories folder.

    If you changed the name, the new and the existing node appear under the Distribution Directories folder. You must assign the Distribution to File System and the Distribution Directory Access rule to the new distribution directory node to make it available to the groups that will use it for scheduled report distributions.

    If you need to delete the existing node, see How to Delete a Distribution Directory Node.

Procedure: How to Delete a Distribution Directory Node

  1. On the Administration Console Configuration tab, expand the Distribution Directories folder, and then right-click the distribution directory node you want to delete.
  2. Click Delete.
  3. When you receive a message asking if you are sure you want to delete the node, click Yes.

    The deleted node no longer appears under the Distribution Directories folder.