2077983 - Performance Inbox - Managing Folders, Delete a Completed Document Folder - Performance Management

SAP Knowledge Base Article - Public

2077983 - Performance Inbox - Managing Folders, Delete a Completed Document Folder - Performance Management

Symptom

  • Can we create folders for old documents?
  • What are the steps required to delete a completed document folder?
  • Can we rename a folder?
  • Can the admin mass move everyone's forms into a specific folder?
  • Can we create new folders under the Inbox folder?
  • How do I mass move forms into one of the folders?
  • What is the maximum number of forms we can put in a folder?

Environment

  • Performance Management

Resolution

Create New Folders

  • Can we create new folders under the Inbox folder?
  • No. The only folder you can create sub-folders under is the Completed Folder.

 

Steps to Create a New Sub-Folder in the Completed Folder

Note: Each user needs to perform these actions from their own inbox.

  • Go to the Performance Module from the main menu
  • Click on the Completed Folder
  • From here you can click Create New Folder link in the left panel

 

What is the Maximum Number of Forms We can Put into a Completed Folder?

Currently there is a maximum number of 65535 forms that will display in a single completed folder for 1 person. For this reason, if you have a user that gets copied on all forms, and this number is likely to exceed 6500, then we recommend you create sub folders as described above and move forms to the subfolders each year.

 

How Do I Mass Move Forms into My New Folder?

Note: Each user needs to perform these actions from their own inbox.

  • Go to the Performance Module from the main menu
  • Click on the Folder that your forms are currently in (typically your forms will be in your completed unfiled folder.
  • Tips to manage large numbers of documents
    • Change the "Items per page" setting to display all your unfiled forms on one screen
    • Make sure your setting is on "All" forms and not just "My Direct Reports" so that you can see all documents.
  • Now select all the forms you wish to move into your new folder
  • At the top of the page under Move to Folder, select the folder from the dropdown list to move forms to
  • Click the Move button

 

How Do I Rename a Folder?

Note: Each user needs to perform these actions from their own inbox.

  • Go to the Performance Module from the main menu
  • Click on the Completed Folder
  • Click on the folder you wish to rename
  • You will now see a button called RENAME in the top section
  • Click this button and enter the new folder name and save

 

Steps to Remove a 'Completed' Document Folder

You may perform the following steps if:

  • You are logged in as the user OR you are a Proxy for the User (you must have been granted proxy rights).
  1. Choose the Performance or My Forms tab.
  2. Select the 'Completed' documents folder link.
  3. Choose the link for the completed document folder you would like to delete.
  4. Click the 'Delete' button
    1. NOTE: The folder you wish to delete MUST be empty before the 'Delete' button will appear. If the folder contains documents move them to another folder other than 'Un-Filed'. You will not be able to move documents back to the 'Un-Filed' folder once they have been moved out of it.


The following message will appear in the upper left hand corner of the page indicating that the folder was deleted successfully:

' ! Folder was removed'

 

Mass Managing Documents for All Employees

  • Can the admin perform any of the steps above to mass create a folder for all employees and move their documents for them into the new completed folder? Or can the admin delete and rename folders for all employees in bulk so they don't have to individually go into their inbox to do this?
  • No. There is no option for an admin to perform any of the above options for an employee or groups of employees except to individually proxy into each person's inbox and make the changes 1x1.

Keywords

KBA , sf performance manage live forms , LOD-SF-PM , Performance Management , How To

Product

SAP SuccessFactors HCM Core all versions