4.5 Libraries, folders and files

This chapter describes the library functionality, including folders and files.

Libraries are found on the left side of the menu and the name can be modified under Settings. Click to get access.

Like Excel, you can use the funnel () to sort and filter the content. This function is explained further in chapter 4.5.2. This functionality is helpful when sorting and finding documents.

By clicking , the definition of each metadata appears based on the definition in IFRS 16 and guidance about how data should be filled in to get correct values in the calculation will also appear. You can modify and customize definitions under Settings Field descriptions.

Expired contracts are marked in pink. This is checked against the actual date.

4.5.1 Creating contracts (Folders): from draft to publish

Each unique contract needs a separate folder to be able to perform calculations.

Click New item to enter the metadata (Properties) for this folder. Follow the instructions and register the contract details as required, you can always get help by clicking the question marks.

After you finish entering the metadata (Properties) for the folder, you have two choices: Save draft and Save and publish.

If you’re confident that the data that you entered is correct, which means there won’t be any correction of data that will affect the result of calculation (Data, such as number of payments per year, Start date or End date of lease payments, Discount rate, etc.), you can click the Save and publish button.

After the folder is published, you can change data that won’t affect the calculation for any published folder via Edit (Data, such as Title, General information, Property details, Company, Department, etc.). You can’t correct any data that affects the calculation via Edit. Correction of error of a published contract’s original data that is used in an IFRS 16 calculation in the initial registration can only be done by rolling back to the previous versions. Please read chapter 15 for guidance. Changes of data that will affect the calculation to the published folder, such as CPI adjustment, execution of options, etc. can be done through Log other change.

Click a published folder and then click the Edit or the Log change button to edit or log changes to an existing published folder. Please read Chapter 5 to get tips for creating folders and chapter 13 and 14 for more information about log changes.

If you’re not confident that the data that you entered is correct, which means you might make some corrections to data later that will affect the result of calculation, you can click the Save draft button.

As a published folder, changes of parameters that affect the IFRS 16 calculation can only be done through the change log, so that the net present value of the changes is recorded at the date of the change. However, all elements of the draft contract can be changed. You can change all the existing data and add new data to an existing draft folder by clicking the folder and then clicking Edit.

You can make changes to the data as many times as you want by editing the folder and saving it as draft. When you’re confident that there’ll be no changes to the original data that will affect the calculation, you can publish it, either by clicking the folder and then clicking Publish or by clicking Save and publish (In the submenu of Save) after you click Edit to make changes.

When a contract is saved as a draft, it will appear as a draft in SharePoint with a draft icon “”.

You don’t have to publish a contract to include it in the calculation. A draft contract is included in the calculation file (Marked in grey color and with a draft icon ), so you can check its calculation result before you publish the contract.

We recommend that all the new IFRS 16 contracts are stored as drafts. Since all the drafts are included in the calculation and you can’t change any contracts that have been audited/ reported without using Log change, it means that if the drafts are audited/ reported, you must publish them and any changes you will make to them must be done via Log change.

4.5.2 Using the funnel (filtering and sorting by metadata/columns)

Click on to see the following choices:

The choices vary, depending on the type of metadata/ column. The text-field allows you to type optional text and, if there is a dropdown menu, you’ll see the following picture:

You can select the options you want and use the Select all or the Remove all choices button to quickly select or unselect your choices.

The Show button applies your selections. Remove removes the filtering for that column. Remove all removes all filtering for all columns. The filter functionality will be inactive when you leave a library. An active filter will be shown by a yellow funnel.

4.5.3 Folders options (Cogwheel)

If you click the cogwheel for folders, the following menu appears:

● You can create a new file in Word, Excel, PowerPoint, or OneNote by clicking Create a new document. It requires that you write the name of the file and select the type of file you want to create. The file is immediately shown in the folder.

● You can upload files from your computer/ server by clicking Upload files. You can use File Selection or drag and drop the files from your computer or emails to this window. See more information here:

● Properties shows the properties of a folder and its metadata. When selecting Properties, a window opens. Click Edit if you want to change the name or metadata. You’ll get the same window by clicking on the folder name. The data for IFRS 16 is described below.

● You can copy a folder with metadata, including files in the folder, by clicking Copy with files. This is useful for a more efficient registration. In the next menu you can choose the files to copy and edit the file name before copying by clicking .

● Copy without files can be used for copying folders and metadata, but not the files attached to the folder. Data that is unique to an IFRS 16 contract or hidden under Settings is not copied to a new contract. This is to avoid copying irrelevant data.

Examples of data that’s not copied:

Business combination date
Fixed regulation
One-time payments
Residual value guarantee
Other information about the right of use asset
Termination

● Move folder allows you to move a folder with files to a different library. Please note that if the library has different metadata, this will leave the field blank or make it invisible.

Choose the library you want to move the file to in this menu.

The Move function is found under the cogwheel and is useful when you want to clean up your library by moving expired contracts to a separate library or by reorganizing your libraries.

Moving a contract from one library to another involves a check of the metadata. This is to ensure that you don’t transfer a contract from one library with a specific metadata set to another library with a different metadata set, which will result in data loss. Below is an overview of the different messages that can appear when you move a contract.

If this green message appears, the destination library is ok.

If the metadata is significantly different, you’ll get the following yellow message (See illustration below). In this case, you’re not allowed to move the contract to the selected library. This is to prevent data loss.

You need to either select a library with similar metadata or establish a new library with similar metadata. Under the Library settings you can see the category for the library you want to move from and establish a library with the same metadata.

If there’s information in the contract that needs to be modified or deleted before you move the contract, the message will look as illustrated below. The folder can’t be moved before the Data field is deleted. In the example below, the folder you suggested moving to didn’t have the General information or Property details.

● Lock allows you to prevent folders from being edited. Read access will still apply for users. This option is changed to Unlock if the folder is already locked. Only administrators and site owners can access the Lock and Unlock functionality.

● Create task (or task status) allows you to create a task related to a specific folder, set an optional due date and assign it to another user of ShareControl.

Tasks are shown on the front page for the individual user:

Please note that the Power Automate integration is available in the 2021 version. This gives notifications via email and in Teams and provide a more comprehensive notification process. See our separate guide.

4.5.4 Files options (Cogwheel)

If you click the cogwheel for files, the following menu appears:

● Open file opens the file

● Download file downloads the file to your computer or server.

● Copy link to file gives you access to the URL address of the file.

● Copy to current folder provides you with a copy of the file to the same folder. You change the filename in this submenu.

● Properties accesses the file name, and you can change the file name here.

● Delete deletes the document (You can restore it by clicking the recycle bin).

Quick view of documents: Behind each folder and file, you’ll find three dots. Click to quickly share the folder and see the file simultaneously. You can also open the Version log to access earlier versions of the documents.

4.5.5 Uploading documents

Upload files allows you to upload one or several documents.

If you receive documents as attachments in emails and want to upload them to a folder, you can drag the files directly from an e-mail to a SharePoint folder.

If you want to use the drag-and-drop method when uploading, open Upload files and drag the files you want to upload to this window.

We recommend having a descriptive filename to understand the content of the file and to be able to search for the document.

4.5.6 Locking folders and documents

When folders and documents are completed (For example, when all data input is completed), we recommend locking them to avoid unintended edits or deletion.

Locked documents/ folders will be orange. Only the administrator can unlock the folders and open for editing. Locking documents is an important control functionality to ensure that you have the final version of a document (E.g., documents used as basis for the annual accounts).

We also recommend that you use this functionality, even if you are your own administrator, so you can easily see what documents are finished.

SharePoint allows you to share documents with others, including external users and those who don’t normally have access to the Site. (See Installation manual chapter 6 for more information about site sharing.)

Sharing documents can be done directly in the Office menu for Word, Excel, PowerPoint, etc. Share documents by using options under File. This sharing functionality is SharePoint’s ability to share Sites with others.

All users will work on the same document. It’s not necessary to send the document by e-mail, as the receiver will get a link to the document. You can also send the document directly by e-mail.

4.5.8 SharePoint and file menus in Word, Excel and PowerPoint

You can access the files directly from Word, Excel and PowerPoint in the Last documents menu. You don’t need to open the ShareControl add-in to get access.

4.5.9 Mobile access

SharePoint has launched an app to mobile phones (See the App Store). Your contracts can be accessed through your mobile device based on a search of file names. We therefore encourage you to use descriptive file names for contracts that you upload.