Working with Folders

 

Adding a Document Folder

1. From the Toolbar select Documents.
   
2. Click the Add Folder button, found at the top of the Navigation menu to open the Add Folder form.
   

Note:  If you currently have a cabinet and drawer open when you click the Add Folder button, the cabinet and drawer names will automatically appear in the Cabinet and Drawer drop-down fields.

3. Select the name of the Cabinet from the Cabinet drop-down field.
   
4. Select the name of the Drawer from the Drawer drop-down field.
   
5. Select the name of a Category from the Category drop-down field. This field is optional.

If you do not see the appropriate Category listed in the Category drop-down field, you can add one by selecting Add New Category. This displays an additional field called New Category Name. Type the new name in this field.

Note:  If you add a new Category, it is inserted into the Category drop-down list and made available to all users. Only the System or Library administrators can delete or rename Categories.

6. Select the Read-Only Folder check box if you want to prevent other users from editing or adding documents to the folder. Read only folders can be identified by the orange folder icon.

Note:  The Read-Only Folder feature overrides all permissions inherited by System Roles. All users with access levels 1-4 shall only have Read Access (Level 1) to the documents contained within the folder. This does not affect Administrators. The folder owner retains all System Role permissions to the folder.

7. In the Folder Name field, type in a folder name.
   
8. Click the Next button to open the Add Folder Membership form. Note that the folder path appears in the form title.
   
9. To grant members' access to the folder, from the Non Members column either double-click on the member name, or select the member(s), and then click the button. Use the CTRL key to select multiple members at the same time. Selecting a company from the Company drop-down field displays the names of all members for that company in the Non Members column. Similarly, selecting a Workgroup from the Workgroup drop-down field displays all members of that Workgroup in the Non Members column.
   
10. Click the Add button.

Note:  You can only grant users' access to the folder if they also have access to the Cabinet the folder is stored under. See your Library Administrator to change access rights to Cabinets.

Field Definitions:
Owner:  the owner of the folder. This defaults to the creator of the folder.
Company:  Company you want to select team members from. Members will be listed in the Non Members field.
Workgroup:  Workgroup members you want to grant access to the folder. The Workgroup member names appear in the Non Members column.