Library Structure &
Access to Content FAQ
How is the library structured and where
are the documents stored?
All documents in FileHold are stored under the library node of the Library
Tree. Taking a closer look at the library tree you can see that FileHold
uses a real world metaphor for filing with Cabinets that contain Drawers
that contain folder groups that contain Folders. Only folders contain
Files.
Can documents be stored directly in Cabinets, Drawers
or Folder Groups?
No only folders can contain files. Folders can be stored directly within
drawers or within folder groups.
How is access to files controlled?
Access to specific areas of the library tree is controlled by memberships
at the cabinet and folder levels. Only users that are members of the cabinet
can see the cabinet to access its contents. Once inside the cabinet the
user must also be a member of the folder to access the files contained
within the folder. If the user is not a folder member they will not be
able to see the folder. To see the membership associated with the cabinet
or folder view the cabinet or folder properties respectively. Once authenticated
to access files inside a folder access to individual document types is
controlled by schema membership. Users must be a member of schema (document
type) in order to view documents associated with this document type.
My user is able to view the cabinet, folder and
documents it contains but it still can't see a specific document type.
Why is this?
Along with memberships at the Cabinet and Folder level, FileHold maintains
membership by document type. As an example means that users in the sales
department can be restricted to only add, search for and access sales
document types (invoices, purchase orders and contracts) while users in
the HR department can be restricted to only add, search for and access
HR document types (expense reports, vacation requests and performance
reviews). Only designated library administrators can change the membership
associated with a document type ( schema). See help articles on setting
up and managing document schemas for more information.
How can I tell what degree of access I have to a
file ?
The permission icon to the left of the document type icon will indicate
the degree of access you have to a document. The below screenshot shows
the 4 possible states of the permission icon in the first 4 files. Descriptions
for permission icons are outlined below in order from most flexible to
most restrictive access to the document.
- Red, Yellow & Green Circles (the 1st file in the folder
view above) - indicate the user has full access to the file
and is able to read, edit or delete the document. This document is being
stored as a electronic document type
and not as a electronic record and can therefore have multiple versions
associated with it.
- Red & Yellow Circles (the 4th and 5th
files in the folder view above) - indicates the user can read
or edit the document only. This document is also of electronic document
type.
- Red Dot (the 3rd file in the folder view
above)- indicates that the user can only read the document
. This document is also of electronic document type.
- Gray Dot (the 2nd file in the folder view above)
- indicates that the document is actually an electronic record type.
This means that there will only be one version of this file and there
are very strict restrictions for all users for the deletion of this
document.
Who can add or manage Cabinets and Drawers?
Cabinets and drawers are owned and managed by Library administration users
or system administrators only. Cabinets and Drawers cannot be added by
regular users .
Who can add or manage folder groups or folders?
Folder groups or folders are managed directly by end users that have publisher
or higher rights to the library according to their FileHold Group associations.
What is a read-only folder and what can it do?
A read only folder is a folder with its properties set to read only. This
means that all files contained in this folder are only editable by the
owner of the folder or the library administration users. All other users
that have access to the folder will have their user rights restricted
to be read only for this folder. This means users with Publisher rights
to the FileHold library (these users would normally be able to read, add,
edit documents in normal folders) will be restricted to only reading the
contents of a read only folder unless they are the folder owner.
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