Managing Cabinets

Only Library Administrators, Senior Library Administrators, and System Administrators can create cabinets.
In order for a user to see a cabinet they must be a member of the cabinet. Only members of cabinets can see and access its content. In order to manage the access to a particular cabinet, the owner of the cabinet can add and remove member access and permissions.

Groups are created by Systems Administrators. Groups can be made to represent departments, divisions, functions, etc. For example users from sales, engineering and marketing could each be placed in their appropriate group and then these groups can be made members of their particular cabinets.
Permissions can be inherited from the cabinet by all of the folders and documents inside of it (this is recommended). It should be noted that the owner/administrator can then further adjust access and permissions at the folder and schema level to restrict specific users from specific folders/documents. Once the permissions are set at the Cabinet level, you can give a new user access by adding them to a group that belongs to the cabinet. The new user will inherit all the access and permissions of the group they are assigned, and any minor adjustments to permissions can be made at the folder or schema level by the owner.

In this section, learn how to:

Create Cabinets

Edit Cabinet Properties

Delete Cabinets

Copy Cabinets

Clone Cabinet Structure

To create a cabinet

1. In the FileHold library, right-click on the Library icon and select Add Cabinet.

2. In the Add Cabinet window, enter the following information in the General tab and click Next:

• Name — Enter a name for the cabinet.

• Owner — Select a user or group name from the list.

• Description — Enter a description for the cabinet.

• Default Schema — Select the default schema for this cabinet. The default schema will be the schema that appears in the Metadata pane when documents are added to this cabinet.

• Weight — Select a weight for this cabinet from -10 to 10. The higher the weight, the higher the cabinet name will appear in the Library. Leave this value at 0 if you want the cabinets sorted alphabetically.

2. In the Security tab, enter the following information and click Next:

• In the Group By field, select how you want the available FileHold Groups displayed.

• In the Available FileHold Groups area, select the groups you want to be able to access the cabinet and click Add Groups. The group is added to the Current Members of Cabinet list.

• In the Eligible Users in the FileHold Group, select the user you want to be able to access the cabinet and click Add User. The user is added to the Current Members of Cabinet list.

• To remove a user or group from the cabinet, select the name from the Current Members of Cabinet list and click Remove Members.

• To view all Groups and Users, click Group Members. A new All Groups/Users panel opens on the right side of the window.

• To see which user roles the user or group belongs to, select the user or group name in the Current Members list and click Effective Permissions. The user role for that cabinet member will appear in the Effective Permissions list.

• To set advanced security options on a user or group, select the user or group name in the Current Members list and click Advanced Security Options. To modify the rights, select a user role from the list and click Apply. To revert to the default user role, click Restore.

• Select the Security Options check box if you want to make this the default security setting for this cabinet.

• In the Folder Members area, select one of the options:

  • Leave folder members unchanged.

  • Reset all folders in the cabinet to the same members as the cabinet itself.

  • Reset all folders in the cabinet to inherit the cabinet’s membership.

    WARNING: If you have a cabinet with hundreds or a few thousand folders, please be advised that changing large amounts of folders slow the system for a few minutes. It is advised to do this when the system is not busy.

3. In the Auto-Tagging tab, select the Enable Auto-tagging check box to have all documents in this folder automatically “tagged” with the same metadata based on the schema as they are added to this cabinet. This assumes that all of the documents that are being added to the cabinet have mostly the same metadata as all the other documents in the cabinet. This ensures a highly compliant filing system and standardization across all documents within the cabinet or folder. Users can select to have some standard repetitive metadata added automatically, manually, or a combination of both.

4. Select the Make this the default auto-tagging settings for all folders in this cabinet check box if desired.

5. In the Auto-Tagging Metadata area, select the document schema and the metadata. You do not have to set all the metadata fields; you can leave them blank for the user to enter them.

6. Click Save.

To edit the cabinet properties

1. Right-click on a cabinet in the Library and select Properties. The cabinet properties window opens.

2. Make any changes to the cabinet properties and click Save.

To delete a cabinet

1. Right-click on a cabinet in the Library and select Delete Cabinet.

2. You will receive a warning message. Click OK to delete the cabinet. The cabinet is removed from the library.

To copy a cabinet

1. To copy a cabinet, its security, and all of its contents including drawers, folders, folder groups, and documents, right-click on the cabinet and select Copy Cabinet.

2. Enter a name for the copied cabinet and click OK. The copied cabinet appears in the Library hierarchy.

   WARNING: Copying large cabinets and its contents will cause the FileHold server to consume resources and may slow down the system. We recommend that you do this after business hours if copying cabinets containing tens of thousands or many hundreds of thousands of documents. The amount of time it will take to copy a cabinet and its contents is dependant on the server hardware that powers the system; the faster the server hardware the better.

To clone the cabinet structure

1. To clone a cabinet, its security, and all of its contents including drawers, folders and folder groups, right-click on the cabinet and select Clone Cabinet Structure.

2. Enter a name for the cloned cabinet and click OK. The cloned cabinet appears in the Library hierarchy.

   NOTE: Cloning a cabinet structure does NOT copy the documents; only the Cabinet, Drawer, Folder Group, Folder structure and user/group permission are cloned. Use Copy Cabinet to copy drawers, folders, folder groups and documents.
    

See also:

Creating the Library Structure

Security

Best Practices for Setting Up the Library

Managing Drawers

Managing Folder Groups

Managing Folders

Document Schemas