Managing Drawers

Only Cabinet Administrators, Library Administrators, Senior Library Administrators, and System Administrators can create drawers.

In order for a user to see a drawer they must be a member of the cabinet in which the drawer resides. The availability of actions is dependent on the rights that users have to the Cabinet that the drawer resides unless further restrictions have been placed on the drawer by its owner, the Library Administrator or the Systems Administrator.

To create a drawer

1. Right-click on a cabinet and select Add Drawer.

2. In the Add Drawer to Cabinet Name window, enter a name for the drawer.

3. Select a weight for this drawer 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.

4. Click OK.

To edit the drawer properties

1. Right-click on a drawer in the Library and select Properties. The Edit Drawer Name window opens.

2. Make any changes to the drawer properties and click OK.

To move a drawer

1. Right-click on a drawer and select Move Drawer.

2. Select the destination cabinet to move the drawer to by navigating through the Library in the window and click OK. The drawer is moved to the new cabinet location.

To copy a drawer

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

2. Select the destination for the copied drawer and its contents by navigating through the Library.

3. Enter a name for the copied drawer and click OK. The copied drawer appears in the Library hierarchy.

WARNING: Copying large drawers 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 drawers containing tens of thousands or many hundreds of thousands of documents. The amount of time it will take to copy a drawer and its contents is dependant on the server hardware that powers the system; the faster the server hardware the better.

To clone the drawer structure

1. To clone a drawer, its security, and all of its contents including folders and folder groups (not documents), right-click on the drawer and select Clone Drawer Structure.

2. Select the destination for the cloned drawer and its contents by navigating through the Library.

3. Enter a name for the cloned drawer and click OK. The cloned drawer appears in the Library hierarchy.

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

To delete a drawer

1. Right-click on a drawer in the Library and select Delete Drawer.

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

See also:

Creating the Library Structure

Managing Cabinets

Managing Drawers

Managing Folder Groups

Managing Folders

Security

Best Practices for Setting Up the Library

Document Schemas