Virtual Folders

Virtual folders are created to organize documents from various places in the document management system into one area for viewing and access.

A virtual folder does not contain the actual document - it only holds a pointer back to the document.

Virtual folders can be deleted at anytime. The documents contained in a virtual folder are not deleted from the system. They will still be located in their original folder.

Public and Private Virtual Folders

All virtual folders are private (i.e. unique to the  user) unless they are made public.

Regular Users - create virtual folders for their own use. Cannot be made public.

Library Administrators - create virtual folders and make them private or public. Public virtual folders are seen by all users that are given access. Users with access to a virtual folder will still need the proper permissions to access any documents that are listed.

• Users have access to Public (or shared) Virtual Folders in both the Web Client and FileHold Desktop Application. These folders are created and populated by Library Administrators to collect and disseminate documents to multiple users. Public Virtual Folders are a perfect way for documents located throughout the FileHold library to be displayed in one place for access by all users that are given access to by Library Administrators who assign the membership when creating virtual folders. Library Administrators can change their personal virtual folders to public and back again.

Adding a Virtual Folder

• Right click on the Virtual folder section in the FileHold Desktop Application
• Select Add Virtual Folder
• Fill in Template
• Select to make it public or private if a library administrator
  • Click OK (if a private folder)
  • Click Next (if a public folder) 
    • Set the security to allow user access

Deleting a Virtual Folder

• Select the folder
• Right click delete
  • Click on the warning to proceed with the deletion process