Creating the Document Library Structure

After the document schemas are created, you can start creating your Cabinets, Folders, Folder Groups, and Drawers for your Library hierarchy. You create the hierarchy directly in the FileHold library area of the Web Client or in the FileHold Desktop Application (FDA) — it is not done in the Library Administrator area.

Before you start creating your hierarchy, you should plan out how you are going to organize the structure. Use the Library Hierarchy Planning template as a guide.

TIP: Research shows that filing documents three to four levels deep is the most organized means to store files and provide for efficient retrieval. By expanding the various levels of the library or library archives users are able to browse down to the various folders in the system.

Document Library Overview

All documents in the software are stored under the Library icon (root folder). The document Library is filled with Cabinets which contain Drawers. Drawers can contain Folder Groups (optional) or Folders. Folder Groups contains Folders and Folders can contain Documents. Documents can only be located in Folders.

Access to the structure is controlled by group and user memberships at the cabinet and folder levels. Only users that are members of a cabinet can see the cabinet to access its contents. Once inside the cabinet a user must also be a member of the folders it contains in order to access documents contained within the folder. If the user is not a folder member they will not be able to see the folder. Users can see the membership associated with a particular cabinet or folder by right clicking on the cabinet or folder and selecting Properties. Once authenticated to access files inside a folder, access to individual document types is restricted by schema membership. Users must be a member of schema (document type) in order to view files associated with this document type in the document management system. For example, users in the sales department can be restricted to only add, search, and access sales document types (invoices, purchase orders and contracts) while users in the HR department can be restricted to only add, search and access only HR document types (expense reports, vacation requests and performance reviews) even if they are located in the same folder.

NOTE: Users who are not members of a folder will not see the folder in the hierarchy. To gain access, the user will have to be added by the owner of the folder or a Library or Systems Administrator.

NOTE: Only a designated library administrator can change the membership associated with a document type (schema).