The library structure

The library structure closely resembles a physical filing cabinet where there are cabinets, drawers, and folders. This familiar structure aids in defining separation between the various departments or functional areas within an organization. It also helps users who are more visual and/or are used to a Windows folder structure become more familiar with the library.

There is only one library inside the FileHold structure; this is where all of your active documents and records are stored. You will need to plan out how you want your library hierarchy structured. The hierarchy consists of cabinets, drawers, folders, folder groups (this level is optional in usage), and within the folders are the documents; documents can only reside in the folders. Folder groups are an optional extra layer of division in the library structure. Unlike drawers that divide the contents of a cabinet, folder groups combine like folders together. Folder groups can be considered a property of the folders.

Users of FileHold will place documents into the structure you have created. You will need to take into consideration the security at the cabinet and folder levels. Read more about library security at the cabinet level and the folder level.

The library structure

Cabinets, Drawers, Folders and Folder Groups are created in the FileHold Desktop Application (FDA) or the Document Tray area in the Web application. For more information on how to set up your Library structure, see Creating the Library.

Document schemas are created in the Library Administration area. They allow the Library Administrator to classify documents, workflow, events, naming patterns, and security. For more information, see Document Schemas.