The Library hierarchy

All files in FileHold software are stored under the library icon (root folder) shown in the file structure located on the left hand side of interface.

The file structure hierarchy

Taking a closer look at the file structure you can see that the software uses a real world metaphor for filing. The Library is filled with Cabinets that contain Drawers that contain Folder Groups (optional) that contain Folders. Only Folders can contain Documents. User permissions can be added to cabinets and folders. Drawers and folder groups are visible to all users with permissions to the cabinet.

Folder groups are special in the hierarchy. Although they are visualized as being contained in drawers and containing folders, they are actually contained and managed in cabinets and they are optionally assigned to folders. If a folder is assigned a folder group, it appears at a lower level of the library tree under the folder group. If a drawer contains a mixture of folders that are assigned and not assigned folder groups, the folders without folder group assignments appear at the same level in the tree as the folder groups. See Managing folder groups for more information.

Library hierarchy example

Documents are displayed as a list in the display pane to the right of the file structure. Documents can be displayed by selecting the folder they reside in or by searching to gather files from multiple folder locations.

Documents can only be stored in folders in the document management system. Folders can be located directly within drawers or within folder groups.

Access to specific areas of the document management software 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 files contained within the folder. If the user is not a folder member they are not 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 by schema membership. Users must be a member of schema (document type) in order to view files associated with this document type.

Users who are not members of a folder do not see the folder. To get access, a user has to be added by the owner of the folder or a senior library or systems administrator.

Along with memberships at the cabinet and folder level, the document management software system maintains membership permissions by document schema. For example users in the sales department can be restricted to only add, search for and access sales document types (invoices, purchase orders and contracts) while users in the HR department can be restricted to only add, search for and access only HR document types (expense reports, vacation requests and performance reviews) even if they are located in the same folder. Users with the library administration role can change the membership associated with a document schema. See setting up and managing document schemas for more information.

In addition to the membership in cabinets, folders and document schemas, the operations users can perform on documents is controlled by roles that individual users are assigned to. All roles and their related permissions are described on the user role page.

The document level permission icons indicate operations allowed for a given role or provide some additional information regarding the statuses of the documents visible in the folder view.

If a user complains they cannot see a document in a folder and they have permission in the folder, double check that they are also a member of the document schema.

Document permission icons

The document permission icon to the left of the document type icon indicate the degree of access you have to a file in the document management system. Descriptions for document permission icons are outlined below in order from most flexible to most restrictive access to the document.

full permission, green, yellow, red dot
Red, Yellow and Green Dot indicates that the user has full access to that file and is able to read, edit or delete the document. This document is being stored as an electronic document type and not as an electronic record and can therefore have multiple versions associated with it. These permissions are common for administrators.
normal permission, yellow, red dot
Red and Yellow Dot indicates that the user can only read or edit the document. This permission is one of the most common seen by users with the Document Publisher role and other roles that prevent deleting. Administrators will see this when a document version is in a pending workflow or Courier transmission. 
read permission, red dot
Red Dot indicates that the user has read-only access to the document. The folder limits the permission to read-only, the document is checked out, or a workflow process is occurring on the document
record permission, grey dot
Gray Dot indicates that the document is an electronic record. This means the document cannot be check out and there are extra restrictions for all users for the deletion of this document.
hidden permission
"H" indicates that the document version is hidden from most users until it is approved in a workflow. Either the document schema or workflow template have specified that unapproved document versions are not visibile. Only observers or participants of the workflow and administrators are able to see these documents and the "H" icon.
not current permission
"!" indicates that the current document is under workflow. This is a previously approved version of the document and only previously approved versions visible to those who are not observers or participants of the workflow or administrators.
archive permission
Purple dot indicates the document resides in the Library Archive. The document is read-only for all users including administrators.

Special document icon

Rectangle with Dot
Rectangle with Dot is used in place of the typical file type icon. It indicates there is no file associated with this document version. It is often used to refer to a physical document or a document stored external to FileHold.

Managing the file structure

  • Cabinets and Drawers - Cabinets and drawers are owned and managed by senior library, library (owner), cabinet (owner), or system administrators only. Unless the ownership is reassigned, the person that creates the object is considered the owner.
  • Folder Groups and Folders - Folder groups or folders are managed directly by end users that have publisher or higher rights to that folder.
  • Read Only Folder- A read only folder is a folder to which the properties are set to read only by administrators. This means that all files contained in this folder are only editable by the owner of the folder or administrators. All other users who have access to the folder have their user rights restricted to read only. This means users with Publisher rights to the document management software system (these users would normally be able to read, add, edit documents in normal folders) is restricted to only reading the contents of a read only folder unless they are the folder owner.