Managing cabinets

Only Library Administrators, Senior Library Administrators, and System Administrators can create cabinets. Cabinets can be owned by a user or a group that has Cabinet Administrator permissions or higher role. If the user or group is not the owner of the cabinet, then the user will only have the permissions of a Publisher role and not the full permissions of a Cabinet administrator or higher role.

In order for a user to see a cabinet they must be a member of the cabinet. Only members of cabinets can see and access its content. In order to manage the access to a particular cabinet, the owner of the cabinet can add and remove member access and permissions.

Groups are created by Systems Administrators. Groups can be made to represent departments, divisions, functions, etc. For example users from sales, engineering and marketing could each be placed in their appropriate group and then these groups can be made members of their particular cabinets.
Permissions can be inherited from the cabinet by all of the folders and documents inside of it (this is recommended). It should be noted that the owner/administrator can then further adjust access and permissions at the folder and schema level to restrict specific users from specific folders/documents. Once the permissions are set at the Cabinet level, you can give a new user access by adding them to a group that belongs to the cabinet. The new user will inherit all the access and permissions of the group they are assigned, and any minor adjustments to permissions can be made at the folder or schema level by the owner.

The following actions can be taken on cabinets:

Action / Function	What the function does	Who can access the function
Open Cabinet	Expands the drawers under the cabinet	All users with access to the cabinet.
Search	Starts an advanced search with the library location set to the cabinet	All users with access to the cabinet.
Properties	Opens the properties of the cabinet.	All full users with access to the cabinet.
Set Default View	Allows user to select a default view that has been created in the View Preferences.	All full users with access to cabinet.
Manage Folder Groups	Allows the user to add folder groups to the cabinet.	Users with Cabinet administration or higher access. Cabinet administrators and library administrators must be owners of the cabinet.
Add Drawer	Allows user to add a folder to the drawer.	Users with Cabinet administration or higher access. Cabinet administrators and library administrators must be owners of the cabinet.
Copy Cabinet	Makes a copy of the cabinet including all drawers, folder groups, folders and the documents it contains.	Users with Library administration or higher access. Library administrators must be owners of the cabinet.
Clone Cabinet Structure	Makes a copy of the cabinet including all drawers, folder groups, and folder structure only. Does not copy documents.	Users with Library administration or higher access. Library administrators must be owners of the cabinet.
Delete Cabinet	Deletes the cabinet and all items it contains.	Users with Library administration or higher access. Library administrators must be owners of the cabinet.
Archive Cabinet	Manually sends the contents of the cabinet to the Library Archive. Permission setting needs to be enabled by a system administrator.	Users with Library administration or higher access. Library administrators must be owners of the cabinet.
Export (FDA only)	Exports all documents in the cabinet.	Document publisher and higher roles. See Exporting documents in the FDA for more information.

In this section, learn how to:

Create Cabinets

Edit Cabinet Properties

Delete Cabinets

Copy Cabinets

Clone Cabinet Structure

Set the default view for the cabinet

Calculate cabinet level statistics

 

To create a cabinet

1. In the FileHold library, right-click on the Library icon and select Add Cabinet.

2. In the Add Cabinet window, enter the following information in the General tab and click Next:

• Name — Enter a name for the cabinet.

• Owner — Select a user or group name from the list. The owner can be a user or group with a Cabinet Administrator or higher role. The owner of the cabinet determines who can manage the cabinet properties, including cabinet security, and has the full permissions of that role.

You can reduce the effort needed to manage the library in the long term by selecting groups as owners rather than individual users. People can come and go for reasons that have nothing to do with the library, but there are typically no such unrelated changes to groups.

• Description — Enter a description for the cabinet.

• Default Schema — Select the default schema for this cabinet. The default schema will be the schema that appears in the Metadata pane when documents are added to this cabinet. This can be the most popular document type in the Cabinet, it does not mean that this is the only type of document in the system. This provides a selected document type, as a courtesy, to users adding something to a folder underneath this Cabinet. Otherwise when users added a document to a folder, they would have to select a document type from the list of schemas each time.

• Weight — Select a weight for this cabinet from -10 to 10. -10 is the lightest so the cabinet will move to the top of the list. 10 is the heaviest so the cabinet will move to the bottom of the list. Leave this value at 0 if you want the cabinets sorted alphabetically.

2. In the Security tab, enter the following information and click Next:

• In the Group By field, select how you want the available FileHold Groups displayed.

• In the Available FileHold Groups area, select the groups you want to be able to access the cabinet and click Add Groups. The group is added to the Current Members of Cabinet list.

• In the Eligible Users in the FileHold Group, select the user you want to be able to access the cabinet and click Add User. The user is added to the Current Members of Cabinet list.

• To remove a user or group from the cabinet, select the name from the Current Members of Cabinet list and click Remove Members.

• To view all Groups and Users, click Group Members. A new All Groups/Users panel opens on the right side of the window.

• To see which user roles the user or group belongs to, select the user or group name in the Current Members list and click Effective Permissions. The user role for that cabinet member will appear in the Effective Permissions list.

• To set advanced security options on a user or group, select the user or group name in the Current Members list and click Advanced Security Options. To modify the rights, select a user role from the list and click Apply. To revert to the default user role, click Restore. You will not be able to modify the rights of the cabinet owner.

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• Select the Security Options check box if you want to make this the default security setting for this cabinet.

• In the Folder Members area, select one of the options:

  • Leave folder members unchanged.

  • Reset all folders in the cabinet to the same members as the cabinet itself.

  • Reset all folders in the cabinet to inherit the cabinet’s membership.

You should plan changes to a large number of library objects for times when the system is not busy to avoid performance impacts to end users.

3. In the Auto-Tagging tab, select the Enable Auto-tagging check box to have all documents in this folder automatically “tagged” with the same metadata based on the schema as they are added to this cabinet. This assumes that all of the documents that are being added to the cabinet have mostly the same metadata as all the other documents in the cabinet. This ensures a highly compliant filing system and standardization across all documents within the cabinet or folder. Users can select to have some standard repetitive metadata added automatically, manually, or a combination of both.

4. Select the Make this the default auto-tagging settings for all folders in this cabinet check box if desired.

5. In the Auto-Tagging Metadata area, select the document schema and the metadata. You do not have to set all the metadata fields; you can leave them blank for the user to enter them.

6. Click Save.

To edit the cabinet properties

1. Right-click on a cabinet in the Library and select Properties. The cabinet properties window opens.

2. Make any changes to the cabinet properties and click Save.

To delete a cabinet

1. Right-click on a cabinet in the Library and select Delete Cabinet.

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

To copy a cabinet

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

2. Enter a name for the copied cabinet and click OK. The copied cabinet appears in the Library hierarchy.

Copying large cabinets 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 cabinets containing tens of thousands or many hundreds of thousands of documents.

To clone the cabinet structure

1. To clone a cabinet, its security, and all of its contents including drawers, folders and folder groups, right-click on the cabinet and select Clone Cabinet Structure.

2. Enter a name for the cloned cabinet and click OK. The cloned cabinet appears in the Library hierarchy.

Cloning a cabinet structure does NOT copy the documents; only the library objects are copied. Use Copy Cabinet to copy drawers, folders, folder groups and documents.

To set the default view for the cabinet

Administrators can create public views in the View preferences area and then assign the default view to each cabinet. Users can create personal views and assign it to a cabinet view.

1. Right-click on the cabinet and select Set Default View.

2. Select the view you want to use from the drop down list. To use the global default view, select the Use global default view check box.

3. To make this the default view all users, select the Make it the default setting for all users check box.

4. To enforce the use of this view for this saved search, select the Force all users to use this default setting check box.

5. Click OK to save your settings.

Calculating the cabinet statistics

You are able to see how many drawers, folder groups, folders, documents, number of files and size of the repository by looking at the cabinet statistics.

To calculate the cabinet statistics

1. Right-click on a cabinet in the tree structure and select Properties.
2. In the General tab, click Calculate. The number of drawers, folder groups, folders, files (latest version), size (in MB), files (all versions) and size of all versions (in MB) is shown. Click Cancel to close the properties.