Cabinet administrator owners, library administrator owners, senior library administrators, and system administrators can create drawers. In order for a user to see a drawer they must be a member of the cabinet in which the drawer resides. The availability of actions is dependent on the rights that users have to the Cabinet that the drawer resides unless further restrictions have been placed on the drawer by its owner, the library administrator or the systems administrator. If a user has access to the cabinet, they see all of the drawers in the cabinet. There is no security or permissions at the drawer level.
The ability to browse the contents of specific drawers can be prevented. This can be done via an API call or modifying a setting in the database. Contact [email protected] for more information. If browsing a drawer is blocked and a non-administrator clicks on a folder, the message, “The administrator has disabled browsing in the <name> drawer” displays with an option to search the folder. If the Search the folder button is clicked, the advanced search screen displays and executes a search as though it is a saved search on a folder location. If an administrator attempts to browse a drawer that is restricted, the message, "Browsing has been disabled in the <name> drawer. Administrators can override this restriction and browse the <number of> documents in the <name> folder. There could be performance issues associated with the browsing folders with large numbers of documents" displays. The administrator has the option of clicking Search the folder or Override browse restriction. Overriding the restriction displays the documents in the folder.
To create a drawer
Right-click on a cabinet and select Add Drawer.
In the Add Drawer to Cabinet Name window, enter a name for the drawer.
Select a weight for this drawer from -10 to 10. -10 is the lightest so the drawer moves to the top of the list. 10 is the heaviest so the drawer moves to the bottom of the list. Leave this value at 0 if you want the cabinets sorted alphabetically.
- Click OK.
To edit the drawer properties
Right-click on a drawer in the Library and select Properties. The Edit Drawer Name window opens.
Make any changes to the drawer properties and click OK.
To move a drawer
Right-click on a drawer and select Move Drawer.
Select the destination cabinet to move the drawer to by navigating through the Library in the window and click OK. The drawer is moved to the new cabinet location.
To copy a drawer
To copy a drawer, its security, and all of its contents including folders, folder groups, and documents, right-click on the drawer and select Copy Drawer.
Select the destination for the copied drawer and its contents by navigating through the Library.
Enter a name for the copied drawer and click OK. The copied drawer appears in the Library hierarchy.
WARNING: Copying large drawers and its contents causes the FileHold server to consume resources and may slow down the system. We recommend that you do this after business hours if copying drawers containing tens of thousands or many hundreds of thousands of documents. The amount of time it takes to copy a drawer and its contents is dependent on the server hardware that powers the system; the faster the server hardware the better.
To clone the drawer structure
To clone a drawer, its security, and all of its contents including folders and folder groups (not documents), right-click on the drawer and select Clone Drawer Structure.
Select the destination for the cloned drawer and its contents by navigating through the Library.
Enter a name for the cloned drawer and click OK. The cloned drawer appears in the Library hierarchy.
NOTE: Cloning a drawer structure does NOT copy the documents; only the drawer, folder group, folder structure and user/group permission are cloned. Use Copy Drawer to copy drawers, folders, folder groups and documents.
To delete a drawer
Right-click on a drawer in the Library and select Delete Drawer.
A warning message displays. Click OK to delete the drawer. The drawer is removed from the Library.
Calculating the drawer statistics
You are able to see how many folder groups, folders, documents, number of files and size of the repository that are contained within a drawer by looking at the statistics.
To calculate the drawer level statistics
- Right-click on a drawer in the tree structure and select Properties.
- In the drawer properties window, click Calculate. The number of 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.