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Managing Folder Groups

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. Users with at least read permission to a cabinet will have visibility to all folder groups containing folders in the cabinet. Folder groups can be considered a categorization of folders. In the library structure they are only visible when they contain folders, but they are always available for selection when choosing a library location as a destination for a folder.

Folder groups are defined for the cabinet, so they are always available to categorize folders regardless of the drawer the folder is contained in. In other words, if you are copying, cloning, or moving a folder, all folder groups in the cabinet will be visible, even if not in use. Although they may both appear in the drawer, the weighting for folders and folder groups are independent of each other. If a drawer contains some folders that are categorized by a folder group and other folders that are not categorized by a folder group, the folder groups will appear first in the drawer followed by the folders.

The security for the folder groups are managed on the folder so if a user or group does not have access to the folder, they will not see the folder group in the library structure.

Managing folder groups

Add a folder group to a cabinet

  1. Right-click on a cabinet and select Manage Folder Groups. The Folder Group list window opens with a list of existing folder groups.
  2. To add a folder group, click Add Folder Group.
  3. Enter a Folder Group Name.
  4. Select a weight for this folder group from -10 to 10. -10 is the lightest so the folder group will move to the top of the list. 10 is the heaviest so the folder group will move to the bottom of the list. All folder groups with the same weight will be sorted alphabetically.
  5. Click Save. The folder group name is added to the list.

TIP: When you add a folder group to a cabinet it is immediately available as a destination for a folder in every drawer in the cabinet, but it does not contain any folders and it will not appear in the library hierarchy.

Assign a folder group to a folder

  1. Right-click on a folder in the library and select Properties.
  2. In the folder group field, do one of the following:
    • Select the folder group to which you want this folder to belong from the list.
    • To create a new folder group, select Add a New Folder Group and enter the name in the New Folder Group Name field. The new folder group will be available for the entire cabinet.
  1. Click OK. The folder is moved into the selected folder group.

TIP: You can remove the folder group categorization from the folder by selecting the Select a Folder Group option.

To edit or delete a folder group

TIP: In order to edit or delete a folder group directly in the library, there first needs to be a folder group showing under the drawer level. If the folder group is not assigned to any folders, you will need to use the manage folder groups option from the cabinet.

  1. Right-click on a folder group in the library and select Properties, then click Edit Folder Groups.
    • You can also right-click on a cabinet and select Manage Folder Groups.
  1. Click on the folder group you would like to edit.
  2. In the Edit Folder Group window you can edit the name of the folder group and its weight. The lower the weight value the higher the folder group name will appear in the library. All folder groups with the same weight will be sorted alphabetically.
  3. Click Save.
  4. To delete the folder group, click Delete.

IMPORTANT: When you delete a folder group all folders assigned to that folder group and all documents in those folders will also be deleted. If the folder group is assigned to any folders you will be prompted to confirm your action.

Calculating the Folder Group Statistics

You are able to see how many folders, documents, number of files and size of the repository that are contained within a folder group by looking at the statistics.

To calculate the folder group level statistics

  1. Right-click on a folder group in the tree structure and select Properties.
  2. In the folder group properties window, click Calculate. The number of 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.