Managing Folders

Folders are the level in the library structure where documents reside. Documents can only reside at the folder level. Only users that are members of a particular folder can access the files that reside in that folder.

When the Library Administrator creates a new folder they must associate groups (or users) with the folder in order to protect the contents of the folder from unauthorized users. ONLY groups (or users) associated with a folder will see and have access to the folder. Permissions can be further restricted once the groups or users are assigned as members.

The groups that are available to be members of the folder are inherited from the cabinet in which the folder resides. If you wish to add groups other than the ones that appear in the folder properties, the group must first be added at the cabinet level of the document management system. After the group is added at the cabinet level, the new group will appear in the Available FileHold Group listing in the folder properties security section.

Folders can be created by users with a role of Publisher or higher.

To create a folder

  1. In the Library, right-click a drawer or folder group and select Add Folder.
  2. Enter a Name for the folder.
  3. Select a folder owner for the list. Your permissions may be restricted to only allowing yourself to be the owner of the folder.
  4. Select a Default Schema from the list. The list of schemas will be only those that you have access to.
  5. Select a Folder Group from the list (if applicable).
  6. Select a Weight for the folder. The lower the weight (such as -10), the higher the folder name appears in the Library. The higher the weight (such as 10), the lower the folder name appears in the list. Leave the weight at 0 if you want the folder groups sorted alphabetically.
  7. Select a Color from the list. Options include: yellow (default), green, red, and blue. The folder is displayed in the library tree in the selected colour. (This feature is in FileHold 14)
  8. Click Next.
  9. In the Security tab, do the following:
  • 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. Note that if a group or user’s permissions are modified, a red dot appears on the folder that has been modified when the user logs in.
  • Select the Inherit Security Permissions from Cabinet check box if you want to inherit the security settings from the cabinet that the folder will reside. If you select this check box, you cannot modify the members of the folder.
  1. Click Next.
  2. In the Auto-tagging tab, you can set the documents that are added to the folder to be automatically tagged (metadata automatically added). See the section Creating Auto-Tagged Folders for more information.
  3. Click Save. The folder is added to the Library structure.

To edit the folder properties

  1. Right-click on a folder in the Library and select Properties. The folder properties window opens.
  2. Make any changes to the folder properties such as rename the folder and click Save.

To delete a folder

  1. Right-click on a folder in the Library and select Delete Folder.

Note: You need to have delete permissions in order to delete a folder.

  1. You will receive a warning message. Click OK to delete the folder. The folder is removed from the Library.

To copy a folder

  1. To copy a folder, its security, and all of its contents including documents, right-click on the cabinet and select Copy Folder.
  2. Enter a name for the copied folder and click OK. The copied folder appears in the Library hierarchy.

WARNING: Copying large folders 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 folders containing tens of thousands or many hundreds of thousands of documents. The amount of time it will take to copy a folder and its contents is dependent on the server hardware that powers the system; the faster the server hardware the better.

To clone the folder structure

  1. To clone a folder, its security, and all of its properties, right-click on the cabinet and select Clone Folder.
  2. Select a destination in the Library for the cloned folder.
  3. Enter a name for the cloned folder and click OK. The cloned folder appears in the Library hierarchy.

NOTE: Cloning a folder does NOT copy the documents. Use Copy Folder to copy folders and documents.

To archive a folder

  1. To send a folder and its contents to the Library Archive, right-click on the folder name and select Archive Folder.
  2. At the message prompt, click OK. The folder and its contents are moved to the archive.

To move a folder

  1. Right-click on a folder and select Move Folder.
  2. Select the destination location by navigating through the Library in the dialog box and click OK. The folder is moved to the location.

To set the default view for the folder

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

  1. Right-click on the folder and select Set Default View.
  2. Clear the Inherit setting from parent container check box.
  3. Select the view you want to use from the drop down list.
  4. Click OK to save your settings.

Viewing the Folder Statistics

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

To view the folder statistics

  1. Right-click on a folder in the tree structure and select Properties.
  2. In the folder properties window, files (latest version), size (in MB), files (all versions) and size of all versions (in MB) is shown. Click Cancel to close the folder properties.