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Virtual Folders

A virtual folder does not contain the actual document; it only holds a pointer or "shortcut" to the document. All virtual folders are private (i.e. unique to the user) unless they are made public. Public virtual folders can be seen by users with the correct permissions to the documents. Library Administrators have the rights to create public virtual folders.

  • Regular Users can create virtual folders for their own use. They cannot be made public.

  • Library Administrators or higher roles can create virtual folders and make them private or public. Public virtual folders are seen by all users that are given access. Users with access to a virtual folder will still need the proper permissions to access any documents that are listed. End users cannot add documents to public virtual folders, only administrators.

  • Users have access to Public (or shared) Virtual Folders in both the Web Client and FileHold Desktop Application. These folders are created and populated by Library Administrators to collect and disseminate documents to multiple users. Public Virtual Folders are a perfect way for documents located throughout the FileHold library to be displayed in one place for access by all users that are given access to by Library Administrators who assign the membership when creating virtual folders. Library Administrators can change their personal virtual folders to public and back again.

Virtual folders can be deleted at anytime. The documents contained in a virtual folder are not deleted from the system; they are still located in their original folder location.

Document management system virtual folders

To add a virtual folder

  1. Right-click on the Virtual folder section area of the library tree and select Add Virtual Folder.
  2. Enter the name for the Virtual Folder.
  3. If you are a Library Administrator or higher, you can set the folder as public or private. For lesser roles, only private virtual folders are available.
  4. Do one of the following:
  • Click OK if a private folder.
  • Click Next if a public folder.
  1. If the Virtual Folder is a public folder, click Next and set the security to allow user access.
  2. Click OK.

To delete a virtual folder

  1. Right-click the Virtual Folder name from the list and select Delete.
  2. Click OK on the warning message to proceed with the deletion process.

To add a document to a virtual folder

  1. Select one or more documents that you want to add to a virtual folder. You can use the SHIFT or CTRL keys to select multiple documents in the FDA. Check the box next to the document name to select documents in the Web Client.
  2. Right and select Send To > Virtual Folder.
  3. Select the virtual folder to which you want to add the documents or create a new virtual folder.
  4. Click OK. The shortcuts to the documents will now be in the virtual folder.
  • ALTERNATIVELY, you can drag and drop one or more documents into the virtual folder.

To remove a document from a virtual folder

  1. Select one or more documents in the virtual folder that you would like to remove. You can use the SHIFT or CTRL keys to select multiple documents in the FDA. Check the box next to the document name to select documents in the web client.
  2. Press the CLEAR button at the top of the file list to remove the documents from the virtual folder. This will not delete the documents from the document repository.