Folder
Folder is one folder of the Files workspace: where it sits, who owns it, who may see or change it, and whether it numbers the documents filed in it.
What it is for
Rights come from the Folder screen itself: view uses folders, create makes them, edit renames, moves and sets access, delete removes and restores.
Access: no lines on the Access tab means everyone with the right sees it; lines restrict it to its creator and those named (a user or a role, view or edit); one line naming the creator alone makes it private.
Approval is not a tick here: a folder is controlled when an Approval for the File screen names it in a Trigger Condition (target folder is, or starts with, the name). In a controlled folder everyone can only read; a file gets in only by being sent for approval, and lands as the next version when the approval completes.
Numbering: a folder with a Number Range numbers what is filed in it; a new version keeps its number. Only the folder’s custodian changes the range.
Storage counts against the limits on Company.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Folder No. | The folder number. | Given on save. |
| Folder Name | The folder’s name. | Required; unique within its parent. |
| Parent Folder | The folder it sits in. | Optional. Pick from the list. |
| Owner | Who owns it. | Filled in. |
| Company Folder | A company folder rather than a personal one. | Locked after the first save. |
| Access | Public, Restricted or Private. | Worked out from the Access tab. |
| Number Range | The number range that numbers its documents. | Optional. Pick from the list. |
Access.
| Column | What it means | What to put |
|---|---|---|
| User Name | A user given access. | Optional. Pick from the list. |
| Role | A role given access. | Optional. Pick from the list. |
| Edit | Edit, not just view. | Optional. |
How to configure it
The screen allows import, so a long list can be loaded from a file instead of typed. Which fields are required, greyed, hidden or pre-filled for a company is set on Organizational Structure Setting, in its Default Parameters grid, and one user can differ through User Parameter Value.
What it is connected to
- Picked on these company setup screens: File.
If something looks wrong
- “You do not have the right to create folders.”
- “A folder with that name already exists here.”
- “A folder can only move within its own section.”
- “A folder cannot move into itself.”
- “Delete the folders and files inside this folder first.”
- “Only the folder's custodian changes its number range.”
- “Restore the folder it was in first.”