Document folders

The screen Administration of document folders is split into two sections. The left one displays the existing folder structure. Click the folder name with the icon to display its subfolders on the right. You can return to the start of the folder structure by clicking the Main folder link.

The section on the right displays a list of subfolders to the selected folders and their editing options.

Use the checkbox on the left to select folders to edit their permissions in bulk – when you have selected the folders to edit, click Bulk edit of permissions and follow the instructions in chapter Setting up document folder permissions.

The Actions column buttons provide the following features:

You can use the and arrows to change the folder order.

To create a new folder, go to the upper right corner of the Administration of document folders screen and click Create a folder. The folder will be placed at the same level as the folders in the list; if the top-level folders are currently displayed, a new main folder will be added.

When you click the button, a dialog New folder is displayed with the following fields:

You can select a status to assign automatically to a document when it is moved to trash or removed from trash, or when it is returned from the archive back to the document folder. Set up these statuses in section Automatic status change.

Click Save to confirm creating the folder.

The new folder is then placed in the folder list on the position selected in Folder order, or at the end of the list. You can adjust the order using the and arrows.

Now click Set permissions in the Actions column and assign folder access permissions to users or groups as needed.

To edit existing document folders, click the Edit folder button on the corresponding row in the list on Administration of document folders.

In window Modify the folder, edit the document folder basic details, such as the Name, Folder SID, its order in the list, the Macro displayed in the browser header or the assignment of document templates, classes, ranks and statuses. In section Automatic status change, set up automatic change of status for documents in a selected process or processes.

Select the process name in Process and set up the automatic status change for various process phases.

Use the plus and minus buttons to add or remove rows with settings for more processes.

To assign processes to a selected document folder, go to the Actions column and click Assign processes to the folder in the corresponding row.

The window List of processes for the folder… is displayed. To add another process, click Add a new process.

A list of available processes is displayed. Check the box next to the process or processes you want to add and click Add.

The selected processes are then added to the list of processes available in the folder.

When there are processes assigned to a document folder, they are available from the Bulk operations window opened when a document is selected.

Click Set permissions next to a selected folder in Administration of document folders to open the window Edit permissions to folder…, where you can assign access permissions to users as well as whole groups and roles.

If you select the checkbox on the left for several folders and then click the button Bulk edit of permissions, a similar window will be displayed but the settings will apply to all selected folders. In such a case the window title is Edit permissions to folders. There is a button Show selected folders next to the title, which you can use to check the list of folders this setting will apply to.

For the rest of the setting, proceed the same way whether setting up a single folder or several folders at once:

Use the tabs in the upper part of the page to switch between a list of users and a list of groups and roles. A filter is also placed above the list, and you can use it to look up individual entries.

Check or uncheck the individual permissions for every entry (user, group or role):

If there is an asterisk displayed next to a permission, the user has received the permission through membership in one or more groups or roles. Move the mouse cursor to the asterisk to display a tooltip with the list of groups that provided the permission. You can still grant the permission to the user directly.

Click to check all the fields and assign the user, group or role all the permissions at once, or to remove all permissions at once.

When bulk editing folder permissions, there are three options available for each permission: yes, no and do not change.

To confirm your changes, click the Save permissions for the folder button placed above the list of users or groups. To apply the newly granted permissions to subfolders as well, click Save permissions for the folder including subfolders. Click the Back link in the upper right corner to return to the list of folders.

If you want to check the overall permissions assigned to a user (i.e. permissions assigned both by being a group/role member and individually assigned permissions), return to the folder structure and, in the Actions column, click Show effective permissions.