Folders

The Files module contains different folders that, depending on their access rights are visible to users and in which they can upload documents to. These folders are normally set up at the beginning of a project but can be amended and added to throughout. 

You can access the module "Files" by selecting it from the project starting page:

The folders and subfolders can be seen in a list on the left-hand side. Depending on the User's access and the setup of the folder, the User can upload a document either by selecting the Upload New File button at the bottom of the page, or selecting the + icon in the top-left. 

In the admin area, the folder structure can be found in the Archive section. The structure is referred to as the archive tree:

Once a folder has been selected in the archive structure, a subscreen on the right-hand side will appear.
Use the menu at the top of the subscreen to choose the operation to be executed for the selected folder.

To create a brand new folder, select Archive from the navigation menu and select the radio button next to a folder that you wish for the new folder to appear next to (this can be moved later if needed). This will load the options on the right-hand side:

Select Create Folder as in the dropdown menu. Choose either "Neighbor folder" or "Sub folder" next, depending on your preference. This can also be changed later by moving the folder. Finally, add a title in the Name field. 

You can then fill out the rest of the details as required. Click «Execute »to create the new folder.

You will then need to set up the archive rights for the groups once the new folder has been created. 

The quickest way to create a new folder from the archive tree is to clone an existing folder. This will clone the rights to the folder set up for the groups and also assign all meta data and routing identical to the copied folder.

To do this, select the checkbox next to the folder you wish to copy and then select Copy as neighbour at the bottom of the page.

Once the folders have been copied, you can select the radio button next to the new folder you've created and amend the title (and other details) by entering the information on the right and selecting «Execute».

To clone an entire folder structure (main folder including all subfolders), select the main folder of the structure you want to copy. This will load the options on the right-hand side. Click on «Copy as neighbor» and the new folder structure will be added beneath the copied structure.

Entire folder structures can also easily be imported.

First, download a template by clicking on „Import“ under „Archives“ in the navigation menu

Enter the parameters for the number of levels (Mainfolder including subfolders) for the new archive structure at the top

Set the „Number of groups“ to 0

Click «Create template» to downlaod the excel template

This will download an Excel document like below:

In the excel sheet, make the entires for all new folders in the desired order. Start in the first free row. Each level represents a further subfolder. A main folder must always be present if entering subfolders.

It is also possible to assign parsing and indexing to new folders via import. Mark the columns next to the folder with an x for each folder that is using a file naming convention

Save this document to your hard drive and then head back to the admin area, click Choose File to upload the document and then select Upload template:

It will then show you the structure you have submitted:

Select «Importieren» to upload the structure (Abbrechen means abort). 

Once the upload is complete, the new folders will always be added and visible after the last folder in the archive structure:

After the folders have been added, move the folders to a new position if required. If parsing is active routing, metadata and a token must also be assigned to all new folders.
In the final step, access rights to groups for all new folders must be configured separately.

Select the folder to modify in the archive structure and choose the operation to perform from the menu of the subscreen:

• Change the name of the folder in the textbox marked “Name”
• Add or change the token assigned to the folder using the Textbox “Token”
• Add / remove checkboxes to assign / remove parsing and indexing or to assign a search profile
• “Delete folder” to delete only the folder selected or
• “Delete tree” to delete a folder including all its subfolders.
• Move folder

Click «Execute» at the bottom to save.

Mass modifications of multiple folders can also be made in the navigation menu under "Edit Archive”:

Here you can modify the folder name or the token, assign/remove parsing and indexing with a checkbox in the appropriate columns or assign a search profile.

Click «Save» at the bottom once all modifications have been made.

Delete multiple folders by selecting “Delete folders” from the navigation menu under “Archive”:

Check all folders from the archive structure to be deleted. Main folders containing subfolders and folders containing files cannot be selected or deleted.

Then click «Delete» at the bottom of the page to execute.