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Manage folders

You can manage your folders using these actions in the Documents sub-module:

ClosedRename Folder

  1. Right-click the folder in the Documents menu.

  2. Select Rename Folder from the field that appears.

    The Folder Name window opens.

  3. Enter your desired name for the folder in the Folder Name field.

  4. Select Update.

    The window closes. The folder name is updated.

ClosedCreate Sub Folders

  1. Right-click the folder in the Documents menu.

  2. Select Create Sub Folders from the field that appears.

    The Add Sub Folders window opens.

  3. Type the name of the folder you want to add in the field provided.

    If your system administrator has enabled the Child Folder to Inherit Parent Security? setting, an additional check box will appear in the Add Sub Folders window.

  4. Select the Child Folder(s) to inherit Parent Security check box to apply the security settings of the parent folder to the sub folder you are creating.

  5. Click >> to move the folder to the list.

  6. Click Create the list of folders.

    The window closes. Your sub folders appear in the Documents menu.

ClosedDownload Folder

  1. Right-click the folder in the Documents menu.

  2. Select Download Folder from the field that appears.

    A dialog box opens, asking if you want to include the child folders and documents.

  3. Do one of the following:

    • Click Yes if you want to include the child folders and their documents in the download.

    • Click No if you do not want to include the child folders and their documents in the download.

    A download dialog box opens. Your computer asks if you want to open or save the file.

  4. Do one of the following:

    • Save the file to your computer.

    • Open the file.

ClosedFolder Security

End-users should only have View access to the Manage Security > Page Access > Entity > Details > Documents setting. If you grant Edit or Delete access, end users have the ability to modify your security settings.

  1. Right-click the folder in the Documents menu.

  2. Select Folder Security from the field that appears.

    The Security Settings for [Folder Name] window opens, with a list of the available user classes.

  3. Select the appropriate security settings for each user class.

    • Default: Use the default settings for this user class.

    • Download: Only allow downloading for this user class.

    • None: Hide this folder from this user class.

    • Read-Only: Make this folder read-only for this user class.

    • Upload Only: Only allow this user class to upload documents to this folder.

    • Upload / Download: Allow this user class full access to the folder.

  4. Click Update Folder Security.

    The window closes. The folder security settings are updated.

ClosedDelete Folder

If you right-click a folder with no sub-folders, the Folder Action menu will have the option to delete the folder.

Only click Delete or Remove if you are sure you want to delete the item. The system does not prompt you to confirm the deletion.

You can only delete folders that are empty. To delete the files in a folder, follow the Delete Document procedures below.

To delete a folder:

  1. Right-click the folder in the Documents menu.

  2. Select Delete Folder from the field that appears.

    The folder is deleted.

ClosedDelete Folder Tree

If you right-click a folder with sub-folders, the Folder Action menu will have the option to delete the folder tree.

You cannot delete a folder tree if a child folder contains files. In this scenario, you will need to delete the files from the child folders prior to deleting the folder tree. To delete the files in a folder, delete the documents.

To delete parent folders with sub-folders:

  1. Right-click the parent folder in the Documents menu.

  2. Select Delete Folder Tree from the field that appears.

    A dialog opens, asking you to confirm your choice.

  3. Select Yes.

    The folder is deleted. It no longer appears in the Documents menu.

ClosedSubscribe

To subscribe users by job title to a folder and have them receive email notifications about updates:

  1. Right-click the folder in the Documents menu.

  2. Select Subscribe from the field that appears.

    The Subscribe by Job Title window opens.

  3. Select the job titles you want to have receive notifications from the field.

    The job titles will appear as selected in the field.

  4. Click Subscribe.

    The window closes. The subscriptions for the folder are updated.