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Folder Structure - Manage Folder Templates - Folder Administration

The Folder Structure page allows you to manage the folders assigned to your folder templates. Click Expand All in the Documents toolbar to expand all folders within your folder structure.

To navigate to the Folder Structure page:

  1. Click Admin in the toolbar in the upper-right corner of the window.

    The System Administrator Dashboard page opens.

  2. Click Manage Folder Templates link in the Folder Administration column.

    The Manage Folder Templates page opens.

  3. Select the Folder Structure tab.

    The Folder Structure page opens.

  4. Follow a procedure below.

ClosedApply Folder Template

To apply a folder template—that is, to initialize your folder template structure from an existing folder template—follow the steps below:

  1. Select the folder template from the Folder Template at the top of the Folder Structure page.

    The template opens.

  2. Click Apply Folder Template in the Documents toolbar.

    The Folder Templates window opens.

  3. Select the folder template you want to use from the Available Folder Templates field.

  4. Click Assign Folder Template.

    The folder template is applied.

ClosedAdd Root Folders

To add root folders to the folder structure of a folder template:

  1. Select the folder template from the Folder Template at the top of the Folder Structure page.

    The template opens.

  2. Click Add Root Folders in the Documents toolbar.

    The Add Root Folders window opens.

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

    To learn our best practice recommendations for naming folders, see our Naming Conventions in Lucernex walkthrough.

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

  5. Repeat steps 4 - 5 to add additional root folders.

  6. Click Create the list of folders.

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

ClosedCreate Sub-Folders

To add sub-folders to a folder:

  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.

    To learn our best practice recommendations for naming folders, see our Naming Conventions in Lucernex walkthrough.

    Note:

    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. Repeat steps 4 - 5 to add additional sub-folders.

  7. Click Create the list of folders.

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

ClosedFolder Security

Important!

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

Folder permissions at the template-level are only applied when the template is applied to your entity. If you make adjustments to security permissions on your template, the permissions will not automatically filter down. You will need to re-apply the folder template to your entity for the security updates to take effect.

To manage folder security:

  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 security settings you want for each user class:

    • Default: Default settings.

    • Download: Only allow downloading.

    • None: Hide this folder.

    • Read-Only: Make this folder read-only.

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

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

      Folder Security determines the actions that a user can take on a document or folder.

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

  5. Click Update Folder Security.

    The window closes. The folder security settings are updated.

ClosedRename Folder

To rename a folder in your folder structure:

  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. Click Update.

    The window closes. The folder name is 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.

Important!

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.

To delete a folder in your folder structure:

  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.

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. Click 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.