Update Portfolio - Manage Folder Templates - Folder Administration
The Update Portfolio page is used to push new folder templates and changes to existing folder templates to multiple entities across your portfolio.
To navigate to the Update Portfolio page:
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Click Admin in the toolbar in the upper-right corner of the window.
The System Administrator Dashboard page opens.
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Click Manage Folder Templates link in the Folder Administration column.
The Manage Folder Templates page opens.
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Select the Update Portfolio tab.
The Update Portfolio page opens.
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Follow a procedure below.
To filter the results that appear on the Update Portfolio page:
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Select the folder template for which you want to push changes from the Folder Template field.
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Click Entity Filters in the upper-right corner of the Update Portfolio table.
The Entity Filter window opens.
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Select or clear the check boxes for the available entities.
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Click Apply Filters.
Your filters are modified. The entities that meet your criteria appear in the Update Portfolio table.
To search for an entity in the Update Portfolio table:
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Select the folder template for which you want to push changes from the Folder Template field.
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Enter the entity name in the Search in the upper-right corner of the table.
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Click Search.
The entities matching your search criteria appear in the table.
To apply a template:
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Select the folder template you want to work with from the Folder Template field.
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If you want to narrow the results in the Update Portfolio table, follow the Filter the Results on the Update Portfolio Page procedures above.
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If you want to search for a specific entity in the Update Portfolio table, follow the Search for Entities in the Update Portfolio Table procedures above.
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Do one of the following:
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To apply the template to individual entities, click Apply Template link in the Planned Changes column of the entities you want to apply the template to.
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To apply the template in bulk:
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Click Down Arrow
to the left of the Planned Changes column label.
A menu opens.
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Select the options you want:
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Apply for all grid rows: Apply this template to all entities currently in the Update Portfolio table.
The system will only display 15 entity records per page. This option will select all entities across however many pages of records exist. To see how many records exist, look at the footer of the Update Portfolio table.
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Apply for grid rows displayed: Apply this template to all entities which appear on the first page of the Update Portfolio table.
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Clear processing from all grid rows: Deselect all entities in the Update Portfolio table.
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Clear processing from grid rows displayed: Deselect all entities which appear on the first page of the Update Portfolio table.
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To see a complete list of all entities that will be changed, select the Only show entities that will be changed? check box at the top of the page.
This filter allows you to quickly view the items you have selected, to ensure that you have not missed any entities.
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Click Apply Template at the bottom of the page.
The template is applied to the entities who had the Apply Template toggle selected in the Planned Changes column.
You can push changes from folder templates to entities where the template has already been applied. These changes do not impact folders that have been created at the entity-level outside of a folder template.
Select the template you want to work with from the Folder Template field.
To filter the table to only include entities that have this template applied, select the Include entities that reference this folder template? check box.
The table updates to display entities that are associated with the template.
Select the options you want:
Add folders to match template?: Add folders from the folder template that do not exist on the entity. These folders may be new folders that you have added since the template was last applied to the entity, or they may be folders that were deleted from the entity.
Delete folders to match template?: Delete folders from the entity that no longer exist on the template, but ONLY if the folder on the entity does not contain files.
Delete this folder template from selected items?: Completely remove the folder template from the selected entities, but ONLY if the folders do not contain files.
Rename folders to match template?: Push name changes to folders to entities where the template is applied.
Adjust folder security to match template?: Push changes to folder security settings to folders on entities.
Reorder folders to match template?: Update the order of the folders on entities where the folder template has been applied.
Folders that are not part of the folder template are not reordered by this setting. This includes folders added on an ad hoc basis, and those from other templates.
Click Apply Template link in the Planned Changes column of the entities you want to apply the template to.
To see a complete list of all entities that will be changed, select the Only show entities that will be changed? check box at the top of the page.
This filter allows you to quickly view the items you have selected, to ensure that you have not missed any entities.
Click Apply Template at the bottom of the page.
The template is updated on the entities that had the Apply Template toggle selected in the Planned Changes column.