Creating a folder structure

  1. On the Templates page, select a template for which you want to create the folder structure. The Templates details page appears and displays the details the following details:

    • Properties

    • Profile

    • Security

  2. Select images/download/thumbnails/65984276/Screen_Shot_2019-01-30_at_3.44.41_PM.png adjacent to the template name. A drop-down lists the following folder types:

    • Folder

    • Search Folder

    • Tab

  3. Choose a type of folder you want to create. The Create <folder type> dialog box appears.

  4. Enter information based on your selection:

    NOTE:

    • The names of custom fields appear in the user interface (UI) depending on captions set for them.
      For example, if Custom1 is captioned as client, Custom1 appears as Client in all the other UI dialog boxes. This applies to all attributes including the ones that appear on Add Fields drop-down list.

    • All properties appear in the Field drop-down list. To add additional custom fields, select from the drop-down list and Add Fields to add to the form.

    • For Search Folders, multiple values for Custom1-12, Custom29-30, Class, Subclass, Author, and Operator can be defined by selecting the items from the drop-down list that appears when you start entering the values. These are saved as comma-separated values. The search is performed based on the OR condition if there are multiple values.

Table: Folder: Enter the following Folder details and select Save.

Property

Sub Property

Description

Folder Name* (Mandatory field)

Name of the folder. Set the name property by entering a value, or populate it using Custom1-12, Custom29, or Custom30 by defining it in the format %CXXALIAS%. For example, if Custom1 value is 9999, %C1ALIAS% sets the description as 9999 on the folder.

Folder Type drop-down list

images/download/thumbnails/65984276/Screen_Shot_2019-04-17_at_6.00.27_PM.png

Choose one of the following options.

  • When set to Workspace Creation , the folder is automatically created at the same time the workspace is created.

  • When set to Required, the folder is automatically created when the parent container (workspace, folder, or tab) is created. At the workspace level, Required has the same behavior as Workspace Creation.

  • When set to Optional, the folder can be create

Description

Enter the description for the folder. Set the description property by entering the value, or populate it using Custom1-12, Custom29, or Custom30 by defining it in the format #CXXALIAS# or %CXXALIAS%. For example, if Custom1 value is 9999, #C1ALIAS# sets the description as 9999 on the folder.

Allow user to rename this folder

NOTE: This setting is available only for folders that are set to Optional or Required. If a folder is set to be created at the time the workspace is created (using the Workspace Creation option above), users are never allowed to change the folder name.

Enable users to change the name of this folder after it has been created.

Default: Disabled (NO)

NOTE: The legacy option to Retain the template Prefix/Suffix is no longer provided.

Email

Enter an email address for the folder, or select the Auto-generate email address check box to have iManage Work create an email address for this folder.

Profile

Inherit all values from workspace

If enabled, the inherited properties are populated with value "%WORKSPACE_VALUE%".

Author

Enter the name of the author for the folder.

Class

Enter a class for the folder.

Security

Default Security

Default security to be applied on the folder.

  • Inherit: Derive the security properties from parent folder.

  • Private: Confidential folder.

  • Public: Non-confidential folder.

  • View: Available only for viewing.

Explicit Access

Provide an explicit access for particular users or groups.

Table: Search Folder: Enter the following Search Folder details and select Save.

Property

Sub Property

Description

Search Folder Name* (Mandatory field)

Name of a search folder.

Folder Type drop-down list images/download/attachments/65984276/Screen_Shot_2019-04-17_at_6.00.27_PM.png

Choose one of the following options.

  • When set to Workspace Creation , the folder is automatically created when the workspace is created.

  • When set to Required, the folder is automatically created when the parent container (workspace, folder, or tab) is created.

  • When set to Optional, the folder can be created by a user at any point after the parent container has been created.

Description

Enter the description for the folder. Set the description property by entering the value, or populate it using Custom1-12, Custom29, or Custom30 by defining it in the format #CXXALIAS# or %CXXALIAS%. For example, if Custom1 value is 9999, #C1ALIAS# sets the description as 9999 on the folder.

Allow user to rename this folder

NOTE: This setting is available only for search folders that are set to Optional or Required. If a search folder is set to be created at the time the workspace is created (using the Workspace Creation option above), users are never allowed to change the search folder name.

Enable users to change the name of this search folder after it has been created.

Default: Disabled (NO)

NOTE: The legacy option to Retain the template Prefix/Suffix is no longer provided.

Search Criteria

Sub Property

Description

Search through

Documents and Emails

Selected by default. Search for documents as well as emails.

Documents

Search documents only.

Emails

Search emails only.

Doc. Number

Enter document number. Select the relevant option from the following drop-down list:

images/download/thumbnails/65984276/MicrosoftTeams-image3fc36704ae58faa434f30265f8e43cfc8ac803ff70d0b4aa8c69a7e4b8586175.png

Version

Enter document version. Select the relevant option from the following drop-down list:

images/download/thumbnails/65984276/MicrosoftTeams-image3fc36704ae58faa434f30265f8e43cfc8ac803ff70d0b4aa8c69a7e4b8586175.png

Description

Enter description of a document or email.

Inherit all values from workspace

Default: Disabled. If enabled, the inherited properties are populated with the value "%WORKSPACE_VALUE%".

Author

Enter the name of an author for the folder. It also supports the variables %USERID%, %MYEMAIL% and %MYFULLNAME%, to populate current user’s ID, email address, and full name respectively.

Class

Enter a class for the folder.

Operator

Enter an operator for this folder. It also supports the variables %USERID%, %MYEMAIL% and %MYFULLNAME%, to populate current user’s ID, email address, and full name respectively.

Look for

Location drop-down listimages/download/thumbnails/65984276/Screen_Shot_2019-04-17_at_6.38.54_PM.png

Search for content on the chosen location.

Language drop-down listimages/download/attachments/65984276/Screen_Shot_2019-04-17_at_6.40.25_PM.png

Search for content on the chosen language.

Security

Description

Default Security

Set the folder's default security. Select the drop-down list to view the following options:

images/download/attachments/65984276/Screen_Shot_2019-05-09_at_5.52.56_PM.png

Explicit Access

Search for or enter the user or group name to provide explicit access.


Table: Tab: Enter the following Tab details and select Save.

Property

Sub Property

Description

Tab Name* (Mandatory field)

Name of the tab.

Folder Type drop-down list images/download/thumbnails/65984276/Screen_Shot_2019-04-17_at_6.00.27_PM0.png

Choose one of the following options.

  • When set to Workspace Creation , the folder is automatically created when the workspace is created.

  • When set to Required, the folder is automatically created when the parent container (workspace, folder, or tab) is created.

  • When set to Optional, the folder can be created by a user at any point after the parent container has been created.

Description

Additional information about the folder. Set the description property by entering the value, or populate it using Custom1-12, Custom29, or Custom30 by defining it in the format #CXXALIAS#. For example, if Custom1 value is 9999, #C1ALIAS# sets the description as 9999 on the folder.

Allow user to rename this folder

NOTE: This setting is available only for tabs that are set to Optional or Required. If a tab is set to be created at the time the workspace is created (using the Workspace Creation option above), users are never allowed to change the tab name.

Enable users to change the name of this tab after it has been created.

Default: Disabled (NO)

NOTE: The legacy option to Retain the template Prefix/Suffix is no longer provided.

Security

Description

Default Security

  • Inherit: Derive the security properties from parent folder.

  • Private: Confidential folder.

  • Public: Non-confidential folder.

  • View: Available only for viewing.

Explicit Access

Provide an explicit access to particular users or groups.

The folder and its properties are added to the template. Similarly, you can add more folders and/or sub folders to the template, and create a folder structure per your business needs.