Defining folder structure using Add option

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

    • Properties

    • Security

    • Explicit Access

  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:

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

  4. If you chose:

    NOTE:

    • The names of custom fields appear in the 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-seperated 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

      Set to Workspace creation to create the folder automatically when the workspace is created.

      Required and Optional are applicable only for Flexible Folders.

      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

      Default: Disabled (Set to NO) Enable users to rename folders that they create going forward while creating them using a template.

      Retain the template Prefix/Suffix check box

      When Allow user to rename this folder is enabled, the Retain the template Prefix/Suffix option appears. This retains the template prefix/suffix values for the folder.

      Email

      Email field

      Enter the email for the folder.

      Auto-generate email address check box

      Enable this to ensure that emails are generate automatically.

      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 an option from the list as required. Set to Workspace creation to automatically create the folder when the workspace is 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

      Default: Disabled (Set to NO) Enable to rename the folder while creating folders using a template.

      Retain the template Prefix/Suffix

      When selected, the system will retain the Prefix/Suffix is the alias defined on template to the user-defined folder name.

      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

    Default: Set to None.

    Choose an option from the list as required.

    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

    Enable this to rename tabs while creating folders using a template.

    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.

    NOTE:

    <Need to add the folder limitation note here>