Document Folder Structure

The Document Folder Structure catalog in the library enables you to create predefined folder structures and save them as templates. You can also add files to folders in these templates. On selecting a document template when creating a project or a contract, the folder structure and files as defined in the selected template are automatically created in the Documents module of the project or contract. You can also assign permissions and associate a workflow to each of the folders in the template that are effective when the folder structure is created automatically in a project or a contract.

You can create multiple folder structures and save these templates in the library. Each of the templates can be structured differently and be used for various types of projects and contracts.

Steps

1. In the module menu, click Library.
   The Library Management page is displayed.

2. In the navigation pane, expand Library, expand Document Management, and then click Document Folder Structure.
   The Document Folder Structure  list page is displayed.

3. Click New.
   The New page is displayed.

4. In the Document Folder Structure Name box, enter the name of the template.

5. In the Description box, enter the description for the folder structure.

6. Click Save.

7. To define the folder structure for the template, perform the following steps: 

   1. In the Document Folder Structure list page, select a document template, and then click Settings.
      The Configure Document Folder Structure page is displayed.

   2. In the Document Folders pane, click a folder to create a folder within the selected folder.

   3. In the Folder group, click New Folder to add a new folder to the document template. The added folder is displayed in the Document Folders pane.

   4. In the Document Folders pane, enter the name for the folder.
      Note: You cannot duplicate folder names at the same level of hierarchy.

   5. To edit a folder name, or delete a folder, click the required folder, and then click Edit Folder or Delete Folder 

8. To assign a workflow to a folder, perform the following steps:

   1. In the Document Folders pane, select the required folder.

   2. From the Associate Workflow drop-down list, select the required workflow to associate with the folder. 
      Available options are workflows defined for the document management module. For information on workflows, refer Workflow Management.

9. To define permissions on a folder, perform the following steps:

   1. In the Document Folders pane, select the required folder.

   2. Perform either of the following steps:

• To inherit permissions from the parent folder, select the Inherit Parent Folder Permissions check box.

• Alternatively, to define permissions, perform the following steps:

1. In the Folder group, click Permissions.
   The Folder Permissions page is displayed.
   Roles are available as rows, and permissions as columns.

2. Corresponding to each role, select the required check boxes to grant permissions specified in the columns.

3. Click Save. 

10. To add documents to the folder structure, perform the following steps:

    1. In the Documents Folder section, click the folder to which you want to add a file.

    2. In the Document group, click New to add a file to the selected folder.
       The New Document dialog box is displayed.

    3.  Click Choose File to select the file to upload.
       The Open dialog box is displayed.

    4. Click the required file, and then click Open.

    5. In the Title box, enter the name of the file.

    6. Click Save.

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