To create a new folder:
1. Highlight the required drawer and on the Drawer tab, click the New Folder button in the Folder group. The Create New Folder dialog box displays:
2. Enter the information in the relevant fields (the above example displays a folder index field setup based on a Human Resources drawer). The index fields are colour-coded based on the following key:
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Yellow indicates a required field: this cannot be left empty.•
Green indicates an optional user-defined field, which can be left empty.•
White indicates a system field, and can be left empty.3. The Access From field determines whether the folder can be accessed from Document Manager and/or the Internet and intranet. Leaving this blank means the folder inherits the Access From setting from the parent drawer. This list describes the Access From options:
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DM Only: The folder can only be opened from the Document Manager Desktop Client.•
DM and Internal Web: The folder can also be accessed from the Document Manager Desktop Client and via an internal intranet using Document Manager Web.•
DM and World Wide Web: The folder can be opened from the Document Manager Desktop Client and from the Internet using Document Manager Web.•
DM and Web Access: The folder can be accessed from the Document Manager Desktop Client and via both intranet and Internet using Document Manager Web.NOTE: The Access From field also can also be set at the document level.
4. Now set the folder permissions for the required users or groups, including permissions for documents at the folder level. Click the AccessPermissions button. The Access Control Permission Filters dialog box displays:
5. From the Select User/Group to Add drop-down list, select a user or group. Groups are shown below users in the list.
To remove a user or group, select the user or group in the Users/Groups with Access list and click the red minus button . Click Yes to confirm their removal.
7. Repeat for all the users and groups you want to have access to this folder.
NOTE: ‘Public’ refers to all users configured for this Document Manager database. If access is to be restricted and ‘Public’ should not be able to see the folder or
document, remove it from the Users/Groups with Access list.
8. The selected user or group displays in the Users/Groups with Access list. Each user or group with access granted can have different permissions assigned. To do this, select the user or group in the Users/Groups with Access list and select the relevant boxes on the Document tab to the right. This list describes the Document permissions:
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Check Out: The selected user or group can check out a document from this folder for editing, and also check the document back in to Document Manager.•
Copy: The user or group can copy existing documents from this folder (to create a new file).•
Copy Reference: The user or group can make a copy of a document located in this folder (to insert a reference to it). Multiple references refer to the same document (the original file).•
Create: The user or group can create documents in this folder.•
Delete: The user or group can delete existing documents in this folder.•
Email: The user or group can send documents from this folder via email.•
Export: The user or group can export documents from this folder to a location outside Document Manager.•
Modify: The user or group can modify the index fields of a document in this folder.•
Modify Access: The user or group can modify the user permissions for other Document Manager users for when they access documents in this folder.•
Move: The user or group can move documents to another folder or drawer.•
Open: The user or group can open documents in this folder.•
Open MetaData: The user or group can open the Metadata (text read by OCR) for a document in this folder.•
Print: The user or group can print documents in this folder.•
Set Read-Only: The user or group can set documents in this folder as read-only. NOTE: Serious consideration should be given when granting Read permissions, especially ‘Set Read-Write’. Once a read-only document is switched to read-write, it can be deleted (except by a user without appropriate permissions).•
Set Read-Write: The user or group can change a read-only document in this folder to read-write.•
Undo Any Check Out: The user or group can force an Undo of another user’s checked-out document in this folder.•
View: The user or group can view image-based documents or open a read-only copy of an application document in this folder (users cannot change the original).•
View Audit: The user or group can view the audit records for documents in this folder.9. Click the Folder tab and set the folder permissions by selecting the permission checkboxes. Make sure the required user or group is selected prior to assigning or taking away access permissions. This list describes the folder permissions:
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Delete: The selected user or group can delete the folder and its contents.•
Modify: The user or group can modify the folder’s index fields.•
Modify Access: The user or group can modify access to the folder for others.•
View Audit: The user or group can view the Audit records for the folder.10.When finished, click OK to close the Access Control Permission Filters dialog box, and then click OK to close the Create New Folder dialog box. The new folder displays. Document Manager will not permit two folders in the same drawer with the same index fields. If another folder exists with the same index fields, a message displays and the new folder will not be created. You can also create folders when searching for a folder that does not exist. If the folder is not found, you will then be prompted to create a new folder. For more on how to do this, refer to 10.1.2 Creating Folders by Searching below.
10.1.1
Creating Folders Using the Pop-Up Menu
To create a new folder:
1. Right-click on a drawer and click New Folder in the pop-up menu (or right-click on the white space in the right pane). The Create New Folder dialog box displays.
NOTE: The Drawer drop-down list is disabled because the drawer the folder is being created in has been already been specified.
2. Enter the information in the index fields. Yellow fields indicate required fields and green fields indicate optional fields.
3. Set the Access Permissions for the folder (for more information, refer to 6.6 Folder Permissions on page 46). The default setting is ‘Public.’
10.1.2
Creating Folders by Searching
To create a folder by searching:1. Click Search Folders on the Main tab to run a search in the Search for Folder dialog box. If conducting a search for a specific folder and it is not found, Document Manager asks whether to create a new folder:
Document Manager will create folders based on the search criteria entered. (For more information about searching, see 12 Searching on page 118.)
2. Click Yes, and then index the new folder and set Access Permissions.
3. Click OK when finished to create the folder.