Folders

When you are browsing through the Document Library, it is organized in a folder structure format similar to Windows Explorer. VisualVault requires that every document added to the Document Library be uploaded into a folder or subfolder. Each document entered into VisualVault will be given a unique ID (either through a pre-described naming convention, manually, or using the file name). Folders are used to group documents by subject matter. Upon installation, VisualVault creates two basic folders called "General" and "Attachments." You can select the plus sign next to a folder to see if there are subfolders organized under the a parent folder. When you select a folder, the list of documents uploaded into that folder will be shown on the right hand side.

The use of folders can increase your ability to easily find or navigate to a group of related types of documents. Each folder also posses the ability of having its own access security and defined set of properties. Documents uploaded to that folder will inherit these properties.

Folder Properties

The folder properties screen can be accessed by navigating to a folder in the Document Library, then selecting the Folder Properties tab from right hand pane or by right clicking on the folder and selecting properties.

Only an Editor or user with higher permissions can modify the folder properties. The Folder Details, including Naming Convention and Retention Rules can be defined and will be inherited by each document that is added to the Vault within that folder. Only the Owner or VaultAccess users can delete a folder and change the security.

Folder Context Menu

Another avenue for interacting with folder features is through the folder context menu. The folder context menu provides a simple, concise manner for quickly reaching the appropriate folder properties that the user might want to modify or set up. The following section will describe the features of the folder context menu, as well as how to bring it up.

Folder Context Menu

In order to facilitate rapid access to folder information, users can right-click on any folder in the document library and select the option they wish to see. Users will be presented with a menu based upon their rights and permissions to the folder. This topic will discuss the various options and what is visible for the user depending on their rights.

Folders Context Menu Table

Description	Menu
New Documents and New Folders Available to users who have editor access rights or higher to the folder. Editors will not see the New Folder selection on the menu. This options allows Owners or VaultAccess users to create New Folders underneath the current right-clicked folder. New Document(s) allows Editors, Owners, and VaultAccess to create new documents within the folder.
Cut, Copy, Paste Available to users who have editor access or higher to the folder. Paste is not active until a folder has been selected and the Cut or Copy were selected. Folders can be moved using the Cut command. Folders can be copied using the copy command. Refer to the topic on Moving and Copying a folder for more information.
Delete Delete is available to users who have owner rights or higher to a folder. Refer to Folder Deletion topic for more information.
Workflow Available to users who have editor access rights or higher to the folder. Users who see the workflow menu will have the ability to manage document approval, review, and expiration workflows. They will also have the ability of vieweing in process workflows for the folder.
Naming Convention Available to users who have editor access rights or higher to the folder. Users who have this menu available will be able to view the current Document Naming Convention and they will be able to apply the naming convention to the subfolders to which the user has at least editor rights. Refer to Document Naming Convention for more information on applying the naming convention to all subfolders.
Record Retention Available to users who have editor access rights or higher to the folder. Users will be able to view or edit the current record retention settings. Where users have rights they will also be able to apply the same record retention settings to subfolders. Refer to documentation on record retention rules for how modifications in the record retention settings are handled and rules on applying record retention to subfolders.
Index Fields Available to users who have editor access rights or higher to the folder. Users who have access to this menu options will be able to view index field information. Users who have appropriate rights will also be able to copy index fields to all subfolders. Refer to Index Fields on information on how the Copy Index Fields to All Subfolders is handled.
Security Available to users who have owner access rights or higher to the folder. Users can modify the security of a folder and subfolders from this menu.
History Available to users who have editor access rights or higher to the folder. Users can go directly to the Folder History information.
Show Documents This menus selection is available to all users. When selected users are taken to the list of documents for the folder.
Properties This menus selection is available to all users. Displays properties for the selected folder.

Among the features already mentioned, the following functions are set up or used at the folder level, and the respective pages describe their purposes in greater detail, as well as how to modify or perform these functions:

Folder Creation

Folder Deletion

Moving and Copying Folders

Index Fields