It is recommended to read the "Create A Folder" and "Folder Permissions" user guides to reinforce understanding of the documents application in Claromentis and how to use it.
A folder directory structure is the organisation of an operating system's file's and how this is displayed to a user. Files are typically laid out in a hierarchical structure. In Claromentis there is no limit to how many folders or sub folders can be created. This is restriced only by the amount of space on your server.
Image 1 - Basic folder structure diagram
The visual presentation of folders shown in Image 1 is displayed slightly differently in Claromentis.
- The structure is exactly the same and the lines that convey the relationship between folders can still be seen.
- However, instead of the folders expanding downwards, they are visualized moving horizontally.
- Have a quick look at Image 1 compared to Images 2, 3, 4 & 5 to familiarise yourself with these differences.
Folder Stucture Breakdown - Admin
Folders can be manipulated from both the front end and Admin panel. Permissions control the levels of access users have on the front end, wheres those with sysadmin rights will be able to access the admin panel as well.
A sysadmin of Documents will always be able to edit permissions from the admin side and 'edit permissions' rights can only be configured from there and not on the front end at all.
For this reason sysadmins of Documents should be trustworthy as they are going to be able to access all folders and files without being given any permissions on the front end.
For this demonstration we will start by accessing the hierarchy from the back end. Go to Admin > Documents > Manage Documents List to follow along.
In the Admin side an overview of the whole directory is given. The root folder is the highest level of the the folder structure, as shown in Image 1 and in Claromentis in Image 2 onwards.
- In this example we can see the folders "Discussions", "Document Library" and "Drop Zone" all sit at the Root.
- Folders can be added to the root, but the root cannot be placed elsewhere as it is the overarching level of the directory.
- The "Add folder" button will take you to the same new folder properties screen as explained in the "Create A Folder" user guide.
Image 2 - Folders shown at the Root
A sub folder is one that resides inside of another folder (it's parent folder). In Claromentis you can create as many sub folders as required, just like those in Image 1.
- Clicking the plus icon will expand the corresponding folder, open up the structure and show it's contents.
- The icon will now display a minus. Click it again to collapse the folder back.
- There are "Collapse all" and "Expand all" buttons at the top right of the screen.
- Every folder in the system will then be expanded/collapsed all at once using these.
- In Image 3 the "Discussions" folder has been expanded to reveal its contents, a sub folder called "Demo Folder" and a file called "Sample Document".
Image 3 - "Discussions" folder has been expanded to reveal it's sub folder's and files
In Image 4 the sub folder "Demo Folder" has now been expanded. It contains 3 sub folders and a document called "Demo_template".
- Notice how upon expansion the structure is moving to the right and new lines have appeared to show the relationship between each folder/file.
- The plus and minus icons can be seen clearly to denote when a folder has been expanded and when it is collapsed.
Image 4 - Closer look at folder structure and how it is displayed with expansion
In Image 5 the structure has been expanded further to reveal several layers of sub folders within "Test 2".
- The "Test 2" folder also has two sub folders of it's own: "Important Documents" and "Important Policies"
- Currently they sit within 2 levels of sub folders, it may be more appropriate to keep anything important more easily accessible within the structure.
- Moving the folders closer to the root would make finding the folders easier.
Image 5 - Several levels of sub folders within the "Demo Folder"
"Important Documents" and "Important Policies" will be moved to the first level of "Discussions". Follow the steps below and see Image 6 to do the same for a folder in your system. Any folder can be moved in this way as long as you have the correct permissions.
1. Tick the boxes to the left of all the folders you wish to move.
2. Click on the "Clipboard" Icon.
3. The "Clipboard" sub menu will appear, select the "Move" icon.
4. A pop up will apear asking you to select the folders new location. A new window will be opened showing the whole directory, select your chosen new location .
5. The pop up has auto filled with the location selected in step 4. Click submit and a green "ok" will appear to confirm the folders have moved.
6. Now navigate to your chosen location and you will see the folders have moved there successfully.
Image 6 - Steps to move folders and change their directory location
Documents from the Front End
In the front end of the documents application rather than an overiew of the whole directory shown in the back end, each click of a folder brings up its contents straight away.
- Instead of plus/minus icons to expand, a folder is instead expanded by clicking through, shown in Image 7.
- The pathway is always shown at the top of the screen to show your location in the directory.
- The "Parent folder" button when clicked will take you to the parent folder of the one you are currently in, effectively moving up a level.
- Once you reach Root level, the parent folder icon will disappear as you have reached the top of the directory.
Image 7 - Expanding the "Discussions" folder and the on screen journey
The way folders are displayed in the directory can also be changed.
- In Image 8 the views available are labelled: List View, Minimal List and Thumbnail View.
- The one currently being used is Minimal List, so its button is greyed out and the configuration displayed on the left of the screen.
- These views can be toggled at any time whilst using the documents application from the front end.
Image 8 - Different views in Documents application
There is also a search function in Documents accessible from the front end. It is a "Filter" bar on the top left of the screen underneath where the pathway is displayed. (See Images 7 & 8).
- Inputting key words/document names will search the folder you are currently in.
- Any hits from the search will appear, click them to open.
- Keeping file/folder names logical and concise helps improve the search functionality.
- Keep folder/file names appropriate and concise.
- Logically store files within the most suitable folders.
- Important or shared files should be easy to find and not hidden within complex levels of folders.
- Keep the most important at the root or within one folder sub level.
- Too many sub folders can stop being helpful and actually begin to impede workflow.