The Documents module in InformationLeader allows using Folders and Sub-Folders to organise documents in a logical manner. This guide will go through creating and configuring a new folder in the Documents module and Configuring Custom Folder Permissions after creation.
Folder Configuration and Creation:
Select the Documents module to navigate to the Documents Summary page (navigate to the folder you wish to create a new folder in if required).
Using the Search Filter dropdown, ensure it’s set to [All Statuses] to enable the New button. Then select the New button to bring up the Documents popup.
Note: If you select New while on the Documents Summary page, the Documents popup will show the Location section by default. However, if you have navigated to a folder from the Documents Summary and selected New, the Documents popup will show the Details section by default.
If you see the Location section of the Documents popup, you can use the dropdown to search for a folder to create the new folder in. Otherwise, leave it as Documents – Documents to create the new folder on the Document Summary and select Next to continue to the Details section.
On the Details section of the Documents popup, enter the information as below:
- Type: This dropdown will allow you to choose whether to upload a new Document or create a new Folder by selecting either Document or Folder. For this guide, we will want to select Folder.
- Code: Create a unique identifier for the folder. You cannot have more than one folder with the same code in the same location. It’s good practise to ensure the Code is a shortened version of the folders Name.
- Name: Input the name for the new folder.
- Category: Use this dropdown to assign a Category to the new folder.
- Release Control: This dropdown allows users to set a specific process for the approval and release (defined in InformationLeader as Release Control or Shared Release Control) of documents uploaded into the folder. By default, this will be set to Default Release Control (this option will be greyed out if there are no other Release Controls available).
- Default PDF Version Required: This checkbox will determine whether or not the documents that are uploaded into this folder will be converted to a PDF automatically when they’re uploaded. By default, this will be enabled (we recommend leaving this enabled).
When the above fields have been filled in, selecting the Save button will create the folder. However, the Permissions will still need to be configured for the folder. Selecting Next will show the Permissions section, where you can copy the Permissions from another folder and assign the folder only to specific Divisions if required.
Note: If you would like to apply custom Permissions to the folder, see the Configuring Custom Folder Permissions section in this article below.
By selecting Next, you will see the Permissions section of the Documents popup. Here you can use the dropdown to select a specific folder, either another folder in the location you are creating your folder in, or the Parent Folder. If you are creating your folder on the Document Summary, the Parent Folder will copy the permissions from the Document Summary itself.
Select Save if you don’t require the folder to be assigned only to specific Divisions, otherwise click Next to navigate to the Division Assign section.
On the Division Assign section, you can select Divisions from the Available Divisions area on the left side and use the right arrow to bring them into the Assigned Divisions area on the right of the Division Assign section. Alternatively, you can remove Assigned Divisions by selecting them on the right side and using the left arrow to move them into the Available Divisions area on the left side of the Division Assign section.
Select Save when you’re done configuring the assigned Divisions and the folder will be created.
Configuring Custom Folder Permissions:
If you wish to configure custom Permissions for the folder, once the folder has been created and is highlighted, select the Perm… button located just to the left of the New button used earlier. This will navigate to the Permissions page for the selected folder.
Here you will be able to specify certain Permissions for each Role. From None, Read and Write using the associated check boxes. Alternatively, you can use the Set All Items To dropdown to set every Role to a chosen Permission. When the Permissions have been configured, select the Save button.
Note: The View column will not show the check boxes for folder Permissions.