Folder settings in Xtendis 7 – Help Center

When creating a folder or changing the settings for an existing folder, various options can be set. These options are grouped in the following tabs:

General. Holds general settings for the folder.
Query. Appears when the Type field of the folder is set to Query. It is used for constructing a query when creating a folder that is based on a query.
Permissions. Appears when the Shared folder option of the folder is enabled. It is used for defining the users or user groups to share the folder with and the actions they can and cannot perform on the content of the folder.
Columns. Controls the columns that are shown in the folder.

The options in each of these tabs are explained in the following sections.

General

The New folder panel

Figure: The Folder settings panel. When creating a new folder, the panel is named 'New folder', when editing an existing folder, the panel is named 'Configure folder'.

Field	Description
Name	Enter a descriptive name for the folder.
Description	Optional for regular folders, mandatory for Dynamic Search folders. Describe what the folder is used for. This is particularly recommended when sharing the folder with other users.
Owner	Each folder has an owner. By default this is the user who created the folder, but this can also be set to another user in the system. Note: When not setting yourself as the owner or not sharing the folder and including yourself in the people who can see the folder, you will not have access to the folder after creating it.
Entity	Choose if the folder should contain only documents or only dossiers. Note: This setting cannot be changed once the folder has been created.
Type	Define the type of folder to create: Query. This creates a Search folder. The folder will be filled with documents or dossiers that are found based on a search query that needs to be defined. Regular. This creates a regular folder that can be filled with any document from the system without having to be based on a search query. Note: This setting cannot be changed for existing folders.
Shared folder	Enable this option if you want to share the folder with other users or user groups in the system. When a folder is shared, the folder appears in the list of folders on the Dashboard of that user.
Preferred function	Controls the action that should be performed when opening the folder. Choose from one of the following options: Open folder. Opens the folder and shows the content. Edit properties. Shows the options for changing the properties of the documents, similar to the way of indexing documents that have not yet been indexed. Index. Shows one of the following: When the folder contains documents have not yet been indexed, the options for indexing documents appear. When the folder contains documents that are already indexed, the options for re-indexing documents to create copies appear. Split and index. Used for splitting documents that have not yet been indexed into separate documents. For details, see Indexing documents in Xtendis 7.
Default archive	Choose the archive in which the folder should be stored.
Color	Folders appear on the Dashboard so that they can be easily accessed. To make a folder stand out when it contains content and to differentiate it from the other folders, the folder can be given a color. Choose the color that you want to give the folder.
Icon	The type of content that the folder contains can be visualized by adding an icon. Choose one from the set of icons. The icon appears for a folder on the Dashboard, or when viewing the overview of all folders on the Dashboard.

Query

The Query tab in the panel for creating a folder

This tab appears when the Type field is set to Query. In it, a search query is defined for finding the documents or dossiers that you want to group in the folder.

For details about creating a query, see Using criteria when searching in Xtendis 7.

Permissions

The Permissions tab in the panel for creating a new folder

This tab appears when the Shared folder option is enabled. It is used for defining the actions that the users who the folder is shared with can perform.

Step 1. From the list select the users and / or user groups with which you want to share the folder.

Tip: Quickly filter the list by typing (part) of a name in the Type to search... field at the top.

The permissions that can be set appear:

Options for determining what users are allowed to do with a shared folder

Step 2. Set the options as needed:

Note: Each option can be set to one of the following settings:

Yes. The user is allowed to use the option.
No. The user is not allowed to use the option.
Never. The user is never allowed to use the option, even when they are part of a group in which using the option is allowed.

The options No and Never can be used to temporarily deny users access to the folder without having to delete the folder.

Option	Notes
Show folder	Define if the folder should appear in the list of folders for the users.
Can configure	Define if users are allowed to configure the folder.
Add items	Define if users are allowed to add documents to the folder. This field only appears when the folder Type is set to Regular.
Remove own items	Define if users are allowed to remove documents from the folder that they have added themselves. This field only appears when the folder Type is set to Regular.
Remove all items	Define if users are allowed to remove all documents from the folder, including those that have been added by other users. This field only appears when the folder Type is set to Regular.

Columns

Note: The options in this tab can only be set for existing folders. When creating a new folder, the folder first needs to be saved and then opened. For details, see Editing folder settings.

The Columns tab in the panel for configuring the folder settings

The settings in this tab control the columns that appear in the list of documents or dossiers that are shown in the folder.

Configuring these settings is the same as configuring the columns in the search results when using the Find option.

For details, see Editing column settings. Save the changes by clicking Save layout.

General

Query

Permissions

Columns

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