Advanced ways of working with folders in Xtendis 7

In day-to-day work, all documents or dossiers that are shown when opening a folder are based on a search query on which the folder is based.

However, more advanced actions can also be performed when opening a folder such as indexing documents, splitting documents, creating folders that are not based on a search query, and more.

These actions are less common and are mostly performed by power users. They are therefore described separately here in this article.

The actions that are commonly performed by all users are described in Working with folders in Xtendis 7.

The following topics are discussed:

• Creating a folder not based on a search query
• Moving documents to a Regular folder
• Removing or deleting documents from a Regular folder
• Creating a folder report
• Additional actions

Creating a folder not based on a search query (Regular folder)

The default way in which folders are used in Xtendis is by basing them on a search query. This way, all relevant documents or dossiers are found when users open the folder. Such folders are also known as Search folders.

An alternative way of creating a folder is to not base it on a search query. Such folders are known as Regular folders and can be filled with any document or dossier from anywhere in the system.

Info: The option to add dossiers to a regular folder requires Xtendis 7.1.7 or higher (see how to check which version of Xtendis you are using).

Unlike Search folders in which the documents and dossiers are related via the criteria in the search query, documents in a Regular folder do not have to be related to each other.

Example: A folder can be created containing the documents that you want to work on that day.

Creating a Regular folder

Follow the same steps as outlined in Working with folders in Xtendis 7 with the following exception:

• In step 1, set Type in the General tab to Regular folder.

Moving documents to a Regular folder

After creating a Regular folder, it needs to be manually filled with documents from elsewhere in the system.

Step 1. Use the Find option to search for the documents that you want to move to the folder.

Step 2. In the search results, select the check boxes for the documents you want to move.

Step 3. From the Actions menu at the top of the page, choose Move to folder.

A dialog appears asking in which folder the documents should be moved to.

Step 4. Choose the folder from the list and click OK.

The documents are moved to the folder.

Removing or deleting documents from a Regular folder

When documents should not be part of a Regular folder anymore or when the folder needs to cleared so that it can be deleted, the documents can be removed from the folder.

This can be done by removing them while leaving them in the system or by moving them to the trash can.

Step 1. In the folder, select the check boxes for the documents you want to remove.

Step 2. From the Actions menu at the top of the page, do one of the following:

• Choose Remove from folder.

• Choose Move to trash can.

Step 3. A dialog appears to confirm the action. Click Yes.

Note: When you have moved a document to the trash, it can be restored again or permanently deleted.

Creating a folder report

When the list of documents in the folder needs to be analyzed in some way, the list can be exported as a file in CSV format to your local system from where it can be opened in Excel. All the columns that are currently shown are included in the report.

Step 1. Open the folder from which you want to create a report.

Step 2. Click on the folder name at the top of the page, and from the menu that appears choose Report page.

A page with the results opens.

Step 3. Click on the folder name at the top of the page, and from the menu that appears choose Report.

A dialog appears asking which separator to use in the CSV file, such as a comma or semi-colon.

Step 4. Choose an option from the list and click OK.

Windows Explorer appears.

Step 5. Navigate to the location where you want to store the file and click Save.

Step 6. Open the file in Microsoft Excel (for details, see the documentation for Excel).

Tip: To make sure that accented characters are loaded properly when importing a CSV file into Microsoft Excel, use the option Data > Import from Text/CSV instead of double-clicking the file from the folder, or instead of using the File > Open option. For details, see the Excel documentation.

Additional actions

Many of the actions that can be performed in a folder are the same as those when viewing search results. These are described elsewhere. For details, see the following articles:

• Viewing documents in Xtendis 7
• Working with properties in Xtendis 7
• Working with search results in Xtendis 7
• Working with documents in Xtendis 7
• Working with dossiers in Xtendis 7