Managing folders in Xtendis 7

Once Xtendis is fully set up and configured for your organization, system administrators can manage folders by performing the following tasks:

• Viewing available folders per archive
• Creating folders
• Editing folders, including deleting folders and resetting favorites

This is done by using the Folder management page of the Functional management section in Xtendis.

How to perform these tasks is described in this article.

Accessing the page

To access the page, access the Functional management section of Xtendis and in the menu on the left, click Folders.

Overview

When accessing the Folders page, a main overview of all folders in all archives within the organization is shown (see the figure above).

The list is sorted alphabetically.

Filtering the list

The list can be filtered by selecting an archive at the top of the page and by typing (part of) the folder name in the Type to search... field. While typing, the list is automatically filtered.

Overview details

The details that are shown in the overview are self-explanatory and are therefore not explained here.

One item to point out though are the icons shown in the first columns: these show the type of folder (Regular folder or Search folder), and if the folder contains only documents or dossiers.

Tip: Hover the mouse pointer over the icon to see the type displayed in a tooltip.

Icon	Description
	A Regular folder.
	A Search folder.
	A folder containing only documents.
	A folder containing only dossiers.

Creating a folder

Step 1. Click Create.

The New folder panel appears in a new window. This is the same panel as the one that appears when creating a folder in Xtendis by choosing Add > New folder.

Step 2. Create the folder as described in Working with folders in Xtendis 7. When done, click OK.

Editing folders

Step 1. Do one of the following:

• Double-click a folder.
• Select a check box for a folder and click Configure.

The Configure folder panel appears, showing the options that were configured when the folder was created.

Step 2. Configure the options as needed. When done, click OK.

Note: The options Entity and Type cannot be changed. If these need to be set, a new folder must be created.

Deleting folders

Step 1. Select the check box for the folders that you want to delete.

Step 2. Click Delete.

A message appears asking to confirm the action.

Step 3. Click Yes.

The selected folders are deleted.

Resetting favorites

Users can mark folders as favorite so that they appear on the Dashboard from where they are quickly accessible.

This status of a folder for all users can be reset so that it is not marked as favorite anymore.

Step 1. Select the check box for the folders for which you want to remove the favorite status.

Step 2. Click Reset favorites.

A message appears asking to confirm the action.

Step 3. Click Yes.

The favorite status of folders for all users is removed.