Managing folders in bulk in Xtendis 7

Info: This feature requires Xtendis 7.2.12 or higher (see how to check which version of Xtendis you are using).

Sometimes you may need to work on the folders rather than their content. Think of making folder favorite for yourself or other users, deleting folders, adding new folders, or creating a report of the folders that exist in the system.

This is can be done for one or multiple folders on the Folder overview page.

How to do this is explained in this article.

Accessing the page

Do one of the following:

• On the Dashboard, click Go to folder overview in the bottom right corner (below the favorite folders, if any have been marked as favorite).
• When viewing the Dashboard as a toolbar, click the Folder icon, and in the menu that appears, click Go to folder overview →.

Filtering the page

When accessing the overview, all folders in the system are shown for all archives, grouped in pages of 20. To quickly find the folder you want to work on, do any the following:

• In the Search box, type (part of) the folder name.
• In the Search box, click the drop-down icon and from the menu that appears, choose the archive you want to search in.
• To the right of the Search box, click the cog wheel to show any system folders. Click it again to hide them.

Adding a folder

Step 1. Click the Add new button in the top right corner.

The 'New folder' panel appears.

Step 2. Fill out the details as described in Folder settings in Xtendis 7.

Performing actions on multiple folders

Step 1. Select one or more folders on which you want to perform an action by doing one of the following:

• Select the check box in front of the name.
• Select the check box at the top of the first column to select all folders on the page.

The Actions button appears.

Step 2. Click the Actions button, from the menu choose the action to perform, and follow any steps on screen:

• Add to favorites. Marks the folders as favorite.
• Remove from favorites. Removes the favorite status from the folders.
• Delete folders. Deletes the folder from the system.

Note: Only the folder is deleted; any documents that it contained remain in the system.

• Add to favorites for all. Marks the folders as favorite for all users.
• Remove from favorites for all. Removes the favorite status from the folders for all users.

Note: Setting the favorite status on a folder or removing it from a folder can also be done by clicking the star icon in the list view.

Configuring a folder

Step 1. Double-click a folder in the list.

The 'Configure folder' panel appears.

Step 2. Fill out the details as described in Folder settings in Xtendis 7.

Opening a folder

Hover the mouse pointer over a folder in the list and click the Open folder command that appears.

The folder is opened in a new tab.

Creating a report

Step 1. To the left of the Add new button, click the three dots.

Step 2. From the menu that appears, choose one of the following commands:

• Download report. Creates and downloads the report.
• Download report with item count. Creates and downloads the report, including a count of the items in each folder.

Step 3. Open the file in for example Microsoft Excel.