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Index

 

Speaking of folders...

Folders are used to organize the documents posted on several levels and provide access to specific users only.

To create folders in document browsing, the user should have write permission in the location selected. On the other hand, the administrator can create folders regardless of the security settings.

By default, the properties of the created folders are inherited from the parent folder. However, it is possible to define which characteristics should not be inherited from the parent folder through the inherited properties tab. For folders created in the Root you can only configure the properties, and not which ones are inherited, since there is no parent folder from which to inherit.

Folders created using the simplified option or through drag and drop inherit the security, approval, and properties settings of the parent folder.

By using the drag and drop feature, it is also possible to create a folder structure based on a compressed file (.zip). To do so, you only need to drag and drop the field in the file Drop a .zip file to create a file and folder structure. The structure in the compressed file will be created in the document browsing and will inherit the security, approval, and properties of the parent folder.

The drag and drop option to create folders can be limited by the browser used. You can find information on the features supported by each browser under Browser compatibility for Drag and Drop of files.

To use drag and drop in Internet Explorer 9, you need to install the Microsoft Silverlight plug-in. In this case, when dragging files to platforms, a message warning about the installation will appear. You only need to follow the instructions to carry out the installation and broaden your use experience on the platform.

 

Basic path

 

01. Find and click on the name of the folder you wish to access.

02. View your content.

A folder can contain other folders, as well as various types of documents, such as videos, images, external documents, forms, articles, among others. 

 

Alternative path

 

Add folder

 

01. In the location where you wish to create a folder, click on New folder, located in the action bar on the top left of the window.

02. Enter a description for the folder.

The folder description is limited to one hundred (100) characters.

03. Press the Enter key on the keyboard.

When pressing Enter, the folder is created and posted in document browsing, provided that the user has write permission for the selected location.
By default, the folders created through the simplified form are configured so that its documents allow the user to download and print and use the platform internal viewer, that is, they have the following fields checked (found in the Inherited Properties tab): "Allow Download and Printing?" and "Use Internal Viewer?".

To cancel the folder creation, just press the Esc key instead of Enter.

 

Add folder – drag and drop

 

01. In the location desired for the new folder, drag the desired folder from its location and drop it in the frame Drop your files here, which is shown during document browsing when executing the drag and drop feature.

After dropping the folder in the indicated place, the file posting and upload begins, provided user has at least write permission.

The folder created inherits the security, approval, and properties of the parent folder.

Progress can be monitored at the bottom of the window. The option Cancel all cancels the creation of the new folder. To view process details, click the arrow on the upper right corner of the progress window.

In case of inconsistencies during the upload, users can click on Show details to check the description of the event.

 

Add folder – advanced

 

01. In the location where you wish to create a folder, click on More, located in the action bar on the top left of the window.

02. Click on New folder (advanced)

Clicking on this option opens the window in which you can add a folder in advanced mode, i.e., which allows you to define the folder properties. For more information, see Folder (advanced).

 

Rename folder

 

01. Find the folder that you wish to rename.

You need to have modify permission for the folder to be able to rename it.

02. Click on More options, located to the right of the folder name.

03. Click on Rename.

Clicking on this option opens a window in which you can rename the folder. For more information, see Rename folder or document.

 

Edit folder properties

 

01. Find the folder for which you wish to edit the properties.

02. Click on More options, located to the right of the folder name

03. Click on Properties.

Clicking on this option opens a window in which you can edit the folder properties. For more information, see Edit folder or document properties. 

 

Copy folder

 

01. Find and select the folder that you wish to copy to another location.

02. Click on Copy, located in the action bar on the top left of the window.

For more information on how to perform this action, see Copy and paste folder or document.

 

Cut folder

 

01. Find and select the folder that you wish to cut to another location.

02. Click on Cut, located in the action bar on the top left of the window.

For more information on how to perform this action, see Cut and paste folder or document.

 

Perform a social action for a folder

In the root folder of document browsing, you can only perform social actions for folders. In other folders, you can perform social actions for the various document types, except for forms.

To view the existing social information for a folder, click on the Comment icon, located in the social activities area to the right of the folder name. Clicking on this icon opens a window in which you can view the comments and supports that the folder has received and the locations in which it was shared.

01. Find the folder for which you wish to perform a social action.

02. Click on the icon corresponding to the desired social action, located in the social actions area, to the right of the folder name.

For more information about social actions that can be performed for a folder in document browsing, see Support folder or document, Comment on folder or document and Share folder or document.

 

Define folder as a favorite

 

01. Find the folder that you wish to define as a favorite.

02. Click on the Add favorite icon, represented by a star, located below the folder name.

For more information about the Favorites feature, see Define folder or document as favorite. 

 

Define priority for a folder

 

01. Find the folder for which you wish to define priority.

02. Enter the desired priority for the folder in the Priority column.

For more information about folder priority, see Define priority for a folder or document.

 

Download the folder

This action is not allowed for a folder that is located in the root folder of document browsing.

01. Find the folder that you wish to download.

02. Click on More options, located to the right of the folder name.

03. Click on Download.

The Download option is also available under More, located in the action bar on the top left of the window.

Clicking on this option opens a message confirming the download. For more information about the download and where to find the downloaded folder, see Download folder or document.

 

Request additional permission for a folder

 

01. Find the folder for which you wish to request additional permissions.

02. Place the mouse over the folder name.

03. Click on Request additional permissions, located in the table displayed with the folder's general information.

Clicking on this option opens a window in which you can request additional permissions for the folder. For more information, see Request additional permission for a folder or document.

 

Change folder documents in bulk

This action is not available in the root folder of document browsing, since it is not allowed for folders and forms.

01. Find and access the folder containing the posted documents that you wish to change in bulk.

02. Select the documents that will be changed in bulk.

03. Click on More, located in the action bar on the top left of the window.

04. Click on Bulk modification.

Clicking on this option opens the window in which you can change the properties of multiple documents in bulk. For more information, see Changing documents in bulk.

 

Filter content of a folder

 

01. Find and access the folder for which you wish to filter the content.

02. Click on More, located in the action bar on the top left of the window.

03. Click on Filter.

Clicking on this option opens the window in which you can define the data by which the content of the folder will be filtered. For more information, see Filter content of a folder.

 

Get the folder's main list

 

01. Find and select the folder for which you wish to obtain the main list.

02. Click on More, located in the action bar on the top left of the window.

03. Click on Main list

 

Clicking on this option opens the window in which you can define the data that should be displayed on the main list of the folder. For more information, see Get main list of a folder.


Access the transfer area

 

01. Find and access the folder for which you wish to add folders or documents by using drag and drop.

02. Click on More, located in the action bar on the top left of the window.

03. Click on Transfer area.

Clicking on this option opens the Priority column, next to the Code column, in which you can view and define a numerical priority for folders and documents, as well as sorting them by priority. To do that, simply click on the column to sort the content.

 

View priority of folder content

 

01. Find and access the form for which you wish to view the priority of content.

02. Click on More, located in the action bar on the top left of the window.

03. Click on Show priority.

Clicking on this option opens the Priority column, next to the Code column, in which you can view and define a numerical priority for folders and documents, as well as sorting them by priority. To do that, simply click on the column to sort the content.

 

Hide priority of folder content

 

01. Find and access the form for which you wish to hide the priority of content.

02. Click on More, located in the action bar on the top left of the window.

03. Click on Hide priority.

Clicking on this option hides the Priority column for the folder content.

 

Add document to folder

This action is not allowed in the root folder of document browsing.

01. Find and access the folder to which you wish to add a document.

02. Click on Upload files, located in the action bar on the top left of the window.

03. Find and select the document to be uploaded to the folder.

For more information about all the actions available to documents in a folder, see Document.

 

Add external document to folder

This action is not allowed in the root folder of document browsing.

01. Find and access the folder to which you wish to add an external document.

02. Click on More, located in the action bar on the top left of the window.

03. Click on New external document.

Clicking on this option opens a window in which you can create an external document. For more information about available actions, see External document.

 

Add multiple post to folder

This action is not allowed in the root folder of document browsing.

01. Find and access the folder to which you wish to add a multiple document post.

02. Click on More, located in the action bar on the top left of the window.

03. Click on New multiple post.

Clicking on this option opens a window in which you can create a multiple post. For more information about available actions, see Add new multiple post.

 

Add article to folder

This action is not allowed in the root folder of document browsing.

01. Find and access the folder to which you wish to add an article.

02. Click on More, located in the action bar on the top left of the window.

03. Click on New form

Clicking on this option opens a window in which you can create an article. For more information about available actions, see Article.

 

Add form to folder

 

01. Find and access the folder to which you wish to add a form.

02. Click on More, located in the action bar on the top left of the window.

03. Click on New form.

In the root folder, this option can also be found directly in the action bar on the top left of the window.

Clicking on this option opens a window in which you can post a previously created form. For more information about available actions, see Add new form.

 

Add report to folder

This action is not allowed in the root folder of document browsing.

01. Find and access the folder to which you wish to add a report.

02. Click on More, located in the action bar on the top left of the window.

03. Click on New report.

Clicking on this option opens a window in which you can post a previously created report. For more information about available actions, see Report.

 

Add application to folder

This action is not allowed in the root folder of document browsing.

01. Find and access the folder to which you wish to add an application.

02. Click on More, located in the action bar on the top left of the window.

03. Click on New application.

Clicking on this option opens a window in which you can create an application type document. For more information about available actions, see Application.

 

Delete folder

 

01. Find and select the folder you wish to delete.

02. Click on More, located in the action bar on the top left of the window.

03. Click on Delete.

Clicking on this option opens a message stating that the folder has been deleted. However, it is only deleted from the document browsing structure, and will remain in the Bin. When Quota control is active, the space occupied by this folder in the parent folder will be freed only when the form is deleted from the Bin. For more information on how to restore or definitively delete the folder from the platform, go to the Bin.

 

 

Please note!

This documentation is valid as of the 1.5.10 update. If you use a previous update, it may contain information different from what you see on your platform.

 

 

 

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