Folder administration

Folders can be managed in the Folder form. It can be accessed as follows:

• End user: Hyperlink in the folder record in document sublists
• Administrator: Menu Administration/documents/folder

This form cannot be opened via the Sales menu.

The form displays all relevant folder attributes and assignments. These are the fields:

• Name
• Comment
• Created on
• Status "active" and "inactive" (changing to "inactive" results in a folder in red)
• Usage: Name of the superordinate object including a hyperlink (in case of a folder of a contact, quotes...)
• Folder: Name of the superordinate object including a hyperlink (in case folders are contained in a folder)
• Super folder: Name of the super folder including hyperlink
• Structure: Structure tab with tree and list views and the functions Select documents, Create folder

When dragging and dropping a folder, e.g., into the document relation of quotes, a new folder tree is generated and linked to the quote’s record. This way, complex structures can be copied in one operation and the documents included in it referenced. The following applies:

• Folders are copied. Attention! Folder copies with the same name are admitted.
• Contained documents become referenced.

When dragging and dropping a folder to an activity (e.g., an email), the structure dissolves and only the included documents are associated as attachments. If one and the same document is used several times in the structure, the document is assigned to the activity only once.

If a briefcase is dropped to a document relation, the folders and documents contained in the briefcase are inserted along the same rules. Because of this, required neutral folder trees can often be provided centrally as briefcases, found quickly by the user and be copied to contacts or cases.

In the browser bar  View/Sidebars/Browser menu), you can find a folder node. This makes it easier to find folder structures pro­vided by briefcases.

When deleting a folder, all of its content is deleted after confirmation:

• All subfolders are deleted.
• The assignments of included documents to the parent object are dropped.
• If documents donn’t have any usage afterwards, they are also deleted from the document master after confirmation. The query offers further options to avoid unneces­sary queries (Yes / no for all documents).

Folders that are already present in the system cannot be assigned through document selection (Select documents button). The search in the selection dialog remains restricted to documents and doesn’t yield any folders. Folders are merely displayed in the list to the right, and can be removed from there by means of a function button.

In all lists containing documents as well as folders (briefcases, document relations), you will always find an Explosion dialog menu. Exploding is particularly helpful if you are searching for documents in a list across folder structures. If you drop all structures (On), you can search for documents directly in the list.