Manage Folders

Location: Management->Manage Folders

General

This page allows the user to setup folders in a particular case. Documents can be placed into a single folder. It is generally recommended to use Saved & Shared Filters to organize and work with sub-folder structures instead of folders. After uploading data, if there is a nested folder structure in the uploaded container files (e.g., Zip, PST), then the paths will be automatically mapped to the Source FilePath field in the application. Contact Professional Services if additional work is required for this folder preservation.  Additionally, a document can be located only in one folder at a time (use Custom Tag and Custom Field to make multiple document associations).

Add a Folder

To create a folder,
click on Add Sub Folder. A dialog box will appear, requesting the name of the new folder. Click OK to create the new folder.  

Editing a Folder

After selecting a folder to manage, the following dialog box will be displayed:


Users have the option to rename, delete, add sub-folders, and move documents assigned to the folder.

Rename a Folder


To rename a folder, select the folder on the directory tree on the left side of the page, click on Edit from the dialog box, change the folder name, then click Update to save changes.



Move a Folder

A folder and all of its contents can be moved to another location by selecting the folder on the directory tree on the left side of the page, click Move Folder from the dialog box, and then drag-and-drop into a different folder.

Add a Sub Folder

Create a sub folder by clicking on Add Sub Folder from the dialog box, then click OK. 

Viewing Sub folders And File Count

By clicking on a folder that has sub-folders, users can see which documents are assigned to that folder and the file count in each. 


To access and work with a set of documents within sub-folders, go to the Browse->Folder Quick Links and click on the title of the folder containing the documents that are needed.



After clicking on the sub-folder title, a message on top of the main table will list the current folder:



Delete a Folder

To delete a folder/sub-folders, select the folder on the directory tree on the left side of the page and click on Delete Folder on the right side of the page.  Deleting a folder does not delete any documents and instead moves them to the Unassigned folder. To delete documents, use the delete documents functions in the Search and Browse pages.

Import Folder Structure from Another Case

If folders were set up in another case and a user wishes to import the folder structure, this can be done by choosing the Import Folders. From the drop down menu, select the case and click the Import button. Importing folders does not move documents from the other case.  Contact Professional Services regarding ways to move documents between cases.



Folders vs. Doc Fields

For overall data organization and functionality, it is recommended to use custom fields rather than folders for document grouping and organizing.  To learn more about the differences between folders and Custom Doc Fields, see Folders Vs. Doc Fields.