Administering Folders
Administer folders by assigning default folder definitions either to a specific user or to a responsibility. Manage folder definitions by assigning them to new owners, determining which folder definitions should be public (accessible by anyone), and setting the AutoQuery behavior of the folders.
You can do different tasks depending on how you search for folders or folder assignments in the Find Default Folders window.
Prerequisites
To Assign a Folder to a Responsibility:
1. Navigate to the Find Default Folders window. Use "Default folder assignments by responsibility" to view the responsibilities for which to assign default folders.
2. You can assign default folders for each responsibility. When users of this responsibility navigate to this folder block, they see the default folder you specify, unless it is overridden by a user-level default.
From the Folder field, enter the name of the default folder. The name of the folder set to which the folder belongs is filled in automatically.
If you do not know the name of the folder, enter the folder set first, then view the folders that belong to that set.
After you save a default folder definition for a folder set, that folder set no longer appears in the list of values.
Folder Set: Every folder set is associated with a particular folder block, and a user or responsibility can have one default folder within each folder set. The folder set name generally describes the records shown in the block; some blocks may have multiple sets of folders associated with them.
To Assign a Folder to a User:
1. Navigate to the Find Default Folders window. Use "Default folder assignments by user" to view a list of eligible users.
2. You can assign default folders for each responsibility. When users navigate to this folder block, they see the default folder you specify.
From the Folder field, enter the name of the default folder. The name of the folder set to which the folder belongs is filled in automatically.
If you do not know the name of the folder, enter the folder set first, then view the folders that belong to that set.
After you save a default folder definition for a folder set, that folder set no longer appears in the list of values.
Folder Set: Every folder set is associated with a particular folder block, and a user or responsibility can have one default folder within each folder set. The folder set name generally describes the records shown in the block; some blocks may have multiple sets of folders associated with them.
Source Type: Either User or Responsibility. Records entered in this window use the source type of User. If one of the current user's responsibilities has default folders defined, the default folders are listed with a source type of Responsibility.
User defaults override Responsibility defaults. You cannot delete Responsibility default folders in this window.
Responsibility: The responsibility which uses this default folder definition.
1. Navigate to the Find Default Folders window. Use "Folders" to view general information about folders.
2. Select the folder(s) that requires a change of ownership.
3. Choose "Change Owner" and enter the new owner for the selected folders, or change the value in the Owner field to change the owner of a single folder.
Folder Set: Every folder set is associated with a particular folder block, and a user or responsibility can have one default folder within each folder set. The folder set name generally describes the records shown in the block; some blocks may have multiple sets of folders associated with them.
Public: Whether this folder definition is public; whether users besides the owner can use it. Use this field to determine whether to make folder definitions generally available.
Anyone's Default: Whether this folder definition is used as a default by a user or a responsibility. If it is a default definition, use Default Assignments to view the users and responsibilities for which it is the default folder definition.
Default Assignments: The users and responsibilities that use this folder definition as a default.
To Delete a Folder Definition
1. Navigate to the Find Default Folders window. Use "Folders" to view general information about folders.
2. If you queried up multiple folders, select the folder(s) to delete.
3. Delete the folder. Deleting folders deletes the folder definition along with any user and responsibility default assignments for the folder.
See Also
Customizing the Presentation of Data in a Folder
Querying Records in a Folder
Managing Folder Definitions