Folders are used to organize and control access to documents, as well as associate the appropriate metadata with documents. This chapter describes how to create, secure, modify, and delete folders. It has the following topics:
Folders and subfolders are created to provide additional levels of organization and security within the context of a library. Like libraries, folders help to determine what metadata fields are associated with a document, can help in assigning values to the metadata automatically, and can add a layer of security. For detailed information on Libraries and Folders, see Chapter 5 and Chapter 6.
Cloud folders are a special kind of folders created to allow copying of content to and from the cloud server. A cloud folder acts as a link to a folder in Oracle Documents Cloud Service. If your company has integrated with Documents Cloud Service, you can copy or upload files to the cloud using a cloud folder, and you can access content on the go through the cloud user interface.
Folders mimic the behavior of the library they are in. By default, documents uploaded to a folder inherit the metadata fields and security defined for a folder, as well as any default metadata values defined for the folder.
Folders behave much like libraries, as libraries are the top-most level of a folder hierarchy. Some tasks are identical when working with folders or libraries. Table 14-1 lists the appropriate sections necessary to do the specified tasks. What tasks are available to you is dependent on the permissions you have for a folder.
Table 14-1 Links to Procedures for Libraries
| To do this... | ...see this section |
|---|---|
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Create a folder |
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View and edit folder properties Note: For a cloud folder, the Metadata tab and the Shortcuts tab are not available in the Folder Properties window. |
Section 13.3, "Viewing and Editing Document Library Properties" |
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Propagate folder metadata Note: You cannot propagate metadata to a cloud folder. |
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Share a folder |
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Follow a folder Note: You cannot follow a cloud folder. |
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Create folder shortcuts Note: You cannot create shortcuts to a cloud folder. Also, the parent folder for any folder shortcut must be a regular folder (cannot be a cloud folder or its descendants). |
Folders typically exist in Oracle WebCenter Content within the context of a library. Once a library is selected, folders within the library are listed in the side bar and you can browse to the folder you need.
You can also enter search criteria to search for specific folders. For information on searching for specific folders, see Section 9.4, Section 9.5, and Section 9.7.
Note:
The folder search box in the side bar always searches the selected library. In contrast, the banner search box can search for folders across multiple libraries.Folders are created within the context of a library, inheriting the properties of the parent library by default. Once a folder is created, you can update the folder properties. To create a folder:
On the Find Documents page, navigate to the library in which you want the folder. The folder list is displayed in the side bar.
Right-click the library or folder in which you want to create a new folder, and select Create Folder from the contextual menu, or click the Create Folder icon above the folder hierarchy in the side bar.
Enter a unique name and description for the folder.
Note:
It is a good idea to select a unique name for any folder that you create as in most cases you cannot have multiple folders with the same name. The name of a folder should be unique within the context of the library or folder in which it is created.Select the type of folder to create from the type select list. The default option, Local WebCenter Content Folder, creates a local folder on Oracle WebCenter Content Server. To create a folder on Oracle Documents Cloud Server that can be accessed from the WebCenter Content user interface, select the Oracle Documents Cloud Folder option from the type list and click OK.
Deleting folders deletes all folders and documents in the folder and all shortcuts to the folder. To delete a folder in an enterprise library you must have Read, Write, and Delete permissions to the folder.
In addition to having permission to delete a folder, you must also have permissions to delete each item in the folder. When deleting a folder, Oracle WebCenter Content begins by deleting the items (folders, documents, shortcuts, and saved searches) in the folder. If you do not have permissions to delete certain items, then only the items you do have proper permissions for are deleted. The items you don't have permission to delete are left, and consequently the folder those items are in remain also.
Note:
Folder shortcuts can be deleted using the same procedure for deleting folders. Deleting a shortcut does not delete the folder.Deleting a cloud folder deletes the corresponding folder and all its documents from Oracle Documents Cloud Service.
Note:
A user with only a write privilege (without a delete privilege) to a cloud folder is able to delete contents of that folder in the Oracle Documents Cloud user interface. This is the expected behavior.To delete a folder, right-click the folder in the Folders list of the side bar and select Delete from the contextual menu.