Manage Folders #

Create a new folder #

1. In the admin screen, navigate to Manage > Document Storage
2. Navigate to a folder.
   Any folder you add will become a sub-folder of the currently displayed folder.
3. From the cog menu, tap New Folder.
   A New Folder screen opens.
4. Type a name for the folder.
   The application automatically generates a folder URL.
5. Choose the Default file sort order. You can choose from:
   ◦ Newest uploaded first
   ◦ Oldest uploaded first
   ◦ File name A-Z
   ◦ File name Z-A
6. Choose the Default subfolder sort order. You can choose from:
   ◦ Folder name A-Z
   ◦ Folder name Z-A
7. (Optional) Type a Teaser.
   The teaser is a short description of the folder's content. It is displayed with the folder name when an end user navigates to the parent of this folder.
8. (Optional) Type a Description.
   On the live site, the folder description appears as page content before any sub-folders or files.
9. Set the folder permissions (Who is allowed to view files in this folder? Who is allowed to upload files to this folder? Send file upload notifications to:).
10. Save by tapping the Create Folder button.
    Your folder will be published automatically.

Set folder permissions #

1. In the admin screen, navigate to Manage > Document Storage

2. Navigate to a folder.

3. From the cog menu, tap Edit.

4. Set the folder permissions by choosing one radio button under each section.
   Who is allowed to view files in this folder?

    **Public** – anyone visiting the site will be able to see the contents of this folder
   
    **Private and users with the following roles**
    Private users** (i.e. those whose role gives them explicit access to private document storage folders – as defined in the Role definition) 
    And mark the checkbox next to any additional roles that should be able to view the files.
   
    **Only users with the following roles** 
    Mark the checkbox next to the role (or roles) associated with users who should be allowed to view files.
   

   Who is allowed to upload files to this folder?

    **Only Administrators** 
    Only users with the Administrator role assigned to them. 
    
    **Only users who can view this folder **
    All users who’s roles allow them to view the folder. 
    
    **Only users with the following roles**  
    Mark the checkbox next to the role (or roles) associated with users who should be allowed to upload files. 
   

   Send file upload notifications to

    **Disable file upload notifications for this folder** 
    Mark this radio button if a notifier should not be sent out for this folder.
    
    **Subscribers only** 
    Mark this radio button if notifier should be sent to those site members who have requested document upload notifiers
    
    **Subscribers and users with the following roles** 
    Mark this radio button if you want uploaded documents to trigger notifiers for those who've requested document uploads AND if you want to force notifiers to be sent to site members with certain roles. 
    Mark the checkbox next to the role (or roles) who should be sent upload notifiers (even if they've unsubscribed from document upload notifiers).
   

5. Update Folder by tapping the Update Folder button.

Publish a folder #

1. In the admin screen, navigate to Manage > Document Storage
2. Navigate to the unpublished folder
   Note: Notifiers will tell you which folders are unpublished.
3. From the cog menu, tap Publish.

Unpublish a folder #

1. In the admin screen, navigate to Manage > Document Storage
2. Navigate to the folder
   Note: Notifiers will tell you which folders are already unpublished.
3. From the cog menu, tap Unpublish to immediately unpublish the folder.

Delete a folder #

1. In the admin screen, navigate to Manage > Document Storage
2. Navigate to the folder
3. From the cog menu, tap Delete.
   A dialog will ask if you're sure.
4. Tap OK to confirm the deletion.
   Note: If you delete a folder, the system removes its content (including any subfolders and their content).

Edit a folder #

1. In the admin screen, navigate to Manage > Document Storage
2. Navigate to the folder
3. From the cog menu, tap Edit.
4. Make any necessary changes to the folder.
5. Save by tapping the Update Folder button.

Change notification settings for a folder #

1. In the Admin screens, navigate to Document Storage
2. Locate the folder you want to edit.
3. Tap Cog > Edit
4. Scroll to the bottom of the Edit Folder screen.
5. Mark the radio button to specify who you want to Send file upload notifications to:
   • Disable file upload notifications for this folder
   • Subscribers only
     (i.e. those users who are permitted to see this folder and who have subscribed to receive notifications)
   • Subscribers and users with the following roles
     (i.e. those users who are permitted to see the folder but who may have turned off file upload notifications for their account. This feature enables you to force a notification to be sent and might be useful for important documents such as AGM minutes. Please use this feature sparingly.)
6. Save by tapping the Update Folder button.

Other pages in Document Storage:

• Navigating
• Folders
• Files
• Notifications