Folder actions

Folders Actions

Folders are elements for classifying/filing documents in Constellio. They form the end of the collection tree. When creating a document, it is essential to link it to a folder; otherwise it cannot be saved. 

1. Add a folder

The only way to create a folder manually is through the collection's actions drop-down menu. 

1. In the upper right corner of the screen, open the menu and then click on "Add Folder";
2. In the form for creating a file, fill in the mandatory fields;
3. Click on "Save".

Metadata for creating a folder
Field Name		Description	Image
Type	Facultative	The type corresponds to a type of folder that must be previously created in the domain of values named "Folder Types".
Title	Obligatory	The title is the element used to identify the folder.
Classification Plan Topic	Obligatory	The classification plan topic is used to classify the folder at the correct hierarchical level, and to apply the designated retention rule.
Retention policy	Obligatory	The retention policy determines the periods of use and the retention media of the file.
Opening date	Obligatory	The opening date is populated automatically. This is the date the folder was created.
Closing date entered	Facultative	The closed date entered is a closed date entered as required.
Administrative unit	Obligatory	The administrative unit is used to designate the unit responsible for the file. The file will then be classified under the chosen unit.
Media	Facultative	It is possible that a folder has several types of media. By default, three types are referred: Magnetic disk, film, paper.
Keywords	Facultative	Allows you to add keywords to the folder.
Description	Facultative	Allows you to add a description to the folder.
Linear measurement (cm)	Facultative	Allows you to add a linear measurement in centimeters to the backrest.

2. Consulting a folder

When selecting a folder, a consultation page opens. The latter has four tabs to learn about the content and value of the folder. 

In addition, the split-panel window allows you to view the records in the folder without forcing the user to leave the current page. This view allows you to quickly consult information about documents and subfolders (content, metadata, tasks, audit, etc.).

2.1 Metadata tab

Use this tab to view the metadata that is associated with the folder. Important elements, such as the title and the administrative unit, make it possible to know the nature and provenance of the file and the documents classified therein. These details can be changed by clicking on the "Edit Folder Card" button, present in the context menu on the right side of the screen. It should be noted, however, that the modification of certain elements of this sheet may have any impact on the classification of the file in the collection. 

2.2 Content tab

Use this tab to view the documents and subfolders contained in the folder. The records are presented in a customizable table, each with its own action menu (three points). It is possible, if you have the required write rights, to drag and drop a subfolder/document into another subfolder. A horizontal scroll bar is available if multiple values (columns) are added to the table. In addition, a sliding window "Facets" is present on the right of the screen, which allows to sort the contents of the folder according to different criteria. 

2.3 Task Tab

This tab allows you to view the tasks that are related to the folder. If no task is created, the table remains empty. For more information, refer to the task guide. For more information, see the task management guide.

2.4 Sharing tab

This tab allows you to view and edit the shares that are linked to the document. If no sharing has been done, the table remains empty.

2.5 Audit Tab

This tab allows you to view the audits of the folder. All changes and accesses are presented in this window, with the times and dates compiled. No real action is possible in this tab. This is essentially a reference page. For more information about audits, refer to the article on Audit Management. 

2.6 Action menu

Finally, the action menu available via the three dots offers several possible options on the folder.

3. Actions related to a folder

The drop-down menu present in Constellio, in addition to the context menu of the window of the folder consulted, offers several options related to the folder. The options visible to a user vary according to their profile (permissions and roles), as well as the features installed in the environment. It is possible to order the actions according to the order you prefer, to do so, consult the article "Action Management".

3.1 Edit this folder

This option to edit the metadata for a folder or subfolder. From this option, it is also possible to file a file in a thematic portal. 

3.2 Add a subfolder

This option allows you to add a subfolder. This option is also available in the collection action menu, when you are in the parent folder, click "Add Subfolder". 

3.3 Add a document

This option allows you to add a document to the folder. You can also drag a document directly into a folder or subfolder.

3.4 Move to a folder

This option moves a folder inside another folder. The folder that was moved then becomes a subfolder. This inherits the administrative unit, the classification plan topic, and the retention rule for its new parent folder.

3.5 Duplicate

This option duplicates a folder by retaining the metadata. You have the choice between "Duplicate folder" and "Duplicate folder and hierarchy".

"Duplicate Card" will only duplicate the metadata of the selected folder. "Duplicate folder and hierarchy" will duplicate the metadata of the selected folder, as well as its subfolders. The duplicate folder will be empty, without any documents. The usefulness of this option is to be able to recreate folders of a repetitive nature, while keeping the structure of the metadata and thus avoid restarting the creation process for each one. 

In the tree view, the term " copy" in parentheses is added to the folder title. 

3.6 Consultation Link

This option gets the URL link of the folder in Constellio. The link automatically copies to your clipboard.

3.7 Share/Remove Shares

This option allows you to give a specific authorization on a file to one or more users or groups who normally do not have access to this folder.

Unlike the "Permissions" option , this one does not allow you to delete shared folders.

3.8 Add/Remove from cart

This option adds the folder to the clipboard window. Subsequently, it is possible to remove the folder from the clipboard.

3.9 Add to your favorites 

This option allows you to add the folder to a new favorite, an existing favorite, or a shared favorite. For a new favorite, enter a title and click "Save".

For an existing or shared favorite, select the name of that favorite. 

3.10 Borrow/Return

This option allows you to borrow and return a file.

Field Name	Option	Description	Footage
Date of borrowing	Obligatory	The date of the loan should be automatically entered in this field.
Type of loan	Obligatory	Indicate whether it is a loan or a consultation of the file.
Borrower	Obligatory	Select the user who borrows the folder
Expected return date	Obligatory	The expected return date is automatically calculated according to the duration configured for a loan. By default, 7 days.
Return date	Facultative	Enter the actual return date

This option allows you to print one or more labels for a folder. It is also possible to print labels for multiple folders at once through an advanced search or the use of a group of favorites. For more information, see the article on Label management. 

3.14 Delete

This option deletes a folder. If subfolders and documents exist in a folder, the "delete" option will delete all the contents of the folder. 

Deleted folders are sent to the Recycle Bin. It is possible to restore them according to the number of days of retention provided in the configuration of the recycle bin. 

This configuration can be found in: Control -> Configuration -> Others -> " Number of days before deleting items from the recycle bin".

This option allows you to add a comment on the folder card. The button is available at the bottom of the "Metadata" tab. 

3.18 Copy the contents of the cell

This option allows you to copy the contents of the cell when hovering over it. This feature is available when you are in table view.

3.19 Manage notifications

Use this option to determine in which contexts you want to receive notifications about the folder. 

1. Consult a file;
2. Click on the "Manage notifications" action;
3. This window appears. Click on the notifications you want to receive, then "Save";
4. When the selected actions are taken, you will receive a notification email.