Folder overview

The folders

The purpose of this section of the guide is to introduce the reader to the concepts of folders. Along with the document, this notion forms the heart of document management, whether it is electronic, integrated or traditional. To use Constellio properly, it is essential to understand the basic folders that feed the document vault. Each element is linked to another, and their interdependence is a matter of structure. 

As an indication, the folders are visible in the home page, in the developed tree structures. To create a folder, it is imperative to link it to a classification plan heading and to an administrative unit. In the same way, it is mandatory to link a document to a folder, otherwise it cannot be saved.

Folders are elements that enable documents to be classified in Constellio. They form the end of the document tree of the collections. It is possible to create a folder from the interface's action menu, in the upper right-hand corner.

1. The use of folders - Icons according to status and supports

The icons of the folders in Constellio's collections are reactive to the actions and items that are placed in them. 

• First of all, the folder icons will change depending on whether they are opened or closed during consultation.
• Also, folder icons reflect the archival status of their contents. Thus, the icon of a folder will change colour if it is active, semi-active, retained (filed) or destroyed.
• A folder icon marked with an icicle (legally frozen/suspended) signifies a legal hold on the folder.
• Finally, the folder icon is also modified according to the media of the documents in the folder. There are three possible types of icons in relation to this: the paper folder, the electronic folder, and the hybrid folder (paper/electronic).

1.1 Folder without support

Icons	Description
	Folder without closed support
	Folder without open support

1.2 Paper folder

Icons	Description
	Closed paper folder
	Open paper file
	Paper folder closed and legally suspended
	Paper folder open and legally suspended

1.3 Digital folder

Icons	Description
	Closed electronic folder
	Open electronic folder
	Closed and legally suspended electronic folder
	Electronic folder open and legally suspended

1.4 Hybrid folder

Icons	Description
	Closed hybrid folder
	Open hybrid folder
	Hybrid folder closed and legally suspended
	Hybrid folder open and legally suspended

1.5 Unified folder

Icons	Description
	Folder unified with O365 content

2. 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 centimetres to the backrest.

3. 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.).

3.1 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. 

3.2 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 to 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 for sorting the contents of the folder according to different criteria. 

3.3 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.

3.4 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.

3.5 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. 

3.6 Action menu

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