Creating Folders in the Document Library
Any files hosted in the Document Library module must be placed in a folder. Files cannot be uploaded to the root directory and must always be organized within the folder structure. Create folders to organize Document Library files for reading and sharing. Folders can be nested within other folders with no limitation on nesting depth, allowing for flexible organizational structures that align with business workflows and user access patterns.
Requirements
To create folders, users must be assigned a security role with the following permissions:
- Folder (system): Read and Create
- Tab Settings, Documents: On
- App Settings: App with the Documents Tab must be Visible
- To create a nested folder if you are not an administrator or the owner of the target folder, the folder must be shared by the owner
Understanding Folder Organization
Folder Hierarchy Structure
Root Level Access: Only administrators and users with specific permissions can create folders at the root level of the Document Library.
Nested Organization: Folders can be organized in unlimited hierarchical levels to support complex organizational structures and logical content groupings.
Access Inheritance: Nested folders can inherit sharing permissions from parent folders or have independent sharing configurations based on business requirements.
Folder Configuration Options
Sorting Controls: Configure how files within folders are organized including sort criteria (Name, Created Date, Modified Date) and sort direction (Ascending, Descending).
Collaboration Settings: Enable or disable collaboration features including social collaboration capabilities and rating functionality.
Ownership Management: Assign folder ownership to specific users with administrative override capabilities.
Creating Root-Level Folders
Accessing Folder Creation
- Navigate to the Documents Tab
- Click New Folder
Basic Folder Configuration
In the Folder Name field, enter a descriptive name for the folder
Configure the following settings:
Collaboration Controls:
- Check Disable Collaboration if you prefer users not be able to share this folder or use social collaboration features
- Check Enable Rating if you want users to be able to rate files within this folder
Content Organization:
- In the Sort By dropdown menu, select whether you want the files within the folder to be organized by Name, by Created Date, or by Modified Date
- In the Sort Direction dropdown menu, select whether you want the files within the folder to be sorted in Ascending or Descending order
Ownership Assignment:
- By default you will be listed as the Owner, but you can search for another user using the lookup bar if desired
Click Save
Creating Nested Folders
Navigating to Parent Folder
- In the Documents Tab, navigate to the target folder for the nested folder you are creating
- Ensure you have appropriate permissions to create folders within the target location
Nested Folder Creation Process
- Click New and then click New Folder
- In the Folder Name field, enter a descriptive name for the nested folder
- Configure the folder settings using the same options available for root-level folders:
- Collaboration settings (Disable Collaboration, Enable Rating)
- Sorting preferences (Sort By, Sort Direction)
- Owner assignment
- Click Save
Folder Sharing and Permissions
Default Privacy Settings
Owner Restriction: By default, folders are restricted to the owner and administrators only.
Explicit Sharing Required: Folders must be explicitly shared before other users can access them and the files contained within.
Administrative Override: Administrators can access and share any folder regardless of ownership.
Sharing Configuration Options
Visible only to owner: Only the owner can access the folder - all folders are set to this option by default.
Visible to all users: All portal users can access the folder. Non-portal users (i.e. public users not logged in) can access the folder if the Guest User security role has Read permission on the Folder (system) Entity.
Visible to certain groups of users: Specified users can access the folder with granular permission levels:
- Can View: Users can only view files within the folder
- Can Upload: Users can view files and upload new content to the folder
- Full Control: Users have complete management access including editing, deleting, and managing folder permissions
Best Practices for Folder Organization
Organizational Structure Planning
Logical Hierarchy: Design folder structures that reflect business workflows, departmental organization, or content types for intuitive navigation.
Consistent Naming: Use clear, descriptive folder names that follow organizational naming conventions for easy identification and search.
Access-Based Organization: Consider user access patterns when designing folder structures to minimize complex sharing configurations.
Scalability Planning: Design folder structures that can accommodate future growth and evolving organizational needs.
Permission Strategy
Minimal Access Principle: Start with restrictive permissions and expand access as needed to maintain security while enabling collaboration.
Role-Based Sharing: Leverage Security Roles and User Groups for efficient permission management across multiple folders.
Regular Review: Periodically audit folder permissions to ensure they remain appropriate for current organizational needs.
Content Management
Purpose-Driven Folders: Create folders with specific purposes rather than generic containers to improve content organization and user experience.
Collaboration Balance: Enable collaboration features strategically to enhance engagement without overwhelming users with notifications.
Version Control Planning: Consider version control requirements when organizing folders for document-intensive workflows.
Integration with Document Library Features
Social Collaboration
Follow Functionality: Users can follow folders to receive notifications about new files and updates based on their permission levels.
Activity Tracking: Comprehensive tracking of folder creation, modification, and sharing activities for audit and management purposes.
Storage Management
Storage Allocation: Folder creation does not count against storage limits - only uploaded files consume storage space.
Capacity Planning: Monitor folder usage patterns to optimize storage allocation and organizational structure.
Security Integration
Security Role Compliance: Folder creation and access work within the broader Security Role permission framework.
Account-Based Filtering: Partner and Customer users see folders and create folders within their account-based access boundaries.
Creating well-organized folders provides the foundation for effective Document Library management, enabling efficient content organization, appropriate access control, and collaborative workflows that support your organizational objectives.
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