Document Library Checklist

Essential Document Library Tasks for Administrators

Foundation Setup

☐ Understanding the Document Library Module Familiarize yourself with the comprehensive file storage and management capabilities including folder organization, file sharing, version control, social collaboration features, and analytics dashboard. Understand how the Document Library supports content management, document sharing, and collaborative workflows across employee, partner, and customer communities.

☐ Module Setup and Configuration Ensure the Document Library module is properly enabled by adding the Documents Tab to appropriate Apps and configuring Security Role permissions for different user types. Configure entity permissions (Folder (system): Read/Create/Edit/Delete) and Tab/App visibility settings to enable user access to document management functionality.

Core Document Management Configuration

☐ Creating Folders in the Document Library Create folders to organize files since all files must be placed within folders and cannot be uploaded to the root directory. Configure folder settings including Name, Owner assignment, sorting options (by Name, Created Date, or Modified Date), sort direction (Ascending/Descending), and collaboration settings (Enable/Disable Collaboration, Enable Rating).

☐ Sharing Folders in the Document Library Configure folder-level sharing permissions to control user access, understanding that folders default to private (owner only) access. Set up sharing for all users, specific groups of users, or individual users with granular permission levels: Can View, Can Upload, and Full Control access.

☐ Configuring Document Library Folder Settings Restrict security roles to upload only specified file types through File Upload Restriction settings. Configure Follow Folder Enabled permissions and Create Root Folder capabilities based on security role requirements and organizational policies.

Advanced Document Library Features

☐ Uploading Files in the Document Library Enable users to upload any file type with 4GB size limit per asset into organized folders. Configure creation of various content types including documents, notes, snippets, bookmarks, marketing links, email templates, and YouTube/Vimeo video links. Understand storage allocation (5GB to 100GB default with additional 1GB/month purchase options).

☐ File Version Control and History Implement comprehensive version management including automatic version tracking for files with identical names, version history access, reversion capabilities, and individual version deletion. Configure version control workflows and user permissions for version management activities.

☐ Managing Files and Folders Enable file and folder management operations including editing details, moving files between folders, copying files, and deletion workflows. Configure user permissions for file management operations and understand ownership-based access control.

Critical Implementation Considerations

User Experience Design

• Folder Organization: Structure folders to align with business workflows and user access patterns
• Permission Strategy: Use granular permissions (Can View, Can Upload, Full Control) strategically for different user communities
• Storage Planning: Monitor storage utilization and plan for additional capacity needs
• Content Type Strategy: Leverage various content types for comprehensive document management

Security and Access Control

• Permission Management: Document Library access requires proper entity permissions, tab settings, and app visibility
• Folder-Level Security: Individual folders can have different sharing configurations
• Role-Based Access: Integration with Security Roles enables granular permission control
• Owner-Based Control: Folder creators have full control over their folders alongside administrator access

Version and Content Management

• Version Control: Automatic version tracking with manual management capabilities
• File Organization: No limitations on folder nesting depth or file quantities per folder
• Content Lifecycle: Comprehensive file management from upload through deletion
• Activity Tracking: Complete audit trail of file interactions and version changes

Integration Points

• Security Role System: Document Library permissions integrate with overall portal security framework
• User Groups: Folder sharing can leverage User Groups for efficient access management
• Social Collaboration: Follow and comment functionality with @mention capabilities and notification controls
• Analytics Dashboard: Storage utilization, user activity reports, and performance metrics
• Public Sharing: Guest Security Role integration for external file access

Best Practices Summary

Planning Phase

• Design folder structure that reflects organizational workflows and user access needs
• Plan permission hierarchy for different user types and business requirements
• Establish file management policies including version control and retention guidelines
• Plan storage capacity and monitor usage patterns for scaling decisions

Implementation Phase

• Start with core folder structure and expand based on user adoption patterns
• Test sharing permissions thoroughly across different user types and scenarios
• Configure social collaboration features to enhance user engagement and knowledge sharing
• Validate version control workflows and file management procedures

Ongoing Management

• Monitor storage utilization and user activity through analytics dashboard
• Regular review of sharing permissions and access control effectiveness
• Periodic cleanup of outdated files and folder reorganization as needed
• Community engagement analysis to optimize folder structure and sharing strategies

<< About the Document Library | Creating Folders in the Document Library >>