This topic is organized into the following sections:
See also: For information about folder
features available only with eRoom
Enterprise, see Linked folders and
Specifying
a default storage location in a repository.
A folder is an all-purpose container for organizing your work (example).
When you create or edit a folder, you set the following properties on the Create/Edit Folder page:
the name of the folder -- required
an optional description for the folder
whether members can add comments and take votes in the folder -- initially on
whether files in the folder are a connected set -- initially off, or (with eRoom Enterprise only) disabled when automatic linking to a Documentum repository is turned on for the folder, and unavailable for linked folders
(eRoom Enterprise only, but not for linked folders) whether all unlinked files created, dropped, pasted, or routed to the folder are automatically stored in a Documentum repository -- initially off
the access control settings for the folder
what the icon for the folder looks like
whether the folder has template items (unavailable for linked folders)
whether the folder has routing buttons (unavailable for linked folders)
whether the folder has any custom commands (for details about custom commands, see the Server Extension Programmer's Guide within the eRoom API Help)
Plug-in only: You can drag a folder
and its complete hierarchy of files into or out of eRoom in a single operation.
When you drag a folder out, eRoom creates a desktop folder, copies files
to it, and repeats the process for each subfolder. Likewise, you can drag
a hierarchy of files into eRoom in a single operation. When you drag in
a new folder, eRoom asks if you want the contents to be a connected
set.
Connecting a set of files establishes a relationship among those files, and lets you work on them as a unit. A folder with connected files can contain only files. Therefore, with a set of connected files, no "create" command is available in the folder (but you can add and paste other files). Similarly, a folder that contains files and other items (such as other folders) has no option to connect the files as a set.
Note: With eRoom
Enterprise, you cannot create Documentum Server links in a folder
that contains a set of connected files. Also, when automatic linking to a Documentum
repository is turned on for the folder, the option
to connect files in the folder as a set is unavailable.
Create or edit a folder.
On the Create Folder or Edit Folder page, select the check box labeled "View and edit files in this folder as a single connected set".
Click "OK".
A message in the folder's item box now reads "The files in this folder are viewed and edited as a single connected set".
Plug-in only: Editing any file in a
connected set opens only the individual file and reserves all files in
that connected set for editing. After the file is edited and uploaded
back to the eRoom, the edit reservation is released on that file and all
the files in the connected set.
Browser only: You can connect a set
of files in a folder, but you must download and upload them one at a time.
See also: Offline
editing (plug-in only)
Folders have their own access control properties, as do the items they contain. When creating or editing a folder, you can
Set access control properties for the folder.
Specify the initial owner setting for the folder, which determines the default Edit list for any new item created in the folder.
See also: Controlling
access to information
You can enable rights management in a folder by creating it or moving it into a container (including an eRoom) in which rights management is enabled. The newly created or moved folder inherits its ancestor’s policy, but if you have Edit rights to the folder, you can optionally give it its own policy. The folder's initial policy is a copy of its parent’s actual policy and does not change when the parent's policy changes. The policy in effect for the folder determines how the folder uses rights management to protect eligible files.
As long as rights management is enabled in an eRoom, all folders in that eRoom protect the eligible content they contain. While you can specify whether eligible content must be protected or can be protected, you cannot disable rights management for individual folders.
Note:
Once rights management is enabled for a folder, only members on the folder's
Edit list can copy the folder.
Open the folder's Access Control page, which includes the following rights-management settings below the folder's access control settings:
This folder inherits its parent’s policy - When selected, the folder inherits its rights-management policy from its ancestor's policy. Eligible files are either optionally or automatically protected, depending on the inherited policy.
This folder defines its own policy - When selected, the folder defines its own policy.
If the folder defines its own policy, and you have Edit rights to the folder, specify whether eligible files in the folder are optionally or automatically protected by selecting the appropriate option for the setting New Microsoft Office files and Adobe Acrobat files in this folder, by selecting one of the following options:
To
define the folder's policy for protecting files, click "Policy settings"
to open the folder's
Rights Management policy settings page (settings described here).
Like the eRoom's policy, the folder's rights-management policy is inherited
by and serves as the initial policy for folders and newly protected eligible
files in this folder. The settings on this page define the folder's actual
policy (even if it's inherited from its parent). The restricted symbol
(
) appears next to any setting overridden by the folder's
effective policy, thus rendering the actual setting ineffective. If the
folder is set to define its own policy, and you have Edit rights to the
folder, specify the policy settings, as appropriate.
Note: (eRoom
Enterprise only) You cannot enable rights management for either linked folders or folders having a default
storage location in a Documentum repository. Similarly, if the policy
for a folder or eRoom is to "automatically protect" eligible
content, then the option to specify a default storage location in a repository
is unavailable for folders in that folder or eRoom. Likewise, you can
neither add a file
from a repository, nor link a new
or existing
file to a repository in such a folder or eRoom.
You can select multiple folders and edit their policy information. If all of the folders are enabled the same way and use the same policy settings, the Access Control page and the Rights Management policy settings page appear the same as described in the preceding procedure titled To specify rights management settings in folders. If the folders are not enabled the same way (for example one is "can protect" and others are "will automatically protect"), you can choose one of the following options:
Leave them as is - If selected, any selection under the following option is cleared and the Policy settings button is disabled.
MS Office and Adobe Acrobat files in these folders&ldots; - If selected, pick one of the following protection options:
On the Rights Management policy settings page, if any setting is not the same for all selected folders, it is cleared (check mark removed or text field emptied). Any change you make to a setting is applied to each of the selected folders.
If the selection includes both files and folders, none of the rights-management settings appear on the Access Control page because they are different for folders and files.
See
also: Specifying
rights management for a selection of multiple files
In addition to the standard items that eRoom supplies, you can create template items that are customized for your business needs. They provide a simple way to reproduce common items such as meeting agendas or expense reports (example).
You can add a template item to a folder, and you can edit or delete existing template items.
When creating or editing the folder, click "template items" on the folder's Create or Edit page.
On the Template Items page, click "Add".
On the Add Template Item page:
Type a name for the template item.
From the list of items in the eRoom, select one to serve as a template. (Note that you need at least Open rights for any hidden items to appear on this list.)
Click "OK".
On the Template Items page, click "OK".
The next time you create an item in that folder, the Create page includes the template item as one of the choices.
When editing the folder, click "template items".
On the Template Items page, select the name of a template and click "Edit".
On the Edit Template Item page, you can:
Type a new name for the template.
Select a new eRoom item to serve as the template.
When you finish editing the template item properties, click "OK".
On the Template Items page, click "OK".
When editing the folder, click "template items".
On the Template Items page, select the name of a template and click "Remove".
Click "OK" to confirm removal of the template item from the folder's Create wizard.
Click "OK" to close the Template Items page.
In some folders and inboxes, you can move items according to a predefined path called a route. A route comprises one or more target locations in an eRoom to which you can send an item. Usually you route an item when it is associated with some kind of workflow, such as an approval process (example).
A folder or inbox has routes associated with it only if its creator specified them. In that case, a route button appears in the command bar for items in that container.
Tip: Some typical ways to use routing
buttons include a candidate recruiting process (qualified, on file, phone
screen, and so on) and a problem-reporting process (urgent, pending, closed,
and so forth).
In a folder or inbox, select an item in the item box.
In the command bar, click the name of the routing button that corresponds to the target location you want to send the item to.
eRoom sends the item to the target folder.
You can add a routing button when you create a folder or inbox, and you can edit or delete existing routing buttons.
When creating or editing the folder or inbox, click "routing buttons" in the Create wizard or on the Edit page.
On the Routing Buttons page, click "Add".
On the Add Routing Button page:
Type a name for the routing button.
Specify who can route
the item by clicking the member-picker button (
) next to the Routers box.
From the list of folders, select the target folder. (Note that you need at least Open rights for any hidden folders to appear on this list.)
Click "OK".
On the Routing Buttons page, click "OK".
A button with the name you specified appears on the command bar in the folder. Selecting an item in that folder and clicking that routing button sends the item to the target folder.
When editing the folder or inbox, click "routing buttons" on the Edit page.
On the Routing Buttons page, click "Edit".
On the Edit Routing Button page you can:
Type a new name for the button.
Change who can route the item by clicking the member-picker
button () next
to the Routers box.
Select a new target folder.
When you finish editing the properties of the button, click "OK".
On the Routing Buttons page, click "OK".
When editing the folder or inbox, click "routing buttons" on the Edit page.
On the Routing Buttons page, select the button name and click "Remove".
Click "OK" to confirm the button's removal, and then "OK" again to close the Routing Buttons page.
Tip: Routing buttons and template items
work well together for coordinating new processes or smoothing existing
ones (example).