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To help you organize and secure the documents that you will be storing within the AccuBuild program, you may set up folder templates. These templates can be set up for each of the following categories: Jobs, Employees, Clients, Orders, Equipment and Inventory. For example, you may want to have a folder created for each employee that will hold a copy of their social security card. This folder can be secured so that only the users that belong to the Human Resources user group can access this folder and the documents within the folder. Once the folder structure has been established, each new master record added to the system, such as a new employee or a new job, will be updated with the folder template. Folder templates can be added to an existing employee, job, etc using a menu option on the Documents Tab of the master record.
Folder templates designed through the Documents module may not be created for the Project Management logs. The Project Management module has its own separate process to create folders.
The screen functions that relate to template folders (add, delete, rename, security) are the same as found in the Document Explorer - Folder Options documentation so please be sure to read this information for more detailed descriptions of these options.
Create a User Defined Folder Template
| 1. | In order to create document folders, the user must have access rights to do so. Please refer to the System Admin > Configuration > User Maintenance > DMS Settings documentation for more information. |
| 2. | Go to Documents > Properties > User Defined Folder Templates Button. |
| 3. | Drill down on the AccuBuild Documents Folder. |
| 4. | Right-click on a selected category (Jobs, Employees, etc) and choose 'New Folder'. Do NOT choose 'New Folder Template'; this option will be used later to add the folder structure to an existing job, employee, etc. |
| 5. | Rename 'New Folder' to the desired name. |
| 6. | New folders may be added as a sub folder of a new folder. Click the new folder and then add another new folder; this will show the newest folder indented under the original folder. |
| 7. | User defined folders may be deleted as needed. Folders may also be moved by dragging them to a different folder. |
| 8. | By default, everyone has access to a new folder. Right-click on a folder and choose 'Secure Folder' to view a list of all users and users groups; choose the individuals and/or groups who will have access to the folder. If a user doesn't have access to a folder, the folder and it's contents will be hidden from the user's view. To see who currently has access to a folder, right-click on the folder and select 'Display User Access'. Note: When changing security for a user, have the user log out and log back in to AccuBuild to enable the new restrictions. |
| 10. | As each new master record is created (ie. Employee) the associated folder template will be added to the record. The folders will inherit the security settings set up through the template. |
Add a Folder Template to an Existing Master Record
| 1. | Go to the master record (ie. Payroll > Employees and click on the specific employee). |
| 2. | Click on the Documents Tab. |
| 3. | Each master record is automatically assigned a master folder. This folder cannot be deleted or renamed. Right-click on the master folder and select 'Add Folder Template'. The system will look for the associated category (ie. Employees) template folders and add them to the master record. |
| 4. | Be careful not to add the folder template more than once as this will create a secondary copy of the same folders on the master record. Duplicate folders may be deleted. |
| 5. | New folders that may be specific to the master record can be added to individual record without needing to add them to the template itself. |
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