Folder Options

The Document Explorer screen includes option for adding folders, renaming folders, deleting folders, and securing folders.  These options can be executed using the folder buttons at the bottom of the screen or by using the pop-up menu (right-mouse click) options.  Be sure to review each users' DMS Settings in the File > System Administrator > User Maintenance option for securing these options.

•Display folder names by desc  - This option is used to change how the master folder names are displayed in the ADMS Explorer window and is used to sort the table by name or ID.  For example, if the Clients folder is selected, then the client master record folders will by displayed in client number order with the client name followed by the client number in brackets.  To sort the list alphabetically, simply click on the Folder/File Name column heading.  If you need to locate a client folder using the client number instead, simply uncheck this menu option, and the folder names will be displayed using the client number first followed by the client name. Click on the Folder/File Name column heading to sort the list by client number.

•Add user defined folder – Use this option to add a new folder to the ADMS System.  The new folder will be available to everyone until it is secured.

•Rename user defined folder – Use this option to rename a folder.  You cannot rename master folders that have been dynamically created by the system such as an employee folder. Note: You can also click twice on the folder or press the F2 key to rename a folder.

•Delete user defined folder – Use this option to delete a user defined folder.  You cannot delete master folders that have been dynamically created such as a job folder. Note: You must make sure the folder does not contain any documents or sub folders before deleting.

•Secure user defined folder(s) – Use this option to set the security options for one or more folders (multiple folder selection is available for this option).  The folder security is based on assigning users and/or user groups who will have access to this folder. Note:  If you do not choose any users or groups from the list, then the folder will be available to Folder Administrators Only.  Once a folder is secured, only the users who have access to the folder will be able to see the folder and gain access to documents inside the folder.

•New folder template - This option is only available on the pop-up menu and allows you to add a folder template (series of folders) to a master record folder such as an employee folder, client folder etc.  You cannot add folder templates to user defined folders or project management log folders.  When a folder template is added to a master record folder, all folders in the template are added along with the security settings that were set up on the template.  Please refer to the section on Folder Templates for more information.

•Display folder security settings – This option is only available on the pop-up menu and will display the current security settings on the selected folder.

•Move user defined folder – This function has no associated button or pop-up menu.  To move a user defined folder to another folder locations, simply click on the folder and drag it to the desired location.