Perceptive Content Fundamentals

Folder Administration

A folder enables a user to select documents, folders, and shortcuts and group them in a specific location. This grouping helps your users keep all related items together in a usable context. For example, a user might group documents and folders related to an employee, student, patient, or customer, or a user might group all invoices for the fourth quarter in a folder.

A folder type provides a template from which your users create individual folders. For example, suppose you create a "New Hire" folder type that Sarah in HR selects each time she needs to create a folder for a new employee. To the "New Hire" folder type, you can assign one or more document types, custom properties, or capture profiles, as well as define how Perceptive Content displays the contents of the folder to users.

Suppose you assign the "Resume," "Employment application," "Tax form," and "Medical enrollment form" document types to the "New Hire" folder type. You can specify that some or all of these assigned document types are required and then define your Perceptive Content workflow process to identify when a new employee's folder contains all of the required document types. In this example, you might specify the "Employment application" and "Tax form" document types as required and define workflow to route all documents in a new employee's folder only after the employment application and tax form arrive in the specified queue. For additional details, refer to Manage document type requirements,

in the folder type, you can also specify that a folder can only contain the document types you assign to it. Suppose you specify that a new employee's folder can only contain the "Resume," "Employment application," "Tax form," and "Medical enrollment form" document types, Perceptive Content prevents Sarah from adding any types of documents to the folder except the resume, employment application, tax form, and medical enrollment form. For additional details, refer to Manage folder type restrictions.

Perceptive Content allows you to assign an unlimited number of custom properties to document types and folder types, enabling you to store additional metadata about a type. You might assign the "Job title" and "Date of hire" custom properties to your "New Hire" folder type. Additionally, you can organize folder types in your Perceptive Content system using folder type lists and the folder hierarchy.

Global privileges set at the group or user level provide users the ability to create folders, folder types, folder type lists, and allow users to act on folders in various ways. For example, you must assign a user the Folders, Create privilege set before the user can create new folder types. You must assign a user the Manage Folder Types privilege before the user can change or modify an existing folder type. An owner can perform all available tasks for folder types. For additional details about privileges associated with folders, refer to Folder privilege definitions.