Defining the Default Folder Hierarchy for an Asset Type

Download Guide

The folder structure you create for each Asset Type is automatically inherited by each Asset you add for the Asset Type. You do not need to move the folder structure to an Asset. You can also edit the folder structure for each Asset.

The Default Folder Structure workspace allows you to define a folder hierarchy for storing attached documents for the Asset Type. This workspace includes several functions to help you view files, search for files, and maintain the folder structure.

The Default Folder Structure workspace includes several functions to help you view files that are described in the following table.

Icon	Name	Description
	Expand All	Expands all folders and subfolders.
	Collapse All	Collapses all folders in the structure.
	Show	Click to expand subfolders of one folder.
	Hide	Click to collapse subfolders of one folder.
	Hide Expired	Documents can be assigned expiration dates when they are uploaded to the system. Selecting the Hide Expired checkbox does not display expired documents.

Adding a New Folder

1. From the Top NavBar, select Administration. The Administration workspace opens.

2. Click the Asset Types tile for the Asset Type for which you want to add a folder and the Asset Types workspace opens for the selected Asset Type. Click the appropriate Owned, Leased, or Mixed Ownership link.

   
   

3. Click the Default Folder Structure tab and the workspace will open.

4. To add a new folder at the top level of the tree, click Add New Folder.

   
   

5. To add a subfolder, right-click the folder under which you want to add a folder and select Add New Folder.

6. From the Add New Folder pop-up, enter the folder label in the New Folder Name field and click Save.

   
   

7. From the Default Folder Structure workspace, click Save File Structure.

Editing a Folder

Folders can be renamed or deleted.

1. From the Top NavBar, select Administration. The Administration workspace opens.

2. Click the Asset Types tile for the Asset Type for which you want to edit a folder, and the Asset Types workspace opens for the selected Asset Type. Click the appropriate Owned, Leased, or Mixed Ownership link.

   
   

3. Click the Default Folder Structure tab and the workspace opens.

4. To edit the name of a folder, right-click on the folder and select Edit Folder Name.

   

5. In the pop-up, edit the folder name.

   
   

6. Click Save. 

7. From the Default Folder Structure workspace, click Save File Structure to save the edits made.

Deleting a Folder

1. From the Top NavBar, select Administration. The Administration workspace opens.

2. Click the Asset Types tile for the Asset Type for which you want to delete a folder, and the Asset Types workspace opens for the selected Asset Type. Click the appropriate Owned, Leased, or Mixed Ownership link.

   
   

3. Click the Default Folder Structure tab and the workspace opens.

4. To delete a folder, right-click on the folder and select Delete Folder.

   Note: When a folder is deleted, all subfolders are also deleted.

5. From the Default Folder Structure workspace, click Save File Structure.