Library folders

Users with Manage or Owner permission on a folder, or the application permission to “Manage Library Folders and Content”, can create a new folder. The administrator can enable the folder, and choose whether to inherit Folder Permissions and Default Content Permissions from the parent folder.

1. Open the Folders tab in the library.
2. Hover over the folder under which you want to create a new folder.
3. Click the More Options menu and select Create Folder. The "Create Folder" dialog displays.
4. Enter a Folder Name.
5. Select the Enable checkbox to enable content for use.
6. Enter a Description.
7. Assign one or more owners.
   • Click the Owners field. The list of available owners appears in alphabetical order. The list narrows down as you type the owners name.
   • Select the user you want to assign as an owner. A blue checkmark will appear next to the owner's name and they will appear in the Owners field.
8. To inherit the folder security permissions of the parent folder, select the Apply folder permissions from parent folder checkbox. By default, the new folder inherits the folder security permissions of its parent. For more information, see Folder Security Permissions below.
9. To inherit the content security permissions of the parent folder, select the Apply content permissions from parent folder checkbox. By default, the new folder inherits the content security permissions of its parent. For more information, see Content Security Permissions below.
10. Click Create to create the folder or Cancel to close the dialog bog without creating the folder.

1. Open the Folders tab in the library.
2. Hover over the folder that you want to copy.
3. Click the More Options menu and select More Tools > Copy To. The "Copy Folder To" dialog displays.
4. On the Details tab: 
   1. Enter the Folder Name.
   2. Select the Enable checkbox, if you want the folder to be accessible to all permitted users.
   3. Enter a folder Description.
   4. Assign one or more owners.
      • Click the Owners field. The list of available owners appears in alphabetical order. The list narrows down as you type the owners name.
      • Select the user you want to assign as an owner. A blue checkmark will appear next to the owner's name and they will appear in the Owners field.
   5. Click Continue.
5. On the Folder tab:
   1. Select the folder under which you want the copied folder to appear. A blue checkmark will appear next to the selected folder.
      • To search for a specific folder, enter the folder name into the Find a Folder... search box and click the Search icon or Enter.
      • Click > to expand folder trees to locate the desired folder.
   2. Click Continue.
6. On the Preferences tab: 
   1. Specify how you want the folder to be copied in the Copy Options section: 
      • Copy selected folder(s) only: This option only copies the selected folder(s), but does not include its contents.
      • Copy selected folder(s) and their content: This option copies the selected folder(s) and its content. Copied content records are given a new content ID and the same properties as the original records.
        • Under Content Options, select the Enable checkbox to enable the copied content within the folders.
        • Under Content Options, select the Open copy in a new tab upon creation checkbox to open the copy in a separate tab.
        • Under Link Options, select the Create a link from the original content records to their copies checkbox to maintain links between the original content and its copies.
      • Copy selected folder(s) and their subfolder(s): This option only copies the selected folder(s) and subfolder(s), but does not include its contents.
      • Copy selected folder(s), their subfolder(s), and their content: This option copies the selected folder(s), subfolder(s), and its content. Copied content records are given a new content ID and the same properties as the original records.
        • Under Content Options, select the Enable checkbox to enable the copied content within the folders.
        • Under Content Options, select the Open copy in a new tab upon creation checkbox to open the copy in a separate tab.
        • Under Link Options, select the Create a link from the original content records to their copies checkbox to maintain links between the original content and its copies.
   2. Specify how you want to handle permissions for the copied folder in the Permission Options section:
      • Merge with destination folder permissions: This option merges the copied folder permissions with the permissions of the parent folder where it will be copied to.
      • Keep existing folder and content permissions: This option applies only the permissions that the folder currently has.
      • Inherit from destination folder: This option applies only the permissions of the parent folder where it will be copied to.
7. Click Copy.

Folders always appear in alphabetical order within their parent folder. To move content to a different folder, you need "Manage" permissions for both folders. You can drag and drop, or use the Move To action to move folders. When you move the folder(s), you can choose to keep the original folder permissions, inherit the new parent folder’s permissions, or merge the permissions to ensure both sets of permissions are applied.

1. Open the Folders tab in the library.
2. Hover over the folder that you want to move.
3. Drag and drop the folder(s) to the desired location or click the More Options menu and select More Tools > Move To. The "Move Folder To" dialog displays.
4. On the Folder tab:
   1. Select the folder under which you want to move the selected folder(s). A blue checkmark will appear next to the selected folder.
      • To search for a specific folder, enter the folder name into the Find a Folder... search box and click the Search icon or Enter.
      • Click > to expand folder trees to locate the desired folder.
   2. Click Continue.
5. On the Preferences tab, specify how you want to handle Permission Options:
   • Merge with destination folder permissions: This option merges the copied folder permissions with the permissions of the parent folder where it will be moved to.
   • Keep existing folder and content permissions: This option applies only the permissions that the folder currently has.
   • Inherit from destination folder: This option applies only the permissions of the parent folder where it will be moved to.
6. Click Move.

Users with Manage or Owner permission on all selected folders, or the application permission to “Manage Library Folders and Content”, can delete one or more selected folders. The previous Library would only allow deleting of a single folder (with options to delete child folders).

Caution: Changing the folder structure and contents affects all Upland Qvidian users.

1. Open the Folders tab in the library.
2. Hover over the folder that you want to delete.
3. Click the More Options menu and select More Tools > Delete. The "Delete Folder" dialog displays.
4. Select one of the following Delete Options: 
   • Delete selected folder: This option unassigns content in the selected folder, moves the subfolders up 1 level in the hierarchy, and retains content in the subfolders.
   • Delete selected folder and its content: This option moves the subfolders up 1 level in the hierarchy and retains the content in the subfolders.
   • Delete selected folder and subfolders: This option unassigns content in the selected folder and subfolders.
   • Delete selected folder, subfolders, and all their content: This option deletes the folder, its subfolders, and its content in its entirety.
5. Click Delete.

Some content cannot be deleted, such as any content currently in use. If you are unable to delete a particular record, there are some alternative actions: 

• Deletion Workaround: Navigate to the Usage tab of the record's Content Properties to view where the record is being used.
  1. Delete the project(s) in which it is being used.
  2. Remove the record from the Document Type in which it is being used, so that the record is no longer being used and can be deleted.
• Archive Records: If you don't want to delete a record, but want the record to be unavailable for everyone else, you can "archive" it.
  1. Create a Library folder named, "Archive."
  2. Move the content record to the "Archive" folder.
  3. Apply folder security permissions so other users cannot see the "Archive" folder. This hides the record from other users without actually deleting the Projects or Document Types where the record is being used.

1. Open the Folders tab in the library.
2. Hover over the folder that you want to manage.
3. Click the More Options menu and select Manage Properties > Details. The "Edit Properties" dialog displays.
4. View the following folder information here: Created On, Created By, Folder ID, Content Items, and Child Folders.
5. (Optional) Enter a Folder Name and/or Description.
6. (Optional) Clear the Enable checkbox if the folder and its contents should be hidden from those who only have permission to see enabled content. This makes it possible to store historic information in specific folders of the library without having that content discovered and used by others.
7. Assign one or more owners. These users can perform all folder-related functions regardless of their permissions.
   • Click the Owners field. The list of available owners appears in alphabetical order. The list narrows down as you type the owners name.
   • Select the user you want to assign as an owner. A blue checkmark will appear next to the owner's name and they will appear in the Owners field.
8. Click Save.

Manage folder permissions at the Role or User level on multiple selected folders at the same time. For more information on folder permissions, see Library Permissions.

1. Open the Folders tab in the library.
2. Click the More Options menu either at the top of the tab or next to the folder you want to manage.
3. Select Manage Properties > Folder Permissions. The "Manage Folder Permissions" page displays.
4. Select which folders to apply the permissions to by clicking the Select a Folder button. The "Select a Folder" dialog will display.
   1. Select the folder(s) the permissions should be applied to. A blue checkmark will appear next to the selected folder. To search for a specific folder, enter the folder name into the Find a Folder... search box and click the Search icon or Enter.
   2. Choose one of the following Permission Options: 
      • Merge with existing permissions: The new permissions will be merged with existing ones.
      • Overwrite: The new permissions will overwrite the existing ones.
   3. Click Apply.
5. Select the Roles tab to manage permissions by role or the Users tab to manage permissions by user.
6. Click Roles tab or the Users tab and select the roles or users who should have permissions for the folder. For each selected user or role, identify which of the following permissions they should have for the folder.
   • View: View the folder (and its parent folder, if any) but not its contents
   • Submit: Add new content to the folder (content will be in the "submitted" state)
   • New Content: Add new content records to the folder (content will be in the "enabled" state)
   • View Content: View the content records in the folder and the name, but not the contents, of any parent folder
   • Edit Content: Modify and update any content record in the folder
   • New Folder: Create new sub-folders within this folder
   • Manage: Implies all other permissions, as well as the ability to move or copy the folder and contents within the folder, configure folder permissions, and delete folders and/or their content.
   • Owner: User inherits Manage permissions of the folder they own. Role: Content Administrator.

Tip: The checkbox status reflects the permission status. Permission is unchecked if applied to NONE of the selected folders. Permission is checked and enabled if applied to ALL of the selected folders. Permission is mid-state if applied to SOME of the selected folders. Permission is checked and disabled if applied to the user by an Application. Hovering over the disabled checkbox will show you how the permission is applied.

7. To work with the Roles / Users grid: 
   • To search for a role, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
   • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
   • To filter the permissions by role, hover over the column header and click the Filter icon. The "Filter" dialog will appear. Set the filter parameters: Contains All, Contains Any, Matches Any, Matches Exactly, Matches any or is empty, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Matches Any, Matches Exactly, Matches any or is empty, and Does Not Contain operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value. Enter a value into the Text field and click Apply.
   • At the bottom right of the Users grid, use the "Rows per page" dropdown menu to select the number of rows that you want to display on the grid.
   • You can customize your grid columns.
8. Select the Apply permissions to all child folders checkbox to cascade permissions to the child folders of the folder you selected. By default, permissions will only apply to the folder you selected, not any of its existing child folders.
9. Click Save.

Note: If subfolders are subsequently added to this folder, by default they inherit these permission settings, although this can be overridden.

Customize columns

You can show, hide, and order columns to display on the grid.

1. Click the Customize Columns icon in the top right corner of the grid to display the Columns dialog. The "Manage Columns" dialog will appear.
2. To filter the column list, enter text into the Available Columns search box.
3. Select your desired column(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records. Select the Select All option from the More Options menu to enable all the columns and use the Left and Right icons to move the columns between the Available and Selected columns to determine which columns will be displayed on the grid.
4. To determine grid order: drag and drop any Selected Columns, select specific column checkboxes and use the Move to Top or Move to Bottom options from the More Options menu, or select specific column checkboxes and use the Up and Down icons to order the columns.
5. Click Restore Default to return to the default settings.
6. Click Save to save the changes and close the dialog box or Cancel to close without saving changes.

Manage folder default content permissions at the Role or User level on multiple selected folders at the same time. Default content permissions are the permissions that will be applied by default for new content added to the folder by uploading, bulk loading, moving, or copying content. For more information on content permissions, see Library Permissions.

1. Open the Folders tab in the library.
2. Click the More Options menu either at the top of the tab or next to the folder you want to manage.
3. Select Manage Properties > Default Content Permissions. The "Manage Default Content Permissions" page displays.
4. Select which folders to apply the permissions to by clicking the Select a Folder button. The "Select a Folder" dialog will display.
   1. Select the folder(s) the permissions should be applied to. A blue checkmark will appear next to the selected folder. To search for a specific folder, enter the folder name into the Find a Folder... search box and click the Search icon or Enter.
   2. Choose one of the following Permission Options: 
      • Merge with existing permissions: The new permissions will be merged with existing ones.
      • Overwrite: The new permissions will overwrite the existing ones.
   3. Click Apply.
5. Select the Roles tab to manage permissions by role or the Users tab to manage permissions by user.
6. Click Roles tab or the Users tab and select the roles or users who should have permissions for the folder. For each selected user or role, identify which of the following permissions they should have for the folder.
   • View: View the content in the folder and use it, but not perform other functions on it.
   • Edit: Modify and update any content record in the folder.
   • Manage: View and edit any content record in the folder and its properties, move and copy any content record from this folder to another folder for which you have the New Content permission. Delete folders and/or their content.
   • Owner: User inherits Manage permissions of the folder they own. Role: Content Administrator.

Tip: The checkbox status reflects the permission status. Permission is unchecked if applied to NONE of the selected folders. Permission is checked and enabled if applied to ALL of the selected folders. Permission is mid-state if applied to SOME of the selected folders. Permission is checked and disabled if applied to the user by an Application. Hovering over the disabled checkbox will show you how the permission is applied.

7. To work with the Roles / Users grid: 
   • To search for a role, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
   • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
   • To filter the permissions by role, hover over the column header and click the Filter icon. The "Filter" dialog will appear. Set the filter parameters: Contains All, Contains Any, Matches Any, Matches Exactly, Matches any or is empty, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Matches Any, Matches Exactly, Matches any or is empty, and Does Not Contain operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value. Enter a value into the Text field and click Apply.
   • At the bottom right of the Users grid, use the "Rows per page" dropdown menu to select the number of rows that you want to display on the grid.
   • You can customize your grid columns.
8. Determine where you will Apply permissions To:
   • All child folders: This allows you to cascade permissions to the child folders of the folder you selected.
   • Existing Content: This allows you to overwrite the permissions of content in the affected folders (selected folders, and child folders if applying permissions to child folders). With the ability to manage permissions on multiple folders at a time, it will apply the folder permissions to the content after cascading folder permissions.
9. Click Save.

Note: If content records are subsequently added to this folder, regardless of these settings, it is possible to apply different permission settings without overwriting the existing permissions.

Customize columns

You can show, hide, and order columns to display on the grid.

1. Click the Customize Columns icon in the top right corner of the grid to display the Columns dialog. The "Manage Columns" dialog will appear.
2. To filter the column list, enter text into the Available Columns search box.
3. Select your desired column(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records. Select the Select All option from the More Options menu to enable all the columns and use the Left and Right icons to move the columns between the Available and Selected columns to determine which columns will be displayed on the grid.
4. To determine grid order: drag and drop any Selected Columns, select specific column checkboxes and use the Move to Top or Move to Bottom options from the More Options menu, or select specific column checkboxes and use the Up and Down icons to order the columns.
5. Click Restore Default to return to the default settings.
6. Click Save to save the changes and close the dialog box or Cancel to close without saving changes.