On Demand Folders

The Create Folder command in the Milan menu allows users to create folders using the templates built with Milan Folder Template Editor that your WorkSite administrator has designed for a specific workspace type. The folder may contain document folders and saved search folders. You may also allow users to access the folders that you create based on the security that you set on the folder. By default folders inherit security settings from their parent workspace.

To create a new folder in a workspace with the Simple Create Folder dialog:

1. Right-click on a workspace or folder.
2. Click Create Folder on the Milan sub menu.
3. Select a folder template from the Select Template drop down menu.
4. Select one or more folders in the Preview box you want to create, Or, click the Select/Unselect All checkbox to select all folders in the template.
5. (Optional) Set the default folder security to one of the following options using the Folder Security slider:

Folder Security	Description
Inherited	Folder security is inherited from the parent workspace or folder under which you are creating the new folder(s).
Team	Private security with matter team users granted read/write access.
Custom	Option to set default folder security to private, view or public, and add users to the workspaces with read only, read/write or full access. Click Manage List to set custom security as desired.

6. Click Create.

Using the Advanced Create Folder Dialog:

Click the Advanced tab on the Create Folder dialog to define your own folder name, choose a specific set of subfolders, and assign security to the folder.

Steps to create a custom folders:

1. Enter a name in the Folder Name field.
2. Select a folder type from the drop down box. Click Add.
3. In Preview box, verify the folder type and name.
4. (Optional) To remove a folder from the list, highlight it and click the delete icon.
5. Select an access level in the Folder Security section. You can limit access to only the matter team, or selected users.
6. Click Create.

Milan Create Simple Folder command allows you to create folders without the use of any templates built with Milan Folder Template Editor. You can customize the name of the folder as per your choice without following any standard naming convention.

Steps to create a simple folder using the Create Simple Folder command:

1. Right click on a folder and click Create Simple Folder on the Milan sub menu.
2. Enter name of the folder in the Folder Name field.
3. (Optional) 
Set the default security to one of the following options using the Folder Security slider:

Folder Security	Description
Inherited	Folder security is inherited from the parent workspace or folder under which you are creating the new folder(s).
Team	Private security with matter team users granted read/write access.
Custom	Option to set default folder security to private, view or public, and add users to the workspaces with read only, read/write or full access. Click Manage List to set custom security as desired.

4. Click Create.

Note: Create Simple Folder command is available only for folders up to level 3, i.e. three levels down from the workspace level.

With Milan Search Folder command, you can quickly add a search to a WorkSite folder or workspace. You can define multiple search criteria, including search type, document type, author, and custom metadata. The documents or emails satisfying the criteria will be displayed in the Search Folder. Each Search Folder is a saved search that provides a view of the items meeting the criteria.

To create a search folder with the Create Search Folder command:

1. Right-click on a folder and click Create Search Folder on the Milan sub menu.
2. Enter name of the search folder in the Folder Name field.
3. Select a Search Type. You can search on documents, emails, or both.
4. In the Criteria section, select one or more terms that you want to add into your search condition.
   • Click the Arrow to display a drop-down list of available search terms. You can select multiple terms for author, document type, class, and other custom metadata defined for your organization.
   • Click the X icon to remove an item from the list of terms.
5. Click Create to save your criteria and run the search. Click on the search folder to display the results in the document pane.

Note: When you delete a search folder, the actual documents and emails are not deleted.

Note: The search form can be customized by editing docSearchFolder.config, which is available from Administration → More Configurations → Configuration Files → Data.

Milan Manage Folders command allows a user to add new folder(s) from On-Demand folder templates to a selected workspace. From Milan 3.3, the support for inline editing of folder names has been added. Now, you can add a prefix, suffix, or custom name if they are enabled from Folder Template Editor.

Steps to add or customize a folder name using Manage Folders command:

1. Right-click on a workspace and click Manage Folders command on the Milan sub menu.
2. Select a folder template from the Select a Template drop down menu.
3. Select the check box next to the folder types that you want to be created.
4. If Allow Prefix/Allow Suffix/Allow Custom Name option is enabled by your administrator from the Folder Template Editor, then enter the text in the text box field for that folder.
5. Click Create.

Using Milan. you can move a folder within workspaces, between workspaces, and from My Folders and Other Folders to other workspaces or folders. If Refile Rules are being set, Milan will automatically applies the metadata and security from the target entity when the folders are moved.

Steps to move a folder using Move Folders command:

1. Right-click on a folder and click Move Folders on the Milan sub menu.
2. Browse to the workspaces or folders where you want the folder to be moved
3. Select the target
4. Click Move.

What's this folder command can be used to provide additional information about a folder to the users when they need it with minimal effort on their part. A Milan Administrator may customize the information to be displayed in the help file. An administrator may include a description for the folder that is not obvious, giving a detailed view of the use and purpose of the folder being created.

Steps to use a help file:

1. Open Folder Template Editor from Milan Administration menu.
2. Expand the desired template.
3. Click on a folder for which you want to add a help file.
4. On the Basic tab, type the name of a custom .htm help file in the Help File Name field.
5. Click Save.

Note: Save custom folder help files in the following Milan server installation directory: C:\Program Files\Prosperoware.Milan\help\folder.

Tip: Be sure to specify the exact name of the help file in the Help File Name field as it exists in Windows, example help.htm.

You can edit a folder's profile using Edit Profile command. The command is available as a bulk Provisioning Service operation. The WorkSite metadata fields load on the Edit Profile dialog can be customized using the an XML configuration file, named FolderPropertiesClient.config placed in the following Milan server installation directory: \Program Files\Prosperoware.Milan\data

The following parameters can be set for a <docProperty> line to expose or hide a WorkSite metadata field with the desired field caption on the Edit Profile dialog:

Parameter	Description
description	Specify the field caption.
enabled	Set to "true" to expose a field, or "false" to hide a field.

To edit a folder's profile using the Edit Profile command:

1. Right-click on a folder and click Edit Profile on the Milan sub menu.
2. On the Edit Profile dialog, add or modify the WorkSite custom metadata values by selecting from the drop down menu.
3. You can also apply the profile changes to the documents contained within the folder using Advanced Options. The following options are available on the Advanced Options tab:

Document Options	Description
Update all documents	The update is applied to all the documents in a workspace.
Update public documents	The update is applied only to the public documents in a workspace.
Do not update documents	The update will not be applied to the documents.
Skip documents with the following author(s)	If you do not want to update the documents with specific author(s), then you may add the authors in a comma-separated list. This list will be processed in an "OR" fashion.
Skip documents with the following document type(s)	If you do not want to update the documents with specific document type(s), then you may add the doctypes in a comma-separated list. This list will be processed in an "OR" fashion.

4. Click Save.

The Edit Security command allows you to edit a folder's security. The command is available as a bulk Provisioning Service operation. You may set default security of a folder to Private, Public, or View. You may also add users to a folder with Read Only, Read/Write, or Full access rights.

To edit a folder's security using the Edit Security command:

1. Right-click on a folder and click Edit Security on the Milan sub menu.
2. Set the default security of the folder to Private, Public, View using Default Security option.
3. You can also add users or groups to the security list for the folder with Read Only, Read/Write, or, Full Access rights. For this, select a name from the drop down box and assign the access right.
4. You can also restrict access to the folder for a user by adding the user in the Security List with No Access.
5. Click Add.
6. To delete a user from the list, click the Remove icon.
7. Click Submit when you have made the changes.
8. You can also apply the security changes to the folders as well as documents using Advanced Options. The following options are available on the Advanced Options tab:

Options	Description
Folder Options	Update all folders The update is applied to all the sub folders included in a folder. Update only folders that inherit Update only folders that inherit: The update is applied to only those sub folders that do not inherit the properties of their parent folder.
Document Options	Update all documents The update is applied to all the documents in a folder. Update public documents The update is applied only to the public documents in a folder. Do not update documents The update will not be applied to the documents. Skip documents with the following author(s) If you do not want to update the documents with specific author(s), then you may add the authors in a comma-separated list. This list will be processed in an "OR" fashion. Skip documents with the following document type(s) If you do not want to update the documents with specific document type(s), then you may add the doctypes in a comma-separated list. This list will be processed in an "OR" fashion.

9. Click Save.