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Folder Template Editor

Folder template creation and management is handled through the Folder Template Editor, which is available from the Administration menu under Workspace Management.

Toolbar

Button Action
Config Displays the Config Section Template Dialog, which contains options related to folder templates.
Default DB Displays a dialog for setting the default WorkSite server and database used during folder template configuration. Profile field values assigned to metadata attributes load from the default database.
Add Folders

Opens the Add Multiple Folder dialog, which allows users to create the same folder in all templates checked in the Folder Template tree. The options available within the dialog are identical to the Add Folder/Subfolder Dialog.

Note: In order to use Add Folders, at least one template must be checked in the Folder Template tree.
Add Metadata

Opens the Add Multiple Metadata Dialog.

Note: This button is enabled only when one or more document or search folders have been checked in the Folder Templates tree.
Remove selected folders/metadata Deletes folders, search folders, and metadata that are checked in the Folder Templates tree. A confirmation dialog, Deleting?, is displayed before Milan deletes the selected items. This button is enabled only if one or more folders or metadata are checked in the Folder Templates tree.
Find/Replace Opens the Find/Replace Dialog.
Update All Servers

Updates all Milan servers with the current folder template configuration settings.

Warning: Failure to update all servers in a Milan cluster after making a change to your folder templates—which are stored locally on each server—will result in unexpected behavior during workspace creation and modification.

Folder Templates Tree

The left-hand pane of the editor displays a tree view of all folder templates, organized by filter. In a new installation of Milan, there is a single template filter named default under the top level node, Folder Templates, and three folder templates under the default filter: Matter-Init, Others, and Workspace Folder with Searches.

ClosedTemplate Filters

Template filters, displayed as ,define where a template can be used based on the metadata of the target workspace or folder. By default, Milan filters templates based on Practice Area and Class, but any two metadata fields can be used. When creating a new template filter, you must specify at least one value for the metadata filters. The name of the template filter is then automatically set to your selections, e.g. [Practice Area: CORP Class: DOC].

Note: Templates created under the default template filter are available to all workspaces unless the setting Always display default template is set to No.

ClosedFolder Templates

Folder templates, which can be added under template filters, are denoted with the icon. Each folder template has a name, which should clearly describe its purpose, and a mode, which specifies where the template is available. In the tree, the user-given folder template name is followed by its unique ID, which is automatically generated by Milan.

ClosedFolder Template Shortcuts

Each folder template is associated with one and only one template filter. However, it is possible to reuse a folder template in another template filter by creating a folder template shortcut. These shortcuts, which are denoted with the icon, point directly to the original template, which is updated with the icon to signify that a shortcut to it exists. Because folder template shortcuts are simply a link to the original template, any changes made to the template's folder structure are reflected in the original template and any other shortcuts pointing to the same folder template.

Note: The mode, default security, and notification settings of each template shortcut are saved independently and do not affect the original template.

ClosedFolders, Search Folders, and Tabs

Folders , search folders , and tabs can be added directly under a folder template; folders and search folders can be added under folders in a template as subfolders.

Note: Tabs can only be added at the top level of a folder template.

Names for these items can include variables that are substituted upon creation of the folder with appropriate metadata values taken from the workspace.

ClosedMetadata

Folders defined in a folder template can be assigned metadata, which are displayed under folders with the icon. Like folder and tab names, the values of folder metadata can be defined using variables that are replaced with the workspace's metadata upon creation of the folder. Metadata added to search folders are treated as search parameters but are otherwise displayed within the editor in the same manner.

Right-Click Menus

ClosedFolder Templates (Top Level)
Item Description
Add Template Filter Opens the Add Template Filter Dialog.
Refresh Manually refreshes the Folder Templates tree.
ClosedTemplate Filter
Item Description
Add Template Opens the Add Template Dialog.
Delete Item Deletes the selected filter and all templates below it.
Paste Adds a copy of the template on the clipboard to the filter.
Paste Shortcut Adds a shortcut linked to the template on the clipboard.
ClosedTemplate
Item Description
Add Folder Opens the Add Folder/Subfolder Dialog.
Add Tab Opens the Add Tab Dialog.
Delete Template

Opens the Delete Template dialog.

Copy Adds the template and all of its folders to the clipboard.
Paste Inserts a copy of the folder currently on the clipboard to the selected folder. This option is disabled unless there is a folder on the clipboard.
Update Existing Workspaces or Folders Opens the Update Existing Workspaces or Folders Dialog.
Move Up Swaps the position of the selected folder with the folder directly above it at the same level.
Move Down Swaps the position of the selected folder with the folder directly below it at the same level.
ClosedDocument/Search Folder
Item Description
Add SubFolder Opens the Add Folder/Subfolder Dialog.
Add Metadata Opens the Add Metadata Dialog.
Update Existing Workspaces or Folders Opens the Update Existing Workspaces or Folders Dialog.
Delete Folder Opens the Delete Folder Dialog.
Copy Adds the folder and all of its subfolders to the clipboard.
Paste Inserts a copy of the folder currently on the clipboard to the selected folder.
Move Up Swaps the position of the selected folder with the folder directly above it at the same level.
Move Down Swaps the position of the selected folder with the folder directly below it at the same level.
ClosedMetadata
Item Description
Delete Metadata Deletes the selected metadata from the object with which it's associated.

Dialogs

ClosedAdd Template Filter Dialog
Field Description
Primary Metadata Filter A drop-down menu of values, read from the Default DB, for the metadata selected as the primary metadata filter. Templates under the filter will only be visible in on demand folder dialogs when the metadata of the selected workspace or folder matches the value selected here.
Secondary Metadata Filter Identical to the option above except applicable to the secondary metadata filter.

Note: Template filters only require a value for the primary metadata filter.

ClosedAdd Metadata Dialog
Field Description
Metadata Name A drop-down menu of WorkSite profile fields that can be assigned to document and search folders. In addition
Metadata Value A drop-down menu that lists all values in the Default DB for the metadata field selected above.
ClosedAdd Multiple Metadata Dialog

Similar to the Add Metadata Dialog, but allows users to apply metadata to multiple folders at the same. Additionally, the dialog has the following buttons instead of Save and Close.

Button When Clicked
Save and New Adds the specified metadata to all folders and clears all fields in the dialog.
Save and Close Adds the specified metadata to all selected folders and closes the dialog.
Close Closes the dialog without applying metadata.
ClosedFind/Replace Dialog

Allows users to find all folder names or metadata values with a specific string of text and replace them with a new string.

Dialog Fields

Field/Option Description
Object Type A drop-down list of object types that can be searched. Searches can apply to Folders (folder names), Metadata (metadata values), or All (both Metadata and Folders).
Find A string of text to compare to the objects selected above.
Replace Replacement text for objects that match the Find text.
Find Options
Option If Checked
Match case Uppercase and lowercase letters will be treated as unique characters for the purpose of determining a match.
Match whole word Only text that is the same as the entire Find text, ignoring case, will be counted as a match.

Dialog Buttons

Button When Clicked
Find Finds and displays the first instance of the text in the folder template tree.
Replace Replaces all instances of the Find text with the Replace text.
Close Closes the dialog without performing a find or replace operation.
ClosedAdd Template Dialog

Basic

Option Description
Template Name The name of the template.
Select Mode
Specifies from which Milan dialogs and folders levels the template can be used.
Mode Template Availability
All Create Workspace, Create Folder, and Manage Folders
Top level only Create Folder and Manage Folders when invoked on a workspace
Second level and below Create Folder and Manage Folders when invoked on a folder or subfolder
Workspace Creation only Create Workspace

Advanced

Option Description
Default Security Specifies the default security level to apply to the workspace. See Default Security Options for descriptions of each option.
Notification A list of users who should receive a notification email whenever the folder is created. To add users to the notification list, open the drop-down menu and click each user that you would like to be notified.

Default Security Options

Option Default Security Allows
Firm (Open) Public All users to view and edit documents.
Firm (Read Only) View All users to view documents.
Confidential - Group Private

Users in the selected groups to view and edit documents.

To add a group:

  1. Click the Add button to create a new row in the groups list.
  2. Select a WorkSite group from the Groups drop-down menu.
  3. Select the Milan rights—Read, Read Write, or All—you'd like to apply to the group from the Rights drop-down menu.
Confidential - MatterTeam Private

Members of the matter team to view and edit documents.

To add a user to the matter team:

  1. Click the Add button to create a new row in the users list.
  2. Select a user from the Users drop-down menu.
Confidential - Personal Private Only the owner to view and edit documents.
ClosedAdd Folder/Subfolder Dialog

Basic Tab

Option/Field Description
Folder Name The default name of the folder.
Folder Description An optional description of the folder.
Folder Type Specifies whether the folder is a normal folder or a search folder.
Show as
Specifies the behavior of the check box that precedes a folder in the Create Folder dialog. Additionally, folders marked as Required cannot be deleted by users.
Option Description
Checked Checked by default, but users are allowed to uncheck it.
Required Checked by default, and users are not allowed to uncheck it.
None Unchecked by default, and users are allowed to check it.
Help File Name The name of the optional HTML file that contains the description or help text for the folder. This file must be placed in C:\Program Files\Prosperoware.Milan\data.
Prefix/Suffix
Specifies how users can customize the name of the folder.
Option Description
Allow prefix Users can add custom text to the beginning of the folder name
Allow Suffix Users can add custom text to the end of the folder name
Allow Custom Name Users can assign a custom name to the folder
None Users cannot make changes to the folder name

Allow Editing

Specifies whether users can edit the name/description, metadata (class and subclass), or security of a folder.

Note: If Prefix/Suffix is set to None, users will not be able to edit the name or description of the folder even if Name/Description is checked.
Manage Folders The folder and all of its subfolders will be automatically expanded in the Manage Folders folder tree.

Advanced Tab

Option Description
Default Security
Specifies the default security to apply to the folder.
Option Description
Inherited Inherits the security of the parent folder
Private Restricted rights to users/groups
Public All rights for all users
View Read rights for all users
Notification A list of users who should receive a notification email whenever the folder is created. To add users to the notification list, open the drop-down menu and click each user who should be notified.
Select Mode
Specifies the folders levels at which the folder can be created.
Mode Description
All Available for use at all folder levels, including workspace creation.
Workspace Creation Only Available only during workspace creation.
On Demand Folder Creation
Available only when using Create Folder or Manage Folders at the level specified in the drop-down menu.
Option Available At
Top level only Top level of a workspace
Second level and below All levels below the top level
Any level All levels within a workspace
ClosedAdd Tab Dialog

Allows users to create a tab at the top level of a folder template.

Field/Option Description
Name The name of the tab.
Description An optional description of the tab.
Show as
Specifies the behavior of the check box that precedes a tab in the on demand folder dialogs.
Option Description
Checked Checked by default, but users are allowed to uncheck it
Required Checked by default, and users are not allowed to uncheck it
None Unchecked by default, and users are allowed to check it
Prefix/Suffix
Specifies how users can customize the name of the tab.
Option Description
Allow prefix Users can add custom text to the beginning of the folder name
Allow Suffix Users can add custom text to the end of the folder name
Allow Custom Name Users can assign a custom name to the folder
Manage Folders The tab and all folders below it will be automatically expanded in the Manage Folders folder tree.
Default Security Specifies the security level to apply to the tab. The default security overrides the security settings chosen by the user when creating the tab. See the Default Security option for folders for more information on this setting.
ClosedUpdate Existing Workspaces or Folders Dialog

Allows users to retroactively apply changes in a folder template to existing workspaces that were created from the same template.

Field/Option Description
Verify if this template is used in creating workspaces or folders When clicked, checks whether any existing workspaces or folders were created with the selected template. The total number of workspaces and folders that use the template is displayed below the button.
Options
Option When Checked
Add Folders Folders not present in workspaces created from the selected template are added. This option is only effective for templates used for workspace creation.
Delete Empty Folder(s) All empty folders in workspaces that were created from the selected template are deleted.
Update Metadata Any metadata configured in the template are re-applied to the workspaces and folders created from the selected template.
Reason An optional explanation for the changes to the template.

Last updated on September 23, 2015

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