On Demand Folders

Create Folder

The Create Folder command , which opens the Create Folder dialog, allows users to create one or more folders based on the folders defined in applicable folder templates.

Create Folder Dialog

Standard tab

Field

Description

Select Template

A drop-down menu of all folder templates that can be used at the current location.

Select/Unselect All

Checking this box will check all folders in the Preview box below and vice versa.

Preview

Displays a folder tree of the selected template, from which you can select folders that you would like to create.

Class

A drop-down menu from which you can select a default class for the new folders. This option is only available if display-class-create-folder has a value of 4, 5, 8, or 15.

Subclass

A drop-down menu that lists the subclasses, if any, for the class selected above. This option is only available if display-class-create-folder has a value of 8 or 15.

Who can view this folder(s)

Workspace (Matter Security)

Displays the security of the current workspace.

Note: The security slider cannot be adjusted from this dialog.

Folder Security

A slider for selecting the security of the folders to be created.

Option	Default Security of New Folders Set to
Inherited	Inherit (i.e., their security will be copied from the parent workspace).
Team	Private and matter team users are granted Read/Write access. Click View Team to view the matter team members.
Custom	Private, View, or Public depending on the settings in the Security List dialog, which can be opened by clicking Manage List.

Security List Dialog

Field		Description
Default Security		A drop-down menu from which you can select the default security—Private, View, or Public—of all folders being created via the Create Folder dialog.
User/Group	User/Group	A drop-down menu of WorkSite users and groups that can be added to the security list of the new folders.
	Rights	A drop-down menu from which you can select WorkSite access rights—Read Only, Read Write, or Full Access—for the user/group selected above.
	Add	Clicking this button adds the selected user/group with the specified access rights to the security list below.
Security List		A list of the users/group that will be explicitly added to the security list of the folders created through the Create Folder dialog. To delete a user/group from the list, click the X button in the Remove column of the appropriate row.

Advanced tab

If any templates that apply to the current location allow for a custom prefix or suffix, an Advanced tab is also displayed in the dialog.

Tip: To hide this tab by default, set the useSimpleFolderDialog registry key on the client machine to 1. Conversely, if you would like to show the Advanced tab by default, set the application setting focus-advanced-tab-on-sub-folder to 1.

Field	Description
Folder Name	Text to add to the folder name selected from the adjacent Select Type drop-down menu.
Select Type	A drop-down menu that lists all folders that allow for either a custom prefix or suffix.
+	Joins the text from Folder Name with the folder name specified in Select Type and adds it to the Preview box below.
Preview	Displays all custom named folders to create.
X	Deletes the folder selected in the Preview box.
Who can view this folder(s)?	Same as Who can view this folder(s) on the Standard tab.

To create folders with the Standard tab:

Choose a template from the Select Template drop-down menu.
In the Preview box, check all folders that you would like to create in the current location.
Under Folder Security, select the default security for the folders .
Click Create to close the dialog and create the folders.

To create folders with custom prefixes/suffices via the Advanced tab:

Select a folder from the Select Type drop-down menu.
In Folder Name, enter text for the prefix or suffix.
Click the + button to add the custom name folder to the Preview box.
Repeat steps one through three for any other additional folders that need to be created.
Set the default security for the new folders with the Folder Security slider.
Click Create to close the dialog and create the folders.

Create Simple Folder

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

Option

Description

Name

Name for the folder.

Class

Class for the folder.

Subclass

Subclass for the folder.

Folder Security

Option	Default Security of New Folders Set to
Inherited	Inherit (i.e., their security will be copied from the parent workspace).
Team	Private and matter team users are granted Read/Write access. Click View Team to view the matter team members.
Custom	Private, View, or Public depending on the settings in the Security List dialog, which can be opened by clicking Manage List.

To create a simple folder:

Right click on a folder and click Create Simple Folder on the Milan submenu.
Configure the fields explained in the above table.
Click Close.

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

Create Search Folder

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:

Right-click on a folder and click Create Search Folder on the Milan submenu.
Enter name of the search folder in the Folder Name field.
Select a Search Type. You can search on documents, emails, or both.
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.
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.

Manage Folders

Manage Folders allows users to add optional folders to an existing workspace based on folders defined in applicable folder templates.

To add folders via Manage Folders:

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

Move Folders

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 set, Milan automatically applies the metadata and security from the target entity when the folders are moved.

To move a folder:

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

What's this folder for?

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.

To use a help file:

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

Edit Profile

You can edit a folder profile using Edit Profile command which is available as a bulk provisioning service operation.

Edit Profile Dialog

Profile Tab

The Profile tab provides drop-down menus for editing the metadata values associated with the folders. By default, only Practice Area, Matter Type, Status, Jurisdiction, and Custom23 are available to edit.

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.

To edit a profile:

Right-click on a folder and click Edit Profile on the Milan sub menu.
Add or modify the WorkSite custom metadata values.
If required, configure options on the Advanced Options tab. Refer to the above table for descriptions of each option.
Click Save.

Edit Security

You can update a folder security using Edit Security command which is available as a bulk provisioning operation. It allows you to add or remove users and groups from the access control list. You can also change the default security on a folder, and modify rights given to a specific user or group.

Edit Security Dialog

Edit Security Tab

Field	Description
Default Security	Set the default security of the folder to Private, Public, or View.
User/Group	Select a user or group to add into the security list, and then a security level: Read, Read/Write, Full, or None.
Reason	Enter a comment.

Advanced Options Tab

Options

Description

Folder Options

Option	Updates Are Applied To
Update all folders	All subfolders.
Update only folders that inherit	Subfolders that do not inherit security.

Document Options

Option	Updates Are Applied To
Update all documents	All the documents in the folder.
Update public documents	Only public documents in the folder.
Do not update documents	No 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.

To edit folder security:

Right-click on a folder and click Edit Security on the Milan sub menu.
Set the default security of the folder.
Add users or groups to the security list for the folder with Read Only, Read/Write, or, Full Access rights.
You can also restrict access to the folder by adding the user in the security list with No Access.
Click Add.
To delete a user from the list, click the icon.
If required, configure options on the Advanced Options tab. Refer to the above table for descriptions of each option.
Click Submit.