On Demand Folder Commands

Create Folder

The Create Folder command allows you to create one or more folders defined in a folder template.

To create folders with set names:

Right-click on a workspace or folder and select Create Folder from the Milan menu to open the Create Folder dialog.
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, drag the slider to select the default security for the folders.
Click Create.

To create folders with custom prefixes or suffixes :

Right-click on a workspace or folder and select Create Folder from the Milan menu. The Create Folder dialog appears.
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 named folder to the Preview box.
Repeat steps two through four for any other additional folders that need to be created.
Under Folder Security, drag the slider to select the default security for the folders.
Click Create.

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

Checks or unchecks all folders in the Preview box below.

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.

Note: 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.

Note: 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 set the default security 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 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 Create Folder dialog. This tab will appear in the editing pane of the Folder Template Editor regardless of prefix or suffix settings.

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.

Create Simple Folder

The Create Simple Folder command allows you to create a folders without using a folder template.

Note: By default, the Create Simple Folder command is only available from the Milan menu at the first two folder levels of a workspace. To enable Create Simple Folder at the third level and below, add the Create Simple Folder (level 3+) command to the appropriate client's folder menu.

Option

Description

Name

A name for the folder.

Additional Metadata

A set of metadata fields, specified in folderAdditionalProperties.config, for which you can specify a value.

Note: This section is only available when the application setting display-additional-folder-properties has been enabled.

Folder Security

The folder's default security.

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

Note: Users can be allowed to set values for a new folder's metadata fields via the optional Additional Metadata section, which can be enabled via the application setting display-additional-folder-properties.

Create Search Folder

Search folders are special folders that have properties used as search criteria. When you create a search folder, the search is performed and its remain in the folder.

The Create Search Folder command allows you to create a search folder in the selected workspace or folder.

To create a search folder:

Right-click on a folder and select Create Search Folder from the Milan menu to open the Create Search Folder Dialog.
In the Folder Name field, enter a descriptive name for the search folder.
If you would like to limit the search to items in the current workspace or folder, select Current Workspace or Current Folder, respectively, for the Search Within option.
For Search Type, specify whether the folder should contain Documents, Folders, or Both.
In the Criteria section, select values for each profile field by which you would like to filter items.
Click Create.

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

Create Search Folder Dialog

Option	Description
Folder Name	A name for the search folder.
Search Within	The scope of the search, which can be limited to the current database, workspace, or folder.
Search Type	Specifies which kinds of items (Documents, Email, Both) to include in the folder.
Criteria	Metadata fields by which you can filter items within the search scope.

Note: By default, search folders are configured to return items that match the custom1 and custom2 (i.e., client and matter) values of the selected workspace or folder. If you would like the search folder to ignore client and matter, remove the values from the criteria by clicking the X buttons in either the fields or the values themselves.

Manage Folders

The Manage Folders command allows you to add optional folders to the selected workspace or folder 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 menu.
Select a folder template from the Select a Template drop-down menu.
In the folder tree, check one or more folders.
For each selected folder that allows a custom name, prefix, and/or suffix:
1. Click the Custom Name, Add Prefix, or Add Suffix link to display a text box.
2. Enter an appropriate name, prefix, or suffix and click Save.
Click Create.