Manage your files and folders

Document ONE uses electronic and physical folders as containers for documents in document libraries.

Files and Folders

In Document ONE files are referred to as folders. Folders live in document libraries, and must be created under a level of a classification scheme.

Folders can be:

Electronic - i.e. none of the documents in the folder live in a physical file; or
Physical - at least one document in the folder lives in a physical file.

Each folder has its own metadata which describes the subject of the material contained in the folder, when it was created, how many documents it contains, etc.

Folder Parts

You can create a new part for a folder if it contains too many documents. The original folder has to be closed before a new part can be created, which means that users will no longer be able to add documents to the previous part.

When a new part is created for a folder, the part number is appended to the existing folder ID as demonstrated in the following screenshot:

view of a folder where a new part has been created for the folder

Temporary Folders

You can authorise selected users to be able to create temporary folders. Any user can file documents into a temporary folder, but all temporary folders are subject to review by the user(s) assigned to the role of Library Manager.

If approved the temporary folder becomes a permanent folder. If it is not approved the Library Manager will shift any documents that it contains into the appropriate permanent folder.

Importing Folders

Save time by using Document ONE's Folder Import database to import folders in bulk from a .csv file. You can then build the classification scheme from these folders.