Folder properties include the folder name, ID, type, path, created and modified information, custom properties, workflow history, shortcut locations, and task history.
Folder
Folders apply only to documents in a folder hierarchy. The following properties appear for folders.
- Detail properties
- The following properties appear on the Details tab of the Folder Properties dialog box.
- Type
- The type assigned to the folder. Type categorizes a folder so that you can easily identify its purpose. For example, suppose the Human Resource clerk assigns the New Hire folder type each time she creates a folder for a new employee.
- Name
- The name assigned to the folder.
- Folder ID
- The ID number assigned to the folder.
- Created
- The date and time the file was created.
- Created by
- The user name of the user who created the folder.
- Status
- Displays an Active or Inactive value to specify the status of the folder.
- Path
- The path assigned to the folder. For a folder stored in a folder hierarchy, a path stores and retrieves the folder. The folder path includes the drawer and any other folders in the hierarchy.
- Modified
- The date the folder was last modified.
- Modified by
- The user name of the user who last modified the folder.
- Required documents
- Displays a Yes or No value to specify whether specified document types were defined as required for the folder.
- Status changed by
- Displays an Active or Inactive value to specify whether the user who changed the status of the folder is an active user.
- Status time
- The date and time the status of the folder changed.
- Type description
- A description of the folder type. This value is optional.
- Custom properties
- The following properties appear on the Custom Properties tab of the Folder Properties dialog box.
- A list of any custom property fields defined for the folder type
- The custom property values assigned to the folder. Custom properties provide defined information about a folder beyond the path and general properties.
Workflow
A list of all workflow processes in which the folder is currently participating appears on the Workflow tab of the Folder Properties window. Summarizes the name, queue, status, start time, and priority values for each workflow process in which the folder is currently participating.
Workflow Process Details
The following workflow process properties appear if the folder is currently in workflow.
- Detail properties
- The following properties appear on the Details tab of the Folder Properties dialog box.
- Process
- The name assigned to the workflow process.
- Queue
- The queue in the process where the folder is located.
- Routed
- The date and time the folder was routed to the queue.
- Routed by
- The user name of the user who routed the folder to the queue.
- Status
- Displays an Any, Idle, Working, On Hold, Pending, Finished, Completed, Waiting for Routing, Waiting for Siblings, Waiting for Inbound Action, or Error value to specify the status of the folder in the workflow process.
- Priority
- Displays a Normal, High Priority, or Low Priority value to specify the priority of the folder in the workflow process.
- Added
- The date and time the folder was added to the workflow process.
- Added by
- The user name of the user who added the folder to the workflow process.
- Item ID
- The ID number assigned to the folder when it was added to workflow.
- Last Event Time
- The date and time of the last event. A workflow event is an action that resets the Time in queue value.
- Last Event User
- The user name of the user who performed the last event.
- On hold until
- Displays a date or N/A value to specify the date a workflow processing hold ends.
- Split
- Displays a Yes or No value to specify whether the folder is in more than one queue at the same time in the workflow process. For example, suppose a folder containing a job candidate's resume, references, and application is routed at the same time to the queue monitored by the job applicant's future manager and to the queue monitored by job candidate's future team lead.
The History tab of the Folder Properties window summarizes the status, reason, last event, queue name, and user name values for each queue in the workflow process.
Workflow Archive
A folder is archived from a workflow process to remove it from workflow while maintaining it in the system and preserving its workflow history. The Workflow tab of the Folder Properties dialog box lists all workflow processes from which the folder was archived and summarizes the name, queue, status, and priority values for each workflow process from which the folder was archived. The date the workflow item was archived is also displayed.
Archived Workflow Process Details
A folder is archived from a workflow process to remove it from workflow while maintaining it in the system and preserving its workflow history. The following archived workflow process properties appear if the folder was archived from a workflow process.
- Detail properties
- The following properties appear on the Details tab of the Folder Properties dialog box.
- Process
- The name assigned to the workflow process from which the folder was archived.
- Queue
- The last queue where the folder resided before it was archived.
- Archived
- The name of the workflow agent that archived the folder from the workflow process.
- Status
- Displays an Any, Idle, Working, On Hold, Pending, Finished, Completed, Waiting for Routing, Waiting for Siblings, Waiting for Inbound Action, or Error value to specify the status of the folder in the workflow process.
- Priority
- Displays a Normal, High Priority, or Low Priority value to specify the priority of the folder when it was archived from the workflow process.
- Archive time
- The date and time the folder was archived from the workflow process.
- Archive user
- The user name of the user who archived the folder from the workflow process.
- Item is split
- Displays a Yes or No value to specify whether the folder is in more than one queue at the same time in the workflow process. For example, suppose a folder containing a job candidate's resume, references, and application is routed at the same time to the queue monitored by the job applicant's future manager and to the queue monitored by job candidate's future team lead.
- Workflow start time
- The time the folder was originally added to the workflow process.
The History tab of the Folder Properties window summarizes the status, reason, last event, queue name, and user name values for each queue in the workflow process from which the folder was archived.
Shortcut Locations
A list of all shortcuts to the selected folder appears on the Shortcuts tab of the Folder Properties dialog box. The Details button allows you to view the details of a shortcut's location.
Folder-Level Shortcuts
The following folder-level shortcut properties for the folder appear.
- Detail properties
- The following properties appear on the Details tab of the Folder Properties dialog box.
- Type
- The type assigned to the folder. Type categorizes a folder so that you can easily identify its purpose. For example, suppose the Human Resource clerk assigns the New Hire folder type each time she creates a folder for a new employee.
- Name
- The name assigned to the folder.
- Folder ID
- The ID number assigned to the folder.
- Created
- The date and time the file was created.
- Created by
- The user name of the user who created the folder.
- Status
- Displays an Active or Inactive value to specify the status of the folder.
- Path
- The path assigned to the folder. For a folder stored in a folder hierarchy, a path stores and retrieves the folder. The folder path includes the drawer and any other folders in the hierarchy.
- Additional
- The Additional box displays the following properties: Modified, Modified by, Required documents, Status changed by, Status time, and Type description.
- Custom properties
- The following properties appear on the Custom Properties tab of the Folder Properties dialog box.
- A list of any custom property fields defined for the folder type
- The custom property values assigned to the folder. Custom properties provide defined information about a folder beyond the path and general properties.
Tasks
When the Document Control Suite is installed and a task was assigned to the folder, a list of all tasks assigned to the folder appears on the Tasks tab of the Folder Properties dialog box. This tab summarizes the ID, template name, status, and type for each task assigned to the folder, as well as the dates the task was created and due, and the user name of the task assignee.
Task Details
When the Document Control Suite is installed and a task was assigned to the folder, the following properties appear.
- Detail properties
- The following properties appear on the Details tab of the Folder Properties dialog box.
- Task ID
- The ID number assigned to the task.
- Template name
- The name of the template used to create the task.
- Task type
- Displays the Approval, Document deficiency, Pointer, or Signature required value to specify the task type.
- Assigned
- The date and time the task was assigned to the folder.
- Assigned by
- The user name of the user who assigned the task to the folder.
- Assigned to
- The user name of the user who needs to complete the task.
- Start date
- The date a user assigned the task.
- Due date
- The date a user specified the task is due.
- Status
- Displays an Assigned, Returned, Complete Pending Review, Complete, Cancelled, or Invalid value to specify the status of the task.
- Template ID
- The ID number assigned to the template used to create the task.
- Task location
- Displays a Folder, Document, Page without a visual representation, or Page with a visual representation value to specify the location of the task.
- Completion method
- Displays an Automatic with valid signature, Complete pending review, or Manual value to specify how a user must complete the task.
- Delete completed task
- Displays a Yes or No value to specify whether to delete the task after its state changes to Complete.
- Expedite request
- Displays a Yes or No value to specify whether the task creator chose to expedite the task. If a task is marked as expedited, the task is presented to the assignee first when starting automatic task processing.
- Created
- The date and time a user created the task.
- Created by
- The user name of the user who created the task.
- Modified
- The date and time a user last modified the task.
- Modified by
- The user name of the user who last modified the task.
- Completed
- The date and time the task entered a Complete state.
- Completed by
- The user name of the user who completed the task.
- Reviewed
- The date and time a user reviewed the task.
- Reviewed by
- The user name of the user who reviewed the task.
- History properties
- The following properties appear on the History tab of the Folder Properties pane, and summarize the event time, reason, user name, status values for each stage in the task process.
- Show start or stop events
- If the Show start or stop events check box is cleared, Perceptive Content does not display start and stop events. If the Show start or stop events check box is selected, Perceptive Content displays a summary of actions the assigned user performed on the folder. For example, the displayed results enable you to see that the assigned user viewed the task, even if the assigned user did not complete the task.