Folders allow you to group documents and folders together according to a logic that you and the administrator define.
While documents continue to be grouped or categorized by document keys and properties, folders provide another way for you to group or filter on documents. Based on a folder type set up by a user with folder management privileges, you can create a new folder. When you locate the documents that you want to move to a folder, you can then move them to a folder of a certain folder type. You can also add documents to a folder at capture time.
One advantage of the folder design is that folder types can contain criteria and other metadata, such as assigned document types and other customized properties, which assist users in their review of folders and documents grouped by folder.
A folder hierarchy establishes the structure of your folders as well. The hierarchy establishes types of folders you can add to a folder. For example, an accounts payable clerk is given privileges to access the Accounts Payable folder. This folder contains a separate subfolder for each vendor from whom the clerk typically receives invoices.
Example
Suppose a Human Resources clerk hires a new employee. Because the new employee does not already have a folder in the Human Resources folder, the clerk creates a new folder for the employee using the New Hire folder type. The New Hire folder type provides a template of the folder types and document types that the employee's folder can contain. In this case, the folder type requires that the application document types be included in Acme Corporation’s folder.
You can search for a folder based on its properties. In Folder Viewer, you can perform various actions for folders and their contents. For example, in Folder Viewer, you can modify the general properties and custom properties, and work with documents as you normally would using the options provided in the Actions pane for documents that appear in all viewing modes. Folders are commonly used for healthcare patient charts, student folders, financial claim packages, and document management users who like to keep related items together in a folder-like context. Folders can contain folders, documents, shortcuts to documents in other folders, and shortcuts to folders in other folders. When you open a folder, the folder contents appear in a grid similar to Perceptive Content.
Folder security follows the model for using all features. Users can perform functions to which they are assigned through privileges. To work with folders, you will need one or more folder-specific privileges.