Managing folders
| Required functional security Functional security required to create, edit, and delete folders: • Cabinets and Folders: Folders = Can view, edit and create • Cabinets and Folders: Folder Delete = Can Delete |
Manage Folders task tab
Use the Manage Folders task tab to:
• Add new folders
• Copy folders as the basis for creating new folders
• Edit folders one by one or multiple folders simultaneously
• Delete folders
• Force a folder to inherit data from its parent folder or cabinet
Adding a folder within a cabinet
1. With the Manage Folders task tab selected, find the cabinet you want to add your new folder within by browsing your event structure. For example, if you want the folder you’re adding to be in the “Events” cabinet, you would click that cabinet in Browse as shown here:
| Don’t create folders within folders |
2. Click Add Folder.
3. Replace the system-supplied name with a name for the new folder.
4. If you want the folder’s date range to be shorter than that of its cabinet, use the calendar controls to specify the begin and end dates of the folder’s date range.
5. Click the Categories “EDIT” link and select categories specific to the folder, if any. The folder has inherited any categories selected for its cabinet which you can un-select as needed.
6. Define any constraints specific to the folder, if any. The folder has inherited any constraints which you can edit as needed.
• Click the Constraints “EDIT” link.
• Click New Constraint.
• Enter a name for the constraint and select a constraint type.
• Enter the constraint start date/time and end time, and if the time span of the constraint spans midnight, click the link
icon and enter the end date.
• If the constraint repeats, select and define the repeating pattern using the pattern definition controls.
7. Click the Organizations “EDIT” link, click New Organization, and search for an organization the folder is associated with. For example, if you’re adding a new English department folder, you would search for and select the English department organization. Repeat this step for each organization the folder is associated with.
8. If you selected one organization in step 7, it is automatically marked as the primary organization associated with the folder. If you selected multiple organizations in step 7, select the radio button of the primary organization you want to associate with the folder.
9. Specify the object security of the new folder. See the 25Live Security Administration Guide, accessibly by clicking Help, for information on performing this task.
10. Click Save Changes.
Copying folders
1. With the Manage Folders task tab selected, find the folder(s) you want to copy by simple name search, by browsing your event structure, or by clicking “All Folders.”
Note: To copy more than one folder, you must browse your event structure.
2. Highlight the folder(s) and click Copy.
3. Choose the “parent” of your new folder(s) (the cabinet you want your new folder(s) to be in) from the drop-down list, then click Copy Folder(s).
4. To edit one or more new folders you’ve created via copy:
• Click Manage More Folders.
Editing one or more folders
1. With the Manage Folders task tab selected, find the folder(s) you want to edit by simple name search, by browsing your event structure, or by clicking “All Folders.”
2. Highlight the folder(s) you want to edit and click Edit. To highlight multiple folders, hold down the Shift key and click each folder.
| If you choose to edit multiple folders, be aware that all and only the changes you make will be applied to all the folders you select for edit. When in doubt, edit folders one at a time. |
3. If you highlighted one folder, edit its information as needed. Click the “EDIT” link to expand areas that are closed.
If you highlighted multiple folders, check the box of each data area you want to edit, and change the information as needed.
Note: You can’t edit the folder type.
4. Modify the object security of the folder as needed. See the 25Live Security Administration Guide, accessible by clicking Help, for information on performing this task.
5. Click Save Changes.
Deleting a folder
| Deleting a folder deletes all the events within it, so give Folder Delete functional security permission to only a few carefully selected “super users” or your functional administrator. See the 25Live Security Administration Guide, accessible by clicking Help, for information on setting functional security. |
Note: You can only delete one folder at a time.
1. With the Manage Folders task tab selected, find the folder you want to delete by simple name search or by browsing your event structure.
2. Highlight the folder you want to delete and click Delete.
3. Click Delete Folder to confirm.
4. Click Manage More Folders to return to the Manage Folders page.
Forcing folders to inherit data from their cabinet
1. With the Manage Folders task tab selected, find the folder(s) you want to inherit data by simple name search, by browsing your event structure, or by clicking “All Folders.”
2. If you browsed, expand the event structure as needed.
3. Highlight the folder(s) and click Inherit.
4. Click “Inherit data to folder.”
