Folder

You can assign documents to a folder. All documents in a folder share the folder data of that folder. Depending on the folder type, different folder data is available.

You can assign additional document data to each document in a folder. Depending on the folder type, different document data is available.

However, you cannot assign file references to another file in a folder.

Additionally, you can assign a register structure to a folder.

Folder Type

In STP Documents, the following folder type is already set up: Knowledge Base.

With the theme designer, you can derive your own folder types from standard themes and templates.

Folder Data

Folder data are metadata assigned to a folder. Depending on the folder type, different folder data is available. With the theme designer, you can derive your own folder types from the standard themes and templates. The general folder data, folder name, and folder status are predefined in all folder types and cannot be changed.

Knowledge Base

Register

Registers are subdirectories within a file or folder. Documents can be stored in registers according to additional sorting criteria.

Register Structure

The register structure defines a tree structure of registers for a file or folder. The register structure specifies the names, numbering, and order of the registers. Each file or folder can be assigned a register structure. In the step "Register Structure" in the "Edit File Data" or "Edit Folder Data" window, a register structure can be created, changed, and deleted for each file or folder if the logged-in user has full access rights to the file or folder.

Access Rights

Access rights allow users and groups to access the selected folders. These access rights can be further restricted for the documents in the folder. Access rights set here can be overridden by more extensive access rights granted to other groups.

Whenever possible, do not assign access rights to individual documents.

The full access right for the group Everyone on the document is then overridden by the access rights of the file.

Folder Status

A folder can have the following statuses:

• "Active": The folder and the assigned documents can be edited without restriction, depending on the assigned access rights and roles.

• "Inactive": The folder is not currently being actively edited. The folder and the assigned documents can still be edited, depending on the assigned access rights and roles.

  However, the folder cannot be deleted as long as it is assigned the "Inactive" status.

The folder status can be used as a display level in search profiles.

Folder History

A [history can be displayed] for existing folders.