File and Folder Management Interface

The "File and Folder Management" window consists of the buttons, filter input fields, the search result selection field, the file or folder data area, and a section for file references, as described in the following sections.

Buttons

Some icons (buttons) are initially disabled. They become active when at least one file or folder is displayed and selected in the search result selection field. If a function is unavailable for other reasons (e.g., lack of access rights or roles, incorrect status), the associated icon and the linked shortcut key or function key remain disabled.

Button (Create New File/Folder) or Shortcut [Ctrl]+[Ins]

  • This button opens the "Create New" window. A wizard guides you through the steps "Select File/Folder Type", "File or Folder Data", "Register Structure", "Reference to Other Files", and "Edit Access Rights".

  • The steps "File or Folder Data" and "Reference to Other Files" are only displayed after selecting the file or folder type.

  • The step "Reference to Other Files" is not displayed for folders.

Button (Edit File or Folder Data) or Key [F2]

  • This button opens the "Edit File or Folder Data" window.

Button (Register Structure) or Shortcut [Ctrl]+[R]

  • This button opens the "Register Structure" step in the "Edit File or Folder Data" window.

Button (Assign Register Structure Multiple Times) or Shortcut [Ctrl]+[R]

  • This function can only be used by users who have been assigned the role of File Administrator through a group. If more than one file or folder is selected in the search result field, the Register Structure button becomes the Assign Register Structure Multiple Times button.

Button (Edit Reference) or Key [F8]

  • This button is disabled for folders. It opens the "Reference to Other Files" step in the "Edit File or Folder Data" window.

Button (Edit Access Rights) or Key [F9]

  • This button opens the "Edit Access Rights" step in the "Edit File or Folder Data" window.

Button (Assign Access Rights Multiple Times) or Key [F9]

  • This function can only be used by users with the role of File Administrators. If more than one file or folder is selected in the search result field, the Button (Edit Access Rights) becomes the Button (Assign Access Rights Multiple Times).

  • Assign access rights to files and folders.

  • Preferably assign access rights to groups rather than individual users.

  • Change the access right for the group Everyone to Read or Modify, or remove the group from the Authorized area. Grant another group (e.g., Administrators) the Full Access right.

  • Whenever possible, do not assign access rights to documents. The Full Access right for the group Everyone on the document will then be overridden by the file's access rights.

Button (Set Status to Inactive) or Key [F10]

  • This button sets the status to Inactive for all files or folders selected in the search result field.

  • Select the Status dropdown and choose "Active" if you want to set the status to Active for files or folders.

  • Select the Status dropdown and choose "Inactive" if you want to set the status to Inactive for files or folders.

Button (Set Status to Active) or Key [F10]

  • This button sets the status to Active for all files or folders selected in the search result field.

  • Select the Status dropdown and choose "Active" if you want to set the status to Active for files or folders.

  • Select the Status dropdown and choose "Inactive" if you want to set the status to Inactive for files or folders.

Button (Delete) or Shortcut [Ctrl]+[Del]

  • The button deletes all files or folders selected in the search result field.

  • A file or folder cannot be deleted if documents are assigned to it.

  • A file or folder cannot be deleted if it is assigned the status "Inactive".

Button (Show History) or Key [F11]

  • This button opens the "History" window.

  • The "History" Window

    • This window displays the history of the file or folder. You can limit the number of displayed events by entering a filter criterion in the filter input field. The columns "Action", "User", and "Version" are evaluated.

    • Select an event to get more information in the "Details" window.

    • Enter the value Insert in the filter input field to find the creation date and creator of the file or folder.

    • If the user STPAdmin is the creator of the file, it may have also been created via the Document Collector.

Button Start Search

  • The Enter key starts the search when the cursor is positioned in the search input field.

Button Close or Key [Esc]

Filter Input Fields and Search Result

Status

  • Select the desired filter criterion from the provided dropdown list:

    • "Active"
    • "All"
    • "Inactive"

Type

  • Select the desired filter criterion from the available dropdown list:

    • "All"
    • "Attorney File"
    • "Office File"
    • "p4"
    • "Knowledge Base"
    • "Phantasy"
    • "ReNoStar"
    • "InsoMACS"
    • "WinMACS Attorney"
    • "WinMACS Notary"
    • "winsolvenz.p4"
    • "Knowledge Base"

  • Disabled topics are not displayed in the dropdown list.

  • Select "All" in the Type dropdown to avoid filtering by file or folder type.

Search

  • Enter one or more search terms in this input field.

  • When searching and filtering using the Search input field (key [F3]), the following fields are searched:

    • Internal AZ
    • Description
    • Court AZ
    • Client
    • Opponent
    • Case Handler
    • Folder Name.

  • In the Search input field (key [F3]), separate multiple search terms with a ";".

  • Do not include spaces before or after the ";" character.

Start Search Button

  • Click this button to start the search with the criteria set in the Status, Type, and Search input fields.

  • You can also press the Enter key when the cursor is positioned in the Search input field.

Search Results

In the Search Results dropdown, all files and folders that match the criteria set in the Status, Type, and Search input fields are listed.

No files are initially displayed in the Search Results dropdown. Enter search criteria in the input fields and click the button.

No data is initially displayed in the "File Data or Folder Data" area. Select a file or folder to display the associated file or folder data.

File Data

In the "File Data" area, all specified file data is listed. File data for which no values have been set are not displayed. This area is not displayed for folders.

If more than one file is selected in the Search Results dropdown, the file data of the last selected list entry is displayed.

Folder Data

In the "Folder Data" area in the "File and Folder Management" window, all specified folder data is listed. Folder data for which no values have been set are not displayed.

This area is not displayed for files.

If more than one file or more than one folder is selected in the Search Results dropdown, the file or folder data of the last selected list entry is displayed.

File References

If there are references from or to other files, they are displayed in the lower right area. This area is not displayed for folders.

In the section "Files referring to this one," the files that refer to the selected file are displayed.

In the "File References" section, the file to which the file selected in the Search Results field refers is displayed.

Button (Magnifying Glass)

  • This button performs a search for the file marked in the sections Files referring to this one and File References.

  • When searching and filtering using the Search input field (key [F3]), the following fields are searched:

    • Internal AZ
    • Description
    • Court AZ
    • Client
    • Opponent
    • Case Handler.

  • In the Search input field (key [F3]), separate multiple search terms with a ";".

  • Do not include spaces before or after the ";" character.

Button (Edit)

  • This button opens the "Edit File or Folder Data" window for the file marked in the sections Files referring to this one or File References.

Button (Create New File / New Folder)

  • The Button (Create New File / New Folder) or the key combination [Ctrl]+[Ins] opens the "Create New" window.

Related to