Using Dynamic Folders

While Smart Folders can be used to automate the filing process, Dynamic folders can automate both the process of creating folders and the filing process of data into the created folders. For example, if a document is uploaded to a discipline that no folder exists for, one will be created and the document filed automatically.

Define a Dynamic Folder Structure

  1. With the folder pane displayed from within any of the main registers, for the Folder View, select Dynamic.

    Dynamic structure in folder view pane

  1. Click the Structure dropdown and select Add dynamic folder structure.

    Add dynamic folder structure pane from Structure

  1. Select the top level field of your Dynamic folder structure from the list of available fields and click the arrow button to move the field into the Assigned fields list.

  2. Repeat for the field required at the next level down within the Dynamic folder structure.

  3. If the Dynamic Folder structure is to be made available to other users within your company or users within other companies, click the relevant option against Make this Dynamic Folder view available to.

  4. Click Save. Your new Dynamic folder view will now be available via the Structure drop down list at the top of the folder pane.

    • To make a Dynamic Folder view as the default folder view, tick the box against Set as Default Dynamic Folder view.

    • Multiple Dynamic Folder structures can be defined.

Edit a Dynamic Folder

You can edit a dynamic folder to change the available fields, the availability of the folder, and the default dynamic folder view.

  1. From the Documents register, change the folder view to Dynamic.

  2. Click the Down arrow in the Structure field to expand the structure.

    Down arrow to select new structure menu in folder view pane

  3. Click the Edit icon for the folder structure. The Edit dynamic folder dialog box opens.

    Edot icon to edit structure from Edit dynamic folder dialog box

  4. Edit the values as needed, and then click Save.

Delete a Dynamic Folder

You can delete a dynamic folder when it is no longer used.

Only folders that are available to My company and None can be deleted.

  1. From the Documents register, change the folder view to Dynamic.

  2. Click the Down arrow in the Structure field to expand the structure.

  3. Click the Delete icon next to the folder you want to delete. A deletion message box opens.

  4. Click Yes to confirm and delete the folder.