Adding or Editing Document Folders

Adding or Editing Document Folders

AdvisorEngine CRM’s Document Storage system provides access to folders for sorting and storing your Record files. However, the folder system does not function the same as your local computer storage. This article will describe how to work with the CRM Document folders and what behavior to expect.

Folder Types

Folders can be defined at two different levels within the CRM. Which type a folder is will affect its behavior under different circumstances.

Globally-defined Folder

The base set of folders that every Record will have comes from the list of Globally-defined folders. These folders are created and edited in List Maintenance as described below.

Record-level Folder

Record-level folders are folders created within an individual Record that exist only on that Record.

Adding Folders

Caution!
Folder names are case-sensitive! Creating a folder of Assets and a folder of assets will create two different folders.

Globally-defined

Globally-defined folders are set in List Maintenance.

  1. Navigate to Settings > List Maintenance.
  2. Select Document Folder from the List Grid (default on page 2).
  3. Click + Add.
  4. Enter the name of the new folder and click Add at the end of the line.

The folder will now appear in every Record.

Tip:
You can create global sub-folders by adding entries with windows-style paths separated by backslashes "\". For example, adding the following four entries:
  • Taxes
  • Taxes\2018
  • Taxes\2019
  • Taxes\2020
This would result in a Taxes folder with three sub-folders of 2018, 2019, and 2020.

Record-level

Record-level folders require at least one file to be stored within them to exist. If you attempt to add a new folder without saving a file to the folder, it will not be saved or appear on the Record.

Record-level folders can be created on the Document Properties dialog whenever you are creating, uploading, or editing the properties of a file. From there:

  1. In the Folders box, select the existing folder or root folder you want the new folder to belong in.
  2. Click Add New Folder.
  3. Enter the name of the new folder and press Enter.
  4. After adjusting any other needed document properties, click Save & Close.

The new folder will be created with the document added to it.

Editing Folders

Globally-defined

Like creation, Globally-defined Folders are edited in List Maintenance.

  1. Navigate to Settings > List Maintenance.
  2. Select Document Folder from the List Grid (default on page 2).
  3. Click Edit on the folder name you want to change.
  4. Enter the new name of the folder and click Add at the end of the line.

Any Records with contents in the folder will be moved to the new folder name.

Record-level

Record-level Folders can be renamed within the Record by right-clicking and selecting Rename.

Renaming a globally-defined folder will create a record-level folder with the new name and move the contents into the new folder. The globally-defined folder will remain.

Deleting Folders

Globally-defined

Like creation, Globally-defined Folders are deleted in List Maintenance.

Caution!
Any Record that has any files in the folder you delete will not have the content or the folder deleted.
For every Record with content in the Globally-defined Folder, the folder will be converted into a Record-level folder and the content will remain.
  1. Navigate to Settings > List Maintenance.
  2. Select Document Folder from the List Grid (default on page 2).
  3. Click Delete on the folder name you want to remove.
  4. Click Yes to confirm.

Record-level

As mentioned above, Record-level folders only exist so long as they have content within them. To remove a Record-level folder, simply move or delete all the files in the folder. The folder will disappear automatically once it is empty.

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