Record Type Automatic Sub Folders page

To see this page, right-click a Record Type, click Properties and select the Automatic Sub Folders page.

It is not available for Record Types where it would not make sense, for example, Record Types with Client Record behaviour.

The Automatic Sub Folders page lists the folders that Content Manager creates automatically when users create records of this Record Type. You can see the automatically created sub-folders when you expand the new record by clicking the expand symbol in front of it.

When you are implementing the Clients and Matters Legal Structure feature, you can specify automatic sub folders in the matter Record Types, but also in the Record Types that users create folders with. This way, you can create a folder hierarchy automatically.

NOTE: When adding automatic sub folders to a record type, only record types with automatic numbering patterns can be used. See Number Pattern Characters.

The security and access control profile of the root folder is copied to the automatically created sub folder.

  1. In the Automatic Sub Folders page, right-click and click Add Automatic Sub Folder.
    The New Automatic Sub Folder dialogue appears.
  2. Fill in the fields in the General tab to specify the parameters Content Manager should use when creating this automatic sub folder:
    • Record Type for Sub Folders - required
    • Title for Sub Folders - required
    • Classification for Sub Folders - optional
    • Schedule for Sub Folders - optional
  3. Click OK.
    Content Manager saves the new automatic sub folder setup for this Record Type.
    From now on, when a user creates a record using this Record Type, Content Manager will automatically create a sub-folder under the record using the parameters you specified.

TIP: To set the sort order of the automatic sub folders, use the Up and Down arrows to set the order the sub folders will be created and displayed in.

NOTE: The Owner location for subfolders is derived from the Record Type defaults. When creating subfolders automatically, the Owner location is determined in the following priority order:

  • from the Classification
  • from the Record Type
  • from the Container

  1. In the Automatic Sub Folders page, right-click the sub-folder to modify and click Properties.
    The Automatic Sub Folder dialogue appears.
  2. Edit the fields in the General tab to suit your needs
  3. Click OK.
    Content Manager saves the new automatic sub folder setup for this Record Type.
    From now on, when a user creates a record using this Record Type, Content Manager will automatically create the sub-folder under the record using the parameters you specified.
  1. In the Automatic Sub Folders page, right-click the sub-folder to delete and click Remove.
    Content Manager deletes the new automatic sub folder setup for this Record Type.
    From now on, Content Manager will no longer create this type of sub-folder. Existing sub-folders that were created using this automatic sub-folder will be unaffected by this change.

Using the automatic sub folder feature, you can set up Content Manager to create an entire folder hierarchy when a user creates a new matter record. This hierarchy could contain all the folders needed for the matter in Content Manager.

  1. Assess the folder structure that you need for the different matters. As an example, we will create a hierarchy with four levels:

    At the top is the matter record with the title made up of client name and matter name, and it contains four folders:

    • Billing
    • Complaint and Answer
    • Third Party Invoices
    • Declarations

    Billing and Third Party Invoices also contain two folders each, which in turn contain the records with the attached electronic documents.

    The folders Complaint and Answer and Declarations contain no sub folders, but just the records with the attached electronic documents.

  2. Follow the instructions in topic Clients and Matters Legal Structureto set up the client and matter legal structure in Content Manager
  3. Set up the relevant Folder behaviour Record Types
  4. Set up the relevant matter Record Type to be able to contain the number of record levels you want Content Manager to create under it:
    1. In the Record Type properties General page, set Container Level at a minimum to your total number of levels including the matter record level. In our example, this would be 4: Criminal Matter (named C), Folder (Bill), Sub folder (Billed), Document (Bill 1).

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