Working with Linked Folders

Create a link to the folder

To create a link to the folder, perform the following:

1. Navigate to More actions > Content Manager > Linked Folders. List the linked folders, if any, in the task pane.
2. Click icon.
3. Select a folder from the drop-down. You can choose to auto create a folder, select a pre-existing folder, sent items folder or archive folder.
4. Select Check In Style from the drop-down.

5. Enter the form fields in General, Defaults and Processing tabs. The following lists the form fields:

   1. Name - enter the name for the linked folder.
   2. Style owner - owner of the linked folder. By default, it is the user who is creating the linked folder. To change the style owner, click the kiwk select and choose from the list displayed.
   3. Container - The Container is the record that this linked folder will be placed in. If you know the container, enter the detail in the text box. Otherwise, click the KwikSelect and choose from the list displayed.
   4. Classification - The Classification provides a set of hierarchically arranged functions, subjects, or activities that describe the content of files or folders used within the organisation. Click the KwikSelect and choose from the list or enter the classification in the text box.
   5. Security - enter the security level for the linked folder.
   6. Make Private - check this option to make the record associated with this linked folder as private.
   7. Finalise - check this option to finalise the record associated with this linked folder.
   8. Assignee - select the location that will be set as the document's Assignee.

   9. Set Default Author Option - set the option to define what location will be assigned as the Author. From the drop-down list, select from:

      • No Default - the Author field will be left blank.

      • Current User - sets the Author based on the current user.

      • Current User Unit - sets the Author based on the current user's default organisation.

      • Specified User - sets the Author to the specified location. If this option is selected, then a location must be selected for the Specific Author field. Either select the Author from the drop-down list, or use the KwikSelect to search for the required location.
   10. Addressee - select the location that will be set as the document's Addressee.
   11. Alternative Container - click the KwikSelect to choose an alternative container where the linked folder will be placed.
   12. Retention Schedule - Retention Schedules are applied to records in Content Manager to make the records inactive, destroyed, or archived according to a conditional schedule, reflecting the organisational needs, whether it be for legal, practical, or any other reasons. click the KwikSelect to choose a retention schedule.
   13. Action - click the KwikSelect to search for the action you want to attach with this linked folder.
   14. Template - select a template for the linked folder.
   15. Only catalog the attachments of email message - click the check box to file only the attachments of the email message.
   16. Email cleanup style - select how you want your emails to be cleaned up. If you want to move them to deleted items, permanently delete, or retain in the mail system.
6. Click Save. The newly created linked folder will be listed in the task pane.

Viewing linked folder properties

1. Navigate to More actions > Content Manager > Linked Folders.

   The list of available linked folder are displayed in the task pane.

2. Select the linked folder you want to view the properties and click Menu > Display Properties.

   The properties of linked folder is displayed.

Editing linked folder properties

To edit the linked folder properties, perform the following:

1. Navigate to More actions > Content Manager > Linked Folders.

   The list of available linked folder are displayed in the task pane.

2. Select the Linked Folder you want to edit the properties and click Menu > Display Properties.

   The properties of linked folder is displayed.

3. Click Menu in the Properties tab and then select Edit.

   The form fields are displayed.

4. Update the properties as needed and click Save.

   The properties of a linked folder is updated.

Deleting linked folder

To delete linked folder, perform the following:

1. Navigate to More actions > Content Manager > Linked Folders.

2. Perform one of the following:

   1. Click Menu > Delete .

   2. Navigate to Menu > Display Properties > Menu > Delete.

   The selected linked folder is deleted.

Opening linked folder in Content Manager

To open a linked folder in Content Manager, perform the following:

1. Navigate to More actions > Content Manager > Linked Folders.

   The list of available linked folder are displayed in the task pane.

2. Select the linked folder you want to open in Content Manager and click Menu > Display Properties.

   The properties of linked folder is displayed.

3. Click Menu in the Properties tab and then select Properties.

   The linked folder is opened in Content Manager.

Reset to default properties

To reset the linked folder properties to the default, perform the following steps:

1. Navigate to More actions > Content Manager > Linked Folders.

   The list of available linked folder are displayed in the task pane.

2. Select the linked folder you want to open in Content Manager and click Menu > Display Properties.

   The properties of linked folder is displayed.

3. Click Menu in the Properties tab and then select Get view pane default properties.

   The properties of the linked folder is reset to the default.