Folder Tree

In ELMA365, you can store app items in hierarchical folders. The folder tree appears on the left-hand side of the screen under the app name, and the current folder content appears on the right-hand side.

To create a folder tree, enable the Folder hierarchy setting.

начало внимание

This setting is active only if a Tile or a Table view for app items is selected in the app menu. The folder tree is hidden when the Kanban-board view is applied.

конец внимание

Setting up a folder tree

1. Click the gear icon next to the app name to open the app menu.
2. Select Folder hierarchy.
3. In the window that opens, select the Enable folder hierarchy checkbox.
4. Click Save. The All items filter will appear under the app name.
5. Click the pencil icon next to the All items filter.
6. Add folders.

To create nested folders:

1. Open the folder menu. To do that, click the gear icon next to the name of the folder that will contain a nested structure
2. Select Add child folder and specify a name for the nested folder. In the same way, you can add as many nested folders as needed.
3. You also can create sub-folders within any nested folder. Nesting depth is not limited.

Once you’ve completed the creation and configuration of the folder tree, click the cross icon next to the All items filter to finish editing.  When you export an app containing a folder tree, all the folders that have been created will also be exported. The folder tree is retained when the app is imported to any other workspace or company.

Adding an app item to a folder

Open an app item page. At the top left corner, you can see the name of the folder where the app item is stored. For nested folders, the full path is displayed. The All items name is displayed for app items that are stored out of any folder.

To move the app item to a folder, click the pencil icon and select the folder you need from the list. Click Move. You can move app items between the folders in the same way.

It is worth knowing that you cannot place an app item in the folder right in the process of creating the item. Only items that have already been stored in the app can be moved to folders.

Folder actions

To open the folder actions menu, click the pencil icon next to the All items filter. Then click the gear icon next to the name of the folder you need. A menu with available folder actions opens.

• Rename. Specify a new name for the folder in the same manner as when creating a new folder.
• Move. Select a folder in your folder tree to move the current folder to.
• Permissions. Configure access to any folder.
• Delete. Delete the folder. All nested sub-folders will also be deleted. App items will still be available through the All items filter.

Folder filters

In the folder tree, besides standard search by app items, you can apply folder filters. Folder filters provide search within the specified folder. To create a new folder filter, open the search by parameters page, fill in the necessary fields and click Save as folder filter.

начало внимание

Only the users included in the Administrators group can create and edit folder filters.

конец внимание

When you created the filter, it will be added to the currently opened folder. To distinguish a folder from a folder filter, the name of the latter is highlighted in italics. By clicking the filter, the user will see all the items accessible for him or her that satisfy search parameters. In addition, standard filters created for the app can be applied.You can rename, move or delete a folder filter. To do that, click the pencil icon next to the All items filter. Then click the gear icon next to the name of the folder you need and select an appropriate menu item.

Folder tree on a form of an app

Sometimes an app that contains a folder hierarchy is placed on the form of another app. When you select an item of such an app, the folder tree will be displayed.

Let’s look at the following case: when making an order, we have to specify a customer’s contract. Contracts are stored in the app as a folder hierarchy. When a user clicks the magnifying glass icon in the Contracts fields to select the document he or she needs, the window containing the folder tree will open.

Now, you can find the folder that contains the required contract. At the top of the window, the search bar is located that provides search by the app item name within items stored in the selected folder.

Access Settings

By default, access permissions are configured for the entire app. But you can also restrict access to specific folders of the app by using both common and specific access permissions.Before setting up restrictions for each folder, you have to configure parent folder permissions first. Once you do that, the All items filter will display all the documents stored in folders that are accessible for you.

Parent folder permissions

1. Click the gear icon next to the app name to open the app menu.
2. Select Access Settings
3. Select the Restrict access to data option
4. Select the On the App folders level sub-option
5. Configure the access for users. Select which actions they are allowed to perform with app folders. Here you set up common access permissions. All the folders of the app inherit these permissions by default.

Types of Access Permissions

• View/Read. Allowed to view the file/folder, as well as download file versions to the local computer.
• Create. Allowed to create files in the current folder. This option is available only for folders.
• Edit. Allowed to make changes to the file contents, add versions, rename and move folders/files, create links.
• Delete. Allowed to move the file to the recycle bin. This option is not available for folders.
• Assign Permissions. Allowed to give and restrict access to the file/folder.
• Full Access. All the above actions are allowed.

Specific permissions

Once you have configured the common access permissions for the app folders, you can set up access to each folder individually.

To do that:

1. Click the pencil icon next to the All items filter.
2. Click the gear icon next to the name of the folder access to which you want to configure.
3. Select Permissions. The settings window opens. Permissions inherited from the parent folder are displayed in the upper part of the window and cannot be edited.
4. Click +Add to manage specific permissions
5. Select a user, a group of employees, or an org item
6. Specify access permissions granted for the selected folder
7. Click Save.

You can disable the option of inheriting parent permissions. To do that, deselect Inherit permissions from the parent folder option in the access settings window. The following message appears: Do you want to add parent folder permissions as explicit permissions?

• Yes. This option makes parent folder permissions that you’ve configured earlier available for editing. You can either change them or add new permissions.
• No. This option resets parent folder permissions. You can now configure access from scratch.

Select the appropriate option, specify the permissions and click Save.

Permissions inheritance in nested folders

Nested folders inherit permissions of all the upper-level folders. For example, if the Contracts app contains nested folders Purchases>Production>Assembly Parts, then the “Assembly Parts” folder inherits the permissions of the “Purchases” and “Production” folders. You can disable the option of inheriting parent permissions as was described earlier. 

Step 1. Setting parent folder permissions

Open the app menu and select Access Settings

Select On the App folders level sub-option under the Restrict access to data option. Configure access for users. Select which actions they are allowed to perform with app folders. Here you set up common access permissions. All the folders of the app inherit these permissions by default.

Types of Access Permissions

• View/Read. Allowed to view the file/folder, as well as download file versions to the local computer.
• Create. Allowed to create files in the current folder. This option is available only for folders.
• Edit. Allowed to make changes to the file contents, add versions, rename and move folders/files, create links.
• Delete. Allowed to move the file to the recycle bin. This option is not available for folders.
• Assign Permissions. Allowed to give and restrict access to the file/folder.
• Full Access. All the above actions are allowed.

Step 2. Setting specific folder permissions

Once you’ve configured parent folder permissions, you are ready to specify access for nested folders. Open the folder menu and select Permissions. You’ll see the access configuration window with parent folder permissions displayed.

• If you want to add permission, for example, grant a user the right to edit the folder content, click +Add. Specify the user and select the appropriate permission.

Example 1

• If you want to set up permissions from scratch, deselect Inherit permissions from the parent folder option. The following message appears: Do you want to add parent folder permissions as explicit permissions?

 Yes. This option makes parent folder permissions that you’ve configured earlier available for editing. You can either change them or add new permissions.

 No. This option resets parent folder permissions. You can now configure access from scratch.

Example 2