Folder Management

What do I have to know about folders?

In order to effectively work with folders you should know the following:

  • What are folder categories?

  • What are folder types?

  • Which folders exist?

  • What is the purpose of permissions?

What are folder categories?

The folder category defines whether a folder is used only by one user or by several users.

There are the following folder categories:

  • Personal folders. They are located below your personal root folder. The personal root folder is the folder named after your user name. You can create any personal folders you like. By default other users can not view your personal folders. Note: Your personal InfoStore folder is located below InfoStore/UserStore.

  • Public folders. They are located in the folder tree below Public folders. Each user can create public folders. By default public folders are visible to all users. Note: The public InfoStore folder is located in InfoStore/Public InfoStore.

  • Shared folders. They are located in the folder tree below Shared folders. Here you can see the folders shared with you by other users. Note: Shared InfoStore folders are located below InfoStore/UserStore.

What are folder types?

The folder type defines the objects in a folder.

There are the following folder types:

  • E-Mail folder.  Contains E-Mail objects.

  • Contact folders.  Contains contact objects.

  • Calendar folders.  Contains appointment objects.

  • Task folders.  Contains task objects.

  • InfoStore folders.  Contains InfoStore objects.

You define the folder type when creating a new folder.

Which folders exist?

The following folders exist by default:

Folders in the folder tree

Contents

Your username

Your personal root folder

E-Mail

Incoming and outgoing E-Mail messages

Calendar

Personal calendars and appointments

Contacts

Personal contacts

Tasks

Personal tasks

Public folders

Folders that are visible to all users.

Global address book

Address data of all users

Shared folders

Folders shared with you by other users

InfoStore

All InfoStore folders

UserStore

Personal and shared InfoStore folders

Your username

Your personal InfoStore folder

Other username

Shared InfoStore folder of another user

Public InfoStore

Public InfoStore folder

What is the purpose of permissions?

Permissions define what a user is allowed to do with a particular folder and its contents i.e., users have certain rights for the folders. If all pre-conditions are met a user can grant rights to other users or modify their existing rights.

Usually, the reason for granting rights is to share data and information with other users. This is an essential part of a groupware. Granting rights for a folder to other users is also called "Sharing a folder".

In order to control if a user e.g., can only read or also modify folder contents, there are a number of hierarchical permissions. The highest permission is the administrator right. It includes all other rights and the right to share a folder with other users.

The following examples show how to apply particular rights:

  • You have the administrator right for your personal folders. In order to hide your personal data from other users, the other users do not have any rights to your personal folders as long as you do not share your personal folders.

  • In order to be able to make data and information available to other users you have the right to create subfolders in the Public folders folder. Those subfolders can be shared with other users.

  • In order to be able to read the address data of other users and to change your own address data you have the right to read all objects in the Global address book folder and to create own objects in this folder.

Detailed information on permissions and instructions on how to grant permissions can be found in : Permission management.

Creating folders

New folders can be created in the following folders:

Folders in the folder tree

Which folder types can be created?

Personal root folder

Calendar folders, tasks folders, contacts folders

E-Mail

--

Inbox

E-Mail folders

Calendar

Calendar folders, task folders, contact folders

Contacts

Calendar folders, task folders, contact folders

Tasks

Calendar folders, task folders, contact folders

Public folders

Calendar folders, task folders, contact folders

Folder name (*)

Calendar folders, task folders, contact folders

Global address book

--

Shared folders

--

Other username

--

Folder name (*)

Calendar folders, task folders, contact folders

InfoStore

--

UserStore

--

Personal InfoStore folder

InfoStore folders

Other username (*)

InfoStore folders

Public InfoStore

InfoStore folders

Note: For the folders in the folder tree that are marked with (*) you need to have the right to create subfolders.

Detailed information on permissions and an instruction on how to grant rights can be found in : Permission management.

How to create a new folder:

  1. Right-click on a folder in the folder tree.

  2. Move the mouse pointer to New subfolder. A submenu with folder types opens.

  3. Click on the folder type that you want to create. Note: Depending on the folder in which you create a new subfolder, some folder types might be disabled. Details can be found in the table. Result:A folder with the name New folder is created. The folder name is highlighted.

  4. Enter a name. Then press Enter.

Result: A new folder is created.

Renaming folders

Note: In order to be able to rename a folder you need to have administration rights for the folder.

How to rename a folder:

  1. Right-click on a folder in the folder tree.

  2. From the context menu select Rename. the folder name will be highlighted.

  3. Edit the name or enter a new name.

  4. Press Enter.

Result: The folder is renamed.

Moving folders

Note: In order to move a folder, you need to have administration rights for the folder and the right to create subfolders in the target folder.

How to move a folder:

  1. Right-click on a folder in the folder tree.

  2. Select Cut from the context menu. The folder icon is grayed out.

  3. Right-click on the folder where you want to paste the cut folder.

  4. Select Paste from the context menu.

Result: The folder is moved.

Sending a link to a folder

You can send a link to a folder to internal groupware users.

How to send a link to a folder:

  1. Right-click on a folder in the folder tree.

  2. Select Send as link from the context menu.

Result: The E-Mail window opens. The link to the folder is entered as the E-Mail text.

Note: In order to follow the link, the E-Mail recipient needs to have the respective rights for the folder.

Deleting folders

Warning: If you delete a folder all subfolders and objects in that folder are deleted as well. Deleted subfolders and deleted objects can not be restored.

Note: In order to be able to delete a folder you need to have administration rights for the folder.

How to delete a folder:

  1. Right-click on a folder in the folder tree.

  2. Select Delete from the context menu. The Delete folder dialog window opens.

  3. Click on Yes.

Result: the folder and its objects are permanently deleted.