Folders Structure Naming Folders Folders Component Security

Managing Folders and WebDAV 6-3 determine what metadata fields are available to be set as defaults for content items added to that folder. ■ Creating new content in a folder: A user should be able to browse into a folder and create check-in a new item into it. If the folder specifies default metadata for new content, or a content profile, then the content check-in form should accurately reflect that. ■ Adding existing content to a folder: A user should be able to browse into a folder and add a linkshortcut to an existing content item. That content item may exist in another folder, or may be in the content server and not in any folder. No metadata should be required at that time since the content item already exists in the server. If the destination folder contains items with the same name, the user should be asked to rename the new linkshortcut. ■ Moving an itemfolder from one folder to another: A user should be able to browse to a folder, select one or more sub-folders and content items, and move them into another folder. The user should not be able to move the folderitems into the child of a folder that is selected to be moved. No metadata should be required as these are existing itemsfolders. If the destination folder contains items with names the same as those that are being moved, the user should be asked if those items and folders should be overwritten or not. ■ Copying an itemfolder from one folder to another: A user should be able to browse to a folder, select one or more sub-folders and content items, and copy them to another folder. This action should create new copies of the selected folders and items i.e. not links into the destination folder. Metadata should be copied over and the user should not be prompted to ask for new metadata. If the destination folder contains folders and content items with names same as those being copied, the user should be asked if the destination files and folders should be overwritten or not. ■ Deleting an itemfolder: A user should be able to browse to a folder, select one or more sub-folders and content items, and delete them. The user should be prompted for confirmation of delete action. For items, with multiple revisions, user should be asked for all revisions should be deleted or only the latest revision. The user should have an option to apply their answer to all selected files. ■ Renaming an itemfolder: A user should be able to select a linkshortcut or sub-folder within a folder, and choose to rename it. The rename action should be allowed only on single items. If the new name is same as that of an existing item or folder, the user should be warned and required to change the name to be unique.

6.1.3 Folders Structure

The following structure is used for Folders: ■ Each content server instance has a common set of virtual folders. Any change to the folders is applied system-wide. ■ There is one default system-level folder, called Contribution Folders. – The Trash Bin function is enabled during installation with a system-level folder called Trash created. ■ The system administrator can change the name of a system-level folder, but cannot delete it or add a custom system-level folder except through changes to the database. Deleting a system-level folder disables it, but does not remove it from the system. 6-4 Application Administrators Guide for Content Server ■ Each folder in the hierarchy contains content items that have the same numerical Folder value, which is assigned automatically upon creation of the folder. Changing the value of the Folder field for a content item places it in a different folder. ■ The maximum number of folders and content items in each folder can be limited so that browsing through virtual folder does not affect system performance.

6.1.4 Naming Folders

The Folders component mimics the Windows file system. Therefore, when you create a folder, you are not allowed to use double quotes in the name for example, doublequotedfolder. Using double quotes will cause an error. You must use the standard naming conventions for Windows when creating folders.

6.1.5 Folders Component Security

The Folders component applies security at two levels: ■ Content item level ■ Folder level

6.1.5.1 Content Item Security

The user logins and security controls in Content Server also apply to content that is managed through virtual folders. For example, if you have Read permission for a content item, you will be able to view the file, but you will not be able to check in a revision to the file. To allow users with Read permission to access content through a virtual folder, the GetCopyAccess environment variable must be set. This can be selected in the Admin Server from the Content Security page by selecting the Allow get copy for user with read privilege checkbox.

6.1.5.2 Folder Security

In addition to content item security, security is also applied at the folder level: ■ Users can see only the virtual folders that are assigned no security group or a security group for which they have at least Read permission. ■ Each virtual folder has an owner, which is a user who has permission to manage the folder. The owner can change a folders metadata and delete the folder, even if they do not have Write or Delete permission to the folders security group. However, the owner does not have additional permissions to content items within the folder. ■ To change a folders default metadata, you must have Delete permission to the folder or you must be the owner of the folder. ■ To delete a folder, you must have Delete permission to the folder or you must be the owner of the folder. You must also have permission to delete all of the content items and subfolders in that folder. Caution: Be careful when changing the security group of a folder. If you change a folder to a more restrictive security group, authors may no longer have permission to manage their own content items. Managing Folders and WebDAV 6-5

6.1.6 Folder Metadata Inheritance