Pre-requisites:
Permission as mentioned below, on the project folder in which a subfolder is to be created:
To create a subfolder, 'Admin' permission.
Folder permissions defined at the default level or the role level can be overridden. Click here for detailed help (See point 4).
Below are the steps to create a new subfolder:
1. In the 'Files' tab, from the folder tree available on the left side, navigate to the folder in the project under which a subfolder needs to be created.
2. Right-click on the existing parent folder name, select 'New', and click on 'Sub-Folder'.
3. Specify a name for the new sub-folder.
4. Set specific folder security (permissions) as an option.
Set as Public - To make this folder accessible to all via a separate public folder link.
Inherit Permission - To derive the folder permissions from its parent folder.
5. Define folder permission at the default level, role level, and user level.
Default Permission - Default folder permission for all project members except Admin.
Role Permission - Define the folder permission based on the project role. It overrides the default level permission.
User Permission - Define the folder permission based on individual project users. It overrides the role-level permission.
6. Type in the individual team member name, role name, or organization name. As the user types in the characters in the textbox, suggested names will appear as a dropdown.
7. Right-click the name to edit the access rights on this folder. It will display a dropdown with the available access rights out of which the user can select the appropriate option.
No Access - Selected users or roles won’t have any access to the folder.
View Only - Selected users or roles will only be able to view files. They won't be able to download files irrespective of their role privilege.
View & Download - Selected users or roles will be able to view existing files as well as download them. The download of files will be subject to the user's role privilege to download files.
View & Link - Selected users or roles will be able to view existing files as well as link them to folders in the same or other projects.
Publish - Selected users or roles will be able to view existing as well as upload new files (including uploading files on placeholders).
Publish & Link - Selected users or roles will be able to view existing files, upload new files (including uploading files on placeholders) as well as link them to folders in the same or other projects.
Admin - Selected users or roles will have full control over the folder. Along with viewing, downloading, linking, and publishing files, a folder administrator can edit the folder, view private files, check out files, or undo the checkout as well as apply activity locks on files.
If the folder security is not specified then the folder will be created with the following default permissions.
Default permission = 'no access'
Role level permission - 'workspace administrator' = admin
User level permission - '<<user creating the folder>>' = admin
The following table describes the permissions available for the folder:
8. Click on the 'Settings' button at the top right to set specific folder settings as an option.
Set As Private on Upload - To have all the files uploaded in this folder to be private. User uploading files cannot change this.
Edit Settings on Upload - To allow other users to override the 'Set As Private on Upload' option while uploading files.
Enable Public Links - To enable public links for files in this folder.
Enable Simple Upload - To enable uploading of files without involving any extra steps. Click here to learn more about 'simple upload'.
Enable QR Code - To enable usage of QR codes on .pdf file revisions to check whether file revision is latest or not.
9. Click on the 'Metadata' button available at the top right to set specific folder metadata as an option.
By default, if there is metadata configured for a parent folder, any sub-folder created under that folder will automatically get the same metadata as configured in the parent folder.
Note: Folder metadata is no longer supported in Internet Explorer; however, it continues to be supported in popular browsers like Google Chrome, Mozilla Firefox, Microsoft Edge, and Apple Safari.
You can apply specific attribute (configurable attribute) values to folders if the attributes are of the input types - dropdown and multi-selection checkbox. This helps to control the list of metadata values available to the users when publishing documents on certain folders.
Use the checkbox available at the top (along with the attribute name) to select or deselect all values.
To select a single value, browse through the available values and select the concerned value manually.
To select multiple values at a time, use the 'Ctrl' key.
You can filter out and configure specific values (of configurable attribute) of parent folders to the same folder as well as its sub-folders.
You can turn on the switch button to set all existing values and newly added values for the given configurable attribute by default. The switch-on button indicates that all values (existing and new) are selected by default while the switch-off button indicates otherwise.
You can also set a specific value as default for attributes. To do this, you need to:
Simply click on the attribute name - For example, 'Skyfall Project Code' and ' Skyfall Building Code' in the above example screenshot. It will open the 'Properties' box on the right side.
Under 'Data Source', select the radio button corresponding to the value you want to set as default.
10. Click the 'Create' button to complete creating a sub-folder.
Check: FAQs
Related Articles: Create a Parent Folder (on a Project), Move a Folder within a Project
Next Article: Edit a Folder (on a Project)