Pre-requisites:
Permission as mentioned below, on the project folder which is to be edited:
To edit the folder, 'Admin' permission.
Folder permissions defined at the default level or role level can be overridden. Click here for detailed help (See point 4).
Below are the steps to edit a folder:
1. Right-click on the required parent / sub-folder.
2. Select the 'Edit Folder' option to edit the folder.
3. Clicking 'Edit Folder', the files listing page will populate a layered page.
4. You can edit folder name, security, and settings as required. The metadata option will only appear if configurable attributes apply to the selected folder.
5. Define folder permission at the default, role, and user levels.
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. To give folder permissions to newly added users, type in the individual team member's name or the role name under which they belong. Suggested names will appear as a dropdown.
Right-click the user, role, or default level to edit the access rights to the selected folder. A dropdown appears containing a list of access rights. You can choose an appropriate permission.
No Access - Selected users or roles won't have access.
View Only - Selected users or roles can view files only (cannot download).
View & Download - Selected users or roles can view and download existing files. The file download will be subject to the user's role privilege to download files.
View & Link - Selected users or roles can view existing files, and link them to folders in the same or other projects.
Publish - Selected users or roles can view existing files, and publish new files (including files on placeholders).
Publish & Link - Selected users or roles can view existing files, publish new files (including files on placeholders), and 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), and apply activity locks on files.
7. You can apply security and overwrite/merge permissions from the parent folder to its sub-folders.
Apply Security to all Subfolders - If the chosen folder has a subfolder, you can select this option to apply the security from the parent folder to all its subfolders.
Overwrite / Merge Radio Option - The 'Merge' radio button is selected by default. If not selected, you can select the 'Merge' radio button if you need to merge only the new changes in folder security on the parent folder to its sub-folders.
If you need to overwrite the folder security of the sub-folders based on the parent folder, select the 'Overwrite' radio button.
If the 'Apply Security to all Sub-Folders' option is ticked and the 'Overwrite' radio button is selected, the existing permissions on sub-folders will be overridden.
If the 'Merge' radio button is selected, only the roles or users newly added to the parent folder will be appended to the sub-folders. This will not affect any existing permissions defined on the sub-folders.
8. Following is a description of how each folder setting works.
Set As Private on Upload - To have all the files published (in the chosen folder) be marked as private. User publishing files cannot change this unless it is allowed via the other folder setting called 'Edit Privacy on Upload'.
Edit Privacy on Upload - To allow users to override the 'Set As Private on Upload' option when publishing files (in the chosen folder).
Enable Public Links - To enable public links for files (in the chosen folder).
Enable Simple Upload - To publish files without including any extra information related to those files. Click here to learn more about 'simple upload'.
Enable QR Code - To use the QR code feature for files (works on '.pdf' file revisions only by default unless configured for other file extensions separately). If enabled, it helps you scan the QR code on files and identify whether the file revision is the latest, based on the project's QR code configuration.
Deactivate This Folder? - To deactivate the selected folder. A deactivated folder can be reactivated later when needed (Click here to understand how to reactivate a folder once deactivated).
Set as Public - To make this folder accessible to all via a separate public folder link.
9. You can apply settings from a parent folder to all its sub-folders.
Apply Settings to all Sub-Folders (Applicable if the selected folder has a sub-folder) - For applying the folder settings from a chosen parent folder to all its sub-folders.
10. Click the 'Metadata' button at the top right to set specific folder metadata as an option. By default, if there is any metadata applicable 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 attribute is a dropdown or a multi-selection checkbox. This helps to limit the options for each metadata displayed when publishing files on applicable folders based on folder-specific requirements.
Use the checkbox 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 and its sub-folders.
You can turn on the switch option to set all existing and newly added values for the corresponding configurable attribute. The switch-on button indicates that all values (existing and new) are selected by default.
You can also set a specific value as default for attributes. To do this, you need to:
Turn the switch off for the corresponding configurable attribute.
Select the attribute name. For example 'Skyfall Project Code' and ' Skyfall Building Code' are the attribute names (in the above snapshot). It opens the 'Properties' box on the right side.
Under the 'Properties' box, go to 'Data Source'. Select the radio button corresponding to the value you want to set as a default value.
In the case of a multi-select checkbox, multiple default values can also be set.
Check the box for 'Apply Metadata to all Subfolders' to overwrite the existing folder metadata from a parent folder. It will have two options 'Overwrite' or 'Merge'.
Overwrite - Replace all the existing attributes of sub-folders with the attributes based on the parent folder.
Merge - Merge the new attribute changes of the parent folder to all its sub-folders.
11. Click on 'Update' to save changes.
Check: FAQs
Related Articles: Create a Parent Folder (on a Project), Move a Folder within a Project
Next Article: Reactivate a Folder (on a Project)