Folder Structure: Frequently Asked Questions

This article lists questions and answers about the concept and functionality of folder structures.

Introduction to Folder Structures

Find here a presentation that explains how folder structures are set up and used (German only).

How are these folders different?

Instead of the static subfolder structures used in version 3.x, version 4.0 uses only one main context folder, with document objects filed into it. For this folder, a structure tree is displayed with elements that represent specific search results based on a configuration done in the designer.

What may look like folders are actually structure elements. They act as filters, and can for example contain:

  • all objects aggregated by object type, in this case Email, Q-Document and Notice
  • all objects which were edited by me
  • all objects aggregated by editors who had worked on the dossier files, here Martin and Frank
  • all objects aggregated by modification time range

You can configure other aggregation structure elements. For example, you can configure an aggregation which defines the type of correspondence, such as change request, question, or suggestion, for a catalogue field.

Structure elements can be hierarchical, and an aggregation can contain elements with additional aggregations. For example, the first level of an element can be an aggregation of catalogue1, the second level can be an aggregation of catalogue2, and so on.

Folder Structure in the Client

How can a user create a new structure element?

There is typically no need for users to create a new structure element before adding a new object. A context folder can be thought of as a dossier or filing cabinet. After one is created, a standard folder structure with the elements "All objects", "Edited by me", and "Modification range" is created automatically. When you file a new object, additional structure elements are added to the structure automatically when you enter the corresponding index data. The object is then filed to the newly-created structure element.

How can a user delete a structure element?

Just as users do not create structure elements to file new objects, there is also no need to delete such elements. The element is automatically removed when the last object containing an index value that references the element is changed to another value. Note that when index data is changed, the object is automatically moved from its current structure element to a new one.

Can a user move an object from one folder to another? 

There are two different ways an object can be moved:

Moving an object from one context folder to another

To move an object from one context folder to another, you must change the object’s filing location. To do so, complete the following steps.

  1. In the client, navigate to the actions menu and choose 'Cut'. Click the 'Cut' icon in the upper menu bar, to display a list of cut objects.
  2. Navigate to the new context folder and click the 'Cut' icon.
  3. In the dialog, select 'Paste'. 
    The object is placed in the corresponding structure element and the index data is updated.


    If you click 'Paste', all items listed under the 'Cut' icon are pasted. You can remove an item from the list by clicking the 'X' to the right of it.

Moving an object from one structure element to another

To move an object from one tree structure element to another, simply change the object’s index data. The object is then moved to the desired element.

Can a user move a structure element?

You cannot currently move a folder with its content, the way you can in Windows File Explorer. To move a folder, you must change the index data field of all objects in the folder to the new top element value. This can only be done manually.

In future versions, it will be possible to mark multiple objects and change the value for all of them at once to automatically move them to a new top element.

Can you drag a file from the file system to a structure element?

Yes, if the structure element has the necessary index data value that can be set for the new object. To do so, complete the following steps:

  1. In the structure view, mark the element to which you wish to file the new object.
  2. Select and drag the desired file(s) from Windows File Explorer to the client.
    An upload dialog opens with an 'Add to current folder' action. The action lists the context folder title and element name.
  3. Select 'Add to current folder'.

Can a file be dragged from Outlook into a structure element?

Normally, e-mails or e-mail attachments cannot be dragged from Microsoft Outlook to browsers without installing a third-party add-in.

However, if you have installed the agent and Outlook Add-in, you can file e-mails quite easily. To do so, click the 'Create e-mail' button in the Outlook ribbon bar and select a favorite folder or recent filing location. The system copies the e-mail to the in-tray. You can enter additional index data at this point. The e-mail is then filed as an EML file. Currently, only e-mails can be filed in this way, but not their attachments.

You can use the features of the Office Add-in for all Microsoft Office applications. For more information, refer to the online help.

Can an object be shown in multiple structure elements?

Yes. Structure elements represent aggregations of objects based on a configured search. By default, an object is shown in 'All objects', 'Editor', and 'Modification range'. You can configure the structure so that the object can be seen in other elements as well.

Are link documents still supported?


Can an object be filed to multiple locations?

An object can be filed to one context folder only. However, within the context folder the object can be seen in multiple structure elements. For example, if the structure is configured with a catalogue field or text field as aggregation element, and the field is multi-value, you will see the object in each element where the value is given in these fields.

To see an object in another context, you must use reference fields. You can see references to objects in the other context folder's 'reference' aspect. In future versions, the object itself will appear in the folder structure of the other context folder. For more information about reference fields, refer to the online help.

Folder Structure Administration

Who can configure the virtual folder structure?

Currently, an administrator must configure the virtual folder structure in designer. In the future, users will be able to configure their own context folder structures, just as they can currently configure result lists.

Why do I need a context folder?

The main advantage of a context folder is that it can be used to control the access rights for the objects filed to this location.

Can you have more than one context folder per object type group?

Not with the current release, but we are evaluating the idea.

How do you recommend building a folder structure?

The best way to build a folder structure is to use catalogue fields defined in an abstract object type. All other object types within a group of object types must have this abstract object as parent.

Is it possible to use fields of type string for getting folders?

Yes, by using the attribute 'Autocomplete indexing'. When you type into the field, you can see existing values and then reuse them.

Has the way data is transferred from SAP changed?

No. You still transfer data as before: after a new object is stored into a technical register (context folder), the object’s index data is retrieved from SAP, and a new link document is stored in the corresponding functional context folder. The user can then work with the link document.

Additional questions

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