Who is this article for?

Ideagen Quality Management administrators using the folder properties.

Admin access is required.

1. Document Control Folder Properties
2. Read-Only vs. Editable Mode
3. General Tab
4. HTML Headers and Footers Tab
5. Document Lists Tab
6. Security Tab
7. Custom Fields Tab

Document Control Folder Properties

Your Documents Tree is organized in a hierarchical, Parent-Child relationship, where folders and documents are nested within other folders and documents. In addition to making basic organizational sense, this structure provides further benefits of quick, easy management and processing. Folder properties at the higher levels can be pushed down to child items within it, and items at lower levels can conversely be configured to inherit settings from their parent objects.

Note: Parent folders must have View access for child folders and documents to be seen in the Documents Tree. Parent folders should have broader security set and then restricted at subfolder levels. Users can access documents via the 'Show Document' link if they have View security for a document in a folder, they do not have View access for.

The Folder Properties window contains settings that control, at the folder-level, how Child documents are managed and processed. There are two kinds of settings: defaults for any newly created document (which may be overridden on a document-by-document basis through the Document Properties), and global settings that apply to all Child documents and can be managed only through folder properties (which cannot be overridden).

To access folder properties, select a given folder from the Documents Tree and select the Folder Properties button, as shown below.

The folder properties window is divided into five sections with tabs for each aspect of the folder's key features.

•General - settings control high level inheritance, PDF security, default expiration settings, Standard requirements, and Documents Tree display characteristics, among other things.

•HTML Headers and Footers - lets you create default text to add to the top and bottom of HTML documents contained in the folder. Different header/footers can be created for documents in a review step and those that are published.

•Document Lists - lets you add the default users and groups for approval, review, and/or notification.

•Security - determines who can view and edit the folder's contents.

•Custom Fields - lets you associate editable text, date, and list fields with child documents. These fields may be required during document creation or modified from the Document Properties - Custom fields tab during its lifecycle. These fields can be included in document searches and reports.

Read-Only vs. Editable Mode

Folder properties can be viewed by all users, including Visitors. However, only users with Security permission or additional personnel permissions can edit the settings. These personnel IconKey2 permissions are:

• Alter Tree (Documents and Folders) - lets you edit all tabs except security.
• Alter Security - lets you edit the security tab.
• Alter Document Variables - lets you edit the custom fields tab.

Most non-administrative users can't modify folder properties. If they select a folder and select the Folder Properties button, they view the information in Read-Only mode.

The Editable mode is described in the following sections on the folder properties tabs.

General Tab

Contains important settings for how the folder is organized and how its child documents are processed. All settings here may be applied per section or globally for all settings on the page to all sub folders and documents.

Settings include:

• Inherit Settings from Parent - changes settings on all tabs in the folder properties to mirror the settings of one folder up.
• Allow Users Not Logged in to Start a Revision - logged out users can issue the request an edit from the Documents Tree's menu.
• Individuals allowed in Approval, Review, and Notify Lists - lets individual personnel, rather than only their groups, be added to the approve, review, Notify Document Lists.

Note: We strongly urge against enabling this feature unless your organization is small enough to make changes easily when personnel move. Group assignments are preferable because as personnel move within your organization you only need to add/remove those people from their respective groups, rather than everywhere the group is assigned to.

• Always Display Subfolders above Documents - makes folders jump to the top of the folder order when new items are added to them.
• Reorder Alphabetically - forces all folder contents to display in alphabetical order.
• Require Password Verification for Processing - forces users to re-enter their Ideagen Quality Management password when performing document control actions, like creating, editing, or approving. All child documents are affected, even if this is not their first location.
• Standards Required - forces users to add at least one standard when creating a document. All Child documents are affected, even if this is not their primary location.
• Allowed document Types - used to determine how the folder will be used. Select Controlled if all documents must go through an approval process when edited. Select Uncontrolled if documents will not go through approval. Select Both if an option should be given during the create document process.

Apply Options

• Apply changes to this folder only - modifies the settings of the current folder.
• Apply changes to this folder and all folders within it - modifies the settings of the current folder and any folders at the Child level directly below it, but not for subfolders below those.
• Include all sub-items and items that do not inherit - modifies the settings for every sub item contained within all the way down the branch when used in conjunction with one of the above radio buttons.

• Standards - determines default Standards to apply when creating new documents or to add to existing documents and folders.

Apply Options

• Apply changes to this folder only - modifies the settings of the current folder.
• Apply changes to this folder and all folders within it - modifies the settings of the current folder and any folders at the child level directly below it, but not for subfolders below those.
• Apply changes to this folder and all documents within it - modifies the settings of the current folder and its immediate child documents, not those in subfolders.
• Apply changes to this folder and all folders and documents within it - modifies the settings of the current folder and all folders and documents contained immediately within it, but not any sublevel items.
• Replace any existing Standards with these selections - overwrites any existing selections for the affected child folders and documents, based on the radio button selections above.
• Add these selections in addition to any existing Standards - adds new selections to any existing selections for the affected child folders and documents, based on the radio button selections above.
• Include all sub-items and items that do not inherit - modifies the settings for every sub item contained within all the way down the branch when used in conjunction with one of the above radio buttons.

• Expires - establishes whether newly created documents will have a default expiration and what those settings are. Once a document is created these settings are modifiable.
• Expires to - make documents appear in the Inbox of either the Last Editor or a user with the IconKey2 Document Manager permission who is in the approval list.
• Reset Expiration Date with Every Revision - lets the expiration time reset if the document gets edited.

Apply Options

• Apply changes to this folder only - modifies the settings of the current folder.
• Apply changes to this folder and all folders within it - modifies the settings of the current folder and any folders at the Child level directly below it, but not for subfolders below those.
• Apply changes to this folder and all documents within it - modifies the settings of the current folder and its immediate Child documents, not those in subfolders.
• Apply changes to this folder and all folders and documents within it - modifies the settings of the current folder and all folders and documents contained immediately within it, but not any sublevel items.
• Include all sub-items and items that do not inherit - modifies the settings for every sub item contained within all the way down the branch when used in conjunction with one of the above radio buttons.

• Required Approver - automatically adds selected user to the approval list for all documents (the following checkbox determines the order).
• Make Final Approver - If unchecked, the selected user approves before anyone in the document lists. If enabled, the selected user the becomes the final approver after all others.

Apply Options

• Apply changes to this folder only - modifies the settings of the current folder.
• Apply changes to this folder and all folders within it - modifies the settings of the current folder and any folders at the Child level directly below it, but not for subfolders below those.
• Include all sub-items and items that do not inherit - modifies the settings for every sub item contained within all the way down the branch when used in conjunction with one of the above radio buttons.

• Enable PDF Security - requires users enter password when trying to edit Ideagen Quality Management-Generated PDFs using Adobe Acrobat.
• Allow PDF Printing - allows Ideagen Quality Management-Generated PDFs to be printed via browser or in Adobe Acrobat.

Note: If the document has multiple locations in the tree and any one of those locations has the Allow PDF Printing option Disabled, the document will not be printable from any location. This setting must be enabled for all locations, in other words.

Apply Options

• Apply changes to this folder only - modifies the settings of the current folder.
• Apply changes to this folder and all folders within it - modifies the settings of the current folder and any folders at the child level directly below it, but not for subfolders below those.
• Include all sub-items and items that do not inherit - modifies the settings for every sub item contained within all the way down the branch when used in conjunction with one of the above radio buttons.

• Tree Display Properties - modifies how the folder and its child items are displayed in the documents Tree. If a document has other locations, these settings also apply there. The IconKey2 Alter Tree permission is required to make these changes.
• Apply changes to this folder only - modifies the display of the current folder.
• Apply changes to this folder and all folders within it - modifies the display of the current folder and any folders at the child level directly below it, but not for subfolders below those.
• Apply changes to this folder and all documents within it - modifies the display of the current folder and its immediate child documents, not those in subfolders.
• Apply changes to this folder and all folders and documents within it - modifies the display of the current folder and all folders and documents contained immediately within it, but not any sublevel items.
• Include all sub-items and items that do not inherit - modifies the display of the folder and every item contained within it all the way down the branch when used in conjunction with one of the above radio buttons.

Note: These settings can be modified when the folder is set to inherit its properties from its parent. Other folder properties settings cannot.

Apply All Options

• Apply changes to this folder only - modifies the settings of the current folder.
• Apply changes to this folder and all folders within it - modifies the settings of the current folder and any folders at the child level directly below it, but not for subfolders below those.
• Replace any existing Standards with these selections - overwrites any existing selections for the affected child folders and documents, based on the radio button selections above.
• Add these selections in addition to any existing Standards - adds new selections to any existing selections for the affected child folders and documents, based on the radio button selections above.
• Include all sub-items and items that do not inherit - modifies the settings for every sub item contained within all the way down the branch when used in conjunction with one of the above radio buttons.

HTML Headers and Footers Tab

Create default headers and footers for Ideagen Quality Management to automatically insert into all HTML child documents whenever they're published or released for approval or review. Contents of the header/footers can include Ideagen Quality Management's Environment Variables, which update automatically with information such as the ID#, editor, approval list, and so on.

Two sets of header/footers are available: one for documents in release for review or release for approval, and one for published documents. Users can also force a header/footer update at any time by issuing a Run Document Automation command from the document or folder menu.

• This feature is for HTML documents only.
• Header/footer text must be written in HTML format.
• Header/footers are not inserted into the source file of the HTML document itself and are therefore only visible when viewed using Ideagen Quality Management.

The header/footer above appears as follows when the reviewer views the document:

• Apply changes to this folder only - updates the default Headers and Footers for newly created HTML documents.
• Apply changes to this folder and all folders within it - updates the default headers and footers for newly created HTML documents in this folder and any folders at the child level directly below it, but not for subfolders below those.
• When used with Include all sub-items and items that do not inherit, the HTML Headers and Footers tab settings are modified on child folders all the way down the branch, whether they inherit or not. Newly created documents also receive these settings.

Documents Lists Tab

Define which groups are required to approve and review child documents, and which get notified on publication. These settings are automatically applied to any newly created document but may be changed on an individual document basis.

To modify document Lists:

1. Add any additional groups to the approval, review and notify lists by scrolling the group list and enabling the checkbox next to their name. Click the Add Users/Groups button to add them to the list.
2. Change the drop-down options for each group according to who you want associated with each action.

Note: Options for approvers and reviewers contain numbers beside them denoting the order in which that action is sent to each group. This is called Serial Approval/Review. For instance, if the Quality Manager group were approver one and Quality Administrators was approver two, not until all users in the Quality Manager approval one group had approved the document would it then be sent to the second group for approval. Up to twenty levels of groups can be added to a serial action.

Click Apply... in the approval, review, and Notify Lists area.

• Apply changes to this folder only - modifies the display of the current folder.
• Apply changes to this folder and all folders within it - modifies the display of the current folder and any folders at the child level directly below it, but not for subfolders below those.
• Apply changes to this folder and all documents within it - modifies the display of the current folder and its immediate child documents, not those in subfolders.
• Apply changes to this folder and all folders and documents within it - modifies the display of the current folder and all folders and documents contained immediately within it, but not any sublevel items.
• Include all sub-items and items that do not inherit - modifies the display of the folder and every item contained within it all the way down the branch when used in conjunction with one of the above radio buttons.

3. Select a Document Manager. This person may be designated to receive the document during expiration, if the Last Editor isn't preferred.

Note: Only users with the IconKey2 Document Manager permission will appear in the drop-down.

Click Apply... in the document manager area.

• Apply changes to this folder only - modifies the display of the current folder.
• Apply changes to this folder and all folders within it - modifies the display of the current folder and any folders at the child level directly below it, but not for subfolders below those.
• Apply changes to this folder and all documents within it - modifies the display of the current folder and its immediate child documents, not those in subfolders.
• Apply changes to this folder and all folders and documents within it - modifies the display of the current folder and all folders and documents contained immediately within it, but not any sublevel items.
• Include all sub-items and items that do not inherit - modifies the display of the folder and every item contained within it all the way down the branch when used in conjunction with one of the above radio buttons.

Users on List

To see which individuals are configured to approve, review, or receive notification on publication, select a User's on Lists link at the bottom. If you see a blue arrow separating names, it denotes Serial Approval/Review order.

Note: Names appear twice in the Users on List if they are in the documents list both as an individual and as a member of a group. Also, if a user is required by the Required Approver setting, their name is not included in these lists.

Security Tab

Settings on this tab establish who can view and edit the current folder and any child documents or folders contained within it. View security groups can see the folder in the documents Tree and can view folder properties but can't change the contents of the folder. Edit security groups are permitted to add, remove, or create child folders and documents. Modifying this tab requires IconKey2 Alter Tree permission, which should be carefully assigned. As a result, most users see this tab in read-only mode.

Note: Neither view nor edit security grants the ability to view and edit individual documents unless they are set to inherit security settings from the parent folder.

To modify the settings:

1.  Add any additional groups by scrolling the group list and enabling the checkbox next to their name. Click the Add Users/Groups button to add them to the list.
2.  From the added groups grid, check and uncheck the options for each group according to how you want them to view and edit.

Note: If a group has only edit security enabled, they also assume view security.

3.  Select how you want these changes applied.

• Apply changes to this folder only - modifies the security settings for the folder and any documents inheriting within it.
• Apply changes to this folder and all folders within it - modifies the security settings for the current folder and any child folders located within it, but not for subfolders within those.
• When used with Include all sub-items and items that do not inherit, the security tab settings are modified on child folders and documents all the way down the branch, whether they inherit or not. Newly created documents also receive these settings.

    4. Select Save Changes.

Custom Fields Tab

From this tab you can associate editable text, list, and date fields with child documents contained in the folder, both Controlled and Uncontrolled alike. Custom Fields are menus, text boxes, or date fields allowing users to enter data when either creating or processing the document. They allow you to store information about each document without including it in the source file and are beneficial because they provide further filter options when searching or reporting on your organization's documents. For instance, you can use custom fields to categorize documents for audits, group them by department, or tie them to legacy numbering systems that exist outside of Ideagen Quality Management.

There is no limit to the number of custom fields included, and some may be set as required before a document can be created or published. At the document level, they are accessed from the custom fields tab.

Note: See Custom Fields for how to create custom fields.

To modify settings:

1) Select a field from the list of available fields (hold CTRL and select to select multiple fields at once), and select Add Field.

2) Enable the Required checkbox if you want the field to be filled out for each newly created document or before being checked in after each edit. If required is not enabled, the field is optional.

3) Modify the Display Order numbering to change the order your fields are presented.

Note: See Smart Restrictions if you want to modify list values that users can select from one field based on selections from another field's list. In other words, if you want to create an "If X, then Y" scenario. If not, continue to step 4.

4) Select how you want these changes applied.

• Apply changes to this folder only - sets the optional and required custom fields for any new documents created in this folder.
• Apply changes to this folder and all folders within it, appending to those folders' existing settings - adds additional custom fields to any existing ones on the folder and any child folders, but not subfolders within those. Newly created documents receive these fields.
• Apply changes to this folder and all folders within it, replacing those folders' existing settings - replaces any existing custom fields on the folder and any child folders, but not subfolders within those. Newly created documents receive these fields.
• Include all sub-items and items that do not inherit - modifies the custom field list of the folder and every item contained within it all the way down the branch when used in conjunction with one of the above radio buttons. All newly created documents at all levels of the branch and any revisions to existing documents receive these settings.

5) Select Save Changes. These fields now appear on the creation screen when adding a new document and on the Document Properties - Custom Fields tab for existing documents.