Handling Folders
Right clicking on a folder in the navigation pane, or the white space in the Details pane, pops-up a command menu, enabling you to manage the folder structure.
If you do not hold the appropriate rights to execute one of these commands, the command will be disabled.
Refresh
When opening a folder for the first time (or after a certain time span), Alfred Desktop will query the Alfresco repository and present the contents of the folder. When another user is concurrently adding or editing content in the same folder, updates are only presented in your Alfred Desktop window when you force (by using the F5 key or through the menu) a refresh of the folder content or, after a certain time span, when the folder is reopened. This will: update the subfolder list, the list of files and its meta-data in the Details pane.
Create Folders
- To create a new subfolder, click “New Folder”.
Select the Empty Folder.
Enter the name of the new folder and press the Enter key.
- Or select one of the Template folder structures and input the name of the top folder.
When using a folder template to create a new folder, you will automatically copy all smart behavior functionality (such as rules, scripts, etc.) configured in the folder template. Contact your system administrator for more information or if you require assistance to amend the smart behavior functionality.
The ability to create a new folder is not available for any Share Sites folders, as this is a part of the repository that needs to be set-up through the Alfresco Share interface. You can, however, create content in the Share Site document library, as it is a normal folder.
Rename Folders
To rename a new subfolder, click “Rename”.
Enter the new name of the folder and press the Enter key.
Metadata of Folders
See 15 Handling metadata.
Move Folders
By simply using the drag and drop function, you can move one or more folders to any location in the tree. You can move folders within the Navigation pane or you can move folders from the Detailed pane to the Navigation pane. You will be prompted to confirm you want to move the folders.
Note that you need the appropriate rights to execute a move. You will need, at a minimum, folder creation rights in the receiving folder and folder deletion rights in the original parent folder.
Delete Folder
To delete a folder, click Delete
.
You will be able to restore the folder by clicking on the Window / Recycle Bin option. See Recycle bin.
Copy Folder Link
You can copy a link, containing a folder address, to an email or a document. Provided the receiving party has access rights, clicking the link will open the Alfresco browser and display the folder and its content.
Copy Alfred Desktop Link
This copies a link that will open the Alfred Desktop application and show the content of the folder in the Details pane. People that do not have Alfred Desktop installed will be directed to the Alfresco Share web user interface.
Example: 02 Scope
You can add the Alfred Desktop link as a hyperlink into a document or an e-mail by selecting the Mailbox option, and pasting the Alfred Desktop link.
Create a New Document
“New Document” will allow you to create a new document in Alfred Desktop from templates previously defined on the Alfresco server.
An Administrator, or a user with the appropriate rights, can add a new template documents to a server. Once a template document is added to the folder Company Home / Data Dictionary / Document templates, it becomes available to all users.
You can set document type and metadata values for templates. The documents created from a template will automatically inherit the template’s document type and metadata.
The document template picker can be configured to present the document templates as follows:
Simple (in context menu)
Category-based with filter
Folder-based with filter
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Simple (default)
The template documents can be set in a folder structure. The folder structure will be represented as a navigation tree in the document template picker.
No filtering is available.
Document Templates by Category
The difference with the previous option is the presentation form and the filter. When tapping keywords in the filter, the folder tree will be filtered to those document templates matching the keyword in the filter.
Document Templates by Category
All document templates are categorized. Each template receives one or more categories. While navigating through the category tree, all document templates having a specific category is lists. (This last sentence appears like this in the original document, but it is strange.)
When typing a keyword in the filter, the category list is filtered to those categories that fit the keyword.
Show Folder in Alfresco Browser
The Show in Browser command enables you to jump from Alfred Desktop to the Alfresco Share interface.
This enables you to view more folder details and use all Alfresco functionality available through the Share interface.
Print Documents
You can select one or multiple documents and print them using the default printer configured on your local PC.
Paste into Folder
When you copy a file from your desktop, this command will be enabled. You will be able to paste the file (using either CTRL V or Paste into Folder) into the selected folder.
To clone a document from Alfred Desktop, whether into the same location or another folder in Alfred Desktop, you need to:
Select the file and click Copy in the file menu (see Copy Document)
Select the folder in which you want to paste the link to the document
Click “Paste into Folder” in the Folder menu
Cloning the document into the same folder will create a ‘document_name –Copy.docx’. Cloning it into another folder creates a ‘document_name.docx’.
Paste as Shortcut
To paste a link to a document into another folder you need to:
Select the file and click Copy in the file menu (see Copy Document)
Select the folder in which you want to paste the link to the document
Click “Paste as Shortcut” in the Folder menu
Note that in the Info Column, the file is indicated as ‘File Link Object’. If you want to see the details of the document, double clicking the file will make it jump to the folder in which the document is located and display the metadata details.
Folder Permissions
This function is only available for those folders where the user has access entitlements beyond consumer rights.
By clicking “Permissions” on the folder menu, a new tab will open and display the user and group rights set for this folder. The table indicates: which rights are set for which users, if the user received the right through that group, and / or if the rights were inherited from a parent folder, and the Authority Type.
The upper part of the screen shows the permissions that are inherited from the parent folders up to the company home folder.
The lower part of the screen shows the permissions that are set on the selected folder.
Permissions are set for users or groups. Selecting a user or group will highlight (in green) in the breadcrumb the folder in which the permissions are set.
You can click on the folders in the path to see how the rights are set in the folders above.
You can set permissions for users or groups in the Local Permissions section. Click into the cell if you want to add a user. Type a name, and the list of the matching users or groups is displayed.
Select a user or group to add them to the local permissions. That name is now listed in the local permissions table and you can define the role.
If you don’t want a user or group to have access to the folder anymore, right click on the user’s or group’s name and select “Remove permission”.
Multi Folder Functionality
You can select multiple folders in the Details pane. Some commands in the folder menu are unavailable when you select multiple folders.