Who is this article for?

Ideagen EHS Administrators creating document folders.

Access to Adminstrative Permissions are required.

Documents are organized into the specified document organizational structure made up of document folders. There are two types of document folders; private and public folders. 

• Private Folders - folders, and documents can only be accessed by assigned users
• Public Folders - folders, and documents can be accessed by all users with access to the document management module and the location where documents are uploaded. 

This article includes:

1. How to create Private Folders
2. How to assign users to Private Folders
3. How to create Public Folders
4. How to assign Folders to Locations

1. How to Create a Private Folder

1. Click on the Setup Icon.
2. Click on the Module Setup Menu Item.
3. Click on the Document Management Menu Item.
4. Click Document Folders
5. Click New
6. Enter the Folder Name
7. Select a Status
8. Select "Private" from the Folder View
9. Enter Comments, this is optional.

• Name - unique specified folder name
• Status - active or inactive; inactive documents are not visible to users in the front end of the Platform.
• Folder View - Public or Private; Private folders can only be accessed by assigned users
• Comments - notes

2. How to Assign Users to Private Folder

1. Click on the Setup Icon.
2. Click on the Module Setup Menu Item.
3. Click on the Document Management Menu Item.
4. Click Document Folders.
5. Select the Document.
6. Navigate to and Select the Assign tab.
7. Click the Pick List button to select the Users to view the folder.
8. Click the checkbox by the user name to assign Users to view the folder and the folder's documents.
9. Click Save.

3. How to Create a Public Folder

1. Click on the Setup Icon.
2. Click on the Module Setup Menu Item.
3. Click on the Document Management Menu Item.
4. Click Document Folders
5. Click New
6. Enter the Folder Name
7. Select a Status
8. Select "Public" from the Folder View
9. Enter Comments, this is optional.

• Name - unique specified folder name
• Status - active or inactive; inactive documents are not visible to users in the front end of the Platform.
• Folder View - Public or Private; Public folders can be accessed by all users with access to the document management module and the location where documents are uploaded
• Comments - notes

4. How to Assign Folders to Locations

1. Click on the Setup Icon.
2. Click on the Module Setup Menu Item.
3. Click on the Document Management Menu Item.
4. Click Document Folders.
5. Select the Document.
6. Navigate to and Select the Assign tab.
7. Select the Location to assign the folder to a location.
8. Click Save.

Additional Reading