Folders management
It is possible to add as many folders as necessary in the DMS. Folders represent the classification plan in the DMS.
Folder properties
For each folder, the user can access the properties from the right-click *Properties* or from the three points when hovering over the folder.
The properties of a folder are as follows: type, size, content, location, creation date, modification and owner, annotations and rights management.
Define a default publisher
For each folder, can be defined in the "Further information" tab the publisher who will be solicited for the publication of documents in the folder. During the publication step of a document in the DMS, if no publisher is indicated in the current folder, then the system will solicit the publisher of the parent folder. If no publisher is also specified then the publication step will be assigned to the SMQ_Doc_Publication role (i.e. people with the role).
General and additional information
The information of a folder is as follows: Type, size, identifier, creation date, modification date and owner, publisher, keyword(s).
Define keywords
For each folder, can be defined in the "Additional information" tab a list of keyword(s) facilitating the search. Keywords are free but enrich a common list with files that is proposed by default when clicking on the field.
To add a keyword, the user must select or enter a word and click on "Enter". Each keyword can also be deleted using the gray cross on the label.
Annotations on folders
Annotations are a discussion thread on folders. All users with write rights on the folder can add an annotation. Annotations can also be used during searches. To add an annotation, simply write the annotation and click on "Annotate". Once added, the annotation can be modified or deleted by its owner or by administrators.
Add a folder
Depending on these rights, the user can add folders either from the "Add" action button at the top right of the screen, or by right-clicking in the central page and clicking on *Add a folder*.
A new window will offer the user to enter the folder title and confirm by clicking on *Add*.
*Attention the folder is created in the consulted folder.***
Context menu on folders
Access to the menu is done either by right-clicking or from the button representing 3 vertical points that appears when hovering over the folder.
The context menu offers different functionalities depending on the user's rights:
Subscribe | Subscription to the folder to be notified by email of all modifications on the folder (addition of a file, new version, etc.). See chapter "Subscriptions" below. |
Open | Open the folder |
Download (ZIP) | Download a zip of the entire content of the folder |
Annotations | Opens the "Annotations" tab of the properties window. Access the annotations of the folder (equivalent to a discussion thread). To deposit an annotation, you must have write rights on the folder. |
Copy | Copy the folder |
Cut | Cut the folder |
Paste | Paste the folder |
Rename | Rename the folder |
Delete | Delete the folder |
Properties | Open the properties window |
Subscriptions
Each user can subscribe to a folder from the context menu. The subscription allows to be notified by email of modifications made on the folder (new document deposited, new version published, etc.). When creating a subscription on a folder, a window allows to configure the alert name and the notification frequency. From the "Subscription history" page the user will be able to access all their subscriptions to modify or delete them.
Updated on: 17/03/2026
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