Folder Management is just as important as Document Management
Chaos in your Folders? Take control with Folder Rules.Configuration Management with infoRouter Smart Folder Rules
Folder Rules in infoRouter are a customizable set of permissions that allow administrators and users to take precise control over how folders are used and managed within the document management system. These rules ensure that only authorized actions are taken within each folder, preventing unauthorized access, changes, or deletions. By defining what can and cannot be done in specific folders, infoRouter’s Folder Rules feature provides a structured and secure environment for document management, reducing the risk of disorganization and maintaining compliance with internal policies or industry regulations.
These rules override security assigned to users, meaning that even if a user has specific permissions, the folder rules will take precedence. For example, if a folder only allows image-type documents such as "JPG" and "PNG," a user with the ability to upload documents into that folder will still be prevented from uploading any non-image documents. This enforces configuration management and ensures consistency in how folders are managed.
Folder rules take precedence over security settings.
Simplify your folder management with a single click, eliminating the need to manually adjust complex security configurations.
Key Folder Rules and how they work
New Folders: Allowed / Disallowed
Control over the creation of new folders ensures that only permitted users can add new
folders,
maintaining organizational structure and preventing folder clutter.
Folder Deletes: Allowed / Disallowed
With this rule, you can manage who is allowed to delete folders. This helps protect
important or
confidential folder structures from being removed accidentally or maliciously.
Document Check-Outs: Allowed / Disallowed
By disabling document check-outs, you can effectively "freeze" further editing.
This rule prevents even authorized users from checking out documents. This is a critical
feature in proposal management.
Instead of changing security, you can simply "freeze" and entire folder while it is being
reviewd by the "Pink Team" or the "Red Team"
Document Check-Ins: Allowed / Disallowed
Just like being able to control document check outs, controlling document check-ins ensures
that the folder remains locked-down.
If the folder contains documents that are currently checkout to users, these users will not
be able to check in these documents
while this rule is in place. This ensures that if a folder is under review, the documents
within them are not a moving target.
Are you managing Proposals?
And have a need to send out entire folders for review.The PINK TEAM or the RED TEAM is about to start their review.
And you want to make sure that the documents are not being changed.Two clicks is all you need to FREEZE the entire folder.
Document Deletes: Allowed / Disallowed
Restricting document deletion rights helps prevent accidental or unauthorized document loss,
ensuring that vital information is preserved and accessible when needed.
New Documents: Allowed / Disallowed
This rule determines who can add new documents to a folder, giving you control over the
types of
documents entering the system and helping to prevent clutter or unauthorized content from
being
stored.
Classified Documents: Allowed / Disallowed
By disallowing classified documents in certain folders, you ensure that sensitive or
confidential materials are only stored in secure, designated areas, enhancing data
protection
and regulatory compliance.
Allowed Document Formats: Restricted / No Restrictions
You can either restrict or allow any file format in a folder. This flexibility lets you
control
the types of files stored in certain folders, ensuring consistency and avoiding incompatible
file types.
Auto-Prompt Custom Property
Setting an auto-prompt for custom properties encourages users to fill out necessary metadata
when storing documents, helping to maintain proper organization and classification of files.
Depending on "Library Policies", documents without custom properties can be left in an
un-published state until the author supplies the required custom properties.
Default View Style: List / Detail / Comments / Thumbnails / Versions / View Log / Tag
View*
This rule sets the default view style for a folder, determining how documents will be
displayed by default when users access the folder. Each view style presents different levels
of information about the documents and sub-folders:
Mandatory View Style: List / Detail / Comments / Thumbnails / Versions / View Log /
Tag View*
This rule enforces a specific view style for all users accessing the folder, ensuring that
the folder's contents are presented in a consistent format across the organization.
*View Types
- List: A plain list of documents and sub-folders with basic information in columns.
- Detail: Provides more detailed information about sub-folders and documents.
- Comments: Displays comments added to each document by other users.
- Thumbnails: Displays a thumbnail for every image in the folder, ideal for image-intensive folders.
- Versions: Displays every version of documents, showing who published which version.
- View Log: Shows a list of every user who has accessed each document in the folder.
- Tag View: Displays the tags assigned to each document in the folder.
Benefits of Folder Rules
Improved Organization: Folder Rules prevent uncontrolled folder and document creation, ensuring that the system remains organized and that documents are stored in the correct places.
Enhanced Security: By controlling who can access, delete, and modify folders and documents, sensitive information is better protected from unauthorized changes or breaches.
Streamlined Workflow: Folder Rules allow you to automate aspects of document control, reducing manual oversight and ensuring compliance with internal processes and legal requirements.
Version Control: By regulating check-ins and check-outs, Folder Rules ensure that only the latest and approved versions of documents are accessible, reducing errors and confusion.
Compliance and Auditability: Folder Rules help maintain a clear record of who accessed, changed, or deleted documents, making it easier to comply with industry standards and regulatory audits.
Configuration Management: Folder Rules allow for granular control over what types of documents can be stored in folders. Even if a user has permissions to upload documents, Folder Rules will prevent them from uploading disallowed document types. For instance, if a folder is restricted to image files such as "JPG" and "PNG," any attempt to upload a non-image file will be blocked to maintain the integrity of the folder’s contents and ensure proper configuration management.
Overall, infoRouter’s Folder Rules offer a powerful tool for administrators to create a structured and controlled environment, ensuring documents are handled securely, efficiently, and in compliance with organizational needs.