Folder structure

Content of this article

• Create a folder structure in the Workspace

• Upload folders in the Workspace

• Create document lists and folders in the Publication Space

• Upload folders in the Publication Space

• Create distribution lists in the Distribution Space

• Connect the document lists and the distribution lists

Create a folder structure in the Workspace

Purpose

To create folder and sub folders in the Workspace.

Background

You can create and edit the folders in the Workspace to make the desired folder structure that you wish to place your files in. 

Things you should be attentive to

• You need rights to create and edit the folder structure. To get rights, you should contact a project administrator.
• You can right click on the folders to create new, rename or delete.
• You can copy a folder structure (including sub folders).
• If you delete a folder with sub folders and files, these will be deleted permanently.

How to

1. Right click on a folder in the Workspace 
2. Choose one of the following functions; "Create folder", "Rename folder", "Copy folder" or "Delete folder"

Upload folders in the Workspace

Purpose

Upload folders with and without files in the Workspace.

Background

You can upload one or more folders with and without files in the Workspace.

Things you should be attentive to

• You must have permissions to create or modify the folder structure. If you don't have permissions, contact a project administrator.
• You can upload a maximum of 150 files at a time.
• The feature is only available in Google Chrome, Edge and Opera browsers.

How to

1. Open a project and go to the Workspace
2. Select the folder you want to upload folders to
3. Click on the "Upload files" button
4. Go to the "Upload folders" tab
5. Click on the "Select folders" button and then select the folders you want to upload to the project
6. Check that all folders/files you want to include have ticks. Note that you can hover over files/folders that are crossed out and marked in red to see why they cannot be uploaded
7. Choose if you want to extract .zip files
8. Choose if you want to skip the top folder
9. Click "OK" - The folders will now be created.
10. You can then enter file information if you have uploaded files.

Create document lists and folders in the Publication Space

Purpose

To create document lists and folders in the Publication Space. 

Background

The Publication Space consists of document lists with belonging folders. Files are to be uploaded in the folders within the document list (or published from the Work Space), and you can give access through the document list.

Things you should be attentive to

• You need rights to create and edit the folder structure. To get rights, you should contact a project administrator.
• Notice that you should attach distribution lists, to distribute files from the document list to the distribution lists. 

How to

Create a document list

1. Right click on a document list in the Publication Space
2. Choose "Create document list"
3. Type name, choose settings and click "Create"
4. If you wish to attach distribution lists - Click "Yes" og choose the distribution lists on the list and click "OK" 

Create folders and subfolders to a document list

1. Right click on a document list in the Publication Space
2. Choose "Create folder"
3. Type folder name and click "OK"

 

Upload folders in the Publication Space

Purpose

Upload folders with and without files in the Publication Space.

Background

You can upload one or more folders with and without files in the Publication Space.

Things you should be attentive to

• You must have permissions to create or modify the folder structure. If you don't have permissions, contact a project administrator.
• You can upload a maximum of 150 files at a time.
• The feature is only available in Google Chrome, Edge and Opera browsers.

How to

1. Open a project and go to the Publication Space
2. Select the document list or folder you want to upload folders to
3. Click on the "Publish/Upload file versions" button
4. Go to the "Upload folders" tab
5. Click on the "Select folders" button and then select the folders you want to upload to the project
6. Check that all folders/files you want to include have ticks. Note that you can hover over files/folders that are crossed out and marked in red to see why they cannot be uploaded
7. Choose if you want to extract .zip files
8. Choose if you want to skip the top folder
9. Click "OK" - The folders will now be created.
10. You can then enter file information if you have uploaded files.

Create distribution lists in the Distribution Space

Purpose

To create distribution list in the Distribution Space.

Background

The Distribution Space consists of distribution lists, with attached document lists. Files are distributed from the Publication Space, so it is important that the document list the file comes from is attached to the distribution list. 

Things you should be attentive to

• You cannot create folders to a distribution list. Instead you attach the document lists to the distribution lists to distribute files. 
• You need rights to create and edit the folder structure. To get rights, you should contact a project administrator.
• You can create open and closed distribution lists. The open lists are accessible to all users in the Distribution Space while you need rights to the closed ones. There is also a coordinator-list - Click here to learn more about the coordinator role.

How to

1. Right click on a distribution list in the Distribution Space
2. Choose "Create distribution list"
3. Choose settings and click "OK" - If you have chosen a closed distribution list follow step 4 and 5
4. Choose the document lists which are set to be attached to the distribution list
5. Click "Ok"

Connect the document lists and the distribution lists

Purpose

Connect document lists and distribution lists, in order to make it possible to distribute files from a document list to a distribution list. 

Background

Before it is possible to distribute files from a document list to a distribution list, they have to be connected. This connection is created when you attach the distribution lists and document lists. When you create new document lists and distribution lists, you will be asked to attach the connection. 

Things you should be attentive to

• You need rights to create and edit the folder structure. To get rights, you should contact a project administrator.
• If you cannot connect a document list with a distribution list, it can be because of the settings on the document list. Document lists can be setup to only be attached to closed distribution lists and you can edit this to all distribution lists.

How to

1. Right click on a document list in the Publication Space and choose "Attach distribution lists"
2. Mark the distribution lists that you wish to attach the document list with
3. Click "OK" to finish