Filing Documents/Items in Folders

File in Folder

In most document applications today, you must create a folder to store a document. If you delete the folder, you also delete its contents. Because NetDocuments folders are virtual, documents do not exist solely in folders. Documents are "filed" or "linked" to folders.

In nearly every application and operating system today, you must "file" a document in a folder. In NetDocuments, you are not required to file a document in a folder. You can simply store them "unfiled" in a Cabinet and use the Recent Docs lists or Search features to locate the document(s). In most instances, these features will be a quicker way to access your document.

You may choose to organize your documents into folders and subfolders, but this is optional. When you do, your "filed" documents are simply "links" or "shortcuts" to the actual documents that are stored in the cabinet repository.

Note: You may also "link" a document to multiple folder locations. This is very powerful, and it means that different users can find the same instance of a single document in different folders. You should be conscious of the fact that if you change the contents of the document, all "linked" locations reflect that change and that could come as a surprise to others the next time they review the document.

It's up to you and your organization as to when and how you organize your documents. If you are dealing with just a few documents, organizing them into folders may be the way to go. However, if you deal with tens of thousands of documents, or even millions, you will keep most of those documents stored in the cabinet repository and access them using the Search, Categories, or the Recent Docs options. Folders can ideally be used for current projects or key clients. This is where the Profile comes in handy. With NetDocuments Enterprise you can create as many administrator-defined Profile fields as you need where you can assign or classify your document to a subject, a client name, a project name, etc. to easily search on those Profile fields at anytime. NetDocuments Professional users can search the fixed Profile fields available in the document Profile dialog such as File Name, Date, Creator, Modified, etc.

How to File a Document in a Folder
If you are in a subfolder, you can select a document and click on File in Folder from the Document option menu to the left. Or, if you have clicked on the Profile information for a document, you will see the option to File in Folder as shown below. You are then asked to select a folder. If the document has already been filed, you can select to unfile it from the current folder.
When filing documents into a folder, you have the option to create a new folder on the fly as you are filing. You can also move up and down a folder tree to determine the folder you want to use for filing.
If you have already filed a document in a folder, the option File in another folder appears. This allows you to file it in multiple locations as discussed previously.
NOTE: Documents stored in My Cabinet must always be filed in a folder.

Show Folders in which a document is filed

If you tend to file a document into more than one folder, then you may find the Show Folders option useful. This option is available at the Profile options or the Info dialog accessed from the List Views. To learn more about viewing the folders a document is stored in, click here.

See Also

Unfile from this folder

Move to NetBinder^tm

File in Folder
	In most document applications today, you must create a folder to store a document. If you delete the folder, you also delete its contents. Because NetDocuments folders are virtual, documents do not exist solely in folders. Documents are "filed" or "linked" to folders. In nearly every application and operating system today, you must "file" a document in a folder. In NetDocuments, you are not required to file a document in a folder. You can simply store them "unfiled" in a Cabinet and use the Recent Docs lists or Search features to locate the document(s). In most instances, these features will be a quicker way to access your document. You may choose to organize your documents into folders and subfolders, but this is optional. When you do, your "filed" documents are simply "links" or "shortcuts" to the actual documents that are stored in the cabinet repository. Note: You may also "link" a document to multiple folder locations. This is very powerful, and it means that different users can find the same instance of a single document in different folders. You should be conscious of the fact that if you change the contents of the document, all "linked" locations reflect that change and that could come as a surprise to others the next time they review the document. It's up to you and your organization as to when and how you organize your documents. If you are dealing with just a few documents, organizing them into folders may be the way to go. However, if you deal with tens of thousands of documents, or even millions, you will keep most of those documents stored in the cabinet repository and access them using the Search, Categories, or the Recent Docs options. Folders can ideally be used for current projects or key clients. This is where the Profile comes in handy. With NetDocuments Enterprise you can create as many administrator-defined Profile fields as you need where you can assign or classify your document to a subject, a client name, a project name, etc. to easily search on those Profile fields at anytime. NetDocuments Professional users can search the fixed Profile fields available in the document Profile dialog such as File Name, Date, Creator, Modified, etc. How to File a Document in a Folder If you are in a subfolder, you can select a document and click on File in Folder from the Document option menu to the left. Or, if you have clicked on the Profile information for a document, you will see the option to File in Folder as shown below. You are then asked to select a folder. If the document has already been filed, you can select to unfile it from the current folder. When filing documents into a folder, you have the option to create a new folder on the fly as you are filing. You can also move up and down a folder tree to determine the folder you want to use for filing. If you have already filed a document in a folder, the option File in another folder appears. This allows you to file it in multiple locations as discussed previously. NOTE: Documents stored in My Cabinet must always be filed in a folder. Show Folders in which a document is filed If you tend to file a document into more than one folder, then you may find the Show Folders option useful. This option is available at the Profile options or the Info dialog accessed from the List Views. To learn more about viewing the folders a document is stored in, click here.


See Also
	Unfile from this folder Move to NetBinder^tm