Creating Folders

See Also

 

You can create a folder that is associated with a department or you can create your own private folders. If many people will need to see or add to the information; you would generally create a folder associated with a department; if only you or a few other people will need to see the information, you would generally create your own folder.

For example, suppose you get regular job applicants and you want to store all of them in a folder where all managers can see them. You would probably create a "Job Applicants" folder associated with the Human Resources department. On the other hand, if you were creating a folder to keep track of fund raising for a team your child was on, you would create your own folder.

Creating a folder associated with a department

1.

On the Departments page, click the department to set up a folder for.

2.

Click Options, and click Folders. This takes you to the list of folders for that department. (Show/hide screen)

(When you initially go there, there will be no folders in your list.)

3.

Click Options, highlight Folder, and click Add New Folder.

4.

Enter a name for the folder and press enter or click Next. (Show/hide screen)

5.

Add the optional description if you need anything beyond the name of the folder to describe what is in it.

If the folder name is clear enough to you, you can leave the description blank. (Show/hide screen)

6.

Enter the security level needed to look at the contents of the folder. (Show/hide screen)

Anyone with a security level lower than the one you specify will see the folder in the list but won't be able to see what's in it. For example, your might only want your managers to be able to look at the resumes in the job applicants folder, so you might set the security level to 5 for that type of folder. On the other hand, you might anyone to be able to see the plans for the company picnic, so you might set that folder to level 2.

Typical security levels are:

For this role:

Use this security level:

Owner

7

upper level management

6

departmental manger

5

assistant manager (e.g. schedules calendar)

4

typical employee

2–3

non-employee (e.g., adjustor or subcontractor you want to give limited access to)

1

7.

After you choose the security level, you are returned to the list of folders.

From there, you can add another folder, associate people with the selected folder, or add journal entries and documents to the selected folder.

8.

When done,  click the in the upper right corner of the window to close the window.

Creating a private folder

A private folder is one that only you and people you choose can see. Except for the first step, the process is the same as the one for creating a folder for a department.

1.

On the Home Page, click Go, and then click Folders from the drop-down menu.

This takes you to the list of private folders you have access to. This includes both folders that you have created and folders that others have created and chosen to give you access to. (Show/hide screen)

When you initially go there, there may not be any folders in your list.

2.

Click Options, highlight Folder, and click Add New Folder.

3.

Enter a name for the folder and press enter or click Next. (Show/hide screen)

4.

Add the optional description if you need anything beyond the name of the folder to describe what is in it.

If the folder name is clear enough to you, you can leave the description blank. (Show/hide screen)

5.

Enter the security level needed to look at the contents of the folder. (Show/hide screen)

Since people can only see private folders if you give them access to it, security level isn't particularly important here.

6.

After you choose the security level, you are returned to the list of folders.

From there, you can add another folder, associate people with the selected folder, or add journal entries and documents to the selected folder.

7.

When done,  click the in the upper right corner of the window to close the window.