Adding the first folders to the left navigation is done by an administrator. See Edit Folders Navigation for a full explanation.
Once those base folders have been established then Project Managers are able to add sub-folders from the Folder view. Add a new folder by using the add icon . Folders are especially useful for organizing large volumes of projects, files and other items, similar to organizing folders on your computer.
Name is a required field to give a name to this folder.
Master Folder If the folder you are creating the new sub-folder within was originally set up as a master folder, then the name of the master folder will be shown.
Default Quick View can be set to default or All Columns.
Navigation: Display in Navigation enables the folder to be seen in left navigation.
Navigation: Automatically Set Display in Navigation On for new Child Folders & Items enables future folders to be automatically shown in left navigation.
Item allowance properties can allow for many items to be added as containers to other items with what might sometimes appear to be an overwhelming amount of flexibility. Using rules as to which items can be contained in other items can help to control the placement of items and reduce potential confusion as to where content should be placed. An example which is often thought of as too much flexibility is the ability to add a folder to a file, which is the reverse of the files-in-folders structure which is familiar to most people. Items allowed is often set at the root level of the system to set rules as to the item relationships which are inherited throughout the global system.
Exceptions to the rules of these settings in any item can be made for that item's child items by using this same interface within the specific item.
Inherit the add... can be unchecked to set exceptions.for child items of any item.
Item Type lists items which may be set for rules within the Project Insight system that could be allowed to be added to this folder. In most cases, allowing Articles, Files and Messages is sufficient. Click to check the box next to the item types you'd like this folder to contain.
Reset all children to inherit... will force the inherit rule on all child items from this parent. This setting has no purpose for new items because child items are automatically set to inherit without this setting. It is only used to reset all child items if the parent item might have many child items which have been changed for exceptions in the past and you would like to force the inherit rule back to inherit through all of the child items. The check box will force the inherit settings and then immediately un-check itself upon saving the item so that you never see this box checked when first opening up the Items Allowed tab through any add or edit action.
Display settings, most commonly applied to folders, have options as to which interface is used navigating the list of items within the folder view. To simplify the explanation of how these settings are used, they are documented in reference to their usage in folder displays.
Tree will display the contents of the folder with expand and collapse options to the left of any item in the list which contains at least one child item. An example would be a sub-folder in the list which contains one or more files. Expanding the folder will display the contents of the sub-folder without navigating away from the current folder list view.
List will display a list of the contents without allowing the expand and collapse options.
List with Page Spanning offers additional options to the list view which are often necessary for folders containing large quantities of child items. For example, a folder may contain 300 file uploads which would make for a very long page display and slow page refresh performance in all but the very highest performance Internet connections. Setting the list to show only 25 items at a time will dramatically improve the usability of the page. First letter name search and text search can provide further ease of use. In the example below, all page spanning and search options are in use on a folder which contains anywhere from 76 to 100 items (four spanning pages).
Item permissions are set at any level. For the purpose of this help, the following item permissions example is specifically for a folder. All other items have similar options.
All permissions settings selections are displayed here. Granting or denying permissions for additional Companies, Groups or Users is done by making the appropriate selections from Grant Permissions, adding the additional selections in the lower part of the box and checking the appropriate boxes to grant or deny.
Inherited permissions will display "grayed out" to prevent an override of intended inheritance rules.
Best Practices for Setting Permissions
Permissions are normally set on folders either when you add the folder, or later by editing the folder. Group is the most common and most frequently recommended method for managing user permissions, but any combination of Company, Group and User permissions may be selected within the Permissions tab.
The default for a folder is always to "Inherit permissions from parent" so that any folder added will always maintain the identical permissions of its parent folder if no permission changes are made by the administrator. If the inherited permissions should not apply to a specific folder, you will need to remove the check box from the permissions settings for the "Inherit permissions from parent" property. This will allow the permissions that are inherited from the parent to be removed from this folder.
As a best practice, avoid the use of "Deny" settings as Deny should only be used in exceptional circumstances within which it is more feasible to deny a specific user or group than it is to simply not permit their permission in the first place.
See Permissions Examples to review example permissions diagrams.