Browse Content

Just like on your computer, documents in SmartCabinet® are stored in folders. Browse Content allows you to browse the folder hierarchy to find any document or folder you need. This is where you’ll go to move, copy, and delete files. It’s similar to using Windows Explorer, so much of what you do here will feel familiar.

Remember, your file hierarchy will be different than what is shown here. This is just an example.

Clicking on the Browse Content Tray reveals SmartCabinet®’s file hierarchy. On the left side of the screen, you see the file hierarchy. On the right side of the screen, you see the sub-folders and contents of the current folder, in this case “Corporate”. You can drill down into a sub-folder by clicking its name on either side.

 

The Item Actions Menu for Content

The Item Actions menu for content has the following options based on your permissions:

  • Check out. Check content out to make changes 
  • Update Content Information. Allows you to update any of the content metadata.
  • Rename. Change the file name of the content.
  • Get Native File.  Prompts you to save or view the native version of the content.
  • Check In Similar. Save time by using Check In Similar if you have content with the same metadata.
  • Send Link By Email. Launches your email application with links to the Content Information, Native Document and a Web Viewable of the Document.
  • Create Discussion. Create a threaded discussion on the document.
  • Create Shortcut. Creates a shortcut to the selected content so it can be accessed from more than one location in the file hierarchy.
  • Add To My Folders. Create your own shortcut library under My Folders for your most frequently used folders.
  • Copy. Copies a file to a different location in the file hierarchy.
  • Move. Moves a file to different location in the file hierarchy.
  • Trash. Moves the file and sends it to your personal trash.
  • Delete. Deletes the file and puts it in the Expired Content to be queued for permanent removal.

 

The Item Actions Menu for Folders

  • Update Folder Information. Allows you to update or view any of the folder metadata and get to the Addt'l Folder Metadata.
  • Create Shortcut. Creates a shortcut to the selected folder so it can be accessed from more than one location in the file hierarchy.
  • Rename. Change the file name of the content.
  • Discuss This Folder.Opens a discussion page with the option to create posts and collaborate on the folder.
  • Add To My Folders. Create your own shortcut library under My Folders for your most frequently used folders.
  • Rename. Change the file name of the folder.
  • Copy. Copies a file to a different location in the file hierarchy.
  • Copy Multiple. Copy the folder to multiple locations
  • Move. Moves a file to different location in the file hierarchy.
  • Trash. Moves the file and sends it to your personal trash.
  • Delete. Deletes the file and puts it in the Expired Content to be queued for permanent removal.
  • Content Count. Gives you the count of the content directly under that folder 

 

Selecting Create Shortcut, Move, or Copy brings up the file explorer window. Check boxes will show up to the left of each item and you will be able to select multiple files and folders to move, copy, or delete.

 

 

This is what you use to maneuver in the file hierarchy and complete your operation. When you've found the file location you are looking for click to open the folder and then click OK.

 

The Screen Actions Menu

  The View menu has the following options:

  • Headline View. Lists the Content Title, File Size, Released Date and Checked In By metadata.
  • Custom View. Lists the Content Title and three custom metadata fields.  The default custom metadata fields are Content Creator, Date On Content and Comments.

 

The Add menu has the following options:

  • New Folder. Brings up the Folder Creation screen to add a new folder.
  • New Query Folder. Create a system wide shortcut folder.
  • New Content Item.  Brings up the Content Check In Form.
  • Existing Content Item.  If a piece of content has been removed from a folder you can reassign it to a folder.

 

The Edit menu has the following options: 

  • Folder Information. Edit the basic Folder Information such as Name, Owner, Security Class and set Inhibit Propagation and Prompt for Metadata rules.
  • Folder History. See the history of the folder containing the action, date and who performed the action. 
  • Add Folder Image. Add a folder image.
  • Metadata Values. Add or Edit standard Content Metadata for the folder which will be populated as default metadata for the user when content is checked in. 

 

The Select and Actions menu has the following options:

  • Select All, All Folders and All Files. Selects each folder and/or piece of content in the table by checking its Select check box. You must have the ability to Multi-Select for this option to work. 
  • None. Unselects each folder or piece of content in the table by unchecking its Select check box.
  • Copy. Brings up the File Explorer window and allows you to copy the folder to a new location
  • Copy Multiple. Brings up the Select Folders window and allows you to copy the folder to multiple new locations.
  • Trash. Moves the file and sends it to your personal trash.
  • Delete. Deletes the current folder and places it in the Trash.
  • Remove From Folder. Removes the document from the folder.  Content removed from folder unassigns the content to any location and to be found again needs to be searched for. 

 

 

 

 

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