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Super Contributor.. TB007 Super Contributor..
Super Contributor..
1769 views

Use of Subfolders

Hi Everyone,

(we use 8.2)

I wanted to do a quick poll on hoiw many  of you are using  the Subfolders functionality in RM8:

If you do;-

  1.  What purpose or  class of records do you use them for?
  2. Do you just have  it across the board 
  3. Any special rules you place around them?
  4. Any issues /lessons learned?

Anything else you would like to  share

We are  currenly in the process of implemneting and have set up subfolders for projects.  However, I am finding a number of examples or requests for  subfolders fro non project related material.   the message that ia have received  from    in the past, that once you allow users to create subfolder, it can get out of control.

looking forward to your responses

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9 Replies
Outstanding Contributor.. Sten28 Outstanding Contributor..
Outstanding Contributor..

Re: Use of Subfolders

From what I've seen, users want sub-folders because they want the "Windows" experience and aren't fully across how powerful search can be...

You are right, it can get out of control, but RM does prevent users from nesting too far (10 levels is the limit I think?). Not very fun to administer!

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Established Member.. Steve_Urbina
Established Member..

Re: Use of Subfolders

I have used HPRM auto-generated sub-folders for one customer and a few years ago I created an SDK add-in which did this. In both cases, the customer was trying to mimic Windows folders for end users. The folders were part of an existing process and they didn't want to minimize change to the user experience.

The one lession I leared was when sub-folders weren't created, check the Window's event logs as well as the HPRM logs for answers.

Steve

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Honored Contributor.. Shelley McMenam Honored Contributor..
Honored Contributor..

Re: Use of Subfolders

We use automated sub folders for our employee folders, it keeps all employee information together for HR to access and also allows us to give access to certain sub folders for non-hr personnel, ie. business unit, payroll, workcover etc.  This is the area where sub folders are used, other users have requested sub folders but once they have training in regards to searching and also being show how to use Favourites 95% percent are happy with no sub folder.

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Absent Member.. FittonSco Absent Member..
Absent Member..

Re: Use of Subfolders

We do this in a few different ways. (We are on 8.11)

1. A. There are situations where we may have a main folder that has multiple parts or functions for that subject/project. Under that folder there are instances where the sub-folders are program or other types of files that are each attached to their own retention item. So each sub-folder type is attached to their own classification and "belongs" to the master folder through the Container relationship. So the main folder remains active for it's full life, but the "sub-folders" can then be deleted in accordance with their own retention without waiting for the full file to become inactive and hit its own retention date.

B. In one case, we have sub-folders being created automatically through the record type options. For this particular case, it's a contract folder where certain components will always apply.

C. There are various instances where a sub-folder is directly attached to a main folder without being attached to a separate classification. In these cases, the sub-folders and content are entirely dependent on the main folder for retention purposes.

2. As you can tell, definitely not across the board. We require use cases to intiate a sub-folder routine. This may be our biggest benefit to reducing the number of sub-folders that are created within our structure.

Also, sometimes we may have a customer that is afraid they have someone who will end up re-creating a Windows type sub-folder mess, so they won't be given "Can Use" access to the sub-folder. If they can't create them at all, then you can help avoid a sub-folder catastrophe.

3. The special rules are really built into the use case, so if it is its own retention item, then it must be attached to the appropriate classification.

The biggest rule we've institituted is that we do not allow both folders and documents to be attached at the same level. If you use sub-folders, no documents should be attached to the main folder.

4. Sub-folders can make deleting items more difficult. We have found deleting a container with records inside to be very difficult, sometimes timing out and just not working at all. We drill down to the lowest level, delete, and then work our way up. Also, with my first example, you can really start to increase the number of record types you have quite rapidly. We re-use folders where we can, but if there are different indexing specifications needed for each sub-folder, it starts to add up. That's more of a system management issue, but something to keep in mind.

The only other big thing really comes down to naming and searching. Like folder titles are going to significantly add to search results for specific terms, so then it's really an issue of either working on naming conventions to avoid giant search returns or working around the issue by searching outside of those terms, or more specifically with a longer search title.

Outstanding Contributor.. Steve Macukat Outstanding Contributor..
Outstanding Contributor..

Re: Use of Subfolders

Hi Fittosco. Have you found a way to force users to attach documents only to a sub folder?

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Outstanding Contributor.. Steve Macukat Outstanding Contributor..
Outstanding Contributor..

Re: Use of Subfolders

Hi TB007 we have only one level of subfolder and users create them manually.

When people have asked for an extra level of subfolder we've encouraged them to duplicate the title of the requested upper folder in the title of the relevant subfolders then follow that with a dash and the next subdivision. It's similar to how you would title an official file, but with the user's own ad how hierarchy.

However you need to monitor usage to see if users are creating subfolders that should have their official folder.
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Super Contributor.. TB007 Super Contributor..
Super Contributor..

Re: Use of Subfolders

HI Everyone,

Thank you for all the responses-  Very helpful. 

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Absent Member.. FittonSco Absent Member..
Absent Member..

Re: Use of Subfolders

We haven't been able to force attaching documents only to the sub-folder level. Our governance rules and hands-on/paper/video trainings have helped limit this as a potential problem.

We have had, maybe, a handful of cases where documents were attached to a main folder at the same level as the sub-folders. Even with those issues, the scope of the problem was not severe.

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FlinBin Respected Contributor.
Respected Contributor.

Re: Use of Subfolders

We have tried to limit the use of subfolders. They are mainly used if the parent file deals with complex subjects and its easier to separate into sub-cateogories. For eg: most construction projects have sub-folders for approvals, consultant reports, finance, progress reports etc. Sub-folders are not allowed to have different classification/retention. So they are just treated as dividers in hardcopy filing system.

End users are not allowed to create files/sub-folders. All files are created by records office. After sub-folders are created, the parent file is closed to stop users from adding doucments to parent file.

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