The folder/subfolder structure creation makes it easy to organize your documents and create different permissions.

Further below in this tutorial, it's explained how to create folders and how to manage these folders.

Only users who have access to this folder can consult all documents on the folder, regardless of any other workflow configuration setting or permission.

How to create a new folder

1. Select your user name and click on AGIR Config.

2. On the Document tab, click on Folders. Then, to create a new folder and name it, click on New Folder.

3. On folder properties, select Documents to set this folder as a My Documents module folder. If you desire to create a subfolder, select a Folder Parent.

After step 3, the folder is created. Then, you should set folder permissions.

How to configure folder permissions?

There are only 2 permission settings to configure in folders' management: 

• The users who should have access to the folder and its documents - Readers
• The users who are the folder's owners (users who can add/delete folder documents)- Writers

 ATTENTION  A writer, in this context, is a user that only has permission to manage the contents of the folder. Writers can’t edit/verify/approve documents. These users can only add/delete already existing documents on their AGIR folder.

To set folder permissions, follow the next steps:

1. Access the folder, by right-clicking over it. Then, click on Set Permissions. As shown in the image below, you can rename the folder, delete it, or send it to a parent folder.

As you can see in the image, in this same menu, you can also edit the folder name, delete the folder, or move the folder into another parent folder.

Note: If the folder for which you are setting permissions contains other subfolders, you must set the permissions directly on those subfolders for users to have access to them. If you only set permissions on the parent folder, users will only have access to the documents in the parent folder, not the subfolders.

2. Then you have the user list/group, which should be composed of readers, and the user's list which contains the folder's owners (writers).

3. Save changes.

4. After step 3, the folder will be available. Go to document properties and click on the intended folder to add a document to this folder.

 ATTENTION  Only folders writers can see their folders on the document properties menu. This way, only folder writers can send documents to folders.

To summarize:

• Readers: they can see the folder and its whole content.
• Writers: they can see the folder, and its whole content, and add/delete folder documents.

 ATTENTION  Usually readers are set according to already existing user groups. The writers are always defined by a user since there are fewer writers than readers.

 ATTENTION   A document can belong to none, one or several folders. Documents with no relation to any folder are available on Workflows/Type/Links.

 PERMISSIONS  Only Agir Administrators can create and config document folders.