Shared Folders

Use

The shared folders in the Business Workplace are used for organizing the documents, distribution lists, and business objects of multiple users. Information that is required for group projects and other teamwork, in other words information that is to be made accessible to several employees, can be managed here.

In this way, it is possible to allow either all users or only a defined group of users access to the same information in a folder in shared folders. Depending on this usage type, a distinction is made between client folders and group folders. Access to the folders can also be varied according to whether the information is to be used for publication only or whether it is to be processed further. To do this, different access authorizations to a folder can be assigned.

Users can access the shared folders in their Business Workplace. The shared folder is the root folder of the hierarchically structured shared folders and is flagged with the icon.

Example

Examples of shared folders:

Bulletin board (client folder)

The bulletin board is a source of information and messages for all employees within a company. All employees can display, create, and sometimes change documents.
Personnel department information folder (client folder)

This folder can contain documents of general interest and may therefore be displayed by all employees. However, only personnel department staff has the authorization to create or change documents in this information folder.
Project folder (group folder)

A project folder can serve as a discussion forum. This folder can store, for example, project plans, proposals, minutes of meetings and activities. Only employees involved in a particular project may display, create and change documents in this folder.

Shared folders can contain other shared folders, documents, and distribution lists. All documents, object folders and distribution lists relating to one project or topic can be stored in a corresponding folder, including subfolders if required. The following figure shows how shared folders in the Business Workplace can be arranged.

Depending on company size and usage intensity, shared folders can have very complicated hierarchies. If this is the case, you should subscribe to the folders that you repeatedly access so that you can access the information you require faster and more easily.

Activities

To set up this structure in accordance with the requirements of the different departments, the administrator should contact the representatives of each department when defining the folder structure.

In order to control which users can access the folders and with which authorizations, access authorizations are defined for shared folders.