Working with Web Folders 

Prerequisites

You have set up a web folder for Records Management in Windows Explorer (see Setting Up Web Folders in Windows Explorer).

Navigating in the Hierarchy

The hierarchical structure of the folders corresponds to their hierarchical structure in Records Management. The hierarchy levels are as follows:

·        Root node, area

·        First hierarchy level: Records Management System

·        Second hierarchy level: Role-based view, History, Favorites

The subsequent hierarchy levels depend on which folders you have opened in the second hierarchy level.

·        If you choose the role-based view, the lower hierarchy levels contain the following folders: Types -> Element Types -> Predefined Searches

·        If you choose Favorites, the lower hierarchy levels contain the following folders:

Favorites folder -> Elements and element types of favorites

·        If you choose History, the lower hierarchy levels contain the following entries:

All history elements.

Searching for an Element

You can search for an element using the role-based view, or open a previously inserted element directly using either Favorites or History.

To search for an element, open the role-based view and then open the element type in which you want to search for an element. The search cannot be performed in the same way as in Records Management. You cannot enter search attributes either.  Beforehand, in Customizing, you need to define which search attributes to use. You then see these predefined searches as folders under the assigned element type. By double-clicking on one of these folders, you can start the search For more information, see Customizing for the WebDAV.

Displaying an Element

Elements that contain other elements (structure elements) are displayed as folders. All records are therefore displayed as folders. The structure nodes within the records are also displayed as folders (as in Records Management). Elements that have content are indicated by a format symbol. The display name is made up as follows: <SP-POID Directory ID>.<extension>. To display an element, double-click it.

Changing an Element

If you change and save a document, these changes are also taken over to Records Management. Every change overwrites the previous version. You cannot save the changed document as a new version.

Inserting an Element

You can insert web folder documents in Records Management by saving the document in a Records Management web folder. The document can then also be found in Records Management.

If you save the document in the folder of an element type, it will be assigned to this element type. If you save the document in a different folder (such as a record), it will be assigned to the element type that you set previously in Customizing for a given mime type. If this element type is not permitted within the chosen folder, an error message is displayed. For more information, see Customizing for the WebDAV Server.