Administration Based on Folder Type

                 

 
Special Edition Using Microsoft SharePoint Portal Server
By Robert  Ferguson

Table of Contents
Chapter  4.   Overview of Document Management


In Chapter 3, "Overview of Using the Workspace and Dashboard," we discussed the Coordinator role within the workspace. A folder-level Coordinator is a subordinate role that can be delegated by the workspace Coordinator. While this could be the same person, often a different person within a department or business unit is assigned to manage a top-level folder and subfolders beneath it. There are two types of folders that can be managed: enhanced and standard. The folder-level Coordinator will perform various tasks which depend on the type of folder they are responsible for managing. For example, within a standard folder, the assigned folder Coordinator can assign roles, edit and delete documents, create folders and subfolders , and apply pre-established document profiles to folders.

TIP

It is recommended to use standard folders when working with documents that will not require group interaction tasks. If a document requires editing and approval from several individuals, you probably should be using enhanced folders.


NOTE

All documents placed within a standard folder are automatically published to the dashboard site. Once a file is placed in a standard folder, all users that have the Reader role assigned will have the ability to browse and search for these documents. Document management features such as check in and check out, public and private views, version control, and approval routing can only be done within an enhanced folder.


Within an enhanced folder, the folder-level Coordinator can do all the same tasks as stated above within a standard folder. In addition, Coordinators of enhanced folders can enable appropriate approval processes, which allow documents to be published to the dashboard site for the end user community. Since the top-level Documents folder is an enhanced folder, any subfolders created within this folder will inherit the enhanced folder settings. In addition, when you drag a folder from your computer to the workspace, folder inheritance will apply. For example, if you drag a folder into an enhanced folder within the workspace, the folder you drag into the workspace inherits the parent folder settings and also becomes an enhanced folder. If you need to create a standard folder within an enhanced folder, you must manually uncheck the Enable Enhanced folders setting within the properties page of the new folder that you create.


                 
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Special Edition Using Microsoft SharePoint Portal Server
Special Edition Using Microsoft SharePoint Portal Server
ISBN: 0789725703
EAN: 2147483647
Year: 2002
Pages: 286

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