Create, edit, and assign virtual folder groups

When you upload an attachment in Civic Platform, the user who uploads the attachment can select from a predefined list of folders or create a new virtual folder as appropriate. However, Citizen Access users can only select from the predefined virtual folder group to upload attachments. Assigning attachments to virtual folders serves the same purpose as an actual folder: It allows users to organize uploaded attachments into groups (folders), making it easier to keep track of those attachments.

You can create as many virtual folders and folder groups as you need, by creating standard choices (virtual folder groups) with the desired values (virtual folders) you want to use. You can then associate each virtual folder group with a corresponding record type.

Existing users with file upload permissions (FID 8212) can edit the virtual folder settings.

Create a virtual folder group

You can create virtual folder groups directly from the Record Type Administration portlet.

To create a virtual folder group

From the Administration menu, select Administration > Record type definition.
Expand the module you want to work with.
Select the record type for which you want to create a virtual folder group by selecting the record type alias hyperlink.

If you have a large number of record types, you can use Find in list to locate the desired record type by name.
Select Other associations > Virtual folder group.
Select Create new virtual folder group.
Enter the name of the new virtual folder group you are creating in the Standard choices item name field.
In the Description field, describe the folder group you are creating. You could enter usage and other relevant information.
In the Status field, select Enable.
In the Type field, select Business configuration.
Select Virtual folder from the Option drop-down list below the Type field.
Select Submit.

Civic Platform creates the new virtual folder group. Now you need to add virtual folders to your group.
Select Add new at the bottom of the window next to Configuration.
Enter the name of the virtual folder you want to add to the group in the Value field.
In the Value description field, describe the folder group you are creating. You could enter usage and other relevant information.
In the Status field, select Enable.
Select Add.
Repeat from for each folder you want to add to the group.
When you finish adding folders, select Submit to save your new virtual folder group and folders.
Select Other associations > Virtual folder group.
Select Refresh .

The new virtual folder group is now available for assignment to a record type in the Virtual folder group drop-down list.

View or edit a virtual folder group

You can access virtual folder group details directly from the Record Type Administration portlet.

To view or edit virtual folder group details

From the Administration menu, select Administration > Record type definition.
Expand the module you want to work with.
Select the record type for which you want to create a virtual folder group by selecting the record type alias hyperlink.

If you have a large number of record types, you can use Search to locate the desired record type by name.
Select Other associations > Virtual folder group.
Select the virtual folder group you want to view or edit from the Virtual folder group drop-down list.
Select the View/edit link to the right of the field.
Make modifications to the settings as needed.
Select Save if you made changes.

Assign a virtual folder group to a record type

To make virtual folders available for use to users, you must assign the appropriate virtual folder group to each record type. You can create a unique virtual folder group for each record type. You can also assign a single virtual folder group to multiple record types. You cannot, however, assign multiple virtual folder groups to a single record type.

To assign a virtual folder group to a record type

From the Administration menu, select Administration > Record type definition.
Expand the module with which you want to work.
Select the record type for which you want to create a virtual folder group by selecting the record type alias hyperlink.

If you have a large number of record types, you can use Find in list to locate the desired record type by name.
Select Other associations > Virtual folder group.
Select the virtual folder group you want to associate with the current record type from the Virtual folder group drop-down list.

If you do not see the virtual folder group you need, you might need to add it. See Create a virtual folder group for information about adding a new virtual folder group.
Select Save in the left side panel.

Civic Platform assigns the selected virtual folder group to the current record type. Folders contained within are available to users when they upload documents to records of the current type.