Global Attributes - Document Folder Structures

Introduction

When a workspace is generated in a workspace-generating list, such as projects or companies, the document library can automatically be populated by a preset folder structure. This is achieved with the tool described in this section.

Functionality

In Business Online, there are 6 lists that generate document libraries for the workspace. These are

• Companies
• Contracts
• Leads
• Projects
• Personnel
• QHSE Reports (NCR)

Each of these lists can have their own unique folder structures defined. In the Documents option under Global Attributes in BO Configuration, all these lists and their folder structures are represented.

It is from this library that the logic determines which folder structure should be imported when a new workspace is generated. In general, it looks like this

List Name > Type (or Default) > (General (if Company or Project))> Folder Structure

Paths

The required path will always be properly set up with the General folder when the system is new, but for new unique folder structures it is important to remember the General folder for the two lists that require it (Companies and Projects).

Companies -> Type / Default -> General -> Folder Structure

Contracts -> Type / Default -> Folder Structure

Lead -> Type / Default -> Folder Structure

NCRObservationCard -> Folder Structure

Personnel -> Type / Default -> Shared Documents & HR Documents ->Folder Structure

ProjectGeneral -> Type / Default -> General -> Folder Structure

When you enter one of the list folders from the top level, there will be

• A default folder
• Folder types

Default Folder

The "Default" folder structure is the folder structure that is generated when there is no unique folder structure that matches the item creation.

Say the new item is a project with the project type "Development". If there is no folder in ProjectGeneral with this name, the logic will try to generate a standard folder structure in the "Default" folder.

Folder Types

The folder types are created with names that correspond to their item, to allow unique folder structures to be created.

Most lists have type definitions that are elaborated in the BO Configuration section.

When creating a unique folder structure for a specific project type or company type, there are two things you should remember:

1. The folder name must be identical to the corresponding project/company type
   • Ex: The folder must be named exactly "Tender Project" if the project type is called "Tender Project". If the folder was named "Tender", the logic would not be able to associate it correctly, and would generate the Default folder structure instead
2. The General folder in Default or folder type
   • Example path: ProjectGeneral -> "Tender Project" -> General -> Folder Structure

When creating a unique folder structure for a specific personnel type, there are also two things you should remember:

1. The folder name must be identical to the corresponding personnel type
   • Ex: The folder must be named exactly "Consultant" if the personnel type is called "Consultant". If the folder was named "consultants", the logic would not be able to associate it correctly, and would generate the Default folder structure instead
2. Shared Documents and HR Documents folders in Default or folder type
   • Example path: Personnel -> "Consultant" -> Shared Documents and HR Documents -> Folder Structure

Folder Structure Level

When you are within the Default/folder type (General if it is a company or project folder structure, Shared Documents and HR Documents if it is a Personnel folder structure), it is time to define the folder structure. From here, you can define a folder structure with as many folders as you want.

There are two things to consider at this level:

• Sort order
• Relevant documents

Sort Order

The folders you create here will appear in the same sort order when they are generated in a workspace. This means that if you want a very specific sort order for folders, you must create them in the correct order from top to bottom.

Relevant Documents

For each folder in the folder structure, there is an option to link a document to the folder that will be copied and created in the folder when the workspace is generated.

In the Edit menu (pencil icon) for each folder, there is a lookup to the document library Governing Documents. When one or more documents are selected here, they will be copied into this folder when the workspace's document library is generated.

This is usually used to generate a file that is always relevant regardless of the item being generated. For example, it can be a requirements specification document for a development project, or a supplier assessment document for a new supplier in the company list.

Permissions on folders

Groups and Permission Roles, access control on custom folders

Access control with Groups and Permission Roles applies to the custom folders in the folder structure, meaning the folders added below root level. The root folders themselves, such as Companies, Leads, ProjectGeneral, etc, must not be configured with access at this level. It is only on the custom folders below these that you can configure Groups and Permission Roles for each individual folder.

Groups

For each custom folder, access can be granted to one or more Groups. Groups are fixed SharePoint groups defined centrally in Business Online, such as All Business Online, System Admin, or function specific groups like HR or Contract Manager.

In the Edit menu (pencil icon) for each folder, under the Groups tab, you can add a group and select an access level (Read, Contribute, or Full Control). Access granted here applies to every member of that group, in every relevant workspace.

This is usually used for folders that should be visible to everyone, such as general project information, or for folders that should be locked down to administrators only, such as a folder only Contracts Managers should be able to open.

Permission Roles

For each custom folder, access can also be granted to one or more Permission Roles. Unlike Groups, a Permission Role is tied to a function in the workspace rather than to a fixed set of people, for example Project Responsible.

In the Edit menu (pencil icon) for each folder, under the Permission Roles tab, you can add a role and select an access level. Access is then assigned dynamically to whoever is set in that role on the project card. Eg. If the Project Responsible changes, access to the folder updates automatically to the new person, without any manual configuration.

This is usually used when access should follow a function rather than a fixed group of people, for example when the Project Responsible needs to read or contribute to specific folders in their own project, but should not automatically get access to the same folder in other projects.

Combining Groups and Permission Roles

Groups and Permission Roles can be combined freely on the same folder. For example, All Business Online can be given Read access via Groups, while Project Responsible is given Contribute access via Permission Roles on the same folder.

The user who creates a project is automatically set as Owner of the project's SharePoint group, which grants Full Control across all folders in that project. Groups and Permission Roles can add access on top of this, but cannot restrict it.