Managing Folders

Folders are virtual containers for categorizing files. Folders are used to set Retentions (how long a file is saved), manage where the files are physically stored on the network, and to set access control for the files. Files can be associated with multiple folders.

Association rules can be created to automatically place files into folders when the files are ingested or as specific metadata, such as Markers, Tags, and assigned Users, is placed on the file.

This article provides information on adding and editing folders, setting and removing access folders, and adding folders to cabinets. 

Adding a Folder

1. Click Folders in the Administration navigation pane.
   A Folders list with Name and Description of the folder appears. 
2. Click Add at the bottom right of the window. The Folder Properties dialog box appears. 
3. Enter a Name for the folder.
   The Name should be clear and easily understandable, such as DUI for a folder that contains DUI videos. 
4. Enter a Description for the folder that describes which files are held in the folder. 
5. Select the storage Location for the folder. This tells Axon Commander where the folder is found. 
6. Enter the Retention time in days. This tells Axon Commander how long a file should be kept in the folder before being removed from the system. The value must be greater than zero (0).
   If the file should not be removed from the folder, select Make Permanent.
   Folders with Make Permanent selected are not required to set a Retention time and files in those folders are never removed from the folder. 
7. Select Files may be sent here via the “send to” menu if files can be associated with the folder through the Send To context menu option.
   If selected, users with the Send Files to Folders/Cabinets with the Send To feature enabled Right can associate files with this folder. 
8. Select the Post Retention Workflow destination for files.
   When the Retention time for the folder is reached and if the file is not associated with any other folder that has a greater Retention time, the Post Retention Workflow is activated. This transfers the files to the location specified by the Post Retention Workflow list.
   The default setting for Post Retention Workflow is the Recycle Bin. The Recycle Bin cannot be deleted and is used to catch Files in the Event of an accidental deletion. By default, the Recycle Bin has Make Permanent selected, but this can be changed by editing the Recycle Bin folder. 
9. Click Apply to save the settings.
   You can continue to set access control for the folder and add the folder to a Cabinet or click Close to exit the Folder Properties dialog box.

Editing a Folder

After folders are added, they can be edited and managed by the Axon Commander Administration application.

1. Click Folders in the Administration navigation pane.
   The list of folders is shown. 
2. Find and select the folder you want to edit.
   You can use the Filter field at the bottom of the window to narrow the list of folders shown in the list. You can enter Name or Description information into the filter. 
3. Double-click on the folder row. The Folder Properties dialog box for the selected folder opens. 
4. Edit the folder information as needed. 
5. Click Apply to save the changes.
   You can continue to set access control for the folder and add the folder to a Cabinet or click Close to exit the Folder Properties dialog box.

Setting Access Control on a Folder

Access Control is used to set the access options for users and groups. Access to a folder and all files associated with the folder can be allowed or restricted. 

Note: Make sure your users have the View Files that my User-Groups can access Right selected. Without this Right, users are not able to access files even if a group they are part of is allowed access to the folder.

1. Click the Security tab in the Folder Properties dialog box.
   This tab has the list of user and group access control (Allowed and Restricted) rules for the folder. The list is blank if this is the first time you are assigning access control to a folder. 
2. Use the controls to set access control rules.
   There are three lists and two check boxes used to create an access control rule.
   
   • User/Group selection list: This selects the specific user or group to which the access control applies. Whether users or groups is shown in the list is determined by the User/Usergroup list, described below.
   • User/Usergroup list: This sets if the User/Group Selection list shows a list of users or Groups. If User is selected, then a list of all users is shown in the User/Group Selection list. If Usergroup is selected, then a list of all groups is shown in the User/Group Selection list.
   • Allow/Restrict list: This sets the type of access control. When Allow is selected the user or group is allowed access to the folder. When Restrict is selected the user or group is restricted from accessing the folder.
   • Inherits permissions from Cabinets: When selected the access control settings from a parent Cabinet are inherited and apply to the folder. This is selected by default. For more information on Cabinet access controls, see Setting Access Control on a Cabinet.
   • Reset security of Files in this Folder: When selected the access control setting for any files associated with the folder are set to the access control settings of this folder. This is not selected by default.
3. After the user or group and access controls are selected, click Add to add the access control rule.
4. After you have added all the access control rules for the folder, click Apply to save the changes.
   You can continue to add the folder to a Cabinet or click Close to exit the Folder Properties dialog box.

Removing Access Controls on a Folder

1. Follow the Editing a Folder instructions to open the Folder Properties dialog box for the folder you want to edit.
2. Click the Security tab in the Folder Properties dialog box.
3. Select the user or group in the access control list that you want to remove.
4. Click Remove.
5. Click Apply to save the change.
6. Click Close to exit the Folder Properties dialog box.

Add Folders to Cabinets

1. Click the Cabinets tab in the Folder Properties dialog box.
2. Click Add. The list of Cabinets is shown.
3. Click the Cabinet you want to associate with the folder.
   You can use the Find field at the bottom of the list to narrow the list of Cabinets.
   Hold the Ctrl key and click the Cabinet to select multiple Cabinets at one time. 
4. Click OK. The selected Cabinets are added to the Cabinets tab list. 
5. Click Apply to save the changes.
6. Click Close to exit the Folder Properties dialog box.

The Folder Properties Files Tab

The Files tab shows a list of files currently associated with the folder. No actions can be taken from this tab.