About folders
directory directories
Folders are similar to the folders or directories you find on your
own computer. They contain
documents and other
folders. Make a new folder with .
Unlike folders on your PC, however, folders here also have some
associated descriptive information, shown underneath the folder name
when you are looking at its contents. Change this information with (on the menu).
Furthermore, the contents are more than just files.
Documents store multiple
versions, comments on them and related information.
Publication structure
Also, folders can be organised according to the structure of the
putative publication they represent. The nature of the folder is shown
just after its name when you are looking at the folder contents.
Each folder at the top level represents a
project. A project
determines who can see and work on the files it contains and it will
store files for a single publication, a series of publications like
editions of a magazine or a disparate publications that the people
assigned to it are responsible for.
Within each project, folders are then categorised
hierarchically. You don't have to use all the levels of the hierarchy
- indeed you could make all folders 'miscellaneous'. They are there if
you want them to represents parts of a publication:
Project
Collection…
Letter
Section
Miscellaneous…
Book
Section
Chapter
Section
Miscellaneous…
Publication
Edition
Section
Article
Miscellaneous…
and a few others
For example, say you want to produce a series of magazines. If you
are using the project for something else as well, the top level might
be a publication folder which then has a folder for each edition. If
the only function of the project is for the magazines, then you could
start with editions - no need for the publication folder. An edition
consists of articles, which could group together all the documents
for that article including words and pictures. Sometimes articles
might be grouped into sections of the edition.
| use | to do this |
| add a new folder in an existing folder |
| add a new document to a folder |
| zip up the contents of the folder, including all the sub-folders and their contents and download the zip file. Only the most recent version of each document is included, however. This is a way of getting lots of files out at one go. If the files and folders you want are spread out, you can still get them out as one zip file: select each and then on the selected items folder. |
| select the folder - that is, to remember it in a special selected items folder which you can see using . Use selections to gather together items for bulk download and to move them from one folder to another. |
| bookmark the folder - that is, to remember it in a special folder which you can see using and then 'bookmarked items'. |
| start or cancel a watch, that is to be sent an email when anything in the folder or any of its content folders changes. |
| set a deadline for comments on the newest version of every document in the folder and its descendant folders. |
| (on the put menu...) |
| move selected items from their current folders into the folder you are looking at. |
| make cross reference(s) to selected items in the folder. |
| (on the view menu...) |
| Show contents and comments for everything in this folder and its sub-folders. |
| List all changes to the folder and everything in it. |
| (on the manage menu...) |
| Add descriptive note about a folder ( to change existing note) |
| be reminded about this
folder for some time in the future |
| Set (or amend) a deadline for everything in this folder at once |
| Set up, change or look at the results of a vote by colleagues among documents in this folder |
| rename a folder. Also to change the folder category (see above). |
| remove a folder (or some or all of its contents). |
| Publish all the documents in this folder to the same public page |
| Designate this folder as a dead letterbox to which public submissions can be made or emailed |
. This means the
folder is assigned both a public URL and email address which anyone
who knows the URL or email address (which can include a random number
to avoid spam) can upload or email documents to.