Folder Settings

Folders and folder tree design are the bedrock of the most successful collaborations and the most ingenious workflows. As your folder tree evolves, it becomes your organization’s campus in the cloud, offering your team everything from way-finding, access and convenience, security, process and procedure, collaboration, to warehousing, automation, and compliance.

Your site might have just a few folders, or you might have thousands, multiple levels deep.

Whatever your particular use case calls for, we want to make sure that every folder you create delivers as much value and power as possible.

Limit allowed file extensions

Site administrators are already familiar with the site-wide file extension white list setting (found at Settings > Security > Restricted file extensions). Now you can take it to the folder level.

Each folder has a job to do, and in your complex business, they are not all the same job and often require different file types.

If receiving the wrong file type doesn’t help your process, you can put a stop to that by designating which file extensions are allowed for your intake folders.

  1. Navigate to your folder and open the settings by clicking the gear icon.
  2. Click on the setting to Limit uploaded files to certain file extensions.
  3. Use the Add an allowed file extension button to reveal the form.
  4. Enter your extension without the . and click Save.

You can add more than one, so add as many as you need for that folder. As soon you add the first one, users may only upload files ending in an extension included in the list for that folder.

NOTE: This setting applies to uploads only. Users with appropriate permissions can still move and copy files with any extension into the folder.

Require filenames to match a regular expression

Regular Expressions, or Regex, offer the ultimate in file naming flexibility. You can design and enforce the most precise file naming conventions.

For example: if you need to make sure that every file uploaded to a certain folder is named with a valid customer number at the beginning, you can do that with this setting.

Let’s say your customer numbers look like this:

cn-12345-54321

And you expect uploaded files to be named like:

cn-49672-10385.docx
cn-49672-10385.txt
cn-49672-10385.xlsx
cn-49672-10385.csv

etc.

This regex would enforce that naming convention:

^cn-\d{5}-\d{5}\..*$

Here are the steps to set up this folder setting:

  1. Navigate to your folder and open the settings by clicking the gear icon.

  2. Click on the setting to Limit uploaded files to regular expression.

  3. Toggle the Yes radio button to reveal the form.

  4. Enter your regex and save.

Now, only files with names that match your convention may be uploaded to the folder!

NOTE: this setting applies to uploads only. Users with appropriate permissions can still move and copy files with any name into the folder.

Append timestamps to filenames

This setting is useful when you need to alter the names of inbound files.

For example, let’s say the front side of one of your automated processes puts log files on a timed job into one of your folders, but the log roller only knows how to name the files as:

myawesomeprocess.log

It does you no good to overwrite the existing file and lose your historical data, so:

  1. Navigate to your folder and open the settings by clicking the gear icon.
  2. Click on the setting to Append timestamps to files.
  3. Toggle the Yes radio button to reveal the form.
  4. Use the revealed buttons to enter the date and time elements that you’d like, then click Save.

Now your files can accumulate!

myawesomeprocess-2019-09-12:09:30:45.log
myawesomeprocess-2019-09-12:09:45:21.log
myawesomeprocess-2019-09-12:10:00:07.log
myawesomeprocess-2019-09-12:10:15:21.log

Copy folder structure

You’ve spent the last three months perfecting the folder tree for your department. It’s deep, complex, and everyone says it’s working perfectly.

Now all of the other department heads want to use the exact same structure. You’ve agreed to help them out, but do you really want to manually create five hundred and eighty-three folders nine levels deep? No! And you can’t just drag the parent folder over; then all six thousand files would go with it.

Here’s the simple solution:

  1. Select the checkbox for the parent folder in the web interface Files list.
  2. Choose Copy from the button bar along the top.
  3. Select the destination folder in the window that appears, and click the Only copy the folder structure radio button.
  4. Click the Copy button.

Boom! You’ve just copied the entire folder structure but none of the files.

NOTE: Folder settings that exist in the source folders are not copied to the destination. The new department head gets to enter those for her department. (You don’t want the art department getting email notices of file uploads to the finance department, right?)

Automatically create new user folders

On-boarding new team members means giving them their own space in your campus in the cloud.

Automate that!

  1. Create a folder in which you’d like all the user folders to go and open the folder settings by clicking the gear icon.
  2. Click on the Automatically create new user folders here when users are created setting.
  3. Select a group only if this should only apply to users within that group, leave blank for all users.
  4. Choose the permission level you want the new users to have to their folder.
  5. Select the radio button to determine whether this setting only applies to future users, or is applied retroactively to existing users.
  6. Click Save.

Now, all new users (plus your existing users, if you toggled that option) get a new folder here ready to go with the requisite folder permission.

You’ve just saved yourself a lot of work!