View and Manage Folders in Project Data

Project Data > Folders

Requires Folders - View Permissions for viewing,
Folders - Add/Edit Permissions for New Folder or Edit, and
Folders - Delete Permissions for Delete

Folders enable you to gather documents of interest for further investigation and culling. The Folders summary provides information about all Folders in the Project. This list includes any Folders you have created.

Folders Summary

This summary lists the Folders and provides the following information:

Folder Name – The name assigned to a Folder. See New Folder for the Folder naming rules. Each Folder has a Folder icon with an assigned color. (If the assigned color of a Folder cannot be determined, you will see a tan color used for the Folder.) You can click a given Folder name (shown in blue to indicate it is a hyperlink) to open that Folder view. You can also double-click in the row to open that Folder view.
Filter text box – You can use the Filter text box under the Folder Name column. (The icon indicates that filtering is available.) Using the Filter box enables you to pinpoint the items you want to work with based on a Filter term search containing one or more characters you enter. You can explicitly apply a filter by typing one or more characters in the text box and clicking Enter (the return key). If you type one or more characters in the text box, the software will automatically apply the filter for you, and the text box changes to a yellow background color. For any applied filter, you can then clear the filter by removing the text in the box and clicking Enter, by removing the text from the box, or by clicking the that appears at the far right of the Filter box. Clearing a filter restores the list to its original state. (Note that any column with a Filter text box cannot be moved.)
Description — The Folder description, if one was configured for the Folder.

Documents — The number of documents in a given Folder.
Date Created — The date (full timestamp) on which the Folder was created (for example, 2018-09-03 11:16:16).

New Folder and Selected Folder Options

To add a new Folder, use the New Folder option. You can select this option from the summary or by right-clicking on Folders in the tree. When you create a Folder, a view for that Folder is added to the Project under Folders and appears under Project Data.

For a selected Folder in the Summary, right-click the Folder or click the ellipses at the far right to see a menu with the following options, as long as you have permissions to perform those actions (actions that are not permitted will be grayed out, such as actions that do not apply to empty, 0 count, views):

Add Tags... – Launches the Tag dialog, from which you can select Tags to apply. You can also create a Tag and use it right away.
Remove Tags... – Launches the Tag dialog, from which you can select Tags to remove.
Add to... – Enables you to add documents to a selected Custodian, MediaID, Batch, or Folder view in Project Data based on permissions. For more information, see Add to or Remove Documents from Select Project Data Views. For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.
Remove from... – Removes documents from the selected Custodian, MediaID, Batch, or Folder view in Project Data based on permissions. The documents are still available within the Project, they just no longer reside within that view. Removing documents from a given named Custodian (or MediaID or Batch) automatically reassigns the documents to the Unassigned view of that type. (Removing documents from an Unassigned view is not permitted; if you want to assign documents from Unassigned to another view such as a Custodian, perform an Add to operation to the appropriate view. For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.)
Find Exact Duplicates – Enables you to search the view for Exact Duplicates. An exact duplicate would have the same file MD5 value.
Find Content Duplicates – Enables you to search the view for Content Duplicates. A content duplicate has the same content and content MD5 value.
Calculate Word List – Calculates the Word List for the view. You cannot issue this command while the Word List is being generated.
View Word List... – Enables you to view the calculated Word List for the view. As long as the Word List for this view has been generated, this option enables you to view the calculated Word List for the view.
Create Manifest... – Launches the Create Manifest dialog, from which you can generate a CSV or XML manifest of a view, using either the current fields or all fields. From the Work Basket task for the manifest generation, you can then right-click and select Download to download the file to a destination local to your computer. Users with permissions can also save the manifest to a server location. For download of a large manifest file (over 200 MB), the software places the manifest in a ZIP file, which you can then unzip. Note that this process can take time.
Create Comparison... – Launches the Create Comparison dialog, from which you can set up a Comparison of two sets of data or views in the Navigation Tree so that you can see how much content is in both, or just in one of the sets versus the other.
Create Sample... – Launches the Create Sample dialog, from which you can set up a Sample view of data based on certain criteria.
Download All as PDFs — Enables you to download all documents in the view as PDFs to your local environment so that you can view the documents in PDF format. When you select this operation, you can select the Stamp Document Number option if you want to include a stamp with the document number (docnum) on the bottom right of each page in the PDF. Note that this operation will also show a Warning popup that states the following: You are attempting to download all documents in this list as PDFs. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the PDFs directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. If you proceed, the software will prepare a ZIP file, by default named <projectname>_PDFs.zip. An information popup indicates that the PDFs are being prepared for downloading, and once finished, the archive (ZIP) can be downloaded from the Work Basket. Note that certain file types are ignored for PDF generation, including any selected directory folders not removed from your Project during setup by your administrator, disk images, file archives, mail archives, empty files, and files for which the native is not available. A WARNING_DETAILS_REPORT.csv file identifying the files that were skipped or failed PDF generation can be downloaded from the appropriate PDF-related Work Basket task. See About Downloading Documents as PDFs and Natives for more information.
Download All Natives — Enables you to download all documents in the view to your local environment so that you can view the documents in their native format. You will see a Warning popup that states the following: You are attempting to download all natives in this list. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the natives directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. If you proceed, the software will prepare a ZIP file, by default named <projectname>_Documents.zip. An information popup indicates that the documents are being prepared for downloading, and once finished, the archive (ZIP) can be downloaded from the Work Basket. Note that any directory folders are ignored for the download. A WARNING_DETAILS_REPORT.csv file identifies any native files that were not downloaded. See About Downloading Documents as PDFs and Natives for more information.
Add Family – Adds an missing family members to the view.

Edit... – Launches the Edit Folder dialog, from which you can edit information such as the name or description for a selected Folder.
Delete – Enables you to delete a selected Folder. You are asked to verify the deletion of the selected Folder. Deleting a Folder deletes all document associations to that Folder. Note that this does not remove the documents from Project Data; just from the assignment to the Folder.

Page Controls

For multi-page lists, you can select a page to display. By default, a given page will display 100 items.

The paging area shows a range and enables you to enter the page number in the box or use the appropriate arrows to navigate.

You can perform an immediate refresh by clicking the icon on the Page Control bar.