The documents library settings can be found as a sub page to the Documents page.

On this page you will be able to configure access and functionality of folders and documents.

Access required: Administrator or access to document status configuration in project settings.

In documents settings you will find options that let you configure your document library. Here you will be able to configure these options:

This button will take you to the access overview of the documents section. Here you will be able to generate an overview of what team or member has access to which folders in the documents section.

In the access control menu you will be able to set the access of the root folder of the documents section.

This access works the same as the access for folders in the documents in the documents section. You can think of this as configuring access to the folder that contains all the folders and documents on the highest level in the documents section.

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Activating the Status workflow will let you apply statuses on files.

This is one of the steps in activating document approval.
When you activate this workflow new documents will be uploaded as drafts by default.
You will then see that three statuses are made in your documents settings.

There are two types of statuses.
When a new document is uploaded as a draft a user can choose between one of the draft statuses.
When the draft checkbox is turned off a document will be uploaded as a published document. The user can then choose between one of the published statuses.

You can add a status by clicking on Add status.
A new status can have a color, a name and can either be a published or a draft status.

You can edit a status by clicking on the pencil button to the right of the status.

You can change the color and the name of the status but not what type of status it its.

You can archive a status by clicking on the trashcan button to the right of the status.

If there are documents with this status you will still be able to see the status but it will now have a line through it because the status is no longer in use.

Archived statuses can always be brought back by clicking on "Show archived statuses"
Here you will see all your archived statuses and be able to restore them.

If you do not want there to be a draft checkbox when you upload a file but would still like to use published statuses on documents it is possible to archive all draft statuses and still have the published status option.
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When a new published revision is made either by upload or by publishing drafts as a result of an approval you can choose what status it will have by default. This status can still be changed before each document is published.

By setting up a configured folder you can enhance the way documents are handled in that workflow

All folders - See all folders in the project.

Configured folders - See which folders that are configured in the project

Folders table

The folders table is where you can configure a folder and can look something like this:

Here you see all the folders in the project.

Clicking on the arrow or anywhere on this column will expand the folder so you see its sub folders.

If you hover over the icon or name of a folder you will see a link icon which you can click to open the folder

This can help a lot with seeing the results of the configured folder after configuring it.

Add configuration

Click the + button to the right of a folder to open the folder configuration dialogue.

If there are configurations in sub folders you will not be able to make a configuration for the folder.

Preview configuration

If a configuration is set for a folder you will be able to quickly see what configuration has been set by clicking on the eye icon.

The configuration preview can look something like this:

Edit configuration

If a configuration is set for a folder you will be able to edit it by clicking on the pencil icon.

Configuration inheritance

If a configuration has been set in a parent folder, all its sub folders will inherit its configuration.

Here you see which naming convention blocks are configured for a row

Here you see which custom fields are configured for a row

The folder configuration dialogue can look something like this:

If you have naming conventions set up on the naming convention page in project settings you will be able to choose what folder the naming convention gets applied to here.

When applying a convention all new documents in the folder and subfolders have to:

To remove a naming convention press the X.

With custom fields you will be able to assign custom fields on all documents in this configuration.

Custom fields can either be set for the whole document or for each revision.

Access required to change the field: Write

Custom document fields

Custom revision fields

Name

The name of the custom field

Type

The type of the custom field.

The type can either be text, dropdown, integer or decimal.

Is required

If a field is required it always has to have a value.

Default value

If a default value is set, this value will be set for the field for all documents uploaded after the configuration is confirmed unless it is changed later.

If QR code stamping has been enabled for your project you will be able to select if you want this function to be turned on for a folder here.

To enable QR code stamping for your project, please contact Catenda support via the black chat button on the top right or by sending a mail to support@catenda.com
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