How to work with folders?

With BPA apps, you can use a folder structure for documents or list items. Folders are used for 2 reasons, first for grouping items by topic and secondly to set specific permissions on folders.

End users are used to drill down folders to access documents, especially with file servers. They will certainly like to have the same folder structure with the BPA app, for example by process or entity or a combination. In case access to certain documents is restricted, you can set unique permissions on folders.

You can search for documents by attributes through the whole folder structure with data viewer and master detail components.

Folders can be used with any module in BPA, for example to group audits in folders by entity and year. Grouping processes in folders might simplify access to related sub processes. For permissions reasons, it might be interesting to group sales opportunities by sales region.

By default, folders are deactivated in lists. To activate folders, go in the site content and access the list settings. In the advanced settings click yes to enable folders.

From a data viewer or master detail component, the new button allows to create a new folder, if folders are activated in the list. The folder will be created in the current folder you are in. When adding or editing a folder, BPA Form displays the folder title and optionally folder name and content type with document libraries.

In child lists with the master detail component, it’s recommended to avoid using folders so child items are filtered correctly for the parent item. In this case, in the list settings, you can change the view to show items without folders. Folder permissions still apply even in a flat view.

With folders, you can have a group-level app for multiple entities and keep security on the entity level. Folders will simplify user access to documents and items by topic.