File Cabinets

Overview

Once you start to add thousands for files, documents and Packets to SuiteFactory it becomes difficult to manage these items if the only things available to you are long lists. 

"Virtual File Cabinets" were invented just for this situation and have become a manager's dream for the management  and security of these items.  The "Virtual File Cabinet" uses the very familiar "File Cabinet" paradigm with full security.   

You can create as many "Virtual File Cabinets" as needed to manage all of SuiteFactory's DNC Files, Documents and Packets.  You can add file cabinet draws, hanging folders,  folders, etc. to any depth needed. 

SuiteFactory's "Virtual File Cabinets" also allows you to establish access privileges to each of its draws, hanging folders, etc. so you can securely manage all of your files, documents and Packets.

SuiteFactory Runtime (Select Manage File Cabinets)

From the Main Tool Bar click on the View Menu->Manage File Cabinets and the following Window will be displayed.

Manage File Cabinet (New File Cabinet)

As you can see here are all of the Virtual File Cabinets in one place so an administrator can easily manage then al.

Note: A particular User will only see the File Cabinets he or she has access rights to.

Click on the New File Cabinet Icon and the following Window will be displayed.

New File Cabinet (Creating a New File Cabinet)

Enter the name of the New File Cabinet you are creating and on the OK Button and the following Window will be displayed.

Managing File Cabinets (File Cabinet Properties)

A new empty file cabinet has been created with the selected name.  Click on the "File Cabinet Properties" Icon and the follow Window will be displayed.

File Cabinet Properties (Identification)

 If you need to change the name of a File Cabinet chose the Identification Tab and click on the Rename Button and rename the Virtual File Cabinet Name.  Virtual File Cabinet Names must be unique on the same level.

Click on the Security Tab and the following Window will be displayed.

File Cabinet Properties (Security)

Security for each level of the Virtual File Cabinet can be set by checking the appropriate User Groups so that they have full access to this Virtual File Cabinet (File Cabinet, Draw, Drop-Folder and any number of subfolders).

The User Groups that have access to the Virtual File Cabinet in the lowest level of the Virtual File Cabinet also have at least these rights in the parent Virtual File Cabinets.

After selecting the various User Groups you want to have access to this Virtual File Cabinet click the Apply Button and the following Window will be displayed.

Note: All of the Users in the highlighted User Group are displayed in the right hand Window.

Edit File Cabinet Security

This Window warns you that these User Groups will need to have this same Access Rights to the Parent Virtual File Cabinets that you are granting the present Virtual File Cabinet.  If this is OK click the OK Button or Cancel.

File Cabinet Properties (Import)

The Import Tab allows you set the following properties for this Virtual File Cabinet.

• Setting the Import Path to have Documents Copied directly to this Virtual File Cabinet from an external folder.
• Setting for what to do with the External Documents that have been Copied to this Virtual File Cabinet from an external folder.
• Setting whether to Show Name As a Dialog When Manually Importing One File

Click the Apply Button after setting all of the properties and the following Window is displayed.

Manage File Cabinets (Show Authorized Users)

To see all of the Authorized User for each File Cabinet click the Show Authorized Users Icon and the following Window will be displayed.

Manage File Cabinets (Show Authorized Users)

If you want to add a Virtual File Cabinet to and existing Virtual File Cabinet highlight the Cabinet you want to add a Virtual File Cabinet To and click the New File Cabinet Icon and the following Window will be displayed.

New File Cabinet

Type in a new Virtual File Cabinet and click the OK Button and the following Window will be displayed.

Manage File Cabinets (New Virtual File Cabinet with Parent)

The child Virtual File Cabinet, "End Mills", has been added to the parent, "Tooling Catalogs". This Virtual File Cabinet can be managed just like any other Virtual File Cabinet.

Manage File Cabinets (Delete File Cabinet)

 If you would like to delete a Virtual File Cabinet you will have to delete all child Virtual File Cabinets and any documents that are in the Virtual File Cabinet.

Note: The Documents and Files in the Virtual File Cabinets are not deleted from SuiteFactory but just their references are deleted from the deleted Virtual File Cabinet.

To see how to manipulate Virtual File Cabinets click the link to the left.

See the links at the left for details on manipulated Virtual File Cabinets.