7 Replies Latest reply on Mar 21, 2012 4:30 PM by Stephen Lapic

    Assign a file card to a specific folder

    Avishek Kar

      Hi All,

       

      Is there a way to configure a particular file data card to a specific folder?

      If there is then what is the solution?

      Regards

      Avishek

        • Re: Assign a file card to a specific folder
          Tim Read

          If you put a file data card in a folder then it will be used for the document types assigned to it in that folder and all sub folders.

           

          Data cards do not need to ONLY be in the top level (Vault Root).  There are reasons to add variations of file data cards at sub-folder levels but this is dependant on what is required as there are other options also - Tabs, etc.

            • Re: Assign a file card to a specific folder
              Corey Hinman

              just to further this....if you want to use a data card for word files globally, put it at the top level folder with .doc extensions in the card properties.. If you want to use a different data card for word documents in a sub folder, put the data card in that subfolder with the .doc extensions set in the card properties.

            • Re: Assign a file card to a specific folder
              Katie Hughes

              Tim and Corey are both right.  When you save your data card, save it to the folder you wish to use the card.  If you save multiple cards to the same folder, and the card applies to the same file types, the folder will use the last data card saved.

              If you have different file types in one folder, either save the card so that it can handle all of the file extensions. Or save multiple cards that cover different file extensions to the folder if different information is needed for the different file types.

                • Re: Assign a file card to a specific folder
                  Stephen Lapic

                  Also, in a nested folder structure, you can have cards with the same extension in different folders of the hierarchy but the card in your folder (where your file is located) or the closest card above you, if none in your folder, will have precedence before one that is below you or further away above you.  I hope that made sense.

                    • Re: Assign a file card to a specific folder
                      Michael Marshall

                      Stephen Lapic wrote:

                       

                      Also, in a nested folder structure, you can have cards with the same extension in different folders of the hierarchy but the card in your folder (where your file is located) or the closest card above you, if none in your folder, will have precedence before one that is below you or further away above you.  I hope that made sense.

                       

                      Has anyone done this exensively? It seems as if a drawback of this approach is that you potentially end up with many different File Cards scattered across numerous folders...so when the time comes to change a File Card for one of these specific cases, if you want that change to be reflected in any existing File Cards, you would have to "manually" update each instance by copying the new File Card over the existing special-case File Cards (or perhaps write a program to do this for you). If your only concern is new files created from the modification forward, not a big deal then.

                       

                      Would working with Controlled Tabs at a higher level be a better approach? This too would depend on complexity and update needs. Anyone who has worked with this approach care to share their experience?

                        • Re: Assign a file card to a specific folder
                          Stephen Lapic

                          We actually do this very extensively and it can be a draw back if you decide to make a change that is needed on every card.  On the other hand the way we have things set up is very detailed as well.  Each type of product has it's own folder and card.  Each card has 10 to 50 different variables on them.  We have unique search cards for each product type with these variables.  This way if you are trying to search for something it is easier to narrow down a choice when you are looking through 70,000 parts.  This works for us and we don't usually have many changes that have to be done to all cards and it really doesn't take that long to copy and past a field or two.

                    • Re: Assign a file card to a specific folder
                      Avishek Kar

                      Thanks to everyone for your sugessions.

                       

                      it was very helpful

                       

                      Regards

                       

                      Avishek