What Are Template Folders?
Template Folders in Avvoka provide a modern and flexible system for managing document templates. They enable collaborative work across different user groups within an organization, enhancing efficiency. This article will detail how to navigate and utilise Template Folders effectively.
Template Folders
The Template folders which users have access to are displayed in the main index of the 'Templates' tab.
Show Folders Toggle: This toggle button allows quick viewing of templates outside of folders in the main index, 'Archive,' and 'Create' tabs.
Toggling ON the ‘Show folders’ button reveals folders and toggling it OFF hides them. A folder icon will be shown next to each folder name clicking which will take you directly to the folder you wish to access.
Users can move folders into other folders or back to the main index using the 'Move-to-folder' menu.
Right Sidebar
Clicking the white area or the ellipsis icon on the end of the row opens the right sidebar containing folder properties where you can view the details of the folder, and also which users have access to it. You could also choose to archive folders directly from here.
Users can select one or multiple templates and drag them into folders they have rights to. An error message will appear if they lack the appropriate rights.
Details: The Details tab within folder properties contains information about the folder which includes:
Name
Description
Creator
Created
Last updated
Archive folder (option to archive folder directly)
Who has access: Displays users and groups with access rights to the folder or template. It also displays the Profiles which have access to the folder/s.
The breakdown includes:
Users: List of individually added users.
Groups: List of groups added to the folder.
Moreover, it displays which Folder Rights the users have access to which includes:
Onboard + Manage
Onboard + View
New Document + Manage
New Document + View
Privacy Inheritance:
Subfolders and templates inherit access details from the parent folder by default.
Users can add or remove users from subfolders without affecting the parent folder.
Removing a user from the parent folder automatically removes them from subfolders inheriting access.
Users with relevant rights can delete folders from the sidebar.
Access and Visibility
New Document Rights: Allows viewing the template or folder in the ‘Create’ tab and creating documents from it, but not editing the template.
Onboard Rights: Allows editing templates and generating documents from the template in the ‘Templates’ and ‘Create’ tabs.
Inheritance: By default, templates inherit access rights from their parent folder. Inheritance can be disabled for granular control over access.
Profile Managers and Org Support Users: Have access to all templates and folders within their profile or organization, respectively.
Folder Access
Rights are divided into four groups: View + New document, Manage + New document, View + Onboard, Manage + Onboard.
Manage Rights: Includes editing the folder and changing the inheritance tickbox for subfolders and templates.
Profile Managers: Automatically have access to folders/templates linked to their profile and can view and edit all templates within their profile.
Multiple Profiles: Users can choose the profile linked to the folder/template they create.
System Groups: Created for each profile based on user rights, automatically updated with changes, and can be assigned to folders/templates by admins.
Archive
Archive Section: It is located under properties of the folder accessible by clicking the white space in the row. Folders could also be archived by ticking the checkboxes of selected folders and then clicking this icon
present on top of your page.
Archiving: Templates and folders, along with their content, can be archived.
Viewing and Activation: Archived folders and templates can be viewed in the Archive. Only users with Manage rights can activate folders and templates from the Archive, and only Onboard users can activate templates.
‘Create’ Tab Folders
Template folders are displayed in the main index of the Create tab. Clicking the folder title opens the folder.
Please note that the right sidebar is not available in the Create tab.
By leveraging the Template Folders feature in Avvoka, you can efficiently manage, organize, and collaborate on templates within your organization, ensuring seamless access and visibility across different user groups.