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From the Administration menu select Document Structures;  When you click the Add Document Structure button the following screen will be displayed; 
You can then add subfolders to the main folder;   You can add as many subfolders as required. |
"To Folder" or "Not To Folder"
The DMS works like a Google search, so you don’t need to have folders in place to search and find what you’re after. Entering a reference (e.g. a job number) and part of the document name will get you the exact file you’re looking for. Because of this, folders are no longer needed as much as before. We need to remember that we still have a copy of the documents on the LAN, and having them in organised folders makes any use of the files in this traditional way much easier to find what you’re looking for when browsing through the network.
It is recommended to continue to use folders, but to group more ‘similar’ things together in fewer folders. Folders are still very helpful when you’re browsing rather than searching.
Related Object Types
A Document Structure is always created around a particular type of 'thing' (or object) that all documents in the structure relate to.
For example, A Project will have many different files and documents that must be saved for it. A Document Structure for Projects would be created to capture and organise these files and documents.
Logical & Physical Names
As the Document Structure is a virtual representation of the hierarchy in the DMS, full and meaningful folder names should be used to describe the content of the folder accurately. These 'Logical' names do not need to be constrained in the same way that traditional disk folder names might have been (i.e. length and characters used).
As the DMS also supports publishing the latest version of documents to the LAN (see below), each logically named folder should also have a 'Physical' name, a name that is typically shorter and does adhere to disk folder naming conventions.
Published Latest Version
While the DMS interface provides for powerful searching and browsing of documents, many in-office applications require the documents to be accessible on the LAN.
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Importantly, the location where latest-version documents are published should be secure and read-only to all users bar the DMS service account that maintains the disk files. This ensures integrity in the published version of DMS files/documents.
Version Control
In addition to publishing the latest version of a Document Structure's documents as disk files, version control can be enabled to store a copy of every version of a document over time.
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Importantly, the location where the versions of documents are saved should be secure and only accessible to the DMS service account that maintains the disk files. This ensures the integrity of the version control process.
Applicable Sites
Implementing a Document Structure for a Site (typically an office network LAN) indicates that the site will be the source of documents. A site will typically have LAN Locations for the publish (latest version) files, and for the version control history for all document revisions.
Determining where files should be saved must consider the network/LAN permissions that end-users will have to access the files directly. If the files in the Structure are in any way sensitive to direct LAN access, they should be stored in a LAN location that has network level permissions controlling who can directly access the files.
Sharing a Document Structure
Document structures can be shared with Related Organisations. If related organisations are available, the ability to share a Document Structure will be enabled.
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The owner of the structure is considered the Publisher, with the related organisation considered the Subscriber. A shared structure can be used, but not modified, by the subscriber. Once shared from the publisher, the subscriber must complete normal setup/configuration activities (such as establishing Applicable Sites) as if the structure was their own.
Document Structures Location Setup
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Log in to almirah.pstpf.com.au as a system administrator.
Click on Administration then Document Structures.
Add an Applicable Site to a Document Structure with Local site UNC Paths