17
Folders

Chapter summary

This chapter describes folders and how to manage them.

Who should read this chapter

You need to know the information in this chapter if you are an Analyst, Budget or Administrator workstation user who will be using folders to manage documents.

List of topics

This chapter includes the following topics:

• About Folders

• Managing Folders

About Folders

Definition: Folders

You can use folders to organize the documents that you create and save in your database. Folders:

• Are objects that you create and name expressly for the purpose of grouping your documents so that you can work with them more efficiently

• Enable you to organize documents logically, which means that you have complete control over the way in which your documents are arranged in each folder

For example, you might always want to print a certain group of documents together at the end of the month. You can group these documents together in a folder, so that you can print them together whenever you need to. You can also choose the order in which the documents in a folder are printed.

Storing folders

Documents are stored independently from folders in the database. This means that if you delete a folder with documents in it, only the folder is deleted, not the documents that it contains. Note, however, that if you are an administrator and you distribute a folder, its contents are distributed along with the folder. You can also add documents to more than one folder, so that you have maximum flexibility in organizing your documents in the way that makes the most sense for you.

Managing Folders

Creating folders

You can create folders to help you organize your documents. When you create a folder it becomes part of your personal database. Only you can delete it.

Adding documents to folders

You can add the document that you are currently working with to a folder. You are not required to open the document in order to add it to a folder. Any document in your database can be added to any folder in your database. You can also add a document to more than one folder.

Viewing the contents of folders

You can see which documents are contained in your folders at any time.

Printing documents from folders

You can group documents together in a folder so that you can print them together whenever you need to. You can also choose the order in which the documents are printed out. When you print documents from a folder, the documents you select are printed in the order in which they are listed in the Print Multiple dialog box.

Renaming folders

You can change the name of any folder. When you change the name of the folder, you do not alter its contents.

Deleting folders

When you no longer need a folder, you can delete it. Note that when you delete a folder, the contents of that folder are not deleted from your database.

Related information

For more information about working with folders, search for the following topics in the Financial Analyzer Help system:

"Adding Documents to Folders"

"Adding Multiple Documents to Folders"

"Creating Folders."

"Deleting Folders"

"Printing Multiple Documents in One Session"

"Renaming Folders"

"Viewing Folders"