Working with documents, folders and archive

Monday, April 19, 2021

Jan Trnka, Polaris-Team

Important when working with documents, folders and the archive.

  • Documents are stored in hierarchically structured folders. See picture on the right.
  • The visibility on the web page (in the front end) can only be set at the folder level.
  • The visibility of the folders in the hierarchy can only be the same or lower. I.e. a folder cannot have greater visibility than a higher-level folder.
  • The visibility on the web page (in the front end) is generally controlled by the flag "Content is made visible".
  • Archived folders do not appear on the website (in the front end) and are highlighted in blue in the administration (in the back end).

Folder structure

Organise folders

  • Folders can be moved on the same hierarchy level with the mouse. A green tick or red cross shows whether this operation is allowed or not. This allows you to change the order of the folders.
  • The folder can be moved to another hierarchy level by editing it and assigning another superordinate folder.
  • The top folder cannot be moved. Folders cannot be deleted as long as they are not empty.
  • The maximum hierarchy level is not limited, but >5 makes no sense and is cumbersome. By default, only 4 the first levels are displayed.
  • Archived folders are highlighted in blue and do not appear on the website (in the front-end).
  • If a folder is marked as "archived", all folders in this hierarchy are automatically marked as "archived". However, the reverse is not true!

Organise documents

  • A document can be a file or a link!
  • Different formats of the files are supported. The use of PDF documents is recommended.
  • Documents cannot be edited directly in Polaris. They must be downloaded, edited locally on the computer and then uploaded back into Polaris.
  • Replacing documents during upload is possible.
  • New documents are added to the top of the list.
  • The order of the documents can be changed with the mouse. Use the corresponding symbol to drag & drop.
  • The maximum size of a document is limited to 20MB.

Organise archive

The archive function is used to structure documents over time.

  • Archived documents are located in folders that are marked as "archived".
  • The "archived" mark can be set, then removed back.
  • The archiving process is manual. This means that old documents are not automatically moved to the archive.
  • If a folder is marked as "archived", all folders in its hierarchy are automatically marked as "archived". However, the reverse is not true!
  • Archived folders do not appear on the website (in the front-end) and are highlighted in blue in the administration (in the back-end).
  • Archived folders are not taken into account when searching for documents, unless you explicitly specify the search in the archive. In this way, archived documents can be found and used by the users.