Folders in NetX are your starting point to organize assets for browsing and to control access for users.
In this article
Learn the role that folders play in presenting and granting access to your assets. As you develop a folder taxonomy, you'll consider the type of assets you have and how different users will access them, resulting in a solid foundation for the structure of your NetX instance.
In what ways are your assets similar and how can they be grouped?
Who will be browsing for assets and what will they be looking for?
Do you have sensitive items that certain users shouldn't have access to?
5 things to know about NetX folders
Folders are for directing users to your content.
Think about the similarities between your assets and how they can be logically grouped together. This could be by asset type, by organizational department, by geographical location, by date, by workflow stage, etc. Think about your users and how they might expect to see your content structured.
Permissions are set at the folder level.
Creating permissions at the folder level, not the asset level, allows for easy administration. Consider organizing content by the different types of users that need access to it. Think about sensitive or restricted content and if different permissions need to be granted for different groups of users.
Assets can live in more than one folder.
A virtual reference is created so assets are not physically duplicated into additional folders. This means storage costs aren't impacted and the same version of an asset exists in all locations.
The folder tree is for browsing.
Unlike local file systems, NetX folders and subfolders do not have to remain in alphabetical or numerical order; the folder tree can be arranged in any order you wish. Users can also quickly search for any folder or subfolder by typing in the find folder box.
Folder names are metadata.
A keyword search for any part of the folder path will return assets, so choose folder names that leverage this fact. Avoid multiple subfolders with the same name - unique folder names are easier to search for.
Keep it simple.
Take some time to develop a unified and predictable taxonomy that will help your users quickly find assets. Your folder structure doesn’t need to be very complex — that’s where searching and filtering on attributes come into play.
Use clear and consistent names.
A clear folder naming convention makes browsing and search easier. Beware of illegal or problematic (non-ASCII) characters in folder names. There is a maximum 100 character limit for folder names.
Flatten it out.
A flat structure makes uploading and organizing content more efficient and less frustrating for users to browse through. Avoid going more than 3-4 levels deep in a folder hierarchy, or more than 100 folders on the same level.
The folder tree only displays the folders a user has permission to access. Recursive folder permissions keep administration simple and isolating restricted content reduces the complexity of your permissions.
Avoid frequent reorganization.
Frequent moving of folders can confuse users and requires time to reindex. It’s also expected that your folder structure will grow and evolve over time, so don't get too hung up on accounting for every future possibility.
BEFORE YOUR NEXT ONBOARDING MEETING
- Meet with your Core Team to draft a solid initial folder structure.
- Think about your groups of users and how you might set permissions for folder access.
- Use the Folders Onboarding Worksheet to plan your folder structure or try building your structure directly in NetX.
- Be prepared to discuss your approach with your Onboarding Specialist.
- Learn how to browse the folder tree in the Getting Started guide.
- See Managing Folders to learn how to create, delete, and edit folders.
- Folders can be configured as search facets. Right-click on a folder name, choose Edit folder and toggle Search facet to on.
- Learn how collections and saved searches can take the place of folders for ephemeral groups of assets.
Tips and tricks
Folder structure for Portals: see Configuring Portals for recommendations on configuring your portal folder structure.
Folder structure for Asset Request Links: folders can be set up as a staging area to receive new assets. Permission this folder structure for admin or power user access only so that newly uploaded assets can be approved and cataloged prior to being released to their permanent folders. See Creating an Asset Request for more information.
Learn about Metadata and Searching.