Managing Folder Templates

Folder templates simplify the process of creating folders with similar characteristics. When you create a folder using a folder template, the new folder inherits the following from the template:

• The folder class and folder type. Note that templates depend on the folder class – for example, a template for marketing lists cannot be used with administrative folders.
• The attributes from the Options tab of the New Folder dialog box:
  • Whether new contacts added to the folder can be people, companies, or both.
  • Whether the folder normally contains a large number of contacts.
  • The allow public access to profile data option.

  • The folder flagging options.

    For details about these options, see Options Available Across All Folder Classes.

• Access Rights
• Additional Fields
• Classifications

Folder templates only serve to establish the initial or default set of values for a folder. You can change any of the values of the folder once the folder has been created using the template. Changes to a template (including deleting the template) have no effect on existing folders that were created using the template.

Templates are only used in the Windows Client. Users creating working lists in the Web Client do not have access to folder templates.

If your organization has licensed one of the related modules (InterAction Matters, Opportunities, or Engagements), you can also use folder templates to set up additional fields for use in a matter, opportunity, or engagement contact list. For details, see the documentation provided with your module.

Only users that have been granted permission from the system administrator can manage folder templates.

Folder templates are most useful for the marketing folders, since new mailings and events usually require new folders, and most of them share the same basic characteristics. Two templates for marketing events are provided in a new installation of InterAction.

For more information, see the following sections:

• Set Permission for Users to Create Folder Templates
• Create a Folder Template
• Edit a Folder Template
• Delete a Folder Template

Set Permission for Users to Create Folder Templates

1. Log on to InterAction Administrator.
2. From the main window, double-click User Account and Group Configuration.

3. Choose the Permissions button to display the Permission Settings dialog box.

   

4. Under Configuration Permissions, select the user or group that should be allowed to Manage a folder template.

   Setting	Result
   Everyone	Anyone can create and edit folder templates for any folder type they have permission to use.
   System Administrator Only	Only the System Administrator User can create templates.
   Specific Group	Only members of the group can create and edit folder templates for the folder types they have permission to use.

5. Choose OK.

Create a Folder Template

1. Log in to InterAction Windows Client.

2. Choose Folder > Templates to open the Manage Folder Template dialog box.

   

3. Choose New to open the New Folder Template dialog box.

   

4. Enter the folder template Name and Description.
5. Choose the Folder Class. A folder template can only be used to create folders of one folder class.
6. Choose the folder Type. Note that the available types depend on the selected Folder Class.

7. Select the Options tab.

   

8. Select any of the options on the Options tab as needed. These are used as the default settings for folders created using the template.

   • Choose whether the folder can contain people, companies, or both.
   • Select the check box if this folder normally contains a large number of contacts. If this option is selected, when you open this folder, InterAction only displays a subset of the entire folder and you can use the letter bar to change which contacts are displayed.
   • Select the check box if this folder supports flagging. If you want to change the meanings of any of the colors, select the flag in the list, choose Edit, and enter a new description.
   • If you want to automatically flag all new contacts added to the folder, select the color you want to use for all new contacts, choose Edit, and select the Flag new contacts check box.

   When creating a template, these options become the default settings for any folders that are created using the template. Once you create a folder based on a template, you can change any of these settings for that individual folder.

9. Choose OK to save the folder template and close the dialog box.

You must edit the folder template to create the template’s access rights, additional fields, and classifications.

When a folder template exists for a folder type and you create a new folder [Folder > New], you can opt to start from a template or choose <None> and begin with the New Folder dialog.

Edit a Folder Template

1. Log in to InterAction Windows Client.
2. Choose Folder > Templates to open the Manage Folder Template dialog box.

3. Select the folder template and choose Edit to open the Edit Folder Template dialog box.

   

4. To edit each area of the template, select the “view” from the left side of the dialog box, then edit the information.

   To	Do This
   Edit information such as name, description, and folder class or type.	Select the General view, then edit the fields.
   Edit the default access rights that will be used for folders created using the template.	Select the Security view. For details about editing access rights, see Assigning Access Rights for a Folder.
   Edit the folder-specific additional fields that will be assigned to new folders created using the template.	Select the Additional Fields view. See Creating and Editing Additional Field Definitions.
   Edit the folder-specific classifications that will be assigned to new folders created using the template.	Select the Classifications view. See Creating and Editing Classification Definitions.
   Edit the other options for folders created using the template.	Select the Options view. For details about the meaning of the available options, see Options Available Across All Folder Classes.

5. When you have finished editing the template, choose either OK or Close (depending on the view you are using) to close the Manage Folder Template dialog box.

Delete a Folder Template

1. Log into InterAction Windows Client.
2. Choose Folder > Templates to open the Manage Folder Template dialog box.
3. Select the folder template and choose Delete.
4. Choose Yes to confirm that you want to delete the template.
5. Choose Close to close the Manage Folder Template dialog box.