The folder classes in InterAction all share some basic characteristics. For example, when creating a new folder or list, you always need to specify the name and description. Several of the options (set in the Windows Client) that define how the list behaves are also common across all five classes.
The following tables list the folder options common across the folder classes:
- Folder Attributes – General Tab
- Folder Attributes – Data Change Management Tab (Note that these options apply only to contact types, marketing lists, and administrative folders. Working lists cannot use Data Change Management.)
- Folder Attributes – Options Tab
These are listed as they appear on the dialog boxes used to create a new folder.
| Component | Description |
|---|---|
| Name | The name is used to identify the folder. |
| Description | A description for the folder. This appears in the Web Client for some of the folder classes. |
| Type |
The folder type categorizes the folder and sets several attributes for the folder. Each folder type has a permission setting that designates who is allowed to create a folder using the type. Each class of folder has its own set of folder types. Note that these are referred to as contact type groups for contact types. Folder types and contact type groups also are used to arrange the lists in the Web Client when displaying contact types, marketing lists, and working lists. For details about how folder types control folders, see Overview of Folder Types and Contact Type Groups. |
| Frequently Used By |
Allows you to add the folder to the set of “frequently used lists” for a user or group. This only applies to the folders that are available in the Web Client – contact types, marketing lists, and working lists. This does not apply to administrative folders since they do not appear in the Web Client as lists. For details, see Adding Folders to Users' Frequently Used Lists. |
Folder Attributes - Data Change Management Tab
| Component | Description |
|---|---|
| Note that these options only apply to contact types, marketing lists, and administrative folders. | |
| Use Data Change Management |
Indicates whether the folder should use Data Change Management rules to control adding and editing data in the Web Client. If this is not selected, folder access rights are used. For an overview of Data Change Management, see Access Rights and Data Change Management. This option is required for contact types. |
| Add/Remove Requests | |
| Add Request Action | This indicates what Data Change Management does when a user adds a contact to this folder. For more information, see the InterAction for Data Stewards and Marketing Users guide. |
| Remove Request Action | This indicates how Data Change Management handles removing contacts from the folder. For more information, see the InterAction for Data Stewards and Marketing Users guide. |
| Owner | This sets a Data Change Management user or group as the data steward for this folder. If you have chosen settings that send tickets to the data steward, the tickets generated for this folder are sent to the user or group specified. For more information, see the InterAction for Data Stewards and Marketing Users guide. |
| Change Management Rule Set | |
| Rule Collection | This sets the rule collection used to determine what actions are taken to process edits made to contacts in this folder. For more information, see the InterAction for Data Stewards and Marketing Users guide. |
| Priority | This sets the ranking of the contact type for processing the Data Change Management rules related to the folder. For more information, see the InterAction for Data Stewards and Marketing Users guide. |
| Data Value Certified |
Indicates that this is folder is considered certified by the data steward and only contains good data. You can only select this option when editing an existing folder; you can’t select it when creating a new folder. For more information, see the InterAction for Data Stewards and Marketing Users guide. |
Folder Attributes - Options Tab
| Component | Description |
|---|---|
| New contacts created or linked into the folder can be | Specifies whether the folder can contain people, companies, or both. |
| This folder normally contains a large number of contacts |
If this option is selected, when you open this folder in the Windows Client, InterAction only displays a subset of the entire folder and you can use the letter bar to change which contacts are displayed. This option has no affect on Web Client. |
| Allow public access to profile data |
If you check this option, users without Read access to the folder can see the folder profile fields on the Folder Properties dialog box. This refers to folder profile fields that store information about the folder, not additional fields that store information about contacts. Folder profile fields are provided for backwards-compatibility with earlier versions of InterAction and are not used in new 5.1 installations. This option only affects Windows Client users. |
| This folder supports flagging |
If you check this option, contacts in the folder can be marked with different-colored flags. You can define a description for each individual color. You can also select to automatically flag all new contacts added to the folder with a particular color. Note that turning off flags for a folder does not remove any existing flags from the contacts in the folder; it just hides them. If you turn flagging back on, the previously-flagged contacts are re-flagged. See About Flag Settings for more information. |
| Contacts sourced in this folder are audited |
If you select this option, InterAction tracks changes to global data for contacts stored in this folder as part of the audit trail. For details about the audit trail, see Tracking Changes Using the Folder Audit Trail. This option is only available if you are logged on as the System Administrator user. |
When a folder template exists for a folder type, Folder > New opens to the list of template available for that type first. If no folder templates have been created, the New Folder dialog opens.
General Tab for Folder Dialogs
The Options Tab is the Same for All for Folder Classes
To simplify the creation of folders, InterAction allows you to create folder templates. Folder templates are useful when you need to create many folders that share the same characteristics, such as folder additional field definitions, classification definitions, access rights, and other properties.
When you create a new folder, you have the option to select a template. That is, if templates have been created, the Folder > New action opens to a list of existing templates. The new folder inherits the characteristics of the template. This is a one-time copy; changing a template does not update the folders that were based on the template. See Managing Folder Templates for information on how to create and edit folder templates.
About Flag Settings
The flag options on the Options tab let you configure the folder to use flags.
If a folder is configured to use flags, a contact in the folder can be flagged with one of several available colors. The meaning of each different color can be configured for the folder.
For example, in a folder for a marketing event, you could define one flag color as “Invitation not yet sent” and a different flag color as “not attending.” In a different folder, the same colors can have completely different meanings.
When viewing a folder that uses flags, users can sort by the flag column. In this case, the flags are sorted in the order shown in the Options dialog box. For example, contacts marked with the Red flag would be sorted before those marked with Orange. This order cannot be changed.
Automatically Flagging New Contacts
You can configure a folder to automatically flag all contacts added to the folder with a particular color. This is a useful way to distinguish new contacts added to the list.
For example, you can designate the red flag for this purpose. Whenever a user adds a new contact to the folder, the contact is automatically set with the red flag.
You can change the color used for new contacts at any time. Note, however, that changing this setting does not change any contacts that are already flagged.
For example, assume you configured the folder to automatically flag all new contacts with the red flag. After adding several new contacts, you decide to automatically flag new contacts with the blue flag instead. The contacts in the folder that are already flagged red are not changed to blue.
Turning Off Flagging for a Folder
Turning off flags for a folder does not remove any existing flags from the contacts in the list; it just hides them. If you turn flagging back on, the contacts are re-flagged.
Also, if you customized the descriptions of the flag colors for the folder, those descriptions are also saved.
Setting Flagging Options
You set the flagging options for a folder on the Options tab. You can do this when creating a new folder or editing an existing folder.
- Create a new folder or edit an existing folder.
- For a new folder, select the Options tab. When editing an existing folder, select the Options section.
-
Select or clear the This folder supports flagging check box.
To Do This Configure the folder to use flags Select the check box, then configure the flag settings described in steps 4-5. Configure the folder to not use flags Clear the check box, then choose Save. - If you are using flags, each color can mean anything you want. To change the meaning for a color, select it in the list and choose Edit. Enter the description for the flag in the Name box and choose OK.
-
If you want to flag all new contacts added to the folder with a particular color, select the color in the list and choose Edit. Select the Flag new contacts check box and choose OK.
Only one color can be designated for flagging new contacts. If another color is already selected, selecting this check box for a new color changes the flag used for new contacts. However, this does not change the flags that are already applied to existing contacts.
Setting Flag Options for a Folder
[A] Select a flag in the list and choose Edit.
[B] Enter a new name for the flag in the Name field.
[C] If you want to flag new contacts with this color, select this check box.
Only one color can be used for flagging new contacts.
Also note that if you sort the contacts in a folder by the flag column, the flags are sorted in the order shown here. For example, contacts marked with the Red flag would be sorted before those marked with Orange. This order cannot be changed.