Creating and Editing Administrative Folders

You must use the Windows Client to create administrative folders.

Create an Administrative Folder

For more information about the fields you set when creating an administrative folder, see Options Available Across All Folder Classes

• “Folder Attributes – General Tab”
• “Folder Attributes – Data Change Management Tab”
• “Folder Attributes – Options Tab”

If you will be creating several similar administrative folders, you may want to set up a folder template. For details, see Managing Folder Templates.

Do the following steps:

1. Log on to InterAction Windows Client.
2. Choose Folder > New > Administrative Folder to display the Select Administrative Folder Template dialog box (if applicable).
   • The Administrative Folder Template dialog box only appears if you have defined templates specifically for administrative folders. For details, see Managing Folder Templates.
   • If you want to use a template, select the template and choose OK. Otherwise, select <None> and choose OK.

3. In the New Administrative Folder dialog box, enter the Name and Description.

   The description for an administrative folder does not appear in the Web Client. It is primarily to remind you of the purpose of the folder when configuring the Windows Client.

4. Choose the administrative folder Type. The types are used to organize the list of administrative folders in the Windows Client. You normally choose either Information or Other Administrative.

   • If you are creating a folder to store information that will be displayed on Web Client profiles, select Information.
   • You never use the Archive type on a new folder – it is provided for archiving old folders before deleting them.
   • The Data Management type is for special folders used as part of the Initial Data Load and Cleansing process.
   • The Public type is for the main source folders for firm contacts.

   Note that you only see folder types that you have permission to use. For details, see Permission to Create Folders.

5. If you want to use Data Change Management to control submissions to the new folder (rare), select the Data Change Management tab and configure the settings. For details, see “Data Change Management for Administrative Folders” in Web Client Security for Administrative Folders.
6. Select the Options tab.
7. Select any of the options on the Options tab as needed.
   • 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 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 is useful for very large folders that are primarily managed by Windows Client users.
   • 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.

   • Note that the flags on an administrative folder are only available in the Windows Client since these folders are never presented to Web Client users as folders. For more about the flagging settings, see About Flag Settings.

   • Select the check box if 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. You can only view the audit trail in the Windows Client.
8. Choose OK. InterAction opens the Edit Administrative Folder dialog box for the new administrative folder. You can then add access rights and other settings.
   • When you create the new folder, you are assigned as the folder owner and granted folder administration rights.
   • If you did not use a template, the new administrative folder will not have any additional fields or access rights (other than for you).
   • For more information, see “Edit an Administrative Folder,” below.

Edit an Administrative Folder

Note that InterAction automatically opens the Edit Administrative Folder dialog box when you create a new administrative folder. This is so that you can assign access rights, additional fields, and other settings to the folder.

Edit Administrative Folder Dialog Box

Do the following:

1. To edit an administrative folder, select it and choose Folder > Edit Folder to display the Edit Administrative Folder dialog box.

2. In the list of views on the left, choose the item for the information to edit.

   Use This Section	To Edit the Following...
   General	Name, Description, and Type. See “Folder Attributes – General Tab” in Options Available Across All Folder Classes.
   Security	Access rights for the folder. For details, see “Web Client Security for Administrative Folders.
   Data Change Management	Rules for using Data Change Management on the folder. For details, see “Data Change Management for Administrative Folders” in Web Client Security for Administrative Folders.
   Profile	Values for folder profile fields. This only appears in systems upgraded from InterAction 4.x that previously used these fields.
   Additional Fields	Additional fields for the administrative folder. For details, see Creating and Editing Additional Field Definitions.
   Classifications	Classifications for the administrative folder. These do not appear in the Web Client and should not be used.
   Options	Edit the same options that are available on the Options tab from the new folder dialog box. For details about these settings, see “Folder Attributes – Options Tab” in Options Available Across All Folder Classes.

3. When you are finished editing the administrative folder, choose either OK or Close (depending on which section you are viewing).