Creating and Editing Folder Types

For a list of out-of-the-box folder types, see the following sections:

• Out-of-the-Box Administrative Folders
• Out-of-the-Box Contact Types
• Out-of-the-Box Marketing Lists and Event Folder Templates

You can also create additional types. Folder types cannot be deleted. To “remove” a folder type, edit the type and select the Inactive Status.

You can use these default types as is, change them to suit your organization, and add completely new types as needed. Don’t change the meaning of the Marketing List (with sponsorship) type (type ID 9), as it is used for special processing.

When deciding how to restrict folder creation for a given type, consider the following guidelines:

• Only allow system administrators to create folders using the Public type. This type should only be used for the public source folders and other very important organization-wide folders.
• Allow users in the marketing team to create marketing lists.
• Allow all users to create most working list types.

You use InterAction Administrator to create and edit folder types.

Create a Folder Type

1. Log into InterAction Administrator.
2. Double-click Folder Type in the entity list to open the Manage Folder Types dialog box.
3. Choose New to open the New Folder Type dialog box.
4. Type the Name.
5. Select the Class. A folder type can only apply to one class of folder.
   • Administrative Folder
   • Contact Type
   • Marketing List
   • Marketing List (with sponsorship)
   • Working List

6. Under folders of this type can only be created by, select the user or group that should be allowed to create folders of the new type.

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

   To assign permission to a group, you must create the group first. 

7. Select the appropriate Indicators for the new type.

   If	Select
   The type will be used for organization-wide folders that should be included in duplicate checking, company association, and quick searches. Normally this is only used on the Public folder type to designate contacts in the Firm List.	Enterprise All folders assigned the type will be enterprise folders, as described in Using Folder Type to Designate Folders to Search.
   The type will be assigned a large number of folders (more than 50) for which most Windows Client users will have access (note that this situation is rare).	Used by a large number of folders When a user browses to the folder type, InterAction will display the Find Folder dialog box instead of displaying a large list of folders, as described in Using Folder Types to Browse for Folders in the Main View of the Windows Client inOverview of Folder Types and Contact Type Groups.

8. Select the Status.

   Status determines if the folder type is Active or Inactive. An Inactive Type does not appear in the folder list and cannot be used when creating new folders. Note that you cannot delete a folder type; you change its status to inactive to “remove” it from the system.

9. Choose OK.
10. When you are done creating and editing folder types, choose Close to close the Manage Folder Type dialog box.

Edit a Folder Type

1. Log in to InterAction Administrator.
2. Double-click Folder Type in the entity list to open the Manage Folder Types dialog box.
3. Select the folder type to edit and choose Edit.
4. Edit the Name, Indicators, and Status fields as needed.
5. Choose OK.
6. When you are done creating and editing folder types, choose Close to close the Manage Folder Type dialog box.

Inactivate (Remove) a Folder Type

Never attempt to get around InterAction’s deletion rules by editing the database directly! Doing so can lead to database integrity errors.

To maintain the integrity of the database, you can’t delete a folder type. If a folder type is no longer relevant, change the status to “Inactive.”

Users cannot assign inactive folder types to new or existing folders. Any folders assigned to an inactive folder type are not available in the folder list in InterAction Windows Client.

Do not inactivate the Marketing List types. These are used for special InterAction processing, as described in “Folder Types for Marketing Lists” in Sponsored and Unsponsored Marketing Lists.

1. Log in to InterAction Administrator.
2. Double-click Folder Type in the entity list to open the Manage Folder Types dialog box.
3. Select the folder type to remove and choose Edit.
4. Change the Status to Inactive, then choose OK.
5. When you are done creating and editing folder types, choose Close to close the Manage Folder Type dialog box.

Inactive folder types do not appear in the folder list in InterAction Windows Client.