Fields: Add/Edit Folder
The Add/Edit Folder page lets you define or modify the details of a folder in the asset hierarchy.
Assets > Add Folder
Assets > Edit
Folder Name
Specifies the name for the folder in the asset hierarchy. The name may contain up to 255 characters.
Search Settings
The Search Settings specify default status that is used when child assets and folders are added to the current folder, and whether a selected status is applied to the child assets and folders in an existing folder.
Status
When this setting is used in creating a folder, it specifies the default Status value for child assets and child folders when they are added to the folder.
The Status field may have one of the following values.
| Value | Description |
|---|---|
|
Staged |
Specifies that the digital asset will not display in asset searches, however, it can be accessed through a direct URL. This allows a library to use MARC records to refer to assets and access them through a hyperlink in search results. Staged records would be hidden from a pure asset search but the MARC records would be found in a pure MARC search with a link for viewing the asset. |
|
Published |
Specifies that the digital asset will display in search results lists presented to the patron. This value is typically used for assets that are ready for public use. |
|
Hidden |
Specifies that the digital asset will not appear in search results lists presented to the patron. This value is typically used while assets are being prepared for public use, or for any other reason the library staff has to keep the asset from being located in a patron search. |
By default, the Status setting when you create a new folder is set to the Status value of the folder’s parent node.
When this setting is used in editing a folder, it is typically used with the Cascade Status to Child Assets and Folders option to change all of the child assets and folders in the selected folder to the specified Status.
Important: The Status setting of a folder has no effect on whether an asset will appear in the search results in patron searches, or not. Only the Status setting of an asset determines if it will appear in the search results, or will be hidden from patron searches. For example, if the folder’s Status is set to Staged, but the Status setting for each asset in the folder is set to Published, the assets will be visible to patrons in search results.
Cascade Status to Child Assets and Folders
Specifies whether the value selected in the Status field will be set as the status for all digital assets and folders within the current folder. By default, this check box is cleared.
Important: When cascading the status, if there are more than 500,000 assets and folders below the folder, the length of the process may not finish and may cause data or program errors. You may consider making the task smaller by editing the status of the folder’s subfolders separately and cascading those changes, and then editing the folder’s status.
Note: This option displays only when you edit a folder. You can use this option to change the Status value of every asset and folder in the current directory to the same value, then edit individual folders and assets to have a different value, if desired.
Security Settings
Specifies different levels of access that an administrative user or patron must have to access the folder. The Security Settings help protect the assets in the folder from being viewed by unauthorized users. This includes both patrons and administrators. Each Portfolio user has been assigned an access level and, depending on the setup at your library, may have additional authentication privileges. The different security option give levels of security and flexibility to your repository.
Portfolio does not require you to assign a security setting for each security type; however, you must choose an Access Level (the default is Extended Public). You will see only the security options that you have access to. For example, you cannot assign an access level of Supervisor if you have only Staff access.
Administrative users who do not have high enough access level or the correct authentication privileges will not be able to view the folder. They will not have access to the assets in the folder, even if they have the correct access level and authentication rights for the asset.
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If an asset in a folder has lesser accountability or accessibility than the folder’s, some administrators who would normally be able to manage the asset would not be able to find it. However, the asset would still be accessible to patrons through the Searching interface. Portfolio warns you when you attempt to move an asset into a folder with greater security settings. |
Access Level
Specifies the minimum access level required to view the folder in the digital access hierarchy. If a user does not have at least the selected level of access, the user will not see the folder in the hierarchy, and cannot modify or remove the asset or folder. You can assign an access level to a user (administrative or patron) from within the accountability module of SirsiDynix Symphony.
Note: The access levels are delivered with Portfolio, and you cannot create additional access levels. You also cannot modify or remove any access levels.
Your library may use the Access Levels to assign security levels in the manner that works best. An asset or folder may have one of the following access levels. The descriptions suggest some potential uses.
| Level | Description |
|---|---|
|
Extended Public |
Often assigned to off-site users of the library system and to patrons who are not members of the library. These users may browse and search for resource types that have the Extended Public access level. |
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Public |
Often assigned to members and users of the library. These users can navigate the digital asset hierarchy and search the database and may only see resource types with the level of Public and Extended Public. |
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Staff |
Often assigned to library staff members. These users can navigate the digital asset hierarchy, search the database, and create, modify, and delete assets. These users may not see or work with assets at the Supervisor or System Admin level, but they may see and work with assets at the Staff, Public, or Extended Public levels. |
|
Supervisor |
Often assigned to library staff supervisors. These users can navigate the digital asset hierarchy, search the database, and create, modify, and delete folders . These users can also assist in the maintenance of the metadata for folders, move folders from one location of the hierarchy to another, and remove folders. Supervisor users may search and modify folders and assets at the Supervisor, Staff, Public, and Extended Public levels. They may not search, browse, modify, or view assets and folders at the System Admin level. |
|
System Admin |
Often assigned to the SirsiDynix Symphony administrator. These users can navigate the digital asset hierarchy, search the database, and create, modify, and delete folders and assets. These users may also assist in the maintenance of the metadata for assets, which includes the creation of resource types, move assets or entire folders from one place in the hierarchy to another, and remove folders. These users often are responsible for reports, system maintenance, and installing software and hardware upgrades. System Admin users may search and modify folders at all access levels. |
Minimum Clearance
Specifies the minimum clearance required to view the asset or folder in the digital access hierarchy. If a user does not have at least the selected level of clearance, the user will not see the folder in the hierarchy, and cannot modify or remove the folder.
Note: The clearances are administered in SirsiDynix Symphony. You can add, modify, and remove clearances there.
Select Allowed Need-to-Knows
Specifies the Need-to-Know security settings selected for the folder. Need-to-Know is an optional authorization setting that is based on possession of a specific setting rather than a level. An administrative user or patron must have at least one Need-to-Know setting that matches Need-to-Know setting in the asset to have access to the asset. Users and folders may have more than one Need-to-Know setting assigned to them.
Important: The available Need-to-Know settings are limited to those that have been assigned to you. You cannot add a security setting to an asset that is not granted to you.
Select Required Restrictions
Specifies the restrictions to the folder. The administrative user’s access restriction must contain all the access restrictions in a folder in order for the user to view or manage the folder. Users and folders may have more than one restriction assigned to them. You can add and manage restrictions in Symphony.
Select Allowed Citizenships
Specifies which citizenships are required for administrative users to access the folder. Users may have only one citizenship assigned to them. A user’s Citizenship must match at least one of the Citizenships assigned to the folder for the user to have access to the folder. You can add and manage citizenships in Symphony.
Selection lists
You use the Available and Selected lists to specify which Need-To-Knows, Required Restrictions, and Allowed Citizenships accountability settings are activated for the asset.
Available
Displays a list of the available accountability settings for each accountability type.
You can select or multiselect one or more accountability settings in an Available list and then click Select, or you can double-click individual settings to move them to the Selected.
Selected
Displays a list of accountability settings selected for the folder.
You can select or multiselect one or more accountability setting in a Selected list and then click Remove, or you can double-click individual settings to move them to the Available list. Select a single Need-to-Know setting and use the arrow buttons to move it to or from the Selected list.
To add or remove an accountability settings in a list, choose the setting, and then use these buttons:
| Option | Description |
|---|---|
|
Select
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Moves the selected accountability setting from an Available list to the respective Selected list. |
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Remove
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Removes the selected accountability setting from a Selected list and returns it to the respective Available list. |
Note: These buttons are context-sensitive based on which list a security setting is selected in. For example, the Remove option is disabled when you select settings in the Available list, but it is enabled when you select settings in the Selected list.