Folders are displayed in blocks of 1000 records. Windows Explorer Client only displays the next 1000 folders when you click Load next. Documents are shown immediately with this lazy-loading procedure, even for file cabinets with a lot of documents.
You can create a new folder in Windows Explorer Client and drag a document or several documents into it. All documents contain the folder name as an index entry. If you do not store any documents in a newly created folder, the empty folder is deleted again after refreshing the server settings.
However, if a folder in Windows Explorer Client contains a fixed select list, the folder is always shown, regardless of whether or not it contains documents.
If you have the right to change index entries, you can also rename a folder within the DocuWare folder structure. Remember that the folder names reflect the index entries of the documents they contain. This means that if you change the name of a folder, the index entry it comes from will also change in all the documents located in this folder or in subfolders.
Archiving Entire Folder Structures from the File System
Just as when you archive single files from Explorer to DocuWare, you can also copy entire folder structures (up to three levels) to the DocuWare folder structure. This allows you to archive the files contained in the folders in DocuWare using the folder names as index terms.
Normally, when you archive a file in this way, the store dialog opens to allow you to add additional index words manually. However, when you are archiving entire folder structures containing many files, this may not necessarily be desirable. If you don't have any specific index words to assign to individual files, click Store all when the store dialog opens the first time. Then the files will all be archived according to the folder structure, and a store dialog will not be opened for each document.
[No index] Folder
If an index field that is used for the tree structure is not filled for a particular document, a folder called [No index] is created at that level. The document is then placed in this folder.
For example:
Your DocuWare folder structure comprises the index entries for the Company and Contact fields and you copy a document directly into the Freizeitpark Moser GmbH folder.
In the store dialog that opens, the Company field is filled with Freizeitpark Moser GmbH. The Contact field on the other hand is empty, because no contact has been selected via the folder structure. This example assumes that you did not enter anything in the Contact field of the store dialog.
Because the document now has no entry in the Contact field, a folder with the name [No index] is created in parallel to the folders containing the various contacts and the document is moved to this folder.
From DocuWare 6.8, the [No index] folders are no longer visible. In the above example, the document would then be displayed in the folder above "Leisure park Jones".
Creating a Link to DocuWare Folders
Just as you can create a link to an individual document, you can also create a link to a whole folder from the DocuWare folder structure. Drag the selected folder to the desired link destination while holding down the Ctrl and Shift keys
Exporting Files and Folders
You can also export individual files or entire folders from the DocuWare folder structure to the file explorer using drag & drop, the context menu or shortcut keys. If you use drag & drop, the files/folders are copied; if you use drag & drop + [Shift], they are moved.
Using Document Trays
In the tree view, the default document tray of the logged-in user is displayed above the file cabinets. Documents can be moved into and out of a document tray in Windows Explorer Client. Windows Explorer Client provides the following functions for documents in the document tray: Open, Open in Web Client Viewer, Send to, Cut, Copy, Rename, Display properties.
Displayed File Extensions
For documents that consist of just one file, the extension of this file is used in Windows Explorer Client. For example, if a document consists of a Word file (.doc), this document also has the .doc extension in Windows Explorer Client.
For a clipped document, i.e. a DocuWare document that consists of several files, there are two options:
A clipped document with files of the same type is displayed in Windows Explorer Client with the corresponding extension.
If a clipped document consists of different file types, the document is displayed in Windows Explorer Client as .zip.