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Document Folder

Document folders are used to organise, store, and review shared documents in Emakin. Power users typically use them to maintain controlled document collections, upload new versions, and check document history.

Typical Workflow

  1. Open the required document folder from the navigation panel.
  2. Review the available documents in that folder.
  3. Use Add Document when you need to upload a new file or register a new document record.
  4. Fill in the document metadata and attach the file.
  5. Open the document later to preview, download, print, or review its history.

Result: The document remains available in a structured folder with its metadata, permissions, and history.

Note: What you can create, edit, or delete depends on your folder and document permissions.

Creating and Managing a Document Folder

To create a document folder, add a new folder and choose the document folder type.

When you have Write access, the folder toolbar can include:

New Folder
Create a child folder under the current document folder.

Edit
Rename the current folder.

Delete
Remove the folder.

Add Document
Create a new document entry inside the folder.

Folder Permissions

Folder permissions determine who can access the document area itself.

Operationally, the most important levels are:

  • Read: view the folder and its contents
  • Execute: perform advanced operational actions where allowed
  • Write: change folder content and settings
  • All: full access

When managing access, Emakin can ask for:

  • Security Profile
  • Identity
  • Type (allow or deny)
  • Begins At
  • Expires At

Use these settings when the folder should only be visible or editable for a controlled audience.

Adding a Document

Use Add Document to register a new document in the folder.

Document Metadata

The document form can include:

Title
The display name of the document.

Content Type
The content category used for the document. This may expose additional structured fields.

Version Number
The document version identifier.

Description
Additional context about the document.

Add document form with metadata fields

Add New File
Attach the file that should be stored with the document record.

Result: The document becomes available in the folder together with its descriptive metadata.

Document Permissions

Document permissions control who can access a specific document, even inside a shared folder.

Use them when one document needs tighter visibility than the surrounding folder.

The main permission levels are the same as folder permissions:

  • Read
  • Execute
  • Write
  • All

You can also manage:

  • the target Identity
  • whether access is allow or deny
  • optional Begins At and Expires At dates

Preview, Download, and Print

Open a document to preview it directly in Emakin when preview is supported.

Document preview with viewer actions

From the preview area, users can typically:

  • review the document content
  • download the file
  • print the document

Document History

Use the history section when you need to audit how the document changed over time.

Document history showing document versions

History can include:

  • title
  • content type
  • version number
  • created by
  • created date

This is especially useful when multiple users maintain the same document over time.