Is it possible to add additional folder layers?

[dalequalls]

RM is a great feature!

Is there any way to add additional layers of nested folders at any (or all) levels, such as:

File Plan > Series > Category > Folder >Sub Folder > Sub Sub Folder > Sub Sub Sub Folder

In our environment (legal), we would use it something like this:

File Plan > Litigation > Client Number > Matter Number> Correspondence > Plaintiff
                                                                                > Correspondence > Defendant
                                                                                > Documents > Briefs
                                                                                > Documents > Motions

The ability to do more nesting would be huge.  Is it possible in the existing product?

Thanks!

[joey2]

While this enhancement has been requested and considered… we hope.

In the meantime, you can add one non-record folder after the record folder. You can then move records into such folder.

In other words, you can create a folder structure like: Series -> Category -> Folder -> "Normal" Folder -> Record

A bit of a limitation but we got by exploiting this for now.

Hope this helps.


- Joe

[golden_eye]

Hi JoeY
i am trying to do what u have suggested.
How can i create non-record folder, there is no such option, is only label new folder.
Could u be more specific.Please.
Thanks.

[abruzzi]

We currently use the old RM module on 3.1 enterprise.  The old system had a provision for "Record Folder" which assigned all the record metadata to the folder, and everything inside that record folder was a normal document to alfresco.  Most of our records comprise many documents, and are best organized by subfolders.  As an example, we have a department that enforces court requirements for DWI offenders.  Our setup looks like this:

DWI Case Files (File Plan in the old RM  app terminology)

->Smith, Bob 12345 (This is a record folder for case 12345, offender Bob Smith, retention is 6 years after the case is closed)
–>Alcohol Screening (a Folder. The offender must take periodic alcohol tests, the results go in here.)
–>Court Documents (A folder.  All judgement and sentencing information)
–>Fee Agreements (a folder.  reciepts for fees paid.)
–>Misc (a folder.  other stuff)
–>Personal information (a folder.  demographic, surveys, personality questionaires, etc.)
–>Program Requirements (a folder.  referrals, reports from referral agencies)

This case has no documents in the root of the record folder, but some do.  Our legal department case files have the resulting action placed in the root.  The DWI case above will frequently generate several new documents every month for 5 years before going into cutoff, so they will easily hold 100-200 individual documents, making the subfolders a near necessity for this.

From my brief look on the community edition, it does look like it still can apply cutoff to record folders, but the inability to add folders within that record folder could be a deal killer to us.  Am I missing anything?

Geof

[abruzzi]

I'm looking at how hard it is to add the capability, maybe others want to jump in, but the ability to add a folder in a records folder returns if you make the following change:

WEB-INF/classes/alfresco/templates/webscripts/org/alfresco/slingshot/documentlibrary/dod5015-evaluator.lib.js         /**          * SPECIFIC TO: RECORD FOLDER          */         case "record-folder":            actionSet = "recordFolder";            permissions["new-folder"] = capabilities["Create"];  <<—Add this line.            /* Record and Record Folder common evaluator */            Evaluator.recordAndRecordFolder(asset, permissions, status);            /* Update Cut Off status to folder-specific status */            if (status["cutoff"] == true)            {               delete status["cutoff"];               status["cutoff-folder"] = true;            }‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍

Unfortunately adding folders or files to that folder fails.  I'll look for the fix to that after lunch.

Geof

[unknown-user]

Hi guys,
Is there anyone who managed to get this problem solved?

[hkır]

Hi,
I want to customize rm in accordance with the electronic records management standard of my country and this standard allows nested records folders. As I far as I understand It has been implemented once (https://issues.alfresco.com/jira/browse/ALFCOM-3484).  How can I enable (reimplement) such functionality, where should I start from, what are the key points that I should be aware?

[aman]

Alfresco developers - this is a really important question (probably for many organisations).  We are investigating moving  from an existing RM solution/filplan to Alfresco RM.  However the source fileplan is already 4 levels deep (i.e. an optional level of sub-folders at the botton tier) and not practically reducible, so we really need that 4th level to be available in Alfresco.  I tried the solution posted a couple of posts back, which simply enables the creation of subfolders - however as noted, it is not possible to create anything in those folders - there are resulting Null Ptr errors in the log.

Again - is there a solution to this?  Surely enabling organiastions who are ready to make the move to Alfresco to do so by providing what must surely be a trivial accommodation is good for everyone?

cheers,
Aman

[croc]

Hi Guys,

if you check abruzzi's post on 26 Jan 2010, 22:01, he said he was able to get the folder enabled to create Folders but the problem was adding files and sub-folders to that sub-folder.
Check the code below for that.

WEB-INF/classes/alfresco/templates/webscripts/org/alfresco/slingshot/documentlibrary/dod5015-evaluator.lib.js         /**          * SPECIFIC TO: RECORD FOLDER          */         case "record-folder":            actionSet = "recordFolder";            permissions["new-folder"] = capabilities["Create"];  //<<—Add this line.            /* Record and Record Folder common evaluator */            Evaluator.recordAndRecordFolder(asset, permissions, status);            /* Update Cut Off status to folder-specific status */            if (status["cutoff"] == true)            {               delete status["cutoff"];               status["cutoff-folder"] = true;            }‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍

I was able to get files and folders added to that sub-folder. The problem I still have is regarding the matadata to either the files of sub-folders created. They don't use the same metadata as the folder or the file.

Below is what you need to do.

/DOD 5015/source/java/org/alfresco/module/org_alfresco_module_dod5015/action/impl/FileAction.java // Calculate the review schedule        VitalRecordDefinition viDef = this.recordsManagementService.getVitalRecordDefinition(actionedUponNodeRef);        Date reviewAsOf = viDef.getNextReviewDate();  if (viDef != null){ //Add this line        if (reviewAsOf != null)        {            Map<QName, Serializable> reviewProps = new HashMap<QName, Serializable>(1);            reviewProps.put(RecordsManagementModel.PROP_REVIEW_AS_OF, reviewAsOf);                        if (!nodeService.hasAspect(actionedUponNodeRef, ASPECT_VITAL_RECORD))            {                this.nodeService.addAspect(actionedUponNodeRef, RecordsManagementModel.ASPECT_VITAL_RECORD, reviewProps);            }            else            {                Map<QName, Serializable> props = nodeService.getProperties(actionedUponNodeRef);                props.putAll(reviewProps);                nodeService.setProperties(actionedUponNodeRef, props);            }        }}// Add this line to   close if (viDef != null){‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍

Folders and files that are created after the 4th level use the same metadata. and the reason for that is because when you click New Folder  or File Button if execute the method below.

/DOD 5015/source/java/org/alfresco/module/org_alfresco_module_dod5015/RecordsManagementServiceImpl.java /**     * Try to file any record created in a record folder     *      * @see org.alfresco.repo.node.NodeServicePolicies.OnCreateChildAssociationPolicy#onCreateChildAssociation(org.alfresco.service.cmr.repository.ChildAssociationRef, boolean)     */    public void onFileContent(ChildAssociationRef childAssocRef, boolean bNew)    {        // File the document        rmActionService.executeRecordsManagementAction(childAssocRef.getChildRef(), "file");    }‍‍‍‍‍‍‍‍‍‍‍‍‍

and it was supposed to execute the method above only when the File Button was clicked and execute the one below if New Folder was clicked.

/DOD 5015/source/java/org/alfresco/module/org_alfresco_module_dod5015/RecordsManagementServiceImpl.java /**     * Set's up the record folder upon creation     *      * @param childAssocRef     * @param bNew     */    public void onCreateRecordFolder(ChildAssociationRef childAssocRef, boolean bNew)    {           // Setup record folder        rmActionService.executeRecordsManagementAction(childAssocRef.getChildRef(), "setupRecordFolder");           }‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍

I think it should be very easy to debug and check the reason why it is executing onFileContent instead of onCreateRecordFolder.
I didn't have enough time to do it because I have something that I am working on.

I also think it can be created a long way by creating a new button called New Sub-Folder, which will follow the same functionality as New Folder. so you can just search the New Folder and create a New Sub Folder. But this is gonna take long.

If someone manage to get it working please let me know.  I mean the metadata (that comes when you click View Metadata) problem.

Thanks

[abruzzi]

I haven't had an opportunity to follow up of my earlier work, but now that it looks like we are going to push to migrate from the old (unsupported) RM module to the new certified module, we will be spending some time on it.  I'll look at croc's code in addition to mine.  If/when we figure it all out, I'll try and post something up.  I also think its very solvable, but it always a matter of resources.

Geof

[wyuan]

Hi,

I added multiple categories and it was successful, but I can not add a folder if I want to.  How can put an end to the category and add a folder?

Thanks.