Folders and categories is a very convenient tool to adjust the data in reference guides.
Items of reference guides can be represented not by usual linear list, it would be inconvenient, but be divided into several categories to make the intended usage convenient. Categories are divided into folders, folders contain the items.
We can provide the following analogy. Category is a hard disc, folders are catalogs on it, and files are located in folders. As with discs in computer, the reference guide can contain several categories. Each category can be divided into several folders (the same as on computer disc). The same nomenclature items can be located in different categories, the same as on computer disc, and can be copied between them. There is one important difference – the same record cannot be located in different folders of the same category. In different categories it can be located. One more substantive remark. In contrast to files copied to different folders and to different discs, which of them begins to live with its life, item of reference guide located in different categories is not a copy, but the same position located in different categories.
The analogy is as follows – the same book in the library can be located in different catalogs. Let’s say in the book it’s written about love, murders and all these events take place while traveling. Therefore this book can be located in catalogs “Romantic novels”, “Travels” and “Detective novels”. Each genre lover can find his own preferences and can make his own classification – “Detective novels” for “Male” and “Female”, by killing method with knock on the head or on body, at the first attempt or at the fifth one. Depending on the imagination limit. The book itself is still the same – the same number of pages, the same cover and the same text font.
Here are the main commands for working with categories and folders.
Delete. This command allows to delete the folder. A rule should be observed: this folder should not contain the other folders with items, so it should be empty. Otherwise the message will be displayed with the deletion failure.
Update. This command allows to update the tree. It’s necessary by intensive operations when restructuring the tree. It doesn’t have any limits, but after this command usage the folder tree is displayed in collapsed view.
Make a folder. It makes a folder in the tree. The folder will be created as a subfolder to the cursor location. It will be displayed the window to enter the name.
Edit the folder. This command allows editing the folder name.
Select the category from the drop-down list. Allows selecting any category from the list to be the current one.
Create a category. It creates the category that can be selected in drop-down list. It’s the first command you should perform if you don’t have any category for selection.
If you mistake when information entering or you have to transfer the information from one folder or category to the other, you should make the following operations. Firstly you should select the records you want to transfer. Then open the window for transfer and pull the items from one window to the other.
There is a possibility to allow the access rights to categories for users and groups. The following access levels can be allowed: “Author”, “Co-author” and “Reader”. It should to be noted, that it can be available only for folders and categories and for adding of the records to category. The access level “Reader” is allowed for the data available in category. The access levels “Author” or “Co-author” are allowed to each separate object particularly. The access levels “Author” or “Co-author” allow creating new objects in the category. “Reader” can use only the available objects. In addition, the level “Co-author” allows creating and if necessary editing the folders but only the folders were created by this user. The access level “Author” allows both creating new folders and editing the existing folders, created by any other users. The access level “Author” allows also editing the list of users and groups with access rights to the category. You should be very careful granting this access right.
Also the principle is applied of absorption the lower level right by the higher level right. The role “Author” has the highest level, the level “Co-author” is lower, and “Reader” has the lowest level. In case the user has “Author”, “Co-author” and “Reader” from different sources of rights granting, the right “Author” will be available.
The procedure of rights granting is totally the same as procedure described in block “Rights”.