EasyDMS

Question

Hello,
What is the difference between public folder and private folder in EasyDMS?
What is the relation between folder and document type?
Atul

Answer 1

Hi,
pls find comments
a) When an user does a search, document from both public as well as private folder are shown. For the user who is search public/private forlder is irrelevant. So what is the actual / real use of private folder? As i understand documents stored in private folder are not directly visible to other users where as documents stored in public folder is directly visible.
Both Public and Private folders help in creating/maintaining documents in structured manner. i.e Document Structures
lets take an ex:
some equipment has to be assembled for which drawings are already available in DMS.
consider 3 users - user1, user2, and user3
all these 3 users develop their own document structures/design equipment based on their own ideas which must be maintained confidential so that other user shud not see the structure.
if this structure is created in public folder the all other users will have access but if it is created in private folder then only respective user can see his own structure.
b) When creating a folder, document type is asked. But in that folder one can store documents of any document type. Would it be right to understand that folders are just representation of boxes and the documents stored in these boxes relate to the box?
How do i control/ authorize creation/non-creation of folders in public folder? How do i control/authorize that an user should by able to store documents in a particular folder only? e.g. i have created 5 folders under the public folder for project1, project2, project3, project4, project5 using document type PRJ. Now i want user2 to store documents in the folder project2 only?
while creating folder doc type is asked, tis is just for repesenting as an header folder under which u will be structuring all the required folders and documents.
all authorizations give in SAP while be taken into EDMS, after creating doc in standard SAP, document browser tab refers to creation of document structures which is nothing but fucntionlity of EDMS.
if user have authorisation to doc type thru which folder is created, any documents can be stored in that particular doc type/folder.
hope this example helps u.
Thank You,
Manoj