Folder Structure
The Folder Structure system in the Drive module provides a hierarchical organization system for files and documents. With customizable hierarchies, inherited permissions, and powerful management tools, it helps keep your content organized and accessible.
Key Capabilities
Hierarchical Organization
Create multi-level folder structures to match your organizational needs
Permission Inheritance
Apply access permissions that flow down to subfolders and files
Custom Metadata
Apply metadata at the folder level that can be inherited by contents
Specialized Folders
Create system folders with special behaviors for specific purposes
Bulk Operations
Perform actions on entire folder structures with inheritance options
Template Folders
Create reusable folder templates with predefined structures and settings
Folder Model
Folders in the Drive module are fully-featured resources with their own properties and capabilities:
[Folder Resource Model Diagram]
Core Folder Properties
- Folder ID: Unique identifier for the folder
- Name: Display name of the folder
- Description: Optional detailed description
- Path: Full path from root to this folder
- Parent Folder: Reference to containing folder
- Creation Date: When the folder was created
- Created By: User who created the folder
- Last Modified: When folder properties were last updated
- Modified By: User who last modified the folder
- Child Count: Number of files and subfolders contained
Folder Settings
- Permissions: Access control settings for the folder
- Metadata: Custom properties applied to the folder
- Tags: Categorization tags for the folder
- Folder Type: Regular, template, system, or specialized
- Default View: How contents are displayed by default
- Sort Order: Default sorting for contents
- Retention Policy: Data lifecycle rules for contents
- Workflow Settings: Automated processes for contents
Folder Hierarchy
The Drive module supports a flexible folder hierarchy system:
[Folder Hierarchy Example]
Hierarchy Structure
- Root Folder: Top-level starting point for organization
- Personal Drive: User's private workspace
- Shared Drives: Team and department workspaces
- Project Folders: Content organized by project
- Department Folders: Content organized by department
- Topic Folders: Content organized by subject matter
- Unlimited Depth: Create as many levels as needed
Hierarchy Management
- Create Folders: Add new folders at any level
- Move Folders: Relocate folders and their contents
- Copy Structure: Duplicate folder hierarchies
- Rename: Change folder names without disrupting links
- Delete: Remove folders with cascade options
- Merge: Combine folders with conflict resolution
- Export/Import: Transfer folder structures
Special Folder Types
The Drive module includes several specialized folder types with enhanced capabilities:
System Folders
Automatically created folders with special behaviors:
- Trash: Storage for deleted items before permanent removal
- Favorites: Quick access to important items across the drive
- Recent: Automatically populated with recently accessed items
- Shared with Me: Items shared by other users
- Templates: Reusable document and folder templates
- Archive: Long-term storage for inactive content
Smart Folders
Dynamic folders that automatically aggregate content based on rules:
- Query Folders: Content matching specific search criteria
- Tag Folders: Content with specific tags or metadata
- Type Folders: Content of specific file types
- Date Folders: Content from specific time periods
- Author Folders: Content created by specific users
- Project Folders: Content linked to specific projects
Template Folders
Reusable folder structures for consistent organization:
- Project Templates: Standard project folder structures
- Department Templates: Standard department organizations
- Client Templates: Standard client folder arrangements
- Process Templates: Workflow-specific folder organizations
- Event Templates: Folder structures for event management
- Custom Templates: User-defined folder templates
Access-Controlled Folders
Folders with special permission characteristics:
- Private Folders: Accessible only to specific users
- Team Folders: Collaborative spaces for specific teams
- Public Folders: Content accessible to all organization users
- External Folders: Content shared with external collaborators
- Restricted Folders: Content with enhanced security
- Compliance Folders: Content subject to specific regulations
Folder Operations
Core operations available for managing folders:
Basic Operations
- Create Folder: Add new folders to the hierarchy
- Rename: Change folder names
- Move: Relocate folders in the hierarchy
- Copy: Duplicate folder structures
- Delete: Remove folders (to trash or permanently)
- View Properties: Examine folder details and settings
Advanced Operations
- Share: Grant access to other users
- Edit Metadata: Modify folder properties
- Apply Tags: Add categorization tags
- Set Permissions: Configure access controls
- Configure Inheritance: Set inheritance behavior
- Create Template: Convert to reusable template
Bulk Operations
- Batch Create: Create multiple folders at once
- Mass Update: Modify multiple folders simultaneously
- Batch Move: Relocate multiple folders
- Batch Permission: Apply permissions to multiple folders
- Bulk Tag: Apply tags to multiple folders
- Mass Delete: Remove multiple folders at once
Administrative Operations
- Storage Analysis: Assess folder size and content distribution
- Access Audit: Review who has access to folders
- Activity Monitoring: Track folder usage patterns
- Retention Management: Apply lifecycle policies
- Structure Export: Generate folder structure reports
- Folder Recovery: Restore deleted folders
Permission Inheritance
Folder permissions in the Drive module follow an inheritance model:
[Permission Inheritance Diagram]
Inheritance Rules
- Default Inheritance: Child folders and files inherit parent permissions
- Permission Addition: Adding permissions at a level applies to all children
- Permission Override: Define specific permissions that override inherited ones
- Break Inheritance: Stop inheritance from parent for specialized access
- Restore Inheritance: Reapply parent permissions to a folder
- Block Inheritance: Prevent specific permissions from being inherited
Inheritance Benefits
- Simplified Management: Set permissions once at higher levels
- Consistent Access: Ensure uniform permissions across related content
- Organizational Alignment: Match permissions to organizational structure
- Reduced Errors: Minimize permission gaps and inconsistencies
- Scalability: Easily manage permissions for large content collections
- Hierarchy Enforcement: Maintain authorization boundaries
Folder Structure Best Practices
Recommendations for designing effective folder hierarchies:
Structure Planning
- Design hierarchy before implementation
- Align with organizational structure or processes
- Consider growth and future needs
- Establish naming conventions
- Document folder purpose with descriptions
- Create folder templates for consistency
Permission Design
- Apply permissions at highest appropriate level
- Use groups rather than individual permissions
- Minimize inheritance breaks
- Document permission decisions
- Regularly audit access controls
- Create permission templates for common scenarios
Hierarchy Optimization
- Limit folder depth to 7 levels or fewer
- Use descriptive folder names
- Balance between too many and too few subfolders
- Consider search and browse experiences
- Use metadata to supplement folder organization
- Regularly review and optimize structure
Content Management
- Establish clear content ownership
- Implement appropriate retention policies
- Archive inactive content to reduce clutter
- Use specialized folders for specific purposes
- Maintain folder structure documentation
- Train users on proper folder usage
Integration with Other Modules
The Folder Structure system integrates with other components of the Datar Platform:
User Management
Folder permissions integrate with user roles and team memberships
Projects
Project folders automatically created and managed for each project
Department Management
Department-specific folder hierarchies with appropriate access controls
Workflow Management
Automatic folder creation and organization based on workflow stages