Job folders

Introduction

Job folders are an essential part of WorkBook. When set up, you can upload any kind of files on any job in WorkBook and anyone with access to the Documents tab on jobs have access to these files.

If you have purchased WorkBook Portal there will even be a “PortalFolder” that is shared between you and your client.

Basic configuration

The configuration interface is found under Settings → Folders, reports and documents → Storage & folder setup → Job folder setup. From here you can control how the directory names are constructed and on which Storage Provider they will be stored. You need to have at least one active storage provider configured before you can proceed with this part.

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None path related options

Title Simply give this setup a name
Company If your WorkBook contains more than one active company, you can chose which of these this folder setup applies to. If left blank, the setup applies to all active companies in your WorkBook
Active If not marked, jobs will be created without job folders without the possibility to upload anything an that particular job
Optional Leave this box empty if you want job folders to be created automatically every time a new job is created. If checked, you have the option to create job folders in the Job creation dialog – or you can chose to create the job without job folders at all
Is archive folder Only check this box if you want to use the possibility to archive closed jobs – see more about this option
Folder path Select in which sub folder on your file share your job folders should be stored
Client sub folder Chose a sub folder in which to store job folders. This sub folder will be added to the client folder. Leave this blank if you want all job folders to be stored directly in the client folder
Display folder path This path is used as a prefix for the resource folder and is mostly used together with the WebDAV or File System Storage Provider.
It allows you to show users on which location they can access the files directly. See Resource folders for more details
Storage provider Chose which active storage provider you want to use for job folders
Use project folders Check this box if you’re using separate projects in your job creation. The default value is ‘Jobs’
Use client folders  Chose this if you want the job folders to be stored in the main folder for each client. If unmarked, all job folders will be located directly in the folder ‘Clients’
Sub folder structure  Point to the path where you have created a set of empty folders you would like to be created on each new job you create in WorkBook
Archive folder  If you want to use the possibility to archive closed jobs, this is where you state to which sub folder files and folders should be moved. See more about this topic here
Display folder path  See more here
Department Chose which department this configuration should apply to. If this field is left blank, the above settings applies to all active companies in your WorkBook

 

How the job folder path is constructed

The job folder path is used to decide where the documents and files for a job is stored on a Storage Provider.

The path is constructed as follows: {Folder path}\{ClientFolder}\{Client sub-folder}\{Project Folder}\{Job Folder Name}

Folder path Folder path can be directly configured in the setup grid
Client folder If the checkbox “Use client folders” is enabled the resource folder name will be used (Example: MyClient)
Client sub folder Client sub folder can be directly configured in the setup grid
Project folder If the checkbox “Use project folders” is selected the client project name will be used
Job folder name The job folder is specified by the system variable: JobFolderNameJobNumberPlace (684)

Do not use job number in job folder name
Set job number before job name in folder name (Default)
Set job number after job name in folder name (in parenthesis)

Example

If these are the values:

Client Bluebird
Job Id 1022
Job name Advertisement
Folder path Client
Client sub-folder Jobs

The path constructed would be “Clients\Bluebird\Jobs\1022_Advertisement”

Advanced configuration

The job folder configuration allows for a wide range of configurations according to company and other factors.

Multiple job folders

One of the most common advance configuration’s is having multiple required job folders.
One might find this crazy, but the logic behind this is quite sane. Sometimes you have a local share for storage of large files, and cloud storage for smaller and/or more important documents.

In this case you would create two records that are both required but have individual storage providers. We generally recommend that you keep the same folder structure on both records.

Sub folder structure path

When creating a new job, WorkBook can automatically create a series of sub directories and default files.
This is done by selecting a Sub folder structure path. This directory must exists on the storage provider selected.

Every time a new job is created, these sub directories and files will be copied to the new job folder from the “Sub folder structure path”

FolderPath_2

FolderPath

Different folders per company or department

You can vary the folders available on a company and a department basis.

This feature can be very useful for multi company setups where each company or department is located in different geographical locations, allowing them to use their own local file storage in WorkBook instead of a single shared global storage system.

Display folder path

This path is used as a prefix for the job folder and is mostly used together with the WebDAV or File System Storage Provider.
It allows you to show users on what location they can access the file.

The value is displayed in the bottom of the document browser

An example would be a File System Storage Provider that uses the RootDirectory “W:\” and all the client machines has the same “W:\” drive mapped.

Job folder archive

You have the possibility to archive old jobs that are no longer active (jobs with job status ‘Invoiced’ or ‘Cancelled’). How the example below is constructed:

Jobs – This is where job folders for new jobs are stored. If you want to use the archive function, make sure you have entered a value in the column Archive folder. You can only chose from the drop-down if you have set up the second line

JobsDone – This defines where folders for archived jobs will be moved. In this example, archived job folders will be moved to a folder called JobsDone in the client folder. Make sure to tick to Is archive folder box to activate the archive option (if not, you can’t chose this folder as your archive folder in the first line).

So if you archive any jobs with this setup, job folders will be moved from \Clients\[ClientName]\Jobs\[JobName] to \Clients\[ClientName]\JobsDone\[JobName]. You can chose a different folder for achived jobs – it doesn’t have to be stored in the client folder. However, you can’t chose a different storage provider for the purpose – the archived jobs must be stored in the same share as your active job folders.

 

Once this has been set up, you can start archiving jobs. Only jobs with job status 4 and 5 (default values are ‘Invoiced’ and ‘Cancelled’) will show on the list. Just mark the jobs you want to move and click the ‘Archive now’ icon. WorkBook will move every job folder to the new destination. If you have many folders and files in your job folders, this can take a while and you might want to limit the archiving to 10-20 jobs at a time

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