Create Folio configurations

Folio lets users create pre-configured libraries. When a user creates a document in a specially configured AODocs Folio library, a new pre-configured library is created.

Important: Before creating a Folio configuration, all the prerequisites must be completed, including the creation and configuration of the AODocs library you intend to use as the Folio library and the template libraries.  

Once a Folio group has been set up on your domain, as a member of this group you can:

Each Folio configuration corresponds to one Folio library. Each Folio library can have only one Folio configuration.

For each Folio configuration you must specify:

  • an AODocs Folio library and document class where users can create documents, thereby triggering the creation of new libraries
  • permissions:
      • default permissions are same for all new libraries created with a given Folio configuration
      • customizable permissions are defined by the user when they create a new library using your Folio configuration
  • the template libraries that users can select from when they trigger the creation of a new library
  • which workflow states are accessible or read-only

Note: This is the workflow in the Folio library. Transitioning the document used to create the library restricts or allows access to the library.

  • which storage accounts (for Google Drive libraries) or bucket (for libraries using other storage platforms) the newly created library will use

This article explains how to:

Create a Folio configuration
          Define the basic information
          Define the permissions
          Configure access to the workflow states
Create a template configuration
Configure storage accounts

Create a Folio configuration

1. Select Folio in the left panel. 

2. Press the Add button.

Define the basic information

1. Under Basic Info in the New Folio configuration pop-up, start entering the name of a Folio library on your domain. The field autosuggests Document Management libraries in which you are administrator and which match the string you entered. Select the required library. 

The Library ID field is filled in automatically. 

Note: Folio libraries were created during the getting started phase. Learn more: Folio libraries.

2. Select the document class. 

Note
– Each Folio library can have only one Folio configuration, so you usually have only one document class in a Folio library. 
– Your document class must have a workflow.

3. Press Next.

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Define the permissions

You can define default and custom permissions that will be applied when users create their new libraries using the Folio library. 

Note: Library administrators can change the permissions after the new library has been created.

There are two types of permissions:

  • default permissions that are applied to all libraries created with this Folio configuration – for example, default library administrators
  • customizable permissions that are filled in by users when they create their new libraries using the Folio library – for example, specific contributors and viewers

1. Under Permissions in the New Folio configuration pop-up, select one or more Person properties for Contributor Fields

Note: This is the only mandatory field in the Permissions panel.

The drop-down menu is populated with all the Person properties defined in the document class you selected under Basic information. When users create libraries with this Folio configuration, they can add people to the properties to assign them as contributors, viewers, and so on.

In the example below, "SOP manager", "SOP validator", "Laboratory researcher" and "Trainee technician" are Person properties in the "SOP" document class. When users create their document in the Folio library, the people they add to the "SOP manager" property will be contributors and the people they add to the "Trainee technician" property will be viewers.

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2. Optionally, do the same for the following fields:

  • Viewer fields
  • Document Manager fields
  • Category Value Manager fields
  • Maintenance Manager fields

3. If required, define people in these default roles:

  • Default Admins
  • Default Contributors
  • Default Viewers
  • Default Document Managers
  • Default Category Value Managers
  • Default Maintenance Managers

The people you define in default roles will be included in all libraries created using your Folio configuration.

Tip: Assign  yourself to one of the above roles to ensure you have access to the library you create.  

4. Press Next.

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Configure access to the workflow states

The pop-up shows the list of states in the workflow for the document class you selected under Basic information.

1. For each state, define whether access should be default or read-only.

Users can change the workflow state of the document they created in the Folio library to manage the library they created.

In the example below, when a user creates a document in the Folio library, a new library is created which is used to handle SOPs. If the project is halted, the user can change the workflow state of the document in the Folio library to "Project JH79 halted temporarily" and the entire library will be read only until switched back to the initial workflow state.

2. Press Create.

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The new Folio configuration is displayed in the list. 

If required, you can view the details of the configuration or delete it. 

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Create a template configuration

1. Select Template in the left panel.

2. Press the Add button.

3. In the New template configuration pop-up define a name for your template.

Note: You can use any name you like, for easy identification of your template configuration. If required, the name can be different from the name of the template library itself. We recommend using the template configuration names as values in the category property in the Folio library.

4. Select a template library on your domain.

Note: Template libraries were created during the getting started phase. Learn more: Template libraries.

When you select a library, the library ID appears in the Library ID field.

Note: Enter the ID as the short name for the category value in your Folio library

5. Press Create.

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The new template configuration is displayed in the list. 

If required, you can view the details of the configuration or delete it. 

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Configure storage accounts and buckets

If the libraries created with a given Folio configuration will use Google Drive, you must define at least one storage account for them. If you define more than one, a newly created library will use the storage account with the least number of subscriptions. Learn more: What is the AODocs storage account?

If the libraries created with a given Folio configuration will use another storage platform, you must define the bucket where the libraries' contents will be stored. 

1. Select Storage account in the left panel. 

2. Press the Add button.

3. Enter the name of a Folio library on your domain. Its library ID is automatically filled in. 

4. For libraries that will use Google Drive, enter one or more storage accounts from those available on your domain. 

For libraries that will use other storage platforms, enter the name of a bucket that has already been set up. Learn more: Set up Google Cloud Storage for AODocs.

Notes:
– For Google users, if you have template libraries using Google Drive and others using Google Cloud Storage, your Folio configuration requires a storage account and a bucket.
– For Microsoft users using Azure Blob storage, your Folio configuration requires only a bucket.

5. Press Create.

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The new storage account configuration is displayed in the list. 

If required, you can view the details of the configuration or delete it. 

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