Definition Folders

Definition folders are created to organize and share definitions. To create a definition folder, right-click on the Definitions folder or any sub-folder and select the ‘New Folder’ option. A dialog will be displayed. Give the folder a name and press the Save button.

Ownership

By default, the ownership of a folder belongs to the user who created it. This user has full permissions granted for the folder; however, the permissions may be affected by the overall rights this user has from assigned roles. For example, if the role this user is assigned to is prevented from creating any type of definition, having all rights to a folder this person owns still doesn’t allow this user to create definitions.

Best practices suggest that the owner of a folder be changed to a role when the folder is created. This way, all definitions within the folder can be accessed by other users who belong to the same role. As users come and go relative to the product, folders do not need to be changed – only the roles assigned to users need to be maintained.

To change the owner, click on the … in the Owner field from the folder properties dialog. A dialog will display that allows either a user or role to be selected. Select the role option and then select a role definition, press OK and then Save the folder. Note that changing ownership may remove folder visibility for the current user.

Sharing

Folders can be shared with other roles and with other users. Besides the role or user that owns the folder with all rights, other roles can have folder access with all or limited rights. The rights that can be granted when sharing the folder are:

• Add items – create new item definitions within the folder
• Edit Items – edit items within the folder
• Delete Items – delete items in the folder
• Move Items – move any items from the folder to another
• Edit Folder Properties – edit the folder properties including ownership
• Run Items - run items within the folder

To share a folder, go into the folder properties and select the Shares section. Then click on the Shares menu and select New. Now select the option to either share with a user, a role, or with everyone. A dialog will be displayed where you can select the role or user and which rights to grant.

Note that even though a user may have been granted all rights to some folder, whether through ownership or through a share, their rights are still limited by what rights they have in roles they have been assigned.

Moving

To move a folder, drag and drop the folder under a new parent folder. Depending on where the folder is moved, there may be a change of ownership. If so, a prompt for confirmation will be displayed. Along with the ‘Move Items’ right for the folder, one of the following role rights are required:

• Definitions Authoring \ Folders \ Change Owner
• Definitions Authoring \ Folders \ Change Owner (own)