You are viewing limited content. For full access, please sign in.

Question

Question

Setting default column display for different users

asked one day ago

I have thousands of folders in Laserfiche that I want to set to a specific column display. I know I can change the columns display. And I know that I can remember the column displayed for each folder. These folders are all of similar content, but they are different folders.

For example, these are Parcel Address folders with similar doc types in each folder, but different folders. When users go to a parcel folder for the first time, they need to set each column display each time. 

Is there a way I can construct the [‏XmlColumnDisplay]‏Data so I can add this to each user?

I could create a new test user, set the columns (thousands!) then import those folder settings to each user. I'd like to avoid this.

Could construct the XML outside of Laserfiche and then import it? I see that the [‏XmlColumnDisplay]‏Data are used as multiple files (it appears they get combined). I am hoping I could create a valid XML and import it and LF handles the XML files sizes and splits accordingly. 

0 0

Replies

replied one day ago Show version history

In theory, yes you could create the XML manually - but ugh.

I've done this kind of stuff (not columns specifically, but other attributes) by setting it up under one user, exporting it and then importing it to a group like Everyone.

Are you needing different column layouts for each of these thousands of folders, or are you wanting the same layout for all of them?  Because you should be able to set the layout from a parent folder and it should carry down to all of the child folders that don't have a more specific layout.

0 0
replied one day ago

Within each Parcel folder there are 3 separate folders with docs in them. Each one of the 3 separate folders need the 'Building' template applied to them. There are thousands of Parcel folders. 

I could export all of the entryIDs for these folders and automate the creation of an XML outside of LF and import it in to each users settings. 

What makes the subfolders inherit a parent folder column display? I am not sure what controls this. 

0 0
replied one day ago Show version history

You are mentioning a couple different things like templates and columns.

For assigning templates to folder, Workflow is your friend, because it can search for all of the items and loop through them assigning the template.

Columns are a per-user setting as you already identified, so these are permissions set either for the individual user or groups, which then carry down to the user.

There are two options with columns - either everything is the same across the whole repository, or they can be set differently for separate folders. 

When columns are set differently by folder and you open a folder it first checks if there is a configuration for that folder, and will use it if there is.  If there is nothing set for that folder, it checks the parent folder, and then the grandparent, etc. until it finds a folder that has a configuration set-up.

If you started with a new user that had no column configurations, and set the columns up at the very top level of your repository, or at a very high folder level, it would apply to everything that was a child of that - at least until some child folder was given a different configuration itself.

0 0
replied one day ago

Also - the attributes where you can import and export them via the Administration Console are for the Desktop Client.

If you are using the Web Client, then on the same screen where you are configuring the columns, you can save a profile and apply that profile to groups like the Everyone group.

0 0
replied one day ago

I don't believe there is any way to set column configurations based on template.

 

There are thousands of Parcel folders. 

Are these Parcel folders all within the same folder or a limited number of folders?  Because you could apply the column configuration to the folder(s) above the Parcel folders and it would carry down into each Parcel folder and the 3 Building folders that are within each Parcel folder.  Unless those individual folders already have column configurations, it should carry down.  That should be much easier than setting a separate configuration for each of the individual folders.

Could you identify a list of the entry IDs for the thousands of folders, and create the XML for each of those thousands of entry IDs, and import that XML to specific user(s) or group(s) - yes, you can - but there is no going to be any special processes to automate it or streamline it - and I have no idea if the system will suffer any performance degredation for having thousands of different configuration.  If you can work out a way to set the configuration higher in the folder tree, so that it carries down, it's just going to be easier than doing it for each folder individually.

If you are certain you want to do it individually - then the steps might be something along these lines:

  1. Creating a search of the records to generate your list the folders you want to apply the custom column structure to.  
  2. Export that list making sure the entry ID is included in the export.
  3. Create the configurations - perhaps with a new user as you initially mentioned.
  4. Export those configuration attribute(s), so that you have an example of the XML structure with the configuration in place, and how the export combines multiple attributes in a single XML file.
  5. Use third party software (nothing fancy, you could probably use Excel) to help generate the XML text for the records for all of the entries from your report.
    • Maybe test with a smaller group of a half-dozen or so first - rather than thousands.
  6. Import the new XML file and review in the repository to make sure it worked as expected.
    • This is part of that test with a few first.
0 0
replied one day ago

Agreed on your steps in the section "If you are certain you want to do it individually..."

But this part " If you can work out a way to set the configuration higher in the folder tree, so that it carries down..." what 'carries it down'?

--Address Folder
----Folder 1
----Folder 2
----Folder 3

Are you saying if I set the columns in the "Address Folder" to the way I want them that the exact column arrangement will will be carried down to Folder 1, Folder 2, Folder 3? This would be a great start but I don't know if I am understanding that correctly or if there's a different setting for it? This is Cloud. 

0 0
replied one day ago

I pretty sure it won't matter that it is Cloud - but I'm self-hosted, so I could technically be wrong.

There is no setting to dictate whether or not a column configuration applies to child folders or not.  The only setting is whether or not you use the same column configuration across the entire repository or can select it by folder.  Here's that setting in Windows Client:

And here's the setting in the Web Client:

Assuming you are set as "remembered for each folder" then it will automatically work so that child folders will use the configuration of their parent if they don't have their own.

I've put together a little visual to try to help explain.

Let's say this is our folder structure - there is a column configuration set for the repository, and it carried down to every single folder, because no folders have a configuration on them specifically.  This is demonstrated in yellow.

When we set a new configuration on a folder - let's say "Top Folder A" - this is demonstrated in green - that folder and all of its descendent will now use that new configuration instead of the default one from the repository - but everything else that isn't a descendant of Top Folder A is still using the default (yellow).

As we continue to set up more specific configurations, those continue to impact only those folders and their descedents - demonstrated here in blue, purple, orange, and gray.

You can see that some folders are still using the default (yellow) because neither they or their parents have anything else configured - but many other folders have different settings.  This example has 18 different folders with 6 different configurations - the default and 5 others.  The 5 other configurations are used by 13 folders, but didn't need to be set up specifically on all 13 folders only the 5 and then it carried down automatically.

Does that help?

0 0
replied 17 hours ago

When we set a new configuration on a folder - let's say "Top Folder A" - this is demonstrated in green - that folder and all of its descendent will now use that new configuration instead of the default one from the repository - but everything else that isn't a descendant of Top Folder A is still using the default (yellow).


At the risk of sounding thick (it's possible!), this is not the behavior.  Just to confirm my browser columns setting is 'remembered for each folder'.

If I set "Top Folder A" to a specific column config, the child folders do not respect the parent folder config. The child folders default to the repository default. 

If this worked this way it would be great because it would reduce the number of folders I have to config by a factor of 10. 

BTW thanks for all of your effort on this!

Update! AHH hah! You are correct! I just checked one of my self hosted repos. This IS the default behavior for SELF-HOSTED. BUT...This is NOT the behavior in CLOUD. I just checked two separate Cloud repos and they both behave like this. 

The interesting part of this is that on self hosted in the XMLColumnDisplay settings, the 'Parent' folder gets added as an xml entry just once e.g. 

<folder id="21683" layoutid="110">

Folderid 21683 is the 'Top Folder A' in this case. There are hundreds of folders beneath it and they are all using layoutid 110. To do this in cloud requires an entry for each folder. 
 

Bug or a feature? I guess it's off to support with this one unless you or someone else has thoughts...

0 0
replied one day ago

I mentioned the template because the columns are from the template. I'm good with assigning templates. 

 

I am looking for a way to set columns for thousands of folders through the XML settings and if anyone has insight on creating the XML outside of Laserfiche and importing to the user settings 

0 0
You are not allowed to follow up in this post.

Sign in to reply to this post.