As a Poweruser, you have the unique ability to make changes to the folder structure by adding or deleting folders within document libraries in your team’s site. Members and Member-Approvers do not have this ability.
The following article will provide step-by-step instructions for adding/removing folders within your document library, as well as explain best practices and recommendations for organizing your document library.
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Recommendations and Things to Know
- You can add folders and subfolders when needed for new projects, however, it’s strongly recommended that you don’t change the pre-defined folder structure.
- For example, do not rename or delete the folders in the pre-defined structure or move folders to different levels in the pre-defined folder hierarchy. We ask this because one of the goals of PEPFAR SharePoint is to have a consistent baseline folder structure across all OUs so visitors from other OUs can readily locate the information they need.
- The name of the folder becomes part of the filepath (i.e., URL) for each document contained within that folder.
- Keep folder and file names short!
- Rely on the “Created By” and “Modified By” fields to tell you when your content was last edited rather than putting dates in your folder or file names.
- If you change the name of the folder after you create it, this will change the URL for every file contained within that folder. Pay attention to this if your team circulates links to documents with frequency; the link will need to be updated after the folder name is changed.
Follow the steps below to learn how to add new folders to your team’s site:
Navigate to the document library where you want to add a new document—in this case, “General Documents.” Check the box to the left of any document’s name, or click in the white space surrounding the file names. This will illuminate the “Files” and “Library” tabs at the top of the page. Click on the “Files” tab. Then, click the “New Document/ Folder” button. Click on the “PEPFAR Folder” option.
When the “New Folder” menu appears, enter the name of your folder—in this case “Priority Docs” and choose any additional information (metadata) for the folder based on the dropdown menus and Enterprise Keyword options you see. Click “Save” and the new folder will appear in the list of folders in your document library.
As the yellow banner at the top of the New Folder menu indicates, new folders added to your site have an approval process. When you add a new folder, it will be created with a Pending status. As a Poweruser, you have the ability to change the approval status of folders.
To approve the folder, check the box to the left of the folder name in the document library. Notice that the approval status is marked as “Pending”. This will illuminate the “Files” and “Library” tabs. Click on the “Files” tab, and then click “Approve/ Reject” on the far right.
Note: Until the folder itself has an Approved status, all of the documents within that folder will be treated as pending, even if those documents are actually approved. This means that any documents within a folder that has a Pending status are only visible to Members, Member-Approvers, and Powerusers of your team’s site. These documents are not visible to the entire PEPFAR SharePoint community, regardless of their status.
The “Approve/Reject” pop-up will appear. Click the “Approved” radio button to approve the folder. Click “OK.”
Once you approve the folder, it will be visible to the entire PEPFAR SharePoint community. However, the documents within this folder will only be visible to visitors if they have an Approved status.
Follow the steps below to learn how to delete folders from your team’s site:
To delete a folder that’s no longer needed, check the box to the left of the folder name. Then, navigate to the “Files” tab, and select the “Delete Document” button. A pop-up message will appear asking if you’re sure you’d like to move the folder to the recycle bin. Click “OK.” This will remove the folder and all of its contents from your site.