Adding and Editing Folders

Security Note

Only users with appropriate permissions set can access these features. Your 25Live user must have security permissions set in Series25 Group Administration:

  • Administrative > 5.0 = Yes
  • Administrative > 5.1 = Yes (only if you would like the Delete option available)
  • Administrative > 5.2 = Yes
  • Administrative > 6.0 = Yes
    • OR
    • Basic > 13.0 = Yes
  • Administrative > 8.0 = Yes

These permission assume the user also has Administrative > 20.0 = No.


How to Access Master Definitions

1. Go to the System Settings View

More menu in the top navigation barImage: The More menu in the top navigation bar has a link to the System Settings view.

After logging into 25Live as a user with appropriate permissions, open the More menu in the top navigation bar.

System settings is located under the More menuImage: The System Settings link is in the More menu.

2. Tap or Click the Master Definitions Link

Use the menu link to go to the System Settings view, then view the Master Definitions section.

Location of Master Definitions sectionImage: Use the System Settings > Master Definitions link to access the section.

See Working With Master Definitions for details on general navigation within the Master Definitions section and actions available to all types.

Creating a New Folder

Before creating any new folders, plan for the following:

1. Go to the Hierarchy View

Event Type Hierarchy ViewImage: Use the Hierarchy view to create a folder.

The Event Types subsection has two main views, List and Hierarchy. Using the Hierarchy view will give you a better sense of your existing structure. 

2. Create the New Folder Type or Folder

Creating new folder typeImage: Use the Create a New Type dropdown to create a new folder type.

The top-level folder is referred to as the folder type. If you don't have any top folder types defined, you can use the Create a New Type dropdown menu and then the Create Type button to create a new type. Folder types can only have a cabinet type and name, with no date range options.

Creating cabinetImage: Sort by Folder Hierarchy to create a new folder.

If you need to create a folder, choose Folder Hierarchy in the Sort By dropdown to see your full structure list. You will have a Create New Folder button available to you.

Tip: Returning to Create a Folder Type

If you realize after sorting by the folder hierarchy that you need to go back to create a top-level folder type, use the Sort By dropdown again to return to an Event Type Hierarchy sort.

3. Complete Folder Details

Adding folder typeImage: Choose a cabinet, then replace the system-supplied name and save the new folder type. When creating a folder type, you can complete:

  • Cabinet the folder will be within (required)
  • Replace the system-supplied Folder Type Name (required)

New folder dropdown optionsImage: Complete all required fields before saving.

When creating a folder, complete the details fields, including:

  • Select the Cabinet Type ‌(required)
  • Choose the Cabinet Name (required)
  • Optionally select a Sub Folder
  • Choose the Folder Type (required)

Folder detailsImage: Additional folder details.

  • Replace the system-supplied name with your Folder Name (required)
  • Complete the Description textarea
    • Rich text formatting controls are available

Folder detailsImage: Enter a wide date range far in the future, then skip Constraints if using LYNX.

  • Use the Date Range fields to specify the start and end dates of the folder's date range using the editing  icon (or mouse over the fields in a desktop browser)
  • Skip the Constraints fields if your institution is using the Series25 LYNX Interface. LYNX includes its own, more sophisticated functions for defining date exceptions that you should use instead 
    • Constraints were defined and used in older interfaces. If your institution has used Series25 tools for a long time, you may be familiar with constraints, however, they are not applicable if you use the Series25 LYNX Interface
      • If you're still using the legacy Series25-SIS (TCS) Interface, use the New Constraint button then complete the Name, Type, date and time, and repeat fields The X icon in the upper-right corner of each constraint box will remove it. An Exclude constraint identifies dates/times when events can't occur. A Warning constraint allows schedulers to determine whether or not to schedule events during constraint periods
      • Then, contact your Account Manager about upgrading to the Series25 LYNX Interface

Folder detailsImage: Organizations are the last folder details to complete.

  • Select a Primary Organization by opening the search
  • Optionally add any Additional Organizations using the Select Organizations button to search and filter. Save choices with the Done button

4. Save Your New Folder Type or Folder

Use the Save button to save your new folder type or folder. The Cancel button will discard your changes.

Editing Folders

1. Use the Hierarchy View to Find the Folder

Open the Hierarchy view to see your existing structure, then choose Folder Hierarchy in the Sort By dropdown to get a more complete view of folders (optionally Expand All).

2. Choose the Folder and Edit Its Details

Editing a folder type.Image: You can edit the name of a folder type.

If editing a folder type, you can rename it, then use the Save button. 

Tip: If You Can't Find a Folder Type

If you can't find the folder type you wish to edit, try sorting by different elements in the hierarchy view, such as sorting by the Event Type Hierarchy option.

Editing cabinet detailsImage: Edit any fields needed then save your changes.

Tap or click on the name of the folder, then edit any of the details fields that are available.

Categories are available when editing a folder.

3. Save Your Changes

At the bottom of the Edit Folder view, you can Save your changes or Cancel to discard changes.

A Delete button is also available. See the "Deleting a Folder" section below.

Bulk Editing Folders

1. Use the List View to Find the Folders

Make sure that the toggle is set to List View. Then set the Sort By dropdown to Folders.Use the Sort By dropdown to select Folders.Image: Use the Sort By dropdown to select Folders.

Tip: Bulk Editing in Hierarchy View

Bulk edit button


Bulk editing is also available in the Hierarchy view, but starting with the list view is often simpler.

2. Choose Your Folders From the List

Tick the checkboxes for each folder that you'd like to edit. Then, click Bulk Edit.

Tick two or more checkboxes for each of the folders you'd like to bulk edit.Image: Tick two or more checkboxes for each of the folders you'd like to bulk edit.

3. Make Your Bulk Edits

Make a selection using the Select Action dropdown

 Folder Bulk Edit Actions dropdownImage: Folder Bulk Edit Actions dropdown


Update Date Range

  • Select a Start Date and End Date
  • Click Update Date Range

update date range settingsImage: Update Date Range


Add/Remove Categories

  • Toggle to Add or Remove
  • Check the categories you'd like to add or remove in the Select Categories menu
    • Click Done
  • Click Add/Delete Categories to save your changes

add/remove categories optionsImage: Add/Remove Categories


Add Constraints

Warning

Constraints aren't necessary if your institution is using the Series25 LYNX Interface. LYNX includes its own, more sophisticated functions for defining date exceptions that should be used instead

  • Click Add Constraint
  • Enter a Name
  • Choose a constraint Type:
    • Exclude - identifies dates/times when events can't occur
    • Warning - allows schedulers to determine whether or not to schedule events during constraint periods
  • Choose a start date and time
    • Unchecking the This begins and ends on the same day box will allow you to choose an end date
  • Choose a repeat pattern:
    • Does Not Repeat
    • Ad Hoc
    • Daily
    • Weekly
    • Monthly

Add constraints formImage: Add Constraints


Edit Primary Organization

  • Select an organization using the Select Primary Organization dropdown
  • Click the Update Primary Organization button to save your changes

Bulk editing primary organization options.Image: Bulk editing primary organization options.

Add/Remove Additional Organization

  • Toggle to Add or Remove organizations
  • Check the organizations you'd like to add or remove in the Select Organizations dropdown menu
    • Click Done
  • Click Add/Remove Additional Organization to save your changes

Bulk editing additional organizations options.Image: Bulk editing additional organizations options.

Inherit Folders

Inherit folders in bulk editingImage: You will be asked to confirm that you want to inherit the data.

  • Check the displayed information to be sure it's correct
  • Use the Inherit data to folder button

See "Inheriting Folder Details" below for more details.


Copy FoldersImage: Choose a parent cabinet then copy.

  • The Select Parent Cabinet for Copied Folders dropdown allows you to choose a parent cabinet
  • Use the Copy button when its text is white indicating its available
    • Note: When copying folders, categories and organizations will be copied as well. 

Inheriting Folder Details

A quick way to ensure that all your folders have the correct date range is to verify the range on the parent cabinet, then edit the folder. When editing a folder, an Inherit button is available at the bottom of the view (by the Save button). You will be asked to confirm by answering, "Are you sure want to Inherit this folder's parent?" Then a final confirmation will display before returning you to a previous view.

Deactivating a Folder Type

Deactivating a cabinet type, folder type, or event type means that new cabinets, folders, or events can no longer have that type.

Note: The Type Must Not Be In Use

To deactivate a folder type, you must first deactivate the event types within it.

1. Access the Folder Type

Use the Hierarchy view to see your existing structure. Choose Event Type Hierarchy in the Sort By dropdown to see your full list. Tap or click on the name of any folder type to enter its editing view.

2. Deactivate, if Available

Editing buttons activatedImage: The Delete and Deactivate buttons are available if folders and event types within the cabinet are deleted or deactivated.

If all the event types within this folder type are deactivated or deleted, the Deactivate button will be available.

Editing buttons deactivatedImage: The Delete and Deactivate buttons are disabled when unavailable.

If the action isn't available, the Deactivate button will be disabled without an outline.

Deleting a Folder Type or Folder

Access the Folder Type or Folder Edit View

Open the Hierarchy view to see your existing structure, then choose Folder Hierarchy in the Sort By dropdown to get a more complete view.

Use the Delete button at the bottom of the editing view. This action is permanent and should be considered carefully.

Warning: Make Sure the Folder Is Not In Use

Use the Event Hierarchy option in the Sort By dropdown menu of the Hierarchy view to expand your whole structure and be sure no event types are being used in a folder before deleting.