Folders in NetX organize your assets for browsing and are the starting point to manage user access.
- In what ways are your assets similar and how can they be grouped?
- Who will be browsing for assets and what will they be looking for?
- Do you have sensitive items that certain users shouldn't have access to?
5 things to know about NetX folders
Keep it simple.
Take some time to develop a unified and predictable taxonomy that will help your users quickly find assets. Your folder structure doesn’t need to be very complex — that’s where searching and filtering on attributes come into play.
Use clear and consistent names.
A clear folder naming convention makes browsing and search easier. Beware of illegal or problematic (non-ASCII) characters in folder names. There is a maximum 100 character limit for folder names.
The flatter the better.
A structure that doesn't get too deep makes uploading and organizing content more efficient and less frustrating for users to browse through. Try not to go more than 3-4 levels deep and avoid more than 100 folders on the same level.
Plan for permissions.
A folder structure that isolates restricted content reduces the complexity of your permissions. Utilize recursive folder permissions to make administration easy. Rest assured the folder tree only shows folders that a user has permission to access.
Avoid frequent reorganization.
Frequent moving of folders can confuse users and requires time to reindex. Plan for a logical folder structure that's also flexible enough to grow and evolve along with your organization. Start with a solid foundation, but don't get too hung up on accounting for every future possibility.
Tips and tricks
An Admin-only Trash folder is recommended instead of deleting assets. The delete action is permanent and cannot be undone, so consider a workflow that moves assets to a folder with Admin-only permissions. Assets can then be permanently deleted after a certain amount of time passes.
Consider a separate Portals folder structure to easily identify the assets that are visible in your portals. See Configuring Portals for recommendations.
A dedicated folder structure for Upload Requests can help your asset import workflows. Think of this as a staging area where newly uploaded assets can be approved and cataloged prior to being released to their permanent folders.
BEFORE YOUR NEXT ONBOARDING MEETING
- Meet with your Core Team to draft a solid initial folder structure.
- Think about your groups of users and the folders they can and can't access.
- Use the Folders Onboarding Worksheet to plan your folder structure or try building your structure directly in NetX.
- Be prepared to discuss your approach with your Onboarding Specialist.
Learn about Metadata and Searching.