Folder Object

This page explains the folder object and how can use different folders in your applications.

About folders

In Appian, certain application objects are created within folders.

Folders allow you to organize objects into logical subfolders for easy navigation in Appian Designer. They also provide basic security for your application objects, since objects inherit the security configured on the parent folder.

There are four different types of folders, all of which store different objects:

Rule folders

Rule folders can only contain the following objects:

• Interfaces.
• Expression Rules.
• Decisions.
• Constants.
• Integrations.
• Other rule subfolders.

Process model folders

Process model folders can only contain process models and process model subfolders.

Knowledge centers

Knowledge centers are containers for folders and their files. They can only contain document folders and documents.

The following knowledge centers are provided out of the box in each environment; however, only the System Knowledge Center and Temporary Documents Knowledge Centers are available when browsing in Appian Designer.

System Knowledge Center

The System Knowledge Center is used to store system documents, including:

• Email headers and footers
• System reports
• Priority icons
• User pictures

By default, all users have Viewer permission to this knowledge center.

Temporary Documents Knowledge Center

The Temporary Documents Knowledge Center is used to store system and process objects in transition. Files that are uploaded using the file upload component are temporarily stored in this knowledge center, but they cannot be accessed or viewed from the user interface.

By default, all users have Editor permission to this knowledge center.

Record Document System Knowledge Center

The Record Document System Knowledge Center is used to store document folders that are generated for record types that manage documents.

This knowledge center is not accessible when browsing objects in Appian Designer.

Document folders

Document folders can contain subfolders and documents, and must reside in a parent folder or knowledge center.

When you use record types to manage documents, a document folder is automatically generated to store the documents for that record type, and is stored in the Record Document System Knowledge Center.

These generated document folders are not accessible from Appian Designer, but can be accessed using the a!documentFolderForRecordType() function when needed in certain components, smart services, or plug-ins.

Managing folders

In Appian, you can create, update, and delete folders in Appian Designer or in the Build view of your application. Additionally, knowledge centers and document folders can be managed through a variety of Document Management smart services.

Creating folders

To create a new folder of any type:

1. In your application, go to the Build view.
2. Click NEW > Folder.

3. Configure the following properties:

   Property	Description
   Type	Select the type of folder you want to create: Rule Folder Process Model Folder Document Folder Knowledge Center
   Folder Name	Enter a name that follows the recommended naming standard.
   Folder Description	(Optional) Enter a description for the folder.
   Parent Folder	(Required for document folders) Select a parent folder. By default, child folders inherit security from the parent folder.

4. Click CREATE.
5. Review the folder security.
6. Click SAVE.

Browsing folders

In the Build or Objects views, you can search or filter for folders. Another quick way to find a top-level folder is to switch the grid to the hierarchical view .

Modifying folders

In the Build view of your application, you can search or filter for folders.

To view and modify the contents of a folder, click on the folder name. The folder appears with the following configuration options:

Call out letter	Name	Description
A	Breadcrumbs	Display the folder hierarchy (including all parent folders of the current folder) and allow developers to navigate between folders and subfolders. Click on any folder name within the breadcrumbs to navigate to it.
B	Folder settings	Provides developers with relevant actions that can be taken on the current folder, including viewing and editing the folder's Properties, Security, or location.
C	Toolbar	Allows developers to take actions on selected objects located within the current folder. NEW: Allows developers to create new objects within the current folder. The type of objects you can create depends on the type of folder you're viewing. MOVE: Allows developers to move selected objects between folders.

Deleting folders

Folders can be deleted by users with Administrator permission to them.

However, depending on the User role, there may be certain limitations:

• If you are a Basic User, you can only delete a folder if it is empty.
• If you are a System Administrator, you can delete a folder (or multiple folders), and all folder contents will be automatically deleted as well.

To delete a folder:

1. In your application, go to the Build view.
2. Select the checkbox next to the name of the folder.
3. Click DELETE.

4. In the Delete? dialog, ensure there are no objects that depend on the folder.

   Note:  If there are objects that depend on the folder, then deleting the folder will cause an error to appear in those objects.

Modifying folder security

Folder security determines which groups can access and modify a folder, its properties, and any objects within it that inherit security.

Developers can set and edit folder security in either of the following ways:

• In the Objects view or the Build view, select a folder, then click SECURITY in the toolbar.
• In a folder view, click , then select Security in the dropdown list.

To modify security on a folder:

1. In your application, go to the Build view.
2. Select the checkbox next to the folder you want to secure.
3. Click SECURITY.
4. Configure the necessary security. Depending on the folder type, security will differ.
5. Click SAVE CHANGES.

Learn more about the different security settings for each folder type:

• Rule folder security
• Process model folder security
• Knowledge center security
• Document folder security

Rule folder security

The security role map of a rule folder controls which users can see or modify it, its properties, and its contents that inherit security.

If default security groups are configured for your application, the default security groups pre-populate the role map when you create a rule folder. If default security groups are not configured for your application, you are automatically assigned Administrator permissions for any rule folder you create if you are not a system administrator. System administrators can always access a rule folder, regardless of object-level permissions.

See Editing Object Security to modify a rule folder's security.

The following table outlines the actions that can be completed for each permission level in a rule folder's security role map. This table assumes that objects within the rule folder inherit security (default). If an object does not inherit the folder's security, then the object's individual security role map applies.

Actions	Administrator	Editor	Viewer	Deny
View the rule folder	Yes	Yes	Yes	No
Create objects in the rule folder	Yes	Yes	No	No
View the security	Yes	Yes	No	No
Update the security	Yes	No	No	No
Delete the rule folder	Yes	No	No	No

Process model folder security

The security role map of a process model folder controls which users can see or modify it and its properties.

If default security groups are configured for your application, the default security groups pre-populate the role map when you create a process model folder. If default security groups are not configured for your application, you are automatically assigned Administrator permissions for any process model folder you create if you are not a system administrator. System administrators can always access a process model folder, regardless of object-level permissions.

See Editing Object Security to modify a process model folder's security.

The following table outlines the actions that can be completed for each permission level in a process model folder's security role map. This table only applies to the security of process model folders. Process models within the folder have individual security role maps.

Actions	Administrator	Editor	Viewer	Deny
View the process model folder	Yes	Yes	Yes	No
Create objects in the process model folder	Yes	Yes	No	No
View the security	Yes	No	No	No
Update the security	Yes	No	No	No
Delete the process model folder	Yes	No	No	No

Knowledge center security

The security role map of a knowledge center controls which users can see or modify it, its properties, and its contents.

If a knowledge center has a parent community (a deprecated folder object), it inherits the community's security. If the security of the community and the knowledge center conflict, the community's security takes precedence.

For all other knowledge centers, you can configure the security for the knowledge center during creation and any time after that. If default security groups are configured for your application, the default security groups pre-populate the role map when you create a knowledge center. If default security groups are not configured for your application, you are automatically assigned Administrator permissions for any knowledge center you create if you are not a system administrator. System administrators can always access a knowledge center, regardless of object-level permissions.

See Editing Object Security to modify a knowledge center's security.

The following table outlines the actions that can be completed for each permission level in a knowledge center's security role map. This table assumes that objects within the knowledge center inherit security (default). If an object does not inherit the knowledge center's security, then the object's individual security role map applies.

Actions	Administrator	Editor	Viewer	Deny
View the knowledge center	Yes	Yes	Yes	No
Create new documents or move documents into a subfolder under the knowledge center (must have at least Editor permissions to the subfolder)	Yes	Yes	Yes	No
Create new subfolders in the knowledge center	Yes	Yes	No	No
View the security	Yes	Yes	No	No
Update the security	Yes	No	No	No
Move and delete subfolders	Yes	No	No	No
Move and delete the knowledge center	Yes	No	No	No

Knowledge center security can also be updated using the Modify KC Security Smart Service. Note that the security permission levels Author and Reader in the smart service correspond to Editor and Viewer respectively.

Document folder security

The security role map of a document folder controls which users can see or modify it, its properties, and its contents.

By default, document folders inherit security from their parent knowledge center. However, after creating the document folder, you can disable that inheritance and modify the folder's security. See Editing Object Security to modify a document folder's security.

The following table outlines the actions that can be completed for each permission level in a document folder's security role map.

Actions	Administrator	Editor	Viewer	Deny
View the document folder	Yes	Yes	Yes	No
View and download documents that reside in the document folder	Yes	Yes	Yes	No
Update documents that reside in the document folder	Yes	Yes	No	No
Create new subfolders and documents in the document folder *	Yes	Yes	No	No
View the security	Yes	Yes	No	No
Update the security	Yes	No	No	No
Move subfolders or documents into the document folder *	Yes	No	No	No
View download metrics for documents that reside in the document folder	Yes	No	No	No
Move documents out of the document folder	Yes	No	No	No
Move and delete the document folder	Yes	No	No	No

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