This topic is organized into the following sections:
If you have eRoom Enterprise, your eRoom can contain linked folders. While linked folders are like eRoom folder items (for example, you can set access control, use a custom icon, and add comments), they are linked to a Content Server location, and content in both the eRoom and Content Server locations are synchronized.
Adding or deleting files in the eRoom item updates the Content Server location, and the reverse is also true. Only the top-level files are synched; nested folders or linked folders on either side are ignored. When you open a linked folder that cannot connect to its target repository, all the files in it are disabled.
Linked folders cannot be unlinked, but their Content Server target can be changed. Multiple linked folders can point to the same Content Server target.
Note: Linked folders do not work with
Web Publisher; a linked folder cannot be linked to a Web Publisher folder,
and Content Server-linked files from Web Publisher cannot be moved into
a linked folder (copying is allowed, however, since a copy is a new instance
of the file). Web Publisher folders do not appear in the Content Server
location picker that is displayed when choosing
a target for a linked folder.
Linked folders define the Content Server target for the files they contain. Unlike Content Server-linked files, which can specify a Content Server target of their own, files in a linked folder are not, themselves, links. Instead, they are linked only as long as the linked folder contains them. For example, adding a file to a linked folder in eRoom automatically links that file to the Content Server. Removing a file from the linked folder, on the other hand, automatically severs the link and pastes or moves the actual file, not just a Content Server-link in the target. While contained by a linked folder, a file cannot be unlinked.
The eRoom Edit and Open lists for files created on the Content Server and synchronized into eRoom are initially set to "Everyone". The Edit and Open lists for files added through eRoom are initially set as usual; Open to Everyone and Edit to creator. As with other Content Server-linked files, the repository's Open/Edit ACLs ultimately determine who can edit/open the file.
Only files can be added to a linked folder, and they’re automatically linked to the specified Content Server location. Only files from a Content Server location other than the linked folder's Content Server target can be added from the Content Server.
You cannot enable rights management for linked folders. However, linked folders can show protected files from the repository location they are linked to.
A linked folder can be created only if the site, or the community, allows connections to the Content Server. If Content Server connections are not allowed, the linked folder icon does not appear on the Create Item page. If the site allows Content Server connections, regular (non-administrator) site members can create linked folders as long as they’re allowed to by the site. Otherwise, only administrators can create linked folders.
On the Create page,
click the linked folder icon.
The Create/Edit Linked Folder page opens. It has most of the same settings
as the Create/Edit Folder
page. Specify folder properties as appropriate.
To specify a Content Server location for the folder
to link to, click 
to open the Content Server location picker.
Log in to the Content Server, if you are asked to do
so. These credentials specify the account used for synchronizing files
between eRoom and the Content Server.
If you are an administrator, you can either use your own account or
the Content Server administrator account (specified in the Content Server
connection settings) to synchronize the files in the linked folder. Otherwise,
you must use the administrator account.
Regular site members use their own Content Server accounts.
If more than one repository is available, the "Content Server Link: Pick a repository" page opens. In this case, pick a repository and click "OK".
On the "Content Server Link: Pick Location" page, browse the cabinets and folders within the repository to where you want to link the folder. Or, you can click "Change repository" to select a different repository, if available.
Pick the target cabinet or folder, and (if available)
pick a template from the drop-down list.
To create a new folder on the Content Server in the selected cabinet
or folder, click "new folder" to open the Create New Folder
page. Specify a name and a document type. When you click "OK",
you return to the location picker, and the new folder is selected.
Click "OK" to specify the Content Server location
and return to the Create/Edit Linked Folder page.
The "Linked to" field shows the link target.
The default template and the last sync time is shown below the field.
During the sync, links are created in the linked folder to any files in
the Content Server folder. The linked folder does not sync immediately
when it’s created, but will sync during the background task that
synchronizes other Content Server links.
Click "OK" to create the linked folder, or
to put your changes into effect.
During an initial sync only, the sync status shows on the linked folder
page, below the link target. Only the linked folder and the target Content
Server folder are linked; nested folders, as well as parent folders, and
their contents are not linked to the other server. Linked folders are
synched at the same interval as other Content Server-linked files.
Note: Initial
syncing of a folder after it has been created can take some time depending
on how many files are in the target Content Server folder.
Since linked folders span two environments (eRoom and the Content Server),
the results of manipulating them or their contents might be different
than what you may expect when working in one environment or the other.
In general, the results of your actions with linked folders are related
to your permissions in both eRoom and on the Content Server. The following
table describes the results of various operations with linked folders:
Action |
Item |
From |
To |
Result |
Cut,
paste, |
non-linked eRoom file |
anywhere in the eRoom other than another linked folder |
linked folder |
Copy the file to the Content Server in the linked folder’s Content Server target and create a link to it in eRoom. |
|
|
file |
linked folder |
non-Content Server-linked eRoom location |
If you don’t have rights to delete the file on the Content Server, you can’t delete the file from eRoom (it would reappear after a subsequent sync). Otherwise, the file (not the link) moves to the target location in eRoom and the file is deleted from the Content Server target of the linked folder. In this case, you must confirm that moving the file out of the linked folder may delete all versions of the file on the Content Server. |
|
|
file |
linked folder |
linked folder |
If the source and the target linked folders are the same, the action has no effect; the original file is not cut. If the source and the target linked folders are different, but the file exists in both, or they both point to the same Content Server target, you will see an error that the file already exists in the linked folder. |
|
|
file |
linked folder |
folder with a default Content Server location |
In eRoom, the file is deleted from the linked folder and pasted as a Content Server-linked file in the folder, pointing to the folder’s target. If the linked folder and the target folder have the same Content Server target, the file will appear in the linked folder again. On the Content Server, the file is moved to the folder’s target. |
|
|
Content Server-linked file |
anywhere in the eRoom other than another linked folder |
linked folder |
In eRoom, the link is moved to the target linked folder, pointing to the Content Server target of the linked folder. On the Content Server, in the target location, a link is created to the file to which the Content Server-linked file points. If the link already exists in the target Content Server location, this action has no effect, but the file is synched into eRoom during the move operation. |
|
|
file or Content Server-linked file |
anywhere in the eRoom |
Content Server-linked file |
A new version of the file is created on the Content Server. |
|
|
linked folder |
-- |
anywhere in eRoom |
The linked folder and its contents are moved to the target location. The linked folder keeps its original target. If the target eRoom is in the same facility as the original, all links work properly. If the target eRoom is in a different facility, and there’s no connection to the target repository, or the community doesn’t allow Content Server connections, the linked folder is broken and an error appears on the linked folder page after the next sync. |
Copy & paste |
non-linked eRoom file |
anywhere in the eRoom other than another linked folder |
linked folder |
The file is copied to the Content Server in the linked folder's target location, and a link to it is created in eRoom. |
|
|
file |
linked folder |
non-Content Server-linked eRoom location |
In eRoom, a copy of the file (not a link) is pasted in the target. The original file stays in the linked folder and on the Content Server. |
|
|
file |
linked folder |
linked folder |
In eRoom, a copy of the link is made in the target linked folder. On the Content Server, a copy of the file is made in the target Content Server folder. |
|
|
file |
anywhere in the eRoom other than another linked folder |
linked folder |
In eRoom, a copy of the file is made in the target linked folder. A copy of the file is made in the Content Server folder. |
|
|
file or Content Server-linked file |
anywhere in the eRoom |
Content Server-linked file |
A new version of the file is created on the Content Server. |
|
|
linked folder |
-- |
anywhere in eRoom |
The linked folder and its contents are copied to the target location. The linked folder keeps its original target. If the target eRoom is in the same facility as the original, all links work properly. If the target eRoom is in a different facility, and there’s no connection to the target repository, or the community doesn’t allow Content Server connections, the linked folder is broken and an error appears on the linked folder page after the next sync. |
|
|
|
|||
Copy link & paste |
Content Server-linked file |
anywhere in the eRoom other than another linked folder |
linked folder
|
Paste fails because only files (not links) can be pasted into a linked folder.
|
|
|
non-linked eRoom file
|
anywhere in the eRoom other than another linked folder
|
linked folder
|
Paste fails because only files (not links) can be pasted into a linked folder. |
|
|
file |
linked folder
|
non-Content Server-linked eRoom location
|
The pasted link is converted to a URL link pointing to the file in the linked folder.
|
|
|
file |
linked folder |
linked folder |
Paste fails because only files (not links) can be pasted into a linked folder. |
Add |
file from desktop |
-- |
linked folder |
The file is linked to the Content Server in the linked folder's target. |
|
|
Content Server file |
-- |
Content Server folder |
The Content Server file is copied to the Content Server folder. In eRoom, a link is created to the file in the linked folder. |
Delete |
file |
linked folder |
-- |
If you don’t have rights to delete the file on the Content Server, you can’t delete the file from eRoom (it would reappear after a subsequent sync). Otherwise, the link is deleted on the Content Server, as long as it’s not the last link. If it is the last link, all versions are deleted if you confirm that you want to do so. In eRoom, the file is permanently deleted. |
|
|
linked folder |
eRoom |
-- |
The linked folder is deleted and the Content Server folder remains. Deleted linked folders go in the recycle bin, like other eRoom items. Any files in them are deleted (does not affect the Content Server), and synchronizing is stopped for that linked folder while it’s in the recycle bin. When the linked folder is restored, eRoom does a first-time sync with the Content Server. |
|
|
Content Server folder |
Content Server |
-- |
eRoom keeps the linked folder, but its linked content is deleted. On the linked folder's page, an error appears explaining that the folder cannot be synchronized. |
Change target of linked folder |
-- |
-- |
-- |
Existing eRoom files are deleted and replaced with Content Server files from the new Content Server target. Files common to both linked folders remain. |