Folder Group Setup and Usage
Summary
This article describes the setup and use of PrintVis Folders. These are used to assign an external document to a case and/or to save documents created by the system.
Setup
Cloud Storage Setup
1. Search for “PrintVis Cloud Storage Setup”
or open this setup direct from "Folder Group Setup":
2. PrintVis allows for 2 folder connection options.
A. Use a PrintVis-based App Registration for connecting to your cloud storage environment (standard and skip to next OneDrive Sign In step).
B. Use your own Microsoft Entra App Registration for connecting to your cloud storage environment.
If you want to use your own Microsoft Entra App Registration, configure the app registration with the permissions you want to use for the connection. Then, on the PrintVis Cloud Storage Setup page check the Use Own App checkbox and fill in the Tenant ID, Client ID, and App Secret:
3. Click the action OneDrive Sign-In.
- Make sure your browser allows pop-ups for this page. By default, this is disabled, and the login dialog cannot be displayed.
If pop-ups are allowed for this page, you will get to the screen below. Follow the screen and enter all required data. Ask your admin for details!
4. After successfully logged in, select the Documents Site, Document Drive, and Base Folder for the setup.
5. Click Actions and Test Connection to verify proper access to the location.
Local File Mgt Extension Management
If using PrintVis OnPrem, you have the possibility to use PrintVis Local File Mgt (Local Storage). This would make PrintVis able to create folders on your network UNC-path.
Local Network
Does not require any additional base setup.
Folder Group Setup
Search “PrintVis Folder Groups”
Storage Types can be set up for use.
| OneDrive/SharePoint | This setup is for the Cloud version. (Can also be used at on-prem
installation). This setup is the future! |
|---|---|
| Local Network | This is only working on an on-prem
installation and the account that runs the instance need to
have full access to the local network folder. The client will get the
file from the network location and then the user could download it. The
user could also upload and delete files. Note: In modern client, it's no longer possible to open the file explorer from the client (since it's a web browser-based client). PrintVis will still generate and create folders at local network. The suggestion is that the user needs to navigate to the correct folder in file explorer. |
Please note: If the Storage type is "OneDrive/SharePoint," do not enter or copy/paste the path into the "Root Path" field. It is required to lookup the path to get the Cloud Root ID from the storage. Otherwise, you might get "Error 404" when PrintVis is trying to create folders.
Setup Examples
To complete the folder setup, you need to define Folders and Usage (Advanced Usage Options).
Folders
The folder setup involves setting up the structure beyond the root. Folders can use % codes to utilize data from the case. See the setup instructions in the info box to see the available % codes.
These are often combined with fixed text to build a structure. For example: %11 would create a folder for customer number. Then, you might want %15 to create a folder for the Quote Number, then use "Documents" to create a document folder. The Increase/Decrease Indent menu actions can help organize the structure.
| Function | Description |
|---|---|
| Path Folder | To create a set of folders, folder structure can be built so there is a logical structure. The available variables in the structure are: %1=Customer No. %2=Customer Letter %3=Customer Name %4=Order Type %5=Product Group %6=Order ID %7=Order No %8=Year %9=Jobname %10=Quarter %11=Month %12=Week %13=Customer No. first character only %14=Product Group Description %15=Quote No. %16=Finished Good Item No. %17=Finished Good Item No. Low Range %18=Finished Good Item No. |
| Description | This is the folder name. |
| Folder Level | It is possible to create folders which have significance on different levels. The best route is to keep things as simple as possible, but it may make sense for more complex jobs.
|
| Copy Case |
No copying of the documents.
When a case is copied, these documents are also copied. |
| Copy CIM job files | This field is a part of PV CIM Extension. |
| Copy CIM Add file extension | This field is a part of PV CIM Extension. |
| Open CIM file | This field is a part of PV CIM Extension. |
| Blocked | If you block a folder, it will stop being created when the other folders are created. |
| Available on Shop Floor | if checked this folder will appear on the shop floor electronic ticket. |
Usage
At least general usage must be created for folder management to function.
The usage can also be assigned to the different types. If folders are required in any stage based on the Customer Group, Order Type, etc., please enable all Boolean case fields.
Status Code Setup
Before testing the folder setup, the actual creating of the folders must be set up. This is on the Status code setup page.
Navigate to Status Codes and find an appropriate status code which should be triggering the folder creation:
When the case card is assigned to this status code for the first time, the system will create the folders according to setup.
Delete Empty Folders can be used to delete any folders not used. This is often performed at the archiving step to clean up the folder structure on the server when the folder has no files in it.
Usage on Case Card
Folders
After "Open" folders, it's possible to upload or modify document.
Files can be accessed at any time, no matter if a case is open or archived.
If a folder is missing, this could be due to the setup to "Delete Empty Folders" and the folder was empty.