24Files Folder Structures

What are 24Files Folder structures?

A folder structure defines how folders are organized in SharePoint. This is specific for every company.  Below, we explain how you can customize these folder structures to your needs. 

Folder Structures - Concepts

Folder structure versus Folder structure record

Folder structure = this is the way folders are organized in your SharePoint.
Folder structure record (FSR) = the Salesforce record that defines all the specifics for the folder structure that will be created in SharePoint each time you create an object record in Salesforce. 

When a new object record is created in Salesforce, 24Files will create a folder structure based on a folder structure record  at the moment when the record page is first loaded using the following principles:

1. If there is a matching ‘non-default folder structure record’ (as explained below). the non-default folder structure will be created.

2. In case there are multiple folder structure records that match and none of these are configured as default, a pop-up will appear to give you a choice between the applicable folder structures.

3. In case there are multiple folder structure records that match and you have configured one as a default object-specific folder structure record, that will be chosen.

4. In case there is no ‘non-default folder structure record’ that applies, but you have configured a default object-specific folder structure record, that will be chosen.

5. Finally, when neither 1. or 2. applies, 24Files will create a ‘default folder structure’.

Default folder structure record for specific objects

When you create a ‘Default folder structure record’ it is always linked to a specific object.

Default folder structure of 24Files

24Files will create a ‘Default Folder Structure‘, namely: Document Library –> [Object name] –> Record folder –> Public folder in case there is no object-specific folder structure record that applies.

Not-default folder structure record

Non-default folder structure records are folder structure records that contain filter rules. 

Logic of 24Files: Upon loading the 24Files component on an object record page for the first time, 24Files:

• first searches for ‘Non-default folder structures‘ and if no ‘Non-default folder structure‘ is applicable or found,

• it will search for a ‘Default folder structure‘ for that object.

• If no ‘Default folder structure’ exists for that object, it will create a ‘Default folder structure‘.

Filter rules

Filter rules determine the folder structure record (FSR) that will be applied to a certain Object Record.

Important: once the 24Files component gets loaded on the object record, a folder structure will be created in SharePoint. From then onwards, the folder structure is fixed and can only be changed manually (e.g. via folder movement, renaming etc.). In other words, filter rules will no longer have an impact on the object record nor will changes that happen on the Object Record change the Folder Structure Record.