Custom Folder Structure for Activity entities

To understand how to customize the library structure.

Note: Custom Folder Structure for Activity Entities is only visible to the user when Multiple Activity Folders creation is set to Allow under Entity Configuration.

Library Structure

Using this feature, users can customize the library structure in the following ways:

• By Period: If this option is selected then the document library structure will be created based on a certain period. To be precise, the period is based on ‘created on’ date of record. To define the period additional fields are required to be populated. These fields include:

• Period Type: This is yet another option set field with the following options - Daily, Weekly, Monthly, Quarterly, Yearly, X Month, and X Year.

• Duration: This is a numerical field. It appears when the ‘X Month’ or ‘X Year’ option is selected in ‘Period Type’.

• Select Date Format: This is also an option set field with numerous options. Select any one format for the date.

For example, suppose if user has set ‘Period type’ to ‘X Month’ and ‘Duration’ to ‘6’. Now based on this setting a half-yearly document library will be created in SharePoint for whichever record is created for that particular period.

• By Starting Character: If this option is selected then the document library structure will be created based on the starting character of the chosen field name. Once this option is selected, the following additional field needs to be populated:

  • Document Library Format: Here, logical name of the field is to be entered within brace brackets {}. The field type should be either Single.Text, Optionset, or Lookup.

• Custom: With this option, you can create a document library structure based on the full name of any chosen field. Once this option is selected, the following additional field needs to be populated:

  • Document Library Format: Here, the logical name of the field is to be entered within brace brackets {}. And the field type should be either Single.Text, Optionset, or Lookup.

The ‘Create Record Folder Structure’ section can be set as follows:

• Folder Format: Here, you can either use the logical name or any text to name the folder. Further, you can also use a combination of both logical names and text.

  For example, suppose if user has used a combination of logic and text for ‘Folder Format’ like ‘{name} KP.’ Now based on this setting the following record folder structure will be created in SharePoint.