Storage and Folders
Use Storage and Folders in the Folders, Reports, & Documents submodule in the Settings module to set up job folders, resources folders, and storage providers.
To use Storage and Folders, you must have access to Settings as defined in User Access Rights under Settings.
Resource Folders
Resource folders are used to upload documents and files that are associated with a specific resource/user. After you set them up, you can use these folders to store important documents that are related to clients, vendors, or any other resource types. Users can also share the stored documents with other users.
You set up and configure resource folders in tab.
Job Folders
Job folders are used for uploading files associated with jobs. After you set them up, you can use job folders to upload files on any job in WorkBook. Any uploaded file can be accessed by users who have access to the Docs tab on jobs.
You set up and configure job folders in tab.
Storage Providers
A storage provider is a gateway that WorkBook uses to write files to either a local file system or a remote file system/service. This system/service provides WorkBook with some flexibility regarding where your files are stored.
When you save a file in WorkBook, it uses the storage provider that is specified in your WorkBook settings. For example, SaaS Service comes with 5TB of document storage within the Microsoft Azure Cloud, which you can access from your WorkBook system.
WorkBook saves the file directly in the storage provider so that you or other users can access the file immediately. WorkBook does the same when reading files. It displays the actual content. This means that there are no cached views, and therefore no missing files.
WorkBook also shields your storage area. Only the WorkBook server needs to access the destination. This enables users who are on the move to access files that are located on your local file system without compromising security.
Supported Storage Providers
- WebDAV Storage Provider (Web Distributed Authoring and Versioning), which provides access to a server that supports WebDAV for file access
- IO Storage Provider, which allows WorkBook to write files to a local directory or remote share
- Storage Service
- ShareFile, which provides access to your local file system or a file share. This requires that your WorkBook system is on the same network or host as your file share
- Office 365 SharePoint
Note: This option will soon be deprecated.
- Office 365 SharePoint 2, which provides access to documents that are stored on your Office 365 SharePoint Sites
- Google Drive, which provides access to the files that are located on your private drive or your corporate Google Drive
Note: This option is supported, but it is not recommended.
- Azure Blob Storage Provider, which allows WorkBook to store documents in an Azure Storage Account
- SAS Azure Blob Storage Provider (shared access signature), which is a provider for Windows Azure Blob storage
Case-Sensitive Storage Systems
WorkBook does not work correctly with case-sensitive file systems. WorkBook always expects only one folder named "Folder" or "folder" to exist, not both. This is similar to the way in which Windows expects local drives and folders to be named.
You set up and configure storage providers in tab.
Where a Storage Provider Is Used
- Resource folders (folders for clients, Companies, employees)
- Job folders (folders that are directly connected to individual jobs)
- Voucher files (used in creditor invoices, personal expenses)
- Internal System Storage
System Variable 44
When a user deletes a document in WorkBook, a backup file is automatically created in the folder that you specify. System Variable 44 enables you to specify a backup folder path for deleted files.