Mandate a data template to a folder
Users can enable a setting in a folder to associate a data template automatically and require all collaborators to add custom properties to every file or folder they add to that folder. Once data templates and custom properties are added to files and folders, it will be easy to search for data using the data templates filter and custom field criteria.
Mandate a data template to a Team Folder
When you mandate a data template to a team folder, the data template will be associated automatically, and all users will be required to add custom properties for every file or folder they add to the root folder (only first-level folders and any files that are added directly to the team folder).
- Only Team Folder Admins can mandate a Data Template to a Team Folder.
- This setting will not apply to any subfolders inside the Team Folder.
- Navigate to the left panel and click on a Team Folder to open it on the right.
- Click Manage next to the Team Folder name at the top and select Settings from the dropdown. The Settings tab will open.
- Click the Mandate Data Template tab.
- Toggle ON Mandate data template association to files and folders.
- Choose a data template.
- Choose whether you want users to add custom properties for Files only, Folders only, or Both files and folders.
Mandate a data template to a subfolder inside a Team Folder
When you mandate a data template to a subfolder inside a team folder, the data template will be associated automatically, and all users will be required to add custom properties for every file or folder they add to that subfolder (only first-level folders and any files that are added directly to the selected folder).
- Only Team Folder Admins can mandate a Data Template to a subfolder inside a Team Folder.
- This setting will not apply to any subfolders inside the selected folder.
- Navigate to the left panel and click on a Team Folder to open it on the right.
- Right-click the required subfolder and select Properties.
- Select Mandate Data Template.
- Toggle ON Mandate data template association to files and folders.
- Choose a data template.
- Choose whether you want users to add custom properties for Files only, Folders only, or Both files and folders.
Mandate a data template to a folder or subfolder in My Folders
When you mandate a data template to a folder or subfolder inside your My Folders, the data template will be associated automatically, and all collaborators will be required to add custom properties for every file or folder they add to that folder (only first-level folders and any files that are added directly to the selected folder).
Note: This setting will not apply to any subfolders inside the selected folder.
- Navigate to the left panel and select My Folders to open it on the right.
- Right-click the required subfolder and select Properties.
- Select Mandate Data Template.
- Toggle ON Mandate data template association to files and folders.
- Choose a data template.
- Choose whether you want users to add custom properties for Files only, Folders only, or Both files and folders.
How mandatory data template association works
When users try to add files or folders (via create, upload, copy, and move actions) to a folder where data template has been mandated, there will be pop-up for adding custom properties for the new items.
Users must add appropriate values in the required fields and click Save.
When more than one file or folder is being added to a folder, users can do one of the following:
- Select the checkbox in the pop-up to apply the same properties to all new items
- Add custom properties to every item, one by one
- For Zoho office suite files, the Add properties pop-up will only appear when the files are marked as ready from the draft state.
- Before adding custom properties to a file or folder, if a user refreshes or closes the page, the pop-up will not appear again. You can see the associated data template in the data templates tab in the right panel, and you can add custom properties for the associated data template later when required.
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