3.3 Working with Folder Entry Types

3.3.1 Enabling Alternate Folder Entry Types

You can select the types of entries that you want to allow users to create in a certain folder. You can configure your folder to allow alternate entry types, or you can change the current default entry type. If you enable multiple entry types, users who submit entries into this folder can choose which type of entry they want to add, such as a task entry, calendar entry, and so forth.

  1. Navigate to the folder where you want to enable alternate entry types.

  2. Click the Configure icon next to the folder title, then click Configure Views, URLs and Controls.

  3. On the Folder Views, Entries and Workflows tab, in the Default Entry Types section, select the entry types that you want to allow users to create in the folder.

  4. Click Apply > Close.

If you enable additional entry types, users who submit entries into this folder can click New in the Folder Entry toolbar, then use the drop-down list to choose the type of entry they want to add, depending on which types of entries you enabled on the folder.

Site administrators and folder owners can use the Form and View Designers functionality to create new entry types (custom forms), which then appear in this list. (When folder owners create new entry types, those entry types are listed in the Local Definitions section of this list.)

For more information on how to create custom entry types, see Section 9.0, Designing Custom Folder Entry Forms.

3.3.2 Changing the Entry Type for Entries in a Folder

You can change an entry from one type to another type. For example, suppose you are using a Discussion entry to discuss the new marketing logo for a product. The discussion results in an action item for you to refine the look of the new logo. You can then change the Discussion entry to a Task entry for you to keep track of this new action item.

You can change the entry type for a single entry or for every entry of a certain type in a folder.

If the new entry type that you choose contains elements that were not in the original entry type, the new elements are displayed as blank in existing entries. If the new entry type that you choose doesn’t have elements that did exist in the original entry type, any information that was in those elements is removed from the entries. However, the information is not deleted, and is reinstated if the entry is changed back to the original entry type.

Changing the Entry Type for All Entries In a Folder

You can simultaneously change the entry type for all entries of a certain type in a given folder. Changing the entry type for entries as described in this section changes the entry form that is used when creating an entry.

  1. Navigate to the folder that contains the entries that you want to change.

  2. Click the Configure icon next to the folder title, then click Configure Views, URLs and Controls.

  3. Click the Entry Type tab.

  4. In the Entry Type To Be Changed drop-down list, select the current entry type for entries in the folder that you want to change to a different entry type.

  5. In the New Entry Type drop-down list, select the new entry type that you want to convert the entries to.

  6. Click OK, then click OK again to confirm.

Changing the Entry Type for a Single Entry

  1. Navigate to and open the entry that you want to change.

  2. Click Actions > Change Entry Type.

  3. In the New Entry Type drop-down list, select the entry type for the entry.

  4. Click OK.

3.3.3 Changing the View Definitions for Existing Folders and Folder Entries

View definitions affect how a folder or entry is displayed. You can simultaneously change the definitions for folders and folder entries that have already been created. You can change all sub-folders to match the parent folder, and you can change all entries within a given folder to be of a specific entry type.

This feature must first be enabled by your Vibe administrator. If it is not enabled, it is not visible. For information on how to enable this feature, see Enabling Folder Administrators to Apply Definition Settings to Sub-Folders and Entries in the OpenText Vibe 4.0.8 Administration Guide.

Applying Definition Settings to All Sub-Folders

You can apply the folder definition settings of a parent folder to all sub-folders. For example, if you have a Discussions folder that contains sub-folders, but not all of the sub-folders are Discussions folders, you can simultaneously convert all the sub-folders to be displayed as Discussions folders.

  1. Navigate to the folder where you want to apply entry definition types to folders or entries that have already been created.

  2. Click the Configure icon next to the folder title, then click Configure Views, URLs and Controls.

  3. On the Folder Views, Entries and Workflows tab, in the Recursively apply section, select Change contained folders to inherit this folder’s definitions.

  4. Click Apply > Close.

All definition settings on the Folder Views, Entries and Workflows tab are applied to all sub-folders.

Applying Definition Settings to Existing Entries

You can convert all the entries that are contained within a specific folder to be of a single entry type. For example, a user might begin a discussion entry in a Discussion folder, and then move the entry to the Tasks folder after it is decided that something needs to be done in order to resolve the discussion. After the discussion entry is added to the Tasks folder, the entry can be converted to a task entry.

IMPORTANT:Changing entry definition settings as described in this section changes all entries within the folder and all sub-folders to be the same entry type. You should not perform the steps in this section if you want your folder and sub-folders to contain multiple types of folder entries, as described in Section 3.3.1, Enabling Alternate Folder Entry Types.

To make all folder entries the same within a specific folder:

  1. Navigate to the folder where you want to apply entry definition types to folders or entries that have already been created.

  2. Click the Configure icon next to the folder title, then click Configure Views, URLs and Controls.

  3. On the Folder Views, Entries and Workflows tab, in the Recursively apply section, select Change contained folders to inherit this folder’s definitions, then select Change contained entries to be of the following entry type.

  4. In the drop-down list, select the entry type that you want to apply to all existing entries in the folder.

    To add entry types to this drop-down list, select the entry types in the Default Entry Types section, then click Apply.

  5. Click Apply > Close.