Using date-specific folders

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If you give a folder a name that begins with the letters MM/YYYY or YYYY, the application will automatically create folders for the months and years that you specified in the Document Folders tab. Folder iterations will be created for the current year and any subsequent years up to one year past the expiration of your FileCabinet CS license.

Note: If you give a folder a name that begins with an actual date in the MM/YYYY or YYYY format (such as 2013 Letters), the application will provide the option to have the folder recur by year or by month, depending on which format you used, or to include only a single folder with the date-specific name that you entered.

When you store documents in multiple iterations of a date-specific folder, the application creates a parent folder with date-specific subfolders. For example, folders in the same drawer that are named "2011 Letters," "2012 Letters," and "2013 Letters" and contain documents would appear in the Folders window as follows.

Date-specific folders example

Notes

  • FileCabinet CS automatically sorts date-specific folders in descending order. You can disable this feature in the Drawer List tab of the User Preferences dialog.
  • When combining folders, archiving documents, and hiding documents, the application treats these folders differently.
  • The text in the folder names after the date is case sensitive, and must match to be combined.
  • With the exception of ToolBox CS, FileCabinet CS recognizes folders created with other CS Professional Suite applications as date-specific by default. Folders created by CS Professional Suite applications are combined automatically.

Hiding older documents

To reduce the number of folders and documents displayed in the folders window, FileCabinet CS can be configured to hide older documents. We recommend that you archive older, less frequently accessed documents, but these documents can be hidden if you prefer not to archive them. Hidden documents remain accessible.

To hide documents, a number of months or years is chosen to serve as the cutoff point before which documents in date-specific folders that are older than the cutoff date will be hidden.

For example, if the current date is 10/31/1304/30/13 will be hidden.

Related topic: Overview of archiving

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