Folders 2.0 in Next® with extended flexibility and efficiency

Over time, blazingly fast and easy to use Search forms has taken over from the good old folder structure in Next®. Why would you navigate to the Customers folder, then search for folder 1084 TED Japan, to see all the documents related to this customer.  When instead, you just click Customer documents, and type 'TED'. 

As searches in Next® are just as fast as looking up the content of a folder, and way more flexible, we have for a long time focused on Search forms. And to some degree neglected folders. Leaving behind a lot of the great features you have in the hitlist from a Search form. 

But no more. Now we are reinventing the folders in Next®. Not because we've lost faith in searches and facets. But because we acknowledge that out there  in 'real life', you have structures that are highly hierarchical and most easily presented in a folder structure. 



Coming to Folders
  • Columns setups and view policies
  • List actions
  • Cards views
All new features
  • Add your own folders
  • Add metadata (Information bearing folders)
  • Change folder name 
  • Smarter search for and in folders
  • Share a folder
  • Hide a folder
  • Make a folder a favorite
More than just new features

This - Folders 2.0 - is about more than just new features. It is a completely reimplementation on how we handle folders in Next®. One of the reasons why we disliked folders was the static nature of a documents filing into the folder. If your Next® was setup to archive Sales invoices in not only the Customer folder but also the Product folder, then Next® would create a filing object for each of the items on every Sales invoice. This filing object took time to create, took up storage space, and contained a static filing description that would not be updated ever. All of this makes little sense, when we today can use a Search form to find each Sales invoice with a reference to any given product, without any of this overhead. And equally fast.

Behind the scenes, or under the covers, this is exactly what we do with Folders 2.0. We eliminate the overhead of creating filings. And use the eminent search capabilities of Next® to dynamically list the content of your folders. Faster, cheaper, and much more flexible. 

Future enhancements

Folders 2.0 is going to be released in several phases throughout 2021. 

For the techies

When the initial version is installed, we will automatically create definitions to match the current folder/filing setup. Immediately following the update, Next® will automatically start a background job to generate the folders to bring back the content in the original views. 

We advise that you - go through the setup to see if folders still makes sense. Even if folders are now way cheaper and smarter, Search forms often make more sense. Don't use folder just because you once did.


Please remember that a Folder in Next® is NOT the same as a simple folder on a file server. A Folder in Next® is NOT a container for documents. It is a view to selected documents. Protecting access to the Folder does not protect access to the documents. This is the very idea behind an enterprise archive. To protect a document, you classify the document it self. Then Next® will protect it no matter where you find it - in Next® or outside. 

Replicating best practice from a file server in an enterprise archive is a fatal mistake. 


Commercial terms and conditions

This basic feature is available at no additional cost, to users with an active service plan. Any consultancy assistance will be invoiced.

The new products, the ability to add metadata to folders, and the ability to share a folder will come with a separate license fee. 

Disclaimer

Despite our best efforts, we may be forced to change both content and expected delivery of future product updates without notice.


Details

Title:

Folders 2.0 in Next® with extended flexibility and efficiency

Type:

New feature

Status:

In development

Expected release:

May 2021

Affected products:

Next® Bank Statements
Next® Contracts
Next® Emails
Next® Enterprise Archive
Next® ExCustody
Next® Invoices
Next® Mailroom
Next® Processes

Audience:

Admin
Consultant

Classification:

Public 

Responsible product manager:

Kim Hellum

Updated:

16.03.2021

By:

Kim Hellum