How to create a folder

Creating folders and copying folder / folder tree

Each device must have a folder. Therefore, building a folder tree is a primary task in deployment, along with defining device cards. However, you can create new folder structures at any time.

  • You can attach one device card to one folder
  • You can attach a single device card to multiple folders
  • All devices inside the folder use the device card attached to the folder.

Creating a folder 

  1. Go to: -> Folder tree.
  2. Select "Create new Folder" in the upper right corner of the screen. Next, name the folder. You can also attach a tag for the folder. After this, the location of the folder in the hierarchy is selected, ie from the top level menu you select under which folder the folder you just created is coming. Leaving this blank will create a folder at the top level.

Creating a folder tree using excel sheet

A folder tree can also be created using Excel. This is very useful, especially when it comes to, for example, a service company with several dozen/hundreds of customers, where customer=folder, or when the folder tree is somehow really large and different device cards are used in different folders

  1. Go to -> Folder tree
  2. Click "Import from Excel"
  3. Click "Instructions"
  4. Download the template by clicking "Template"
  5. Create the desired folder tree in Excel and save it to the computer
  6. Select the parent level which all the folders in the Excel sheet will be added
  7. "Select Excel-file"

FOLDER SETTINGS

folder settings

Name
Name the folder the way you want

Description
You can enter a suffix or other additional description for the folder name

Tag
If a tag is attached to a folder, Spotilla app will open that particular folder when reading a tag

Device card
Defines the device card this folders spots uses. We strongly recommend to attach a device card, even if its just "a general device card". One folder can be attached to one device card.

Parent
specifies where in the folder tree the folder is located

Default message type
Sets a specific message type as the default for devices (Spots) in this folder. This setting is not mandatory, but important for ease of use for end users (especially mobile users)

Default Service request type
Sets a specific Service Request type as the default for devices (Spots) in this folder. This setting is not mandatory, but important for ease of use for end users (especially mobile users)

Device card for the extra information fields
You can also specify a device card for additional information fields to be assigned to the folder, or you can specify additional information fields (attributes) for the folder. For example, if the folder is a property, such as "Hospital building" or "Property Kataja", such a folder would use the "Property Information" device card, giving the folder access to all the "property information" data fields on the device card.

Files 
If you want to add files (for example *.pdf, *.xls etc.) to a folder, you can do so here. (For example, if you want to give floor plans to a property folder.) 

Remember that the device card sets / forces data fields for all devices placed in this particular folder

If there are devices in the folder and you then make changes to the device card configuration in the folder, any changes will directly affect each device that is added to the folder. So be careful when making changes to existing folders, especially with regard to their device card configuration.


Finally, click green button  "Create  New Folder" in the lower right corner of the modal.

COPYING A FOLDER


By opening a folder somewhere in the folder tree, you can copy the entire folder and its subfolders with their settings at once. This speeds up the creation of new folders, especially when you want to copy entire structures multiple times.

Please see a short video about copying folder/folder tree:

HubSpot Video

 


Open a folder whose folder tree structure, i.e. folder and its subfolders, you want to copy. Press "Copy folder" and specify where in the folder tree you want to copy the folder tree, ie select the parent folder.

copy folder-1

The system copies the desired location to the folder tree and names it in the copied folder + "copy". Then open the folder and change the folder name to your liking. (Save)

Copying a folder does not copy the devices in the folder, only the folders and their settings, such as:
- Used device card
- The device card used for the additional data fields in the folder
- Default message type
- Default service request type