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As an essential part of your Series25 implementation, your institution created an Event Structure of cabinets and folders. This article explains how to use functionality available in the 25Live Administration Utility to modify your Event Structure on those occasions when you need to add, edit, or delete cabinets or add, edit, copy, or delete folders.

Adding and Managing Cabinets

To Add a Cabinet

Guidelines

Follow these guidelines when adding cabinets:

  1. In the 25Live Administration Utility, select the Events tab.
  2. Select the Manage Cabinets task tab.
  3. Find the cabinet type of the cabinet you're adding by browsing your event structure. For example, if the cabinet you want to add should have a “Administration” cabinet type, you would click that cabinet type in Browse (manage/add) as shown here:

  4. Click Add Cabinet to go to the Edit Cabinet(s) page.

  5. Replace the system-supplied name with a name for the new cabinet.
  6. Use the calendar controls to specify the start and end dates of the cabinet’s date range.
  7. Click the Categories “EDIT” link (if there is one) and select the appropriate categories for the cabinet. If there is no Categories link, categories have not been associated with the cabinet's type.
  8. If you're still using the legacy Series25-SIS (TCS) Interface, click the Constraints “EDIT” link, then define constraints for the cabinet.
    If you're using the Series25 LYNX Interface, skip this step and instead use the date exceptions functionality of LYNX to define exceptions to your course schedule.
    1. Click New Constraint.
    2. Enter a name for the constraint and select a constraint type.
    3. Enter the constraint start date/time and end time and, if the time span of the constraint spans midnight, click the link icon and enter the end date.
    4. If the constraint repeats, select and define the repeating pattern using the pattern definition controls.
    5. Repeat these steps for other constraints you want to define.
  9. If you want to load the object security settings of another cabinet to the cabinet you’re adding, choose the cabinet from the “Load Security Settings From:” drop-down list.

  10. If you didn't load object security settings from another cabinet as described in step 9, set the cabinet's object security which includes setting object security on the cabinet itself and on any folders or events that may be created within it. 

    Cabinet object security options

    The default object security for new cabinets is set to “Not Visible” system-wide. To allow users in specific security groups to view and/or act on a specific cabinet, you must set the appropriate object security on the cabinet for those security groups based on these options:

    If you set this security area...To...Members of the security group...
    Object Security


    Not visibleCan't see the cabinet
    View onlyCan see the cabinet
    EditCan see and edit the cabinet
    Edit, Delete, and CopyCan see, edit, delete, and copy the cabinet
    Security for Child Folders: Create Folders?NoCan't create folders in the cabinet
    YesCan create folders in the cabinet
    Security for Child Folders: New Folder Rights


    Not VisibleCan't see new folders in the cabinet
    View OnlyCan see new folders in the cabinet
    EditCan see and edit new folders in the cabinet
    Edit, Delete, CopyCan see, edit, delete, and copy new folders in the cabinet
    Security for Child Folders: New Folder: Create Folders?No

    Can't create sub-folders within folders.

    This is the default setting and should not be changed.

    Security for Child Events: New Folder: Create Events?

    No

    Can't create new events within new sub-folders

    This is the default setting and should not be changed.

    Security for Child Events: Create Events?NoCan't create events directly in the cabinet
    YesCan create events directly in the cabinet

    Security for Child Events: New Event Rights




    Not VisibleCan't see new events created directly in the cabinet
    View OnlyCan see new events created directly in the cabinet
    EditCan see and edit new events created directly in the cabinet
    Edit, Delete, CopyCan see, edit, delete, and copy new events created directly in the cabinet.
    1. Scroll down to the Object Security section, and click the “Edit” link.

    2. Select the appropriate cabinet object security for each security group.

    3. If the cabinet will contain folders, scroll down to the Security for Child Folders section, and click the “Edit” link. If the cabinet won't contain folders, continue to step e.
    4. Expand each security area (Create Folders?, New Folder Rights, and New Folder: Create Folders?), and select the appropriate security setting for each security group. Note: Don't change the default "No" setting for New Folder: Create Folders?

    5. Scroll down to the Security for Child Events section, and click the “Edit” link.
      Note: Setting security for child events only applies to cabinets that won't contain any folders. If your new cabinet will contain folders, you can ignore steps e and f.

    6. Expand each security area (New Folder: Create Events?, Create Events?, New Event Rights), and select the appropriate security setting for each security group.

  11. Click Save Changes.

To Edit Cabinets

  1. In the 25Live Administration Utility, select the Events tab.
  2. Select the Manage Cabinets task tab.
  3. Find the cabinet(s) you want to edit by simple name search, by browsing your event structure, or by clicking “All Cabinets” to see a complete list of all the cabinets in your event structure.
  4. If you browsed, expand the event structure as needed.
  5. Highlight the cabinet(s) you want to edit and click Edit. To highlight multiple cabinets, hold down the Shift key and click each cabinet.

    If you choose to edit multiple cabinets, be aware that all and only the changes you make will be applied to all the cabinets you select for edit. When in doubt, edit cabinets one at a time.

  6. If you highlighted one cabinet, edit its information as needed. Click the “EDIT” link to expand areas that are closed.
    If you highlighted multiple cabinets, check the box of each data area you want to edit, and change the information as needed.

    Note
    : You can’t edit the cabinet type.
  7. Modify the object security of the cabinet as needed. See step 10 of "To Add a Cabinet" above. 
  8. Click Save Changes.

To Delete a Cabinet

Deleting a cabinet deletes all the folders and events within it, so give Cabinet Delete functional security permission to only a few carefully selected “super users” or your functional administrator.

Note: You can only delete one cabinet at a time.

  1. In the 25Live Administration Utility, select the Events tab.
  2. Select the Manage Cabinets task tab.
  3. Find the cabinet you want to delete by simple name search, by browsing your event structure, or by clicking “All Cabinets.”
  4. If you browsed, expand the event structure as needed.
  5. Highlight the cabinet you want to delete and click Delete Cabinet.
  6. Click Delete Cabinet to confirm.
  7. Click Manage More Cabinets to return to the Manage Cabinets page.

Adding and Managing Folders

To Add a Folder

Don't create folders within folders.

Guidelines

Follow these guidelines when adding folders within a cabinet:

  • Take the time to read this very helpful “25Live-oriented Event Structures” article available here:
    http://knowledge25.collegenet.com/display/Series25/25Live-oriented+Event+Structures
  • Set the appropriate date range for each folder. The date range must be the same or within the date range of the folder's cabinet.
  • Enter the appropriate data for each folder for data inheritance purposes. 
  • Set appropriate object security on each folder.
  1. In the 25Live Administration Utility, select the Events tab.
  2. Select the Manage Folders task tab.
  3. Find the cabinet you want to add your new folder in by browsing your event structure. For example, if you want the folder you’re adding to be in the “Events” cabinet, you would click that cabinet in Browse as shown here:
  4. Click Add Folder.
  5. Replace the system-supplied name with a name for the new folder.
  6. If you want the folder’s date range to be shorter than that of its cabinet, use the calendar controls to specify the begin and end dates of the folder’s date range.
  7. Click the Categories “EDIT” link and select categories specific to the folder, if any. The folder has inherited any categories selected for its cabinet which you can un-select as needed.
  8. Define any constraints specific to the folder, if any. The folder has inherited any constraints defined for its cabinet, which you can edit as needed. If you're using the Series25 LYNX Interface, skip this step and instead use the date exceptions functionality of LYNX to define exceptions to your course schedule.
    1. Click the Constraints “EDIT” link.
    2. Click New Constraint.
    3. Enter a name for the constraint and select a constraint type.
    4. Enter the constraint start date/time and end time, and if the time span of the constraint spans midnight, click the link icon and enter the end date.
    5. If the constraint repeats, select and define the repeating pattern using the pattern definition controls.
  9. Click the Organizations “EDIT” link, click New Organization, and search for organizations the folder is associated with. For example, if you’re adding a new English department folder, you would search for and select the English department organization. Repeat this step for each organization the folder is associated with.
  10. If you selected one organization in step 9, it is automatically marked as the primary organization associated with the folder. If you selected multiple organizations in step 9, select the radio button of the primary organization you want to associate with the folder.
  11. Specify the object security of the new folder. To do so, you can either copy an existing folder which also copies the security settings of that folder, then modify the security settings of the new folder as needed (see To Copy Folders), or set object security settings "from scratch" as described in this step.

    Folder object security options

    The default object security of a new folder is by default the same as the object security of its cabinet. To allow users in specific security groups different object security rights to a folder, you must set the appropriate object security on the folder for those security groups.

    If you set this security area...To...Members of the security group...
    Object Security


    Not VisibleCan’t see the folder
    View OnlyCan see the folder
    EditCan see and edit the folder
    Edit, Delete, CopyCan see, edit, delete, and copy the folder
    Security for Child Folders: Create Folders?No

    Can't create sub-folders in folders.

    This is the default setting and should not be changed.

    Security for Child Folders: New Folder RightsNot Visible

    Can’t see new sub-folders in the folder.

    This is the default setting and should not be changed.

    Security for Child Folders: New Folder: Create Folders?No

    Can’t create sub-folders in new folders.

    This is the default setting and should not be changed.

    Security for Child Events: New Folder: Create Events?

    No

    Can’t create events in new sub-folders.

    This is the default setting and should not be changed.

    Security for Child Events: Create Events?


    NoCan't create events in the folder
    YesCan create events in the folder
    Security for Child Events: New Event Rights


    Not VisibleCan’t see new events in the folder
    View OnlyCan see new events in the folder
    EditCan see and edit new events in the folder
    Edit, Delete, CopyCan see, edit, delete, and copy new events in the folder
    1. Scroll down to the Object Security section, and click the “Edit” link.
    2. Select the appropriate folder object security for each security group.
    3. Scroll down to the Security for Child Events section, and click the “Edit” link.
    4. Expand each security area (New Folder: Create Events?, Create Events?, New Event Rights), and select the appropriate security setting for each security group.
  12. Click Save Changes.

To Copy Folders

  1. In the 25Live Administration Utility, select the Events tab.
  2. Select the Manage Folders task tab.
  3. Find the folder(s) you want to copy by simple name search, by browsing your event structure, or by clicking “All Folders.”
    Note: To copy more than one folder, you must browse your event structure.
  4. Highlight the folder(s) and click Copy.
  5. Choose the “parent” of your new folder(s) (the cabinet you want your new folder(s) to be in) from the drop-down list, then click Copy Folder(s).
  6. To edit one or more new folders you’ve created via copy:
    1. Click Manage More Folders.
    2. Highlight the folder(s) you want to edit and click Edit. To highlight multiple folders, hold down the Shift key and click each folder.

      If you choose to edit multiple folders, be aware that all and only the changes you make will be applied to all the folders you select for edit. When in doubt, edit folders one at a time.

    3. If you highlighted one folder, edit its information as needed. Click the “EDIT” link to expand areas that are closed.
      If you highlighted multiple folders, check the box of each data area you want to edit, and change the information as needed.
      Note: You can’t edit the folder type.

    4. Modify the object security of the folder. See step 11 of "To Add a Folder" above. 

To Edit Folders

  1. In the 25Live Administration Utility, select the Events tab.
  2. Select the Manage Folders task tab.
  3. Find the folder(s) you want to edit by simple name search, by browsing your event structure, or by clicking “All Folders.”
  4. Highlight the folder(s) you want to edit and click Edit. To highlight multiple folders, hold down the Shift key and click each folder.

    If you choose to edit multiple folders, be aware that all and only the changes you make will be applied to all the folders you select for edit. When in doubt, edit folders one at a time.

  5. If you highlighted one folder, edit its information as needed. Click the “EDIT” link to expand areas that are closed.
    If you highlighted multiple folders, check the box of each data area you want to edit, and change the information as needed.

    Note: You can’t edit the folder type.
  6. Modify the object security of the folder as needed. See step 11 of "To Add a Folder" above
  7. Click Save Changes

To Delete a Folder

Deleting a folder deletes all the events within it, so give Folder Delete functional security permission to only a few carefully selected “super users” or your functional administrator.

Note: You can only delete one folder at a time.

  1. In the 25Live Administration Utility, select the Events tab.
  2. Select the Manage Folders task tab.
  3. Find the folder you want to delete by simple name search or by browsing your event structure.
  4. Highlight the folder you want to delete and click Delete.
  5. Click Delete Folder to confirm.
  6. Click Manage More Folders to return to the Manage Folders page.

To Force Folders to Inherit Data From Their Cabinet

  1. In the 25Live Administration Utility, select the Events tab.
  2. Select the Manage Folders task tab.
  3. Find the folder(s) you want to inherit data by simple name search, by browsing your event structure, or by clicking “All Folders.”
  4. If you browsed, expand the event structure as needed.
  5. Highlight the folder(s) and click Inherit.
  6. Click “Inherit data to folder.”



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