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Configure Contract File Folder Structure

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This content applies solely to Award Management, which must be purchased separately from the Appian base platform. This content was written for Appian 26.6 and may not reflect the interfaces or functionality of other Appian versions.

Access the Award Management Settings site to configure the contract file folder structure. Award Management uses custom tags and text parameters to organize documents into parent folders and subfolders, making it easier for your team to find and manage contract files.

This page describes how to add, edit, and delete the folders and subfolders that define your organization's contract file structure.

How contract file folders work

Award Management uses two mechanisms to organize documents into the correct folder:

  • Custom tags: Define the parent folder and subfolder framework. Documents are filed into the appropriate folder based on their document type.
  • Text parameters: Defined at the subfolder level, these add another layer of organization by matching document filenames to group related documents in the same subfolder.

Add a parent folder

  1. From the Award Management site, click > Award Management Settings.

  2. From the navigation pane, click Folders.

    Folders menu in Award Management Settings site.

  3. Click ADD to create a new contract file folder.

  4. Enter the folder name and click ADD.

    Dialog to enter folder name and add new contract file folder.

The new contract file folder displays in the Folders list.

Folders list displaying newly created contract file folder.

Add a subfolder

To add a subfolder to a parent folder:

  1. From the Folders list, click the parent folder for the new subfolder.
  2. Click ADD.
  3. Enter a name for the new subfolder.

  4. Verify the correct Parent Folder is selected.

    Note: If required, use this dropdown to assign the subfolder to a different parent folder.

  5. From Document Types, select one or more document types to associate with this subfolder.

  6. (Optional) If you need to match documents by filename, enter one or more text identifiers in the Text field.

    Note: Text parameters must match the document filename the solution searches for when filing documents.

    • Click Add Word or Phrase to add additional text identifiers.

  7. Click ADD.

    Add Subfolder dialog showing Name, Parent Folder, Document Types, and Text fields.

Edit a subfolder

  1. From the Folders list, select a parent folder to view its subfolders.
  2. Select the subfolder to edit using the checkbox.
  3. Click EDIT.
  4. Edit the Document Types and Text fields.
  5. Click SAVE.

Edit Subfolder dialog with option to update Document Types and Text.

Delete a folder

Caution:  Deleting a parent folder deletes all its subfolders.

  1. From the Folders list, select the folder to delete.
  2. Click DELETE to open the Delete Folder? confirmation.
  3. Click DELETE.

Delete confirmation dialog for removing a folder.

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