Every new record starts with the folder layout defined under Files → Actions → Configure. Set it once and every job, subject, or organization created afterwards has the same tidy structure. This page is for Administrators; Configure is not shown to anyone else.
Configure has a tab for each type: Organizations, Subject Groups, Subjects, Jobs, Sessions, Employees, Tasks, Equipment Items, Equipment Bags, Timesheets, Timesheet Expenses, and Chat Channels. Each tab shows the folder tree that new records of that type receive. Add, rename, nest, and remove folders in the tree, then Save.
A Create folders switch on each tab turns folder creation on or off for that type. Leave it off for types your studio never attaches files to; existing folders are untouched.
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Template changes apply to records created from then on. Existing records keep the folders they have. Plan the layout before a season starts rather than partway through.
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Some folders are part of Airstudio's own structure and are marked protected, so they cannot be renamed, moved, or deleted from a Files tab by anyone:
Files delivered by an automated process, such as a signed e-sign document, may also be protected from deletion or replacement. Trying to delete a protected item skips it and tells you so.
Each record type's tab also sets what an organization contact can do inside that type's Shared folder:
| Setting | Effect |
|---|---|
| Contacts Can See Files | Whether the Shared folder is visible in the portal at all. |
| Contacts Can Create Files | Lets contacts upload into the Shared folder, for example a roster or a logo. |
| Contacts Can Create Folders | Lets contacts organise their uploads into sub-folders. |
Subject folders have the same three switches for the subject and their parents: Subject Can See Files, Can Create Files, Can Create Folders.
Sync All Permissions on a tab pushes the current switches to every existing folder of that type. Use it after changing a permission so records created earlier follow the new rule.
On any file or folder, Edit offers finer control for the portal: Shared Visible or not, and whether external users can Delete, Rename, or Update it. Use these to expose a single file in an otherwise private folder or to lock a final version against changes.