Assign Items to Folders

Items in a database can be (and usually are) assigned to more than one folder. This means the one item will appear in multiple folders in your database, even though there remains only one copy of the item in the database. If you edit the item, the editing changes will be reflected in all folders to which the item is assigned. Items can be assigned to folders automatically (by Smart Folders) or explicitly by you using drag-and-drop or some other manual assignment method.

Smart Folders
If your database contains Smart Folders, items in your database may be assigned to folders automatically by rules which identify certain item properties that trigger the automatic folder assignment.

For instance, you'll find that most of your databases have a New Entries folder (usually located at the top the Folder Tree). The New Entries folder has a rule associated with it. The rule looks for items that were created in the last two days. When items matching this specification are found, the items are automatically assigned to the New Entries folder. After two days pass, you'll discover that these same items have been cleared from the New Entries folder, because they no longer match the rule specifications, that is, they are no longer items created in the last two days.

Manual Folder Assignment
You can, of course, manually assign items to folders. When you assign an item to a folder manually (using drag-and-drop, for instance), the item is said to be explicitly assigned to the folder.


To manually assign an item to a folder:

1. Select the item(s) you want assign.

2. Do one of the following:

·

Drag the item using your right mouse button and drop it onto the folder you want it assigned to.

·

Click the Assign button to open the Folder Assignments Dialog.

To see all of the folders assigned to an item, click the Assign button on the toolbar.


Notes:

·

To quickly assign selected items to a single folder, click the [+] next to the Assign button and Zoot displays a pop-up menu of frequently assigned folders.

·

To quickly clear selected items from a folder, click the [-] next to the Assign button and Zoot displays a pop-up menu listing the folders to which the selected item is currently assigned.

·

To clear an item from the active folder, press Shift+Del.

·

When you clear an item from a folder, the item cannot be reassigned to the folder by a rule attached to that folder unless you issue the Clear Blocked Items command on the folder or the Clear Blocked Folders command on the item.