Implementing a standardized folder structure as part of your approach to tackling RFPs can go a long way towards helping your team follow best practices and stick to your winning formula, and makes it easier for people to collaborate because how and where each part of the RFP puzzle is stored becomes predictable and much easier to find.
Here's an example of a repeatable standardized folder structure and its contents:
Within Qorus Pursuit Types, you can specify a folder structure that you would like Qorus to clone or copy into the Pursuit location in SharePoint Online. Everything within the folder structure gets cloned, including subfolders and any documents.
In this article, we'll explain:
- Where to find the 'Clone folder structure' option in Pursuit Types
- How to specify a folder structure to be cloned based on a library
- How to specify a folder structure to be cloned based on a folder within a library
Before you can do this, you should belong to the Qorus Admin user role, since only Qorus Admin users have the ability to define Pursuit Types. You should also know that cloning folder structures only works with the SharePoint Online connector, and not with Microsoft Teams.
1. Where to find the 'Clone folder structure' option in Pursuit Types
When you follow the instructions here to create a new Pursuit Type, and then select the SharePoint Online connector in the 'Connector' drop down, you'll have the ability to define where to 'Save the Pursuit to', and then optionally, specify a folder structure to clone in the 'Clone folder structure' text box:
This 'Clone folder structure' text box can accept either a link to a library or to a folder. Let's have a look at how each of these works.
2. How to specify a folder structure to be cloned based on a library
If you copy and paste the URL of a library in the 'Clone folder structure' text box, then everything within that library will be copied in its entirety (including folders, subfolders, and any files they contain) to the folder in SharePoint Online that gets provisioned every time a user creates a new Pursuit using the Pursuit Type you are configuring.
Of course, before you do this, you'll want to make sure that you have a library in SharePoint Online that has everything you'd like to have cloned and nothing that you don't want to see repeated for each new Pursuit.
Once you have that in place, the easiest is to navigate to the library and then copy the URL from your web browser's address bar, and then paste it into the text box.
In some cases, especially if you have multiple views configured on a SharePoint Online library, you might get a URL that looks a bit like this, and which Qorus might not like:
What you'll want to do then is select and delete the question mark and everything that follows it in the URL, which will give you something like this:
Alternatively, this would work too:
3. How to specify a folder structure to be cloned based on a folder within a library
If you'd rather create a standardized folder structure based on a folder that lives within a library and have Qorus clone that instead of the entire contents of the library, you can do that too. Just as with libraries, Qorus will clone everything within the folder you specify, and of course, before you do this, make sure that folder structure exists in SharePoint Online.
When you're ready, the easiest, once again, is to navigate to the folder, and then copy the URL from your web browser's address bar. This time though, even if you don't have multiple views configured, the URL is likely to be rather long and messy, and we'll need to do some clean up.
TIP: You can use any plain text editing app, like Notepad, to copy and paste your long URL, clean it up, and then add it as the 'Clone folder structure' URL in Qorus.
Here's an example of what the URL to a folder might look like:
What you'll want to do here is reduce it by deleting everything that comes after the forward-slash that appears after the library name, and then enter the folder name like so: