Folder Types

Summary: This page explains the folder types created and surfaced by Automated Folder Creation: regular folders for a record, virtual Related Folders that provide fast access to related records and their documents, and Indirect Related Folders that create real folders through junction relationships and can be created conditionally.

Cartularius supports multiple folder types that users can navigate in the Files and Folders component. Some of these are actual folders in the folder hierarchy, while others are virtual entry points that help you reach related records and their documents more quickly.

This page explains the three folder concepts you may encounter:

1. Regular folders (the standard folder hierarchy for a record)
2. Related folders (a virtual “collection” that helps you browse related records)
3. Indirect related folders (real folders created for relationships via a junction record)

Regular folders (the record’s folder hierarchy)

When a Salesforce record is created (for example, an Account), Cartularius can automatically create a standard folder hierarchy for that record. These are the folders you typically browse when you open the Files and Folders component on a record.

What do users experience?

• A consistent, pre-built folder structure on the record
• Folder names can be translated based on the user’s language (if configured)
• Files uploaded to the record are stored inside this hierarchy

Related folders (virtual collections of related records)

A Related Folder is not a traditional folder. It is a record that represents a relationship between two Salesforce records:

• a Parent record
• a Child record
• where the child references the parent through a normal lookup field
  • Example: a Contact is related to an Account using AccountId

A Related Folder record also contains a collection name. In the Files and Folders component, Cartularius uses this to show a virtual folder with that collection name.

What does this look like in the Files and Folders component?

On an Account record, you might see a virtual folder such as Contacts.

When you open that “Contacts” folder, you do not see files directly. Instead, you see a list of all Contact records related to the Account. When you open one of those contacts, Cartularius shows the folder hierarchy for that Contact record.

Why is this useful?

Related folders improve workflow because users can access related documents without navigating away from the parent record.

Example

• You are working on an Account
• You open the virtual “Contacts” folder
• You select a Contact
• You immediately see the Contact’s folder hierarchy and files

This allows users to stay in context and move faster.

Indirect related folders (real folders created via a junction record)

An Indirect Related Folder supports cases where two records are related through a junction record rather than a direct lookup.

Example scenario

• Parent: Account
• Child: Property (a rental property)
• Junction: Contract (the Contract connects the Account and Property__c)

In these situations, Cartularius can create folders that exist specifically for the combination of the Account and Property record, and only when the relationship exists through the junction record.

Conditional creation using a “where clause”

Indirect Related Folder configurations can include a condition (a boolean “where clause”) that determines whether the folder structure should be created.

Example

• Only create the folder structure if the contract value is greater than a defined threshold
• Only create the folder structure if the contract is active

This prevents clutter and ensures that folders exist only when they are relevant.

What is the difference between Indirect Related Folders and normal Related Folders?

Unlike normal Related Folders, Indirect Related Folders are real folders. They are stored in the child record’s folder hierarchy but are accessible from multiple places.

Visibility

The folder structure and its files can be accessed from:

• the parent record
• the child record
• the junction record

This makes it easy for users to find the same documents no matter which record they are currently working in.

Summary

• Regular folders are the standard folders created for a record.
• Related folders create a virtual “collection folder” that lists related child records, so you can access their documents from the parent record.
• Indirect related folders create real folders for relationships through a junction record and can be created conditionally; their files are accessible from the parent, child, and junction records.