Auto Folder Creation (Document Library)

Module: DMS Reference, Auto Folder Creation. It drives where Document Routing auto-publish files the reviewed copy. Off by default.

How this page was verified

Traced on Medco in June 2026. On 2026-09-06 the admin screen, the reference-type list, the gating flags and the publish-time function were re-checked on master and the big five.

Overview

Auto Folder Creation lets an admin define, per project, the nested Document Library subfolder structure that reviewed documents are auto-filed into when they are published at approver sign-off. The admin picks an ordered list of document-metadata reference types (Area, Discipline, Document Type, and so on). Those become the folder levels, and each published document self-files into the branch that matches its own metadata.

It replaces the old hard-coded approach, where the folder hierarchy was one of three fixed shapes driven by a single integer, ts_projects.project_east_java (Ophir / East Java / Medco), applied at upload time by getLibCodeAutoGenerateFromDocMaster(). The structure is now data-driven and editable per project, and the filing moved to routing auto-publish. See Upload, library folder and Sign Off.

Only master, Jadestone and Medco have it

JOTRE and Timas have neither the admin screen, nor the autopublish_auto_folder_creation key, nor getProjectAutoFolderSettings(). They still have the generic custom-subfolder flags, so the default tree from subfolder_custom_default is all they can build.

What an admin configures

In DMS Reference, Auto Folder Creation (autopublish_auto_folder_creation.php), per project, the admin selects and orders any subset of the reference types in $referencesCode. The list differs per fork:

Code stored	Label	Master	Jadestone	Medco
areanumber	Area Code	yes	yes	yes
discipline	Discipline Code	yes	yes	yes
doctype	Document Type Code	yes	yes	yes
doccat	Document Category Code	yes	yes	yes
function_code	Function Code	yes	yes	yes
doc_classification	Classification Code	yes	yes	yes
field_code, group_code, contract_no	Jadestone's own references	—	yes	—
business_unit, region, location, system_code, vendor_package, code_package_identifier, sdrl_code, drawing_category, originator	Medco's extended set	—	—	yes

The chosen list, in order, is the folder tree. For example ["areanumber", "discipline", "doctype"] files a document into .../<Area>/<Discipline>/<Doc Type>/.

Screen actions:

• Load a project's current settings (cmd=get_settings).
• Save the selected reference list (act=save_settings writes ts_auto_creation_folder_settings.settings_data as a JSON array).
• Copy from another project (act=copyAutoFolderSetting).
• A project with no row gets the default ['discipline'].

Storage and seeding

• Table ts_auto_creation_folder_settings, one row per project: project_id, settings_data (JSON array of reference-type codes).

• Medco only: a one-off script, migrations/scripts/MIG-013_ts_auto_creation_folder_settings.php, back-fills each project from its legacy project_east_java value so nothing changes until an admin edits it:

  legacy project_east_java	seeded settings_data
  0 (Ophir)	areanumber, originator, discipline, doctype, system_code, drawing_category
  1 (East Java)	areanumber, discipline
  2 (Medco)	business_unit, region, areanumber, discipline, doctype, location, system_code, vendor_package, code_package_identifier, sdrl_code

  Idempotent (TRUNCATE plus insert); projects with project_east_java NULL or out of range are skipped for the admin to set by hand. Master and Jadestone have no such seed; their projects start from the ['discipline'] default.

How it runs, at auto-publish

The structure is applied when an approver's sign-off publishes the reviewed copy, not at upload, inside autoPublishDocumentToCustomSubfoler() in routing.inc.php. The function exists in all five forks. In master the order of checks is:

1. File the document into the project's Deliverables root folder (getLibCodeDeliverablesByProjectCode()).
2. Only if enable_autocreation_subfolder_custom = '1' does it build a nested subfolder. It starts from the default tree, DOCLIB_SUBFOLDER[subfolder_custom_default].tree, and, if autopublish_auto_folder_creation = '1', overrides it with the per-project tree from getProjectAutoFolderSettings($projectId, true)["tree"].
3. For each reference type in the tree, it resolves the document's value (label_combined_code_desc) and finds or creates that subfolder. A level whose DMS reference flag (enable_*) is off is skipped. originator has no enable_* flag and is always included where it is in the list.
4. If any required level's value is empty, it aborts the subfolder placement (validToSetInSubFolder = false) and the document stays at the Deliverables root.
5. If library_folder_access_default = '1', it also assigns folder access to the project's resource groups.

Config flags it depends on

Flag	Role	In the seed of
autopublish_auto_folder_creation	Master switch for this feature: use the per-project tree, else fall back to the default tree. Default 0.	master, Jadestone, Medco
enable_autocreation_subfolder_custom	Must be 1 for any custom subfolder to be built at all. Default 0.	all five
subfolder_custom_default	Names the fallback tree used when the per-project feature is off.	all five
library_folder_access_default	Auto-assign folder access to resource groups.	all five
DMS enable_* (for example enable_discipline)	A tree level is skipped if its reference flag is off.	per fork, see inweb_config

Both switches must be on

autopublish_auto_folder_creation alone does nothing unless enable_autocreation_subfolder_custom is also 1. The per-project tree is only consulted inside the custom-subfolder branch. Both default to 0, so the feature is off out of the box.

Database tables affected

Table	Operation	Notes
ts_auto_creation_folder_settings	insert / update / delete	per-project tree (admin screen)
ts_doc_library	insert / select	find or create each subfolder at publish
ts_map_documents_library	insert	map the published document to its leaf folder
ts_projects	select	project_east_java, Medco's seed only

Gotchas and known issues

• Off by default and double-gated. Easy to think it is broken when it is just not enabled.
• Medco keeps the legacy path too. getLibCodeAutoGenerateFromDocMaster() (project_east_java) is still present and called in Medco's actMultipleProcessNew(). The other forks no longer have that function. Confirm which governs filing on a Medco build.
• Silent fallback to the Deliverables root when any tree level's value is missing on the document. No error; the document just is not nested.
• Applies at publish, not upload. A freshly uploaded, not-yet-approved document sits in the Deliverables folder until its reviewed _R copy is published.

Instance differences

Checked on 2026-09-06.

Instance	Difference
Jadestone	Reference list adds field_code, group_code and contract_no.
Medco	Reference list has 15 entries. Legacy project_east_java seed script and the legacy filing function are both present.
JOTRE	No admin screen, no autopublish_auto_folder_creation key, no getProjectAutoFolderSettings(). Only the default tree.
Timas	Same as JOTRE.

Related

• Upload files into the Deliverables folder only.
• Sign Off is the auto-publish step that triggers folder creation.
• inweb_config lists the flags above.