A preset determines the selections or actions available in particular situations. Creating a preset offers a way to reduce screen options to those options that are relevant to the user’s task in the particular situation.

A preset is assigned to a particular item or set of items. For example, a preset could be assigned to a particular user group. Or a preset could be assigned to a particular user group when combined with a particular folder location. The item or set of items is called the preset’s scope. The scope assigned to each preset must be unique.

A preset comprises one or more rules. Each rule determines the selections or actions available within a specific functional area. For example, a rule can determine available lifecycles, available actions, or available autocomplete text. For a list of the functional areas for which you can create rules, see Preset rules.

When you create a preset for a folder, the rules apply not only to files that are created in the folder, but also to files that are imported into the folder. For example, after importing a file into a folder that allows only LifecycleA to be applied, the user would not be able to apply LifecycleB to that file. In addition, Preset rules descend to subfolders.

The default order of precedence for applying presets is as follows: a preset for a location takes first precedence; then a preset for a user; then a preset for a role; then a preset for an object type. Customized installations might vary.

To access presets, navigate to Administration / Presets.

It is important to note that presets are not used to provide security.