We get a lot of good questions about Catalyst XE from clients, partners and users. This page collects the most frequent questions and provides answers. If you have other questions, please email them to us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

1. When I upload a document, can I upload it to multiple folders at the same time?

XE has the ability to "copy" a document to a second folder during the upload process. To upload a new document, go to any folder and choose "New Document" from the drop-down menu. This will allow you to add a document to any folder, not just the folder you are currently in. The folder that you are currently in is the default for this upload.

Select the appropriate folder to upload the document to, either the default folder or a folder from the available list of folders. Then select a second folder from the "Copy Document to Folder" option. This will upload the document to the two chosen folders.

2. What security levels are available for users and what is the difference between them?

When a site or matter is created, five security groups are automatically created for each. When a case is created, three security groups are created. These groups start with the site, matter or case name and follow with the purpose of the group. For example: XYZ Author.

All sites have Administrators that are able to complete such tasks as add users, run audits, add matters and add cases. Authors are able to complete such tasks as add folders and documents, and Reviewers can simply see documents and other information. The name of these security groups are sitenameAdmin, sitenameAuthor or sitenameViewer. The same applies for mattername and casename. These are the three basic types of users. By granting users these rights, you are granting them rights to the entire the site, matter or case. This means all tiers below the site, matter or case level too. If there is going to be any portion of the site, matter or case that the user should not see, do not grant them these rights.

The other two automatically-created client-level groups are called sitenameHomeAuthor and sitename HomeViewer. These two groups allow access to be granted to the home level folders only and not automatically to the lower tiers of the site. The same applies for mattername. This means that users may have access at the site level and not the matter level, or the matter level, but not the case level, and allows custom rights at these lower levels.

3. I set up an email-enabled folder and I don't remember the email address for this folder. How do I find it?

To view the properties of an existing folder, select the appropriate folder. Once selected, choose Edit Folder from the Menu. The assigned email address will appear in the Email Address section.

4. Can I change an existing folder to an email-enabled folder?

Yes. To change the properties of an existing folder, select the appropriate folder. Once selected, choose Edit Folder from the Menu. Select the Email Enabled checkbox option and enter an email address. The email address must be unique.

5. What is the "Unfiled" folder?

Each user has their own Unfiled folder under the Actions Tab. This folder is automatically created when users are added and allows users to email documents to themselves for further distribution on the site. To email documents to your Unfiled folder, use the following address: This e-mail address is being protected from spambots. You need JavaScript enabled to view it . Once documents have been emailed to the Unfiled folder, they may be redistributed by going to the Unfiled folder and selecting the document detail. The documents description can then be edited and the appropriate folder name can be chosen to file the document.

6. What is the difference between a Working Group and a Security Group?

A Working Group provides a quick way to select people for a working team or to send email notification to a group without having to select each user's name from the user list.

A Security Group gives users security access to portions of the site. There are 5 security groups automatically created for each matter and each case when they are created. These groups allow the Administrator to assign access to individual users at both the matter and the case level. For a further explanation of Security levels and rights, please see FAQ 2 regarding security. 

7. When I create a new matter, can I set the folders to appear as defaults so that I do not have to recreate the folder structure each time I create a new matter?

Yes, it is possible to replicate Matters and Cases. This feature is called cloning and is available only to Administrators. To clone a Matter or Case, see the User Guide.

Once complete, an exact copy of the folder structure found in the original Matter or Case will be created.

8. I only access a very few folders when I'm working in XE. Is there a way to put all the folders I need to work on in one place?

Yes. If you have user rights, you can create Shortcuts. Simply navigate to a folder you want to choose. Select Add Shortcut from the Menu. There will be a name already existing in the Shortcut Name field. You may use this, or type in your own. Select Save/Close. Your new Shortcut is now saved. To see your new Shortcut, select Shortcuts in the left frame. Select the Shortcuts link. You should now see your Shortcut in the right frame. Click on the name of your Shortcut, and it will take you there. Now you can repeat the above steps for each folder you need. Now when you log in, you can navigate directly to the Shortcuts tab. You will have all the folders you work on in one place.

9. How can I track which of my users upload or delete documents, create Calendar items or Tasks?

If you are a site administrator, you can select Audit Reports under the Admin Tab. These reports will allow you to see who has logged in, who has viewed documents, created Calendar items or Tasks, as well as conducted other actions.

For more information regarding Audit Reports in XE, See the User Guide.