Folder Organization FAQs

Folder Organization

Who can create new folders?

To be able to create a new folder, you need to be either the Administrator or an Advanced user. Also, as whenever you're creating a new folder you're actually creating a sub-folder from a current folder, such as the All folder in the beginning, you will also need to be an Owner or Editor of the respective parent folder. With this in mind, it can be helpful to add all Advanced users as an Editor of the All the folder, to make sure they can add new folders whenever needed.

How can I create a new folder or sub-folder?

To create a new folder, highlight a current folder and click the Create button on the top of the folder section. Once clicked, you can add the name, a brief description as well as share with folder with others. You can add or edit users that the folder is share with at any time in the folder overview section.

How can I move a folder to another location?

To better organize your network, you can move folders from one location to another by just highlighting the folder you'd like to move and click the Move button on the top of the folder section. A new window will appear giving you the option to select a new folder location, click Save and the folder will be moved.

How can I remove or delete a folder?

For times when you've created too many folders, for ideas that while good at the time for whatever reason ended up not working out, you can remove them by simply highlighting the folder and click the Delete button. You will get asked a confirmation as this will remove that folder, any sub-folders from that folder as well as any application content included. Only the owners of a folder will see this option.

Sharing, User Permissions

How can I add other users to a folder?

This can be done either when you're creating a folder, from the folder overview in the middle of the page, or from the Contacts application. In the folder overview section, you can add other users by clicking the Add Owner, Add Editor or Add Reader links. You can edit the permissions of a user by clicking on their name and either changing the permissions or removing from the folder. These actions can also be done in the Contacts application, but with a more detailed view, helpful for folders with +20 people included.

What can an Owner do?

The main advantage of being an owner of a folder is to be able to share it with others. Helpful with a group where a couple people are managing different types of activities and can share some of the overall responsibility of who is included and adding new people. Other options an owner has include being able to add or edit application content and collaborate with email notifications and comments. If the owner is also an Administrator or Advanced user, they can create new sub-folders as needed.

What can an Editor do?

An Editor of a folder can add or edit application content, such as adding actions, notes documents or other types of content, as well as collaborate with email notifications and comments. If the Editor is also an Administrator or Advanced user, they can have the option to create new sub-folders as appropriate.

What can a Reader do?

A reader of a folder can only view application content and collaborate with email notifications and comments. The collaboration options can be helpful for any additional questions, especially as not being quite so involved.

How can I add someone to many folders at once?

This can be done with the sub-folder option, helpful when adding a new user to a network and sharing a number of different folders with them. When you're adding the user to an existing folder, you'll see the option to add to any sub-folders. Just click Yes and they'll be added. You can inform them by sending them a quick email notification of the initial folder you added them to.

Features

How can I inform others of a new folder?

You can do this by sending them a quick email notification. Just highlight the folder, click the Email button and add users from the folder to the appropriate To:, Cc: or Bcc: fields. Within the email will be a link bringing them directly to your folder.

How do I add or edit the description?

A brief description of the folder can be added when you first create the folder or later by clicking the Edit button, located on top of the folder name in the middle of the page. Only the owners of a folder will see this option.

How can I change the name of a folder?

If you find you'd like to change the name of a folder to something more appropriate to the type of application content being added, just click the Edit button above the folder summary in the middle of the page. Only the owners of the folder will see this option.