Folders

Folders

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Folders
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Folders help organize information such as Documents and Reports.

In each organization, access to folders can be determined by setting visibility controls, which determine the Users, Teams or Roles that can view or modify folder data.

Learn more: Visibility Controls

Contents

About Report Folders

Reports are organized into folders and are designed to keep your information organized and secure.

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Users that have the Access Control permission can control the Visibility of a Report Folder 
  • Two default report folders are available in the platform: My Reports and Unfiled Reports.
    • My Reports is a folder designed to house reports that you do not want to share with others. You can save reports that are visible only to you in this folder.
    • Unfiled Reports is a holding place for reports that do not have a specified folder. If you delete a folder that contains reports all of the reports are moved to Unfiled Reports.
  • New report folders can be added as needed from the Reports tab. As new reports are created, they can be added to folders.
  • As additional reports are created based on other Objects or Database Views, additional report sections appear
  • Use Visibility in Report Folders to grant viewing rights to select Users, Roles or Teams, and share your documents
  • If a User has the viewing rights to a specific report, but does not have rights to view all the data, the report will only present the data that the user has permission to access.

Add a Reports Folder

  1. Click the Reports tab and click the New Folder link
  2. Enter a Folder Name
  3. Select a Visibility option
  4. From the list of Unfiled Reports, choose existing reports to include in the new folder
  5. Click [Save]

Edit Folder Properties

  1. Click the Reports tab
  2. Choose a Folder from the Folder field and click the Edit link
  3. Optionally, change the Folder Name
  4. Optionally, change the Visibility option
  5. From the list of Unfiled Reports, choose existing reports to include in the new folder
  6. Click [Save]

The new report folder appears as a section break, and the report folder is added to the list of Folders in the Reports page.

About Document Folders

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Users that have the Access Control permission can control the Visibility Control and Sharing rights for Documents folders 

Documents folders can be nested, to build an organization hierarchy. Visibility Control and Sharing are inherited from higher-level folders, so nested folders take on the visibility rights of the "parent" folder.

Add a Document Folder

  1. From the Documents tab, click the [New Folder] button
  2. Enter a name for the new folder
    The Parent Folder Name is displayed. Document folders can be nested.
  3. Set the Visibility Control and Sharing options
    Optionally, click the Delete icon to remove any currently designated sharing rights, or click the [Add] button to select additional sharing options
  4. Click [Save]

Edit Folder Properties

  1. From the Documents tab, click the checkbox next to the folder of interest
  2. Click the [Folder Properties] button
  3. Optionally, edit the Folder Name
  4. Set the Visibility Control and Sharing options
    Optionally, click the Delete icon to remove any currently designated sharing rights, or click the [Add] button to select additional sharing options
  5. Click [Save]

Add a Subfolder

  1. Select an existing folder ("Parent" folder)
  2. Click the [New Folder] button
  3. Complete the information and [Save] your changes

The new folder is a subfolder (or "child") to the original "parent" folder. Subfolders provide an additional means to organize your work. Remember to change access rights to nested ("child") folders separately from the top-level folder.

Add a Document

  1. From the Documents tab, click the [New Document] button
  2. Up to five files can be added in one operation. Use the [Browse] button to navigate to the desired file and select it
  3. Optionally, change the Document Title
  4. Click [Save] to add the files

The document is added to the top level Documents tab.

Move a Document to a Folder

  1. From the Documents tab, click the checkbox icon for each document to move
  2. Use the Move To field to select a destination folder
  3. Click [Go!] to move the document(s) to the selected folder

The documents now have the visibility rights associated with the folder.

Attachments Folder

The Attachments Folder is designed to improve management of Document Storage, by providing a list of attachments in records, along with the ability to edit, delete or download attached files.

Learn more:Data Management Best Practices

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Users that have the Customize Objects permission can can edit, delete or download the contents of the Attachments Folder 

Each record in the Attachments Folder includes:

  • Links to Edit, Delete and Download attachments
  • File size (in MB)
  • Link to the base record
Considerations
  • Unlike other folders, no attachments can be added (file attachments are added to records via Notes and Attachments
  • The Attachments Folder is built-in and cannot be deleted
  • The Attachments Folder appears by default in the Documents object
  • The Attachments Folder can be moved to another folder within the Documents object
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