Organize projects with folders

Folders help you organize projects in the Projects list. You can group projects in folders and subfolders, then use search, filters, and favorites to find the projects you need.

Important: Folders organize projects, but they do not control project access. Everyone can see folder names and the folder tree. A person only sees and can open the projects they have permission to access.

Key capabilities

• Folders and subfolders: Organize projects in a folder and one level of subfolder.
• Bulk project moves: Select multiple projects and move them to the same folder or subfolder in one action.
• Project filters: Filter the project list by creator, step type, and other available project filters.
• Favorites across folders: View starred projects together regardless of where they are filed.
• Independent access control: Reorganize projects without changing project permissions.

Create a folder or subfolder

1. Go to Projects.
2. Select New folder.
3. Enter a folder name.
4. Under Location, select:
   • Unfiled to create a top-level folder.
   • An existing folder to create a subfolder inside it.
5. Select Create folder.

Note: A folder can contain subfolders, but a subfolder cannot contain another level of subfolders.

Move projects into a folder

1. In Projects, select the checkbox beside each project you want to move.
2. In the selection toolbar, select Move.
3. Open the Destination list.
4. Select Unfiled, a folder, or a subfolder.
5. Select Move.

Note: A project can be in only one folder or subfolder at a time. Moving it to another destination removes it from its previous folder.

Remove a project from a folder

1. Select the project in the Projects list.
2. Select Move.
3. Choose Unfiled as the destination.
4. Select Move.

The project remains available in Projects, but it no longer appears inside a folder.

Find projects with filters

Use the filters above the project list to narrow the projects shown.

Filter published projects

1. Open All projects.
2. Select Published only.

Filter by creator

1. Open Created by.
2. Select one or more creators.

Filter by workflow step type

1. Open All step types.
2. Select one or more step types used in the projects you want to find.

Use favorites across folders

Favorites are independent of folders. A starred project appears in the favorites view regardless of whether it is unfiled or stored in a folder or subfolder.

Use favorites when you want a personal, cross-folder view of the projects you return to frequently.

Give a Group access to projects

Folders do not grant access to the projects inside them. To make sure the right people can see the right projects, assign projects to a Group.

1. Go to Account > Groups.
2. Find the Group that needs project access.
3. Open the three-dot menu for the Group.
4. Select Edit Access.
5. In Group access, search for or scroll to the projects.
6. Select the checkbox beside each project the Group should be able to access.
7. Select Save.

Important: Adding projects to a folder does not add those projects to a Group. Moving projects between folders does not grant or remove Group access.

Feature considerations

• Folders are visible to everyone: All users can see folder names and the folder tree. A folder can appear empty when the user does not have access to any projects filed in it.
• Access remains project-level: Folder placement never grants, removes, or inherits project access.
• One subfolder level: Folders support one level of subfolders. Additional nesting is not supported.
• One folder location per project: A project cannot appear in multiple folders or subfolders.
• Favorites remain separate: Favorites can show projects from multiple folders in one view.
• Projects are preserved: Removing a project from a folder does not delete the project.

Troubleshooting

A person can see a folder but not a project inside it

This is expected when the person does not have access to the project. Add the project to a Group the person belongs to, or grant the person project access through the applicable project-access controls.

A folder appears empty

Folder names and the folder tree are visible to everyone, but projects are filtered by access. The folder may contain projects that you do not have permission to view.

A project appears in favorites outside its folder

This is expected. Favorites show starred projects regardless of folder placement.

Moving a project did not change who can access it

This is expected. Folder moves do not change project permissions. Update project access through the applicable user or Group access controls.

A project disappeared from its previous folder

A project can have only one folder location. Moving it to another folder or subfolder removes it from the previous location.

Summary

Folders and subfolders organize the Projects list without changing project access. Use filters and favorites to create focused views, and manage user access by assigning projects directly to users or Groups.