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How to Create and Manage Folders

3 min
Mar 03, 2023

Organizing your Webvizio projects is easy with custom folders. Group related projects, color-code them, and quickly access them from your dashboard. You can even share entire folders with contributors. This guide will walk you through creating, managing, and sharing folders in Webvizio.

Folder Features

Folders in Webvizio allow you to:

  • Group multiple projects by topic, customer, or any related theme
  • Create custom labels and color-coding for quick visual recognition
  • Share folders with contributors to provide access to multiple projects at once
  • Add the same project to multiple folders for flexible organization

Creating Folders

To create a new folder:

  1. Click the “Create Folder” button on the left sidebar of your dashboard
  2. Enter a name for your folder
  3. Click the color square to select a color label
  4. Tick the checkboxes next to projects you want to add to the folder
Create custom folder in Webvizio

Note: A project can belong to multiple folders simultaneously

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Note

Folder creation is available for users with a role higher than Viewer (Assignee, Project Manager, Account Owner)

Managing Folder Contents

To add or remove projects from an existing folder:

  • From the folder: Open the folder settings and tick/untick projects in the list
  • From a project: Click the project’s “Move To” menu and select folders to add it to

Note: Removing a project from a folder does not delete the project itself.

Sharing Folders

Sharing a folder gives other users Assignee access (or Viewer if that is their account-level role) to all projects in the folder.

To share a folder:

  1. Click the Edit (⚙️) button next to the folder
  2. Go to the “Share” tab in folder settings
  3. Search for users in the list and tick the checkbox to share

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Note

When you add new projects to a shared folder, all users will automatically gain access to them. If you unshare a folder, users will retain their original access to the individual projects.

Managing Folders Ownership

You can manage, remove, and reassign admin rights for folders. This is often necessary when you need someone else to handle folder management, for example, if the person who created the folder is no longer with the organization.

When adding new users to shared folders, you can select one of the following user roles:

Admin – Admin – can create, manage, remove, and reassign admin rights for the folder.
Member – a regular user who cannot manage or delete folders.

Manage folder roles

You can modify folder roles in the settings by clicking the Edit ⚙️ button next to the folder name and then navigating to the “Share” tab.

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Note

It’s essential to recognize that any user with administrative rights has the ability to rename, delete, or modify access to folders. Always be aware of the potential risks associated with this activity.

Deleting a folder

Deleting a folder does not delete the projects it contains.

  • If you are the folder creator, deleting a folder removes it for you and all users you shared it with
  • If a folder was shared with you, deleting it only removes it from your own view

To delete a folder, open its settings and click “Delete folder” at the bottom.

Delete custom folder in Webvizio

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Note

One project can be added to several folders, when deleting a project from a folder, the project itself is not deleted, but simply excluded from the folder.Plas

Get Organizing!

You’re now ready to create, share, and manage custom folders in Webvizio. Use them to group projects in meaningful ways, share batches of projects with team members, and keep your dashboard tidy and informative.

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