Folders: what they are and who can see them
Folders are a filing system for the people who run your hive. You use them to organise collections, surveys, files and subfolders behind the scenes. Members only see folders they have been made a manager of, and putting something in a folder doesn’t change which members can see it.
What folders are for
A folder can hold:
- collections (where people share ideas),
- surveys,
- subfolders,
- attachments, such as documents or images.
Folders also give access. The people named on a folder are its folder managers. They manage every collection in the folder and its subfolders, without being named on each one. See Giving people access to a folder (folder managers).
Folders don’t decide what members see. That’s the job of pages. See Choosing who can see a collection.
Who can see folders
| Who | What they see |
|---|---|
| Admins | Every folder in the hive. |
| Folder managers | The folders they manage, and all subfolders inside them. |
| Managers who manage no folder | No folders (but they can still create one). |
| Members who manage no folder, and guests | No folders. |
Admins and Managers open folders from Menu > Folders. A Member who is a folder manager can also open Folders and work in the folders they manage.
The Folders page
The Folders page lists your top-level folders. It has:
- Active and Archived tabs, each with a count.
- A filter button where you can search folders by name.
- New folder and Import buttons at the top right.
On the Active tab, the Uncategorized card comes first, followed by your folders. Each folder card shows how many collections, surveys and subfolders it holds, or Empty if it has none.
The Archived tab lists folders you have archived. See Moving, archiving and deleting folders.
Uncategorized
Uncategorized holds the collections and surveys that are in no folder. That includes:
- collections created from the + button,
- surveys created without a folder,
- collections and surveys from a folder that was deleted.
You only see the items you have access to. To file an item, open the folder you want and use Add > Import. See Working inside a folder.
Create a folder
Who can do this: Admins and Managers.
- Go to Menu > Folders.
- Click New folder.
- Enter a Name (up to 100 characters).
- Click Save.
You become the folder’s manager automatically. To create a folder inside another folder, open the parent folder and use Add > Subfolder > New.
Move a folder to the top level
The Import button on the Folders page takes an existing subfolder and puts it on the main Folders page. You can also do this from inside the subfolder with ⋮ > Move > to Folders page.
Common questions
I’m a Manager. Why don’t I see any folders? Managers only see the folders they manage. Ask an Admin to add you as a folder manager, or create your own folder.
Can members see what’s in a folder? Not through the folder. Members see collections and surveys through the pages they are on.
Can a collection be in more than one folder? No. A collection or survey sits in one folder at most.