Library Folders

Folders let you organise your library items into logical groups. Each folder can contain any mix of templates, articles, and files, and has its own permission settings so you can control exactly which team members can see and edit its contents.

System Folders

The Library always contains two system folders that cannot be edited, moved, or deleted:

  • Unfiled — Items that have been added to the library but not placed in a specific folder appear here.
  • Archived — Templates that have been archived are moved here automatically. This folder is only visible to Team Administrators.
  • Example Templates - CheckFlow's public library of pre-built process templates that any team can browse and import.

Creating a Folder

You must be an Administrator or have the Library.Creator permission to create folders.

  1. In the Library sidebar, click the New Folder button in the Create New section at the bottom.
  2. Enter a name for the folder.
  3. Optionally select a Parent Folder to nest this folder inside another folder.
  4. Click Save.

The new folder will appear in the TEAM section of the sidebar.

Nested Folders

Folders can be nested inside other folders to create a hierarchy. When you create or edit a folder, select a parent folder to place it inside. Nested folders are displayed with indentation in the sidebar so you can see the structure at a glance.

There is no limit to the depth of nesting.

Editing a Folder

To rename a folder or change its parent:

  1. Hover over the folder in the sidebar.
  2. Click the pencil icon that appears on the right-hand side of the folder row.
  3. Make your changes and click Save.

The pencil icon is only visible if you have the Edit permission on that folder and are an Administrator or have the Library.Creator permission.

Deleting a Folder

  1. Hover over the folder in the sidebar.
  2. Click the trash icon that appears on the right-hand side of the folder row.
  3. Confirm the deletion.

Deleting a folder does not delete the items inside it. Any items that were in the deleted folder are moved to the Unfiled system folder.

Folder Permissions

Each folder has its own permission settings. You can grant Edit, View, or Deny access to individual team members or groups.

PermissionWhat the user can do
EditView all items in the folder and make changes — add, edit, move, and delete items
ViewBrowse and view items in the folder; cannot make any changes
DenyCannot see the folder or any of its contents

By default, a folder has no permissions set. Only Administrators and Members with a Library permission can access a folder until you explicitly grant permissions to other team members.

Setting Folder Permissions

  1. Hover over the folder in the sidebar and click the pencil icon.
  2. Navigate to the Permissions tab in the folder editor.
  3. Click Add and search for a team member or group.
  4. Select the Edit, View, or Deny permission level.
  5. Click Save.

Permissions can be assigned to:

  • Individual team members — applies only to that user
  • Groups — applies to all members of the group. See Group Management for information on creating groups.

How Permissions Interact with Roles

Folder permissions work alongside team roles. A user must have an appropriate Library role and a folder permission to access a folder:

  • A user with Library.Viewer role and Edit folder permission can view the folder but cannot make changes (the role limits what they can do overall).
  • A user with Library.Creator role and View folder permission can see the folder but will not be able to add or edit items.
  • A user with Library.Creator role and Deny folder permission cannot see the folder at all.

See Roles and Permissions for the full permissions matrix.