Library Overview
The Library is the central repository for your team's templates, knowledge base articles, and files. It gives your team a single, structured place to find and access content, with folder-based organisation and granular permission controls so you can manage exactly who can see and edit what.
Accessing the Library
The Library is available from the main navigation menu.
- Users in the Administrator role have full access to all Library features.
- Users in the Member role can access the Library if they have been granted one of the following permissions: Library.Creator, Library.Viewer, or Library.FileUploader.
- Users in the Guest role cannot access the Library.
See Roles and Permissions for a full breakdown of what each permission allows.
The Library Interface
The Library is split into two panels.
Sidebar
The left-hand sidebar contains three sections:
Search — Type into the search bar to find items by name across all folders you have access to. Click the Search button or press Enter to run the search. Click the × to clear the search and return to the folder view.
Folders — The folder tree lists all folders your account has access to. Folders are grouped into two sections:
- SYSTEM - Built-in folders that cannot be edited or deleted. Includes:
- Unfiled - items not assigned to any folder
- Archived - archived templates, visible to Administrators only
- Example Templates - public library of pre-built process templates
- TEAM — Folders created by your team. Folders can be nested to create a hierarchy. Click any folder to show its contents in the item list.
Tags — If any library items have tags assigned, the tags are listed here. Click a tag to filter the item list to show only items with that tag.
Item List
The right-hand panel displays the items in the currently selected folder, search results, or tag filter. Each item shows:
- Type badge — Identifies whether the item is a Template, Article, File, or Data Set
- Item name
- Metadata — Depends on item type; may include the number of checklist runs, last modified date, or upload date
- Tags assigned to the item
- Expand arrow — Click to expand the item and view more details such as checklist runs, an article preview, file details, or analytics
Item Types
The Library supports four types of items:
| Type | Description |
|---|---|
| Template | A process template your team can use to start checklists. Includes full analytics, checklist run history, and version history. |
| Article | A knowledge base article — written documentation, guides, or reference material. |
| File | An uploaded file such as a PDF, spreadsheet, image, or any other file type. |
| Data Set | (Coming soon) |
Creating Items
The Create New section at the bottom of the sidebar contains buttons for creating each type of item. The buttons that are available depend on your permissions:
- Folder — Requires Administrator or Library.Creator
- Template — Requires Administrator or Template.Creator
- Article — Requires Administrator or KnowledgeBase.Creator
- File — Requires Administrator or Library.FileUploader
Example Templates
The Example Templates link in the sidebar opens CheckFlow's public library of pre-built process templates that any team can browse and import. See Example Templates for more information.