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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.

Administrators have full access. Members need a Library permission. Guests cannot access the Library at all.

See Library Roles and Permissions for which permission grants what, and how folder permissions combine with it.

The Library Interface​

The Library is split into two panels.

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:

TypeDescription
TemplateA process template your team can use to start checklists. Includes full analytics, checklist run history, and version history.
ArticleA knowledge base article — written documentation, guides, or reference material.
FileAn uploaded file such as a PDF, spreadsheet, image, or any other file type.
Data SetA table of reference data — clients, sites, products — that can populate Dropdown, Multi-Choice, Sub-Tasks and Table controls in your templates. See Data Sets.

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
  • Data Set — Requires Administrator or Library.Creator

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.

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