Search this site

Support

Select Language

Folders

Contents

  1. 1 Introduction to folders
  2. 2 My folders
  3. 3 Folders shared with me
  4. 4 Creating a new folder
  5. 5 Creating a sub-folder
  6. 6 Deleting a folder
  7. 7 Adding items to a folder
  8. 8 Removing items from a folder
  9. 9 Sharing a folder
  10. 10 Folder permissions

Introduction to folders

You can access all your folders from the sidebar:


  1. Folders tab
  2. My folders
  3. Folders shared with you by a user in another ProofHQ account
  4. Expand/collapse the folder tree (this will be collapsed by default)

My folders

The My folders page shows you all the folders in your account.

The following page views are available:
  • List (folder name and details only, no image)
  • Tiles (image and folder name and details)
  • Thumbnails (image and folder name, no details)
The Folder actions menu can be accessed by clicking the arrow at the right of the folder and includes:
To view the folder details, click the name of the folder in the Sidebar or choose to view folder details in the actions menu.


Folder details page

The Folder details page shows you the following information:


The following action buttons are included at the top of the Folder Details page:
  • New sub-folder
  • Share
  • Excel summary (this will export the information in the page to an Excel spreadsheet)

The following page views are available:
  • List (folder name and details only, no image)
  • Tiles (image and folder name and details)
  • Thumbnails (image and folder name, no details)

Folder items
This section shows the following details for all proofs within the folder:
  • Name
  • Progress
  • Status
  • Decisions
  • Owner
  • Proof summary (broken down by stages and reviewers) *
* The details of each proof will be collapsed by default. To view the proof summary click the expand button at the left. If the proof details are collapsed, the progress bar will show the 'worst case' (see progress bar).

Within this section there are 3 action menus which can be accessed by clicking the arrows at the right:

Folder items actions menu

Stage actions menu

Reviewer actions menu

Sub-folders

This section shows the following details for all sub-folders:
  • Name
  • Items
  • Creator
  • Client/project
  • Created
There is a sub-folder actions menu which can be accessed by clicking the arrow at the right. The menu contains:

Folder details

This section shows the following folder details:
  • Name
  • Parent folder
  • Type
  • Client
  • Project
  • Created
  • Creator
  • Items
  • Description
  • Folder thumbnail (this must be one of the following file types - jpeg, gif, png)

You can edit all of the above EXCEPT FOR Created, Creator, and Items.

Share with

This section shows you who the folder has been shared with. You can also remind or remove people by clicking the arrow at the right and selecting from the Actions menu.
 

Recent activity

This section shows you any recent activity in the folder. For example:

  • Folder created
  • Folder shared
  • Proof uploaded

Folders shared with me

You can access folders that have been shared with you by clicking the link in the sidebar. These folders will be shown under the name of the account in which the folder was created. Clicking on this link will take you to the Folder Details page.


Creating a new folder

To add a new folder:

  1. Go to the New menu
  2. Choose New folder

New folder page

The New folder page has two sections:

Folder details

Here you can set the following details:
  • Folder name
  • Parent folder (Populating this field will make the folder you are creating a sub-folder of the chosen parent folder)
  • Client name
  • Project name
  • Description
You can also choose to make the folder Private.

Share with

You can share the folder with others by typing their email address into the field and clicking add.

The recipients will receive an email with a personal link to the folder.


Creating a sub-folder

A new sub-folder can be created from within the following pages:
NB: When a sub-folder is created, the Share section on the New Folder Page will automatically be be populated with all people and companies that the Parent folder has been shared with.

Creating a sub-folder from within the New folder page

Creating a sub-folder from within the My folders page

  • Go to My folders
  • Open the actions menu to the right of the relevant folder
  • Choose New sub-folder
  • The New folder page will appear with the Parent field already populated
Creating a sub-folder from within the Folder Details page
Alternatively, to make the existing folder a sub-folder:
 Editing an existing folder
You can edit an existing folder from the Folder Details page.

Deleting a folder

You can delete a folder by going to My Folders and:
  • Opening the actions menu to the right of the relevant folder and choosing Delete, or
  • Selecting the tick box to the left of the relevant folder(s) and clicking Delete in the Header menu
NB: When a parent folder is deleted, all sub-folders, proofs and files within the folder will be deleted.

Adding items to a folder

A new item can be added to a folder by selecting a folder in the Share section of the following pages:
NB: If you are currently viewing the folder you would like to add a new item to, when you create a New proof page or New file, the folder you were previously viewing will appear automatically in the Share section of the New proof/New file page.

An existing item can be added to a folder by editing the Folder field in the following pages:

Removing items from a folder

An item can be removed from a folder as follows:
  • Go to the proof/file details page
  • In the Details section edit the Folder field - choose "(No folder selected)"
  • Click Save
See Proof details page and File details page

Sharing a folder


NB: If a folder has been shared with people and a new proof/version is being added to the folder, the folder recipients will appear automatically in the Share section of the New Proof/New Version Page. See New Proof Page and New Version Page.

Sharing items within a folder

Folder permissions

The basic rule is that if a person has permission to see an item in a folder, then they have permission to see the folder itself. However, they can ONLY see items in the folder that they have been explicitly shared with them.

For example, a folder may contain Item A, Item B and Item C.  User 1 has permission to see item A only, meaning that when they open the folder they will only see item A.  Items B and C will be hidden.

Public Folders

If a folder is Public all users in the account will be able to see the folder name in the Sidebar. However, users will only be able to see items in the folder if the items have been explicitly shared with them. Your account permission profile also affects the rights you have over Public folders:

Profile/ Action See all items in folder See items explicitly shared with them Add items Delete items Add sub-foldersDelete sub-folders Edit folder details
 Creator
 YES YES YES YES YES YES YES
 Billing Administrator YES YES YES YES YES YES YES
 Administrator YESYES YES YES YES YES YES
 Supervisor YESYES YES YES YES YES YES
 Manager NO YES YES NO* YES NO* YES
 Observer NO YES NO NO NO NO NO

* If the Public folder is owned by the Manager they will be able to delete the root folder and any sub-folders

Private Folders

If a folder is Private, users will not be able to see the name of the folder in the Sidebar unless the folder or items in the folder have been explicitly shared with them. Your account permission profile also affects the rights you have over Private folders:

Profile/ Action See all items in folder See items explicitly shared with them Add items Delete items Add sub-foldersDelete sub-folders Edit folder details
 Creator
 YES YES YES YES YES YES YES
 Billing Administrator YES YES YES YES YES YES YES
 Administrator YESYES YES YES YES YES YES
 SupervisorNOYES NONO NO NONO
 Manager NO YES NO NONO NONO
 Observer NO YES NO NONO NONO


If, for example, you would like your Project Manager and their teams to see specific folders only, the Project Manager can set up a Private folder and then share the folder with specific users.


NB: If a parent folder is Private all sub-folders will also be private. You cannot have a Public sub-folder under a Private parent folder. You can however have a Private sub-folder under a Public parent folder.


Also see Sharing whole folders and Sharing folder items