Folders in Create

Folders help you keep your projects organized, structured, and easy to find as your team builds content. With folders in Create, you can organize courses into logical groups, such as by team, department, brand, or training initiative, and control who can view or edit content across entire folders.

1. The Two-Level Folder Hierarchy

To prevent deep, confusing structures and keep permissions simple, folders in Create support a maximum of two levels:

1. Parent Folders: Main folders created on the root level of your Projects dashboard.
   • Use Case Example: Set up a Parent Folder as a dedicated workspace for a department (e.g., "HR Team" or "Customer Relations")
   • Only Admins can create parent folders
2. Sub-folders (Child Folders): Folders nested directly inside a Parent Folder.
   • The Limit: You cannot create a third-level sub-folder (no folder-in-folder nesting beyond two levels).
3. Standalone Projects: Projects don't have to live in a folder. They can exist safely outside folders as "Unfiled" items on your main board.

2. Who Can Create What? (Creation Permissions)

Your ability to create top-level folders, sub-folders, or new projects depends on your account role and your access level for that folder:

2. Step-by-Step Action Guides

How to Create a Parent Folder

Only Account Administrators can create top-level Parent Folders to maintain clean account governance.

1. Go to your Projects dashboard.
2. Click the pink Create new button in the top right.
3. Select Create a new folder (described as "Group Projects together in a folder").
4. In the Create a new folder modal, type a name in the Folder name field (up to 75 characters).
5. Click the pink Create folder button (or click Cancel to abort).

How to Create a Sub-folder (Child Folder)

Admins and users with Editor access to a Parent Folder can create nested Sub-folders.

1. Open the Parent Folder where you want to add a sub-folder.
2. Click the pink Create new button in the top right.
3. Select Create a new folder from the dropdown menu.
4. Enter your folder name and click the pink Create folder button. Note: If you are inside a Sub-folder, this option will be disabled because Create is capped at a 2-level maximum.

How to Move Projects into a Folder

Admins and folder Editors can move projects. Projects can only exist in one folder at a time.

1. Locate the project you want to move on your Projects dashboard.
2. Click the three dots (...) next to the project name and select Move to folder.
3. In the Move [Project Name] to modal, you will see a blue informational box warning you:
   
   ℹ️ "Access to this Project will change based on your target folder. Users without access to the chosen folder will lose access."
    
4. Use the directory tree or type in the Search folders bar to select your target folder.
5. Click the pink Move to folder button to confirm. Tip: You can move multiple projects at once by ticking their checkboxes, clicking "Move to folder" from the bulk action menu, and selecting the destination.

Sharing Folders

Sharing content via folders in Create offers several major organizational and collaborative benefits over sharing projects one-by-one:

• One-Click Bulk Sharing: Instead of sharing multiple projects individually, you can share a single folder. This immediately grants access to every project nested inside it, significantly saving administrative time and streamlining team onboarding.
• Top-Down Permission Inheritance: Any access level (Editor, Commenter, or Viewer) granted to a Parent Folder automatically cascades down to all of its nested Sub-folders and projects.
• Granular Sub-folder Sharing: Sub-folders can be shared completely independently. 

How to Share

1. Locate the folder on your Projects dashboard.
2. Click the caret dropdown next to the folder's title (e.g., Product Team ▾) or the three dots (...) on the folder row, and select Share.
3. In the Share [Folder Name] modal, note the yellow warning box stating:
   ⚠️ Sharing a folder shares all content within the folder.
4. Type the collaborator’s name or email into the Search users field.
5. Choose their access level from the dropdown:
   • Editor: Can edit projects, create projects, create sub-folders, and manage folder sharing.
   • Commenter: Read-only access; can view the folder and its projects and leave comments/feedback.
   • Viewer: Read-only access; can open and view the folder and its projects (cannot edit or comment).
6. Click the pink Share (or Add) button.
7. Click Done to apply and save changes.

Deleting Folders

How to Delete a Folder Safely

Admins can delete Parent Folders. Editors and Admins can delete Sub-folders.

1. Click the dropdown caret or three dots (...) next to the folder and select Delete.
2. If the folder is empty: It will delete immediately.
3. If the folder contains projects or sub-folders: A warning dialog will notify you that nested sub-folders must be resolved and projects reassigned first.
4. To prevent accidental data loss, you must type out the exact name of the folder in the text field to confirm and complete the deletion.

3. Essential Permissions Rules

• Top-Down Inheritance: Permissions cascade downwards. Sharing a Parent Folder automatically shares all its nested sub-folders and projects.
• Granular Sub-folder Sharing: Sub-folders can be shared independently. If you share a sub-folder with a user who doesn't have parent access, the sub-folder will appear at the top level of their folder list for direct, simple navigation.
• Highest Permission Wins: Folder permissions will never override or downgrade higher direct project permissions (e.g., if you are a folder Viewer but directly shared a project inside it as an Editor, you remain an Editor for that project).
• Wiping Direct Shares on Upgrade: When a user is upgraded to folder-level access, pre-existing individual project permissions within that folder are automatically cleared. This keeps database tracking clean and prevents visual clutter.

4. Quick FAQs

Q: Why can't I see the "Create a new folder" option inside a sub-folder? A: Folders support a maximum of two levels (Parent → Sub-folder) to keep navigation simple. You cannot create a third-level sub-folder.

Q: Can I move a folder inside another folder? A: No. Moving folders inside other folders is restricted to prevent overly complexity. You can, however, create a new sub-folder and move your projects into it.

Q: What happens to permissions if I move a project into a shared folder? A: The project immediately inherits that folder's permissions. Anyone who has access to that folder will automatically gain access to your project based on their folder role.

Q: Why can't I create a top-level parent folder? A: To maintain account-wide governance, only Account Administrators are permitted to create top-level Parent Folders. Editors can, however, create nested Sub-folders.