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Folders and Subfolders
{primary} NOTE: 'Archive' was changed to 'Trash' since the making of this video. For more information about this feature, head over to this link.
What Is a Folder?
Even though items are the building blocks of your Infinity workspace, folders and subfolders are also incredibly important for organizing and categorizing your work.
You can create as many folders and subfolders as you want within one board to divide your work into sections that make sense for your team.
So, for example, if your board was related to marketing, your folders could be 'SEO', 'Content', 'Social Media', etc. Or if your board was one project, then your folders could be 'Current Tasks', 'Backlog', 'Progress', and so on.
Ultimately, you get to to decide how you want to organize yourself and your folders/subfolders.
How to Create a New Folder
Folders are located on the left-hand side of your board. Here’s how to create a new folder:
- At the top of the left-hand sidebar, below the Overview button, find and click +New Folder.
- A new folder will appear in the sidebar and you’ll be able to name it.
- To the right of the sidebar, you will choose the view for your folder: Table, Columns, List, Calendar, Gantt, Form or Chart.
- Below different view options, you can also choose to load another template into the folder, import from Trello, or import a CSV file.
- Once you’re done, you’ll be ready to create items.
How to Create Subfolders
Of course, if you need to pack even more data into your board, you can further subdivide your folders into subfolders. Here’s how you will do this:
- Hover over the folder you want to subdivide.
- Find and click the plus sign that will appear next to the folder.
- Follow the same principle as when creating a new folder.
- Create more subfolders by following the same principle.
Parent Folders and the Source Folder Attribute
Whenever you create subfolders in Infinity, your main folders will become Parent Folders and the first tab in that folder will turn into an overview of all the items in your subfolders.
If you have items only in your subfolders, then the Overview tab will automatically display only these items.
In case you have items in your Parent Folder, as well, the Overview tab will display only items from the Parent Folder until you toggle the Subfolder Items option to 'On'.
All of your subfolders will be grouped by the Source Folder attribute, so that you'll clearly see which item belongs to which subfolder.
In this situation, Source Folder = subfolder. However, if you use the Overview button located above all your folders, then Source Folder will equal both your Parent folders and your subfolders.
You can read more about our Overview option here.
{primary} NOTE: The Source Folder attribute can't be chosen from our database with attributes when customizing your items. It becomes available once you create your subfolders or use the Overview option.
How to Navigate Your Folders
All your folders will always be in the left-hand sidebar, so it will be easy to overview them at any point.
If, however, you want a cleaner interface to get a better view of the items, you will be able to hide the folders by clicking the collapse icon next to the first tab. Clicking the same icon again will bring the folders right back.
If you wish to change the order of the folders, you can do it easily by drag and drop. Just click the folder you want to move, and drag it to its new place.
You can also use drag and drop to move your items from one folder to the other. Just click the item you want to move and drag it to its new folder in the left-hand rail.
Change the names of your folders by clicking on a folder, and typing in the new one.
Folder Settings
If you click the three dots symbol on the right of your folder, you will notice a couple of other options you can do with your folders.
As you can see, here you can access your folder’s settings, rename your folder, duplicate it with or without items, save it as a template, move it to another board, export your folder data to CSV, import new data to your folder and delete the entire folder. When deleted, the folder will be moved to Trash.
In folder settings, aside from changing its color and renaming it, you can also see all the attributes in it, as well as decide whether to hide or show everyone's personal views.
Now that you have your folders, you’re ready to fill them in with items and get to work.
Folder Members
In the Members section, you’ll be able to see and search for your current folder members as well as board members. If your folder is visible, all the board members will also be folder members. However, by checking the checkboxes on or off, you will be able to remove members from the folder or add new members to the folder.
Aside from that, if you click each folder member, you will open and manage their individual permissions on that specific folder.
When you toggle "Folder is visible (default)" on, all members added to the board or parent folder will be able to see this folder.
Also, when you add new members to the board or parent folder, they will also be added to the folder.
If you toggle "Folder is hidden" on, only members that added to this folder will be able to see it. When you add new members to the board or the parent folder, they will not be added to hidden folders.
Keep in mind that hiding a folder will also limit member access to the folder's subfolders.
{primary} NOTE: A user must be a member of the parent folder to be able to get access to that folder’s subfolder.
Role Permissions
The Role Permissions section will allow you to change and update folder permissions based on different roles (admin, full member, and restricted member). And you will be able to quickly scan which people have which role assigned to them when you click on each role.
Folder Sharing
If you want to share a folder with people outside of Infinity, you'll need to go to that particular folder's settings and then click on Folder Sharing.
In order to share folders, you'll first need to make your board public. By default, all folders will be public when you make a board public.
When "Folder is public" is toggled on, users that are not members of this board will be able to see it. When "Folder is private" is toggled on, users that are not members of this board will not be able to see it.
In case you want to share only a certain folder with guest users, you'll need to toggle on "Folder is private" and/or "Folder is hidden" in the Members section for the rest of the folders in the board.
When you hide or set a folder to private, guests will only have access to the one folder you sent them.
When you hide a folder or set to private, it will get a crossed-off eye next to it.
{primary} NOTE: After you set a folder to private (when a board is public) or hide it, it will remain private even if the board status changes.
In Folder Sharing, you also get to decide what you want your guest users to be able to do (create and edit items, post comments, etc.), copy the link, and send it to the people that need to see it.
{primary} NOTE: It is not possible to share just a subfolder within a board. To share a subfolder, you need to make the parent folder public, as well. If a parent folder is private or hidden, the subfolder will be, too.
Moving a Folder to Another Board
In Infinity, it's possible to move any of the folders from one board to another, as long as it's within the same workspace.
To move a folder, hover over it in the sidebar to your left until the three dots appear in the right corner of the folder name. Click on those three dots and then choose the option 'Move This Folder'.
In the pop-up that opens up on your screen, you'll be able to decide where you want to move the folder.
You can move your folder to an existing board in your workspace, or you can create one right there on the spot. When you're ready, simply click on the button 'Move Board'.
{primary} NOTE: In order to be able to use this option, you will need to have the following permissions: "Delete Folder" and "Create Board".