Folders [in-depth guide]

System settings | Manage folders | Assign folder | Mass assign folder | Results

Folders allow you to add another layer of access/restriction to records such as leads, contacts, companies, conversations, and opportunities.

NOTE: Until you choose a folder for the records, they will remain in a hidden public folder, which makes them visible to all users based on security group rights alone.

System settings

From Transaction Preferences, you can choose which features to allow the use of folders.

From your security group rights, you can choose from a variety of ways to allow users to edit the folders of each section.

NOTE: If you are an administrator, then you can access and set up folders regardless of your security group rights.

Manage folders

From any section of the system, you can set up and maintain the folders by selecting More > Manage Folders.

From here you can add new folders or edit existing ones.

You can choose what groups have the view or add rights to records in that folder.

Assign record to a folder

For each record, you can choose which folder it's assigned to.

Mass assign records to a folder

From the View of the records, check the box next to each record. Then click Update Fields. Check the box for folder and then choose the folder name from the drop-down.

Results

With everything set up, your users should now only be able to access records that are in the folders they have access to.

Additionally, you can add the folder name to your custom reports to group or filter by.