Setting up a new folder is straightforward; the harder work is designing the folder hierarchy and permissions model. The steps below cover both the mechanical setup and the design considerations.
- Identify the content type
Pick the tab matching the content: Reports, Dashboards, Email Templates, or Documents. The folder you create only holds that content type.
- Plan the hierarchy
Before creating folders, sketch the structure. Group by business function (Sales Reports, Service Reports), by audience (Executive Dashboards, Manager Dashboards), or by lifecycle (Active, Archived). Avoid both flat lists and deep nesting.
- Create the folder
From the tab, click New Folder. Name it, choose the parent folder if nesting, save.
- Configure share settings
Click Share on the folder. Add users, roles, or public groups with the appropriate permission (Viewer, Editor, Manager). Default to Viewer; reserve higher permissions for clear need.
- Test access from a sample user
Use Login As to impersonate a user and confirm folder visibility matches the intent. Folder access bugs are usually a forgotten share, not a permissions bug.
- Move existing content
For each report or dashboard that should live in the folder, edit it and change the folder assignment. The move is metadata-only; no data is duplicated.
- Document the folder structure
Capture the hierarchy and permissions in a separate document or wiki. New admins arriving years later cannot infer the design from the folders alone.
Can run reports and view dashboards. The standard share level for most users.
Can view, edit, save, and run items in the folder. For users who maintain reports.
Can do everything plus delete the folder and manage shares. Reserve for folder owners.
Share to a public group rather than individuals. Easier to maintain as team membership changes.
Share to a role and everyone below it in the hierarchy. Useful for management hierarchies.
- New reports go to the creator's private folder by default. Users complaining their report is invisible to teammates usually need to move it first.
- Folder access has no criteria-based sharing. The only mechanism is the explicit share table; dynamic rules are not supported.
- Manager permission lets the user revoke other users' access. Audit Manager-level shares; an over-assigned Manager permission is the path to accidental lockouts.
- Document folders have a dual model with IsPublic. A public Document is reachable regardless of folder permissions; audit IsPublic Documents quarterly.
- Email Template folders (legacy) and Lightning Email Templates have different storage. New email template work increasingly uses Lightning; do not assume folder-based shares apply.